This page is intended to provide staff in Schools with an outline to follow if organising examinations locally.
To book a room:
- On the Belfield Campus, contact firstname.lastname@example.org
- On the Blackroom Campus, contact email@example.com
- To book the Blackrock Exam Centre (BEC)* which is managed by Assessment, UCD Registry complete the Blackrock Exam Centre Booking form
At least one month's advance notice is required when booking a hall or room. There is no guarantee a booking can be facilitated.
*The Blackrock Exam hall has a capacity of 440. 340 are located on the ground floor of the hall and a 100 capacity up the stairs on the second floor on the balcony. Please note the second floor is not wheelchair accessible. The hall is permanently set up in an exam configuration and cannot be rearranged.
(Please note all capacities are for guidance only and are subject to change)
* Once your booking has been submitted, successful bookings will receive an email of confirmation within 5 working days. In the case of amendments/cancellations, affected parties will be notified immediately.
* Each examination booking will automatically receive a period of 1 hour preceding and following the session to facilitate set-up / tidy-up / cleaning. Should more time be required, please indicate this in the form. Exams should not be booked back-to-back in order to also allow time for exam turnaround such as students leaving/entering the hall, gathering belongings etc.
* On the day of the exam, if locally arranged, keys will need to be collected and returned by the lead invigilator at the Services desk in Blackrock, Building E. Contact Blackrock Campus Services by email firstname.lastname@example.org or Ext 8908 to arrange.
Exam question papers should be brought to the exam centre half an hour prior to the exam.
Assessment, UCD Registry recommends 10% extra papers are printed for contingency purposes.
All exam papers and exam materials are considered confidential and should be kept under strict security at all times. Assessment, UCD Registry recommends the following:
- Exam papers must be encrypted when being exchanged. Passwords should not be contained in the same email.
- Exam papers should not be dispatched using a courier company or through the internal mail system.
- Access to exam papers and materials should be restricted to a limited number of authorised personnel.
- Exam papers should be sealed, securely packaged and stored at all times and should only be opened by authorised personnel in the exam hall.
- All exam papers and materials must be stored and transported securely.
- Completed exam papers and materials should be sealed, securely packaged, and stored post-exam and should only be opened by authorised personnel.
Ordering exam materials: :
Exam answer books can be ordered using the Answer Book Request Form. Answer booklets are delivered by UCD Estates to both the Blackrock and Belfield campuses and 5 working days should be allowed for delivery.
MCQ Examination Answer sheets can be requested through the MCQ Examination Answer Sheet Request Form. See the Assessment MCQ webpage for further details and also the useful guide for students on how to complete an MCQ sheet.
Invigilator Role and Responsibilities
Invigilators should 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.
Typical duties of an invigilator include (but are not limited to);
- Ensuring the UCD Examination regulations are applied
- Maintaining the security of exam papers and materials pre, during and post exam
- Completing exam paperwork such as attendance sheets and seating plans or as directed
- Supervising students during the exam, ensuring they do not communicate and respond to any students that may have raised their hand with a query
- Reporting any suspected malpractice immediately to the team lead
- Collecting and collating exam materials in accordance while maintaining strict security procedures.
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 by emailing email@example.com.
This list is revised each trimester. Please email firstname.lastname@example.org for the most up to date information.
Should you wish to organise your own invigilators see the Assessment, UCD Registry website for details on restrictions that apply to newly recruited invigilators if they are to claim payment for work completed.
Exam Hall Invigilator requirements:
A minimum of two invigilators should normally 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 used.
Invigilators should be present at least half an hour prior to and half an hour after the exam.
Payment for Invigilators
Schools need to submit a Record of Invigilation Hours 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, please download and complete the Record of Invigilation Hours Form and then upload it through our Google form. Please submit one form per exam session.
See the Assessment, UCD Registry Invigilator Information for details on how invigilators can claim for work completed, rates of pay 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. Individuals in these posts must complete the Garda Vetting process prior to commencing employment.
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 organizing your own in-trimester or locally held exams which include any vulnerable persons and 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 email@example.com or refer to the 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) (ii) that results in the person requiring assistance with the activities of daily living including dressing, eating, walking, washing and bathing.
