Academic Regulations for Postgraduate Degrees By Research & Thesis

Circumstances in which videoconferencing may be considered

• 1.1 Consideration may be given, in certain circumstances, to conducting viva voce examinations using the University's videoconferencing facilities.
• 1.2 These circumstances will normally pertain to the external examiner, not the candidate, i.e. will normally involve inability on the part of the external examiner to be physically present. For example, it may not be practicable for an external examiner to travel within a given period of time, or an unforeseen situation may arise which prevents him or her from travelling.
• 1.3 Provided the relevant School is satisfied that the circumstances relate to the external examiner and justify the use of videoconferencing, it will not be necessary to seek specific approval for its use from Standing Committee of Academic Council. The relevant School must, however, obtain a signed assurance from the candidate that he or she is willing to have videoconferencing included in the examination process.
• 1.4 Only in the most exceptional circumstances should consideration be given to using videoconferencing on the grounds that the candidate is in a remote location. Such circumstances must, in all instances, be documented and, together with an indication that the internal and external examiners are in agreement, be submitted for approval to Standing Committee of Academic Council. If the request is approved, the relevant School must obtain a signed assurance from the candidate that the technical and logistical arrangements in the remote location will be such as to ensure compliance with the relevant sections of the University's Academic Regulations for Postgraduate Degrees by Research and Thesis (these are Section 6: Assessment Procedures and Section 9: Regulations for Examiners for Master's and PhD Degrees by Research).
• 1.5 Where videoconferencing is being contemplated, consideration should be given to the following:
  • the fact that it involves detailed logistical and technical preparation on the part of both staff of the University and staff at the remote location
  • the fact that a personal visit by an external examiner may facilitate more in-depth interaction with both the candidate and the staff members present as well as providing opportunities for networking and visiting research facilities
  • experience to date has indicated that some candidates may feel increased anxiety as a result of videoconferencing, notwithstanding their willingness to engage with it; conversely, its use has some advantages in that discussions can be facilitated by the use of different camera angles, and detailed scrutiny of diagrams, etc. is possible by means of the document camera.
  It should also be noted that videoconferencing involves the use of ISDN facilities (see 3.3 below), and charges will apply.

Possibility of informal discussions prior to the examination

Where videoconferencing is used, consideration may be given to allowing the candidate an opportunity to engage in informal one-to-one discussions (by telephone with the external examiner(s) and face to face with the internal examiner) in the week prior to the examination. The aim of these discussions should be to clarify any issues about which there is uncertainty, thereby facilitating the smooth running of the examination. Such discussions may take place only provided all concerned agree to them and only on the understanding that they form no part of the assessment process.

Technical issues

• 3.1 In all cases in which videoconferencing is being contemplated, contact must be made at the earliest possible stage with Education Services. In no circumstances should this contact be initiated less than seven working days before the examination date.
• 3.2 Education Services must be informed of the name and contact details of the external examiner(s) and the name and contact details of the technician at the remote location. It should be borne in mind that, in some cases, the examiner(s) and the technician will be operating from different campuses (or other locations) and will need time to liaise with each other.
• 3.3 Videoconferencing can be organised only where the facilities at the remote location are at least of equal standard to those available at DCU (i.e. where they involve a high-speed ISDN line). Detailed advice on this issue will be provided by Education Services. In no circumstances can videoconferencing take place if the test call (see 3.7 below) is unsatisfactory.
• 3.4 Where time-zone differences raise the possibility that an examination may have to take place outside standard working hours, the matter must be discussed with Education Services at the earliest opportunity.
• 3.5 Education Services will normally ensure that technical support is available throughout the examination and will liaise with the technician in the remote location to agree a similar level of support there.
• 3.6 The videoconferencing facilities should be booked for as long as it is reasonably estimated the examination will take (including deliberation time and the recall of the candidate).
• 3.7 Education Services will make a test call to the remote location before the examination day to ensure that the facilities are working properly.
• 3.8 Relevant staff members, and the candidate in particular, should be encouraged to visit the videoconferencing facilities in advance of the examination to familiarise themselves with them and ask any questions they may have. It is most important that all requirements be specified to Education Services in as much detail as possible.
• 3.9 The candidate should be advised of the availability of the document camera, on which diagrams, equations, etc. may be drawn where appropriate.
• 3.10 If it is the candidate who is in the remote location, it is recommended that, during the period in which the examiners deliberate before calling him or her back in, the facilities be set to `mute' rather than switched off. This is to avoid any possible problems in re-establishing the link. It is also recommended that the screen be switched off so that the candidate cannot see the examiners while they are deliberating.
• 3.11 One of the staff members who will be present at the examination should take overall responsibility for liaising with the candidate, the others staff members who are due to be present and Education Services about the videoconferencing arrangements.
• 3.12 Either this staff member, or a designated other staff member, should take responsibility for operating equipment at a basic level while the examination is in progress (and the staff member from Education Services is not actually present in the room). This work involves tasks such as adjusting the camera settings and (if it is the candidate who is in the remote location) setting the facilities to `mute' during the deliberation period.
• 3.13 It is rare for the facilities to malfunction while in use. However, the possibility that they might, and that the examination might therefore have to be rescheduled so as to allow the candidate to do full justice to his/her work, should be mentioned in advance to all concerned.
• 3.14 The following may be noted:
  • if there are two external examiners, in different locations, it may be possible to arrange videoconferencing by means of a `bridge' facility; the provision of such a facility is, however, a complex issue, and it would need to be raised with Education Services well in advance
  • it will be possible to see both the external examiner and the document camera at the same time, on two different screens, if there is compatibility between the system used in the University and the system used in the remote location; if there is not, the examiner and the camera will both be visible, but not at the same time.