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Dear colleagues,

As we come to the end of the teaching term, we know you are increasingly focused on the end of semester assessment sessions. Although many programmes opted for online assessments, many others requested in-person examinations either because of professional accreditation requirements or because they represented the most appropriate way of ensuring learning outcomes were assessed. In all, requests for in-person examinations were made for approximately 40% of the total examination sittings.  In view of the volatile public health context, a number of mitigation factors were put in place in planning for these requested examinations. Seating capacity in the RDS has been reduced to 60% and the number of separate sittings has been reduced to two per day.

The current plans for in-person examinations are in line with government guidance and with the plans of other universities. We will continue to support all programmes who have requested in-person examinations. However, we are aware that over the last two weeks, the prospect of examinations involving large numbers of students in a single venue has raised increasing concerns for staff and students as the public health situation has deteriorated.  Experience has also shown us that government guidelines may change quickly in response to changing covid numbers, so that even our most careful plans may not be possible to implement.

Following extensive discussions involving staff and students, we are now planning for two separate scenarios: (1) No change to government guidelines and in-person examinations can proceed as planned, and (2) Changes to government guidelines precluding in-person examinations in the December and January sessions. Each of these scenarios has implications for all staff and students involved in any way in the assessment process.

Scenario 1: No change to government guidelines; In-person examinations proceed as planned.

Deferral Session for Semester 1 Examinations: Given the levels of covid within the community, even if in-person examinations continue to be permitted, there may be a significant number of students who will be unable to sit their in-person examination either because they are positive cases, they are close contacts, or they have symptoms consistent with covid and are awaiting a PCR test. To ensure that no one is disadvantaged if they are unable to sit an in-person or online examination, we must plan for a deferral session.

Many options for that deferral have been considered. The Trinity Living with Covid Oversight Group has approved the following:

• Exams deferred from the Semester 1 session will take place from the 7th – 19th February 2022, with contingency dates of 21st – 26th February 2022.
• Examinations will be scheduled in late afternoons, evenings, or weekends within this period, giving consideration to other factors such as existing teaching or lecture requirements, to minimise the impact on students and staff whenever possible
• The approved deferral session applies to all deferred exams in Semester 1 both online and in-person, whether deferred for covid or other medical or ad misericordiam reasons (with supporting documentation submitted)

There will be no automatic right to a deferral. All requests for deferral will require supporting evidence. Final decisions on the nature of documentation required and the processes to manage requests for deferral are currently being reviewed and will be shared as soon as possible.

Changing the Format of Planned In-person Examinations: If Schools, programmes or modules previously requested in-person examinations, but now wish to request an online scheduled examination or an alternative form of assessment, on behalf of the Senior Lecturer and the Dean of Graduate Studies, Academic Registry will shortly follow up with Schools and programme offices who have in-person examinations currently scheduled. In order to ensure requested changes are possible (i.e., within resource capacity in BlackBoard) and to provide timely information to students, the final deadline for any change requests is Tuesday, November 30th, at 1pm.

Scenario 2: No in-person examinations can proceed because of changed government guidelines

Given the rapidly changing public health environment, module coordinators are strongly encouraged to develop contingency assessment plans for any modules where in-person examinations were requested.

Where in-person examinations are required for professional accreditation reasons or because they are lab based, permission to defer examinations for the entire cohort from the Semester 1 session to a later session (i.e., February) may be sought from the Senior Lecturer or the Dean of Graduate Studies as appropriate. Such approval will be contingent on there being no impact on other standard annual processes (e.g., Online Module Enrolment).

Additional guidance

If students request a subsequent deferral from the February session or if they fail an examination either in the Semester 1 session or in the deferral session in February, the next available session in which they may sit the failed or deferred examination is the reassessment session in August/September.

If students cannot submit continuous assessment assignments for Covid-related or other reasons (e.g., medical or ad misericordiam), they should contact their Tutor (UG) or Course Director (PG) to agree a revised submission date. We encourage flexibility from module coordinators and course directors in considering such requests.

