Examination Regulations | Registry
INTRODUCTION This booklet contains the Examination Regulations of the University as approved by the third statutory Academic Council on 11th October 1989; it includes, in addition, all amendments approved by Academic Council subsequent to this date and up to October 2021. These Examination Regulations were originally approved for implementation in the academic year 1989/90 and subsequently Appendix 2 was first approved by Academic Council in May 2016 and most recently in June 2021. Appendix 3, the supplemental regulations for online examinations were approved in 2021.
The information given in these regulations is intended as a guide to persons sitting examinations at Dublin City University and shall not be deemed to constitute a contract or the terms thereof between the University and a candidate or any third party, or representations concerning same.
Dublin City University is not responsible and shall not be bound by errors in, or omissions from these regulations; the University reserves the right to revise, amend alter or delete academic regulations at any time by giving such notice as may be determined by Academic Council in relation to such change.
PROVISION FOR A FORCE MAJEURE EVENT: In the case of a force majeure event, for a defined period of time, the Vice President Academic Affairs/Registrar may replace aspects of Examination Regulations and associated programme regulations with alternative arrangements. The Vice President Academic Affairs/Registrar will then inform Academic Council at the earliest opportunity.
1. General Regulations
1.1 The award of any certificate, diploma, degree or postgraduate qualification shall be based on a candidate’s performance in such examinations or other tests of learning or ability which have been approved by Academic Council for the programme of study and award concerned.
1.2 The term “examination” shall refer to the Final Assessment associated with a programme of study (not to continuous assessments occurring during such programmes and not to continuous assessment resits). Its form typically involves a written or oral examination, but may involve other forms such as assessment of laboratory exercises or coursework or project work, examination of dissertations or any such similar activity or academic exercise which may be approved or prescribed by Academic Council in respect of any programme of study.
1.3 Only registered students who have satisfactorily attended or otherwise pursued a programme of study approved by Academic Council and who have completed satisfactorily all programme requirements shall be admitted as candidates to the examinations or other tests of attainment.
1.4 It is the responsibility of each candidate to ensure that they are familiar with all relevant module and programme regulations and examination requirements. Students are responsible for ascertaining the correct dates, times and deadlines of examinations, continuous assessments and appeals.
2. Registering for Examinations
2.1 All students who are duly registered with the Registry of the University, who are in good financial standing with the University, who are not debarred from examinations for any reason and who fulfil the requirements set out in 1.3 above are automatically registered as candidates for their initial diets of semester examinations each year.
2.2 Candidates who are unsuccessful in their initial diets of examinations in any year and who are permitted by the relevant Progression and Awards Board to present for resit examinations in that year are required to inform the Registry of their intention to present for the resit examinations and pay the appropriate resit fee. 1 Candidates should normally resit failed modules at the next available opportunity
2.3 Information on resit examinations will be made available to candidates through their exam results page and the DCU website. Candidates for resit examinations are required to register and where appropriate, pay the fee by the specified date. A late fee will be charged following this date.
2.4 The University does not accept any responsibility for the sending or receiving of any communications through the post. It is the formal responsibility of each candidate to ensure that communication details are correct and that he/she is registered, where necessary, for resit examinations.
3. Examination Timetable
3.1 The Examination Timetable will be displayed via the DCU website. It is the candidate’s responsibility to ensure that they are aware of the date, time and location of their examinations. The Examination Timetable will be displayed not less than two weeks prior to the beginning of the the relevant examinations.
3.2 Each student will be allocated an examination number in advance of each diet of examinations. This will be displayed along with the examination timetable on the DCU Website. Students should take note of this information for the examinations.
4. Admission to Examination Hall
4.1 Each candidate should be present fifteen minutes before the commencement time of an examination but should not enter the Examination Hall until requested to do so by the Invigilator.
4.2 No candidate may leave the examination during the first hour or during the last half hour.
5. Conduct during Examinations
5.1 Candidates must have a current student identity card at all examinations. Candidates must leave their identity cards visible on their desks for the purpose of checking, without undue disturbance, after the start of the examination. Candidates failing to produce a current student identity card will be subject to an ID audit check.
5.2 Impersonation is considered a very serious offence. In cases of impersonation, the impersonator and the impersonated are liable to permanent exclusion from the University.
5.3 Smoking is not permitted and smoking breaks are not permitted during the examinations.
5.4 No food is permitted in the Examination Hall.
5.5 Candidates are not permitted to have any items on their desk, other than items which have been expressly approved for use during the examination. In particular, candidates are not permitted to have a pencil case or equivalent on their desk.
