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Exam Procedures & Regulations

REGULATIONS GOVERNING WRITTEN EXAMINATIONS

Candidates are advised to familiarise themselves with the regulations governing written examinations.

Breaches in any of the published regulations will be considered under the Institute’s policy on unfair practice in formal examinations detailed below.
 

Written Examination Regulations

a) The candidate must arrive and be seated in the Exam Hall at least 5 minutes before the start of the examination.

b) Books*, notes*, bags and coats must not be taken into the Exam Hall, s/he candidate must remain absolutely quiet from the time they enter to the time they leave the hall.  (*Approved Open Book exams exempted)

c) The candidate is required to carry his/her Institute identification card for presentation.

d) A  candidate is only permitted to have pens, paper, ruler, calculator or other approved items on their desks.

e) Only paper or items issued by the Invigilator are permitted on the desk. Any other paper, notes or material found on or around the candidate’s desk area constitutes a breach of exam regulations.

f) The candidate must ensure they have no written material on their person. Any such material constitutes a breach of exam regulations.

g) The candidate must not communicate in any way with other candidates or share pens, erasers, calculators or other materials. The candidate must not look at the exam paper or start to write in the answer book until instructed to do so by an Invigilator.

h) The candidate shall ensure that s/he is in possession of the correct examination paper and must comply with the instructions printed on the examination paper and on the answer book.    The candidate should ensure s/he puts his/her name, programme, year and subject on each answer book.

i) The candidate may not submit his/her examination script, or leave the exam venue until one hour of the exam has elapsed.   No candidate will be permitted to enter the Exam Hall after the first hour.

j) The candidate may not leave the examination hall at the end of the examination until his/her examination script has been collected.  It is the candidate’s responsibility to ensure his/her script has been handed to the Invigilator.  Answer books are the property of the Institute and may not be removed from the examination hall under any circumstances.

k) Candidates who require use of the bathroom facilities must be accompanied by an Invigilator.

l) A defined seating schedule is presented for each examination session.   The candidate must familiarise themselves with the seat(s) allocated to them, in advance, and use that allocated seat.

m) The candidate must comply with an Invigilator’s directions at all times. Breach of, or non-compliance with, any Institute regulation, policy, procedure or rule will constitute misconduct.

n) The candidate shall not bring into the Examination Hall, nor have in their possession, any computing equipment, including electronic organisers, programmable calculators, mobile phones, recording equipment [or any devise with a facility to store or display text], radio, books, note paper or any other sources of information:
    I. Possession of any unauthorised material shall be construed as a serious breach of Examination Regulations and a disciplinary investigation will be initiated.
    II. The candidate is reminded that severe sanctions are attached to any such breach of regulations (see Circumstances of Unfair Practice).
    III.  Candidates will be required to handover such materials to the Invigilator. When an electronic device is confiscated i.e. programmable calculator or mobile phone, the device will be retained for the duration of the investigation.
    IV. Refusal to hand over the materials will make void the examination for the candidate and a disciplinary investigation will be instigated.
Where the breach of exam regulations is a matter of fact, such as notes or prohibited materials present in the examination, an automatic penalty of 0% may be applied by the Registrar to that examination.

o) In the case of illness, certified evidence must be provided within 5 days of that examination being held.  All medical certificates must be presented to your School's Administration Office, attached to a Mitigating Circumstance (MITC) form.

p) Examination Results: The official result of a candidate's examinations will be made available on the Institute’s website.  

q) Examination Appeals:  A request for an appeal in respect of examination results must be received by the Office of the Registrar, on the appropriate form, available on the Institute’s website.

 

Circumstances of Unfair Practice

A breach of regulations constituting unacceptable practice may be detected:

a) During invigilated examinations.
b) During the marking of written examination answer books.
c) During the marking of other examinable material.

Instances of plagiarism are considered unfair practice. The procedures for dealing with allegations of plagiarism are given in the WIT Quality Manual.


