HERMES User Guide 2015 - University of Liverpool
Contents
1. claim fee payments Approved Rejected Offline process for summary reporting to AQSC Rejected Figure 1 1 The workflow process UNIVERSITY OF LIVERPOOL This section provides step by step instructions for carrying out the responsibilities assigned to users with the SAS Admin role Ve a w These instructions assume that a user has already logged in to HERMES and that the starting point is the main screen SAS Admin users are responsible for creating all external examiner posts to enable Department Admin users staff in Departments or Schools as appropriate to submit nominations for the appointment of external examiners To create a post 1 Click on the Create New Post link 2 Enter the relevant Session e g 201213 for the post 3 Select the correct Faculty from the dropdown list e g Fac of Science amp Engineering 4 This will update the dropdown selection for the subsequent field Department 5 Select the appropriate Department or School from the dropdown list e g Chemistry 6 Enter a unique identifying label in the Discipline field this is the means by which a post is uniquely or readily identified A Department or School may request that a post is renamed by emailing extexam liv ac uk The post name should always be suffixed by a number in parentheses in those instances where more than one external examiner is to be appointed to the same provision The post name sho2. e Subject Level reports all Undergraduate Award Level 31 07 yyyy e Postgraduate Award Level 31 12 yyyy e Veterinary Science CPD provision 31 10 yyyy 5 Enter the fee which has been set for the appointment 6 If the nomination is to be confirmed then click on the Approve button If the nomination is being rejected for a reason associated with Faculty activity then click on the Reject Faculty reason button this will send the appointment back to the Faculty Admin user for action If the nomination is being rejected for a reason associated with Department School activity then click on the Reject Department reason button this will send the appointment back to the Department Admin user for action MAA UNIVERSITY OF g LIVERPOOL Does this appointment meet the conditions of the Code of Practice for appointment of External Examiners Yes No Notes Ei Examiner s Report Deadline date dd mm yyyy 31 07 2011 Fee GBP 1200 00 Reject faculty reason Reject department reason Back Figure 2 2 Confirming or rejecting an appointment Accepted The appointment meets the requirements of the Code of Practice and has been confirmed by SAS The external examiner will be sent an automated email inviting the nominee to accept the appointment Appointment Status SAS Approved Appointment Rejected The nomination details have been rejected by SAS and the Faculty or Department School is not
3. IVERSITY OF LIVERPOOL HERMES Handling External Examiner Reports Maintenance of appointments and Expense Claim Submissions is an automated workflow application located within TULIP which manages all aspects of the administration of external examiner appointments for taught provision undergraduate and postgraduate taught HERMES is also used to manage the appointment of external examiners assigned to MRes and Professional Doctorate provision HERMES is designed to support the requirements of Appendix H of the Code of Practice on Assessment which governs the external examiner system taught provision HERMES is used to e Create and maintain posts to which external examiners are appointed Student Administration amp Support Division SAS e Submit nominations for the appointment of external examiners Departments or Schools as appropriate e Consider and approve or reject nominations for the appointment of external examiners in accordance with the Code of Practice Faculty e Confirm appointments of external examiners SAS e Submit annual report forms and expense claims external examiners e Review annual reports Departments or Schools as appropriate Faculty and Teaching Quality Support Division TQSD The benefits of HERMES include e Reduced delays in the appointment process e Improved communication between stakeholders through automated email notifications e Greater transparency in the appointment pro
4. Postcode L69 7ZX Nationality British Country of Residence United Kingdom Telephone no 1234567890 Email Address a foster poppleton ac uk Year of Tenure 2 Number of Dissertations or Projects to Examine 5 Figure 3 2 Entering personal details of the proposed external examiner 16 UNIVERSITY OF LIVERPOOL There are several questions which must be answered in the second part of the nomination form to ensure that the nominee satisfies the criteria for appointment listed in Appendix H of the Code of Practice on Assessment Click on the appropriate radio button for each question Yes No Whenever a No answer has been provided an explanation is required use the blank field below the question to provide this This field can also be used to supply additional information even when answering Yes Does the nominee have competence and experience in the fields covered by the programme of study or parts thereof and a relevant academic and or professional qualification to at least the level of the qualification being externally examined and or extensive practitioner experience where appropriate Yes No Does the nominee have knowledge and understanding of UK sector agreed reference points for the maintenance of academic standards and assurance and enhancement of quality Yes No ls it confirmed that the nominee has no known conflict of interest or potential excessive burden as outlined in Section 2 2 2 of Appen