5.6 Notes of any kind are strictly forbidden in the examination hall. Writing of any kind on clothing or any part of the body may be considered to be unauthorised material.
5.7 Candidates shall not bring into the examination hall, or have in their possession or under their control or within their reach, whilst they are taking the examination: ? Any electronic device, including smart watches and electronic dictionaries, with the exception of a mobile phone or a standard scientific calculator. ? Clothing should not be used to conceal forbidden devices or materials.
5.8 Should a candidate bring their mobile phone into the Examination Hall it must be switched off at all times and placed under the desk for the duration of the examination. If a mobile phone is found powered on or it emits a sound, the phone will be confiscated for the remainder of the examination and the student will be subject to the disciplinary process. The use or attempted use of a mobile phone (or any other electronic device) is strictly prohibited and is a serious breach of the examination regulations.
5.9 Personal standard scientific calculators may be used except in circumstances where their use is expressly forbidden. Programmable or text storing calculators are not permitted. Candidates are required to record on their answer booklet the make and model of calculator used. It is the responsibility of each candidate to ensure that their calculator is in working order.
5.10 Each candidate will be assigned a designated seat number in advance of the examination. Candidates should sit at this specified seat, or an alternative at the request of the Invigilator. Seat numbers will be displayed on the student examination timetable and at the Examination Hall entrance.
5.11 Candidates must not turn over the examination paper on the desk until requested to do so by the Invigilator.
5.12 The Invigilator will advise all candidates how to complete the cover sheet of the answer book. Candidates are requested to read the instructions on the cover sheet of the examination paper before starting work. Candidates must ensure they receive the correct exam paper. It is the candidate’s responsibility to complete the front of the answer book, including the examination number and ensure any flaps are properly sealed.
5.13 Candidates may not use dictionaries and other reference books or notes unless expressly approved by Academic Council through the relevant Programme Board. A list of such approved texts will be advised in advance by examiners. Reference materials listed in Appendix one will be supplied. These are the property of the University and, under no circumstances should they be removed from the examination hall. Candidates found in possession of these reference materials outside the examination hall will be deemed to be in breach of the Examination Regulations. Candidates may not bring their own reference materials into the examination hall unless specifically approved by the examiner in advance and noted on the front of the exam paper.
5.14 It is the responsibility of each candidate to ensure that he/she has an adequate supply of pens, pencils, ink, etc., required for an examination. The borrowing of such materials will not be permitted during an examination. Candidates may not bring blank paper into the examination hall. All paper will be supplied by the Invigilators
5.15 If, after reading the question paper, a candidate should wish to withdraw from the examination, he/she will not be allowed to do so until one hour after the start of examination.
5.16 Candidates wishing to leave the Examination Hall temporarily may not do so unless accompanied by an Invigilator. Candidates may have to wait until an invigilator is available. If a Candidate requests to visit the toilet, they may be requested to demonstrate to the Invigilator that no unauthorised items are in their possession. In any event, no person may enter or leave the Examination Hall without the Invigilator’s permission. Candidates would not normally leave the hall temporarily within the first twenty minutes of an examination and no candidate may leave within the last thirty minutes of the examination period.
5.17 A candidate must not, on any pretext whatsoever speak to or have any communication with any other candidate; such communications will be regarded as a breach of the Examination Regulations. If a candidate needs to ask a question or obtain an extra answer booklet, they should raise their hand and one of the Invigilators will attend to them.
5.18 At the end of the examination, each candidate must remain in their place until the Invigilator has collected their answer book(s), the answer books have been checked, and the Invigilator has announced that candidates may leave the Examination Hall. It is the responsibility of each candidate to ensure that their complete answer booklet(s) are handed to the Invigilator. No pages are permitted to be removed. It is also the responsibility of the candidate to ensure that their exam paper has been handed up where instructions on the exam paper state as such.
5.19 Invigilators are required to implement the examination regulations and candidates must comply with an invigilator’s directions at all times.
6. Absence from an Examination
6.1 If a candidate is absent from the examination due to extenuating circumstances, a detailed explanation via the relevant form must be submitted to the Registry in accordance with the dates on the form, together with relevant time specific supporting documentation. Details of all such absences shall be reported to the Chairperson of the Programme Board and subsequently in summary format to the relevant Progression and Award Board by the Registry.
