assessment policy and procedure (higher education coursework) assessment policy and procedure...

Assessment Policy and Procedure (Higher Education Coursework) Effective Date: 28/02/2017 Reference Number/Code: 3042 of 22

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ASSESSMENT POLICY AND PROCEDURE (HIGHER EDUCATION COURSEWORK)

CONTENTS 1 PURPOSE ............................................................................................................................................................... 1 2 SCOPE .................................................................................................................................................................... 2 3 POLICY STATEMENT ............................................................................................................................................. 2 4 ASSESSMENT PROCEDURE ................................................................................................................................ 3

Arrangements for students with a disability ............................................................................................................. 3 Assessment tasks .................................................................................................................................................... 3 Assessment timelines .............................................................................................................................................. 4 Marking .................................................................................................................................................................... 4 Assessment feedback.............................................................................................................................................. 5 Publishing grades .................................................................................................................................................... 5 Special assessment tasks ....................................................................................................................................... 5 Time extensions for submitting assessment tasks .................................................................................................. 6 Reviews and appeals............................................................................................................................................... 8

5 EXAM PROCEDURE............................................................................................................................................... 8 Exam centres ........................................................................................................................................................... 8 University unable to hold an exam .......................................................................................................................... 9 Exam attendance ..................................................................................................................................................... 9 Exam room entry and exit rules ............................................................................................................................... 9 Materials allowed or restricted in exams ............................................................................................................... 10 Student conduct during exams .............................................................................................................................. 11 Student illness before or during exams ................................................................................................................. 12 Deferred exams ..................................................................................................................................................... 12 Procedure for deferred and supplementary exams ............................................................................................... 15 Viewing exam scripts ............................................................................................................................................. 15 Past exam papers .................................................................................................................................................. 15

6 RESPONSIBILITIES .............................................................................................................................................. 16 Compliance, monitoring and review ...................................................................................................................... 16 Reporting ............................................................................................................................................................... 16 Records management ........................................................................................................................................... 16

7 DEFINITIONS ........................................................................................................................................................ 16 8 RELATED LEGISLATION AND DOCUMENTS .................................................................................................... 16 9 FEEDBACK ........................................................................................................................................................... 17 10 APPROVAL AND REVIEW DETAILS ................................................................................................................... 17 11 APPENDICES ........................................................................................................................................................ 18

Appendix A: Exam administrative procedure (for staff) ......................................................................................... 18 Appendix B: Exam instructions to students (for invigilators) ................................................................................. 21

1 PURPOSE 1.1 This policy and procedure sets out:

a) governing principles staff are to apply when designing, implementing and reviewing assessment, and making decisions relating to student assessment, and

b) mandatory procedures for assessing the work of students enrolled in coursework units, including examinations (exams).



2 SCOPE 2.1 This document applies to:

a) assessment and examination of assessable work undertaken by students enrolled in enabling, undergraduate and postgraduate coursework units offered by CQUniversity

b) students, University staff, and people contracted by CQUniversity who are responsible for assessment-related activities, including teaching and administration.

2.2 This document does not apply to:

a) informal exams (tests) managed by schools

b) assessment of honours or higher degree theses

c) assessment in diplomas, advanced diplomas, graduate certificates and graduate diplomas issued as vocational education and training (VET) qualifications, or

d) assessment in ELICOS1 and professional development units. 3 POLICY STATEMENT 3.1 Assessment must meet the standards required under the Australian Qualifications Framework and tertiary

education legislation, including the Tertiary Education Quality Standards Agency (TEQSA) Act 2011. 3.2 Assessment must meet the University’s standards in this policy and procedure, and those in all CQUniversity

assessment-related policies, including the Learning, Teaching and Assessment Framework Policy. 3.3 Assessment must aim to enable students to achieve the academic standards expected by the University and

its community including employers and the professions. 3.4 Assessment must achieve its intended purpose and be a valid, reliable basis for evaluating student

achievement, performance or other competency. 3.5 Assessment practice and decision-making must aim to be fair, equitable, consistent and transparent. 3.6 Assessment tasks must align with learning goals, learning activities and learning outcomes, and provide

evidence of a student’s achievement of the learning outcomes set out in the Unit Profile required for every unit of a course.

3.7 Students must be provided with a clear understanding of academic expectations for each assessment task

they are required to complete. 3.8 Students must be given timely, constructive feedback on their work to support their progress toward

achieving the learning outcomes for their unit and course. 3.9 The total assessment workload required of students must be proportionate with the unit’s weighting. 3.10 Grades and results must be applied consistently in accordance with the University’s Grades and Results

Procedure and with reference to assessment criteria published in the Unit Profile. 3.11 Assessment must be moderated in accordance with the University’s Moderation of Assessment Procedure to

maintain academic standards across the University and comparability of results between students. 3.12 Assessment practices must aim to be inclusive and to support equity and disability principles, catering for

individual and group diversity. 3.13 Reasonable adjustments for students with a disability are made in accordance with CQUniversity’s Disability

Policy and Disability Support Procedure – Students and the Australian Government’s Disability Standards for Education 2005.

1 ELICOS means English language intensive courses for overseas students.

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4 ASSESSMENT PROCEDURE Arrangements for students with a disability 4.1 Where possible, the University makes reasonable adjustments to the learning and physical environment to

enable a student to participate in learning and assessment experiences on the same basis as a student without a disability. The Inclusion and Accessibility Service contacts students, who identify themselves with a disability, on enrolment to discuss students’ needs and provide information about student support and services.

4.2 To register for support, students must complete and submit an Inclusion and Accessibility Student

Registration Form/Treating Health Professional Report, with supporting medical documents. This registration form is available to students from the Student Experience Directorate or the Student Forms website. For more information, students may also email the Inclusion and Accessibility Service on [email protected].

Assessment tasks 4.3 A clear statement of the unit learning outcomes must be included in the Unit Profile. 4.4 Each assessment task is aligned with one or more of the relevant learning outcomes and graduate attributes

of the unit and course. 4.5 The same learning outcome is not assessed more than twice in a unit. 4.6 The relationship between learning outcomes and assessment tasks is made clear to students in the Unit

Profile. 4.7 The criteria against which an assessment will be measured are clearly set out in the Unit Profile with the

following details:

a) assessment task weightings

b) pass/fail components

c) specified passing criteria in terms of minimum performance or marks

d) due dates and dates for return of work to students

e) exam conditions (open/closed book, materials, etc.)

f) assessment specifications (maximum length, presentation format, etc.) and any penalties for not complying with the specifications

g) required reference style to be used for all assessment tasks

h) details on how assigned group work and peer assessment will operate, including the outcome of demonstrated plagiarism by an individual student working on a group assessment task.

