Registry
Examination Regulations
This booklet contains the Examination Regulations of the University as approved by the third statutory Academic Council on 11 October 1989; it includes, in addition, all amendments approved by Academic Council subsequent to this date and up to 15th October 2003. (These Examination Regulations were originally approved for implementation in the academic year 1989/90 and subsequently.)
Contents
Provisions for Candidates with a Permanent or Temporary Disability
Breaches of Examination Regulations
Communication of Examination Results
Approved Programme of Study Abroad
General Regulations
1.1
The award of any 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). 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 candiidates to the examinations or other tests of attainment.
1.4
It is the responsibility of each candidate to ensure that s/he is familiar with all relevant module and programme regulations and examination requirements.
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 Award Board to present
for repeat examinations in that year are required to inform the Registry
of their intention to present for the repeat examinations. Candidates should
normally repeat failed modules at the next available opportunity.
2.3
A repeat examination entry form will be sent to such candidates by the Registry.
On receipt of the completed form and the repeat examination fee by the date
specified by that office, the candidate will be registered for the repeat
examinations.
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 he/she is registered, where necessary,
for repeat examinations. It is recommended that candidates use registered
post when returning repeat examination entry forms and fees to the Registry.
Examination Timetable
3.1
The Examination Timetables will be displayed on the web,
through the Student Portal Pages. It is the candidate’s responsibility to ensure
that he/she is aware of the date, time and location of his/her examinations.
The Examination Timetables will be displayed approximately three weeks
in advance of the relevant examinations.
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.
4.3
No candidate will be admitted to the Examination Hall more than one hour after
the start of the examination. In exceptional circumstances, however, and
provided that no other candidate has withdrawn and left the examination
room, a candidate may be admitted later, at the discretion of the Senior
Invigilator. Extra time will not normally be allowed.
Conduct During Examinations
5.1
Smoking is not permitted. No food or drink is permitted in the Examination Hall.
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.
5.2
Each candidate will sit at the desk indicated by the Invigilator or indicated
on the notice at the Examination Hall entrance. Candidates must not turn
over the examination paper on the desk until requested to do so by the Invigilator.
5.3
Candidates must leave their current student identity cards visible on their desks for the purpose of
checking, without undue disturbance, after the start of the examination. Candidates must have a current student identity card
at all examinations. Candidates failing to produce a current student identity card will be subject to an audit check.
Candidates are charged €20 for this audit check.
5.4
The
Invigilator will advise all candidates how to complete the cover sheet of
the answer book and indicate whether one or both sides of the paper may
be used and whether name or registration number should be used. Candidates
are requested to read the instructions at the head of the question paper
before starting work.
5.5
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. Mathematical/statistical
tables, if required, will be supplied. Mathematical/ statistical tables
are the property of the University and, under no circumstances should they
be removed from the examination hall. Candidates found in possession of
these tables outside the examination hall will be deemed to be in breach
of the Examination Regulations. Candidates may not bring their own mathematical/statistical
tables into the examination room.
5.6
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.
5.7
Approved
models of 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 his/her calculator is in
working order. It is advisable to bring a spare battery.
5.8
Candidates are not permitted to bring mobile phones or any electronic device, other than a standard scientific calculator, into the examination hall. This includes, but is not limited to any electronic device capable of wireless communication and/or storing information (e.g., translator, cell phone, pager, PDA, MP3 units, iPods, etc).
5.9
If,
after reading the question paper, a candidate wishes to withdraw from
the examination, he/she will not be allowed to do so until one hour after
the start of the examination.
5.10
Candidates
wishing to leave the Examination Hall temporarily may not do so unless accompanied
by an Invigilator. In any event, no person may enter or leave the Examination
Hall without the Invigilator’s permission and no candidate may leave
within the last thirty minutes of the examination period.
5.11
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 Examinations Regulations. If a candidate needs to ask a question
or obtain an extra answer booklet, he/she should raise his/her hand and
one of the Invigilators will attend to him/her.
5.12
At
the end of the examination, each candidate must remain in his/her place
until an Invigilator has collected his/her 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 his/her answer booklet(s) are handed to the Invigilator.
Absence from an Examination
6.1
If a candidate is absent from the examination,
a detailed explanation must be submitted to the Registry immediately,
together with a medical certificate if the absence was due to illness.
Details of all such absences shall be reported immediately to the Chairperson
of the Programme Board and subsequently to the relevant Progression and Award
Board by the Registry.
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 a 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.
Extenuating Circumstances
8.1
In respect of his/her performance in any examination or part of an examination
(including deferred examinations), each candidate shall bring any extenuating
circumstances which may have affected his/her performance to the attention
of the Examinations Office in the Registry. Your circumstances will be treated in the strictest confidence. Information about your circumstances will only ever be communicated to other lecturers or to the Progression and Awards Board with your consent. Extenuating Circumstances must be submitted (Form 30) to the Examinations Office seven days prior to the relevant Progression and Award Board meeting. That Office
shall inform the Progression and Award Board which will 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 the attention
of the Board prior to the Board reaching its decision may prejudice any
subsequent appeal (see paragraph 14.5)
Provisions for Candidates with a Permanent or Temporary Disability
9.1
The Examinations Office in conjunction with the Disability Service offers facilities
for students during examinations. Candidates who have a disability and will require additional
services during their examinations should register with the Disability Service at the beginning
of the Academic Year. Candidates that have a temporary disability at exam time should contact
the Examinations Office directly, if possible, at least seven days before their examinations
commence. A candiates request for additional provisions must be supported by a medical certificate.
