The individual points include standards and packages for external examiners, laws and regulations, and the way results are recorded at Faculty of Natural Sciences and Faculty of Technical Sciences (Nat-Tech).
As an external examiner, you must in general help to ensure:
In order to be an external examiner, you must be appointed in a body of external examiners. Appointments are made every four years, and the next round is in 2022.
If you are asked to be an external examiner outside the application period, you can apply for an ad hoc appointment. A substantiated recommendation is submitted to the relevant chair of the external examiners, who states why the need cannot be covered by the existing body of external examiners. Requirements regarding this statement can vary from body to body.
Executive Order no. 1062 of 30/06/2016 on examinations and co-examination of university degree programmes specifies in section 53:
Section 53. External examiners may not be employed or have been employed during the last two years at the university where they will work as an external examiner. Members of the university board may not work as external examiners at the university. An honorary professor or honorary associate professor may not work as an external examiner at the university where he or she is an honorary professor or honorary associate professor. It should be avoided as far as possible that examiners carry out external examiner tasks for each other (mutual co-examination).
Subsection 2. The work of external examiners is covered by the Danish Public Administration Act, including the regulations regarding disqualification and duty of confidentiality.
Subsection 3. On the recommendation of the chair of the external examiners, the Danish Agency for Higher Education can give dispensation from section 1, sentence 1, when exceptional circumstances exist.
The annual reports are prepared by the chair, and are available on the websites of the relevant bodies of external examiners.
After each examination period, the chair of the external examiners must receive a report of how the examinations progressed.
This takes place when the external examiners after each examination fill in the ‘External examiner’s assessment of the examination’ form, and record their evaluation/assessment of the examination. The form is included in the package for external examiners.
Nat-Tech Studies Administration collects all the reports and forwards them to the relevant chair of the external examiners.
At the MSc in Engineering or Bachelor of Engineering examinations, CensorNet is used for evaluation of the exam:
In accordance with chapter 11 of Executive Order no. 1062 of 30/06/2016 on examinations and co-examination of university degree programmes, the external examiner must in general ensure that documentation is made at the time of the examination of the student’s proficiency and the achievement of the goals for the degree programme, including that:
You cannot work as an external examiner before having obtained a permit for sideline employment for this specific job. If you work as an external examiner without holding a permit for sideline employment for this position, it is considered as illegal work, and both you and the educational institution can be subject to a fine.
Note that you have to submit an application for a permit for sideline employment for every job as an external examiner. Applications are to be submitted to the Danish Agency for International Recruitment and Integration (SIRI). The processing time can be up to one month from the date SIRI receives a fully completed application, so you have to apply in due time. There is no fee for submitting the application for sideline employment.
Please be aware that you need to contact the institution, where you are to work as an external examiner before submitting the application for sideline employment to SIRI, as the institution is part of the application process, so you need to contact them for further details.
Here at ST, please contact:
You can find more information on permit to sideline employment on New to Denmark https://www.nyidanmark.dk/en-us/coming_to_dk/work/Sideline_employment.htm
When you take on tasks as an external examiner, you should be aware of the existence of a 125-hour rule.
As an external examiner, you may only carry out exam-related tasks amounting to a maximum of 125 hours per semester.
If you are an external examiner at a number of institutions in one semester, the total number of hours may not exceed 125 hours.
The rule is available (in Danish only) in the Circular on teaching paid by the hour and circular on external examiners’ remuneration – please pay particular attention to appendix 3, section 6.
From now on, the chairmanships will interpret the regulation in the above circular as a 250-hour limit per year, as more exams are held in the summer semester than in the winter semester.
Remuneration per working hour including holiday pay DKK 514,33 excluding holiday pay DKK 457,18
After the end of the exam, complete and sign the form "Payment of Examiner Remuneration", and in the event of any travelling, complete and sign the form "Travelling Expenses Report".
The forms are available in the "Examiner Package" sent to examiners by the programme coordinator of the programme.
When the examiner package is returned to the administration, the examiner’s remuneration will be calculated and paid as soon as possible in the next payroll run.
For these exams, examiners’ remuneration is based on registrations by examiners in the Digital Exams system (DE).
Payment takes place automatically, and the examiner should therefore not complete a claim form.