4.8 Changes to the nature and scope of any assessment task published in the Unit Profile during a study period

requires:

a) the relevant Coursework Committee’s endorsement

b) agreement of the students enrolled in the unit

c) communication by email, or other form of writing, to all students enrolled in the unit in time for them to prepare for the change so they are not disadvantaged, and

d) communication to staff with assessment responsibilities. 4.9 Once the Unit Profile has been made available to students, assessment tasks must not be changed unless

this is necessary for the integrity of assessment, or due to unforeseen circumstances. Changes must not be made unless they are approved by the Pro Vice-Chancellor (Learning and Teaching) or equivalent manager.

4.10 Where assessment is subject to negotiation with students, the process must be described in the Unit Profile

and written notice of any negotiated change must be given to staff and students by a specified date.

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4.11 The combined assessment for the unit is proportionate to the units of credit and appropriate to the level of the course (first year, undergraduate, postgraduate).

4.12 Wherever possible, students must have an opportunity to practise or experience each type of assessment

task that is used in the final (summative) assessment for the unit, and assessment tasks will cover a range of tasks that collectively test unit learning outcomes.

4.13 Where assessment includes a formal (invigilated) exam, only one formal exam no more than three hours in

length may be scheduled. 4.14 A formal exam cannot constitute more than 70 percent of the assessment marks for the unit. 4.15 In addition to a formal exam, a unit may include a mid-term informal exam or other tests, which are managed

by the relevant School. Assessment timelines 4.16 Assessments deadlines are timed to take account of other academic demands on student time wherever

possible (e.g. other assessments in the unit, requirements of other units). 4.17 Students are given reasonable time to submit an assessment task, taking into consideration availability of

materials and reference texts and practical or technical difficulties likely to be/that may be encountered. 4.18 Due dates for summative assessment tasks cannot be earlier than the last day for enrolling. 4.19 Students must receive feedback on assessment tasks allowing time for students to benefit from the feedback

and to receive academic support before the next assessment task must be submitted. Ideally, students will be given initial feedback before Census Date.

Marking 4.20 Units may be graded or non-graded. Non-graded units are marked on a pass/fail basis. Graded units may

have some non-graded (pass/fail) assessment tasks. 4.21 In a pass/fail unit, students who fail a single assessment or who fail a pass/fail component of a graded unit

will be deemed to have failed that unit. 4.22 A criterion-referenced approach is used for assessing all assessment tasks, including exams. 4.23 Assessment tasks other than exams must be marked according to the published assessment criteria (e.g.

descriptors of standards to be achieved, grade descriptors, marking guides and weightings of criteria, as appropriate), including referencing, provided to students in the Unit Profile.

4.24 Individual assessments may be marked either on a numerical scale (e.g. as a percentage, or out of a fixed

number of marks) or on a graded scale. 4.25 Negative marking will not be used to deduct marks for errors or mistakes. 4.26 Where numerical marks are used for individual assessments, they must be included as part of the feedback

to students on assessments. It is not acceptable to conceal numerical marks for individual assessments behind a grade. Similarly, where marks are used to compute the overall percentage, with appropriate weightings specified in the Unit Profile, the overall percentage will be made available to students through the Moodle Gradebook at Certification of Grades.

4.27 Marks allocated to each assessment task in graded units are proportionate to the work expected for its

successful achievement, with due regard to the units of credit and level of the unit. 4.28 If students are required to achieve a minimum passing result for an assessment task to pass the unit, the

minimum mark or performance requirement must be clearly stated in the Unit Profile. It is not permissible to state “students must submit all assessments”, since this does not require a minimum result for submitted work and is educationally indefensible.



4.29 Academic decisions, particularly those with potentially adverse implications for student progress (e.g. failure

to satisfy academic standards), must be supported by documented evidence. Any documents additional to comments on an assignment or exam script must be placed on the relevant student file in the University’s records management system.

Assessment feedback 4.30 Feedback related to the assessment criteria may be provided individually or to a group. Feedback must also

be sufficiently detailed to identify strengths and deficiencies, and suggest how performance can be improved without discouraging self-reliance in learning and assessment.

4.31 The unit Moodle site may be used to provide a brief summary (e.g. report, video, audio) of overall exam

performance of a student cohort or as feedback (e.g. a brief report outlining where the student cohort excelled/underperformed in an exam and what was required for a satisfactory performance).

4.32 Feedback to students includes access to their own work, including copies of exam scripts and other relevant

assessment material. 4.33 Staff and student feedback on assessment tasks must be considered for possible incorporation into learning

and teaching strategies and future assessments, including annual unit and course enhancement reports. 4.34 Students undertaking work-integrated learning activities, such as placements, must receive regular and

constructive feedback about their performance from the Unit Coordinator or the designated University Placement Coordinator/Supervisor and/or the supervising professional in the workplace.

4.35 Students can discuss their result or mark with their lecturer following feedback to prepare further assessment

tasks. 4.36 Where early or formative assessment or review indicates that students are at risk of failing a unit, Unit

Coordinators must refer students as early as practicable to appropriate academic or other support services.

Publishing grades 4.37 Marks and/or grades for assessments released to students before Certification of Grades are provisional,

and are subject to moderation and confirmation through the relevant assessment committee meetings. 4.38 No exam marks will be released until after moderation and Certification of Grades. 4.39 Final grades will be published on the Certification of Grades date each term. 4.40 Deferred/supplementary assessment exam grades must be finalised by the deferred/supplementary exam

release date each term. 4.41 Grades and results are detailed in the University’s Grades and Results Procedure. 4.42 The University’s Moderation of Assessment Procedure ensures comparability of assessment results within

and across campuses/teaching sites and delivery modes. Special assessment tasks 4.43 In exceptional circumstances, to achieve a valid and reliable assessment or to ensure students are not

disadvantaged, the School may recommend to the Pro Vice-Chancellor (Learning and Teaching) that a special assessment be conducted for a student or group of students.

4.44 A special assessment task must be identical or demonstrably similar to the initial assessment. 4.45 Criteria for a special assessment will be provided in writing to staff and students and must be consistent with

the criteria applied to the initial assessment.





4.46 The outcome of a special assessment will be an interim result or a final grade as set out in the Grades and Results Procedure.

4.47 Students cannot apply for special assessment.

Time extensions for submitting assessment tasks Requesting time extensions 4.48 Students unable to submit assessment tasks by the specified due date may request an extension of the

assessment due date (not applicable to formal exams) on the grounds of medical, personal, family, work-related or any other adverse and/or unforeseen circumstances. Extensions will be granted for up to a maximum of four weeks after the original due date. Students requiring longer are advised to apply for withdrawal without academic and financial penalty.

4.49 Students may be granted an extension for up to a maximum of 14 consecutive days, normally with the

approval of the Unit Coordinator. Only in exceptional circumstances, the University may grant an extension beyond 14 consecutive days, with the approval of the Deputy Dean (Learning and Teaching) or equivalent manager.

