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EXTRACT FROM TEACHING AND LEARNING COMMITTEE MINUTES 11

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EXTRACT FROM TEACHING AND LEARNING COMMITTEE MINUTES 11

     EXTRACT FROM TEACHING AND

    LEARNING COMMITTEE MINUTES

     2 March 2005

    05.3 Payment of Fees and Expenses of External Examiners

    Mr S Chapman presented the Working Group’s report (TLC/05/6).

    The Committee, at its October meeting, had received the annual review of

    external examiner reports for 2003/4 from the Pro-Vice-Chancellor (Teaching and

    Learning) and had noted some adverse comments had been made about the late

    payment of fees and expenses. A Working Group, comprising Heads of Faculty

    Administration and a representative from the Finance Department, had been

    established to address this issue (min 04.149 refers).

    The Committee noted that the Working Group had considered the current

    procedures in order to identify the causes of delay in payment and presented for

    consideration a University protocol which would ensure prompt payment. In

    addition, the Group had considered implications for the procedures of central

    departments and had made a number of recommendations for action by them.

    AGREED:

    i) that the protocol be endorsed (Appendix 3);

    ii) that action be undertaken by Staff Development/Faculties (induction

    sessions), the Academic Office (External Examiner’s Handbook), and the

    Finance Department (Fees and Expenses Claim Form), as indicated in the

    paper;

    iii) that the sentence regarding return of the form to the Salaries and Wages

    Office (intended for internal use) be removed from the Fees and Expenses

    Claim Form;

    iv) that Mr Chapman and the Working Group be thanked for their work.

UNIVERSITY OF ULSTER APPENDIX 3

EXTERNAL EXAMINERS FEES AND EXPENSES

PROTOCOL FOR PAYMENT

    General Principles

1 External Examiners are entitled to receive payment for expenses in relation to

    their service to the University within a reasonable time period of incurring

    those expenses.

2 External Examiners are entitled to receive payment for fees in relation to their

    service to the University within a reasonable time period of submitting their

    report to the University. Claims for fees and expenses may be made in one or

    two stages ie:

    ? Expenses claimed immediately after travel to the University, with fees

    claimed subsequently on submission of the External Examiner’s report

    (two claim forms submitted).

    or

    ? Expenses and fees claimed together on submission of the External

    Examiner’s report (one claim form submitted).

3 Claims can only be processed within the University’s timescales if submitted

    on a University Claim for Fees, Travel, Subsistence and Accommodation form

    (referred to as “claim form” in this document) and all the necessary

    information and supporting documentation is provided. This form can be

    downloaded from: http://www.ulster.ac.uk/finance/finance_forms.html.

4 Travel, subsistence and accommodation arrangements should be cost

    effective and be made efficiently having regard to the circumstances of

    external examiners.

5 This document includes general guidance with application across the

    University. Faculties should ensure they have local procedures in place that

    are consistent with this protocol.

    Induction/Provision of Information

6 The letter of appointment to External Examiners will include rates of fees and

    details of expenses that will be reimbursed.

7 University induction sessions will include information on procedures relating to

    fees and expenses, to cover the following:

    ? travel and accommodation arrangements advice on booking;

    ? availability of claim forms, including relevant web address(es);

    ? where to send claim forms and supporting documentation (name and

    address within the relevant School);

    ? expected timescale for payment of claims.

8 School Offices will ensure that, in advance of Boards of Examiners, External

    Examiners are clear as to whom to send claim forms.

    Travel/Accommodation Arrangements

9 The Course/Subject Director (or nominee) will establish in general terms how

    the External Examiner wishes to book travel, accommodation etc:

    a) If the External Examiner chooses to make their own arrangements (eg

    through the web), (s)he should submit a claim for expenses as soon as

    possible after their visit to the University.

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    b) If the External Examiner chooses to make bookings of flights etc through

    their institution, his/her institution should invoice the University, sending

    the invoice direct to the Finance Department. Incidental expenses such

    as car parking or meals should be claimed through the claim form.

    c) If the External Examiner chooses to have bookings made by the

    University, they should contact the relevant School or Faculty office with

    details of their requirements. Incidental expenses such as car parking or

    meals should be claimed through the claim form.

    Submission and Processing of Claims

10 At June Boards of Examiners, External Examiners should be reminded that

    they may submit claims for expenses immediately following the Board and be

    encouraged to pass claim forms and receipts to the relevant Course/Subject

    Director before they leave the University.

