The Academic Council Committee on Examinations (ACCE), as per its terms of reference are responsible for discharging the following major functions on behalf of Academic Council (AC):
- Approval of Intern Examiners for the examination of taught modules
- Approval of Research Degree Examination Committees, including Special Extern Examiners
- Nominates Subject Extern Examiners to the NUI
- Oversee assessment practices across the University. Considers all Post-Examination Board changes to grades that are to the detriment of a student and either approve or reject such changes
- Exercises some or all of the functions as outlined in its terms of reference in respect of any Recognised College as specified by Academic Council
- Acts as the University's examination board dealing with the award of Research Degrees
- Approval aegrotat and posthumous awards (see FAQ section for definitions)
- Adjudicate where such disagreements arise between Programme Examination Boards and Schools
The ACCE is committed to Equality, Diversity and Inclusion.
The ACCE meets throughout the Academic Year on the following meeting dates. All documentation must be submitted and completed by the submission deadlines outlined.
The ACCE is responsible for the following policies:
- UCD Assessment Code of Practice
- Extenuating Circumstances
- UCD Examination Regulations
- Subject Extern Examination Policy
- Policy on Theses in Graduate Taught Programmes
- Aegrotat and Posthumous Definition and Policy
- Policy on Extenuating Circumstances Student Guide
- Policy on Extenuating Circumstances Staff Guide
- Late submission of coursework
- Aegrotat and Posthumous Form
- Intern Examiner Nomination Form
- Extenuating Circumstances Form
- Change of Examination Committee Chair Form
- Change of Examination Committee Intern Form
- Application Form for Late Submission of Coursework
For more information and resources on the eThesis Examination System please click here.
For eThesis Exam system support email email@example.com
A research degree report is completed within the eThesis Exam system. The eThesis Guidebooks will take you through the entire process. The first step for a final report is for the Exam Committee to work on a draft joint degree report separately from the eThesis Exam system. When finalised, the Joint Degree Report is entered into the system by the Exam Committee Chair.
Please see eThesis Report Writing Checklist for report requirements and guidance.
Paper report forms (exceptional circumstances)
Please see Guidelines for the completing of Joint Degree Report
In order to fulfil Academic regulation 1.11 in a timely manner, the ACCE established a sub-committee, whose membership assumed responsibility on behalf of ACCE, to adjudicate where such disagreements arise between Programme Examination Boards and Schools.
As per section 7.82 of UCD’s Academic Regulations and Section 6.1 of the Theses in Research Degree Programmes Policy, a physical hardbound copy of your final approved thesis must be submitted to the university, via UCD Student Desk, in order to be eligible to confer.
What is a hardbound thesis?
The hardbound thesis is a professionally bound, hardcover copy of a final thesis that the Exam Committee approved either with no revisions post-examination, or following completion and approval of revisions (if revisions were required).
I submitted my thesis electronically to the university, do I need to submit a hardbound thesis?
Yes, in addition to the electronic copy, you are required to submit a final hardbound archival copy of the thesis to the UCD Student Desk for deposition to a closed store in the UCD Library. A physical hardbound copy of your final approved thesis must be submitted to the university, via UCD Student Desk, in order to be eligible to confer.
When should my hardbound thesis be submitted?
Your hardbound thesis should be submitted when: a) your Exam Committee has approved your final thesis or any required revisions, and b) at least four weeks in advance of your potential conferral date.
See UCD Conferring Schedule for details.
What are the presentation requirements for my hardbound thesis?
See Guidelines for Preparation, Submission, Examination and Dissemination of Research Degree Theses for detailed presentation and typographical information.
- The title of the hardbound thesis must match the title on SISWeb and the title under which the thesis was examined, unless the Exam Committee required a title change as part of required revisions.
- The year on the hardbound thesis should be the year the degree is approved by ACCE (not the year the degree was started, nor the year the thesis was initially submitted for examination).
- The hardbound cover must have the student name, thesis title, award type, and year of award. The title page within the thesis should have the student number.
How can I submit my hardbound thesis?
Your hardbound thesis can be submitted as follows:
- In person to the UCD Student Desk, see details on their location and opening hours
- Via the drop box in the Tierney Building foyer (Building 74 on the UCD Map)
- Via registered post to: Student Desk, Tierney Building, University College Dublin, Belfield, Dublin 4, D04 V1W8.
Please contact firstname.lastname@example.org if you have any further queries.
For support in relation to ACCE, contact email@example.com
For support in relation to Extern Examiners, contact firstname.lastname@example.org
For support in relation to eThesis Exam system, contact email@example.com
How do I find help to use the eThesis Exam system?
There are Staff eThesis webpages and Student eThesis webpages which provide guidebooks, checklists and FAQs. Further support is available from firstname.lastname@example.org.