7. Illness During an Examination
7.1 A distressed or ill candidate may be permitted to leave the Examination Hall temporarily during an Examination, accompanied by an Invigilator, and subsequently return to complete the examination, provided the continuity and quality of supervision is not affected. The Senior Invigilator may, following consultation with the Registry, and the Internal Examiner if deemed necessary, give a time extension to such candidate at the end of the examination equal to the period of absence, or arrange for such a candidate to complete the examination in a separate room under separate supervision.
8. Extenuating Circumstances
8.1 In respect of their performance in any examination or part of an examination (including deferred examinations) or assessment, each candidate shall bring any extenuating circumstances which may have affected their performance to the attention of Examinations Office in the Registry. Extenuating circumstances will be treated in the strictest confidence. Information about these circumstances will be disclosed to the Chairperson of the Programme Board and where absolutely necessary to other examiners. The Extenuating Circumstances form (R30) must be submitted to the Examinations Office in accordance with the dates on the form prior to the relevant Progression and Awards Board Meeting. That Office shall inform the Progression and Awards Board which shall consider them in arriving at a decision on that candidate. Candidates should note that failure to notify the Board of extenuating circumstances which could have been brought to their attention prior to the Board reaching its decision may prejudice any subsequent appeal.
9. Provisions for Candidates with a Permanent or Temporary Disability
9.1 The Examinations Office in conjunction with the Disability Office offers facilities for students during examinations. Candidates who have a disability and may require additional services during their examinations should register with the Disability Service at the beginning of the Academic Session.
9.2 Candidates who have a temporary disability at exam time should contact the Registry Office directly, if possible, at least seven days before their examinations commence. A candidates request for additional provisions must be supported by a medical certificate. The Registry will endeavour to provide reasonable accommodations as far as practically possible.
10. Breaches of Examination Regulations
10.1 A candidate who is found to have unauthorised materials in their possession in the Examination Hall shall be deemed to be in breach of the Examination Regulations. Any written or printed materials not written on official answer books, including material written on the candidate’s person, or electronic devices containing text, shall be considered to be unauthorised materials.
10.2 The unauthorised materials, together with the candidate’s student identity card, shall be removed and retained by the Invigilators who shall make a written report to the Registry. The candidate may also be requested to attend Registry to discuss the contents of this report. The Registry will then report the matter to the Disciplinary Committee. The candidate shall be allowed to complete the examination.
10.3 The same procedure will be followed where a candidate or candidates is/are considered by the Invigilator to have copied or to have attempted to copy any material from each other.
10.4 Each candidate alleged to be in breach of the Examination Regulations shall be referred to the Disciplinary Committee in advance of the relevant Progression and Award Board meeting and a report from the Disciplinary Committee shall be placed before the Board. The report shall include the decision of the Disciplinary Committee which shall be implemented in full by the Progression and Awards Board.
10.5 In the event that it is impossible to arrange a meeting of the Disciplinary Committee before the Progression and Award Board meeting, the candidate’s result shall be withheld until a Disciplinary Committee meeting has heard the case and made its decision.
10.6 A candidate found to be in breach of Examination Regulations may have all written examinations of that diet declared void. Such candidates may not be permitted to present for that diet of examinations until one year has elapsed.
10.7 Any candidate disqualified because of infringement of Examination Regulations might not subsequently be eligible for consideration for an award with Honours, particular Honours classification, credit or distinction.
10.8 Other forms of assessment undertaken in that academic year may also be declared void if this is considered appropriate or necessary.
10.9 In addition to this/these recommendation(s) to the Progression and Award Board, the Disciplinary Committee may, at its discretion, impose other sanctions.
10.1 A candidate who is found to have unauthorised materials in their possession in the Examination Hall shall be deemed to be in breach of the Examination Regulations. Any written or printed materials not written on official answer books, including material written on the candidate’s person, or electronic devices containing text, shall be considered to be unauthorised materials.
10.2 The unauthorised materials, together with the candidate’s student identity card, shall be removed and retained by the Invigilators who shall make a written report to the Registry. The candidate may also be requested to attend Registry to discuss the contents of this report. The Registry will then report the matter to the Disciplinary Committee. The candidate shall be allowed to complete the examination.
10.3 The same procedure will be followed where a candidate or candidates is/are considered by the Invigilator to have copied or to have attempted to copy any material from each other.
10.4 Each candidate alleged to be in breach of the Examination Regulations shall be referred to the Disciplinary Committee in advance of the relevant Progression and Award Board meeting and a report from the Disciplinary Committee shall be placed before the Board. The report shall include the decision of the Disciplinary Committee which shall be implemented in full by the Progression and Awards Board.