Breaches of Examination Regulations
10.1
A candidate who is found to have unauthorised materials in his/her possession in the Examinations Hall shall be deemed to be in breach of the Examination Regulations. Any written or printed materials not written on official answer books 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 Invigilator who shall make a written report to the Registry. The Registry will 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 eachother.
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 deferred 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, 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 its recommendation(s) to the Progression and Award Board, the Disciplinary Committee may, at its discretion, impose other sanctions.
Communication of Examination Results
11.1
All examination results are subject to final confirmation by Academic Council.
11.2
Results are formally communicated to students, after the relevant meetings of the Progression and Award Boards, as indicated in the annual Academic Calendar. Students will be advised individually of their results online following each diet of examinations. An individual transcript of results will be issued to the postal address notified by the student to The Registry after the final approval of both semester examinations by Academic Council. Subsequent to this process, all passlists will be posted online through student portal pages and the DCU home page. The official date for promulgation of results will be the date each candidates results are online. (ref. Paragraph 13.4).
11.3
The notice displayed will be in merit order and will be displayed by student identity number. The names of candidates who have failed or whose results are deferred or who have been granted exemptions or who are in default of financial obligations will not be displayed.
11.4
Only information regarding pass/fail results may be given by telephone. Enquirers must be able to quote the students identity number. No member of staff other than academic staff or authorised staff in the Registry may disclose details of results to candidates.
11.5
Examiners wil 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 view their scripts. This meeting will not prejudice students rights under Freedom of Information.
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:
- 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 to the Registry through the appropriate foreign 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 Repeat Examinations in the modules concerned.
- In view of the different timings of the academic year in different countries, the following procedures will apply:
- Where results are available in time for the normal Summer Progression and Award Board, they will be considered by that Board.
- 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.
- Candidates who fail elements of the programme of study will be required by the Progression and Award Board to complete such assessments as deemed appropriate.
- 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.
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 relations 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 Progression and Award 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 repeat those modules at the Autumn repeat examinations unless otherwise stated by the Progression and Award Boards.
- Candidates should normally repeat failed modules at the next available opportunity.
13.5 Implementation of INTRA Regulations
-
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 mitigating circumstances arising from, for example,
- serious illness of the student as certified by a qualified medical practitioner;
- bereavement within the immediate family of the student.
- Students required to repeat examinations under paragraph 12.4 above will not be entitled to request additional study leave from the company but they will be subject to an accruement of normal holiday entitlement, which they may allocate to study and examination.
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 Boards, the decision to award a Pass for INTRA can be taken by the Programme Boards 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 or by the Standing Committee of Academic Council. In the case of University examinations such a decision must be confirmed by Academic Council.
13.7
The criteria in regard to each Programme for passing or failing INTRA placements shall be communicated in writing by the Chairperson of the Programme Board to the relevant Progression and Award Board or to the Programme Board as appropriate.
Appeals
14.1
Academic Council retains ultimate authority to exclude or not to exclude candidates from the University on academic grounds.
14.2
Candidates have the right to appeal the decisions of a Progression and Award Board. Such appeals will be processed in accordance with the procedures detailed by Academic Council.
14.2 (a)
Examination results, provisionally approved by a Programme Board Examination Review Committee but not formally approved by a Progression and Awards Board and where the lack of an opportunity to appeal prevents a student from making a decision whether or not to repeat an examination at the next sitting, may also be appealed.
Where a student appeals a provisional result under such circumstances, the same ground for appeal may not be used if a subsequent appeal is made in respect of the same module(s).
14.3
Academic staff are requested to submit to the Registry any documentation relevant to a candidate’s performance, including written reports from Tutors, certificates of illness, or written ‘warnings’. Such material will be retained on a candidate’s file so as to provide written evidence, should an appeal arise.
14.4
A candidate who opts to exercise his/her right to appeal the decision of
a Progression and Award Board must present such an appeal on form R31 with supporting documentation to the Secretary to the Appeals Board within ten days of
the date of promulgation of the decision appealed (ref. Paragraph 11.2)
14.5
The candidate’s appeal should be supported by a medical certificate or other acceptable documentary evidence outlining the circumstances which have given rise to the appeal:
- Candidates must ensure that medical certificates provide sufficient detail/information for the Appeals Board to assess the impact of the condition(s) cited.
- The Appeals Board shall in all cases consider the reasons for any failure by candidates to have brought extenuating circumstances to the attention of the Progression and Award Board prior to that Board reaching its decision. Where the Board considers that the extenuating circumstances should have been so notified, such a failure shall be a relevant consideration justifying the rejection of the appeal.
