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Co-examiner

Guidelines for examiners and co-examiners

General information about being an external co-examiner

External co-examiners play an important role in ensuring the quality and development of the university’s degree programmes.   

External co-examiners help to ensure:

  • that requirements regarding the content of exams comply with the objectives and other demands stated in the academic regulations and ministerial orders relating to the degree programme concerned
  • that the exams are conducted in compliance with the current rules, and
  • that the students are treated identically and fairly, and that their performance is given a sound and reliable assessment in accordance with the rules for grading stated in the Grading Scale Order

Co-examiners not only contribute to external exams, but also provide advice about the exam system, including the form and content of exams and whether exams function as intended in accordance with the objectives of the degree programme in question.

After each exam period, each external co-examiner submits a report which is included in the university’s quality assurance system.

External co-examiners also help to deal with any complaints and appeals that are submitted in connection with exams.

The Danish Public Administration Act

The activities of external co-examiners are covered by the Danish Public Administration Act, including the rules on conflicts of interest and confidentiality.

See section 2 of the Danish Public Administration Act on conflicts of interest

See section 8 of the Danish Public Administration Act on confidentiality

In addition, section 7 of The ministerial Order on Co-examiners states that external co-examiners may not be used by universities at which they are currently employed (or at which they have been employed within the past two years). This applies throughout the university concerned – including other faculties.

As an external co-examiner you are responsible for ensuring that the provisions of the Danish Public Administration Act and the Examination Order are observed: you must contact the chair of your body of external co-examiners if you experience a conflict of interest. You must also inform the chair of the body of external co-examiners if you are employed by any of the universities.

Contact information

If your contact information changes, you must inform the chair of the body of external co-examiners and the exam administrators at the universities employing you as an external co-examiner.

Course for external co-examiners

The Danish Agency for Science and Higher Education has collaborated with SmartLearning to develop an online course for external co-examiners to help them manage the tasks facing them. This course has been developed in collaboration with relevant stakeholders including institutions, chairs of bodies of external co-examiners, and students.

It is an online course lasting a few hours based on five topics:

  • Being an academic assessor
  • Being an external co-examiner
  • Before exams
  • During oral exams
  • After exams

For further information about this course, please contact the chair of the body of external co-examiners concerned.

Link to course for external co-examiners

Tasks for external co-examiners at the Faculty of Arts

Appointing external co-examiners for exams at the Faculty of Arts

When you have been appointed as an external co-examiner for an exam at the Faculty of Arts, a study coordinator will inform you of the practical details connected to this exam.

Exams must always comply with the provisions of the academic regulations, and of course with the Examination Order.

This is where you will find academic regulations for the Faculty of Arts

The Digital Exams system

All exams at the Faculty of Arts are administered by the Digital Exams system.

This is where you will find all the relevant information about exams such as contact information about the examiner, links to the academic regulations and other relevant information, and a timetable for the oral exams and (of course) the written assignments.

The timetable for oral exams can be found in the Digital Exams system

The assignments for written exams can be found in the Digital Exams system

Contact information about examiners and links to academic regulations and other relevant information can be found in the Digital Exams system

Assignments and notes which the assessors are obliged to keep can be stored in the Digital Exams system after exams have been completed.

Information about the Digital Exams system

Log into the Digital Exams system

Registering results 

All examination results must be entered in the Digital Exams system by both examiners and co-examiners. Exams have not been assessed until both the examiner and the co-examiner have entered their grade.

This is where you can see the various ways in which results can be registered

Assessment deadlines

The university sets an assessment deadline in cases when students are not informed of assessments immediately after exams have been conducted.

The students must be informed of the result within four weeks for written exams and within six weeks for theses, but the university may set a shorter assessment deadline if this is deemed appropriate for the student concerned or for other reasons.

It may be necessary to set an assessment deadline of less than four weeks for re-examinations in particular.

If the assessment cannot be completed by the set deadline, section 27 subsection (2) of the Examination Order stipulates that the university must inform the student of this fact as soon as possible, stating the reasons and providing information about when the assessment will be announced.

