Pre Board tasks for PGT Boards: External Examining tasks for Board teams

There are a series of External Examining tasks for Board teams to complete - by any members of staff listed as Board staff - and we request these are completed by 31^st October PG Boards (original deadline was 31^st May). 

All tasks can be completed on Portico > Award, Assessments and Achievements tab > Board of Examiners container, using the ‘Board of Examiners Data Hub’ task.  

 Tasks:

1. Check appointment status of your EEs – External Examiners who are active for the 2023-24 Academic Year and are expected to participate in the BoE meeting should now be showing as ‘Current Appointed’.  
2. Check that modules are attached to the right Boards and assign them to your EEs (this is vital to calculate the fee payments for External Examiners) 

Guidance about the process of assigning modules in Portico can be found here. Please ensure that the correct module is assigned to the External Examiner, paying close attention to the Period and Occurrence columns.  

Contact the Student Lifecycle team: lifecycle@ucl.ac.uk if your module is not appearing on the Board, providing the correct Board of Examiners code.  

Note: Modules can be reviewed by multiple External Examiners, as long as the modules and External Examiners are on the same Board. A single module delivery can only be allocated to one Board. If you have a module which needs to be reviewed by multiple Boards, please contact us before the Board meeting. 

3. Populate Board Meeting Dates – now through Portico (annual report links to External Examiners are triggered by the BoE Meeting date, so it’s important that we have accurate information well in advance of the Board meeting) 
   Please now enter all your BoE dates on Portico, especially the final BoE meeting date. For more guidance on how to enter BoE dates on Portico, please refer to Faculty and Board Teams. 
4. Check staff assigned to your Board of Examiners  
   Please ensure you have the correct staff appointed as Chair, Deputy Chair, Board Admin 1 and Board 2 on Board of Examiners container on Portico.
   If there are any changes prior to the board, make sure to update this on Portico to avoid any delays in BoE arrangements.
   Please note that every Board requires all four positions to be filled with different named individuals (Chair, Deputy Chair, Admin 1, Admin 2). For more guidance on how to complete this step, please refer to Faculty and Board Teams. 

Please refer to the External Examining webpage for further guidance (screen shots included) on completing each pre- Board task: Faculty and Board Teams.

Contact email for further information: lifecycle@ucl.ac.uk for modules not appearing on correct Boards.