4.50 Students must request extensions in writing through the Assignment Extension Service, accessed via the

unit Moodle site, and must provide supporting documents. 4.51 In some units with major assessment tasks (e.g. end-of-unit ‘take home’ papers that are used instead of a

formal exam), requests for an extension may be granted with the approval of the Deputy Dean (Learning and Teaching) or equivalent manager. Such tasks will also be subject to section 4.60 below.

4.52 In some units with a placement component, students on placement who are granted an extension for a

medical or allied health reason may be removed from their placement until a medical clearance has been approved.

Medical or allied health reasons for extension requests 4.53 A required medical or health-related certificate ‘in the approved form’ meets all of the following criteria:

a) is a document provided and signed by a registered medical, dental, psychological or allied health practitioner (not practitioners of alternative medicine, naturopaths, herbalists unless they are registered practitioners)

b) has a registered provider number or the practitioner’s professional association registration number on the document or an equivalent means or certification for a country other than Australia

c) states the date on which the student was examined and the nature, severity and duration of the complaint

d) states whether the student was affected by the complaint on the day of the assessment task

e) provides the medical or allied health practitioner’s opinion of the effect of the complaint on the student’s ability to undertake the assessment task. The University may not accept certificates that appear to rely on statements by the patient (e.g. “the patient states that…” or “according to the patient…”)

f) contains sufficient evidence to enable an informed decision regarding the application. Non-specific statements that are not acceptable include but are not limited to the following: “the student is not fit for duty” and “the student is suffering from a medical condition or illness”. A statement that “the patient is, in my opinion, suffering from a medical condition, the exact nature of which I cannot divulge for reasons of patient privacy” would be acceptable, and,

g) is dated on or before the assessment task due date. Only in exceptional circumstances will retrospective medical or health-related certificates be accepted.

Compassionate and other reasons for extension requests 4.54 Applications based on exceptional circumstances involving compassionate reasons, misadventure or other

exceptional circumstances beyond the student’s control, and where the circumstances are not within the range of normal risk, must include sufficient written evidence from an independent person to corroborate the





facts and circumstances claimed by the student to support their application. The terms ‘misadventure’ and ‘normal risk’ are defined in sections 5.50 and 5.51, respectively.

Extension request timelines and late penalties 4.55 To be considered for an extension without academic penalty, extension requests and supporting documents

must be submitted via the Assignment Extension Service before or on the assessment due date. Students who make a request by phone must follow-up immediately with a written request.

4.56 Submitting a request does not guarantee an extension will be granted. Students must make all reasonable

efforts to submit the assessment by or as soon as possible after the due date, where possible. To receive a decision before the assessment due date, students must submit their request as early as possible before that time.

4.57 Students may submit an extension without academic penalty request up to five consecutive days after the

assessment due date and may be granted an extension. However, the student must establish a sound reason for not requesting an extension before or on the due date, otherwise a penalty may be applied.

4.58 If a student does not submit an extension request or does not give sound reasons for a late request, a

penalty of five percent (or equivalent) of the total available marks for the assessment will be deducted for each calendar day (full or part) the assessment task is overdue.

4.59 If a student requests an extension after the due date and the request is accepted, a lesser penalty will

normally apply in accordance with the relevant School’s procedure. 4.60 For some assessments, it may not be appropriate to apply a late penalty. Such assessments will receive a

mark of zero if not completed by/on the specified date. Examples are:

a) weekly online tests worth a small proportion of the unit mark, or

b) online quizzes where answers are released to students on completion, or

c) professional assessment tasks, where the intention is to create an authentic assessment that has an absolute submission date, or

d) take-home papers that are assessed during a defined time period,

e) pass/fail assessment tasks. 4.61 Where no late submission is allowed, this must be stated in the Task Description component of the

Assessment Task section of the Unit Profile so that this is clear to students taking the unit. 4.62 In non-graded (pass/fail) units, all assessment tasks must be submitted by the due date. Students who fail a

single assessment task in a pass/fail unit, or who fail a pass/fail component of a graded unit will be deemed to have failed that unit.

Deciding extension requests 4.63 The Deputy Dean (Learning and Teaching) or equivalent manager is responsible for deciding whether or not

to grant extension requests and apply late penalties but may delegate this authority to other staff (e.g. Unit Coordinators, specified staff on metropolitan campuses and any offshore operations) in accordance with the relevant School’s procedure.

4.64 Assessment extension requests and late penalties will be decided with reference to the following:

a) the extension request is in writing and includes sufficient details, such as relevant grounds and supporting documents, to enable an informed decision

b) when the extension request was received by the School and, if received after the assessment due date, the reasons given by the student for its lateness, and/or

c) any other relevant circumstances. 4.65 Within five working days of receiving the written request, the Deputy Dean (Learning and Teaching) or

equivalent manager (or their nominee) will respond to the student and inform them of either the extension



period (up to a maximum of 14 consecutive days) and the late penalty, if applicable, or inform the student of the non-compliance of documents and request additional supporting documents. In exceptional circumstances, the relevant Deputy Dean (Learning and Teaching) or equivalent manager may consider extension requests beyond 14 consecutive days.

4.66 Decisions regarding extension requests and late penalties are recorded in writing by the decision-maker in

accordance with the School’s procedure. 4.67 Students who have submitted an extension request that was not granted have one opportunity to request the

decision be reviewed by a more senior decision-maker, e.g. Deputy Dean (Learning and Teaching) or equivalent manager or Dean of School, if students reasonably believe the decision process to have been flawed and unfair.

4.68 A decision will be reviewed only when the student requested an extension in accordance with this policy and

the student requests the review in writing to the Deputy Dean (Learning and Teaching) or equivalent manager within five working days of receiving the decision. Reasons why a review is requested must be clearly stated. It is not sufficient to claim that the decision was unfair without giving reasons to substantiate the claim.

Reviews and appeals 4.69 A student may apply for a review of a grade as set out in the Review of Grade Procedure on the

CQUniversity policy website. 4.70 Students may appeal against academic decisions in accordance with the Academic Appeals Procedure on

the CQUniversity policy website. 5 EXAM PROCEDURE Exam centres 5.1 Exams may be held at CQUniversity campuses or at external exam centres. 5.2 On-campus students (defined by their attendance mode) must attend exams at their campus of enrolment,

except in exceptional circumstances beyond the student’s control (e.g. subpoenaed to appear in court). 5.3 Students may select an exam centre via CQUcentral. Students unable to access CQUcentral must contact

the Student Advice Team to allocate an exam centre. 5.4 Students with a residential address more than 150 km from an exam centre must nominate a new centre by

completing a Create an Exam Centre Nomination Form, available on the Student Forms website. 5.5 Students must ensure their exam centre is correct in their personalised exam schedule in CQUcentral and

finalise any changes to their exam centre selection six weeks before the exam period begins. 5.6 In exceptional circumstances, the Examinations Section will endeavour to change exam centre selections

outside this deadline. However, all changes must be finalised 14 days before the scheduled exam period begins.