How do I submit a joint degree report and corrections sign-off to ACCE?
The joint degree report (and sign-off for revisions where required) are all actioned within the eThesis Exam system. There is no requirement to submit paper documents to the ACCE email address when using the eThesis Exam system; ACCE generates award consideration documents via the eThesis Exam system. Guidance for joint degree report content is available on the eThesis Report Writing checklist.
Does a hard-bound thesis need to be submitted if the eThesis Exam system was used for the examination process?
Yes. A hard-bound copy of the thesis is required for all UCD graduate research degrees. Guidance on the presentation of the hard bound copy (e.g. typographical detail and layout) is available within the Guidelines for Preparation, Submission, Examination and Dissemination of Research Degree Theses. Submission of the hard-bound thesis must be at least four weeks in advance of the potential conferral date to guarnatee processing time.
How do I know when a student within a School is being considered for approval of a research degree by the ACCE?
A student can only be considered for approval by the ACCE when all required actions have been completed within the eThesis Exam system. This includes: Exam Committee Chair entering the joint degree report in the system, Examiners’ online approval of the report, upload and approval of final thesis if revision were required. The eThesis Exam system status will show ‘Recommendation has gone to ACCE for review’ and ACCE will generate the report from the system. ACCE secretariat will contact the Exam Committee Chair if any further actions or information are required. An email is sent to the Chair of the Examination Committee from ACCE@ucd.ie indicating which ACCE meeting date the student will be considered.
How do I know when a student has been approved for their research degree by the ACCE?
The eThesis Exam system sends an automated email to the student, Supervisor, Chair of the Exam Committee and Head of School when a student’s degree is approved by ACCE. Within InfoHub in Uview, a student's SISWeb account will now display ‘ACCE approved’ followed by the meeting date of approval. The student will also be able to view this in their own SISWeb account. All outcomes of the ACCE meeting will be completed within 10 days of the meeting date. Assessment will forward the approved student names to the UCD Conferring unit
Intern Examiners - Taught Modules
How do I know if an Intern Examiner needs to be approved by the ACCE?
All academic staff who hold permanent appointments or contract appointments of one year or longer are ex officio Intern Examiners. Other contract or part-time staff whose contract is less than one year’s duration, who act as examiners should be approved by the ACCE, on the recommendation of the Head of School. A nomination for Adjunct or Affiliate faculty should be highlighted to ACCE within the Exam Committee nomination information.
Can a School nominate an Intern Examiner from outside University College Dublin?
A Head of School may recommend to ACCE as an Intern Examiner suitably qualified persons who are not employees of the University. These nominations will be considered on a case-by-case basis.
What qualification should an Intern Examiner possess?
ACCE has set a minimum appointment criterion that all Intern Examiners require a qualification at the same academic level as the module for which they will act as an Intern Examiner.
How do I submit an Intern Examiner nomination to the ACCE?
Please see the Intern Examiner Nomination Form for details on how to submit a nomination.
Intern Examiners - Research Degree Exam Committees
How do I submit an Intern Examiner nomination to the ACCE?
The Chair and Intern Examiner are input via Banner in SGAADVR – See guide to Banner 9 for more information.
What do I do if the Intern Examiner cannot be entered into Banner
It is likely that this staff member is an Adjunct or Affiliate staff member, or visiting professor. They will need a UCD email address attached to their details on Infohub in order to use the eThesis Exam system.
What is a Special Extern Examiner and what is a Subject Extern Examiner?
A Special Extern Examiner is required to be a recognised expert in their field and is appointed to examine graduate research degrees. They are members of the research degree Examination Committee. Their role in examining a student’s research degree thesis may also include participation in a viva voce examination, depending on the type of research degree. All PhD degrees have a viva voce examination.
Subject Extern Examiners are appointed to provide valuable guidance and oversight in a subject or subject area for UCD undergraduate and taught graduate programmes. Subject Extern Examiner consultations and reporting make an important contribution to the quality of teaching, learning, assessment and feedback.Subject Extern Examiners can be appointed for a period of up to four years.
Subject and Special Extern nominations submitted by Schools are required to include a one-page CV summary and if available, a web link to the proposed Extern’s academic profile on their home academic institution/organisation. ACCE approval of any Extern also considers potential conflicts of interest and whether the proposed Examiner has worked as an Extern Examiner for the University within the preceding three years. All appointment recommendation outcomes are completed within 10 working days of each meeting date.
How do I submit a Subject Extern Examiner nomination to the ACCE?
School nominations for Subject Extern Examiners are set up in Infohub. First check the ‘Extern Examiner Directory’ to ensure your proposed Extern is not an active Extern already via Infohub/Students/Assessment & Grading/Extern Examiner Directory. Nominations must include all required information or they may be referred back to the School and/or the decision delayed. You will find further details in the ‘Guide for UCD staff- how to nominate Subject Extern Examiners’ and our Staff FAQs
How do I know when a Subject Extern Examiner nomination is approved by the ACCE?
If approved, the nominated Subject Extern Examiner along with the administration contact on the form and the Head of School will receive an email indicating the nomination has been approved.
If more details are required for the nomination, the Head of School will be contacted.
All outcomes of the ACCE meeting will be completed within 10 working days of the meeting date.
How does a School submit a Special Extern Examiner nomination to the ACCE? School nominations for Special Extern Examiners are set up in Infohub. First check the ‘Extern Examiner Directory’ to ensure your proposed Extern is not an active Extern already via Infohub/Students/Assessment & Grading/Extern Examiner Directory. An initial referral is made to the Graduate Research Board (GRB) for their consideration. If GRB accepts the nomination, it is progressed to ACCE for final approval. Examination Committee nominations must include all required information or they may be referred back to the School and/or the decision delayed. Please see the Graduate Research Board Exam Committee Nominations guide for further information.
How do I know when a Special Extern Examiner nomination is approved by the ACCE?
If approved, the administration contact on the form and the Head of School will receive an email indicating the nomination has been approved at the time of the Exam Committee approval (see Exam Committee FAQs). Supervisors should contact their School administrator for confirmation of appointments if they have not already been notified by the administrator.
The process for nominating a replacement follows the normal appointment procedure and an explanation for the replacement nomination should be included. In emergency situations, a School may submit the nomination and an explanation for retrospective approval at the next available Academic Council Committee on Examinations (ACCE).
The Employment Control Framework states that the re-employment of retired s
What is an Examination Committee?
Examination Committees for level 10 graduate research degrees and level 9 Doctor of Medicine (MD) degrees are composed of an Exam Committee Chair, an Intern Examiner and a Special Extern Examiner. For other level 9 graduate research degrees e.g. Master degrees, the Chair of the Exam Committee may also act as the Intern Examiner. Where the candidate is a full-time member of faculty or staff of the University, or recognised college of the University, there must be a second Extern Examiner. A second Extern Examiner may also be appointed where the Governing Board considers it appropriate
The Chair oversees the entire process of thesis examination and is the main point of contact for the candidate and the Examiners e.g. liaising with the candidate and Examiners for viva voce arrangements, coordinating Examiners to compile and finalise the joint degree report, and communication with the candidate for any revisions required. The Chair is responsible for ensuring that the examination process is conducted in accordance with the University’s Regulations and guidelines. A Special Extern Examiner is required to be a recognised expert in the relevant field. Special Extern Examiner nominations include a summary page CV and if available, a web link to the proposed Extern’s academic profile on their home academic institution/organisation. The Exam Committee adheres to all University examination guidelines and procedures, and all relevant programme requirements, University regulations, policies and codes of practice that relate to the graduate research programme.
How do I know when an Examination Committee is approved by the ACCE?
If approved, the administration contact on the form and the Head of School will all receive an email indicating the nomination has been approved.
If more details are required for the nomination, the Head of School will be contacted.
The results of the ACCE meeting will be completed within 10 working days of the meeting date.
When does an Exceptional Grade Change Request need to be submitted to the ACCE?
ACCE has the responsibility to approve any post-PEB changes to academic history which have already been released to the student and that are to the detriment of a student (i.e. a reduction in comparison to the original grade).
How do I submit an Exceptional Grade Change request?
A request is submitted through 'My Module Grades' in Infohub. Please see the UCD Assessment Exceptional Grade Change SystemUser Guide for further instructions. This request should also indicate when the incident occurred and what information has been provided to the student.
How do I know when an Exceptional Grade Change Request is approved?
If approved, the ACCE will liaise with the Grading Support Team, UCD Assessment to implement the approved grade changes. All outcomes of the ACCE meeting will be completed within 10 working days of the meeting date.
What is a posthumous award?
A posthumous award is an award, without classification, that may be considered on the death of a student where there is sufficient evidence based on the student’s performance that the student would have qualified for the award.
What is an aegrotat award?
An aegrotat award is an award, without classification, that may be made if a student is prevented from completing their studies by illness or other special circumstances. The Board should be satisfied that the student's prior performance shows beyond reasonable doubt that they would have qualified for the award but for the illness/event which occurred.
How do I submit an application for an aegrotat or posthumous award to the ACCE?
In order to submit an application for an aegrotat or posthumous award to the ACCE an Aegrotat and Posthumous Form will need to be completed and emailed to ACCE@ucd.ie
How do I know when an aegrotat or posthumous award has been approved?
If approved, the ACCE will liaise with the UCD Conferring Unit to inform them of the approved award. All outcomes of the ACCE meeting will be completed within 10 working days of the meeting date.
For more information, please see the Aegrotat and Posthumous Guidelines