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Formal Examination Procedures

The Examinations Manual is a reference to assist University of Newcastle staff in understanding the current University examination procedures.

This manual should be read in conjuction with "Rules for the Administration of Assessment Items", Council: 2 September 2006

Examinations Important Dates

The timetable by which the various examination processes are run is described in the document "Examinations Important Dates", produced each year. This timetable includes the dates by which Examination Requests should be made, examination papers should be provided, final course results delivered or uploaded, Faculty Review Schedules signed and returned, and the Fully Graded Dates pertinent to each academic term.

The Examinations Important Dates can be downloaded here.

Related policies are:

"Procedures for Appeals Against a Final Result", Academic Senate: 1 January 2007

"Procedure for Addressing Adverse Circumstances Affecting Assessment Items ", Academic Senate: 1 January 2007

"Delegations", Council: 21 June 2002 and 12 December 2003

 

This manual inlcudes the following:

As policies or procedures change, this manual will be updated, and Faculties and Schools will be alerted.

 

Part A Before the Examination

 

Requesting a Formal Written Examination

To request that a formal written examination be conducted by Examinations, a request should be submitted using the online Examination Request Form, at http://www.newcastle.edu.au/study/formssecure/examrequestform.html

This form is available before the release of the Provisional Examinations Timetable, as advised by Examinations, and is then closed. The form needs to be submitted within the advertised timeframe to give sufficient time for a formal examinations timetable to be developed.

There is space available on this form to allow Schools to advise of any special requirements pertaining to an examination, or any specific timing constraints.

Reading time is set at a default of ten minutes. If special circumstances are required for an examination, such as the reading time is to be other than ten minutes, or an examination needs to be set at a specific time and/or place within the formal examinations timetable, this should be indicted on the above online form.

Preparation of Examination Papers

In order to avoid misinterpretation by students and to speed the processing of what is ultimately a large number of documents, it is essential that examination papers are clear and uniform.

To this end, a standard front cover has been developed, and will be emailed to Schools during preparations for each set of semester and trimester examinations.

Onshore Examinations

The current standard front cover for onshore exams can be found here.
Download Front Cover - Callaghan

Offshore Examinations

The current standard front cover for offshore exams can be found here.
Download Front Cover - PSB Singapore

Make sure instructions are clear and precise and that each page of the examination paper is identified with page numbering.

Details relating to calculators and other supplied or permitted equipment, texts, open book examinations and other special circumstances must be noted on the front cover of the examination paper.

Each year a considerable cost is incurred in printing examination papers. To keep this cost to a manageable level, and to aid in manual handling, papers on which students do not write are printed double sided as a default. If students are to write on the paper, these papers are printed single sided as a default. Departures from these standards should be advised on the Printing Requisition Forms forwarded to Schools by Examinations at the time of paper preparation.

Papers which may be retained by students will be printed on white paper. If students may retain the paper, this should be clearly indicated on the front cover of the examination paper. Papers which are not to be taken by the students are printed on pink paper. The front cover of the examination paper should similarly indicate that students may not retain the paper.

Printing of Examination papers

Master copies of examination papers to be printed by Student Administration must be submitted by the advertised date in the "Examinations Important Dates" document.

Prior to each examination period, Schools will receive a supply of "Printing Requisition Forms" from Examinations, which must be completed and signed by the person preparing the paper and the relevant Head of School.

Changes to Examination papers

If minor changes are required to a paper, or a late announcement is to be made in an examination, Examinations should be advised using the "Amendment to Paper" form. This form is emailed to Schools prior to each Semester and Trimester examination period, and is also available here.

Late amendments to papers that involve a major rewrite will be referred to the Deputy Vice-Chancellor (Services) and Deputy Vice-Chancellor (Academic) for advice. The outcome may result in the paper as originally submitted being administered to the students.

Timetabling the Examination

Formal written examinations are scheduled in the examinations periods set by Council. Semester examinations have a three week period set aside. Trimester examinations currently have a seven day period and generally include evening sessions.

These are listed at:
http://www.newcastle.edu.au/dates/ for the current year, and future years can be found by following the links on that page.

Every attempt is made to schedule semester examinations within the first two and a half weeks to give maximum time for collection of worked scripts and marking. Examinations with greater than 500 students are preferentially scheduled where possible within the first week. Examinations with greater than 250 students are preferentially scheduled where possible within the first half of the Formal Examination Period.

