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.


Hello there to all our Externs.

If at any point you have a question about any aspect of Externing at NCAD, please don't hesitate to get in touch:


It's my job, and my honour, to support you.

By now, most of you will have participated in an interim (virtual or actual) visit to NCAD.  It may have been your first time visiting our campus, I hope you all found your visit rewarding.Submit Expenses

Don’t forget to submit your expenses to me if you have any.  There’s a claim form below, or in the Extern’s shared folder (see the recent email from me).  Do remember to also send me your receipts, which must be itemised and legible.  Scroll down also for the Guide to fees and expenses.

On this page, you will also find the presentation guide to externing, and a template for your reports, although an interim report isn’t mandatory.

If you have any questions at any stage, please email your academic contact, or contact me directly.

Many thanks.

Kilian O'Callaghan, Extern Co-ordinator
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
Academic & Student Affairs