Where such a breach is suspected, the Academic Administration and Student Affairs Manager shall coordinate an investigation into the allegation by meeting with the student, and shall prepare a report for the Registrar.  The Registrar shall consider the report and will determine an appropriate action. This may include:

(a) Deem the candidate to be innocent of the allegation(s). No further action to be taken.
(b) Issue formal written warning to the candidate. A record of such will be maintained by the Office of the Registrar.
(c) Forfeiture of the exam through the imposition of a 0% mark.
(d) Consider the breach to be of such magnitude that a formal disciplinary process be implemented by forming a Panel of Enquiry.

Where the breach is a matter of fact, such as notes or prohibited materials present in the examination, an automatic penalty of 0% is applied.

Following the imposition of a penalty the Registrar shall inform both the student and the School in writing of the outcome and the matter shall be deemed closed. This process constitutes the least formal process for dealing with circumstances of unfair practice.

The candidate may appeal the decision of the Registrar by writing to the Office of the Registrar. On receipt of this appeal the Registrar may form a Panel of Enquiry.


Panel of Enquiry

In circumstances where the Registrar deems the breach to be of a serious nature and constitutes a Panel of Enquiry or where an appeal has been received, the candidate shall be notified in writing through the office of the Registrar at least five days in advance of the meeting of the Panel of Enquiry in relation to the following:
a) The precise allegation(s).
b) The entitlement to present a response either orally or in writing to the Panel of Enquiry.
c) The entitlement to be accompanied or be represented at all hearings conducted by the Panel of Enquiry.
d) The enquiry schedule.

The candidate shall notify the Registrar in advance of the person(s) to accompany him/her, and their status to the meeting of the Panel of Enquiry.

The reports and/or written submissions shall be made available to the candidate in advance.

The inquiry procedures shall be carried out by the Panel of Enquiry. The Registrar will form as appropriate the Panel of Enquiry which ordinarily would consist of:
a) Registrar or nominee (Chairperson).
b) One Head of School.
c) One member of academic staff.
d) President of Students Union or nominee.
e) If deemed appropriate by the Registrar, a technical or legal advisor may assist the panel in their work.
Panel of Enquiry Procedure
The Panel of Enquiry shall assemble to consider the allegation(s) as soon as possible.  Each case shall be considered separately and only on the basis of evidence available to the Panel of Enquiry.

The Panel of Enquiry alone shall adjudicate on the allegation(s) based on written and oral submissions and shall determine the penalty to be applied.  Other than the Recording Secretary, no other person shall be present during the period of adjudication.

The candidate shall be notified in writing through the office of the Registrar of the outcome of the inquiry. 

The decision of the Panel of Enquiry shall be final.  However, in matters relating to the expulsion of a candidate, see (f) below.
 

Penalties

The Panel of Enquiry shall determine the actual penalty to be applied having regard to the seriousness of the incident and the guidelines set out in the following sections.  These penalties may be applied either separately or in combination.  The Panel of Enquiry may, at its discretion:

(a) Deem the candidate to be innocent of the allegation(s).  In such a case the Examination Board shall be instructed to consider the assessment or examination results in the normal manner.
(b)  Deem the candidate to have failed all or part of the assessments or examinations for the stage or year of the programme.  In such a case the Panel of Enquiry shall determine the period of time which shall elapse before the student is entitled to be reassessed.
(d) Determine if the candidate shall be ineligible for any special award of the Institute.
(e) Suspend the candidate from all activities of the Institute for a stated period.
(f) Recommend the expulsion of the candidate from the Institute.  In such a case the expulsion order shall be signed by the President and reported to the Governing Body.

 

 

Dr Derek O'Byrne, Vice President of Academic Affairs and Registrar of WIT

Plagiarism is passing off the work of others as one’s own. It gives the false impression that the student is the author and denies the genuine author their due acknowledgement. Plagiarism at postgraduate level is a particularly serious academic offence.

 WIT Anti-Plagiarism Policy