The following are excerpts from the Senate Regulations governing Examination Procedures. A booklet containing a more complete version of these regulations may be obtained from the Registrar's Office or from the office of the Dean in each Faculty. Specific regulations pertaining to each Faculty may be found in the individual Faculty program sections of this Calendar.
Standard Practices with Respect to Illness
Illness may constitute an acceptable reason for not writing an examination. Students who miss examinations because of illness should so inform their instructors and provide a medical certificate documenting the precise period of absence and the nature of the illness. Where circumstances warrant special consideration, instructors may submit an AEG grade or a passing mark based solely on term work, or arrange for a deferred examination.
A student who becomes ill during the writing of an examination and is unable to continue should ensure, before leaving the site of the examination, that the officer in charge is notified of the situation. In addition, the student should notify the course instructor and supply proper medical documentation as soon as possible thereafter.
If a student completes an examination, even though he/she is ill, the subsequent grade obtained in the course must normally stand. Subsequent petitions on the grounds of illness may be considered if accompanied by proper medical documentation and submitted as soon as possible after the examination to the course instructor or to the Registrar's Office as required by Faculty regulations. The student's Department or Faculty may take the illness into consideration, and possibly alter academic decisions regarding eligibility to continue in the student's program of study, but the mark may not normally be altered on the student's official record.
Each term the formal lecture period, as defined by the dates shown on the Academic Calendar, normally ends two or three days before final examinations begin. The periods between the end of the formal lecture period and the beginning of final examinations shall be ones in which no instructor shall be permitted to administer, and no student shall be required to sit for, examinations, tests or lectures.
No instructor shall be permitted to administer, and no student shall be required to sit for, final examinations during the formal lecture period. Final examinations shall be interpreted in the ordinary sense of the word, usually covering all, or a very substantial portion of, the material dealt with in one academic term or year.
Any unresolved disputes between an instructor and student concerning an interpretation of whether an exam should be regarded as a "final examination" will be decided by the appropriate Associate Dean(s).
If an instructor schedules a final examination during the formal examination period outside the time period 8:30 a.m. - 10:00 p.m., Monday through Saturday inclusive, suitable alternative time arrangements must be provided by the instructor, within the same Monday-Saturday time period, for any students who request such an alternative time. In the event of a general or major emergency, explicit University procedures will be available to allow for rescheduling of final examinations.
Other Tests and Examinations
Instructors are encouraged to hold other tests or examinations during the regularly scheduled class times for their courses. An instructor who chooses to schedule a test or examination to be held outside of, or to extend beyond, the regularly scheduled class time will be required to provide suitable alternative time arrangements for any students with legitimate conflicts.
Normally instructors may not hold major term tests in the last five teaching days of the lecture schedule in any term. Major term tests are those which account for more than 25% of the final course grade. Exceptions to the above must be approved in advance by the instructor's Department Chair and the Associate Dean (Undergraduate) of the Faculty concerned.
Requests for an Alternative Final Examination Time
A student requesting an alternative time for a final examination will be granted that request only in exceptional circumstances. Such circumstances include illness (with medical certificate) or other mitigating circumstances outside the control of the student. Elective arrangements (such as travel plans) are not considered acceptable grounds for granting an alternative examination time.
The decision whether to grant a student's request for an alternative examination time lies with the instructor of the course concerned as does the responsibility for making the alternative arrangements.
This policy may also be applied at the discretion of the instructor to tests and examinations other than final examinations.
Religious Holidays/Examination Schedule
The University acknowledges that, due to the pluralistic nature of the University community, some students may on religious grounds require alternative times to write examinations and tests. Accordingly, a student who requires an alternative examination or test time on religious grounds should consult with the Associate Dean of the Faculty offering the course regarding alternative arrangements. Such a request should be made within one week of the announcement of the test or examination date. For students in courses taught at the Church Colleges, the responsibilities of the Associate Dean in these procedures are exercised by the Dean of the College (or Head in cases where there is no Dean).
Student Access to Final Examination Papers
For many courses final examinations are a major component of student assessment and often contribute substantially to the final grade awarded. In addition, final examinations may serve an important educational purpose in indicating to students what, and how well, they have learned in the course. A course instructor may choose to use a final examination for one or both of these objectives.
The instructor may informally review the final examination paper with a student who requests it but not before the term grade reports are issued. Although this is not mandatory, instructors are encouraged to follow this practice. Where such an informal review process cannot be arranged, the following procedure is available to any student who wishes to obtain access to his or her final examination papers:
In this policy statement 'final examination paper' means the final examination question paper and the paper submitted by the student.
Retention of Examination Answer Papers
Students' answer papers related to mid-term examinations and final examinations are to be retained by the faculty member or instructor for the period of one year. After one year, they are routinely destroyed by shredding or other acceptable disposal methods.
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