A Provisional Examination Timetable will be made available to Schools and Staff prior to the Formal Examination Period via a web link which will be advertised by Examinations.

The Final Examination Timetable is also available via the web, to students and Staff. There are two links available, depending on whether the examinations are Semester examinations:
http://studinfo2.newcastle.edu.au/exam_tt/exam_rules_uni.cfm#top

or Trimester examinations:
http://studinfo2.newcastle.edu.au/exam_tt/exam_rules_gsb.cfm#top

The above links are advertised to Schools by Examinations. Students can readily navigate to these links via the University homepage, following the "Current Students" link.

Hard copies of the Final Examination Timetable are prepared for the Huxley and Auchmuty Libraries and the Enquiry Counter, Student Services Centre at Callaghan. Timetables are also sent to each School Office, each Faculty Office, and to any other location (elsewhere than Callaghan) where a formal examination will be held - Ourimbah Campus Information Centre, Port Macquarie, Holmes College and any other location including off-shore.

Locations of Examinations and Seating Lists

Examination locations are listed on the Examination Timetable. Once seating lists are finalised, students will be able to enter their student number in the web-based timetable, and receive an individual listing of times and locations.

Students are responsible for knowing the location of the examination, and are encouraged to visit their various examination locations prior to the actual day of the examination.

Seating lists can be viewed in folders at the Huxley, Callaghan libraries, Ourimbah Campus Information Centre, Callaghan Student Services Centre, relevant Schools for individual exams, and via the web-based timetable.

Daily seating lists for the entire University are displayed in the foyer of the Great Hall on the noticeboard at the entrance to the Hunter Building (near the Chaplaincy office). Individual lists are posted outside the respective examination venues half an hour before the examination.

Students should check their examination seat and venue using the timetable displayed on the University website, by visiting one of the libraries, the relevant School, or the Student Services Centre, all of which have seating lists for perusal.

Students not listed on Seating Lists

Students who are not enrolled in a course cannot sit the Formal Examination under any circumstances. Students who present to an examination for a course, but who are not enrolled in that course, will be directed back to the relevant School.

 

If a student does not appear on the examination seating lists, but is enrolled in the course, the student should complete the "Application for an Examination

Seat for Students ENROLLED in Course(s)":

http://www.newcastle.edu.au/study/forms/examseatenrolled.pdf. This form should be completed prior to the commencement of the examination, and once the enrolment has been confirmed, a seat will be allocated.

 

If a student has found themselves not enrolled at the time of the examination, they should notify the exam supervisor at the venue.

 

If an error can be demonstrated, the student's academic and enrolment record will be adjusted, and an examinations seat will be allocated.

 

The Faculty or School should have already alerted Examinations to Honours and Masters students needing to sit an undergraduate course, in which case, if advised early enough, these students will have been timetabled in the mainstream processes. If these students find that they are not listed on a seating list, they may complete the application form above.

Re-scheduling Examinations

Students can apply to have an examination re-scheduled on religious, conscientious or other grounds. Refer to the "Addressing Adverse Circumstances Affecting Assessment Items Procedure".

The University will not allow examinations to be re-scheduled on the basis of travel, either for vacations, or for international students to return home early. It is the responsibility of students to be available for the entire Formal Examination Period. International students sign an undertaking that they will be present for scheduled examinations.

Examinations will forward a list of the re-scheduled examinations to Schools so that the relevant academic staff can be available at these other times, as well as the mainstream examinations, and will be aware of the need to pick up worked scripts from these non-mainstream examinations.

Alternative Examinations Arrangements

Students having disabilities, trauma, pregnancy, or other conditions needing particular examination arrangements can register with Student Support-Disability to have an Alternative Examination Arrangement arranged. Further information is available from the Disability Liaison Officer, Callaghan campus, 4921 5766, or the Welfare Officer, Student Support, Ourimbah campus on 4348 4066.

Examinations will forward a list of Alternative Examination Arrangements, which have been timetabled differently, to Schools so that the relevant academic staff can be available at these other times, and will be aware of the need to pick up worked scripts from these non-mainstream examinations.

 

Part B During the Examination

 

Examination Procedures

When students arrive at an examination, they should check the list displayed outside the venue to obtain their seat number. Students who are enrolled, but do not have a seat number should follow the procedure under "Students not listed on Seating Lists". If the student has only discovered that they do not have a seat upon arriving at the examination venue, the student can raise this with the examination invigilators at that time, who will contact Examinations & Graduation office to confirm enrolment on NUSTAR.

