Locally Arranged Exams | UCD Registry

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Exam Papers and Materials

Invigilation

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 invigilation@ucd.ie.
This list is revised each trimester. Please email invigilation@ucd.ie 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 staffvetting@ucd.ie 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.

Communications

Covid-19 Advice

Covid-19 Advice

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 estates@ucd.ie 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.

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