Examinations Procedure for Students

Intent

This Procedure supports the Learning, Teaching and Assessment Policy (LTA Policy) and provides guidance and direction to staff and students relating to the conditions and processes for the conduct of examinations.

Scope

This Procedure applies to all students enrolled in coursework subjects, and all staff involved in the delivery of Undergraduate and Postgraduate coursework assessment by examination at James Cook University.

This Procedure applies to the following examination options:

• Centrally Administered End of Study Period Examinations, generally held during published Examination Periods;
• On-Course Examinations - held outside published Examination Periods;
• Supplementary Examinations;
• Deferred Examinations;
• Special Examinations.

This Procedure does not apply to:

• Assessment in English Language courses and short courses; or
• Assessment undertaken by JCU students in courses or units at other education institutions (e.g., cross-institutional study, outbound mobility study arrangements).

Definitions

Except where otherwise indicated in this procedure, the definitions used in this procedure are found in the Learning, Teaching and Assessment Policy or the Policy Glossary.

Deferred Examination – is a delay (postponement) to the start date of an examination, awarded in accordance with the Special Consideration Procedure. These examinations are timetabled during the Supplementary/Deferred Examination Period. These dates are designated on the Academic Calendar as Supplementary/Deferred Examination Periods.

Centrally Administered End of Study Period Examination – an examination (also known as a formal examination) for a study period that is timetabled within the Examination Period or, where it does not fit within the Examination Period, during teaching weeks as agreed between the Academic Unit and the Examination Office.

Examiner – Academic staff member or affiliate responsible for setting and/or marking the examination.

Examination Period – the span of days designated on the Academic Calendar when the Centrally Administered End of Study Period Examination may be scheduled.

Examination Supervisor – a person approved by the University who is assigned to oversee and invigilate the conduct of examinations.

Examination Office – a centralised unit that undertakes the administration and timetabling of Centrally Administered End of Study Period, Deferred and Supplementary examinations. This is the:

• Examination and Graduations Unit for all JCU Australia (excluding Brisbane).
• JCU Brisbane Examinations for the Brisbane campus; and
• JCU Singapore Examinations for the Singapore campus

On Course Examination – an examination held outside the Examination Period for a study period and managed by an Academic Unit and advised to the student in the Subject Outline. These examinations may also be referred to in the Subject Outline as “examination - on course College administered”.

Permitted Materials - are materials made available/allowed during an examination.

Reader – A person approved by AccessAbility services to attend an examination with a student to read the examination questions to the student.

Scribe – A person approved by AccessAbility services to attend an examination with a student for the purpose of writing or typing the student’s answers to the examination questions on their behalf.

Special Examination – an Examination approved by a College Dean where a formal Supplementary or Deferred Examination cannot be attended due to Special Circumstances. Managed by the Academic Unit.

Supplementary Examination – an additional examination to determine whether a student has achieved the subject learning outcomes and/or requirements to pass the subject. These examinations are timetabled during the Supplementary/Deferred Examination Period.

Procedures

1. The University prescribes to the following examination types, with further detail provided in Appendix 1 – Examination Type Profiles:

1.1 Online LearnJCU Examination: This examination type is run in LearnJCU. Students will answer questions directly in the LearnJCU answer fields.

1.2 Online LearnJCU Examination using Respondus lockdown browser: This examination type is run in LearnJCU. Students will answer questions directly in the LearnJCU answer fields. Options to copy, print, open other applications, or visit other websites are locked down and not available with this examination type. These can be held online at home or at a JCU Study Site with in-person invigilation.

1.3 Online LearnJCU Examination using Respondus lockdown browser with Monitor: Students will answer questions directly in the LearnJCU answer fields. Options to copy, print, open other applications, or visit other websites are locked down and not available with this Examination type. These examinations are held online at home and students are recorded using a webcam.

1.4 Hard Copy Examination: This type of examination requires students to handwrite answers directly onto an examination paper, answer booklet or multi-choice answer sheet provided by JCU. Hard copy examinations are held at a JCU Study Site with in-person invigilation.

1.5 Practical Examination: This type of examination requires students to perform practical tasks and/or respond to questions and/or scenarios as individuals or in groups. Practical examinations are held at a JCU Study Site with in-person invigilation.

1.6 Oral Examination: This type of examination requires students to respond verbally, by photo, sounds or graphic representation to questions posed verbally or in writing by an Examiner. Oral Examinations are held online or at a JCU Study Site with in-person invigilation.

