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Arranging IT Access for External Examiners

Providing External Examiners (EEs) with IT Access (incl. Moodle, AssessmentUCL) is not part of the External Examining Team’s remit, it is the responsibility of the Board Administrator. The steps provided below are suggestions for how you may choose to go about doing this, taken from discussions with ISD. 

In order to provide EEs with Moodle access, you first need to ensure that they have their UCL ISD login and password.


1. Add a visit on Services System for the EE. Instructions on how to add a new visit to the Service System can be found here - https://www.ucl.ac.uk/isd/how-to/admin-systems/help-visitor-create. This part of the process must be repeated anually for each year of EE's appointment.

Q. Why do we need to do this, haven’t you already set them up on Services System? Yes, we set them up at nomination on Services System with a 1 year visit, but they are linked to the Academic Services department. You then need to create an additional visit to link them to the department that they are examining for, we cannot do this for you (i.e. the department of the relevant BoE).                                      


2. Log a request to register the EE on Myaccount so they can get a password. Please note your Departmental Manager / Computer Rep will need to do this for you in Remedyforce Self Service (part of salesforce (https://ucl.my.salesforce.com)). The MyAccount Registration request form can be directly linked to here: https://ucl.my.salesforce.com?startURL=/apex/bmcservicedesk__ssredirect?type=sr%26id=a3S200000007KpGEAU. Service Desk will then contact the EE to set up their password and register their mobile phone.


3. Inform your EE that UCL Service Desk (ISD) will contact them by phone to register their mobile phone, and they can then reset their password. Further information about changing the password can be found here - http://www.ucl.ac.uk/isd/services/userid-passwords/forgotten-change-password  

Q. My EE does not have a mobile/ doesn’t want to register their mobile. Unfortunately registering your mobile phone is the only way that ISD can currently manage passwords remotely. If they are adamant that they won’t register it (or if they don’t have a mobile phone) then they will need to come to UCL to collect their password. Please contact the Service Desk for further details - http://www.ucl.ac.uk/isd/help.


Once EEs have their login details, you can then instruct them on how to access Moodle and/or AssessmentUCL (or Wiseflow)

4. Instruct your EE on how to login to Moodle for the first time, where they have to accept the T&Cs (until they have done this, they cannot be added to any Moodle pages as their details will not show up when you search for them). Make your EE a member of the relevant Moodle pages and instruct him or her that they can now access these pages.  

5. Instruct your EE on how to use AssesmentUCL, you may find this page helpful:  https://wiki.ucl.ac.uk/display/WRC/External+Examiner.


Please note that you need to repeat some of the above steps on an annual basis to ensure your EE has this access for each year of their appointment:

  • Adding Services System visit- crete this before every academic year to ensrue IT access is maintained
  • Make your EE a member of the relevant Moodle pages and instruct him or her that they can now access these pages