Students should present their student cards as proof of identification. If a student does not have their student identification card, they must offer some other acceptable form of photo identification (DL or Passport, Proof of Age Card). If no means of confirming the identity of the student is available, the student's worked paper will be clearly distinguished by the worked script being placed in a plastic sleeve with the students's details on the appropriate form. In this case, the School will decide what action is taken with the student's paper (see Rules for the Administration of Assessment Items 15.2(a) and (b).

 

Acceptable alternate forms of photo identification would be a current passport, proof of age card or drivers licence.

 

The examinations supervisors will ensure:

A "Conduct of Formal Examinations" Guide is prepared by Examinations staff to inform examination invigilators of the correct procedures to follow when conducting University examinations. This manual is available for downloading here.

Dictionaries in Examinations

Students from non-English backgrounds can take an English translation dictionary (only) into an examination if approved by their Course Coordinator or Head of School for each course where the use of a dictionary has been requested.

Students need to make a written application to the School using the form available at:
http://www.newcastle.edu.au/study/forms/applicationdictionary.pdf

The examination supervisor will check the dictionary and the signed authorisation letter during the first half hour of the examination. Students should have the form available for checking by the examination supervisor. Students who do not have a signed form with them in the examination will not be able to use a dictionary.

Students cannot take a thesaurus into an examination, nor a standard English dictionary.

While not responsible, the examination supervisor will check the dictionary for any obvious insertions or written annotations. Academic Organisational Units that are concerned that students might abuse the privilege of dictionary allocation should arrange for an appropriate member of academic staff to be present at the examination venue to check the dictionary prior to the commencement of the examination.

After the examination, the student is expected to remove the dictionary and authorisation form from the examination room.

 

Use of Calculators and Other Devices

Where an Academic Organisational Unit permits students to bring their own calculators into an examination the following shall apply:

 

 

Unless notified in advance by the responsible Academic Organisational Unit to the Manager, Examinations and Graduation, no laptop computers, palm pilots or other electronic communication devices may be brought into the examination room and used.

 

A mobile telephone which is brought into an examination room must not be switched on at any time. A mobile telephone may not be placed in a situation where the short message system may be activated and read.

Absence from Examinations

Candidates should read the examination timetable carefully. Misreading the timetable is not accepted as an excuse for missing an examination. Unless a candidate can justify special consideration, failure to attend an examination will be regarded as the student having failed the examination.

Candidates who are absent from examinations are marked on absentee forms by the examination supervisors, and this advice is included with the materials accompanying worked scripts when these are picked up by academic or School staff.

Student Misconduct and Academic Dishonesty

Students are required to comply with the Student Discipline Rules and the Policy on Student Academic Integrity.

An infringement of any of the "Rules for the Administration of Assessment Items" policy, may constitute an offence to be dealt with under the Student Discipline Rules. Prohibited behaviour includes:

Suspected infringements of these policies must be detailed on the supervisor's report, and copies sent to the relevant School.

Addressing Adverse Circumstances Affecting Assessment Items Procedure

This procedure may apply when a student has attempted an assessment item or formal written examination, and their performance has been affected due to ill health or extenuating circumstances, they were disadvantaged when the assessment item was attempted, or they were unable to attempt or complete the assessment item or examination.

Students who fall ill or are otherwise affected during an examination should request assistance from the examination invigilators at the examination venue.

Students will need to apply for Special Circumstances using the online form.

 

Part C After the Examination

 

Collection of Worked Scripts

The Head of School must advise the Examinations and Graduation office of the details of any members of staff who are authorised to collect the worked scripts after each examination. This is achieved by nominating staff members via the online examination request form. A reminder that the online request form is used by Schools for each Semester and Trimester examination period to request all formal examinations.
 
It is data from this form that will be used to populate the authority to collect form. The authority to collect forms which are generated will then be printed by the Examinations and Graduation office and hard copies forwarded to the relevant School (as identified on the form) for review and signature by the Head of School (HoS).
 
The signed copies of this form are then returned to the Examinations and Graduation office in the usual manner in preparation for the collection of the worked examination scripts. The authority to collect forms will have an extra page added at the end of each School set to allow for any additional members of staff to be included that were not added via the online Examination Request Form.
 
Should any of the names appearing on the authority to collect forms need to be removed, the HoS can simply place a line through the name thereby removing them from the list of authorised staff. Staff members collecting worked scripts will be required to present photograph identification bearing their signature, such as a driver's licence.
 
