Information and Guidance for Candidates

A PDF version of this document can be downloaded Guidance to Candidates 2016-7.

 

EXAMINATION ARRANGEMENTS INFORMATION AND GUIDANCE FOR CANDIDATES PENRYN CAMPUS 2016/17


RULES FOR EXAMS


1.You MUST NOT TALK in the Exam Hall - before, during or after your exam

2.You MUST NOT BRING ANY NOTES to your desk, have them anywhere on your person, (including notes written on your body), or in dictionaries or text books

3.You MUST NOT HAVE YOUR MOBILE PHONE, smart watch or any other electronic storage device on your person when seated. Any found will result in penalties being applied by the Taught Faculty Student Cases team

4.All other non-smart watches must be removed and placed next to your desk card

5.You MUST NOT TAKE ANYTHING to your desk except those things allowed for the exam. This includes bags, coats, scarves, hats, earplugs etc

6.You MUST NOT TAKE ANY CORRECTION FLUID OR CORRECTION TAPE into the Exam Hall. Any corrections to the text on your exam answer sheets must be made by crossing out the error and rewriting

7.At the end of your exam you MUST STOP WRITING immediately when instructed to do so

8.You MUST NOT TRY TO COMMUNICATE with any other candidate during the exam or try to look at any other candidate’s work during the exam

9.You MUST NOT turn over or start to read your exam paper until told to do so10.You MUST NOT begin writing until instructed to do so

 

IMPORTANT THINGS TO DO


1.You MUST BRING YOUR UNICARD or another form of photo ID to each exam

2.You MUST READ THE GUIDANCE FOR CANDIDATES notes

3.You MUST CHECK THE FLOOR PLAN outside the hall, which will indicate thelocation of your module within the hall

4.You MUST LISTEN CAREFULLY to the instructions given by Exams staff and / orinvigilators

5.You MUST READ CAREFULLY the instructions on your exam paper and answerbook

6.You MUST LEAVE YOUR COMPLETED EXAM SCRIPT ON YOUR DESK at theend of the session and stay in your seat until advised that you may leaveSCRIPTS WILL BE COLLECTED BEFORE YOU ARE ALLOWED TO LEAVE YOUR SEAT

7.You MUST SEEK PERMISSION FROM AN INVIGILATOR if you wish to leave earlyor visit the bathroom


It is very important that you read all of the following information carefully as the key points given above are just an outline of the exams process; it offers help and guidance on the whole exams process and hopefully answers any questions you might have. PLEASE NOTE: Students are only permitted to use a completely clear case or clear plastic bag for their pens, pencils, etc in examination halls. Jackets, coats, bags, brief cases, handbags and non essential headwear i.e. hats/caps/scarves, etc. are to be left in the designated area at the rear of the exam hall, together with books and notes not required for "open note", "open book" or "restricted note" exams.


CONTENTS:

I General Information

II Procedure Before an Examination

III Procedure During an Examination

IV Procedure After an Examination

V Results and Referred Examinations

VI Absence from Exams, Aegrotat Awards

VII Academic Appeals

If you have problems accessing this information it can be made available in alternative formats on request.

Please contact the Accessibility Services (Student Services) on 01326 370460, or accessibility@fxplus.ac.uk

I - General Information

Examination Timetable Exam timetables will be globally emailed to all students in advance of each examination period using your Exeter email account, once published they will also be posted to the Penryn Campus website via the following link http://www.exeter.ac.uk/students/administration/examsandassessment/cornwall/University Examination Timetables are also posted on subject noticeboards throughout the University and at the Student Information Desk. Please check the information shown on the timetable carefully and if you discover any erroneous information please come to the Registry Office in the Peter Lanyon Building as soon as possible to ensure that the problem is sorted out well in advance of your exams.

Examination Halls

The locations used for examinations are Daphne du Maurier Seminar Rooms C, H,I,J,K,L,M,N plus Lecture Theatres A and B. Other rooms such as DDM Seminar rooms D, E, F, G and the IT Suite in the library may be used as necessary. Personal Timetables The ‘Personal Examination Timetable’ facility is not yet available to Penryn Campus students. Times of Examinations Exams during the January assessment period might alternatively commence at 9.00 am, 12.00pm and 2.30pm – please check your timetable carefully for these. Exams during the May assessment period commence at either 9.30 am or 2.15 pm.

Candidates requiring specific examination arrangements

If for some medical reason you are not able to write your answers in the usual way, or if you have a disability or suffer from any injury or illness that will require specific exam seating arrangements, you must inform Accessibility Services, and the Exams Office by: Friday 4th November 2016 for January exams Friday 17th February 2016 for May exams and Friday 30th June 2016 for referred/deferred exams

This will ensure that any required needs assessment can be carried out in time for your exams. We may not be able to accommodate any requests received after these dates.

