IRL-Resident Mid-Term & Final External Examiners (Graduate Research School) - Flowchart for Process
Mid-Term Examiner is
nominated on PGR3
Application to
Transfer
to/Confirmation on
the PhD Register
form. Form signed by
student and
supervisor(s) and
endorsed by Head of
School. Submitted to
College Head of
Research.
Final Examiner is
nominated on PGR4A
Notification of
Intention to submit a
Thesis for
Examination form.
Form signed by
student and
supervisor(s) and
endorsed by Head of
School. Submitted to
College Head of
Research.
College
Head of
Research
submits the
PGR3 or
PGR4A form
to College
Board for
approval.
Once
approved at
College
Board, the
form is sent
to the
Graduate
Research
School
(GRS)
Once approved,
the GRS
Administrator
sends an
appointment
letter to the
Examiner.
Included are
instructions and
Graduate
Research
School Board
approves the
appointment
on behalf of
Academic
Council
IRL-Resident
External
Examiner/Asse
ssor Payroll
Form along with
a P8 DIT
External
Examiner/Asse
ssor Expense
Claim Form and
Fee Claim
Form. The
examiner
immediately
returns
completed
Payroll Form to
GRS
Administrator
Note: A Terms of Information document is not required for the above categories of External Examiners/Assessors
Payroll sets
up CORE
Pay record
GRS
Administrator
completes an
Appointment
Form. This is
signed by the
Graduate
Research
School Head
and is
forwarded to
Payroll,
along with the
completed IRL-
Resident
External
Examiner/As
sessor Payroll
Form and any
attachments.
Once the viva
voce
examination
has taken
place, the
Examiner may
return the P8
DIT External
Examiner/Ass
essor
Expense
Claim Form
and Fee Claim
Form
to the GRS
Administrator
IMPORTANT:
claims will not
be processed
until
Reports/Statem
ents have been
received
Once all
documentation is in
order, fee is paid to
examiner via Payroll
and expenses are paid
by Creditors (through
CORE Expenses) via
EFT
IMPORTANT: claims
will not be processed
until
Reports/Statements
have been received
The GRS
Administrator
gets the P8 DIT
External
Examiner/Assess
or Expense Claim
Form and Fee
Claim Form
endorsed by the
Graduate
Research School
Head and
forwards the Fee
Form to Payroll
and the Expenses
Form to Creditors
for payment
Non-IRL Resident Mid-Term & Final External Examiners (Graduate Research School) - Flowchart for Process
Mid-Term Examiner is
nominated on PGR3
Application to Transfer
to/Confirmation on the
PhD Register form.
Form signed by student
and supervisor(s) and
endorsed by Head of
School. Submitted to
College Head of
Research.
Final Examiner is
nominated on PGR4A
Notification of
Intention to submit a
Thesis for Examination
form. Form signed by
student and
supervisor(s) and
endorsed by Head of
School. Submitted to
College Head of
Research.
College
Head of
Research
submits the
PGR3 or
PGR4A form
to College
Board for
approval.
Once
approved at
College
Board, the
form is sent
to the
Graduate
Research
School
(GRS)
Graduate
Research
School Board
approves the
appointment
on behalf of
Academic
Council
Once approved,
the GRS
Administrator
sends an
appointment
letter to the
Examiner.
Included are
instructions, a
Pay Mandate
Form, a P8 DIT
External
Examiner/Assess
or Expense Claim
Form and Fee
Claim Form.
The Examiner
should return the
completed Pay
Mandate Form
immediately to
the GRS
Administrator,
who will forward
it to Finance
Operations, so
the examiner can
be set up as a
one-time creditor
Note: A Terms of Information document is not required for the above categories of External Examiners/Assessors
Once all documentation is in
order, fee and expenses are
paid by Creditors to examiner
via EFT, with a deduction from
the fee at standard rate of tax
for PSWT (Professional
Services Withholding Tax).