2. General Requirements before and during examinations

2.1 All students must adhere to the conditions outlined in this Procedure and Appendix 1 Examination Type Profiles, or otherwise may be subject to a review under the Student Code of Conduct and/or the Academic Misconduct Procedure.

2.2 In accordance with Learning, Teaching and Assessment Procedures, all students must make themselves available for assessments (including examinations) at the scheduled times.

2.3 Students requiring Reasonable Adjustments because of a documented disability, injury, or illness, must have an approved Access Plan registered with AccessAbility Services. If any changes to already agreed Reasonable Adjustments are required for an Examination Period, or if a new adjustment is required, a request must be submitted to AccessAbility Services at least 15 university working days before the commencement of the Examination Period. Adjustments received after this date will then be assessed on an individual basis and may not be approved.

2.4 All students must, for Centrally Administered End of Study Period Examinations, Deferred Examinations and Supplementary Examinations, access their personal examination timetable as instructed before the relevant Examination Period.

2.5 Students studying at JCU Australia except Singapore and Brisbane can obtain a personalised timetable via StudentsOnline and the JCU Student App. A copy of their timetable will also be emailed to the student’s JCU email address.

2.6 Students studying at the JCU Singapore campus must refer to the JCU Singapore website for details of a timetable.

2.7 Students studying at the JCU Brisbane campus must refer to the JCU Brisbane website for details of a personalised timetable.

2.8 All students must, for Centrally Administered End of Study Period Examinations, Deferred Examinations and Supplementary Examinations:

2.8.1 read their Subject Outline to note the commencement date for the End of Study Period and On Course Examinations.

2.8.2 be available for Examinations at the times specified and in the Examination Type indicated in the examination timetable provided or as identified in subject outlines unless the student has an approved adjustment as part of an AccessAbility Plan. Otherwise, students may only apply to defer their examination in accordance with the Special Consideration Procedure.

2.8.3 comply with all instructions provided for an Examination. Instructions may be provided via an email notification, documented in the LearnJCU subject site, stated by an Examination Supervisor, and/or on paper if required as an AccessAbility adjustment.

2.8.4 familiarise themselves with the Permitted Materials on their published timetable for each examination, including whether any books or pre-prepared notes are permitted.

2.8.5 ensure they can meet the identification requirements listed in Appendix 1 Examination Type Profiles or otherwise contact the Examination Office for alternate arrangements prior to the scheduled date of the examination.

2.8.6 provide their own standard stationery which includes pencils, pens, highlighters, erasers, whiteout, rulers, sponge/silicone ear plugs and a water bottle.

2.8.7 not attempt any action or inaction defined in the Academic Misconduct Procedure in relation to an examination. This includes but not limited to:

a. bringing any non-permitted materials into an examination or sharing Permitted Materials with other students.

b. communicating with any person or thing that is not the Examination Supervisor, a JCU Staff member, an approved Reader and Scribe, or patients and other group members during practical examinations. This also applies during any temporary absence from the examination room during the examination.

2.9 A student who does not attend or access their examination will receive an outcome of DNS (did not submit).

3. Examination requirements

3.1 Refer to Appendix 1 Examination Type Profiles for specific requirements for each examination type listed in Clause 1.

3.2 Only bring the materials permitted in the published timetable, with the exception of standard stationery.

3.3 For examination types that are invigilated or proctored, including Hard Copy Examination, Online Respondus and Online Respondus Monitor the following items/actions are not allowed:

a. Vaping, smoking or eating;

b. wearing of caps, hats or hoods;

c. headphones or earphones with the exception of sponge ear plugs.

d. any watch type, including smart watches, fitness trackers and any other electronic device once MFA has been actioned;

e. excessive exposure (clothing) or dress in a manner that is not deemed respectful.

4. Interruption to an Examination

4.1 For examination types held at JCU which includes Online Respondus Examination (on campus), Hard Copy, Oral and Practical Examinations:

4.1.1 For an interruption that is deemed likely to risk the safety of students or staff in the examination, the Examination Supervisor, JCU Security or emergency services personnel will evacuate the examination room as necessary. The examination papers and all examination materials must be left in the examination room and the room must be locked.

4.1.2 The examination may be stopped by the Examination Supervisor if serious student issues are encountered during the examination which impact all students in that examination room.