5. Report 1 Deadline dd mm yyyy 31 12 2012 Entry Type UK Inactive N Nomination Details Title Surname Forename s Position Institution Address Line 1 Address Line 2 Address Line 3 Postcode Nationality Country of Residence Telephone no Email Address Year of Tenure Number of Dissertations or Projects to Examine Modules Module ID Module Code Exp No Students Module Title 39588 EDEV200 8 THEORY AND PRACTICE OF LEARNING AND TEACHING IN HIGHER EDUCATION 39589 EDEV201 8 RESEARCH METHODS FOR PROFESSIONAL PRACTICE 39591 EDEV300 0 DISSERTATION IN LEARNING AND TEACHING IN HIGHER EDUCATION 39596 EDEV306 0 SUPPORTING STUDENT LEARNING 36377 EDEV307 0 ASSESSING STUDENT LEARNING 41504 EDEV310 0 LEARNING TEACHING AND ASSESSMENT 41506 EDEV311 0 STUDENT LEARNING 41508 EDEV312 0 EVALUATION AND ENHANCEMENT 39597 EDEV401 12 LEARNING TEACHING AND ASSESSMENT 39598 EDEV402 12 COURSE DESIGN AND EVALUATION 39599 EDEV403 5 INFLUENCING CHANGE CONTEMPORARY ISSUES IN HE 39600 EDEV404 6 ENHANCING PROFESSIONAL PRACTICE 39601 EDEV405 8 USING TECHNOLOGY TO ENHANCE LEARNING Actions Action Item Status Actions User Guide ne guide to the web based external examiner system is available to Download ownload Uomuoas Contact Host Department For enquiries about the appointment Submit enquiry Contact University For enquiries about external examining at the University Submit enquiry Expense Claim No Outstanding Expense Claims Prepar i Exa
6. UNIVERSITY QF LIVERPOOL DA Y HERMES User Guide 2015 External Examiner Workflow for Taught Provision Student Administration and Support Division UNIVERSITY OF LIVERPOOL TE BR w CONTENTS B INTRODUCTION a 3 1 1 Introducing HERMES sscsssus cece seus cvesanes caus decnesua ceva sien coes ad ca cavacdcbgvaned va sad ovebab aud vacdcbe ah ava vana Gdubaacavivacdch svededsaaeee cusses 3 1 2 Accessing HERMES ivctasscccsisancaciieriesnuieeaaasndeenasestaaaans aa n a aa aAa aa aAa aE 3 1 3 Roles and responsibilities ceccecesesececeneeceaeeeeeeeeeeceaeeceaeesaeesaaeeeaeeseaeeceaeeseaeeseeeseaeeseaeeseaeeseaeseeeseeeseaeenes 4 1 4 The workflow process in HERMES jeesaa ennea eaea ea A ea aana aae Aa a aaaea aa aeaaaee 5 2 SAS ADMIN USERS iiicissceisccsscssevesevesovcsssesstosesedescsssdsesosedososcsssdsevesesssescssdececesedosescsssesesesesedescssessesese edesess 7 2 1 CHEATING a NEW DOST hivstevccessteceduendecs evs davslevedeistvcedivutess itis dueslivebassdddabunncevs lesstedsducceave tes elivncave lait bueeditebeva a 7 22 Confirming AN APPOINTMENL cececeeeceneeeeeeeeeceteaeeseaeeseaeesseeceaeeceaeeseaeecaeeeaeeseaeeseaeeseaeesaeseeeseaeeseaeessaeeneees 9 2 3 Adding a user to a workflow role ceecceeececeneeeeeeeeececeaeeseaeeceaeeseneseaeeseaeeseaeeseaeeeaeeseaeeseaeeseaeeseaeseeeseeeseaeenes 10 2 4 Removing a user from a workflow role eccccesceeeeeeeseeseaeeseneeeeneeeaeeceaeeceaeesnectacese
7. added now display in the nomination screen 7 Modules can be removed from a post by clicking on the red X button as required Post Details Post ID Department Session Discipline Fee GBP Fee paid Entry Type Inactive Modules Module ID Module Code New Module Close 494 HS 201112 Add a Module to a Post Nursing 1 N NON N Exp No Students Figure 3 1 Adding modules to a post Module Title HEAL001 BIOLOGY FOR HEALTH STUDIES 1 HEAL002 BIOLOGY FOR HEALTH STUDIES 2 HEAL003 MATHS FOR HEALTH STUDIES 1 HEAL004 MATHS FOR HEALTH STUDIES 2 HEAL005 FOUNDATIONS OF PROFESSIONAL STUDIES HEALO006 APPLIED PSYCHOLOGY FOR HEALTH STUDIES HEAL007 HEALTH AND SOCIAL CARE FOR HEALTH SCIENC HEALO008 CHEMISTRY FOR MEDICINE DENTISTRY 1 HEAL009 CHEMISTRY FOR MEDICINE DENTISTRY 2 HEAL010 HEALTH AND SOCIAL CARE FOR MEDICINE DENT HEAL011 MATHS FOR VETERINARY SCIENCE HEAL012 FOUNDATIONS OF PROFESSIONAL STUDIES FOR HEAL100 INTRODUCTION TO COMMUNICATION FOR HEALTH HEAL100 INTRODUCTION TO COMMUNICATION FOR HEALTH HEAL111 BEHAVIOURAL SCIENCES FOR HEALTH PROFESS m 15 UNIVERSITY OF LIVERPOOL ve RA iy The external examiner s details should be provided once modules have been assigned A CV is required to accompany nominations of individuals who are to be appointed to a first year as external examiner To attach a CV please click on the Attach CV link pr
8. aeeseaeeseaeeseeseaeeseaeessaeeneees 11 2 5 Deleting a postimies e A E E EE RENEA 12 2 6 Approving an annual report cceecceesceeeseeseeeseeeeeceseaeeceaeesaeesseessaeeseaeeseaeeseaeeeaeeseaeeseaeeseaeeseeeseieesseeseaeenes 12 2 7 Automated email prompt and reminderS s ssssssssssesssssseresresresseresrssrresresresressnrsnrsntnesrenressnnenrsneresrenresresssrsrrreeree LB 3 DEPARTMENT ADMIN USERS ccsceccsocososssosososcsosososciascsoccsosesoscsescsoccsoscsoscsoseseccsoscsesesasesescsoscsoscsce 14 3 1 SUBMIECIMG a NOMINA onsas a gcosuecigeacestuavactsiageacdacugneseselovasceaugeestecemmuamarorsccsatgaens 14 3 1 1 Assigning modules modular provision Only s cscccesescsesecceeeeceeeeeseeceeseecaeseeeaeeaseesatseeseteestasestesteeeeeteee L 3 1 2 Entering personal infOrmation cceccceseccsesecsseseseecseseecsesesceescacecsesceecaeseaeaeseaeeeeeseeteaeaeeseeateeteeeeeteeateteeees LO 3 1 3 Appointment criteria ChECKS ccccecssesesseeseecsesesceeseuseeceseeceeseecaeseecaeceaeecaeseesaescacassesaeecataeesatacatateeateseeteeeee 7 3 1 4 Functional role and responsibilities ceeeeseseesesceeseeeeseeesesceeceuceeceeseeceeseeceesenaeecetseesatasesaecetatesataneseteeeee LZ 3 2 REVIGWINE AN ANNUAL reportes e a a a a aa aeaa a aan 19 3 3 Responding to an annual repoti toneriseinirniiniaiiii code vous dv iin EE NEE A EEE E EEEa 19 4 FACULTY ADMIN USERG escscsssssssssssesssssssccceccesescsssesessessssssssessssss
9. appointment link or decline the appointment by clicking on the Decline appointment link Departments are advised to resolve any potential problems which may lead to an appointment being declined before the external examiner is notified 4 When an external examiner declines an appointment the Department or School as appropriate will receive an automated notification by email requesting the submission of a new nomination Faculty and SAS Admin users will also receive this notification 5 If the external examiner wishes to contact the host Department or School as appropriate a link is available to email the member of staff who submitted the nomination form in HERMES 6 If the external examiner wishes to contact SAS with a query about the system a link is provided to contact extexam liv ac uk 7 A user guide for external examiners is also available from the action list Accepted The appointment has been accepted and the submission of an annual report by the external examiner is now pending Appointment Status Appointment Accepted Report Status Awaiting Examiner s Report Rejected The appointment has been rejected and a replacement nomination is required Appointment Status Dept notified 26 UNIVERSITY OF LIVERPOOL j i Information Portal External Examiner Menu Post Details Post ID 816 Department AP Session 201112 Discipline MA PgCert PgDip Teaching and Learning in HE Fee GBP Fee paid N
