College Key Contacts

As a college key contact you can also allocate academic response coordinator to or from your school list.

Access and Navigation

 

How do I access the External Examiners Report System (EERS)?

You can access EERS via your MyEd account.

On the MyEd homepage, select 'Teaching and Research' from the menu bar to open a drop down menu. EERS should be visible in the rightmost column, under the 'Administration' heading, as the choice second from the bottom of the list.

Upon creation of a report, an e-mail is sent you, as the College Key Contact, containing a link leading directly to the EERS homepage. Access will require your University login details.

How do I navigate the External Examiner Reporting Systems (EERS)?

The EERS homepage lists the reports for your College which have passed their deadline for submission by the External Examiner.

The ‘College Reports’ tab of the menu bar leads to a list of all of your College’s reports and their current status. To view a report, click on its title in the ‘Report’ column.

The ‘College Admin’ tab opens a drop-down menu listing ‘Contacts’, ‘View deadlines’, and ‘View other contacts’. Selecting an option will lead you to the relevant page.

The ‘School Admin’ tab provides access to the screens visible to the School Key Contact and can be used to view lists of School Contact, School Coordinators, School Readers, and Report Allocation.

 

Allocation and Editing

 

How do I amend a report deadline?

From the EERS homepage, click the ‘College Reports’ tab in the menu bar. Next, click the title of the report that you wish to edit the deadline for. This will display the ‘Report Details’ page.

Click on the ‘Amend deadline’ button in the ‘Report’ row of the ‘Timeline’ table, on the right hand side of the screen. This will display the ‘Amend Report Submission Deadline’ screen. To set a new date, either type the new deadline into the ‘New deadline’ field in the format dd/mm/yyyy, or choose a date by clicking the calendar icon. You will be required to supply a reason for amending the submission deadline. Once you have done so, click the ‘Save’ button to record your changes.

You should now see these changes reflected on the ‘Report Details’ page.

How do I add a reader to a school distribution list?

Staff who are required to read reports (Readers) can be allocated to a report if they are recorded on a School distribution list.

From the EERS homepage, use the ‘School Admin’ tab of the menu bar to select the School that you wish to add a Reader for.  Readers are alerted to the status of reports via e-mail so long as they are on the report distribution list, but must be added to the list before the Academic Response Co-ordinator to ensure that they are kept updated on the report’s status.

To add a reader to the School’s distribution list, select ‘School Readers’ from the sub-level of the ‘School Admin’ tab in the menu bar. This will display the ‘Distribution Lists’ page. At the bottom of this page is a field titled ‘Person Search’. Type the name or UUN of the staff member that you wish to add as a reader into this field and click ‘Search’; a list of results will display below the field with buttons to ‘Add as UG’, ‘Add as PGT’, or ‘Add as both’. Choose an option to add the reader to the list of options available for the relevant distribution list(s). These changes will be stored automatically as you make them.

How do I edit a reader on a school distribution list?

College Key Contacts can add to and edit the list of Readers available to School distribution lists from within the ‘School Admin’ tab of EERS.

From the EERS homepage, click the ‘School Admin’ tab in the menu bar and select the School that you wish to edit the distribution list for, then choose ‘School Readers’ from the sub-menu. This will display the ‘Distribution Lists’ page.

You will see a list of current Readers displayed in the ‘School Distribution List’ table. To change the reports that a Reader receives, check or un-check the ‘UG’ and ‘PG’ options as required. To remove a Reader entirely, click ‘Remove’. These changes will be stored automatically as you make them.

These changes will not affect any report distribution lists that have already been created.

How do I add to the list of Academic Response Coordinators for a School distribution list?

College Key Contacts can add to and edit the list of Academic Response Coordinators available to School distribution lists from within the ‘School Admin’ tab of EERS.

From the EERS homepage, click the ‘School Admin’ tab and choose the School that you wish to edit the list of School Coordinators for from the drop-down menu. Next, choose ‘School Coordinators’ from the sub-menu.

To add an Academic Response Coordinator, click the ‘Add an Academic Response Coordinator’ button in the bottom right hand corner of the table. This will bring up the ‘Person Search’ box.

Type the name of the staff member that you wish to add as an Academic Response Coordinator into the search box and click ‘Search’ to retrieve the results, then click ‘Add as coordinator’ to update the list.

How do I remove an Academic Response Coordinator from a School distribution list?

College Key Contacts can add to and edit the list of Academic Response Coordinators available to School distribution lists from within the ‘School Admin’ tab of EERS.

From the EERS homepage, click the ‘School Admin’ tab and choose the School that you wish to edit the list of School Coordinators for from the drop-down menu. Next, choose ‘School Coordinators’ from the sub-menu.

To remove a Coordinator, click the ‘Remove’ button next to the relevant name. Your changes will be saved automatically. This will also remove the Coordinator from any report distribution lists to which they have been added.

 

Viewing and Monitoring

 

How do I search for a report?

College Key Contacts can search for a report from any screen within EERS by using the yellow ‘Search’ field in the upper right hand corner of the screen. Please note that only reports completed and submitted by the External Examiner will be shown in the results.

The ‘Search’ field allows for basic searches to be performed using the ‘Report Reference’. To search, type, or copy and paste, the title of the ‘Report Reference’. This list is dynamic and will suggest results as you begin to type.

Each report has the following naming convention:

[College]_[School]_[Academic_Year]_[Entry_Scheme]_[External_Examiner]

E.g: HSS_HCA_2018/9_UG_Smith

If you are having difficulty finding the report you need, you can try using the ‘Advanced Search’ function via the link directly below the ‘Search’ field. This will display a search screen on which you can return results without knowing the ‘Report Reference’; simply choose the relevant School, Academic Year, and Scheme, then click ‘Search’. If known, you can also choose the External Examiner and Academic Response Coordinator to further refine your results.

How do I view a College report?

Key College Contacts can view College reports from the EERS homepage by selecting the ‘College Reports’ tab from the menu bar.

The College Reports page will display the list of reports for your College, along with the report’s current status. An ‘Allocation’ status indicates that the report has yet to be allocated to an Academic Response Coordinator; ‘Draft Report’ indicates that a report is currently being drafted by an External Examiner; and ‘Draft Report (Due to breach)’ indicates that a report is being drafted by an External Examiner and is nearing its deadline.

To view a report, click its name in the ‘Report’ column. This will display the ‘Report Details’ page. The ‘Report Details’ are display in four sections: ‘Summary’, ‘Timeline’, ‘Coverage’, and ‘Contacts’. The full report cannot be viewed until the External Examiner has submitted it. Submitted report details can be viewed within the College Reports page.

How do I view a submitted report?

The details of a report which has already been submitted can be viewed within the ‘College Reports’ page.

From the EERS homepage, click ‘College Reports’ in the menu bar to navigate to the ‘College Reports’ page. This will display all reports within your School which have been allocated to an External Examiner and which are either in progress or have been responded to within the last 12 months.

The reports shown may have various statuses, such as ‘Allocation’, ‘Draft Response’, or ‘Draft Report’. You can identify those that have been submitted by the External Examiner by the ‘Draft Response’ status. You can also view the full details of the submitted report by clicking on the ‘View original report’ link in the ‘Options’ column of the relevant report.

The full report is displayed with the report title and summary at the top of the page and the External Examiner’s responses below.

How do I monitor reports?

Report status can be monitored in the ‘College Reports’ page, reached by clicking the ‘College Reports’ tab in the menu bar. Late reports will also be displayed on the EERS homepage.

 

User guide