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Policy on the Use of Remote Proctoring for Online Assessment

Eileen Long
Eileen Long
  • Updated

Purpose and Scope

This policy outlines the use of remote proctoring technologies to support secure and credible online assessment at National College of Ireland (NCI). It applies to all summative online assessments delivered via Moodle where remote proctoring is required. The policy covers both automated record-and-review proctoring and live online proctoring and is intended for internal academic and administrative use.

Principles

NCI is committed to:

  • Upholding academic integrity in all assessment practices.
  • Supporting fair and equitable assessment experiences for all learners.
  • Ensuring compliance with data protection and accessibility obligations.
  • Providing appropriate alternatives where required.

Modes of Remote Proctoring

NCI uses two types of remote proctoring:

TypeDescription
Record and Review Proctoring

The default method for online assessments. The exam session is recorded and reviewed by trained reviewers post-exam for potential integrity breaches.

 

Live Online Proctoring

Used for complex or high-stakes assessments, involving real-time invigilation by trained proctors.

 

 

Data Privacy and Consent

All remote proctoring activities will comply with GDPR and relevant Irish legislation. Students will be informed in advance about the nature of monitoring and the data collected.

Accessibility and Reasonable Accommodation

Students with registered learning support needs will be entitled to appropriate accommodations. All students will be given opportunities to test the proctoring system in advance of any summative assessment. Students encountering technical or accessibility barriers should notify the College at the earliest opportunity to facilitate adjustments.

Responsibilities

RoleResponsibilities
Exams Office

Administer exam setup in proctoring system, and on Moodle. Coordinate proctoring; assign reviewers; manage incident logs.

Inform learners of overarching exam regulations

Lecturers/Programme Team

Design assessments conducive to online proctoring; inform learners of exam guidelines in advance of the exam; review flagged incidents as necessary.

Programme teams are responsible for:

  • Providing accurate learner numbers at the start of each semester.
  • Informing learners of the specific assessment details.
  • Informing the Exams Office at least 8 weeks prior to assessment if proctoring services are required.
  • Ensuring that assessments are designed in line with proctoring limitations.
Teaching EnhancementSupport programme team/lecturers in appropriate exam design. Assist programme team in selecting high level assessment types during programme development.
LearnersComplete system checks in advance; familiarise themselves with exam regulations; comply with exam protocols; report technical issues promptly.

Incident Management Workflow

During Exam:

  1. Session is recorded (record & review) or supervised (live proctoring).

Post-Exam Review:

  1. Automated flags are reviewed by proctors assigned by the Exams Office.

Escalation:

  1. Any incidents deemed potential breaches of academic integrity are referred to the relevant lecturer.

Academic Review:

  1. The lecturer determines if a formal breach has occurred and refers it through the College’s Academic Integrity procedures where appropriate.

Contingency and Support Measures

  • Students with inadequate technical access may request to complete the exam in person at the College.
  • Students who experience minor disruptions but complete the exam will be granted additional time. This will be assessed by the exams office who are available for live support during the exams session.
  • Students who are unable to complete the exam due to major technical issues will be offered a resit opportunity at the next scheduled sitting with no penalty or cost.

Review of Policy

This policy will be reviewed annually by the Teaching Enhancement Unit and the Exams Office, or earlier if there are changes to the proctoring service, assessment regulations, or relevant legislation

Version Control 

Reference Code TCH-POL-002-PUB Executive Owner Vice President Academic Affairs & Research & EDI 
Policy/Procedure Manager Head of Assessment and ExaminationsApproval Body Academic Council 
Date Approved 18/06/2025 Effective Date 20/06/2025 
Date of Next Review 20/06/2028 Version Number V1.0 

Change Log: 

V1.0 This policy was created as a new standalone policy consolidating requirements for remote proctoring of online examinations. It supersedes and replaces detailed procedural content previously contained in QAES Chapter 4 (Assessment) and Chapter 13 (Programmes using Technology-Mediated Learning).

  • From QAES Chapter 4 – Assessment
     • Section 4.24.1 Online Assessments and Section 4.24.2 Remote Proctoring: Removed in full. The responsibilities of learners, programme teams, and the Registrar regarding proctored exams are now integrated into this policy (Sections on Modes of Remote Proctoring, Data Privacy & Consent, Accessibility, Responsibilities, and Incident Management Workflow).
  • From QAES Chapter 13 – Procedures and Guidelines for Online and Blended Learning (2022 version)
     • Section 4.1 Invigilation/Proctoring, Section 4.2 Recording, Section 4.3 Internet reliance, Section 4.4 Data Capture, Section 4.5 Technical Specifications, Section 4.6 Criteria for Selection of Remote Proctoring Software, and Section 4.7 Protocol for the Use of Remote Proctoring (Appendix 1): All removed from the QA Handbook and now consolidated here as the Online Exams Policy.

Other revisions:

  • Establishes clear procedures for record-and-review vs. live proctoring, with annual review requirements.
  • Aligns proctoring practices with GDPR, accessibility law, and NCI’s Academic Integrity and Assessment Regulations.
  • Provides contingency measures and in-person alternatives for learners with technical or accessibility barriers.

 

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