Procedures and guidelines for termination of contract

The role of the external examiner in contributing to the management of standards and quality is important. Therefore the failure to fulfil this role needs to be addressed promptly and a contract terminated swiftly where appropriate. This does not have to wait until the end of an academic year.

A contract with an external examiner will be terminated in the following circumstances:

• Failure to fulfil the role
  
• Conflict of interest
  

Failure to fulfil the role

An external examiner will be considered to be in breach of their contract when:

1. despite reminders, they have failed to submit an annual report, or have submitted an incomplete report;
2. they have failed to attend an examination board without due notice;
3. they have failed to attend two consecutive examination boards.

Termination of a contract may be triggered by the department notifying the Academic Standards and Partnerships Office (ASPO) or, in respect of (1), above, by the ASPO alerting the department.

Procedure for early termination of an external examiner’s contract in the case of breach of contract

In the case of (1)

• The ASPO will send an e-mail reminder to the external that the report has not been submitted
  
• Following discussion between the ASPO and the department, the external will be advised in writing by the ASPO that they are in breach of contract and will be given one final opportunity to submit their report by a revised deadline;
  
• If the report is still not received, the external will be given notice in writing by the ASPO, of the automatic termination of their contract in the following two weeks. This letter is copied to the relevant Dean. The external will be advised that they have the right of appeal to the Pro-Vice Chancellor (Academic Standards).
  

In the case of (2) and (3)

• The ASPO will e-mail the external requesting a written explanation of their absence from boards.
  Following discussion between the ASPO and the department a recommendation will be made to the appropriate Dean regarding the dismissal/continuing appointment of the external;
  
• The external will be advised of the Dean’s decision by the ASPO and will be given notice of termination if appropriate. The external will be advised that they have the right of appeal to the Pro-Vice Chancellor (Academic Standards).
  

Procedure In the case of a conflict of interest coming to light during the term of office which prohibits the external from carrying out the full range of their duties

Where the conflict of interest is brought to the notice of or identified by the Department or by the ASPO, the external examiner will be notified of the conflict and asked for comment by the Department by a given date. After this date, the Department will notify the Dean and the ASPO of the outcome and the external given notice of termination if appropriate.

Approved by Council October 2012