10. cess and the work undertaken by external examiners Access to HERMES is restricted to designated users If you are based within a Department or School and require access then you must submit a request to your Faculty Student Experience Manager for approval Faculty Student Experience Managers are responsible for approving or rejecting access requests and SAS assign users to roles permissions within HERMES MAA UNIVERSITY OF gJ LIVERPOOL Once you have been given access to HERMES you can find it by logging in to TULIP using your MWS network username and password and navigating via ADMINISTRATION gt GENERAL HERMES The description for the HERMES application is External examiner workflow for taught provision Tip you may wish to add HERMES to your Quick Links click on the red lightning bolt icon There are four roles within HERMES This section outlines the responsibilities associated with each role SAS Admin The SAS Admin role is assigned to staff in Student Administration amp Support Division for administering HERMES This includes assigning users to roles creating and maintaining posts for appointments and facilitating each stage of the appointment process Department Admin The Department Admin role is assigned to individuals who are responsible for submitting nominations for the appointment of external examiners in a Department or School as appropriate Department Admin users also submit respon
11. d in to the email Upon submission of the report all further reminder emails will be cancelled Select yes or no in send e Ma Report 1 Deadline dd mm yyyy 31 12 2015 Attach report 1 Send e Mails Yes v Report 2 Deadline dd mm yyyy Attach report 2 Send e Mails Yes v Report 3 Deadline dd mm yyyy Attach report 3 Send e Mails Yes v Report 4 Deadline dd mm yyyy Attach report 4 Send e Mails Yes v Figure 2 7 Overriding automated emails 13 UNIVERSITY OF LIVERPOOL 3 DEPARTMENT ADMIN USERS This section provides step by step instructions for carrying out the responsibilities assigned to users with the Department Admin role Please note that this role is used to describe users at both Department and or School level These instructions assume that a user has already logged in to HERMES and that the starting point is the main screen A post which requires the appointment of an external examiner will be listed under the name of the Department or School as appropriate with the appointment status Dept notified Department Admin users will be notified when a post has been created which requires the submission of a nomination The first stage in submitting a nomination involves assigning modules to the post modular provision only 1 Click on the Dept Nomination link Summary information is available on the subsequent screen which shows when the post was created and any notes provided by SAS includi
12. dix H of the Code of Practice on Assessment Yes No Does the nominee have competence and experience relating to designing and operating a variety of assessment tasks and procedures appropriate to the subject and an awareness of current Yes No developments in the design and delivery of relevant curricula 5 ce oe nominee have sufficient standing credibility and breadth of experience within the discipline to be able to command the respect of academic peers and where appropriate professional Yes No Is the nominee familiar with the standard to be expected of students to achieve the award that is to be assessed Yes No ls it confirmed that the nominee is fluent in English and where programmes are delivered and assessed in languages other than English fluent in the relevant language s unless other secure Yes No arrangements are in place to ensure that external examiners are provided with the information to make their judgements s Does the nominee have competence and experience relating to the enhancement of the student learning experience Yes No Will the nominee satisfy the applicable criteria set by professional statutory or regulatory bodies where appropriate Yes No Figure 3 3 Code of Practice checklist The external examiner s role Subject Level and or Programme Level and or Award Level should be specified in the following section Please refer to Section 1 2 c of Appendix H of the Code of Practic
13. dress Line 4 Date of Bith DDAMMYYYY Home Postcode _ __ Email Address stapri liverpoolacuk Nationality ee _ Gender Mae gt Disabled n Ethnic Origin White British SOC Code Managerial Sd Please complete the following for payments to UK Bank Accounts Bank Sort Code digits only _ aa Bank Account Number M Please complete the following for payments to Overseas Bank Accounts Bank Name Eo a Bank SWIFT Code L IBAN Code OMM Bank Account Number LoS Claim Details When a claim line is ready for submission please check the Pending Submission checkbox Any expenses where this box is checked will be included in the next expenses submission you post Date From DD MM YYYY Date To DD MM YYYY Expense Type Details Claim Amount Pending Submission fs m Jal r l fH E m I p ea o fa r fa m El o m I E fa o Figure 6 3 Expense claim form 10 The external examiner will then be presented with the main menu and from here should click on the Submit Expenses link under the actions list 11 This will produce an alert indicating that the newly populated expense claim should be printed and returned with accompanying receipts to the address provided The external examiner must acknowledge and follow the instructions contained within this message 7 CONTACT DETAILS To contact the author of this guide or for information and support with using HERMES or queries concerning administration of the Unive