5.7 International students, who hold a scholarship with conditions requiring them to attend exams at their

campus of enrolment, are not allowed to change their exam centre. 5.8 Students, unable to attend a scheduled exam due to employment demands requiring their temporary

relocation at the time of an exam, may apply to attend an exam at the scheduled time at another university or established CQUniversity external exam centre.

5.9 Students seeking to attend a scheduled exam at a different location must apply in writing via the

Examinations Enquiry e-form available on the Student Forms website. Students must submit their application more than 14 working days before the scheduled exam date. Subsequently, students will be required to provide supporting documents.



https://handbook.cqu.edu.au/survey/surveys/response/52804229-3730-4238-8627-02abc0a8141b

https://handbook.cqu.edu.au/eforms/index



University unable to hold an exam 5.10 If CQUniversity is unable to hold a timetabled exam, a rescheduled exam will be undertaken during the same

exam period using a different exam paper. 5.11 If an exam cannot be undertaken in the same exam period, the exam will be moved into the deferred exam

period using a different exam paper. The relevant Deputy Dean (Learning and Teaching) or equivalent manager has authority to make such changes.

Exam attendance 5.12 Students must attend their exam at the scheduled date and time. Requests to attend earlier or later will be

refused except in exceptional circumstances beyond the student’s control (e.g. subpoenaed to appear in court).

5.13 Before entering an exam room, students must decide if they are well enough to attend the exam. If students

believe they are not well enough, they may apply for a deferred exam based on medical or allied health grounds (see the Deferred Exam section below).

5.14 Students who arrange marriage or any other ceremonies, vacations or personal/family occasions that

coincide with formal exam periods will not be granted a deferred exam. Students are responsible for checking the University's Calendar of Principal Dates and the final exam timetable, and making arrangements for personal occasions so they can attend their exams at the specified time.

5.15 Draft and final exam timetables are published on the CQUniversity Timetable website for staff, and in

students’ personalised exam schedules in CQUcentral. 5.16 Students must check their own personalised exam timetable in CQUcentral and read all information given

regarding their exams. Students are responsible for knowing the date, time and location of their exams. 5.17 Students who inadvertently rely on draft exam timetable dates and times will not be granted a deferred

exam. 5.18 Misreading an exam timetable or missing an exam by arriving more than 30 minutes after the scheduled

exam start time will not be grounds for a deferred exam. 5.19 Students who have requested late enrolment changes and are unaware of their exam eligibility must contact

the Examinations Section no later than two weeks before the exam period begins. Exam room entry and exit rules 5.20 Students must have current photo identification (e.g. CQUniversity student identification card, driver’s license

or passport card) to enter an exam room. Students with no photo identification must report to Campus Reception/Administration Building or equivalent to be certified as a current student before they will be allowed to enter an exam room.

5.21 Students are deemed and recorded as having attended an exam if they enter an exam room. Students who

enter an exam room and have made an error in the scheduled date, time and location of their exam are allowed to leave without being recorded as having attended the exam.

5.22 Students are not allowed to attend an exam other than at the scheduled date, time and location without prior

approval from the Deputy Director, Student Governance. Invigilators must contact the Examinations Section immediately or advise the student to do so.

5.23 Students are given an attendee card at each exam, which they must retain as evidence of exam attendance. 5.24 Students must arrive at the exam room 30 minutes before the exam start time to allow for 15 minutes

settling-in time and 15 minutes perusal time. All formal exams are structured using the following timelines.



Formal exam timelines

Exam opening time Scheduled exam opening time Students may enter exam room

Settling-in period 15 minutes

Perusal time 15 minutes

Exam start time At end of perusal time Students begin writing exam

Late arrivals up to 30 minutes after exam start time

Students may enter the exam room up to 30 minutes after exam start time. They must report to the Invigilator and provide a reason for being late. The Invigilator records the details in an incident report.

Arrivals later than 30 minutes after exam start time

Students who arrive later than 30 minutes after the exam start time: • are not allowed to enter the exam room, and • will not be eligible for a deferred exam due to factors within their

control, such as misreading the exam time or schedule or poor planning to ensure they arrive on time.

The Invigilator records in an incident report details of students disallowed late entry to the exam room.

5.25 Students may not leave the exam room until 60 minutes after the exam start time. Students who need to

leave early due to illness must report this to the Invigilator who records the details in an incident report. If possible, the student co-signs the incident report.

Materials allowed or restricted in exams 5.26 In an exam, all students are allowed to use one hardcopy unannotated concise direct-translation bilingual

dictionary that is not a photocopy. ‘Unannotated’ means that the dictionary does not contain any handwritten or typed notes. However, students are not given extra time to use dictionaries in exams.

5.27 Any other type of dictionary or material that is allowed must be specified by the Unit Coordinator in the Unit

Profile and in the exam instructions. 5.28 The following dictionaries are not allowed:

a) standard English dictionaries or thesauruses

b) translation dictionaries with extensive interpretation or advanced level translation dictionaries (unless specifically authorised by the Unit Coordinator in the exam instructions)

c) annotated dictionaries of any kind

d) electronic dictionaries of any kind

e) translation dictionaries in a language relevant to a student’s enrolment in a foreign language unit/course. 5.29 Unless allowed in the Unit Profile and specified in the exam instructions, a student must not take any item

into the exam room that could advantage them or any other student. Examples include but are not limited to:

a) dictionaries other than one hardcopy unannotated concise direct-translation bilingual dictionary (see section 5.26)

b) books or e-books

c) calculators

d) mobile phones, android devices, MP3 devices, tablets, e-readers, computers, personal digital assistants (PDAs), multi-function watches or other electronic devices capable of circumventing the exam process.

5.30 If the Unit Coordinator allows students to use a calculator in the exam, the calculator:

a) must be hand-held, silent, non-communicable and internally powered



b) may be checked by the examiners and invigilators

c) cannot be used during perusal time. 5.31 Students are allowed to bring the following items into an exam room, and must keep possession of them:

a) basic writing materials and other authorised materials included in the exam instructions on the exam paper’s front page

b) photo identification, and

c) plain drinking water in a clear, non-labelled container. 5.32 Students are given one sheet of rough paper with other prescribed materials in an exam, and are given more

rough paper on request. The Invigilator collects and accounts for all used rough paper and other exam materials at the end of an exam. Rough paper is not marked by the assessor.

Student conduct during exams 5.33 Students must follow the Invigilator’s instructions at all times, including instructions to surrender unauthorised

materials for an exam’s duration. Students who do not follow exam instructions may forfeit marks.