II - Procedure Before an Examination Time of Arrival for an Examination

You should present yourself outside the exam hall at least ten minutes before the exams are scheduled to commence. You are strongly advised to allow for delays caused by traffic, weather conditions, etc. when planning your journey to the exam hall. If you are unable to make the journey due to bad weather, please contact your College and the Exams Office to let them know, and they will advise on mitigation procedures. If you arrive late you will be admitted to the exam hall without question during the first half-hour of the exam period, but you will not be allowed extra time in which to complete your exam. If you arrive after this time, or find you are not well enough to begin the exam, please report to your College who will be able to note your arrival time and advise you on mitigation procedures.


To be Brought to Each Examination

  • Candidates should bring their University (ID) Card to each exam for checking by the invigilators. If you have lost your University card you may obtain a replacement from the Student Information Desk at a charge of £10 or bring a current passport or some other form of ID which shows your name and photograph. If you fail to bring any form of approved identification, you will be required to complete an Identity Check Form, which will be checked against your registration records.
  • Students are only permitted to use a completely clear case or clear plastic bag for their pens, pencils, etc.
  • Valuables should NOT be brought to the exam hall – no responsibility will be taken for their safekeeping
  • Please note that mobile phones, smart watches, pagers or any other means of sending/receiving messages and earplugs are not allowed within the exam halls. Any such devices accidentally brought into the Exam Hall must be switched off and handed over to supervisory staff. You must also ensure that no alarms have been programmed into the phone/device, if so the battery must be removed. No responsibility will be taken for their safekeeping. A charge of up to £50 will be levied against a candidate should their mobile phone/pager or electronic device cause disturbance during the course of the examination. Any such electronic device found on desks/about the person after the exam has commenced will be confiscated and a report sent to the Student Cases Office and a penalty will be applied. Non-smart watches are permitted but they must be removed and placed next to your desk card.
  • Reasonable quantities of soft drink/water and food may be brought to the exam hall. The consumption of these should not cause disturbance to other candidates
  • Any item considered to be causing a disturbance to other candidates will be confiscated by the Exam Hall Invigilator. Exceptions may be made for certain medical conditions; this must be previously agreed by the Exams Office.


Entry into the Examination Room

 

Candidates will be told when to enter the exam hall, both verbal and non-verbal communication is strictly forbidden on entry and whilst in the exam hall.

SILENCE SHOULD BE OBSERVED THROUGHOUT THE EXAM


Seating Arrangements for Main Exam Halls

In the exam hall for January and May exams your allocated desk can be identified as follows:

  1. Look at the Exam Hall Seating Plan displayed outside the main exam hall and note the location of your candidate number and which row it is in (the rows are numbered 1 – 16 starting from the left as you enter). You will find your ID number, name and candidate number on a desk card which will be laid on your desk with an exam paper, answer book etc. The desk cards within the area are usually set out in alphabetical sequence per module and must not be moved
  2. If you have difficulty in finding your seat, ask one of the invigilators for help. On no account should you occupy any seat that does not have your candidate card on it
  3. Once seated you should place your University Card on the desk where it can easily be seen and verified during the exam by an invigilator


Answer Booklets and Other Stationery

You will find answer booklets and other necessary stationery on your desk. You should read carefully the instructions on the answer booklet cover and complete details as requested including your student number and candidate number for each booklet used. The top corner should be completed and fully sealed. Failure to complete the corner flap will not invalidate any misconduct proceedings, if requiredRough work may be written on the back cover of each booklet used

"Open Note", "Open Book" and "Restricted Note" Examinations

These are exams which allow candidates the use of notes or reference books approved by the relevant College

Dictionaries

The use of dictionaries during exams is NOT allowed unless specified on the exam paper. International and Erasmus students are allowed to use non-English language – English translational dictionaries provided they have written authorisation from their College or the Exams Office (using the appropriate blue form). Candidates should bring a copy of the authorisation form to the exam hall. Please note that the use of Electronic Dictionaries in Exam Halls is not permitted. It is your responsibility to check that there are no notes/manual additions in the dictionary. If any are found the dictionary will be confiscated and further action will be taken. No student is permitted to use a dictionary in any exam set by the Business School


Electronic Calculators

The use of authorised, silent, cordless non-programmable calculators is allowed in exams only if the question paper permits it. Such calculators may contain simple memory functions for use in the course of calculationYou will need to seek approval for your calculator prior to your examinations by a representative of your College, who will identify approved calculators with a tamper-evident label It is the responsibility of the candidate to bring the calculator to the exam room and to ensure that a spare battery is available. In all cases calculators must be silent, and any cover removed and placed under the desk prior to commencement The use of any OTHER calculator or electronic device capable of carrying out the retrieval of stored numerical or textual information is strictly forbidden. This restriction does not apply to "Open Book" exams, but relates to the use of calculators only. Failure to comply with these regulations may result in confiscation of your non-approved calculator, or, in extreme cases, exclusion of the candidate from the examination. Please do not assume that a temporary replacement calculator will be supplied

III - Procedure During an Examination Starting the Examination

You will be told by the Principal Invigilator when you can start the exam. The question paper MUST NOT be turned over until this direction is given, a penalty will be imposed for anyone caught looking at papers prior to the start of the exam. You should read carefully the instructions on the front of the question paper before beginning to answer the questions.

