External Examiner
This Privacy Notice applies to the individuals who are nominated and appointed to act as an External Examiner for the University of Stirling. It should be read in conjunction with the Staff Privacy Notice as applicable to fixed term employees.
The University requires to process and retain certain personal data relating to you, by virtue of your being an External Examiner of the University of Stirling.
Source of Data
The personal data the University holds about you is obtained from a number of sources including the following:
- Information you provide us with on your appointment form.
- Information you provide us with on your curriculum vitae.
- Information about you which is available on your home institution’s website.
- Information you provide on your External Examiner acceptance form.
We will collect and process the following information about you:
- Name and title
- Gender
- Date of birth
- National Insurance Number
- Home telephone number
- Work and home email addresses
- Home address
- Workplace address
- Current place of work and position held
- Qualifications
- External examining experience and external examiner roles previously and currently held
- Copies of right to work in the UK documents
- Curriculum vitae
- Bank details
Processing Activities, Purposes of Processing and Legal Basis for Processing
The University, as data controller, will be required to collect, store, use and otherwise process information about you for the purposes of appointing you as an External Examiner and as relevant to your role as an External Examiner for the University of Stirling.
The signing of the ‘Acceptance of an External Examiner Appointment’ represents a contract being formed between you and the University in respect of your appointment and the obligations associated with the appointment. This contract is referred to in the table below which provides a summary of the data processing activities we will undertake, the purpose of this processing and the legal basis for processing.
| Processing Activity | Purpose of Processing | Legal Basis |
|---|---|---|
| Processing of External Examiners appointments | Information is collected to make an informed decision as to the suitability of nominee to be appointed as an External Examiner. | Public interest / official authority |
| Creation of employee records via the HR system to facilitate the payment between the University and the External Examiner and to enable access to relevant University IT systems. |
To facilitate the duties of the External Examiner role and to ensure timely payment of fees and expenses.
|
Contract |
| Provision of assistance to External Examiners with any administrative or technical support required. | To facilitate the duties of the External Examiner role. | Contract |
| Processing of payments and expenses for External Examiners. | To make payments and meet legal obligations to comply with HMRC rules about tax and NI contributions. | Contract |
| Provision of access for External Examiners to student work, in line with the requirements of the External Examiner role. | To facilitate the duties of the External Examiner role. | Contract |
| Inclusion of External Examiner name, position, institution within Module, Programme or other student handbooks or resources as appropriate. | To meet the requirements of the QAA Quality Code for Higher Education. | Contract |
| Retention of right to work in the UK documents. |
To enable Right to Work checks to be carried out and to comply with the Immigration, Asylum & Nationality Act (2006). A copy of your right to work document will be held securely by the University’s HR and Organisation Development Directorate and may be made available to UKVI Inspectors as part of an audit if so requested. |
Compliance with a legal obligation |
| Communication with External Examiners throughout the period of appointment to provide information and update as required. | To allow us to maintain correspondence with you. | Contract |
| Processing requests for information under relevant legislation (e.g. FOI, UK GDPR) | To allow the University to answer information requests as required by law. External Examiner names, e.g. as noted on reports, may be subject to disclosure. | Compliance with a legal obligation |
Retention of your Personal Data
Your data will be retained in line with the Academic Registry Data Retention Schedule.
Your Rights
You have the right to request to see a copy of the information we hold about you and to request corrections or deletions of the information that is no longer required.
In some circumstance you may have the right to object to the processing of your personal data, to request it is erased where it is no longer required for the stated purposes, or that inaccurate information about you is corrected. For more information about your rights see the Data Protection Policy.
To exercise these rights please use the contact details below.
Contact Details
If you would like to update your personal details this can be done via email to Academic Registry: externalexaminers@stir.ac.uk.
The University’s Data Protection Officer is Joanna Morrow, Deputy Secretary. If you have any questions or complaints relating to data protection these can be addressed to: data.protection@stir.ac.uk in the first instance.
You have the right to lodge a complaint against the University regarding data protection issues with the Information Commissioner’s Office.