5.34 During perusal time, students are not allowed to use a calculator or write in exam booklets, but may:

a) complete attendance cards

b) fill in the details required on the front cover of exam booklets

c) write notes on rough paper supplied

d) in an open book exam, read an authorised textbook or other allowed material. 5.35 Students must not begin writing answers until instructed by the Invigilator. 5.36 Students must stop writing when instructed by the Invigilator. 5.37 At the end of an exam, students must remain seated until all exam booklets have been collected. 5.38 Students must raise their hand if they need the Invigilator’s assistance for any reason, including illness or to

request permission to leave an exam room. 5.39 Students must write clearly and legibly in English. 5.40 Students must not:

a) keep mobile phones or other unauthorised material, e.g. bags, books, notes and electronic devices, in their possession. (These must be stored at the student’s risk in an area designated by the Invigilator.)

b) eat or smoke

c) wear headwear unless it has religious or cultural relevance

d) breach exam security by talking, looking at other students or their written materials, passing notes or communicating in any way with other students

e) lend or borrow any authorised exam materials to other students in an exam room. 5.41 Before leaving an exam room, students must:

a) complete the front of their exam answer booklets and write their name and student number on all exam materials to be submitted for marking, and

b) retain their attendee card as proof of exam attendance. 5.42 Students caught in an exam possessing or using materials or devices not authorised in the exam instructions

or allowed by this policy will have the materials or devices confiscated. Students will be reported for suspected academic misconduct and dealt with according to CQUniversity’s Academic Misconduct Procedure.





Student illness before or during exams 5.43 Students who are ill before an exam must contact Learning and Teaching Services staff for advice on the

preferred course of action, if medically possible. 5.44 Students who become seriously ill during an exam due to the sudden onset of a medical condition and are

unable to continue must notify the Invigilator, and should seek medical attention (see section 5.47). In these situations, students are recorded as having attended the exam. The Invigilator outlines the details in an incident report and submits it to the Unit Coordinator with the student’s exam script.

5.45 Students who leave an exam room without notifying the Invigilator of an illness will not be considered for a

deferred exam. 5.46 Deferred exams for students who are seriously ill during an exam will be considered only on the basis of the

Invigilator’s report documenting the incident, which should be co-signed by the student, where possible. Subject to approval, an opportunity for a deferred exam may be granted.

5.47 University staff may contact individual students for supplementary information and documents (e.g. medical

certificate) relating to the reported serious illness in an exam to assist in deciding whether the student is given an opportunity to attend a deferred exam.

5.48 Students who enter an exam room and who become seriously ill during an exam do not need to apply for a

deferred exam. The Deputy Dean (Learning and Teaching) or equivalent manager will decide these cases based on the Invigilator’s report and any supplementary information/documents.

Deferred exams Grounds for deferred exam applications 5.49 Students unable to attend a scheduled formal exam for a unit may apply for a deferred exam only on the

grounds of exceptional circumstances involving:

a) medical or allied health reasons, including disability, and/or

b) compassionate reasons, misadventure or other exceptional circumstances beyond the student’s control and the circumstances are not within the range of normal risk.

5.50 ‘Misadventure’ is an unexpected situation that is not part of the normal risk of academic studies,

employment, family or social life, is outside the student’s control to prevent or to overcome, and it is clear the misadventure disrupted previously satisfactory work. Misadventure does not include situations where students incorrectly rely on draft exam timetable dates and times or misread published exam times.

5.51 ‘Normal risk’ refers to risks/situations that average students could be expected to meet in their environment,

including but not limited to:

a) birthdays, holidays, weddings and any similar family or personal occasions

b) inability to cope with studies or adjust to family life

c) demands of employment (in themselves or as a consequence of promotion), including periods of pressure and being absent temporarily from one’s normal residence

d) tension with or between parents, spouses and other persons closely involved with the student

e) demands of sport, clubs (including CQUniversity clubs), all social activities and religious commitments, and

f) need for financial assistance. 5.52 Students who enter an exam room and who become seriously ill during an exam do not need to apply for a

deferred exam (see section 5.48 for more information). 5.53 Although CQUniversity may grant a deferred exam to its international students, the Australian Government,

not CQUniversity, decides student visa requirements. International students could breach their visa



requirements if they attend a deferred exam date beyond their visa period. Students must check their visa status with the relevant Australian Government authority.

Deferred exam application timelines 5.54 Students must submit their application for a deferred exam with supporting documents to the relevant Deputy

Dean (Learning and Teaching) or equivalent manager within five working days after the scheduled exam date. Supporting documents must provide sufficient information to support their application.

5.55 Students must submit a separate application (i.e. application form and supporting documents) for each unit

for which a deferred exam is sought. 5.56 Applications submitted later than five working days after the scheduled exam may be accepted by the

Deputy Dean (Learning and Teaching) or equivalent manager only if exceptional circumstances justify the late application.

5.57 Students who apply for a deferred exam before the scheduled exam date must contact the relevant Deputy

Dean (Learning and Teaching) or equivalent manager before the scheduled exam to find out the status of their application.

Applying for deferred exams on medical grounds 5.58 Applications for a deferred exam based on exceptional circumstances involving medical or allied health

reasons, including disability, must include both of the following:

a) a completed Application for Deferred Exam – Medical Form, and

b) a medical or health-related certificate in the approved form (defined below).

5.59 A ‘medical or health-related certificate in the approved form’ is one that meets all the following criteria, namely, it:

a) is a document that is provided and signed by a registered medical, dental, psychological or allied health practitioner (i.e. not practitioners of alternative medicine, naturopaths, herbalists, unless they are registered practitioners)

b) has the registered provider number or practitioner’s professional association registration number on the document, or an equivalent means of certification for a country other than Australia

c) states the date on which the student was examined and the nature, severity and duration of the complaint

d) states whether the student was affected by the complaint on the day of the exam

e) provides the medical or allied health practitioner’s opinion of the effect of the complaint on the student’s ability to undertake the exam. The University may not accept certificates that appear to rely on statements by the patient (e.g. “the patient states that…” or “according to the patient…”)

f) contains sufficient evidence to enable an informed decision regarding the application. Non-specific statements that are not acceptable include, but are not limited to, the following: “the student is not fit for duty” and “the student is suffering from a medical condition or illness”. A statement that “the patient is, in my opinion, suffering from a medical condition, the exact nature of which I cannot divulge for reasons of patient privacy, but which will be exacerbated if the patient attends an exam at this time” would be acceptable, and

g) is dated on or before the date of the exam. Only in exceptional circumstances will retrospective medical or health-related certificates be accepted.

5.60 The only grounds on which applications are granted are exceptional circumstances. Submission of a medical

or health-related certificate in the approved form is considered evidence to support an application, but does not in itself guarantee the application’s success.

Applying for deferred exams on compassionate grounds 5.61 Applications for a deferred exam based on exceptional circumstances involving compassionate reasons,

misadventure or other exceptional circumstances beyond the student’s control, and the circumstances are not within the range of normal risk, must include all of the following:



a) a completed Application for Deferred Exam – Other Form

b) a signed statutory declaration (on the reverse side of the form) to support the application, clearly stating the exceptional circumstance/s preventing/that prevented the student attending an exam during the standard exam period at the scheduled time and/or place, and

c) sufficient written evidence from an independent person to corroborate the facts and circumstances claimed by the student to support their application.