So if you find yourself in a situation in which you are unable to meet the set deadline, you must contact the exam administrators as soon as possible and tell them why you cannot meet the deadline and when you will be able to assess the exam in question.

Remuneration and travel expenses

Remuneration

We will pay you automatically for the exams that you have assessed. So you do not need to take any action in this connection.

Co-examiners are remunerated in accordance with state regulations (rate A).

The current rates of remuneration can be found in the Danish Employee and Competence Agency’s salary lists (see section 8.2. The latest list can be found using this link).

Taxation

If you are not liable to taxation in Denmark because you are a co-examiner from outside Denmark, or because you live outside Denmark, please inform censor.arts@au.dk

Reimbursement of travel expenses

Any travel expenses incurred in connection with working as an external co-examiner can be refunded. Aarhus University covers travel expenses corresponding to the cheapest form of standard travel using public transport.

Please complete this travel reimbursement form.

If you use your own car, you must inform us of the car’s registration number if you want to claim a mileage allowance. Please add this to the form.

If you have lost your documentation of the costs that you have incurred, please complete this solemn declaration.

If you need overnight accommodation, you must use the hotels with which AU has an agreement. You must order this accommodation yourself. Please contact the exam administrators for a list of hotels and further information.

Keeping your notes

According to section 24 of the Examination Order, co-examiners and examiners must take notes about the student’s performance and the grade during their discussion of the grade to be awarded. These notes can be used in case of complaints. The notes must be stored for at least one year plus the period required to resolve any complaints.

How to store your exam notes and other documents containing personal data

We recommend that you keep your notes in the Digital Exams system. You will find guidelines for digital note-taking here.

Exam notes in physical form or any other material containing personal data must be kept under lock and key when you are not using it, and must only be accessible to people in positions of trust. This physical material must be destroyed in a responsible manner when there is no longer any reason to keep it.

Are students allowed to see your assessment notes?

Students are entitled to apply to see assessment notes at any time, whether or not they have complained about exams. You will find the procedure for releasing assessment notes here.

Cheating at exams

If you have any reason to suspect that students have cheated at exams, you will find the rules relating to cheating and the templates you will need to report it here.

These reports must be submitted in collaboration with the examiner.

Complaints and appeals

The rights of students relating to complaints and appeals about assessments are stated in chapter 9 of the Examination Order.

Here are some of the issues about which students can complain:

1) Legal issues

2) The basis of the exam (questions, assignments etc.)

3) The examination process

4) The assessment

Complaints must be submitted no more than two weeks after students have been informed of assessments.

If the complaint is related to the assessment or other issues connected to the assessors, the university will present the case to the assessors immediately, after which they have two weeks to make a statement regarding the assessment and other issues in the complaint.

If the student’s complaint is rejected, the university’s decision on academic issues may be submitted to a board of appeals set up by the university.

The board of appeals will consist of two external co-examiners (appointed by the chair of the body of external co-examiners), and a member of the teaching staff authorised to conduct exams and a student within the subject area in question (appointed by the university). The chair of the body of external co-examiners will appoint one of the external co-examiners as the chair of the board of appeals.

Appointing external co-examiners

The process of appointing external co-examiners for the next period (1 April 2022 to 31 March 2026) has been completed.

So at the moment it is not possible to submit applications for appointments to the bodies of external co-examiners which are administered by the Faculty of Arts.

When a new application period opens up, it will be annmounced on this website an in other relevant media.

If you want to learn more about being appointed as an external co-examiner, please contact the chair of the body in question. You will find their contact information in the link below.

List of bodies of external co-examiners

Useful links

Ministerial orders (in Danish only):

Course descriptions and academic regulations at AU:

Contact studies administration

Do you need to contact a programme coordinator at the Faculty of Arts? Please write to the teaching and exam team for the degree programme in question.

Teams linked to the School of Communication and Culture (IKK)

Teams linked to the School of Culture and Society (IKS)

Teams linked to the Danish School of Education (DPU)