4.1.3 Where the examination was stopped, this will be documented by the Examination Supervisor and the subsequent report sent to the relevant Examination Office. The Manager, Examinations and Graduation, JCU Singapore Examination Manager or the JCU Brisbane Academic Support Manager (as appropriate) will determine the required outcome in collaboration with the Subject Coordinator based on the specific details of the circumstances.

4.2 For any examination types that require access to LearnJCU but are not held at a JCU Study Site, and where a disruption or interruption occurs, for example a power outage, loss of internet access or equipment failure, the student must:

a. contact the Examinations team at examinations@jcu.edu.au or by calling (+61) 7 4781 3213 (for JCU Australia students, excluding JCU Brisbane).

b. contact examinations-singapore@jcu.edu.au (for JCU Singapore students).

c. contact academicadmin@jcub.edu.au (for JCU Brisbane students).

4.3 The Examinations team will make every attempt to resolve the issue and allow the student back into the Examination, noting the exact time of contact and any length of time missed during the examination.

4.4 The Examinations team will confirm the event details captured under clause 4.3 and email the student and the Subject Coordinator.

4.5 The Subject Coordinator will take into consideration the time lost when marking the examination.

4.6 Where the student has not commenced or accessed the examination and the disruption or interruption to the examination cannot be resolved under clause 4.3, the student can apply to defer their examination under the Special Consideration Procedure.

4.7 Where a student or entire cohort has commenced the examination and a technical issue occurs which is unable to be resolved, the Examination Office will liaise with the Subject Coordinator to determine whether the students will be offered a Deferred Examination or Special Examination, depending on the amount of time the students had access to view the Examination.

5. Timetabling for Centrally Administered End of Study Period Examinations, Supplementary Examinations, and Deferred Examinations.

5.1 The examination timetable must comply with the following requirements unless accreditation/registration requirements state otherwise:

a. No more than two examinations in one calendar day;

b. Total examination time in a single calendar day should not exceed seven hours, excluding examinations with approved reasonable adjustments under the Student Disabilities Policy;

c. No more than five examinations in six successive calendar days;

d. Where a student has two examinations on one calendar day, there must be no examination scheduled to commence after 6:00pm of the previous day, and no examination scheduled to commence before 8:00am of the following day; and

e. Examinations may be scheduled to commence between the hours of 8:00am and 6:30pm, excluding Sundays and public holidays.

5.2 The Manager, Examinations and Graduations, JCU Singapore Examinations Manager or the JCU Brisbane Academic Support Manager (as appropriate) will allow the student to apply for a Deferred Examination for each subject that is unable to be scheduled under the requirements noted below:

a. If a student's examination timetable cannot be developed to comply with clause 6.1; or

b. If the University is unable to arrange an examination where reasonable adjustments have been approved by AccessAbility Services.

5.3 Supplementary Examinations and Deferred Examinations will be timetabled to occur during the Supplementary/Deferred Examination Periods or earlier unless a variation to the date is otherwise arranged by agreement with the College or Academic Unit and the Examination Office.

5.4 The final examination timetable for an Examination Period will be released to students in accordance with the Examinations Procedure for Staff.

5.5 For online examinations hosted in LearnJCU, the examination instructions will be published by the College or Academic Unit in LearnJCU in accordance with the Examinations Procedure for Staff.

5.6 For JCU Australia, the Examination team are responsible for providing an audit check of all centrally administered examinations settings within LearnJCU to ensure student issues are minimised.

5.7 Once the final examination timetable has been published to students, timetable changes must be authorised by the Academic Head, and will occur only in exceptional circumstances. Approved changes will be emailed by the relevant Examinations Office to all affected students via their JCU email address.

6. Timetabling of Special Examinations

6.1 Special Examinations will be timetabled to occur as soon as practicable within 4 weeks of approval and preferably before the next upcoming Examination Period or Supplementary/Deferred Examination Period.

6.2 Examination instructions including the timetable will be advised to the student by the College or Academic Unit.

7. Recorded Examinations

7.1 Recorded online examinations may be used to investigate cheating or any other academic misconduct or in the case of oral examinations for the purpose of moderation. All recorded footage will only be accessed by persons authorised by the University and may be shared with internal and external investigators. This footage constitutes personal information and will be stored and available for access under the University’s Information Privacy Policy.

Related policy instruments

Learning, Teaching and Assessment Policy

Learning, Teaching and Assessment Procedures

Student Code of Conduct

Academic Misconduct Procedure

Special Consideration Procedure

Student Disability Policy

Schedules/Appendices

Appendix 1 Examination Type Profiles

Administration

NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History