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External Examiner Annual Reports are a really important aspect of our quality assurance.

Please note that your Annual Report will be made available to relevant staff and students and it will also be accessible under the Freedom of Information Act (2000). If you wish to raise issues in stricter confidence, in addition you may send a confidential report to the Vice-Chancellor.

Annual Report Form

From 2024/5 onwards the Annual Report Form will now be completed using a Microsoft form. The Exams Team will provide each External Examiner with a link to the relevant form via email. A new report form link will be provided each academic year.  Please complete your Annual Report after the final exam board has taken place. Your fee is only payable on receipt of your annual report. 
If you do not think you have received the link to the current report form, please contact the  Exams Team at examiners@reading.ac.uk to request the relevant link. 

If you have any questions about submitting your Annual Report, please email examiners@reading.ac.uk.

Annual Report Fees

You can find information regarding the External Examiner report fee banding here.

Fees and Expenses Claim Form
If you have incurred any expenses such as  travel and food costs related to visits to the ¶¶Òõ to undertake external examining work, then providing this meets the criteria as set out in the Universities External Examiner expenses policy, you are welcome to claim these costs back. The expenses claim form should now be downloaded directly from Expense Claims webpage - Expenses Claim Form - Finance, completed by you and submitted to the Exams Team at  examiners@reading.ac.uk, along with digital copies of all receipts (including photos). 

For more information regarding Fees and Expenses for External Examiners, please refer to the External Examiner expenses policy below.

External Examiners Expenses Policy

External Examiners (EEs) are paid directly by the Exam Office for their fees, accommodation, travel, and any out-of-pocket expenses including meals they have purchased. 

External Examiners (EEs) are paid directly by the Exam Office for their fees, accommodation, travel, and any out-of-pocket expenses including meals they have purchased, providing these adhere to the External Examiners/¶¶Òõ Expenses policy  

External Examiners are subject to the normal corporate policy regarding expenses, available on the Finance website: Expenses Claim Form - Finance

Means and class of travel are determined by the Travel policy which can be found on the following webpage: Travel Guidance for Staff and Students - ¶¶Òõ of Reading 

Please note that fees and expenses must be claimed within 6 months, otherwise they will not be paid.

It may be appropriate for a School/Dept to entertain a visiting External Examiner, or to book travel or accommodation for them in advance of their visit (preferably at Cedars Hotel on campus for Whiteknights- based programmes). In such instances, the School/Dept is responsible for paying the bill up front; however, the Exams Office may be able to reimburse them, subject to the rules below.

What will the Exams Office reimburse Schools/Depts for?

Expenses related to travel, accommodation and food for the EE, during a visit to campus to undertake external examining duties, that the School has paid for. Original receipts and/or invoices must support the claim.

What will the Exams Office reimburse Schools/Depts for?

 Expenses related to travel, accommodation and food for the EE, during a visit to campus to undertake external examining duties, that the School has paid for. Original receipts and/or invoices must support the claim.

How much can be reimbursed?

For one External Examiner and one Internal Examiner, the rate is £20.00 maximum per head for dinner or £15.00 per head for lunch. If the cost exceeds that amount, or more than one member of Reading Uni staff per EE is present, the School is responsible for those costs.

How much can be reimbursed?

For one External Examiner and one Internal Examiner, the rate is £20.00 maximum per head for dinner or £15.00 per head for lunch. If the cost exceeds that amount, or more than one member of Reading Uni staff per EE is present, the School is responsible for those costs.

The maximum expenses budget per External Examiner of a taught programme is £300 per year.

What information is needed to make a claim?

In order to reimburse a School/Dept, we need the names of the External Examiner(s) concerned, the names of UoR staff involved if applicable, original receipts/invoices, and the Project/Account Code you would like the money transferred to, either in hard copy to the Examinations Office, Room G30, JJ Thomson Building, or scanned copies by email to examiners@reading.ac.uk.

What information is needed to make a claim?

In order to reimburse a School/Dept, we need the names of the External Examiner(s) concerned, the names of UoR staff involved if applicable, original receipts/invoices, and the Project/Account Code you would like the money transferred to, either in hard copy to the Examinations Office, Room G30, JJ Thomson Building, or scanned copies by email to examiners@reading.ac.uk.

What happens if an EE claims more than £300?

 The maximum amount we will cover for any EE’s expenses in one year is £300, so if the EE has already claimed up to that amount, we cannot reimburse the School. If an EE claims expenses of more than £300, the Exams Office we will pay the full amount and ask the School/Dept to reimburse the Exams Office anything over the £300 limit.

 What are the timescales for reimbursement?

Transfers are done in batches, usually every three months. If it looks like the £300 limit may be exceeded, the Exams Office will not reimburse the School/Dept until after the EE has claimed their own expenses and the total claim per EE is known.

 For any queries relating to EE expenses, please email examiners@reading.ac.ukk.