This portal contains the most important information for external examiners involved in Science and MSc in Engineering examinations.
The individual points include standards and packages for external examiners, laws and regulations, and the way results are recorded at Science and Technology (ST).
As an external examiner, you must in general help to ensure:
The following bodies of external examiners may be used at ST (websites in Danish only)
The Ministry of Higher Education and Science’s list of chairs of external examiners (in Danish only)
In order to be an external examiner, you must be appointed in a body of external examiners. Appointments are made every four years, and the next round is in 2018.
If you are asked to be an external examiner outside the application period, you can apply for an ad hoc appointment. A substantiated recommendation is submitted to the relevant chair of the external examiners, who states why the need cannot be covered by the existing body of external examiners. Requirements regarding this statement can vary from body to body.
Please note that external examiners may not be appointed at the university that has a co-examination requirement – see below:
Executive Order no. 1062 of 30/06/2016 on examinations and co-examination of university degree programmes specifies in section 53:
Section 53. External examiners may not be employed or have been employed during the last two years at the university where they will work as an external examiner. Members of the university board may not work as external examiners at the university. An honorary professor or honorary associate professor may not work as an external examiner at the university where he or she is an honorary professor or honorary associate professor. It should be avoided as far as possible that examiners carry out external examiner tasks for each other (mutual co-examination).
Subsection 2. The work of external examiners is covered by the Danish Public Administration Act, including the regulations regarding disqualification and duty of confidentiality.
Subsection 3. On the recommendation of the chair of the external examiners, the Danish Agency for Higher Education can give dispensation from section 1, sentence 1, when exceptional circumstances exist.
The annual reports are prepared by the chair, and are available on the websites of the relevant bodies of external examiners.
After each examination period, the chair of the external examiners must receive a report of how the examinations progressed.
This takes place when the external examiners after each examination fill in the ‘External examiner’s assessment of the examination’ form, and record their evaluation/assessment of the examination. The form is included in the package for external examiners.
ST Studies Administration collects all the reports and forwards them to the relevant chair of the external examiners.
In accordance with chapter 11 of Executive Order no. 1062 of 30/06/2016 on examinations and co-examination of university degree programmes, the external examiner must in general ensure that documentation is made at the time of the examination of the student’s proficiency and the achievement of the goals for the degree programme, including that:
When the examination is over, please fill in and sign the ‘Specification of external examiner’s remuneration’ form and, if there was any travel activity in connection with the co-examination, please also complete and sign the ‘Travel reimbursement’ form. Send both forms to: email@example.com.
The forms are contained in the ‘Examiner package for external examiners’, which is sent to external examiners by the programme coordinator for the degree programme. You can also find it among the forms on this page.
On receipt of the forms, the external examiner’s fees will be calculated as soon as possible and paid in the next payroll process.
The external examiner’s fees will be paid into your NemKonto, and the payslip will be sent to your e-Boks.
Please note that payment of external examiner’s fees and reimbursement of travel expenses can NOT be expected to be paid at the same time because they are not made by the same department.
Science and Technology is in the process of implementing a digital examination (DE) system. If you are to co-examine one of the digital examinations, you will be notified by e-mail.
DE is part of the public digitisation strategy, and the system will ensure the digital support of all working procedures concerning examinations from beginning to end.
Information for external examiners:
If there was any travel activity in connection with the co-examination, you will be reimbursed. The form is included in the package for external examiners.
If you lose any travel receipts, you must fill in a solemn declaration. You can find the solemn declaration form among the forms on this page.
Aarhus University covers travel expenses corresponding to the cheapest standard fare by public transport.
If you are unable to arrive at the examination or home on the same day the examination is held, expenses are covered for overnight accommodation. (You must comply with the supply contracts).
Booking hotel accommodation
Hotel subsistence allowance: (limit per night in 2016: DKK 1,008.00 – download file in Danish only)
(limit per night in 2017.02.17: DKK 1,020.00 – download file in Danish only)
Hotels with supply contracts in Aarhus:
Hotel Scandic City Aarhus, Østergade 10, 8000 Aarhus C
Hotel Ritz, Banegårdspladsen 12, 8000 Aarhus C
Comwell, Værkmestergade 2, 8000 Aarhus C
Radisson Blu Scandinavia Hotel, Margrethepladsen 1, 8000 Aarhus C
Best Western, The Mayor Hotel, Banegårdspladsen 14, 8000 Aarhus C
Packages 2016 for external examiners at BSc or MSc examinations in:
Packages 2017 for external examiners at BSc or MSc examinations in:
External examiner’s obligation to make notes
Executive Order no. 1062 of 30/06/2016 on examinations and co-examination of university degree programmes specifies in section 23:
Section 23. During their deliberations, the external examiner and the examiner must take notes about the performance and grading assessment for use in processing any appeal. The notes must be stored for at least one year and, in addition, until any appeal case is closed.
Complaints and board of appeals
As an external examiner, you can find that students complain about the examination or the grade, and your appointment as an external examiner means that you also have an obligation to take part in processing a complaint.
To find out the rate of remuneration for complaints and appeals work, please contact ST Studies Administration about the specific case.
Cheating and plagiarism
Cheating and plagiarism are a growing problem in connection with higher education programmes.
The chairs of the external examiners take this problem seriously and are working to determine common regulations at the universities to deal with cases of cheating and plagiarism.
Aarhus University has a website for cheating and plagiarism
See also stop plagiat nu!