Invigilation

Who is eligible to invigilate UCD examinations?

1. UCD graduate students (who are not sitting examinations in the same trimester)
2. UCD staff who have invigilated in UCD or in another institution 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. Current UCD Undergraduate students
2. Retired UCD staff or full time UCD staff unless their substantive post is research funded
3. Applicants registered to sit any current trimester exams in University College Dublin
4. Applicants on a Scientific Researcher Visa
5. Applicants on Stamp 2A permission 

The following restrictions apply to newly recruited invigilators (if they are to claim payment for work completed).

1. Invigilators must be available to complete a compulsory online training session, the details of which will be provided upon successful acceptance of application.
2. If an appointed invigilator is in receipt of a research grant, they must confirm with their Principal Investigator whether or not they are eligible to carry out additional paid work.
3. Non-EEA Nationals must be in possession of a valid Garda National Immigration Bureau (GNIB-INIS) card or an Irish Residence Permit (IRP) that entitles them 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. Non-EEA students on a Stamp 2 permission can work up to 20 hours per week during term time. During June, July, August, and September, and between 15 December and 15 January, they can work up to 40 hours per week.
5. All invigilators must have a PPS number in order to be paid. If you do not have a PPS number you may apply for one (opens in a new window)here.
6. All invigilators must be over 18 years old.
7. If a newly recruited invigilator is a member of UCD personnel, who has not invigilated in UCD in addition to their main post with UCD prior to July 2012 without a break in service, in line with direction from the Department of Education and Skills, no allowances or premium payments (this includes invigilation payments) of any kind may be paid to new beneficiaries, that is to full-time employees who have not previously been in receipt of an allowance or premium payment prior to July 2012. To be eligible, the invigilators role prior to July 2012 must also have been full-time.

Please be advised UCD shall be entitled to dismiss invigilators at any time without notice, or payment in lieu of notice, if they 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.

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 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. The role includes walking, standing for periods of time and collection of exam materials. Successful applicants must complete the mandatory online training and ensure they are familiar with the UCD Exam Regulations and UCD's Dignity and Respect Policies. 

An application form will be available on this website about 3 months before the start of the next exam session.

Please ensure you have read the above section on “Eligibility and Restrictions” before applying to invigilate.

You must be available to complete a compulsory online training session, details of which will be sent to you upon successful acceptance of your application.

When will I hear about my application?

1) Upon submission of their application, applicants will be sent a second online availability form where they will be asked to specify the exact sessions they are available to work.

2) Successful applicants will receive their personalised rosters by mid-April. You will need to accept the hours assigned to you. Due to the large volume of applications received, we cannot guarantee that all applications will be successful.

Training

You must be available to complete a compulsory online training session, details of which will be sent to you upon successful acceptance of your application. Even if you have invigilated for UCD before, you must complete the training session before each exam period as the information is continuously updated.

What hours will I be expected to work?

The exam session consists of a maximum of 3 exams scheduled per day running from 8.30am to 7.00pm. Each invigilation session for end-of-trimester exams is 3.5 hours, unless otherwise indicated in your roster.

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

Based on your availability, we will send you a schedule that we ask you to confirm or let us know about changes in your availability as soon as possible.

Cancelling invigilation sessions assigned to you

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 (opens in a new window)invigilation@ucd.ie. For hours allocated in the Newman Centre, email (opens in a new window)aeads@ucd.ie.

If you repeatedly cancel hours assigned to you at the last minute, all of your hours may be revoked and allocated to another invigilator.

What is the rate of pay for Invigilation work?

There is a standard rate of pay for Invigilation i.e. €15.51 per hour. Higher rates are applicable for other roles within the exam centres. Scribes in the Newman Exam Centre receive €21.28 per hour.

What happens to my pay if I don’t have a PPS Number?

Please note that (opens in a new window)Emergency Tax rates will be applied to your pay where you have not provided UCD with your Personal Public Service Number (PPSN) OR where your job is not registered with Revenue. For more information, please refer to the New Members of Staff page here.

