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Examinations Policy

1.0 Timetabling UCIC maintains a final examination grid to manage the scheduling of end of semester, centrally

held examinations. The grid is generated through UCIC's student management system, NAVIGATE, in Week 5 of each Semester. The grid is used to identify potential times when examinations can be held, without creating overlap with any classes students are required to attend. The grid is intended to create the best possible examination timetable for as many students as possible.

1.1 Final Examination Grid Criteria

In order to create the best possible examination timetable, UCIC implements the following criteria to plot the grid:

The timetable should allow a break of at least one and half (1.5) hours between

examinations;

Morning, afternoon or evening examination sessions are acceptable, however certain

restrictions have been placed on evening sessions:

o Evening sessions will only be scheduled where available daytime space is limited

An individual student will have no more than two (2) examinations in one day;

Examinations will not be scheduled on Sundays or public holidays;

A report from UCIC's student management system, NAVIGATE, will indicate if any students are scheduled to attend two or more examinations or classes at any one time. The student(s) involved will be sent a message through the Moodle message system advising of the new time to

sit the conflicting exam. Students who still have an examinational clash should fill in the “Exam Timetable Clash” form.

1.2 Official Examination Period

UCIC will schedule all end of semester examinations within the official examination period. The official examination period operates from Saturday, Week 13 to Saturday, Week 14.

1.3 Publication of the Examination Timetable

The final examination timetable will be published in Week 9 of each Semester. The timetable will

appear on the Moodle website and will be placed on the student noticeboard near the UCIC

reception. Once the final copy of the examination timetable has been published, timetable changes will occur only in exceptional circumstances. If the final examination timetable requires changes, the Student Administration Officer must communicate with each student enrolled in the course to advise them of the change to the timetable. This will be communicated by sending all students a

message detailing the change, through the Moodle message system.

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1.4 Deferred Examinations

A student may apply to be granted a deferred examination if he/she believes that his/her situation falls within the circumstances outlined in UCIC's Assessments Policy.

Deferred Final Examinations are conducted on the Monday and Wednesday of Orientation Week of the following semester, with both morning and afternoon sessions being held on both days.

Students will sit their deferred examination on Monday of Orientation Week if their

original examination was held on the first Saturday, Monday or Tuesday during the Official

Examination Period;

Students will sit their deferred examination on Wednesday of Orientation Week if their

original examination was held on Wednesday, Thursday, Friday or the second Saturday

during the Official Examination Period.

When timetabling deferred examinations, UCIC will adopt the same criteria as utilised for the

standard examination grid.

2.0 Conduct During Examinations / Invigilation During examinations, students are expected to conduct themselves in an honest and ethical manner and in accordance with UCIC's standards for the conduct of examinations. Any form of behaviour that is in breach of these standards will be considered academic misconduct.

2.1 Student identification

Students must bring their current student identification card into the examination room and keep it displayed at all times.

2.2 Comply with directions Students must comply with all directions given by the examination invigilator and all instructions outlined on the examination material or displayed in the examination room. When requested, students must permit examination invigilators to inspect any material taken into an examination room.

A student's behaviour must not disturb, distract or adversely affect any other student.

2.3 Entering and leaving an examination room Students are not permitted to enter or leave an examination room unless instructed by an examination invigilator. A student is not permitted to leave an examination room:

In the first 30 minutes of the examination working time

In the last 15 minutes of working time

During the entire examination if the examination working time is 90 minutes or less.

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A student who arrives late but before 30 minutes of working time has elapsed will be permitted to undertake the examination. However, no additional working time will be allowed. Students will not be permitted to enter the examination room after this time.

2.4 Authorised material and devices Students are permitted to take into the examination room writing materials to enable them to complete their examination, including pens and pencils, rulers and white out. Students are not permitted to use shake up white out devices (such as liquid paper pens) and should endeavour to

use white out tape devices. The dictionary clause outlines the conditions under which dictionaries can be taken into an examination room. Students are also permitted to take into the examination room bottled water in a clear plastic container. Where a container has a label this must be removed prior to entering the examination room.

Students will also be permitted to take into the examination room any other materials approved for that examination.

2.5 Dictionaries Students are permitted to take into the examination room English dictionaries or language translation dictionaries (eg. English-Cantonese) except where an examination does not permit their

use. Dictionaries for a specific profession or related to a course of study (eg business or finance dictionary) are not permitted.

Dictionaries brought into an examination must be in book form, that is, electronic dictionaries are not allowed. Dictionaries must be unmarked, that is there must be no writing annotations or comments in the dictionary. Highlighting and/or underlining is also not permitted. Dictionaries must not have any material attached to them or inserted into pages. Personal identification details written in the dictionary such as a name and student number will be permitted.

