Guidance for staff on student administration and support
Examiner Appointments and Payments (EAP) streamlines and automates examiner appointments and payments processes for undergraduate and taught graduate degrees.
The E&A staff website (previously known as the E&A handbook) covers all appointments and payments processes, and can be found on the Examiners website.
Support and information for users is available from the tabs below.
For system help, please contact the Student Systems Support Centre using the details on the right-hand side of this page.
Please send any examinations and assessments process or policy queries to the central Exams and Assessments team at firstname.lastname@example.org.
For guidance on getting access to the EAP Portal and a summary of EAP roles please see the Getting Access to EAP page.
Appointments training sessions for Exam Board Administrators (EBAs) were provided over summer 2019.
Payments training for EBAs will be held during October and November, at 13 Banbury Road. Choose a date and time, and book your place.
Please note that attendance at Appointments training will be a pre-requisite for Payments training.
Payments Roadshows for EBAs, Chairs and Financial Countersognatories are being held during October and November 2019. See dates, times, venues and booking here.
EAP training for new EBAs will be provided later; dates and times to follow.
This issue affects: EBAs, SNOsSystem area: Nominations
Users are receiving a large volume of automatic email notifications during the nominations process. This is because a notification is triggered each time a nomination is confirmed (approved and with the Right to Work check completed).
We are looking at how we improve the balance between keeping users notified about the status of their Boards and payments, and creating too much email traffic. For the moment, please be assured that the volume decreases when all Exam Boards are confirmed.
This issue affects: EBAsSystem area: Nominations
When you have selected a person's name through the nominee look-up function, the list of matching names may reappear. This is because the system is still searching for matches in the background.Workaround: Click the person’s name again and continue.
This issue affects: EBAsSystem area: Nominate to Multiple Boards
Using the 'Nominate to Multiple Boards' functionality may lead to the nominee exceeding their Terms of Office on one or more Boards. This will result in nominations not being created, but you might not always receive an appropriate warning message. In some cases the message will erroneously display as 'Nominations created'.Note: this will not occur with Assessors as terms of office do not apply to Assessors.Workaround: After nominating using this function, check that the nominee appears in all Exam Boards.
This issue affects: EBAs, SNOsSystem area: Overall
Before Appointments go-live, the project team asked your Information Custodian/s to review and confirm - or notify us of any changes to - the proposed department setup of available Exam Boards, and the list of Exam Board Administrators and Senior Nominating Officers. When you first use the system, please check:
1) that we have set up your area correctly
2) that you have access to all the Standing Orders you should have access to
3) that all the Exam Boards you require access to are present and accurate
Please contact the central Examinations and Assessments team if anything is missing or inaccurate.
Note: as an EBA you will be able to see the full list of Exam Boards within your department. This is because access is granted at department level. Your Information Custodian approved the level of access for all users within your department before the system went live, and this includes the Exam Boards to which you have access.
Although you can see the full list of Exam Boards in your department, you must manage only those for which you are responsible as agreed with your department or line manager. This includes managing or responding only to notifications or queries sent to you relating to the Exam Boards for which you are responsible. Please ignore those relating to Exam Boards which do not fall within your role, unless you are covering for an absent colleague by prior arrangement.
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Please also see the Systems Availability page for details of the status of each system. For scheduled downtime please see the Notices page for more information.
08:30 - 17:00 Mon - Fri
(excl. BHs & fixed closure days)
Gibson Building, Ground Floor
Radcliffe Observatory Quarter
Oxford OX2 6GG