How will I be paid?

Payments are made on the last working day of any given month and timesheets must be submitted and processed by the middle of the month (usually the 13th or the 14th). You will be paid directly into your bank account.

In order to be paid you must complete the following steps:

1. Complete an online hourly paid set-up form immediately after receiving your assigned invigilation hours. Do not wait until the exam session begins to do this.
2. Submit your timesheet online using the Employee Self-Service (ESS) System on UCD Connect once you have completed all invigilation hours assigned to you.

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.

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 also need to complete an hourly set-up form for UCD Registry (the unit which manages invigilation) in order to process payment.

I have invigilated at UCD before, do I need to complete an hourly paid set up form?

If you have been previously set up as a UCD Registry invigilator, you do not need to complete the set-up process again, except if it has been more than one year since your initial set-up as set-ups expire after one year. In order to be paid, you only need to complete step 2 i.e. submit your timesheet online using the ESS system. 

Where can I find more information on claiming as an hourly paid staff member?

Further guidance can be found on the UCD Human Resources Website which also contains a useful 'how to guide'.

What do I do if my hourly paid timesheet is rejected? 

There may be occasions that we have to reject a timesheet, such as if there are errors, we have no record of the hours or the hours do not match our records. Should this occur you will receive an email indicating your timesheet has been rejected. You should check your timesheet for errors, amend your timesheet and re-submit for approval, ensuring you leave enough time before the payroll deadline for approval. Note it is your responsibility to ensure your timesheet is correct for approval. 

Queries Regarding your Payslip / Revenue Forms

These queries should be made to the Payroll Office, UCD Finance.

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

What is required for AEADS invigilation?

Invigilators who are hired to work in the Newman Exam Centre in a single room capacity are required to undergo Garda vetting. Prospective single room Invigilators who are new to the Newman Centre, but also returning Invigilators whose Garda vetting has expired (Garda Vetting confirmation lasts for three years) will need to be vetted. These applicants will visit UCD HR during one of the designated Garda vetting sessions to confirm their identification and provide the relevant documentation. UCD HR will then confirm the outcome of the vetting process.

UCD is a diverse and global university; a strength we celebrate and promote in line with the principles of the UCD Equality, Diversity and Inclusion (EDI) policy and University strategy.

It is the responsibility of all of us to ensure that UCD is an inclusive and respectful culture for all who study and work in the University – as invigilators this includes examination environments.

We are committed to equality of opportunity for all and oppose all forms of discrimination or harassment across the University’s ten equality grounds: age, disability, gender identity, race or ethnicity, religion, sexual orientation, membership of the traveller community, civil status, family status or socio-economic status.

We can contribute to a respectful environment by ensuring our own behaviour is in line with UCD EDI principles and the Dignity and Respect policies and also reporting any incidents of this nature to your team leader, chief invigilator, (opens in a new window)Assessment or the (opens in a new window)Dignity and Respect Support Service.

You can also seek support and information from the Dignity and Respect Support Service or report incidents anonymously through the UCD Report and Support tool.

By agreeing to be employed as a UCD Assessment invigilator you agree to;

• Abide by the UCD Assessment invigilator (opens in a new window)Privacy Policy
  
  
• Agree to the UCD Assessment Confidentiality Clause; Confidential Information means all documents, materials and other information which are disclosed to or obtained by you in the course of your employment with UCD and/or to which you have access (whether in oral, written, electronic or any other form) in the course of your employment with UCD. By way of example, Confidential Information may include, but is not be limited to, exam material (including exam question papers and exam booklets), any exam related incidents (involving individual students or otherwise) that occur at the time of the exams. 
  
  By agreeing to work as an invigilator with UCD you agree to the following: I understand that the university is obliged to maintain confidentiality in certain aspects of its work. I understand that it is my duty to observe such confidentiality over all Confidential Information that I may be privy to during my employment within Assessment, UCD Registry.
  