14. e on Assessment for the details of all three functional roles Additional information should also be supplied about the nature of the appointment 17 Pad UNIVERSITY OF g LIVERPOOL Q Is this a new appointment A Yes for all 1 year appointments No for continuing appointments Q Is this post for anew programme A Yes if this is a new programme which has been approved by the Director of SAS and the Pro Vice Chancellor for the Student Experience No for all others Q Is this post for an additional new external examiner A Yes if anew post has been approved for this provision No for all others Q Is this nomination for an extension or amendment of the current post A Yes if the nature of the workload or role has changed e g if the external examiner was a Subject Level only external in the previous session but is being reappointed as a Subject Level and Programme Level external for the current session or if modules attached to the post have changed No for all others Please indicate which of the following roles vall be undertaken by the extemal examiner Subject Level Programme Level Award Level is this a new appointment Yos No is this post for a new programma Yes No ts this post for an additvonal new examiner Yes No ts this nomination for an amendmant of the current post Yes No Does the department confirm that the Examiner has the right to wo
15. ent satisfies the requirements of Appendix H of the Code of Practice on Assessment then answer Yes to the question which asks Does this appointment meet the conditions of the Code of Practice for appointment of External Examiners If the appointment is in contravention of any of the appointment criteria then answer No and use the field below to refer to the relevant criteria 3 If the nomination is approved then click on the Approve button If the nomination is rejected then click on the Reject button 4 Additional notes may be added by the Faculty Admin user using the Notes field on the form Accepted The nomination for appointment has been approved by Faculty SAS is notified by email so that the appointment may be processed Appointment Status Nomination approved by Faculty Rejected The nomination details have been rejected by Faculty and the Department or School as appropriate is notified by email so that amendments can be made as appropriate Appointment Status Dept notified 20 Pad UNIVERSITY OF g LIVERPOOL 4 2 APPROVING A DEPARTMENT SCHOOL RESPONSE TO AN EXTERNAL EXAMINER REPORT Once a Department or School as appropriate have reviewed the feedback provided by an external examiner in the annual report supplied by the external examiner through HERMES they must provide a response Typically this occurs in parallel with offline FAQSC processes but the Department School res
16. ep by step instructions for carrying out the responsibilities assigned to users with the TQSD role These instructions assume that a user has already logged in to HERMES and that the starting point is the main screen Once an external examiner has completed and submitted an annual report through HERMES SAS will approve the report for dissemination At this time TQSD should access the report via the History link of the relevant post 1 Click on the History link next to the relevant post 2 The post summary information is provided at the top of the subsequent screen 3 Scroll down the page to the Examiner s Report Details section 4 The report can be downloaded by clicking on the View Written Report link 23 UNIVERSITY OF LIVERPOOL ve RA w i EXTERNAL EXAMINERS External examiners will use HERMES to e Accept or reject an offer of appointment e Submit an annual report written element and summary checklist e Submit expense claims This section provides information which Departments or Schools as appropriate should convey to external examiners as part of the induction process and includes step by step instructions for undertaking tasks associated with external examiner posts at the University When an appointment has been fully approved at all levels within the University an automated email is sent to the external examiner using the email address supplied on the nomination form re
17. eport link in the action list 7 The annual report can be viewed once uploaded by clicking on the View Report link Once an annual report has been submitted the Department or School as appropriate should submit a response using HERMES This will be approved for release to the external examiner by Faculty Once Faculty has approved the response the external examiner will be notified and may view the response by clicking on the View Report link next to Dept Response in the Action section of the main screen Actions Action Item Status Actions Expense Claim Action Required Please submit expenses claim View Expense Claim Submit Expense Claim Examiner Checklist Complete No further action required View Checklist Examiner Report Complete No further action required View Report Dept Response No action required View Report Report Submission Complete No further action required 28 UNIVERSITY LIVERPOOL Figure 6 2 Viewing a Department School response SAS will pay for reasonable expenses incurred from undertaking external examining work at the University Reasonable expenses are defined within the External Examiner Expense Claim Policy http www liv ac uk sas externalexaminers External Examiner Expenses Claim Policy pdf If expenses exceed reasonable or permitted levels the Department or School as appropriate will be asked to make a contribution 1 The external examiner should click on
