Policy

The Academic Courses Policy on Class Delivery, Examinations, and Assessment of Student Learning prescribes university-level requirements for delivery of academic courses, and the assessment of student learning including conduct of examinations.

Forms

Examination Scheduling

Scheduling process

  1. The instructor fills out an examination information sheet on PAWS; available in August (for December examinations) and in December (for April examinations).
  2. Preliminary examination schedule will be produced and instructors will gain access to view schedule. This will occur at the end of September (for December examinations) and at the end of January (for April examinations).
  3. Final examination schedule is released to the campus community in October (for December examinations) or February (for April examinations).
  4. Once final examination have been written, instructors must submit the final grades (maximum 5 business days after the examination).

If you are teaching a multi-section course with a common examination, the mid-term will be scheduled outside of the normal class time. This will need to be arranged within the department and communicated on the syllabus.

Examination information sheets

The exams office uses the information collected to build the examination schedule. It is particularly important that instructors report any common examinations (two or more sections or classes writing the same examination at the same time and day) on the examination info sheet.  If you cannot access the examination info sheet, then please contact your department to ensure you have been added as an instructor in the system.

Classes numbered 898 and higher are scheduled by instructors and not by the exams office and, therefore, do not require an examination info sheet completed.

Dates, times, location, and examination exemptions

Changes to dates or times

Once the exams office has scheduled final examinations for a term, instructors wanting to change the date and/or time of their final examination must obtain the consent of all students (100% of the class) according to procedures established by the registrar, as well as authorization from the department head, or dean in non-departmentalized colleges. The exams office will then try to accommodate this approved change but due to many constraints may not be able to do so.

Location changes

Changes may be made if the room is unsuitable. Please check your room before the examination date and the exams office will see if changing the room is possible. This is not guaranteed.

Off-campus examinations

The exams office will not schedule an examination to be off-campus for on-campus classes.

Examination exempt course

You may not add an examination to an examination exempt course or remove an examination from a class that is not examination exempt. You must first obtain approval from your department head (or college office in a non-departmentalized college) and this must be done before classes are open for registration for that term.

Faculty unavailable for examination date

If you are not available on the date of your final examination, you must arrange invigilation coverage through your department or college office for non-departmentalized colleges. The exams office schedules thousands of examinations for nearly 20,000 students. It is not easy to reschedule a scheduled examination and therefore it is the responsibility of the instructor to arrange for invigilation coverage.

Faculty religious conflicts

The university tries to avoid any religious conflicts for instructors. Early in the examination scheduling process instructors will be asked to fill out an examination information sheet. On this form they will be asked if there are any dates which we cannot schedule an examination due to religious conflicts. Instructors can fill this out and we will not schedule an examination for them on that day.

Special accommodation for students

Student religious conflict

If a student has an examination scheduled on a religious holiday and needs the date changed, they must submit an application in PAWS at least three weeks prior to start of the examination period. Once students have completed this process, the exams office will contact the instructor and arrange an alternate date for the student. The examination may be invigilated by the instructor or the exams office. The student will be informed of the new examination date by email or phone.

Accommodations for students with disabilities

The university community as a whole has a responsibility to provide accommodations and supports to assist students with disabilities to succeed. The Access and Equity Services(AES) Exam Program assists both instructors and students by providing examination accommodations to eligible students.

Additional accommodations

Please refer to the Academic Courses Policy for information on additional special accommodations related to:

  • pregnancy
  • students who are reservists in the Canadian Armed Force
  • students who are participating in activities deemed to be official university business

Deferred and supplemental examinations

All deferred and supplemental or special supplemental examinations must be approved by the college. The college must notify the student, instructor and in the case of approval, the registrar of its decision.

Approval deadlines and invigilation arrangements

Please refer to the Academic Courses Policy in regard to deadlines and arrangements surrounding the approval and invigilation process.

Providing the exams office with deferred/supplemental examinations

  • Examinations must be supplied one week prior to the start of the deferred/supplemental examination session. If the examination has not been received by this deadline, the exams office will issue one reminder. If the examination is still not received, the arrangement for invigilation will be the responsibility of the instructor/department.
  • Information regarding the examination (eg: length of time allotted, formula sheet or calculator allowed, etc) should be supplied in a cover sheet for the deferred/supplemental examination.
  • Computer based examinations cannot be accommodated during the regular supplemental/deferred examination period.
  • It is recommended that you create a new final examination; please check the guidelines of your college or department regarding examination use. 