11 Claim forms will be passed by the Course/Subject Director to the School

    Office for approval by the Head of School.

12 Claim forms will be forwarded to the relevant Faculty Office for authorisation

    by the Dean or his/her nominee (ie Associate Dean or Head of Faculty

    Administration). A copy of authorised claim forms should be held in the

    Faculty Office.

13 When the External Examiner’s Report is submitted to the Pro-Vice-Chancellor

    (Teaching and Learning), a claim for fees (and expenses if not already

    claimed separately) should also be sent to the relevant School/Faculty Office.

14 This form will be processed in the same way as at paragraphs 11 and 12

    above, with the Head of School’s approval and Dean/nominee’s authorisation.

15 All claim forms should be submitted as soon as possible after Boards of

    Examiners to ensure processing before the end of the financial year (31 July).

    External Examiners are required to submit their reports within one month of

    the relevant Board of Examiners.

16 Claims will be processed in the Finance Department (Pensions and Payroll

    Section) on a weekly basis ie if fully completed and authorised forms and

    supporting receipts are received by 4.00 pm on a Friday, payment will reach

    the External Examiner’s bank account by the following Friday.

17 Incomplete claim forms will be returned by Pensions and Payroll to the

    originating School/Faculty Office as detailed on the claim form.

18 In the case of collaborative courses with partner institutions, External

    Examiners should submit claims for fees and expenses as per the above

    procedure. Payments will be reclaimed from partner institutions by the

    Finance Department as advised by Faculty Offices see section 14.6 (e) of

    the University’s Guide to Collaboration in the Provision of Programmes of

    Study.

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    11 December 2002

02.242 EXTERNAL EXAMINERS’ FEES AND EXPENSES

     The Committee received Paper No TLC/02/103 on external examiners’

    fees and expenses.

    02.243 Level of Fees (Item 1)

     The Committee noted that it was not proposed to increase the basic

    external examiners’ fees at the present time in view of the current national

    review of the external examining system.

    02.244 Statement of Fees (Item 2)

     The Committee noted that it was necessary to update the statement to

    reflect the University’s new framework and the two-tier examining system

    for combined Honours courses. Proposed amendments to the statement

    of fees included clarifying that the current principles for linked courses

    (Cert/Dip) and full-time/part-time versions (postgraduate courses) should

    apply to all award levels and that the fee should be related to the credit

    point value of modules rather than the number of modules examined.

    The Committee noted one particular issue addressed was how to

    remunerate external examiners who moderate across a number of

    Colleges where the modules are common. Sampling arrangements

    should not give them an excessive load, but they might have extra

    attendance requirements.

    AGREED:

    i) that the maximum fee for examining a Master’s course be ?660

    (currently ?650, ?600 in paper);

    ii) that it be recommended to Senate that the proposed scale as set

    out in Appendix 2 be endorsed and introduced from 2003/4

    appointments.

    APPENDIX 2

UNIVERSITY OF ULSTER

ANNUAL FEES FOR EXTERNAL EXAMINERS (TAUGHT COURSES): 2003/4

While all course external examiners have responsibilities in regard to the award for

    the course to which they are appointed, they are usually assigned specific module

    duties and it is on this basis that the actual fee is calculated for course or

    undergraduate subject external examiners.

The fee payable to external examiners should be determined in accordance with the

    following scales. The fee is related to the credit value of the modules for which they

    approve examination papers/assessment schemes and moderate assessment.

     4

All Awards

Modules to a value of less than 120 credit points: ?200

Modules to a value of 120 credit points or more: ?400

In addition:

Master’s Awards

For each dissertation moderated: ?20 (to a maximum of ?660,

    inclusive of the above fee)

    Chief External Examiner: ?400

Attendance at Boards of Examiners ?75

    for a period beyond 48 hours:

Expenses

Travel, subsistence and related expenses which have been incurred by External

    Examiners are reimbursed as follows for up to two visits in each academic year:

Travel

First class rail and boat fares, tourist air fares, public transport fares, taxi fares, only

    if no other form of transport is available, or if the time saved as a result is of great

    importance.

Subsistence

(i) accommodation (payment for bed and breakfast will be made directly to the

    hotel by the University);

(ii) claims for out of pocket expenses up to ?25 for each 24-hour period of

    required attendance. Such claims should be made on the claim form and

    should be supported by receipts.

December 2002

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