Termination of External Examiner contract

The role of the External Examiner in contributing to the management of standards and quality is important, failure to fulfil this role needs to be addressed promptly. In such instances where a contract must thus be terminated, 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 Quality and Academic Development (QUAD) or in respect of (1) above, by QUAD alerting the department.

Termination in the case of breach of contract

The procedure for early termination of an External Examiner’s contract in the case of breach of contract is as follows.

In the case of (1):

  • QUAD will send an e-mail reminder to the external that the report has not been submitted
  • Following discussion between QUAD and the department, the external will be advised in writing by QUAD 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 QUAD, of the automatic termination of their contract in the following two weeks. This letter is copied to the relevant Executive Dean or nominee. The External will be advised that they have the right of appeal to the Pro-Vice Chancellor (Education).

In the case of (2) and (3):

  • QUAD will email the External requesting a written explanation of their absence from boards.
  • Following discussion between QUAD and the department, a recommendation will be made to the appropriate Executive Dean or nominee regarding the dismissal/continuing appointment of the external
  • The external will be advised of the Executive Dean's or nominee's decision by QUAD 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 (Education).

Termination in the case of conflict of interest 

The procedure in the case of a new conflict of interest, or existing conflict of interest coming to light, during the term of office which prohibits the External from carrying out the full range of their duties is as follows.

Where the conflict of interest is brought to the notice of or identified by, the department or by QUAD, the External Examiner will be notified of the conflict and asked for comment by a given date by the department. After this date, the department will notify the Executive Dean or nominee and QUAD of the outcome and any appropriate action required.

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