2.6 Headwear

Students are not permitted to wear hats or other headwear during an examination. Students who are required to wear headwear for religious purposes are required to obtain a letter of permission from UCIC's Welfare Officer prior to the examination period. This letter of permission must be shown to examination invigilators at the examination venue. Students wearing the hijab do not

require a letter of permission.

2.7 Communication with others Upon entry to an examination room, a student will not communicate by word or otherwise with

any other person except the examination invigilator or examiner.

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2.8 Removal of papers A student will not remove any examination material from the examination room at any point in time. All examination papers and materials must be handed to an examination invigilator before

leaving the examination room.

2.9 Penalties

Students who are found to breach any of the above standards for examinations conduct may be found to have engaged in Academic Misconduct. Students who are found to have engaged in academic misconduct may have penalties implied as per those outlined in the UCIC’s policy for Academic Integrity.

2.10 Alternate Examination Sittings

Where, in exceptional circumstances beyond the student’s control, a student is unable to sit an examination at the scheduled time, the student may be granted an alternate examination sitting. An alternate examination sitting will be scheduled during the published examination period taking into account the circumstances of the student. If, through circumstances beyond the student's control, he/she is unable to attend the exam during the published examination period, the student should apply for a deferred examination.

Alternate examination sittings will only be approved in the following circumstances:

The student's individual timetable falls outside the timetabling guidelines

Religious convictions

Medical or compassionate grounds, such as confinement or surgery

Work commitments, beyond the student's control

Weddings (only in the case of a close relative where the relationship is supported by a

Statutory Declaration)

Competitive sporting event at state, national or international level

Military service An application for an alternate examination sitting must be in writing and be lodged at the UCIC Reception counter within 5 working days of the publication of the centrally scheduled examination timetable (Refer “Application for Alternative Exam Sitting” form). The application must be

accompanied by supporting documentary evidence. Applications for alternate examination sittings are approved by the Programme Manager.

Where a student undertakes an alternate examination sitting, the student is required to complete a Declaration to the effect that, in the situation of sitting prior to the normal scheduled examination time, they will not disclose the contents of the examination paper to any other student and, in the situation of sitting after the normal scheduled time, they have not been given information about

the contents of the examination paper by other students. Students who cannot sit examinations because of illness, accident, disability, bereavement or other compassionate circumstances may apply for a deferred examination, and should not normally apply for an alternate examination sitting.

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Applications for alternate examination sittings will not be approved for students unless they fall into one of the categories outlined above. For example, students who want to sit early so they can return home early will not be permitted to do so except on compassionate grounds when appropriate documentation is provided. All students are expected to be available for the full examination period. Booking a plane ticket prior to the end of the examination period is not considered an adequate reason for an alternate examination sitting.

All applicants will be notified of their outcomes via email within three working days of receipt of their application.

3.0 Documentation Required in Support of Alternate Examination Sittings

3.1 Medical or compassionate grounds, such as planned confinement or

surgery

A letter from a registered medical practitioner must be submitted stating why it is not possible to

sit the examination on its scheduled date

3.2 Non-medical grounds

Work commitments beyond a student's control - a letter must be submitted

from the employer (on company letterhead) indicating why it is not possible to sit the

examination on its scheduled date

Competitive sporting event at state, national or international level - a letter must be

submitted from your sporting body (on the sporting body's letterhead) verifying involvement

in a state, national, or international sporting event

Wedding - this will only be approved in the case of a close relative. A certified copy or

an original of an invitation to the wedding and a Statutory Declaration confirming the

relationship to those being married

The exam timetable requires a particular student to be present at two (or more) exams at

one time - no additional documentation is required, but it must be explained which courses

are clashing on the Application for Alternate Examination Sitting form.

Religious convictions - a letter must be submitted from the religious leader (on letterhead)

Military Service - a letter must be submitted on appropriate letterhead It should be noted that these lists of documentation are not exhaustive. The onus is on the student to supply appropriate evidence supporting the circumstances which require an alternate examination sitting.

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Policy Title Examinations Policy

Policy Owners Academic Manager

Contact Persons Academic Manager

Key Stakeholders UCIC students and staff

Approval Body UCIC Academic Board of Studies Meeting date approved

14/02/2017

Relevant Legislation The Code of Practice for the Pastoral Care of International Students - Tertiary (revised 2013), and the Private Training Establishment Registration Rules 2013 under section 253 of the Education Act 1989

Related Policies Assessments Policy

Related Guidelines N/A

File information

File number

N/A

Version number

V1.1

Date Effective

14/02/2017

Next Review Date

June 2017

Version 1.1 Approved

By:

College Director and Principal, UC International College