Academic Regulations Governing Postgraduate Degrees by Research and Thesis

8. Appointment of External Examiners

The purpose of these regulations is not only to enunciate procedures for the appointment of external examiners, but to set out what research students can reasonably expect from the University regarding the examination of their work. The regulations are designed to safeguard both the academic standards of the university and the interests of individual students.

1. In line with the College's and University's policy and stated commitment to best practice in equality issues, Heads must ensure, insofar as possible, a balanced gender representation in the appointment of external examiners to the examining team for research awards. Most particularly for research awards, Heads must ensure that an examining panel of one gender only is avoided when the presenting candidate is of the opposite sex.

2. Candidates for Research degrees are required to notify their supervisor initially of their intention to submit a thesis for examination, using the special form PGR4 provided for this purpose. They must give at least three months' notice and provide a typed 200 word abstract of their work.

3. On receipt of this notice of intention to submit a thesis, the supervisor is required to consult with the relevant Head(s) of School/Departments on the selection and nomination of appropriate internal and external examiners; two external examiners are required where the candidate is a member of staff of the College/University. Two examiners are appointed in this case to add an additional layer of independent assurance to the process. The second external examiner should participate in the oral examination of the candidate and attest to the fairness and rigour of the process cognisant of the relationship between the candidate and the College/University. The external examiner(s) should be informally contacted to ascertain availability and willingness to undertake this role in the time scale envisaged.

4. Following completion of the process of consultation referred to above, the supervisor is required to submit the completed form PGR4 to the Registry/registrar's office (SPCD) within two weeks of initial receipt from the candidate. Completed forms will be submitted to the next scheduled meeting of Standing Committee of Academic Council.

5. Following approval by Standing Committee of the appointment of the examiners nominated, the Registry/registrar's office (SPCD) will issue a formal written invitation to the person(s) nominated to act as external examiner(s) and, in addition, provide a copy of the abstract of the work to be examined

6. Candidates are required to submit two copies of the thesis to the Registry/registrar's office (SPCD). The agreement of their supervisors should be obtained prior to such submission.

7. Following receipt of these copies, the Registry/registrar's office (SPCD) will immediately forward a copy to each examiner together with the relevant examiners' report form (PGR6) and the examination regulations for examiners. Examiners are normally expected to carry out their duties within six weeks of receipt of the thesis to avoid hardship to the candidate. The Registry/registrar's office (SPCD) should be notified immediately if there is any difficulty in adhering to this time requirement.

8. In the case of a thesis submitted for the award of a PhD, it will be the duty of the supervisor to liaise with the examiners regarding arrangements for the oral examination. Such arrangements should be finalised as soon as possible after receipt of the thesis by the examiners and notified in writing to the candidate and to the Registry/registrar's office (SPCD). The oral examination will be supervised by an Independent Chairperson nominated jointly by the supervisor and the Head of School/Department.

9. Examiners' reports and recommendations will be referred to the next meeting of the relevant Faculty Awards Board for Research degrees (see Section 10 for details), or, in the case of SPCD, to the next meeting of the College Research Committee.

Last Updated: Friday September 26 2008