  During my time of employment, within Assessment, UCD Registry, I agree that I shall keep all Confidential Information in strict confidence and not disclose it to any third party for any reason. I understand that, in relation to personal data, I am bound by the policies and procedures adopted by the university in relation to the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. I am aware that I either have to prove that I have successfully completed data protection training already, or that I agree to complete UCD's online 'Data Privacy & Security' training on Brightspace.
  
  I understand that I am bound by the UCD Dignity and Respect policy adopted by the university. I understand that it is my responsibility to bring to the attention of UCD Assessment any possible conflicts of interest, including but not limited to family members or friends taking exams, and involvement with modules under assessment.
  
  
• Agree to the UCD Assessment Statement;  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 restrictions or if UCD Assessment is not satisfied with your delivery of the work, performance or behaviour in the role.

What are the symptoms of Covid-19?

See the (opens in a new window)HSE website for up-to-date symptoms and advice. If you are suffering from a new-onset cold or flu-like illness, you should remain off campus, and follow the HSE advice for symptomatic persons. 

Do I need to be vaccinated to invigilate an exam?

No, the university does not require you to be vaccinated.

What measures are UCD putting in place for in-person exams in the university’s exam centres?

UCD is following national guidelines in relation to in-person exams to ensure the environment is as safe as it can be. Examples of this include: 

• Hand sanitising stations and signage will be located throughout the exam centres. Invigilators should sanitise their hands regularly and especially when entering/exiting the exam hall and handling any exam materials. We would also encourage you to bring your own personal hand sanitiser
• Whilst masks are not mandatory, all persons are encouraged to wear one, especially when in a crowded setting
• Invigilators should assist in guiding students to enter and exit the exam halls quickly so there are no congregations
• Each exam centre has undergone a review with regard to ventilation and CO2 levels, CO2 monitors are being put in place where required
• Additional cleaning of touchpoints and toilets have been arranged. Antibacterial wipes will also be provided for wiping of touchpoints before and after use
• Nurses and/or paramedics will be on hand to support students who feel or become unwell during an exam

Will there be social distancing in the exam centre and hall?
Social distancing is no longer a requirement in queues and waiting areas, however, within the exam centres, we follow the Cambridge International guidance, where the minimum distance in all directions from the centre of one student's chair to the centre of another's must be 1.25 metres. 

What are the ventilation levels in the exam hall?
Each exam centre has undergone a review with regard to ventilation and CO2 levels, CO2 monitors are being put in place where required. These monitors work on a traffic light system. Should they turn red, report this immediately to the exam centre Invigilator-in-charge, they will instruct the students to stop their exam, turn over the question paper and remain under exam conditions. Doors and windows will need to be opened and/or extractor fan speeds increased. Once the CO2 levels have returned to normal the exam can resume. The students should be informed they will not lose time for their exam and any time stopped will be given back to them at the end. Should the levels not return and the exam needs to be postponed the UCD Assessment Office should be contacted urgently for assistance and support.

Will it be cold in the exam hall due to the ventilation levels required?
As doors and windows may need to be open at various times, we suggest you wear layers of warm clothing. Coats and jackets are permitted by both invigilators and students in the exam hall.

What instructions around infectious illnesses will be given to students and staff on the day of the exam?
Staff and Students will be advised to:

• To use hand sanitiser frequently throughout
• The procedure should the ventilation levels rise and windows and doors need to be opened 
• To minimise the handling and exchange of materials
• Not to congregate in groups

Where will I take my break?
Each exam centre has a break room assigned with access to tea/coffee making facilities. We would advise that these are wiped and sanitised before and after every use.

For all health and safety information relating to UCD and Covid-19, please see the link to the UCD Safety, Insurance, Operational Risk & Compliance Office website.

For amendments, cancellations or general invigilation queries contact (opens in a new window)invigilation@ucd.ie.

For AEADS (Alternate Exam Arrangements – Disability Support) invigilation queries email (opens in a new window)aeads@ucd.ie.

Introduction

Data Protection

Exam Venues

Exam Hall Procedures

Getting Paid