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Updated June 2026
Providing External Examiners (EEs) with IT Access (incl. Moodle, AssessmentUCL) is not part of the Academic Policy, Quality and Standards (APQS) Team’s remit: it is the responsibility of the Board Administrator. Since the introduction of the MyServices system, please liaise with your Departmental /Faculty IT Rep for assistance and for any issues in arranging IT access for External Examiners.
In order to provide EEs with Moodle access, you first need to ensure that they have their UCL ISD log-in and password.
We recommend the following tasks are completed and IT access is tested before the Exam Board.
1. Create a Department Services System Person Visit for the relevant Academic Year
The Department Administrator or Computer Rep should create a Departmental ‘Person Visit’ in Services System for all current External Examiners who require UCL visitor access.
NB: APQS create a Services System record and an initial ‘Person Visit’ as part of the nomination process. Board Teams need to create a separate Department ‘Person Visit’ each AY to enable IT access.
2. Check UCL ISD credentials
Check External Examiners have a current UCL ISD password as the password may have expired since the previous Exam Board. There is ISD guidance on what to do if a user ID or password has been forgotten. A password reset can be requested via MyServices.
NB: Board Administrators can run the Portico Contact Report to find the External Examiner’s username, UPI and UCL email address. Please see Resources for Faculty and Board Teams for further guidance.
3. Arrange access to Moodle etc
Once the EE have their login details, you can instruct them on how to access Moodle and/or AssessmentUCL.
Instruct your EE on how to log into 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 appear when you search for them). Make your EE a member of the relevant Moodle pages and tell them that they can now access these pages.
Please note that you will 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: create this before every academic year to ensure IT access is maintained.
- Make your EE a member of the relevant Moodle pages and instruct them that they can now access these pages.
- For any queries around IT access, please liaise with your Departmental /Faculty IT Rep or raise with your Faculty Education Team.