10.5 In the event that it is impossible to arrange a meeting of the Disciplinary Committee before the Progression and Award Board meeting, the candidate’s result shall be withheld until a Disciplinary Committee meeting has heard the case and made its decision.
10.6 A candidate found to be in breach of Examination Regulations may have all written examinations of that diet declared void. Such candidates may not be permitted to present for that diet of examinations until one year has elapsed.
10.7 Any candidate disqualified because of infringement of Examination Regulations might not subsequently be eligible for consideration for an award with Honours, particular Honours classification, credit or distinction. 10.8Other forms of assessment undertaken in that academic year may also be declared void if this is considered appropriate or necessary.
10.9 In addition to this/these recommendation(s) to the Progression and Award Board, the Disciplinary Committee may, at its discretion, impose other sanctions.
11. Communication of Examination Results
11.1 All examination results shall be subject to final confirmation by Academic Council.
11.2 Results are formally communicated to students, after the relevant meetings of the Progression and Awards Board, as indicated in the annual Academic Calendar. Students will be advised individually of their results online following each diet of examinations through the DCU website; the date of online publication will be regarded as the official date for promulgation of results. After final approval of both semester examination results by Academic Council, students will be provided with an individual statement of results.
11.3 Results will not be made available to students who have examination ID audits outstanding.
11.4 Following the online publication of results, students who have passed and are in good financial standing, may obtain their ranked place within their qualification on request from Registry.
11.5 No member of staff other than academic staff or authorised staff in the Registry may disclose details of results to candidates.
11.6 Examiners, or their nominee will be present during two days designated by Academic Council, in the week following the promulgation of examination results to meet students to discuss their results and permit students to view their scripts. This meeting will not prejudice students rights under Freedom of Information legislation
12. Approved Programme of Study Abroad
12.1 Definition:
A programme of study at an approved university abroad constitutes an equivalent period of study at DCU on some of the University’s degree programmes. The duration of such a programme of study will normally be the same as the academic year of the host university in question.
12.2 Eligibility:
Each candidate who has satisfied all the Academic and Examination requirements prior to the programme of study abroad will be eligible for that programme of study abroad.
12.3 Examination Procedures:
a) Each candidate will be assessed in a range of modules, as approved by Academic Council, according to the normal examination procedures operating in the host University. Marks will be communicated through the appropriate university liaison tutor in the University, for consideration by the Progression and Award Board. Each candidate who fails the Approved Programme of Study will be required to sit Resit Examinations in the modules concerned.
b) In view of different timings of the academic year in different countries, the following procedure will apply:
i. Where the results are available in time for the normal Summer Progression and Awards Board, they will be considered by that Board.
ii. Where results are not available in June the results of candidates who have passed will be ratified by the normal Autumn Progression and Award Board.
iii. Candidates who fail elements of the programme of study will be required by the Progression and Award Board to complete such assessment as is deemed appropriate.
iv. Each candidate whose approved programme of study includes a work placement will be exempted from certain assessed elements of University study, in accordance with the procedures agreed between this University and the host University.
13. INTRA Placement
13.1 Definition
Integrated Training (INTRA) is an element of some of the University’s educational programmes. Integrated Training may be defined as the integration of academic study and classroom theory with practical and realistic work experience under which students develop an understanding of the professional and practical world of industry and commercial enterprises and a concomitant growth in confidence, maturity and human relation skills.
13.2 Duration
INTRA will normally take place during the third academic year of each programme. The specific arrangements for each degree will be as approved by Academic Council.
13.3 Eligibility
All students who have passed their second year final examinations and who are deemed to have progressed satisfactorily in their third year (as considered by the relevant Programme Board) are eligible for INTRA placement.
13.4 Examination Procedures
The schedule for University examinations and the issuing of results will be indicated in the annual Academic Calendar. Candidates who fail modules will be entitled to resit those modules at the Autumn resit examinations unless otherwise stated by the Progression and Award Board. Candidates should normally resit/repeat failed modules at the next available opportunity
13.5 Implementation of INTRA Regulations
a) The above regulations are to be adhered to and all students will be required to complete their prescribed period of INTRA placement unless there are strong documented extenuating circumstances: b) Students required to resist examinations under paragraph
13.6 The only decisions which can be taken in regard to INTRA placement are ‘Pass or ‘Fail’. These decisions are the responsibility of the Progression and Award Board. Due to the timing of the end of INTRA placement in relation to the dates of Progression and Award Board, the decision to award a ‘Pass’ for INTRA can be taken by the Programme Board provided that their decisions are endorsed by Academic Council. A decision to ‘Fail’ a student for INTRA must be taken by a Progression and Award Board. In case of University examinations such a decision must be confirmed by Academic Council.