18. ified by email and asked to submit a new revised nomination form as appropriate 2 3 ADDING A USER TO A WORKFLOW ROLE SAS Admin users are responsible for maintaining roles and permissions for individuals who need access to HERMES 1 Click on the External Examiner Workflow Roles Admin link 2 Locate the area and role which is required by a user e g Fac of Science amp Engineering 3 Click on the Add Staff To Role link 4 Click on the small list button to the right of the text field to bring up the Staff Directory screen 5 Enter the surname and any other details of the user whose permissions are being added 6 Click on Search 10 UNIVERSITY OF LIVERPOOL w 7 Click on the name of the individual required this will automatically fill in the earlier screen text field with the individual s name 8 Click on Add this Member of Staff to Selected Role and Organisation ID Path Home Welcome gt Assign Staff to Role Assign Staff to Role Assigning the role of TUL_EXW_TGHT_ADMIN_FAC Click on this blue list button Organisation ID HL to bring up the staff directory Staff Name Surname bloggs Initials Forename joe Select department if known ern nae Present staff only u Past and present staff Enter a keyword if required Search Reset Figure 2 3 Assigning a member of staff to a workflow role in HERMES If a user has been assig
19. ior to entering personal details for the external examiner Browse to the location of the CV i e the Word or PDF document stored on your M drive upload and submit The Department or School as appropriate must confirm that the proposed external examiner has the Right to Work in the UK Copies of passports and visas where appropriate are required and should be attached during the nomination process Passports can be reattached from previous workflows Please refer to Annex 2 of Appendix H of the Code of Practice on Assessment for further details Appendix H will be updated during 14 15 session to reflect changes to UK right to work legislation It is crucial that the personal information supplied is correct as it will be displayed to the external examiner This includes the email address which must be accurate as this is where the letter of appointment and other important notifications are sent The Year of Tenure is the year of appointment e g this would be 3 for an external examiner who is to be appointed for a 3 year Please also supply the number of dissertations or projects which are to be examined as part of the workload This is important because it may alter the fee which is to be paid Nomination Details Attach CV Attach Copy of Passport Visa Title Dr Surname Foster Forename s A Position Senior Lecturer Institution University of Poppleton Address Line 1 NE Street Address Line 2 NE Town Address Line 3
20. lty Fac of Science amp Engnecing Tal Department Chemisty wy Discipline BSc Inorganic Chemistry 1 Dept Notification Date E Dept Deadline Date es 08 2010 E Taught Doctorate or MRes Post Oo Inactive Oo New programme zB Notes New post approved 17 August 2010 pe Cancel All Pages The University of Liverpool 2010 Disclaimer User Support Technical Support Figure 2 1 Creating a Taught Programmes Post UNIVERSITY OF LIVERPOOL EES IRIS PS SAS Admin users will be notified when a nomination has been approved by Faculty SAS Admin users ye RA wY must then confirm the appointment satisfies the requirements of Appendix H of the Code of Practice on Assessment 1 Click on the SAS Appt App link The post and nomination details are available for review along with any comments submitted by either Department Admin or Faculty Admin users 2 Review the appointment details supplied by the Department or School as appropriate 3 If the appointment satisfies the requirements of the Code of Practice then answer Yes to the question Does this appointment meet the conditions of the Code of Practice for appointment of External Examiners If the appointment contravenes the Code of Practice then answer No and use the notes field to provide further commentary about the rejection of the appointment 4 Enter report deadlines for each report which the external examiner is expected to submit
21. miner Report 1 Action Required Upload Report Report Template Figure 6 1 External examiner menu Help al UNIVERSITY OF LIVERPOOL Once an external examiner has completed the work associated with their appointment they are required to submit an annual report using HERMES by the advertised deadline Please note that an external examiner is not paid a fee until the annual report has been submitted and approved by SAS 1 The same link and login credentials as provided in the appointment notification email should be used to log in to HERMES 2 The external examiner should click on the Report Template link within the Actions section of the menu to download a copy of the guidance and report form All reports must be submitted using the report template provided any variants will be rejected by SAS 3 The report template should be completed and saved to the external examiner s own computer e g in My Documents 4 Once the report is completed both elements checklist and written report it should be uploaded via the Upload Report link in the action list in HERMES 5 The external examiner should click on the Browse button and navigate to the location of the report form file e g in My Documents and select this to upload by clicking on the Attach button This will upload the document to HERMES 6 The uploaded report should then be submitted formally by clicking on the Submit R
22. n Report link Please note that the report contains both the written element and summary checklist The Department or School as appropriate should submit a response to the external examiner s annual report once the content of that report has been reviewed and offline processes have taken place through Faculty Academic Quality and Standards Committee FAQSC channels 1 Download the relevant report from within the post and complete the departmental sections 2 Save the report locally 3 Upload the new version of the report including examiners and departments comments using the Attach Departmental response Draft link The Response is now available for Faculty to approve Report Status Dept Response Submitted 19 Pad UNIVERSITY OF J LIVERPOOL This section provides step by step instructions for carrying out the responsibilities assigned to users with the Faculty Admin role These instructions assume that a user has already logged in to HERMES and that the starting point is the main screen 4 1 APPROVING A NOMINATION When a Department or School as appropriate submits a nomination for the appointment of an external examiner then the relevant Faculty user s will be notified Faculty are responsible for approving appointments on behalf of Senate 1 Click on the Faculty Nomination Approval link The post and nomination details are provided for the Faculty Admin user to review 2 Ifthe appointm