Leaving the Examination Room

  • In order to minimise disruption to other candidates you may not leave the exam room during the last half-hour of the exam session unless you feel unwell. If you do need to leave the room urgently, you must seek the permission of an invigilator
  • Toilet breaks are not permitted in the first half hour of the exam session. If you need to leave the examination room after this time for a toilet break please ensure that you take your candidate card with you. You will be subject to additional checks/searches
  • If you have completed your paper before the specified time but not within the last 30 minutes of your exam and you wish to leave, please raise your hand and an invigilator will attend to you
  • Please leave the hall as quietly as possible, so as not to disturb the other candidates
  • If you remain in the hall for the full duration of your exam you must stay in your seat whilst scripts are collected, an invigilator will advise when you can leave

Illness/Disruption during an Examination

If you feel ill during an exam you should inform an invigilator immediately, similarly any other form of distraction (e.g. excessive noise causing an adverse effect on your performance) should also be reported at the time of occurrence. All instances will be reported to Exams Office staff by the invigilators and you will subsequently be asked to complete a mitigation form by your College

Emergency Exam Hall Procedures

In the event of a fire alarm or other emergency necessitating the evacuation of the examination room, the following procedure is to be followed:

  • On instruction from the Principal Invigilator all students will cease writing and leave their answer booklets on the desk
  • Evacuate the examination hall as quickly as possible. Do not stop to collect bags / coats etc
  • Leave the building and assemble at the appropriate assembly point (follow the instructions of the Principal Invigilators or see blue and white 'Fire Action' notices in each building)
  • Do not return to the Examination Hall to collect personal items until advised by the Invigilators that it is safe to do so and until all examination papers have been collected by Examinations Office staff
  • You will be sent an email within 24 hours confirming the incident and this will be followed within 3 working days with an official email notification giving detailsof the decision relating to the incident, providing further arrangements if required for that particular examination

Misconduct in an Examination

A candidate may be liable to such penalties as the Senate may determine, for:

  • taking into the exam room, or possessing whilst in that room, any books, notes orother material or mobile device which has not been authorised
  • aiding or attempting to aid another candidate, or obtaining or attempting to obtain aidfrom another candidate
  • passing yourself off as another
  • such repeated behaviour as may in the view of the Principal Invigilator prejudice theperformance of other candidates

It should be noted that the Principal Invigilator is empowered to discontinue the exam of a candidate suspected of misconduct and to expel that candidate from the exam room. All cases of suspected misconduct will be reported at once by the Principal Invigilator to the Faculty Office's representative. Any notes or similar unauthorised material introduced into the exam room by the candidate must be handed over to the Principal Invigilator who will attach them to the report. Plagiarism/Cheating Cheating in a University assessment is a very serious academic offence, which may lead ultimately to expulsion from the University.

Cheating can take one of a number of forms, including:

  1. The use of unauthorised books, notes, electronic aids or other materials in an examination
  2. Obtaining an examination paper ahead of its authorised release
  3. Acting dishonestly in any way including fabrication of data, whether before, during or after an examination or other assessment so as to either obtain or offer to others an unfair advantage in that examination or assessment
  4. Collusion, i.e. the representation of another's work or ideas as one's own without appropriate acknowledgement or referencing, where the owner of the work knows of the situation and both work towards the deceit of a third party:
  5. Plagiarism, i.e. the act of representing another's work or ideas as one's own without appropriate acknowledgement or referencing. There are three main types of plagiarism' which could occur within all modes of assessment (including examinations)
  6. Direct copying of text from a book, article, fellow student's essay, handout, thesis, web page or other source without proper acknowledgement
  7. Claiming individual ideas derived from a book, article etc. as one's own, and incorporating them into one's work without acknowledging the source of these ideas
  8. Overly depending on the work of one or more others without properacknowledgement of the source, by constructing an essay, project etc. by extractinglarge sections of the text from another source, and merely linking these together with afew of one's own sentences


Contravention of the above Regulations will be treated under the Procedures for Handling Cases of Suspected Cheating, including Plagiarism, in University Assessment which can be found on the University Website - http://admin.exeter.ac.uk/academic/tls/tqa/Part%208/8Lplag1.pdf

Scripts/Legibility It is your responsibility to provide a script that is clearly legible

Candidates who submit scripts which examiners are unable to read may be required to provide a word-processed transcript at their own expense

IV - Procedure after an Examination End of the Examination

At the end of the exam you will be told to stop writing by the Principal Invigilator. This should be done IMMEDIATELY, you should then remain seated and have made sure that you have completed all the details required on the exam answer booklet or answer book cover, fastening them together with any other material (e.g. graph paper etc) using the tag provided, inside the answer booklet, and that you have fastened all additional rough work to the back of the answer booklet. Please note failure to do this may result in un-attached work not being submitted for marking.