13.7 The criteria with regard to each programme for passing or failing INTRA placements shall be contained in the relevant module descriptor.
14. Appeals
14.1 Regulations and procedures governing appeals are dealt with in the document “Examination Appeals Procedure (P-31)” published on the Office of the Vice-President for Academic Affairs (Registrar) website.
15. Academic Integrity and Plagiarism
15.1 The University regulations on Academic Integrity and Plagiarism are governed by the separate DCU Academic Integrity and Plagiarism Policy published on the OVPAA website.
16. Appendix 1:
List of approved Reference material which will be provided by the University.
? Mathematical and Statistical tables
? Actuarial Tables
? The Bible
? Steam/ Thermodynamic Tables
? Physical Data tables
? Java Syntax
? Dictionaries (For exchange and occasional students only)
17. Appendix 2
Dublin City University Examination Timetabling Principles The examination timetable will be drafted using the following principles:
? Examinations may be scheduled on any DCU campus.
? Where it is necessary to conduct an examination in more than one venue, this examination will not normally be scheduled across more than one campus.
? No student will have more than two examinations scheduled in any one day and where possible, these examinations will be scheduled on one campus. Furthermore, a student will not be expected to take any more than five hours of examination in any one day*.
? Examinations for a programme of study may be scheduled on any day within the examination period specified in the academic calendar.
Approved by Academic Council 6th June 2021
* Excepting students with examination accommodations requiring additional time
18. Appendix 3
DCU Online Examinations Supplemental Regulations
This document is an addendum to the University Examination Regulations to reflect the online nature of some DCU examinations. Students are expected to adhere to the highest standards of integrity and honesty when taking DCU examinations irrespective of the format of such examinations.
1. In Advance of Online Examinations
1.1 A timetable for online examinations will be published via the Student Apps page. It is the candidate’s responsibility to ensure that they are aware of the dates and times of their examinations.
1.2 Candidates are reminded to familiarise themselves with the DCU Examination Regulations and DCU Academic Integrity and Plagiarism Policy.
1.3 It is the responsibility of the candidate to ensure that the technology they are using for their online examination is fit for purpose and that all approved software has been downloaded in advance of their scheduled examinations. Each candidate should log in to the examination platform in advance of their examination to ensure that they have the required access and to familiarise themselves with the technical guidelines and requirements for their examination.
2. Conduct During Examinations
2.1 Prior to the beginning of an online examination, candidates should close down all programmes other than those expressly approved for the examination.
2.2 Candidates should keep their DCU student email account open for the duration of the examination, as the university may use this to notify students of any updates regarding the examination. This email account should not be used for any other purpose other than described above and in 2.6 below.
2.3 Candidates should read the instructions on the cover sheet of the examination paper before starting the exam.
2.4 Candidates are not permitted to use or access any items or materials, online or otherwise except items which have been expressly approved for use during the examination by the relevant module co-ordinator. A list of such approved texts will be advised in advance by examiners and noted on the cover sheet of the examinations. Reference materials such as log tables etc. will be supplied for you alongside your exam paper.
2.5 All candidates will be required to confirm on the examination platform that, in keeping with the DCU Academic Integrity and Plagiarism Policy what they are submitting as part of the examination is their own work; or where the work of others has been used it must be cited and acknowledged.
2.6 Candidates must not, on any pretext whatsoever speak to or have any communication with any other candidate or another person; such communications will be regarded as a breach of the Examination Regulations. If a candidate needs to ask a question regarding the examination they should contact either their examiner via email or the DCU Examination Support Centre.
3. Breaches of Examination Regulations
3.1 In line with DCU Examination Regulations, any alleged breach of examination regulations identified in the exam hall during an online examination will be brought to the attention of the Registry. The candidate will be contacted by the Registry Student Awards Manager with details of the contents of the reported breach of Examination Regulations. The Registry Student Awards Manager will then report the matter to the DCU Disciplinary Committee as outlined in the Examination Regulations section 10.4 – 10.9.
3.2 All submissions of student work during online examinations are subject to the Academic Integrity and Plagiarism Policy as indicated in Section 2.5 of this appendix. Students have a right to be assessed on the quality of their own work, and have the corresponding duty to present only their own work for assessment. Any alleged breaches of this policy detected during the assessment of an online examination will follow the protocol outlined in the Academic Integrity and Plagiarism Policy.
Registry
Approved by Academic Council, May 2022