23. ned incorrect permissions or is no longer involved in a particular activity requiring access to HERMES then SAS Admin must adjust permissions accordingly 1 Click on the External Examiner Workflow Roles Admin link 2 Scroll down the screen to the relevant area and role e g Fac of Science amp Engineering 3 Click on the Remove from Role link next to the name of the individual no longer requiring permissions for that role area 11 UNIVERSITY OF LIVERPOOL Fac of Health amp Life Sciences Add Staff To Role Dr Tim Onions Remove from Role Figure 2 4 Removing a member of staff from a workflow role in HERMES SAS Admin users are also responsible for deleting posts in HERMES where those posts have been permanently disestablished 1 Click on the Delete Post link There is no confirmation request a deleted post cannot be recovered Actions History Dept Nomination Report Approval Delete Post Figure 2 5 Deleting a post SAS Admin users will be notified when an external examiner submits the required annual report s SAS Admin users must approve the submission of all reports before the examiner s fee can be passed for payment and before the annual report s is are made available to the Department or School as appropriate and to Faculty and TQSD 1 Click on the Report Approval link 2 The annual report s can be downloaded by clicking on the View Written Report link s on the
24. ng new post approval dates and new programme approval dates Fee and report deadline information will not yet be available This information is only available to view once the nomination has been approved by Faculty and confirmed by SAS 2 Click on the Add Modules link 3 The Add a module to a post screen will now be displayed Only those modules with valid current and approved Module Specifications in TULIP for the relevant session will be displayed Module Specifications must include the Department School in the Originating Department field or the Contributing Department field to appear in the module assignment screen in HERMES for that Department School If you cannot see a module you are expecting to see it is because there is no Module Specification for the session or because the Module Specification does not include the correct Department School Please contact tulip liv ac uk to 14 ee UNIVERSITY OF RA wY LIVERPOOL request assistance HERMES is distinct from Module Specifications and SAS are unable to assist further 4 Select the module s to assign to the external examiner Please note that you may select more than one module at the same time by using the Control CTRL key on the keyboard whilst left clicking the mouse button 5 Click the Add button to add the selected module s to the appointment 6 Click the Close button when ready Modules which have been
25. ponse must be submitted through HERMES Faculty Admin users are required to review and approve or reject that response 1 Click on the Faculty Response Approval link The post details are provided for the Faculty Admin user to review links are provided to the examiner s written report and to the Department School response 2 Click on the View Written Report link to review the external examiner s report This contains both the written element and the summary checklist 3 Click on the View Departmental Response link to review the Department School response to the report 4 If the response is satisfactory to Faculty requirements then click on the Approve button If the response fails to satisfy Faculty requirements then click on the Reject button 5 Additional notes may be added by the Faculty Admin user using the Notes field on the form Once a Faculty Admin user approves a response to the external examiner s report it is immediately available to the external examiner Approved The response has been confirmed by Faculty and the external examiner is notified Report Status Report Submission Complete Rejected The Department School response has been rejected by Faculty and the Department or School as appropriate is notified with a request to submit a new response Report Status Response Rejected by Faculty Al UNIVERSITY OF LIVERPOOL 5 TQSD USERS This section provides st
26. questing that they log in to HERMES using unique login credentials which are also supplied within that email to accept or decline the appointment The content of the appointment email will relate to the specific functional role s assigned A sample appointment email is provided below External Examiner post ID 49 Department Architecture Discipline BArch 2 Session 201213 Dear Dr Smith On behalf of the Faculty of Humanities and Social Sciences am delighted to formally invite you to accept an appointment as an external examiner at the University of Liverpool for the academic session 201213 Your role will involve At Subject Level the review of assessment practice and performance across a suite of modules or programme components within a particular discipline endorsement of module or component marks and attendance at the Module Review Board of Examiners At Programme Level the review assessment practice performance content and structure across a defined programme or across defined programmes of study 24 In addition the role will involve reporting on good practice and opportunities through which the University might enhance the quality of learning provided to its students Your appointment details are available in HERMES the online external examiner system at https tulip liv ac uk pls new_portal webwise exw_public examiner login would be grateful if you could now kindly log in to the system and accep