Once the viva voce
examination has
taken place, the
Examiner may
return the P8 DIT
External
Examiner/Assessor
Expense Claim
Form and Fee Claim
Form
to the GRS
Administrator
IMPORTANT: claims
will not be processed
until
Reports/Statements
have been received
IMPORTANT: claims will not be
processed until
Reports/Statements have been
received
The GRS Administrator gets
the P8 DIT External
Examiner Expense Claim
Form and Fee Claim Form
endorsed by the Graduate
Research School Head, then
forwards them to Creditors
for payment
IRL-Resident Accreditation & Review Panel Members - Flowchart for Process
School completes
a Q2A
Nomination of
External Member
for Programme
Review or
Validation form
or a Q2B
Nomination of
External member
to School Review
Panel form, which
is signed by the
Head of
Department &
Head of School,
then by College
Director once
approved at
College Board.
The College
submits the Q2A
or Q2B form to
Academic Quality
Assurance
Committee for
approval
Payroll sets
up CORE
Pay record
The Q2A or
Q2B form
is
approved
at
Academic
Quality
Assurance
Committee
(A greater
number of
potential panel
members are
approved than
is actually
required, to
account for
diary
availability and
gender
balance of
panels)
Quality
Assurance
Officer
decides on
appropriate
panel
composition
and QA
Administrator
contacts them
with potential
dates
Once panel
members
confirm
availability,
the QA
Administrator
sends an IRLResident
External
Examiner/Ass
essor Payroll
Form to each
panel member
for immediate
completion
and return to
the QA
Administrator.
Note: A Terms of Information document is not required for the above categories of External Examiners/Assessors
QA
Administrator
completes an
Appointment
Form. This is
signed by the
relevant Head
of School and
is forwarded
to Payroll,
along with the
completed
IRL-Resident
External
Examiner/Ass
essor Payroll
Form and any
attachments.
Once the
review/accre
ditation event
is underway,
the Panel
member is
given the P8
DIT External
Examiner/Ass
essor
Expense
Claim Form
and Fee Claim
Form, which
can be
completed on
the day, or
subsequently
returned to
the QA
Administrator
Once all
documentation is in
order, fee is paid to
examiner via Payroll
and expenses are paid
by Creditors (through
CORE Expenses) via
EFT
The QA
Administrator gets
the P8 DIT External
Examiner/Assessor
Expense Claim
Form and Fee Claim
Form
endorsed by the
relevant Head of
School and College
Manager, who
confirm the budget
code to be used.
The QA
Administrator
forwards the Fee
Form to Payroll and
the Expenses Form
to Creditors for
payment
Non-IRL Resident Accreditation & Review Panel Members - Flowchart for Process
School completes
a Q2A
Nomination of
External Member
for Programme
Review or
Validation form
or a Q2B
Nomination of
External member
to School Review
Panel form, which
is signed by the
Head of
Department &
Head of School,
then by College
Director once
approved at
College Board.
The College
submits the Q2A
or Q2B form to
Academic Quality
Assurance
Committee for
approval
The Q2A or
Q2B form is
approved at
Academic
Quality
Assurance
Committee
(A greater number of
potential panel
members are
approved than is
actually required, to
account for diary
availability and
gender balance of
panels)
Quality
Assurance
Officer
decides on
appropriate
panel
composition
and QA
Administrator
contacts
them with
potential
dates
Once panel
members
confirm
availability, the
QA
Administrator
sends a Pay
Mandate Form
to each panel
member for
immediate
completion and
return to the QA
Administrator,
who will
forward it to
Finance
Operations, so
the examiner
can be set up as
a one-time
creditor
Note: A Terms of Information document is not required for the above categories of External Examiners/Assessors
Once all documentation is in
order, fee and expenses are
paid by Creditors to examiner
via EFT, with a deduction from
the fee at standard rate of tax
for PSWT (Professional
Services Withholding Tax).
Once the review/
accreditation
event is
underway, the
Panel member is
given the P8 DIT
External
Examiner/Assess
or Expense Claim
Form and Fee
Claim Form,
which can be
completed on the
day, or
subsequently
returned to the
QA Administrator
IMPORTANT: claims will not be
processed until
Reports/Statements have been
received
The QA Administrator gets
the P8 DIT External
Examiner/Assessor
Expense Claim Form and
Fee Claim Form
endorsed by the
appropriate School Head,
then forwards them to
Creditors for payment