For the Ourimbah campus, arrangements may be made to collect worked scripts by contacting the Campus Information and Service Centre on 02 4348 4038.
 
For the Callaghan campus, worked scripts may be collected from the collection room in the Student Services Centre approximately two hours after the conclusion of the examination. Confirmation of a suitable pick up time may be made by calling 02 4921 7269 or 02 4921 6356. The room will be open for collection between 11.00am and 3.00pm Monday to Friday during the Formal Examination period. In extenuating circumstances, arrangements can be made for after hours collection.

Uploading of Results

Final course results can be submitted to NUSTAR via one of three routes:

If Schools requiring the Examinations and Graduation office to enter results will need to negotiate it with the Examinations and Graduation office, and results need to be delivered by the dates advised for each Semester or Trimester.

If Schools wish to enter their own results, an alternative later deadline will be available. A NUSTAR manual with clear and comprehensive direction of this process is available from the NUSTAR website under "Exam Processing".

Amendment to Results

If results are to be amended prior to the Fully Graded date, the School should endorse the Faculty Review Schedule and have changes initialled by the Pro Vice Chancellor or other officer officially acting for the Pro Vice Chancellor.

If it is after the Fully Graded Date, an "Amendment to Result" form should be completed, and be signed by the lecturer or course coordinator, the Head of School and the Pro Vice Chancellor. Where any one of these officers is absent, and another officer is formally acting for them, this should be clearly indicated on the form.

If the "Amendment to Result" form is not signed by the above three signatories, the form will be returned to the relevant School. Please note that Examinations will not accept forms signed by the Deputy Head of Faculty rather than the Pro Vice Chancellor, unless the Deputy Head of Faculty is formally acting for the Pro Vice Chancellor, and Examinations are so advised.

A version of this form is available here.

Administrative Codes (I and S grades)

Two administrative grades are available in cases where a result cannot be finalised by the Fully Graded Date, and where the administrative grades are consistent with the NUSTAR Grading Basis for the course.

I or "Incomplete" results indicate that a result in a course is yet to be finalised. S or "Special Assessment Granted" indicates that a requirement for further examination or other assessment has been determined by the School.

Both I and S grades have a limited lifespan from the Fully Graded Date. After 90 days and 180 days respectively, under the requirements of the relevant  Appeal Against a Final Result Procedure, Examinations will change these administrative codes to Fail grades (FF).

Examinations will alert schools to this upcoming action, and invite Schools to use the relevant NUSTAR query to find students who have I and S grades for a given term. (View -> Navigator Display -> Query -> UNI_I_AND_S_GRADES_REPORT).

Note: "NA" grades are used for Honours, Research and the Part A of Multi-Term sequence course results.

The dates by which the I and S grades are to be changed to FF grades are listed in "Important Dates", and can be downloaded here.

Honours Grades

Honours notations are entered on student records for students who satisfied the requirements for their program. These notations are normally entered by Faculty Office staff on advice from the relevant School.

The results in the Honours course will be "NA" in the majority of courses, consistent with the NUSTAR Grading Basis of "NOG", or "No Grade". Some Honours courses are graded and attract a % result consistent with the NUSTAR Grading Basis of "Graded".

Results Notification

After the release time on each Fully Graded date, students can obtain their course results by logging on to the University website, via "Information for Current Students".

Students will not be able to access their results if they are indebted to the University.

If a result is changed via an "Amendment to Result" form, this is visible via the University website immediately the change is processed in NUSTAR.

The various Fully Graded Dates can be located in the Examinations Important Dates.

Statement of Academic Record and Testamur

A Testamur and a Statement of Academic Record are issued to graduates free of charges.

Students can obtain further copies of their Statement of Academic Record at a fee, listing all grades and qualifications, or Testamurs by paying a fee and completing the required form available from the Student Services Centre, Callaghan campus, Campus Information and Service Centre, Ourimbah campus, or via the University website at:
http://www.newcastle.edu.au/study/forms/academic_record_request.pdf
http://www.newcastle.edu.au/study/forms/testamurreplacement_form.pdf

Review of Final Result

Following the release of final course results on the Fully Graded Date, students may apply to have a result reviewed.

The relevant procedure is "Review of Grades - Procedure for Appeals Against a Final Result".

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Links to more information

Policy Library for Staff
http://www.newcastle.edu.au/policy/

Student Administration Services Forms
http://www.newcastle.edu.au/study/forms/#examinations