AEADS Students – Students with alternative exam arrangements – (disability support)
Students who have been allocated Reasonable Accommodations in exams, e.g. Alternative Exam Location or Extra Time, are entitled to these for all timed exams, including those which are locally arranged. It is the responsibility of the Module Coordinator to provide exam accommodations for locally arranged exams.
Students are advised that it is their responsibility to contact their Module Coordinator to request these supports, however it is recognised that encouragement may be needed in order to receive these requests in a timely manner. Module Coordinators can access information on students with accommodations in their class lists in Infohub under the Students with Disability column.
Module Coordinators must arrange for an alternative exam location, amanuensis/scribe, laptop or other Assistive Technology if these supports have been approved by UCD Access & Lifelong Learning and the student wishes to use them for a locally arranged exam.
UCD Access & Lifelong Learning can assist with the provision of laptops and other assistive technology and answer queries on exam accommodations.
Cancellation of an Exam
In the event of a cancellation of an exam, Invigilators must be informed as soon as possible. Last minute cancellation of Invigilators should not take place except in exceptional circumstances.
Communication to Students
Module Coordinators should ensure that all students are made aware of the date, time, and venue well in advance of the exam and that these details are available on Brightspace. Assessment will not contact students for locally arranged exams.
You should draw their attention to;
- The UCD Examination Regulations; in particular the regulations surrounding presenting with your UCARD and having all electronic devices including mobile phones and smart watches powered off.
- The UCD Assessment Student Website
- UCD will make every effort to minimise noise levels while exams are taking place. However, as exam centres are located in busy locations, a completely noise-free environment can't be guaranteed and outside noise may occur at times.
Communication to Staff
To assist in the smooth running of the examination, the following checklist can be completed and details should be communicated to the relevant staff. PDF downloadable
Ventilation checks have been performed in the Blackrock Exam Hall and Co2 monitors and an extractor fan have been fitted. The monitors work on a traffic light basis, green, orange and red etc. Should the monitor turn red, more doors should be opened and the extractor fan speed should be increased.
Should other halls/rooms be required to be used, ventilation checks need to be performed in any potential exam halls or rooms before confirming your capacity. Should you be using your own rooms, contact firstname.lastname@example.org or Ext 7000 to complete your ventilation check
Students should be advised before their exam that, while every effort will be made to keep the noise to a minimum and in the Blackrock Exam Hall temporary screens have been fitted in front of the emergency exit doors which will help to divert incoming air and draughts, there may be noise from outside and also from the extractor fan.
The Blackrock Exam Centre has been fitted with permanent hand sanitiser stations and Covid government signage is displayed throughout the hall. Should you be arranging your own exam in a room on campus, these additions are a requirement. You will also need; wipes for desks and hands, facemasks (3 ply is recommended)are no longer compulsory but we would recommend they are still worn, tissues and adequate stationery so there is no requirement to share. These can be purchased locally.
Assessment, UCD Registry follows the Cambridge exam guidelines and the minimum distance in all directions from the centre of one student's chair to the centre of another's chair must be 1.25 metres.
Additional time should be allowed for cleaning after every exam, especially the cleaning of frequently used ‘touchpoints’. Should you book the Blackrock Exam Centre, cleaning is included in the booking.
Students should be advised not to congregate in large groups.
Capture both the attendance of the exam (including staff and students) and complete a seating plan. Have a sign-in/out sheet to capture the timings of those in the exam hall and note that pens should not be shared.
You will need a designated isolation room. This room cannot be used for anything else and should be fitted with a chair, bin, tissues and wipes. The Blackroom Exam Hall has a room onsite. Should a student or staff member present with symptoms, move them quickly into the isolation room and contact the Estate Services emergency line on 01 716 7999 immediately.
Updated Covid-19 FAQs and information can be found on the UCD Safety, Insurance, Operational Risk & Compliance Office website.
Academic Attendance at Exam Centre - Nomination Form
Answer Booklet Request Form
Blackrock Exam Hall Booking Form
Extenuating Circumstances Policy
Sample Exam Paper Cover
Student Assessment Website
Student Code and Guidelines
Student Health Service
UCD Access & Lifelong Learning Disability Support
UCD Exam Regulations