You should remain in your seat until you are told that you may leave the room. Your script will be collected while you are seated. Once you have been told that you may leave, you must exit the exam room as quickly and quietly as possible. Out of consideration to other students, you should not cause any noise disruption in the vicinity of Exam Halls.

DO NOT BEGIN TALKING UNTIL YOU ARE WELL AWAY FROM THE EXAM HALL AND SURROUNDING AREA as exams may also be being sat elsewhere on level 3 of the Du Maurier Building. You may not take any exam materials, used or unused, including scrap paper, out of the exam room other than: (a)the materials you brought to the exam, and(b)the question paper.

Certain papers should not be removed from the exam room and if this is the case clear instruction will be displayed on the question paper. Lost Property Property left behind in exam halls will be handed to the main campus reception desk for a period of four weeks after the exam session has finished. After that time, property will be disposed of.

V - Results and Referred Examinations

Publication of Results Your results are usually made available to you via your iExeter portal. For further information and details of results you must contact your College, not the Examinations Office.

Referred/Deferred Examinations These will be held from Monday 14th August – Saturday 19th August 2016. Students will be required to sit their exam(s) at the Penryn Campus during these weeks - so you should make sure that these periods remain free from all other commitments, such as overseas travel/holiday/work. Should you miss referred/deferred examinations, you are likely to be deemed withdrawn from the University, unless you provide valid medical evidence confirming your inability to sit your exam. Please see our web-site for full instructions on 'Sitting Referred/Deferred Examinations Overseas' http://www.exeter.ac.uk/students/administration/examsandassessment/ugpgt/sittingreferreddeferredexaminationsoverseas/

VI - Absence from Exams, Aegrotat Awards Absence from an Examination

In all cases, students must provide in writing to their College Office a note explaining any absence from an examination, which will be considered by the relevant Board of Examiners or Assessment, Progression and Awarding Committee (APAC). If you are absent due to illness you must supply medical evidence to your College as soon as possible. Where reason for absence is not provided, the candidate will normally be deemed withdrawn.

Circumstances Affecting Student Performance in Examinations

It is the responsibility of each individual student to inform their College Office of any circumstances affecting performance, by means of a deferral request/mitigation form, and e-mail it no later than one working day after the date of the exam. However, we would recommend that you apply to defer well before your exam, so that you can have a response from your College before your exam is due to take place. Documentary supporting evidence should be provided in every instance. For more information on mitigation, please refer to Chapter 10 of the Assessment, Progression and Awarding Handbook; Taught Programmes.

Aegrotat Awards

Aegrotat awards may be granted where a candidate has been prevented by illness or exceptional personal circumstances from attending the whole or part of a deferred assessment for a Degree, diploma, certificate or other award (the relevant Ordinance is available on the University Website - http://www.exeter.ac.uk/staff/policies/calendar/part1/ordinances/16.

Students wishing to be considered for an Aegrotat award must contact the College Office in writing as soon as possible; this must be accompanied by a medical certificate relating to the exam(s) missed. Evidence of illness will not normally be taken into account by the Board of Examiners or College APAC unless substantiated by a medical certificate signed by a doctor. It is the responsibility of the candidates to arrange with their doctor for any medical evidence to be sent to their College Office. Neither the University nor any of its officers will undertake to obtain medical certificates on behalf of candidates. The candidate must ensure that the doctor clearly understands that the medical certificate must cover absence from or illness during, the exam.

The relevant Board of Examiners or College APAC will then consider the presented circumstances, along with the candidate's academic record including coursework and performance in previous assessments in the University. If they are satisfied that the programme of study leading to the deferred assessment had been completed, and that the assessment would have been passed had the candidate not been prevented from taking it, the Board of Examiners or College APAC will make appropriate recommendations to the relevant Board of Faculty based on the circumstances and evidence provided.

An Aegrotat pass will be permitted on one occasion only during the course of a student's programme of study.

VII - Academic Appeals Student Academic Appeals

Students have a right of appeal to the Senate of the University in respect of exam results and the consequences of academic failure. Appeals procedures can be referred to on the University Website - http://www.exeter.ac.uk/students/administration/complaintsandappeals/academicappeals/


We wish you the best of luck with your assessments!

Cornwall Exams Office – 2016/17

Contact us via: Email: cc-exams@exeter.ac.uk

Tel: 01326 371815 / 371816

Or call in to the Student Information Desk