14.6
A candidate may appeal by completing form R31 against a decision of a Progression and Award Board on the following grounds only.
- that his/her performance in the assessment was adversely affected by illness or other factors which he/she was unable or for valid reasons unwilling to divulge before the Progression and Award Board reached its decision.
- that the Progression and Award Board did not give sufficient weight to any extenuating circumstances previously notified to the Registry prior to the holding of the meeting of the Progression and Award Board.
- that the examinations were not conducted in accordance with the current regulations as prescribed by the Programme Board and as approved by Academic Council.
- that there was a substantial error of judgement on the part of the Examiners.
- that there was a material administrative error or a material irregularity in assessment procedures which have made a real and substantial difference to the candidate’s result; appeals lodged in this category may be made by a third party on behalf of one or more candidates provided that such appeals are made with the full and written consent of all the candidates concerned.
14.7
Each valid appeal lodged with the Secretary to the Appeals Board within fourteen days of the date of promulgation of the decision appealed shall be referred to the Appeals Board.
14.8
Candidates lodging an appeal are required to submit a fee of €100 with their appeal documentation. The appeals fee is non-refundable except in the case of a candidate whose appeal is deemed by the Appeals Board to be successful.
14.9
Progression to the next year of study for the purposes of attending academic exercises is permitted in respect of a student who has lodged an appeal against the decisions of the Progression and Award Board in the repeat examinations held in Autumn of each academic year. However, such attendance must cease immediately on notification of an unsuccessful outcome of the appeal.
14.10
The Appeals Board shall be a Sub-Committee of Academic Council constituted at the beginning of each academic year by Academic Council. It shall consist of the Registrar (Chairperson),
the Director of Registry, an external legal professional, one member from each Faculty, and a student representative.
The Secretary to the Appeals Board will act as recording Secretary.
The term of office of the Faculty members will be 3 years and staggered so that one-third of the membership would change on an annual basis. Five members will constitute a quorum and must include the Registrar and the external member.
14.11
Role of the Appeals Board
- The Appeals Board shall meet as required after the Progression and Award Boards.
- The Appeals Board shall consider all appeals on their merits and determine a course of action pursuant to the information received.
- To ensure that appeals are reviewed in a detached and independent manner, staff in the Registry who are involved in the processing of appeals, whether as a member of the Appeals Board or in the general organisation of the process, will not attend any Progression and Award Boards. Likewise, Faculty members of the Appeals Board will not participate in the deliberations of the Board in cases in which they have already had a significant prior involvement. Such involvement would include the marking of any assessments pertaining to the appealed result, or any participation in the deliberations of the Progression and Award Board that promulgated the appealed result. In addition, the student member of the Board should not take any representations from candidates who intend to make an appeal prior to the sitting of the Board.
- Decisions of the Appeals Board are final and binding. Representations made to any member of staff in the University concerning any such decision will not be entertained.
14.12
The Secretary to the Appeals Board shall advise the candidate and the relevant academic staff in writing of the decision of the Appeals Board as soon as possible after the appeal has been considered.
14.13
The Registrar shall, on behalf of the Appeals Board, notify Academic Council of the number and outcomes of any appeals considered.
Plagiarism
15.1
Definition:
Plagiarism is the presentation of another person’s words, ideas, arguments, concepts or designs, in whatever format it appears e.g. print, electronic, digital, visual, sound, etc., as one’s own. Plagiarism comes in many shapes and forms ranging from the copying, without attribution, of whole sections of published works to the unattributed use of text, diagrams, illustrations or formulae taken from the unpublished work of others. Associate dishonest practices include faking or falsification of data, cheating, or the uttering of false statements in order to obtain unjustified concessions.
15.2
Sanctions:
- Plagiarism is a very serious offence and allegations of plagiarism will be automatically referred to the Disciplinary Committee of the University. Under the University’s Disciplinary Code, plagiarism or the use of unauthorised material during an examination or other breaches of the examination regulations are all defined as examples of major offences.
- Serious academic offences such as plagiarism, cheating etc., may result in one or more of the disciplinary actions, referred to in Section 8 of the Examinations Regulations, being taken against the offending student.
15.3
Citation Procedures and Referencing Standards:
- There are a number of widely-used referencing standards. These are, for example, the Havard System, British Standards and MLA. A booklet giving summary information on these systems is available for purchase in the University’s library.
- It is assumed that students will obtain a copy of the booklet so that all work, presented for assessment, will have cited accurately the sources of all quotations, paraphrases, summaries, tables, diagrams or any other material which have been used from the work of others.
-
In addition, students will be expected to provide a complete bibliography of all works and sources used in the preparation of projects, essays, assignments and dissertations and to include the following signed declaration on a separate page after the title page of each piece of work so presented:
I hereby certify that this material, which I now submit for assessment on the programme of study leading to the award
of .............................................................. (insert title of degree for which registered) is entirely my own work and has not been taken from the work of others save and to the extent that such work has been cited and acknowledged within the text of my work.
Signed: ________________________________ ID No.: ______________________
CandidateDate: __________________
Date of Publication: October 2003 - Ninth Edition.