However, the examiner should still complete an evaluation form and, if necessary, a travelling expenses claim form from the examiner package*
*Forms are in the Digital Exams system (DE) for the relevant exam under the tab "Show exam information"
Expected dates for payment are under PAYMENT DATES.
Summer exams: End May, End July, End October
Winter exams: End November, End December, End February, End March
* Expected payment dates after entering the result in DE by the first of the month.
For all exams, the examiner’s remuneration will be deposited in the examiner's NemKonto, and the payslip will be is sent to the examiner's e-Boks.
Note, payment of examiner’s remuneration and reimbursement of travelling expenses are unlikely to be at the same time, as the payments are not made by the same department.
Nat-Tech has implemented a digital examination (DE) system. If you are to co-examine one of the digital examinations, you will be notified by e-mail
DE is part of the public digitisation strategy, and the system will ensure the digital support of all working procedures concerning examinations from beginning to end.
Information for external examiners:
If there was any travel activity in connection with the co-examination, you will be reimbursed. The form is included in the package for external examiners.
If you lose any travel receipts, you must fill in a solemn declaration. You can find the solemn declaration form among the forms on this page.
Aarhus University covers travel expenses corresponding to the cheapest standard fare by public transport.
If the exam lasts several days, or if the external examiner is unable to return home on the same day the exam is held, overnight accommodation may be necessary. In this case, an hourly or daily allowance can be paid:
If the external examiner’s official trip lasts less than 24 hours or does not involve overnight accommodation, reasonable additional expenses can be reimbursed for meals, provided documentation is submitted (as per account rendered).
Both daily allowance rates and additional expenses (actual expenses) can never be paid at the same time.
However, expenses for transport between the external examiner's private address and the hotel/AU are refundable.
This means that expenses for taxi, bus, meals, etc. during the external examiner's stay in Aarhus are non-refundable together with payment of daily allowance - it is either or.
If the external examiner chooses private accommodation an undocumented night supplement can be granted.
The above is only paid by completing the travel expense report contained in the external examiner package.
If you are unable to arrive at the examination or home on the same day the examination is held, expenses are covered for overnight accommodation. (You must comply with the supply contracts).
Hotel subsistence allowance: (limit per night in 2020: DKK 1,000.00 – download file in Danish only)
CABINN Aarhus, Skolegade 14, 8000 Aarhus C
Hotel Scandic City Aarhus, Østergade 10, 8000 Aarhus C
Hotel Scandic, The Mayor Hotel, Banegårdspladsen 14, 8000 Aarhus C
Hotel Scandic, Aarhus Vest, Rytoften 3, 8210 Aarhus Vest
Wakeup Aarhus, M.P. Bruunsgade 27, 8000 Aarhus C
Zleep Hotel Aarhus Viby, Viby Ringvej 4B, 8260 Aarhus S
Herning City Hotel, Skolegade 1, 7400 Herning
Hotel Scandic Regina, Fonnesbechsgade 20, 7400 Herning
"Show exam information"
Executive Order no. 1062 of 30/06/2016 on examinations and co-examination of university degree programmes specifies in section 23:
Section 23. During their deliberations, the external examiner and the examiner must take notes about the performance and grading assessment for use in processing any appeal. The notes must be stored for at least one year and, in addition, until any appeal case is closed.
As an external examiner, you can find that students complain about the examination or the grade, and your appointment as an external examiner means that you also have an obligation to take part in processing a complaint.
To find out the rate of remuneration for complaints and appeals work, please contact ST Studies Administration about the specific case.
Cheating and plagiarism are a growing problem in connection with higher education programmes.
The chairs of the external examiners take this problem seriously and are working to determine common regulations at the universities to deal with cases of cheating and plagiarism.
Aarhus University has a website for cheating and plagiarism
See also stop plagiat nu!
If you have any questions regarding external examiner’s fees, please contact:
Please send any questions regarding your appointment directly to the relevant body of external examiners
Please send any questions regarding complaints to
Asger Steen Boisen
Nat-Tech Studies Administration
If you have any questions regarding examinations, protocols and results for science and MSc in Engineering courses, please contact:
Examinations Office, Nat-Tech:
If you have any questions regarding examinations, protocols and results for Bachelor of Engineering degree programmes, please contact:
Examinations Office, Nat-Tech: