Manual of Policies and Procedures

E/6.1 Administration and timetabling of examinations

Contact Officer

Director, Student Business Services

Approval Date

25/11/2016

Approval Authority

University Academic Board

Date of Next Review

30/11/2019

6.1.1 Purpose
6.1.2 Application
6.1.3 Roles and responsibilities
6.1.4 Organisation of examinations
6.1.5 Central examinations
6.1.6 School-based examinations
6.1.7 Timelines for examination timetabling
6.1.8 Preparation of central examination timetable
6.1.9 Students to be familiar with timetable
6.1.10 Alternative examination sittings for students with religious obligations
6.1.11 Examination locations
6.1.12 Timetabling of supplementary and deferred examinations
6.1.13 Definitions
6.1.14 Delegations
Related Documents
Modification History

6.1.1 Purpose

QUT is committed to providing clear information to staff and students on timelines and guidelines used in the preparation of the examination timetable.

This policy should be read in conjunction with the information provided on the HiQ website (Exams) (QUT staff and student access only).

Top

6.1.2 Application

Policy on assessment practices at QUT are covered in the Assessment and feedback policy (C/5.1).

This policy applies to written examinations for domestic and international students, research, post graduate and undergraduate students and award courses.

Top

6.1.3 Roles and responsibilities

Position
Responsibility

University Academic Board

  • approves procedures for examinations
Vice-Chancellor and President
  • approves the academic calendar for each year
Vice-President (Administration) and Registrar
  • designates central examination period
  • publishes an examination timetable for each central examination period
Director, Student Business Services
  • manages the examination process
Unit coordinators
  • provide accurate data in relation to examinations for their unit to allow scheduling to be undertaken
Students
  • in the case of central examinations, advise the Student Business Services department of any timetable clashes
  • in the case of school based examinations, advise the head of school of any timetabling clashes in school based examinations
  • are to be available for examinations
    • at the time and place specified for the examination in the central examination period; and
    • at any other time specified for an examination in the notification of assessment requirements

 

Top

6.1.4 Organisation of examinations

Units may have a combination of school based and centrally organised assessment items. Such information should be notified to students, as part of assessment requirements, in unit outlines.

An examination may be conducted either as a school-based obligation or organised centrally by Student Business Services in cooperation with heads of school and unit coordinators.

A period of at least two weeks at the end of each semester or other teaching period will be designated for conducting central examinations. These central examination periods will also have associated supplementary and deferred exam periods. The designated periods will be indicated in the Examination procedures and the dates are published each year in the academic calendar. Examinations falling outside these periods are organised by faculties.

Top

6.1.5 Central examinations

The central examination system is managed through the collection of accurate, reliable and timely assessment data from schools.

Exam duration times must conform to standard patterns and may include perusal. Central examinations must have a minimum duration of one hour, exclusive of perusal. Central examinations must not exceed three hours and 10 minutes in duration, inclusive of perusal.

Student Business Services department responsibilities for centrally organised examinations are outlined in the Examination procedures.

Top

6.1.6 School-based examinations

Heads of school are responsible for the organisation and conduct of school-based assessment items, including examinations, in accordance with the requirements outlined by the Vice-President (Administration) and Registrar.

School-based written examinations cannot be held during the designated central examination period or at any other time specified for an examination in the notification to students of assessment requirements. Outside of the designated central examination period schools must assume full responsibility for examinations and must ensure that they do not cause a timetable clash with other school-based examinations.

Examinations for students, other than deferred or supplementary examinations, will not be held during recess or designated examination preparation periods without approval from the Vice-President (Administration) and Registrar.

Head of school responsibilities for school-based examinations are outlines in the Examination procedures.

Top

6.1.7 Timelines for examination timetabling

Information regarding timetabling data preparation requirements and due dates is issued to faculties by the Student Business Services department.

A draft timetable for central examinations will be provided for students and staff at least six weeks prior to the commencement of the examination period.

The final examination timetable is published on HiQ at least five weeks prior to the commencement of the examination period. Actual publication dates will be advised annually and included in the Academic Calendar.

Top

6.1.8 Preparation of central examination timetable

The timetable for central examinations will be prepared according to guidelines included in the Examination procedures, and information published on the QUT Students site.

Examination timetables will be designed to include the following core requirements, that:

  • examinations should be held between the hours of 8am and 9pm on weekdays, and 8am and 6pm on Saturdays
  • examinations will not be held on Sundays or public holidays
  • students should not be required to undertake more than two examinations in a single examination day
  • there should be a minimum break of one and a half hours between examinations
  • reasonable adjustments to examination durations will be made arising from students' special needs, provided students have given advance notification (E/6.3)
  • students will be eligible to apply for an alternative examination sitting if their end-of-semester or summer program examination timetable requires them to undertake
    • three examinations within a 24 hour period
    • examinations on more than three days in succession, or
    • more than four exams in three successive days (unless faculty policy constraints apply).

This guideline does not apply to assessment conducted during the teaching period.

Objections to the timetable will be dealt with by the Examinations coordinator in consultation with the relevant head of school or executive dean of faculty if required.

Top

6.1.9 Students to be familiar with timetable

Internal students must be available to undertake examinations at the specified location, throughout periods designated for central examinations and at times specified in unit outlines for school based examinations. External students will sit examinations at external examination centres at the same time as internal students.

Top

6.1.10 Alternative examination sittings for students with religious obligations

Students with religious obligations, which preclude attendance at examinations in accordance with the official timetable, have the right to apply for alternative examination arrangements.

If the examination is centrally organised, a written request for an alternative examination sitting must be submitted within 10 working days of the release of the final timetable and include supporting documentation from the religious leader on organisational letterhead.

Students should contact their school to request altered arrangements for school based examinations.

Top

6.1.11 Examination locations

The Vice-President (Administration) and Registrar will control all teaching accommodation during a central examination period. Central examinations may be conducted in locations which are not on any QUT campus.

Top

6.1.12 Timetabling of supplementary and deferred examinations

Supplementary and deferred examinations may be held during vacation periods or at any time nominated by the Vice-President (Administration) and Registrar and published in the academic calendar. Timetables for supplementary/deferred examination periods are normally published at least five working days prior to commencement of supplementary/deferred examinations. Students granted a grade of 'SA - supplementary assessment' will be included in the examination timetable and expected to attempt the scheduled deferred exam unless the Student Business Services department is notified by faculties/schools that alternative arrangements for assessment have been made.

For further information, refer to the Student academic concessions policy (E/6.3) or the HiQ website (QUT staff and student access only) for granting deferred exams.

Top

6.1.13 Definitions

Central examination means any written examination held in the period designated for conducting central examinations, and/or administered by the Student Business Services department.

School-based examination means any examination administered by a school or faculty.

Written examination means an examination undertaken on campus or at a designated external examination centre.

Top

6.1.14 Delegations

Refer to Appendix 3 Schedule of Authorities and Delegations

Top

Related Documents

MOPP E/6.3 Alternative arrangements for assessments

MOPP F/1.2 Information security

Examination information (QUT staff and student access only)

Examination procedures (QUT staff access only)

Top

Modification History

Date

Sections

Source

Details

25.11.16 All University Academic Board Revised policy (effective 01.01.17)
23.11.12 All University Academic Board Revised policy - minor amendments to reflect changes in timings (for implementation from 01.01.13)

13.11.09

E/6.1.1, E/6.1.2, E/6.1.4, E/6.1.11

University Academic Board

Revised policy

07.10.05

E/6.1.7

University Academic Board

Revised policy regarding eligibility for alternative examination sittings (endorsed by Academic Policy and Procedures Committee 14.09.05)

26.09.03

All

University Academic Board

New policy (effective from 01.01.2004)

Top