External Examining – Pre-Board Tasks

Board of Examiners Data Hub Roll-over and Board Team Tasks

The Board of Examiners (BoE) Data Hub task on Portico has been rolled over ready for the 2025-26 session.

Board teams are asked to complete the following tasks by 29 May 2026 for both Undergraduate (UG) and Postgraduate (PGT) Boards. 

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

 Board Team Tasks:

1. Check appointment status: External Examiners (EE’s) who are active for the 2025-26 Academic Year and are expected to participate in the BoE meeting should now be showing as ‘Current Appointed’.  

Let us know as soon as possible if your Board is not running this year, or if there are any changes to the EE's term. 

2. Check that modules are attached to the correct Board and assign them to the EE (this is vital to calculate fee payments). 

Contact the Curriculum Information Management team:

curriculuminformation@ucl.ac.uk if your module is not appearing on the Board, providing the correct Board of Examiners code.  

NB: Modules can be reviewed by multiple External Examiners only if the modules and EEs are allocated to the same Exam 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 (annual report links to EEs are triggered by the Final BoE Meeting date, so it’s important that we have accurate information well in advance of the Board meeting). 

Please enter all your BoE dates on Portico, especially the final BoE meeting date. Report links are sent the week of the final Board meeting. If there are any last-minute changes to the date, please immediately make these on Portico (at least a week before the Board). Once report links are sent to EEs, it is a manual task to re-request these for a different date.

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.

Please note that every Board requires all four positions to be filled with different named individuals

If there are any changes prior to the board, make sure to update this on Portico to avoid any delays in BoE arrangements.

Please refer to the External Examining webpage for further guidance on completing the pre-Board tasks listed above: Resources for Faculty and Board Teams 

Checklist of information to send to EE
We recommend sending your External Examiner the following information at the start of each academic year. Please send ahead of main BoE meeting, if not already done so.

See the checklist of information to send External Examiners

Please refer to the relevant section in Chapter 9 (4.4.1) of the Academic Manual for further details.

Contact email for further information: 

• Contact your Faculty Education Team in the first instance who can collate queries to bring to us through the Faculty Liaison model.
• externalexaminers@ucl.ac.uk may be used for urgent Portico link queries or any issues unresolved at the Faculty level.