5.62 The relevant Deputy Dean (Learning and Teaching) or equivalent manager may not grant a deferred exam if

more timely notice of the difficulties would have enabled the student to attend the scheduled exam in the standard exam period.

5.63 Students seeking a deferred exam due to an unavoidable work commitment must obtain an official statement

to that effect from their employer and submit this with their application form and supporting documents. The employer must explain the exceptional nature of the work commitment and the student’s inability to attend the scheduled exam.

Deciding deferred exam applications 5.64 The relevant Deputy Dean (Learning and Teaching) or equivalent manager, responsible for the unit for which

a deferred exam is sought, is responsible for deciding applications for deferred exams unconditionally or on terms and conditions they consider appropriate to the circumstances of the case.

5.65 The decision whether or not to grant a deferred exam is based on all of the following:

a) a written application explaining the exceptional circumstances, or the Invigilator’s report for instances of serious illness in an exam

b) all supporting materials, and/or

c) any other relevant circumstances of the case, including but not limited to the following:

• whether the student has satisfactorily completed all other assessment tasks in the unit

• whether the student has the ability to pass the unit if the deferred exam is granted

• whether the student was able to attend other exams at or about the same date as the exam for which deferral is sought

• whether the student has a history of such applications. A student’s application will be refused after submitting applications in three prior terms. Application history will not apply in relation to completed units or in exceptional circumstances where there is an extremely strong case, supported by documentary evidence, regarding the severity of the student’s circumstance (e.g. chronic condition registered with the Inclusion and Accessibility Service and supported by a current medical certificate; an illness that requires hospitalisation; a subpoena to attend court or other compulsory commitment), and/or

• any other facts or circumstances relevant to deciding the application. 5.66 Applications based upon circumstances the relevant Deputy Dean (Learning and Teaching) or equivalent

manager deems to be normal risk will not be granted. 5.67 A decision on the application must be made within 10 working days after certification of standard exam

results or as soon as practicable thereafter. If circumstances delay the decision beyond 10 working days, the relevant Deputy Dean (Learning and Teaching) or equivalent manager must notify the applicant promptly and indicate the expected date by which the decision will be made.

5.68 Decisions regarding deferred exam applications are recorded in writing by the Deputy Dean (Learning and

Teaching) or equivalent manager in accordance with CQUniversity’s recording keeping procedure. 5.69 Students whose application is assessed and supporting documents are not compliant with this policy and

procedure will be asked to submit additional documents within 10 working days from the date additional information is requested.



5.70 Decisions by the relevant Deputy Dean (Learning and Teaching) or equivalent manager under this policy and procedure cannot be appealed except to CQUniversity’s Academic Appeals Committee in accordance with the Academic Appeals Procedure.

Procedure for deferred and supplementary exams 5.71 Students, whose application for a deferred or supplementary exam is granted, are given only one opportunity

to attend a deferred or supplementary exam. These students must attend the deferred or supplementary exam in the next deferred/supplementary exam period scheduled in the Academic Calendar.

5.72 Schools are responsible for informal exams (tests) outside the deferred/supplementary exam period. 5.73 The University’s normal grading system in the Grades and Results Procedure applies to deferred exam

assessment. The only grades that apply to supplementary exam assessment are ‘Pass’ or ‘Fail.’ 5.74 Students unable to attend the deferred or supplementary exam due to exceptional circumstances and who

meet the eligibility criteria for removal of financial liability must apply in accordance with CQUniversity’s Removal of Financial Liability Due to Special Circumstance Policy and Procedure.

5.75 Students can apply for removal of financial liability and for withdrawal without academic penalty in special

circumstances by completing the Application for Removal of Financial Liability Due to Special Circumstances Form, available on the Student Forms webpage.

5.76 Students whose grades/results are not finalised within 10 working days after Certification of Grades (e.g.

appeals, outstanding documents, decision pending) and who are deemed eligible for a deferred or supplementary exam, must attend the exam in the following term’s deferred/supplementary exam period scheduled in the Academic Calendar.

Viewing exam scripts 5.77 An exam script is a student’s written response under exam conditions to a formal assessment. Students can

view their exam scripts, but must submit a written request (e.g. email) to the relevant School Administration Office.

5.78 Students may view only their own exam script or a legible copy. CQUniversity reserves the right to supply a

legible copy of the exam script for viewing in place of the original. 5.79 If the request to view an exam script is required for a review of grade, the timelines in CQUniversity’s Review

of Grade Procedure must be adhered to. 5.80 Viewing scripts or copies of scripts must be directly supervised by a CQUniversity or partner organisation

staff member at the student’s campus of enrolment. For distance students (including those studying offshore) who are not close to a regional or metropolitan campus, the Unit Coordinator (or Dean of School’s nominee) will assist the student by phone, electronic means, or other agreed means, in lieu of the student viewing the script.

5.81 When viewing an exam script, only the student and a CQUniversity or partner organisation staff member

assigned to the viewing can be present. The marking of an exam script/copy is not discussed at this time. 5.82 When viewing an exam script, the student may take notes separately, but must not write on or deface the

exam script/copy. 5.83 Where exam results are disputed, or other administrative requirements such as pending legal action must be

dealt with, CQUniversity retains exam scripts until the matter is decided or available appeal avenues are exhausted.

Past exam papers 5.84 Individual exam papers must not be released to students or taken by students from the exam room at the

end of an exam. Access to past exam papers is available only to staff and students.




https://www.cqu.edu.au/student-life/new-students/student-forms/domestic-students/student-finance

https://www.cqu.edu.au/student-life/new-students/student-forms/domestic-students/student-finance





5.85 Past exam papers are published as online study resources. Students can access a maximum of three consecutive past exam papers for each unit by accessing the Student Handbook, selecting the relevant unit then selecting the Assessment Overview tab.

6 RESPONSIBILITIES Compliance, monitoring and review 6.1 Staff and students enrolled in award units are responsible for being informed on and following policy and

procedure relating to assessment. 6.2 Schools are responsible for ensuring this policy and procedure is implemented, for monitoring compliance,

maintaining academic standards, and reviewing data on grades and student success to assure quality in academic standards.

6.3 Academic staff are responsible for ensuring unit work is designed and student achievement is assessed in

line with this policy and procedure, and other related documents. 6.4 Academic Board and subordinate committees, in conjunction with the Pro Vice-Chancellor (Learning and

Teaching), are responsible for reviewing assessment practice and the effectiveness of this policy and procedure in maintaining the quality of learning and teaching, through course and unit review processes, student evaluations and data relating to appeals and complaints.

