Invigilation FAQ

Who is eligible to invigilate UCD examinations?
  1. UCD graduate students (who are not sitting examinations in the current academic year)
  2. UCD staff who have invigilated in UCD or in another institutions in the Irish Public Sector prior to July 2012
  3. External applicants who meet the criteria

Who is not eligible to invigilate UCD examinations?
  1. Retired UCD staff or full time UCD staff may not apply
  2. You cannot be registered to sit any end of trimester exams in University College Dublin in the Academic year of 2019-20

What other restrictions apply?
  1. You must be available to attend a compulsory training session which will take place on Tuesday, 3 December 2019 from 10.00am -12.00pm
  2. If you are in receipt of a research grant you must confirm with your Principal Investigator whether or not you are eligible to carry out additional paid work
  3. Non-EEA Nationals must be in possession of a valid Garda National Immigration Bureau (GNIB) card or an Irish Residence Permit (IRP) that entitles you to work in Ireland for the entire exam period. This is a legal requirement. Applicants will be expected to upload a copy of this card/permission in order to receive payment
  4. Applicants must have a PPS number in order to be paid. If you do not have a PPS number you may apply at PPS application
Please be advised UCD shall be entitled to dismiss you at any time without notice, or payment in lieu of notice, if you commit a breach of the above conditions. In the event that the information provided is discovered to be untrue, inaccurate or misrepresented, UCD shall be prevented from making payment for any work undertaken.

What is required to be an invigilator at UCD?
Applicants must have experience of working effectively as part of a team, have excellent communication and time-keeping skills with an ability to remain vigilant for long periods of time while remaining calm and courteous under pressure. They must also be meticulous and have an organised approach to work with a high standard of accuracy.

When is the closing date for returning application forms?
The closing date for receipt of completed application forms for the End of the Autumn Trimester exams 2019/20 is Friday, 4 October 2019, 5:00 pm.

When is the next invigilation session?
End of the Autumn Trimester 19-20 exams will take place from Monday 9,  until Friday 20 December 2019, (including Saturday, 14 December).

Where do the exams take place?
Examinations are held in three separate venues:

  • RDS, Ballsbridge, Dublin 4
  • Blackrock Exam Centre, Carysfort Avenue, Co.Dublin
  • Newman Centre, Belfield Campus, Dublin 4 (Alternate Exam Arrangements – Disability Support only)
Invigilators will be asked when applying to indicate their preference of venue. We will endeavour to assign you to your first choice of venue but this is not guaranteed.

The highest number of invigilators are required in the RDS, Ballsbridge, Dublin 4.

What hours will I be expected to work?
The exam session consists of a maximum of 4 exams scheduled per day running from 8.15am to 8.30pm. 

On your form you should only choose sessions that you are available for as invigilators will be assigned times based on the information provided.

When will I hear if my application has been successful?
Successful applicants will be emailed the hours allocated to them by mid November. Due to the large volume of applications received, we cannot guarantee that all applications will be successful.

Will there be any training provided for new invigilators?
You must be available to attend a compulsory training session on Tuesday, 3 December . All invigilators who are assigned hours for Autumn Trimester 19-20 must attend this training. Your invigilation hours may be revoked if you fail to attend.

I need to cancel invigilation sessions assigned to me what should I do?
Once your hours have been assigned to you, you will be expected to work these hours, but where cases of illness or an emergency occur, you should contact the Invigilation team immediately.

For hours allocated in the RDS and Blackrock Exam Centres email or phone 01 716 1389/1689. For hours allocated in the Newman Centre email or phone 01 716 1421.

If for any reason you cancel any hours assigned to you, all of your hours may be revoked and allocated to another invigilator.

What is AEADS invigilation?
AEADS (Alternate Exam Arrangements - Disability Support) involves the invigilation for those registered with Disability Support. These exams are located in the Newman Centre, Belfield Campus.

What is required for AEADS invigilation?
Applicants applying for the Newman Centre, Belfield Campus (Alternate Exam Arrangements – Disability Support only) must be Garda Vetted by UCD HR. If you were vetted by another entity within UCD, for example, UCD Student Recruitment, this will not suffice. In addition, if you were previously vetted by UCD HR for a role that differs from invigilation, it is possible that you may need to be vetted again. Invigilators who were Garda Vetted previously through UCD HR are Garda Vetted for two years. New applicants will be required to submit the required documentation.

What is the rate of pay for Invigilation work?
There are two standard rates of pay for Invigilation work i.e. €13.67 per hour and €12.30 per hour. In order to qualify for the higher rate, you must have previously worked in the Public Sector in a similar role. The 2011 rate of €12.30 per hour applies to anyone who has not previously done similar work in the Public Sector prior to September 2012. Further rates apply for invigilators who are assigned specialist duties and responsibilities.

How will I be paid?
In order to be paid you must complete the following steps:
  1. Complete an online hourly paid set up form requesting bank account details, immediately after receiving your assigned invigilation hours
  2. Submit your timesheet online using the Employee Self-Service (ESS) System on UCD Connect
Once you have completed step 1, you will receive an email from UCD HR confirming your UCD Personnel Number and giving you access to the ESS system necessary to complete step 2.

You will be paid directly into your bank account.

If I already work at UCD, but have not invigilated before, do I need to complete an hourly paid set up form?
Yes. For example, if you work as a tutor/demonstrator in a School, you will already have a personnel number. However, you will need to complete hourly set up form for Registry (the department which manages invigilation) also in order to process payment.

I have invigilated at UCD before, do I need to complete an hourly paid set up form?
No. In order to be paid, you only need to complete step 2 i.e. submit your timesheet online using the ESS system.

Where can more information on claiming as an hourly paid staff member be found?
Further guidance can be found on the UCD HR website which also contains a useful 'how-to guide'.

Where can I get a P45?
All queries regarding P45s should be made to the Payroll Office, UCD HR.