Departmentally Organised Exams

The Exams and Assessment Services team offers guidance and support to departments running their own examinations.  The services we offer are as follows:

Room bookings

Any room bookings for locally arranged exams should be managed through your Teaching and Learning staff and created in CMIS.  If you require further support with this, you should contact the Timetable Services Manager for your Faculty or email timetabling@ucl.ac.uk.

Invigilation

Guidance and instructions for departmentally invigilated exams are available on our staff facing web page at https://www.ucl.ac.uk/srs/examination-liaison-officers.

If you require external invigilation staff to be booked outside of the central exam periods, please contact Guidant Global who should be able to assist in finding staff for you.  The Central Exams Team is not able to provide invigilators for departmentally organised exams.

Exam papers and stationery

Departments are expected to print their own question papers and to ensure that the papers meet accessibility requirements. Guidance on this will become available on our web page early in the Autumn Term.

Please note it is essential to always store both the question papers and answer books securely.

Departments needing answer books may order them directly from our print supplier by emailing lmason@stephenaustin.co.uk. 

In-person digital exams

If you are intending to run an in-person online exam using Moodle or WISEflow, you should make use of the guidance and checklists provided by the Digital Education Team to ensure you have set up your exams correctly and notified the relevant parties involved.

For Moodle Quiz exams, please refer to: Moodle Quiz for online invigilated exams.

For WISEflow exams, please refer to: Wiseflow Lockdown browser guidance. 

For all in-person digital exams it is essential that you complete an Exam Notification Form via the MyServices platform at least four weeks before the exam is scheduled to take place.

• Moodle Notification Form
• WISEflow Notification Form

Submitting this form will enable the Digital Education Team and ISD to complete any necessary checks on your exam settings and check your Cluster Room in advance. If you do not do this, you may find that the computers do not behave as you expect and there could be delays to the start of the exam.

Further guidelines on running in-person digital exams can be found in Chapter 4 of the Academic Manual.

Further advice and support

Should you require any assistance or advice running exams, the Central Exams Team and the Digital Education Team (including Digital Assessment Advisors) are available to offer advice throughout the year.

Our staff facing web page https://www.ucl.ac.uk/srs/examination-liaison-officers will be undergoing updates over the coming months to ensure that you have a central location to access all exams related guidance.  Meanwhile, feel free to contact me directly if you have any questions.

January examinations

Departments planning to run assessments in January 2025 are encouraged to contact the Central Exams Team as soon as possible if there are questions or requests for support beyond what is described above.

From January 2026 onwards, we anticipate changing our service to centrally manage a short January examination period for interested departments. This will include provision for digital in-person exams.  Conversations about this will begin in different forums in the next few months.

Contact details for further information: examinations@ucl.ac.uk