Reporting 6.5 Schools provide internal reports on student success rates in units, retention, course completions, student

evaluations, appeals and complaints to Academic Board and relevant CQUniversity managers. 6.6 CQUniversity provides statistical and other reports relating to assessment data to the Commonwealth

Department of Education and Training as required under legislation and funding agreements. Records management 6.7 Staff must maintain all records relevant to administering this policy and procedure in a recognised University

recordkeeping system. 7 DEFINITIONS 7.1 Terms not defined in this document may be in the University’s glossary. 8 RELATED LEGISLATION AND DOCUMENTS Legislation, standards and regulations Australian Qualifications Framework (AQF) Central Queensland University Act 1998 (Qld) Disability Standards for Education 2005 (Cwlth) Education Services for Overseas Students (ESOS) Act 2000 (Cwlth) Higher Education Standards Framework (Threshold Standards) 2015 (Cwlth) National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007 (National Code) (Cwlth) Tertiary Education Quality and Standards Agency (TEQSA) Act 2011 (Cwlth) Related CQUniversity policy documents Academic Appeals Committee Terms of Reference Academic Appeals Procedure Application for Deferred Exam – Medical Form

https://www.cqu.edu.au/about-us/structure/governance/glossary

http://www.aqf.edu.au/

https://www.legislation.qld.gov.au/LEGISLTN/CURRENT/C/CentralQUniA98.pdf

https://www.legislation.gov.au/Details/F2005L00767

https://www.legislation.gov.au/Details/C2016C00563

https://www.legislation.gov.au/Details/F2013C00169

https://www.legislation.gov.au/Series/F2007L00646

https://www.legislation.gov.au/Series/F2007L00646

https://www.legislation.gov.au/Details/C2016C00413



https://www.cqu.edu.au/student-life/new-students/student-forms



Application for Deferred Exam – Other Form Create an Exam Centre Nomination Form Disability Policy Disability Support Procedure – Students Grades and Results Procedure Higher Education Coursework Qualifications Policy and Procedure Learning, Teaching and Assessment Framework Policy Moderation of Assessment Procedure Removal of Financial Liability Due to Special Circumstances Policy and Procedure Review of Grade Procedure Student Feedback – Compliments and Complaints Policy and Procedure Student Ombudsman Procedure 9 FEEDBACK 9.1 University staff and students may provide feedback about this document by emailing the policy office at

[email protected]. 10 APPROVAL AND REVIEW DETAILS

Approval and Review

Details

Approval Authority Academic Board Advisory Committee to Approval Authority Learning and Teaching Committee Administrator Pro Vice-Chancellor (Learning and Teaching) Next Review Date 19/01/2020 Approval and Amendment History

Details

Original Approval Authority and Date Academic Board 29/11/2006 Amendment Authority and Date Academic Board 06/07/2016; Executive Committee of Academic Board

20/12/2016; Learning and Teaching Committee 19/01/2017. Notes This document consolidates and replaces the Assessment of Coursework

Policy (10/08/2015), Assessment of Coursework Principles (17/4/2013) and Assessment of Coursework Procedures (11/12/14).













mailto:[email protected]



11 APPENDICES Appendix A: Exam administrative procedure (for staff) Submitting pre-exam period assessment information 11.1 All staff must adhere to the specified deadlines for submitting information (e.g. exam requirements, exam

papers) to the Examinations Section before the exam period to enable exam timetable preparation. The Examinations Section regularly communicates with Division Administration Officers by email to ensure deadlines are met. The deadlines are as follows:

a) Standard exam period

• Unit Coordinators enter exam requirements into Nexus (as part of the Unit Profile tasks) by close of business, Friday, three weeks before each term begins.

• Changes to exam requirements after this date must be processed by the Examinations Section and all changes must be finalised by close of business, Friday, week three of each term.

• Divisions must submit standard exam papers eight calendar weeks before the standard exam period begins.

b) Supplementary/deferred exam period

• Schools must submit deferred and supplementary exam papers seven weeks before the standard exam period begins.

• School staff enter the approval of supplementary exam (SE) interim results. Learning and Teaching Services staff enter the approval of deferred exam (DE) interim results.

• The results are changed in CQUcentral by close of business, Certification of Grades date.

• The Examinations Section can accommodate grade changes resulting from exceptions from appeals or exclusions up to five working days before the exam period begins.

11.2 If students’ grades/results are not finalised within 10 working days after Certification of Grades (e.g. appeals,

outstanding documents, decisions pending) and the students are deemed eligible for a deferred or supplementary exam, students must attend the exam in the following term’s deferred/supplementary exam period scheduled in the Academic Calendar (see section 5.76).

Publishing exam timetables for review 11.3 The Coordinator, Timetabling and Records publishes a draft timetable for the standard exam period about

eight weeks before the standard exam period begins. Staff and students are given five working days to comment. The Coordinator, Timetabling and Records makes changes, wherever possible, and prepares the final timetable for the standard exam period one week after publishing the draft.

11.4 The Coordinator, Timetabling and Records prepares one timetable (final only) for the deferred/

supplementary exam period about three weeks before the deferred/supplementary exam period begins. 11.5 Draft and final timetables are published on the CQUniversity Timetable website for staff and in students’

personalised exam schedules in CQUcentral. Procedures for setting exam instructions via Nexus 11.6 When preparing information on exam instructions for entry into Nexus exam requirements, Unit Coordinators

must ensure that:

a) the information is clear, unambiguous and consistent with all information given to students before exams, including the Unit Profile and any other communications (e.g. lectures, emails, phone calls, online)



b) if applicable, the following relevant specifications are included:

• open or closed book exam or the use of restricted materials

• the type of calculator if one is to be allowed

• the type of translation dictionary to be allowed.

(Refer to the Specifying Exam Materials section below.) 11.7 Unit Coordinators enter exam requirements and generate the exam paper cover page in Nexus, then

proofread the instructions for accuracy and clarity. 11.8 The Examinations Section arranges publication and distribution of exam materials according to CQUcentral

student enrolments and Nexus entries. 11.9 Third-party copyright material may be reproduced in a printed (hardcopy) exam paper, but not in past exam

papers published online. Publishing past exam papers as online resources 11.10 Past exam papers are published as online study resources. The process of publishing past exams online is

an automated process linked to Nexus. 11.11 Subject to availability, a maximum of three previous, consecutive, individual past exam papers will be

published for each unit. 11.12 Past exam publication is subject to the University-wide limits for all online study resources and must comply

with the Copyright Act 1968 and the CQUniversity Copyright Policy. If an exam paper includes third-party material, the academic staff member responsible must obtain the Library’s copyright clearance approval by completing a Course Resources Online (CRO) Submission Form. The academic staff member then forwards the Library’s response to the Examinations Section.