Deferred and supplemental examination schedule 

The deferred and supplemental examination schedule will be posted approximately three weeks prior to the examination dates.

Examination Rules and Invigilation

Instructor arrival time

Instructors need to arrive 30 minutes prior to the examination time. Arriving 30 minutes early allows you time to get the room ready, hand out examinations, and have students seated by the time the examination is scheduled to start. In a gym or large classroom, it can take 5-10 minutes to get students seated. If you plan on handing out examinations after students are seated, please bring assistants to help you.

Instructor is late to or misses the scheduled final examination

The instructor must call the exams office immediately or contact their department secretary. Students are waiting and if extra time is needed to give the students full time, we may have to negotiate with the room owner to see if we can have any additional time. This is not guaranteed.

Please refer to the Academic Courses Policy for:

Student examination issues

The Academic Courses Policy refers to the “30-minute rule” which clarifies when students may be refused entry to a final examination. A student who is denied admission must apply to their college for a deferred examination.

A student should remain in the examination for 30 minutes after the start of an examination. Students who need to leave the examination room for any reason require permission from the invigilator. If a student leaves without permission, an incident report may be filled out by the invigilator. It is then the decision of the instructor to pursue an academic misconduct charge following the guidelines in the Academic Courses Policy.

Students who do not produce proper photo identification may have a photo taken during the examination and must fill out the failure to produce identification form.

Students will then have to present themselves with a student ID card or other acceptable government-issued photographic identification to the instructor (invigilator) within two working days of the examination.

The student must arrange accommodations with the instructor and a permission to travel form will need to be completed and signed. Denials of accommodation will be appealed to the Dean of the instructor’s college.

Electronic devices, including wearable technology (electronic watches, glasses, etc), are not allowed in the gyms unless specifically designated as allowed by the professor. Dictionaries should be paper based and all phones should not be brought into the examination. If a phone is accidentally brought into the examination, it must be turned off and stored in a backpack underneath the desk, and never stored on the person. Students cannot take cell phones into the washroom.

An incident report will be created if an examination proctor observes a student with unauthorized material. It is then the decision of the instructor to pursue an academic misconduct charge following the guidelines in the Academic Courses Policy.

Grading and Assessment of Students

Entering, changing and approving grades

It is the instructor’s and department’s responsibility to ensure that grades are submitted by the grade submission deadline. If for any reason the deadline will not be met, please advise exams office.

Submission deadline of final grade

Final grades must be entered into PAWS/SiRIUS and approved within five (5) business days of the date the final examination was written on, or no later than the end of the examination period for those classes with no examination.  Business days do not include Saturday, Sunday, holidays, or the period of the December break.

Entering and approving grades manual

The entering and approving grades manual provides assistance to department heads, instructors, and administrative support staff in entering grades, approving/rejecting grades, and completing grade changes online.

Grading system and assessment

Student Appeals

A student who is dissatisfied with the assessment of their work or performance in any aspect of class work, including a mid-term or final examination, shall follow the procedures set out in the University Council policy on Student Appeals of Evaluation, Grading and Academic Standing and the Procedures for Student Appeals in Academic Matters.

Third Party Examination Invigilation

The exams office coordinates third party examination invigilation for students from other institutions. Invigilators are representatives of our university and are capable and experienced in invigilating examinations.

  • our invigilation hours are Monday through Thursday at 9 am or 1 pm
  • we do not invigilate examinations on the weekend
  • students must contact our office to schedule an examination and are responsible for contacting their institution to have their examinations sent to our office
  • the cost is $100 per examination per student and is payable on the day of the examination
  • examinations that run longer than 3.5 hours will be subject to additional charges

Corporate Rates

Students Cost
1-5 $100 per student
6-10 $500 plus $50 for every additional student over 5
11+ $750 plus $30 for every additional student over 10
  • courier and printing fees are extra
  • we provide one invigilator for groups of 1-5 students and two invigilators for groups of 6 or more students
  • the number of students must be confirmed by 5 business days prior to the examination, at which time the cost is locked in
  • payment is expected for all confirmed students, even those who do not attend

Getting Help

Examination Office - Registrarial Services

For information about examinations, deferred and supplemental examinations, and grading.

Gwenna Moss Centre for Teaching and Learning

Staff at the GMCTL offers information and resources about grading and assessing students as well as about assessing your own teaching practice.