External Examiners

Key school contacts completing External Examiner Terms and Coverage

Index Background

Selecting External Examiners for terms and coverage +Add new term

Update a term to set coverage Remove a Programme or course from coverage

Viewing this document

Background

The External Examiner Project has developed screens to provide a simple data entry facility for use by College and School staff to enter External Examiner contact and appointment details for all current external examiners.

Please note there are prerequisite steps that must be completed for each External Examiner prior to accessing these screens:-

The External Examiner must be registered on the Visitor Registration System

Student Systems Operations must have created an account for the External Examiner within Euclid (Send VRS id & full name of examiner to studentsystems@ed.ac.uk)

Functional Description

The new container entitled ‘External Examiners’ will be available to staff whose schools have requested access to the External Examiners Data Entry process. Access requests are to be sent to Students Systems Operations (studentsystems@ed.ac.uk).

In order for External Examiner details to be uploaded into EERS, the External Examiner record must be created in EUCLID and the terms of appointment (period of appointment) and the coverage (what they are appointment for) must be recorded in EUCLID.

Is there a separate guide for adding new things.

Insert Option 1:- Create External Examiners

This option allows the user to add External Examiner details, presenting the search facility first:- Insert Option 1:- Create External Examiners

This option allows the user to add External Examiner details, presenting the search facility first:-

Selecting External Examiners for terms and coverage

Select External Examiners link from left hand column in EUCLID In the External examiner container select External examiners terms and coverage

The External examiners terms and coverage page is displayed In the external examiner field start tying the name or MST number of the external examiner

This is a dynamic list and will present you with a list of possible matches based on the characters you enter

Select the relevant name from the list provided

With external examiner selected click the “Go” button

+ Add new term

The terms and coverage for the selected external examiner is displayed. The + Add new term button is available to start completing the term and coverage Highlighted areas include + add new term button, back button, exit button, name of

external examiner and department and an Update button for the Current Terms and Coverage

So this is an External Examiner who is already appointed. Is this covering only changing details.

Click the + Add new term button

NOTE: the update button is always in reference to the terms and coverage details it is situated against. This doesn’t seem to be clear. An update term can only be added where the External Examiner appointment has been approved.

Having clicked the + add new term button The details fields are displayed The type can be set from the drop down menu – need to explain type The calendar functions can be used to set start date and end date of term

The Type drop down menu will display the relevant option available

Click on the calendar icon to set the Start date Click on the calendar icon beside End date to set the end date

With Type, Start date and End date set click the SAVE button

Update a term to set coverage

Click the Update button next to the term you wish to update

Update buttons are linked to specific terms Any coverage will be listed under the programmes or courses sections

When the update button has been clicked the edit facilities are made available. The option to delete the term is available (if added in error) The type, start date and end date are available for edit also The coverage fields are now available to enter the programme and course coverage

In the coverage section there are dynamic lists available to add coverage Click in the coverage programme field and start typing the title or code for the programme

and select of list provided

The programme code will display in the programme coverage field with the title along side You may set the course coverage using the coverage course fields Course coverage fields are dynamic list also. Start typing course title or code and select from

list provided Repeat for multiple programmes and course filling the additional fields as necessary

When all the relevant programme and course coverage fields have been entered click the Save button

Remove a programme or course from coverage

After having clicked the Update button adjacent to the relevant term any entered programme or course coverage that has been added will have the option to be deleted from the coverage record

Red trash can icons are located next to all the programmes in the coverage section Red trash can icons are located next to all the courses in the coverage section Click the red trash can icon next to the course or programme you require deleted

A confirm deletion message will be displayed Click the continue button to remove from coverage

A external examiner terms and coverage page with multiple terms and their outlined coverage

Viewing this DocumentShould the images in this document appear to small please adjust the view in your WORD document

In the Banner at the top of your word document click The “View” Tab Click the “Zoom” button

Zoom options will be displayed

Select the “Zoom To” option “ 200% ” Click “OK” button to apply Larger view of document will be displayed