11.13 If there is a conflict between an online study resource and a past exam paper, the online study resource will

have precedence and the past exam paper will be removed from its location in the Student Handbook. Specifying exam materials 11.14 Before the unit begins, Unit Coordinators, in conjunction with the relevant Unit Committee, decide whether or

not to include an exam in unit assessment and any applicable restrictions. Restricted materials 11.15 Unit Coordinators specify in the Unit Profile and in information submitted as exam instructions whether or not

any of the following exam restrictions apply.

a) ‘Restricted materials’ means that certain materials are allowed in the exam room and they are listed. ‘Materials’ refer to paper materials only (either handwritten or typed).

b) ‘Open book’ exams mean any print materials, except English dictionaries, are allowed in the exam room including annotated notes in textbooks and any edition of the textbook. E-textbooks cannot be used in an open book exam, and staff must ensure that students are aware of the requirement for print copies of textbooks for open book exams.

c) ‘Closed book’ exams mean no materials are allowed in the exam room. Dictionaries 11.16 All students are allowed to use one hardcopy unannotated concise direct-translation bilingual dictionary in

exams. An unannotated dictionary is one that does not contain any handwritten or typed notes. Such dictionaries must be an original print – not a photocopy.


http://libguides.library.cqu.edu.au/library-forms



11.17 Unit Coordinators specify in the Unit Profile that basic-level translation dictionaries are allowed in the exam. If another type of dictionary is to be allowed in the exam (e.g. extensive interpretation or advanced- level translation dictionary; profession/discipline-specific dictionary), these details are also included in the Unit Profile.

11.18 If a particular type of dictionary is to be allowed in the exam (e.g. extensive interpretation or advanced- level

translation dictionary; profession/discipline-specific dictionary such as for business, finance, law), Unit Coordinators enter this into Nexus. A statement similar to the following example is included: ‘law dictionaries, business and law dictionaries (discipline-specific dictionaries) only are allowed’.

11.19 When entering the exam requirements in Nexus, Unit Coordinators also include the following statement:

“Dictionary – non-electronic, concise direct-translation only. Dictionary must not contain any notes or comments.” Translation dictionaries are those which translate between English and the student’s first language.

11.20 Students are not allowed to use the following dictionaries in exams:

a) for all students, whether English-speaking or from non-English-speaking backgrounds, standard English dictionaries or thesauruses

b) translation dictionaries with extensive interpretation or advanced-level translation dictionaries, unless specifically authorised in the exam instructions

c) annotated dictionaries of any kind, including authorised translation dictionaries

d) electronic dictionaries of any kind (i.e. an electronic device that stores information), and/or

e) for students in foreign language units, translation dictionaries relevant to the language of their enrolled unit.

Calculators and electronic devices 11.21 Calculators are not allowed to be used in the exam unless specified in the exam instructions on the exam

paper. If a calculator is to be allowed in the exam, Unit Coordinators specify this in the information they enter into Nexus as exam instructions. If a calculator is allowed, choose either:

a) Calculator – non-programmable only, non-text retrieval, silent only, or

b) Calculator – either programmable or non-programmable, silent only.

11.22 If a calculator is to be allowed in the exam, it:

a) must be hand-held, silent, non-communicable and internally powered

b) is subject to checking by the examiners and invigilators, and

c) is not allowed to be used by students during perusal time. 11.23 Electronic devices capable of circumventing the exam process are not allowed. Other than calculators

specified as allowed, all other electronic devices, including mobile phones, android devices, MP3 devices, tablets, e-readers, computers, personal digital assistants (PDAs) and multi-function watches, or equivalent, must not be used in the exam room. Students caught in an exam possessing or using such a device will have it confiscated, be reported for suspected academic misconduct, and dealt with according to CQUniversity’s Academic Misconduct Procedure.




Appendix B: Exam instructions to students (for invigilators) Invigilator responsibilities 11.24 Invigilators are responsible for being informed on and following this policy and procedure, particularly

Appendix B and sections relating to formal exams including:

• Exam room entry and exit rules (including formal exam timelines)

• Material allowed or restricted in exams

• Student conduct during exams, and

• Student illness before or during exams. Instructions to students before entering the exam room 11.25 The Invigilator addresses students outside the exam room giving the following instructions:

• bags, personal belongings and materials not authorised for use in the exam must be stored in the area provided (and students informed of the storage area)

• mobile phones and other unauthorised electronic devices must not be used in the exam, and must be turned-off and stored with personal belongings (note: mobile phones cannot be used as calculators)

• students must remain silent and not communicate by any means with other students in the exam room

• students must check to ensure they are given the exam paper for the correct unit of study

• students must check the details on and retain their attendee card after each exam as proof of exam attendance

• students must make themselves aware of the process relating to incident reporting and cheating in exams

• students are allowed a 15-minute settling-in period before a 15-minute perusal time, and

• students must surrender all unauthorised materials, including study notes and mobile phones, on entering the exam area. Students found with unauthorised materials after entering the exam area will:

− have the materials or devices confiscated, and

− be reported for suspected academic misconduct, and

− be dealt with according CQUniversity’s Academic Misconduct Procedure.

• invigilator reports must be provided to the relevant Division/School to record details of any event during the exam period including but not limited to student conduct during the exam, such as recording of alleged misconduct or incidents of serious illness.

• students are responsible for following these instructions, and must inform the Invigilator of any events or incidents of serious illness.

Instructions to students to enter the room for settling in and perusal Settling-in period 11.26 When students are allowed to enter the room, the Invigilator gives the following instructions:

• students are allowed a 15-minute period for settling in, and

• students are allowed to complete their attendee card and student details in their exam booklet, exam paper and graph paper, if applicable.

Perusal period 11.27 When the settling-in period ends, the Invigilator gives the following instructions:

• students must not begin perusal until instructed to do so

• students are to place their photo identification and attendee card on the top right corner of the desk



• students are not to write in the exam paper or exam answer booklet during perusal, but are allowed to complete their attendee card and student details on their exam answer booklet, exam paper and graph paper, if applicable

• students are allowed to read authorised textbooks or other notes (if the exam is designated as open book or restricted materials) and write notes on the rough papers supplied for the exam

• students now have 15 minutes to peruse the exam question paper – begin perusal. Instructions to students to begin the exam 11.28 The Invigilator gives the following instructions at the end of perusal time:

• students are to note the time allowed for the exam – the clock in the exam room is the one being used

• students are not allowed to leave the exam room in the first one hour following the exam start time

• students are given 15 minutes warning of the end of the exam, and

• students may begin writing the exam.

Instructions to students to end the exam 11.29 Fifteen minutes before the end of the exam, the Invigilator gives the following instruction:

• students taking the exam in (name of unit/s) have 15 minutes of working time remaining.

11.30 The Invigilator gives the following instructions at the end of the time set for the exam:

• students are to stop writing (pause) and put pens down (ensuring that all writing has ceased)

• students are to gather together their exam booklets and other exam material to be submitted for marking

• students are to check their name is on all material to be marked – if not, students must attend to the matter now but are not to open their booklets or add anything to their answers

• students are to check that the front page of their exam booklet is properly completed

• students are to note that any booklet or answer sheet removed from the exam room is automatically void

• all exam papers are to be returned/collected by the Invigilators

• students are to remain seated until the booklets and other materials are collected, and

• students are to take all their personal belongings with them when leaving.

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