Instructions for External Examiners Submitting 2011/12 Annual Reports

The University of Kent utilises an online system for submitting External Examiner Reports. This allows External Examiners to view the reports that they have submitted, and the responses made to them, online for the duration of their appointment. External Examiners are required, therefore, to submit annual reports via a web form on our External Examiner Report Submission System (EERSS). The link is located at: http://www.kent.ac.uk/teaching/qa/extexaminers/index.html.

When you initially click on the External Examiner Portal link, you will be asked to change your password for security purposes. The first time you log in, the web page shown in image A below, will be displayed. You will be required to enter a contact email and tick the box to confirm your acceptance to the terms and conditions of your appointment as an External Examiner.

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Insert your contact email address here

Click here to accept the terms of your appointment

When you click on the ‘Continue’ button your personalised Portal will be displayed as shown on image B on the next page.

Please note that subsequently when you logon you will be taken directly to your Portal

A

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Click the ‘Add New Report’ button to add a report.

Personalised Portal – name of External Examiner will appear here

Draft Reports will be listed here.

B

Reports awaiting a University Response will be listed here.

Reports that have received a Response from the University will be listed here.

Click on the ‘Logout’ button to come out of the Portal and end your session

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After clicking on the ‘Add New Report’ button a web form will be displayed for you to compose your report.

You can save a report in draft as many times as you wish. Click on the ‘Save Draft’ button and you will be taken back to your Portal. You will see your report under the ‘My Draft Reports’ heading with an ‘Edit’ button adjacent to it. Click the ’Edit’ link when you wish to return to your report. You will be able to print off your draft report after saving it.

Please note that if you are taking time to compose your report, you will need to ‘Save Draft’ every 45 minutes to ensure that your connection does not time out and you lose any work that you have done since the last time you saved a draft.

If you click on the ‘Cancel’ button you will be returned to your Personalised Portal page without saving any work.

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External Examiners are requested to submit separate reports for Postgraduate and Undergraduate programmes. Separate reports must also be submitted for each campus.

Enter the programme or group of programmes in this field.

To improve the quality of data captured some fields are compulsory. Compulsory fields are denoted with *.

If you attempt to submit a final report without completing the compulsory fields you will get the warning message below requesting that you complete the fields highlighted in red.

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Please note there is no word limit to the amount of text you can enter in any of the text fields.

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Some fields have ‘Yes’/ ‘No’ radio buttons. If you click the ‘Yes’ radio button a text field appears to enable you to complete your comments. Remember there are no limits to the text you can enter in any of the text fields.

The ‘No’ radio button has been checked so a text field does not appear.

The University takes recommendations from External Examiners very seriously. Recommendations made to the School will be responded to by the School within which the programme(s) of study being reported on lies. Recommendations made to the University will be responded to by a member of staff within the Quality Assurance Office.

Recommendations to both the School and University will be collated dynamically into a report and can be viewed immediately by the relevant stakeholders when a final report is submitted.

To aid this process it is important that recommendations are made within the appropriate ‘Recommendation’ fields.

To submit a final report you must click the check button next to the arrow before clicking on the ‘Submit’ button.

Once you have clicked the ‘Submit’ button you will get a web page acknowledgement and can either submit another report by clicking the ‘Submit Another Report’ button or logout of the Portal by clicking on the ‘Logout’ button. You will also receive an email acknowledgement to the contact email you have supplied.

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After submitting your report(s) your Portal will display the information as above.

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Click ‘Edit’ to return to a report previously drafted.

Click here to view your report and responses to your recommendations. (See Image C on the next page).

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C

You can display a printable version (see image D on the next page, with the full question data displayed, by clicking on the ‘Print’ button.

Click the ‘Return’ button to go back to your Portal.

AMM12 November 2012

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D