27. rk in the oes jopartment confirm he Examiner has the tight to work in th en to Nates Save Submit Close Figure 3 4 Role and responsibilities Use the Notes field at the bottom of the nomination form to provide any additional information as required This can be used for internal use or for external use and will be displayed in the History of the post which is available to all users Click on the Submit button to submit the nomination If you wish to save your progress with completing a nomination form and return to complete the form later please click on the Save button You can return to the nomination form via the Dept Nomination link as normal The nomination has now been submitted and Faculty will be notified with a request to review and approve the appointment Appointment Status Dept Nomination submitted TE RA wY UNIVERSITY OF LIVERPOOL EE Once the external examiner has undertaken the associated work and completed an annual report using HERMES by the deadline indicated in the appointment details this will be available to view after SAS have approved the report for dissemination 1 Click on the History link next to the relevant post 2 The post summary information is provided at the top of the subsequent screen 3 Scroll down the page to the Examiner s Report Details section 4 The report can be downloaded by clicking on the View Writte
28. rsity s external examiner system for taught provision in general please contact Mrs Emma Hughes Senior Administrator Student Administration amp Support Division Telephone 0151 79 4 2042 Email Emma Tomley liverpool ac uk For information and support regarding the processing of appointments expenses and fees please contact Mrs Louise Higham Management Support Team Student Administration amp Support Division Telephone 0151 79 4 2914 Email extexam liv ac uk For information and support relating to quality assurance for taught provision please contact Ms Sonia Li Teaching Quality Support Officer Teaching Quality Support Division Telephone 0151 79 4 2037 Email soniali liverpool ac uk 31
29. ses to external examiner reports a process which typically runs in parallel with offline Faculty Academic Quality and Standards Committee activity Faculty Admin The Faculty Admin role is assigned to individuals who are responsible for approving nominations for the appointment of external examiners in all Departments or Schools as appropriate within their Faculty on behalf of Senate Faculty Admin users also review and approve reject the responses submitted by Departments or Schools as appropriate to external examiner reports Faculty Admin users are given an overview of all posts and appointments for all Departments or Schools associated with their Faculty TQSD The TQSD role is assigned to staff based within Teaching Quality Support Division TQSD TQSD are responsible for considering institutional level feedback from external examiners and any issues arising which relate generally to academic quality and assurance at the University g Department is used throughout HERMES and accompanying training documentation to refer to both Department and School users UNIVERSITY OF LIVERPOOL FSi gre ESS Figure 1 1 illustrates the workflow process which takes place in HERMES In short ye RA wY 1 SAS create and maintain external examiner posts 2 Departments or Schools as appropriate nominate external examiners for appointment 3 Faculty consider and approve or reject nominations 4 SAS confirm that appointments sa
30. sesssesssssssesssssssssesesssssesesessessesesesees 20 4 1 Approving A NOMINATION sesanan ee eceeeeeeneeeeeeeeeeeeaeeeeeeaeeeeeeaeeeeesaeeeeesaeeeeeeaaeeeeaeeesesaeeeeesaaeesesaaeeseeaeeeeeeaeeeeeaaa 20 4 2 Approving a Department School response to an external examiner repOrt ceccceccesceeeeseeeeeereeseeeseesees 22 5 TQSD USERS ssscsssssssssssscccccccscscssscsssecsesssssscsesscesscssscssscssssessssssesssssssssessssssssssssssssesssssessssssssesssssssseees 23 5 1 Reviewing an annual report ceeceeecccesceceneeseeeeeeeeceaeeceaeeceaeeseneeeaeeseaeeceaeessaeseaeeseaeeseaeeseaeesneseeeseaeeseaeeneees 23 6 EXTERNAL EXAMINERS cccccccccncssoscscsococcsosssosccecoccccccsssccscececccccecssesssecscccccessoccscececcsasesesenedesonesacetasenes 24 6 1 Accepting or declining the offer of an appointment e eeeceeeeeeeeeeeeneeteaeeseaeeeeeteaeeseaeeseaeesaeseaeeteaneseaeenes 24 6 2 Completing and submitting the annual report eececeeeeeseceeeeeeeeeceeeeeeeceaeeseaeessaeesaeeseaeeseaeessaeeseeeeeeeseaes 28 6 3 Reviewing a Department School response to an annual report ccsccesceseeseeeceeseeeseeeeeeeeeseseeeseeeaesseeeeees 28 6 4 Preparing and submitting expense claims ccccccesceseeceseeeseeeeeeeceaeeceaeeseeeeaeeseaeeseaeeseaeesaeeseaeeseaeessaeenaees 29 7 CONTACT DETAILS sssssssssssssssssssssseesssssssscccsesesssssscnncesssessusscsacesessssssesecaceessessusscuscessesesssssscsacosssensnsgs 31 UN
31. subsequent screen 3 Confirm that the annual report s is are complete including summary checklist s 12 aed UNIVERSITY OF g LIVERPOOL 4 If the report s has have been submitted correctly then click on the Approve button Department Admin and Faculty Admin users will be notified If the report has been submitted incorrectly for example if the report names students in contravention of the Code of Practice on Assessment then click on the Reject button and enter a reason in the notes field Accepted The annual report has been approved by SAS and is available for review by Department Admin user s and TQSD user s The Department or School as appropriate should now submit a Departmental Response Appointment Status Appointment Complete Rejected The annual report has been rejected by SAS and the external examiner is notified that they must resubmit their report and make amendments as requested 2 7 AUTOMATED EMAIL PROMPTS AND REMINDERS HERMES will automatically send a prompt email 7 days before the report deadline to external examiners who have not yet submitted their report This email will contain the external examiners HERMES username and password and a reminder of their report deadline If the report has not been received following the deadline email reminders will be sent 1 day after the deadline 7 days after the deadline and 21 days after the deadline Relevant faculty approvers are copie
