Subject External Examiners can be appointed by completing the Subject Examiner Appointment Form below. Please complete and return this form to the Academic Council Office by email to [email protected] at least 10 days in advance of the relevant Faculty meeting.
The term of appointment is for three years and Subject External Examiners cannot be appointed for more than two consecutive terms. Further information on criteria for appointment can be found in the External Examiners for Taught Programme Guidelines document below.
The Exams Office will notify departments of expiring appointments and will issue Subject Examiner Appointment Forms for departments to complete.
Fees
The university pays a fee of €250 for each full day spent examining (up to a maximum of two days per session). Furthermore, an additional fee of €52 is paid per minor thesis reviewed on a taught graduate programme. Please see the Claiming Fees & Expenses for details on making claims.
Accommodation & Subsistence
When visiting Maynooth University, vouched accommodation & subsistence expenses will be reimbursed up to €167 per 24 hours, on submission of vouched receipts. Subsistence receipts must be itemised. Expenditure on alcoholic beverages will not be reimbursed by the University.
Travelling Expenses
On submission of original receipts, travelling expenses are paid by Maynooth University to cover the visit of a Subject External Examiner. It is requested that the most economical form of transport to Maynooth University is used. Economy, Apex and Super-Saver rates should be used in order to minimise costs. Public transport should be used where possible. The current reimbursement rate for motor travel is 41.8 cent per kilometre and Subject External Examiners are expected to provide their own insurance cover.
All expenses, including accommodation, meals and travelling expenses should be paid by the Subject External Examiner. The University will reimburse Subject External Examiner on a fully vouched original receipts basis for all expenditure that has been wholly, exclusively and necessarily incurred in the course of University business. It will not make payments to hotels, travel agencies or other bodies. Where a department arranges accommodation on behalf of an Subject External Examiner, it is the responsibility of the Subject External Examiner to settle the account before leaving the accommodation.
When you have completed work for the University or have incurred expenses in visiting Maynooth, you are encouraged to submit a Subject External Examiners Claim Form to [email protected] for any fees and expenses as soon as possible but no later than three months after examining. You will be provided with a Subject External Examiners Claim Form at the beginning of your appointment and each following academic year.
If you require a new Subject External Examiners Claim Form please email [email protected]
All External Examiners must complete an Online Personnel Form before submitting a claim. A Personnel Form is required, regardless of whether examination duties were conducted on campus or remotely. As this is the mechanism for collecting you bank account and other details, we require you to complete the form as soon as possible, otherwise it will result in a delay in payment.
If you do not have an Irish PPS (Personal Public Service) Number at the time of completing the Personnel Form, you may leave this section of the form blank.
In completing this online form, you should choose the option
“Examinations Office” as the Department and
“External Examiners” as the Category of Work.
If you experience difficulty completing the form, please contact the Maynooth University Human Resources Office.
Important Note for Non-Resident External Examiners:
If you do not already have an Irish PPS number, it is advisable to apply for one upon appointment as emergency tax will be deducted from your examination fee without one. A PPS number is also required should you intend to claim that emergency tax back from Irish Revenue.
PPS numbers are issued by the Department of Social Protection. If you wish to apply for a PPS number, please contact the DSP’s Client Identity Services at the following email address: [email protected] and the telephone number is +353 71 9672616, if calling from abroad. The details are also available here.
Client Identity Services (CIS) will require you to complete the Reg 1 Application Form, PPS Number Exceptional Application Form, Questionnaire Form, which are available here, at the bottom of the webpage. The link also provides additional information in relation to what is required when applying for a PPS number and the documents that are needed when submitting the Reg 1 Application Form. Please refer to the “Applying for a PPS Number if you are living outside Ireland” section.
If you have queries or require assistance with any of the above, please do not hesitate to contact us [email protected].
Subject External Examiners are required to submit one typed annual report to the University. You will be provided with a template 'Report of the Subject External Examiner' at the beginning of your appointment and each following academic year. If you require a new template 'Report of the Subject External Examiner' please email [email protected]
Once you have written your annual report following the end of year processing of examination grades, please email the completed report (in MS Word format, not PDF) to the Examinations and Assessment Office ([email protected]) who will forward it to the Head of Department.
To maintain accuracy and consistency Subject External Examiners are asked to use the provided template to complete the report. Please combine your comments in relation to all programmes that you have examined in one report. If you wish to provide any further information (graphs, tables, charts etc.) please send them to your department directly.
While it may be useful to use a particular example to illustrate an issue, it is asked for Subject External Examiners not to identify any student either by name or student number in this report.
Please refer to the following documents to assist you in your role as Extern Examiner:
