Invigilation
Although Assessment, UCD Registry does not arrange invigilation for in-trimester or locally arranged examinations, a list of experienced, trained invigilators and their contact details can be provided upon request.
This list is revised each trimester; for the most up-to-date information, email invigilation@ucd.ie.
Should you wish to organise your own invigilators, see the Assessment, UCD Registry website for details on restrictions that apply to newly recruited invigilators who wish to claim payment for work completed.
Invigilator Roles and Responsibilities
Invigilators should have experience working as part of a team, excellent communication and time-keeping skills, and the ability to remain vigilant for long periods of time. They should be meticulous and organised to work with a high standard of accuracy, and they must remain calm and courteous under pressure.
Typical duties of an invigilator include (but are not limited to):
- Ensuring UCD Examination regulations are applied.
- Maintaining the security of exam papers and materials before, during, and after the exam.
- Completing exam paperwork such as attendance sheets and seating plans as directed.
- Supervising students during the exam, ensuring they do not communicate with each other.
- Responding to any students who raise their hand with a query..
- Reporting any suspected malpractice immediately to the team lead.
- Collecting and collating exam materials as directed while maintaining strict security procedures.
Exam Hall Invigilator requirements:
A minimum of two invigilators should typically be assigned to an exam:
- One Team Lead and
- One standard invigilator per twenty-five students.
A contact list, including emergency phone numbers of faculty and staff involved in administering the exams, should be made available to all invigilators for each exam hall.
Invigilators should be present at least half an hour before and half an hour after the exam.
Payment for Invigilators
Schools can process invigilators' pay claims through their cost centres. Check at a local level to see if this is possible.
Please be advised, as per UCD Finance guidelines, Assessment cannot reimburse invigilators for parking costs associated with locally arranged exams.
If processing through Assessment, Schools must submit a Record of Invigilation form to Assessment to confirm any hours invigilators have worked in locally arranged exams. Assessment will not pay invigilators for unconfirmed hours.
To confirm your invigilators' hours, you must complete our Record Of Invigilation (opens in a new window)Google form. One form is to be submitted per invigilator.
See the Assessment, UCD Registry Invigilator Information for details on how invigilators can claim for work completed, pay rates, and how to set up an hourly paid set-up form.
Garda Vetting for Invigilators:
A number of posts in UCD require staff to undertake activities that will bring them into contact with children or vulnerable adults. To ensure the protection of the public, and promote public trust and confidence, UCD is committed to ensuring that only suitable candidates are recruited into these positions. To protect the public and promote public trust and confidence, UCD is committed to ensuring that only suitable candidates are recruited for these roles. Invigilators (who will be in contact with a vulnerable person*) hired by Assessment, UCD Registry to support annual exams are Garda vetted by UCD HR as part of the appointment process.If you are organising your locally held exams, which include vulnerable persons, and are engaging invigilators to support them, you must arrange for the invigilators to complete the Garda Vetting process prior to commencing work for UCD
For further information, please contact staffvetting@ucd.ie or refer to the (opens in a new window)Garda Vetting Policy
*The term “vulnerable person” shall be understood to mean a person, other than a child who: (a) is suffering from a disorder of the mind, whether as a result of mental illness or dementia; (b) has an intellectual disability; (c) is suffering from a physical impairment, whether as a result of injury, illness or age; or (d) has a physical disability, which is of such a nature or degree - (i) as to restrict the capacity of the person to guard himself or herself against harm by another person; or (ii) that results in the person requiring assistance with the activities of daily living including dressing, eating, walking, washing and bathing.
Cancellation of an Exam
In the event of a cancellation of an exam, Invigilators must be informed as soon as possible. Last-minute cancellations of Invigilators should not take place except in exceptional circumstances.