For more information about the upcoming exams, please visit the Academic Registry website.

We would like to sincerely thank you for your tireless work and patience in what are challenging circumstances to ensure a safe environment for the College community throughout semester 1 and during assessments.

All students are being informed of these developments as well. For your information a copy of their email is pasted below.

Kind regards,

David Shepherd, Dean of Undergraduate Studies and Senior Lecturer
Martine Smith, Dean of Graduate Studies
…/…

Dear students,
As promised last week, we are coming back to you regarding Semester 1 exams and assessments. While current plans are in keeping with government guidance and with the plans of other universities, we are aware that the prospect of sitting in-person exams has raised some understandable concerns in light of the current public health situation. 

We want you to know that we take these concerns very seriously. We have been working with staff and student representatives to discuss a set of measures to ensure that everyone stays safe and that no one is disadvantaged if they need to defer because they are unable to sit an in-person or online examination.

Deferral Session

Most examinations which are deferred from the Semester 1 session will take place from 7th – 19th February 2022, with contingency dates of 21st – 26th February 2022. In scheduling the deferred examinations in late afternoons, evenings or weekends within this period, consideration will be given to other factors such as existing teaching or lecture requirements, to minimise the impact on students and staff whenever possible.

Reasons for Deferring

While there is no automatic right of deferral, procedures are in place if you need to defer your online or in person examinations for covid-related or other medical reasons. No record of deferral will appear on your transcript. If you a) contract covid or b) display symptoms or c) are a close contact, you must not attend an in-person exam or sit an online exam on campus. It is also possible that d) if you fall ill with something else, you may not be able to sit an online examination in a private setting.

If you test positive for covid, you must not attend an in-person exam or online exam on campus and must contact either your Tutor (UG) or Course Director (PG) as soon as possible. Within three days of the scheduled examination, you must provide a copy/screen shot of the text message confirming the positive PCR covid result from the HSE ensuring that the date is displayed.

If you have symptoms consistent with covid but cannot access a PCR test, you must not attend an in-person exam or online exam on campus and must contact your Tutor (UG) or Course Director (PG) immediately, and prior to the starting time of the examination. Retrospective evidence of having taken or scheduled a PCR test must be submitted within three days of the scheduled examination. If you have been unable to take or schedule a PCR test, you must submit a screenshot showing that no slots were available within three days of the examination.

If you are a household close contact of a confirmed covid case, even when you are fully vaccinated and showing no symptoms, you must restrict your movements until you have 3 negative antigen test results within 5 days. You must not attend an in-person exam or online exam on campus. Contact your Tutor (UG) or Course Director (PG) on the first day to inform them of the household member’s positive result, providing them with a copy/screen shot of the text message confirming the positive PCR covid result from the HSE to the household member or the text message to you confirming you as a close contact. Make sure that the date is displayed.

If you cannot attend for other health reasons, you must contact either your Tutor (UG) or Course Director (PG) as soon as possible and provide documentation within three days of the scheduled examination.

Additional guidance

If you require a subsequent deferral from the February session or if you fail your deferred examination in February, the next available session in which you may sit it is the reassessment session in the autumn. Failed examinations taken in December or January will also be retaken in the autumn reassessment session.
If your in-person examination is required for professional accreditation reasons or because it is lab-based, and needs to be deferred for all students to the deferral session, you will be informed by your module coordinator.  

       
If you cannot submit continuous assessment assignments for Covid-related or other reasons (e.g., medical or ad misericordiam), you should contact your Tutor (UG) or Course Director (PG) to agree a revised submission date.

For more information about the upcoming exams, please visit the Academic Registry website.

Finally, we recognize that government guideline may change and preclude the holding of Semester 1 examinations in-person. If so, we will contact you as soon as possible and where possible examinations will be switched online. However, where this is not possible an alternative timetable for such examinations will be developed and circulated.

Kind regards,

David Shepherd, Dean of Undergraduate Studies and Senior Lecturer
Martine Smith, Dean of Graduate Studies