32. t the appointment Your logon details are provided below Username Password Please keep a record of these details as you will need them when submitting your annual report form and expense claims By accepting your appointment you confirm that you satisfy the appointment criteria and have no conflicts of interest as detailed in Section 2 of Appendix H of the Code of Practice on Assessment which is available to download from our website via http www liv ac uk sas externalexaminers If any issues arise during your appointment we would want you to raise these with the programme team but if you wish to raise any serious matters of concern you have the right to submit a confidential report to the Vice Chancellor For assistance with any queries you may have about the online system or submitting a report or expenses please contact our External Examiner Enquiries team by emailing extexam liv ac uk or by telephoning 0151 794 2914 Yours sincerely Steve Tapril pp Executive Pro Vice Chancellor for the Faculty of Humanities and Social Sciences 1 The external examiner should click on the web link provided in the notification email and log in to HERMES using the username and password provided 2 The subsequent screen will provide a summary of the post including the associated modules report deadline and fee 25 Pad UNIVERSITY OF g LIVERPOOL 3 The external examiner should accept the appointment by clicking on the Accept
33. the Prepare Expenses link in the actions list 2 The external examiner s personal details are pre populated but should be checked before submission of a claim 3 A National Insurance number should be entered as appropriate 4 A bank account sort code and account number UK bank account should be provided international banking details may also be supplied if accompanied by SWIFT IBAN code 5 Home address details should be provided 6 If the external examiner has a disability they should enter Y into the Disabled dropdown field 7 Expense claim details should then be entered the date to from fields relate to the date of the visit to the University the type of claim subsistence or travel etc and the particulars should be entered in the relevant associated fields Example 01 06 2012 01 06 2012 Subsistence Food lunch 8 00 01 06 2012 01 06 2012 Subsistence Food evening meal 12 00 8 The external examiner should tick the pending submission check box for each item to be submitted items which are not checked will not be included in the submission 9 The claim should then be saved by clicking on the Save button This will store the items ready for submission 29 UNIVERSITY OF LIVERPOOL Personal Details Title VCS Home Address Line 1 Surname Tapril Home Address Line 2 Forename Steve Home Address Line 3 NI No Home Ad
34. tisfy the Code of Practice of Assessment Appendix H 5 External examiners are invited to accept or reject the offer of an appointment 6 External examiners who accept an offer of appointment proceed to fulfil the requirements of their role after which they are required to provide an annual report or multiple reports by the appropriate advertised deadline s 7 Annual reports are considered by the Department or School as appropriate by Faculty Academic Quality and Standards Committees FAQSCs and by TQSD 8 Through FAQSC channels the nature of the response required from the Department or School as appropriate to the external examiner s report is determined 9 The Department or School as appropriate submits a response to the external examiner s report 10 Faculty approve or reject the response 11 External examiners are notified that a response has been provided to their report External examiners also use HERMES to submit expense claims throughout the period of appointment and these are processed for payment by SAS UNIVERSITY OF LIVERPOOL EXTERNAL EXAMINER WORKFLOW TAUGHT PROGRAMMES SAS Offline process for requesting a new post Department or School Faculty External Examiner TasD 00000 Rejected Approved Referred Confirmed and invitation sent Invitation declined Invitation accepted Approved Rejected Offline process for expense
35. uld always be suffixed by Online for external examiners appointed to online provision Example BSc Inorganic Chemistry 1 Example BSc Inorganic Chemistry 2 Example MSc Computer Science Online 1 Example MSc Computer Science Online 2 10 11 Pad UNIVERSITY OF g LIVERPOOL Leave the Dept Notification Date field blank The Dept Deadline Date is 31 October for the forthcoming session Example 2012 13 appointments deadline 31 10 2012 If the post is for an MRes programme or a Taught Doctorate then check the box to indicate that this is the case Provide any notes as required including the outcome of any request for an appointment notwithstanding the Code of Practice on Assessment or requests for the establishment of a new post Example NWS 01234 New post approved 01 01 2012 Example NWS 01235 Exceptional 5 year approved 01 01 2012 Click on Submit The post is now listed for a Department or School as appropriate to update with nomination details The Department Admin user s will be sent an automated email notification requesting that an ex aminer be nominated for an appointment to the post Appointment Status Dept notified The University of Liverpool Information Portal Training Home Help Logout 0 Create Taught Programmes Post Help Me Path Home Welcome gt Create Taught Programmes Post Create Taught Programmes Post Session 200910 Facu
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