External Examiners

NCAD appoints Externs with international expertise in their field, as moderators of the assessment process, to review the assessment suites of modules related to subject areas either within or across Schools. Within each programme, the Extern reviews the academic standards, curriculum development, assessment and grading strategies and practices of the programme.


Welcome to all our Externs for 2023-24

There's a new section added below, Higher Education Payroll Shared Services (HEPSS).  This explains the system for accessing your payslips etc, and how this is set up when you first claim for fees and expenses.

In the shared Extern's folder (see email from me in September), I have added the Extern's Guide presentation in PDF with the script for the audio presentation, just in case you can't access the PowerPoint presentation.

On this page, you should find everything you need for Externing at NCAD. This includes a presentation guide to externing, a template for your reports, a claim form, and a guide to Fees & Expenses.  We hope you learn as much from your visits as we learn from you.  If you have any questions at any stage, please email your academic contact, or contact me directly.

I have also set up a shared folder for you to source templates and guides.  Please refer to the email from me in September 2023.

Many thanks.
Kilian O'Callaghan, Quality & Academic Support Officer
Academic & Student Affairs

NCAD Externs and UCD

As an approved college of University College Dublin (UCD), all NCAD Extern processes are aligned with Extern processes and policies at (UCD).  Each NCAD Extern is approved by UCD's Academic Council Committee on Examinations (ACCE), following approval by NCAD's Academic Council.

New Externs

Please complete a New Extern Set-up Authorisation Form and return the Word document to ocallaghank@staff.ncad.ie.

Extern Guidelines and Academic Regulations

Please read through the following guidelines:

In the email sent to you in September 2023, there's a link to the Google Drive shared folder.  Please access this to find a PowerPoint Guide for Externs Presentation.  View in Slide Show to access the audio.

You may want to refer to UCD's Academic Regulations, to which NCAD is subject:

NCAD Strategic Plan 2019-2024

You might be interested to read the College's Strategic Plan, available here.

Report Templates

To write your end-of-year report, please use the following template:

Remember, the External Examiner Annual Report is due to be completed and sent to NCAD within six weeks of the programme concluding.

To write your INTERIM report, please use the following template.  Note, although Interim reports are not mandatory, they are very helpful to NCAD.  So we would appreciate you completing an interim report, in the template, or in your own report:

Guide to fees and expenses

For clarification of fees, expenses and tax, click here.

To claim for using your own car, click here for travel rates.

Expenses Claim Forms

To claim for your fee and expenses, please use the following form.  When completed, return it in Word format to NCAD:

Higher Education Payroll Shared Services (HEPSS)

NCAD payroll is now integrated with Higher Education Payroll Shared Services, operated through the Department of Education.  You will need access to this system to view and downnload your payslips.

When you first make a claim for fees and expenses, NCAD's Payroll department will send your details, including your bank details to HEPSS.  HEPSS will then contact you about accessing the HEPSS portal so that you have access to the records of payments made to you.  HEPSS WILL NOT ASK FOR YOUR BANK DETAILS. 

To help you with the HEPSS system, refer to the following two guides:



PhD Report

For reporting on a PhD degree:

Expenses Claim Forms (Research Degrees only)

To claim for your fee and expenses, once you have read the thesis for a research degree (MLitt, PhD etc) and completed your role as extern, please use one of the following forms:

If you have any questions, please contact your Programme Contact, or Kilian O'Callaghan, Extern Co-ordinator, Quality & Academic Support Officer.