E/6.1 Administration and timetabling of examinations

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6.1.1 Organisation of examinations
6.1.2 Central examinations
6.1.3 School-based examinations
6.1.4 Timelines for examination timetabling
6.1.5 Draft examination timetable
6.1.6 Final examination timetable
6.1.7 Preparation of central examination timetable
6.1.8 Students to be familiar with timetable
6.1.9 Alternative examination sittings for students with religious obligations
6.1.10 Examination locations
6.1.11 Timetabling of supplementary and deferred examinations
Modification History

This policy should be read in conjunction with the QUT Student Rules and the procedural information provided on the Student Services website.

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6.1.1 Organisation of examinations

Academic staff of the University are responsible for setting appropriate assessment that will encourage learning. A significant amount of assessment is conducted through formal examinations. Units may have a combination of school based and centrally organised assessment items. Such information should be incorporated in unit outlines.

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

There are three periods set aside each year for the conduct of central examinations (see Student Rule 30(3) ). These periods are attached to the two semesters and the summer program. There are also two periods for the conduct of supplementary and deferred exams attached to each of the two semesters. The dates for these exam periods are published each year in the academic calendar. Examinations falling outside these periods are organised by faculties.

For policies relating to general principles of and responsibility for assessment, see Chapter C (section C/9.1 ).

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6.1.2 Central examinations

A central examination means any examination administered by the Student Business Services Department.

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

For centrally organised examinations, the Department assumes responsibility for the following

• timetabling of examinations within the period designated for central examinations
• publishing a timetable for the advice of students and staff (written notification will be sent to students enrolled by external mode, students with disabilities and to others who can demonstrate exceptional circumstances preventing reasonable access to normal timetable publications)
• allocation of examination rooms
• printing of examination papers
• supply of examination materials and stationery
• provision of adequate exam supervision (invigilation)
• appointment of and payment to invigilators
• acting on advice from the Disabilities Officer regarding reasonable adjustments for any students with a disability (see E/6.3.3 )

Examination timetables are compiled by the Examinations Officer in accordance, as far as possible, with the timetabling guidelines for central examinations.

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6.1.3 School-based examinations

School-based examination means any examination administered by a school or faculty. Heads of school are responsible to the Registrar for the organisation and conduct of school-based assessment items, including examinations.

School-based examinations may 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 (see Student rule 30(1)). Schools must assume full responsibility for examinations not coordinated by the Student Business Services Department and must ensure that they do not cause a timetable clash with central examinations or other school-based examinations.

Examinations for students enrolled in semesters or the summer program, other than deferred or supplementary examinations, will not be held during recess or designated examination preparation periods without approval from the Registrar.

The head of school is responsible for

• setting and publishing an examination timetable
• ensuring that school based examinations do not cause a timetable clash with central examinations
• organising examination accommodation
• word processing/formatting of examination papers in accordance with the University standard format
• printing examination papers
• supply of examination materials and stationery
• provision of adequate examination supervision (invigilation)
• appointment of and payment to invigilators, where appropriate
• acting on advice from the Disabilities Officer regarding reasonable adjustments for any students with a disability (see E/6.3.3 )

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6.1.4 Timelines for examination timetabling

Information regarding timetabling data preparation requirements and due dates is issued to faculties and schools by the Student Business Services Department. Special timetabling requests must be submitted by faculties by the end of week 7, prior to commencement of timetabling. Only requests with approval of the executive dean of faculty/head of school will be considered.

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6.1.5 Draft examination timetable

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

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

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6.1.6 Final examination timetable

The final examination timetable is published on QUT Virtual four weeks prior to the commencement of the examination period. Actual publication dates will be advised annually and included in the Academic Calendar.

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6.1.7 Preparation of central examination timetable

The timetable for central examinations will be prepared as far as practicable according to the following guidelines

• 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
• examinations for units with high enrolments will generally be scheduled towards the beginning of the examination period
• students should not be required to undertake more than two examinations in a single examination day
• students should not be required to undertake examinations in which total working time exceeds six hours in a single examination day
• there should be a minimum break of one and a half hours between examinations
• students should not normally be required to undertake examinations on more than three days in succession, and should not normally be required to take more than four examinations in three successive days (unless there are constraints applied by faculty policy)
• examinations should be held on the campus/es where teaching in the unit concerned is normally conducted (where a unit is offered on multiple campuses, students must attempt examinations at the campus aligned to their unit enrolment class code and location code unless otherwise advised in writing)
• where units are available in more than one mode (internal, external) or taught on more than one campus, the same central paper is normally set and the examinations will take place simultaneously
• when allocating rooms the Student Business Services Department will attempt to schedule examinations in locations with the most appropriate facilities. Unless advised by unit coordinators of any special room requirements, examinations may be assigned to lecture theatres with tablet arm seating.
• objections to the timetable will be dealt with by the Examinations Officer in consultation with the relevant head of school or executive dean of faculty if required
• examinations for students enrolled in semesters or the summer program, other than deferred or supplementary examinations, will not be held during recess or designated examination preparation periods without approval from the Registrar
• reasonable adjustments to examination durations will be made arising from students' special needs, provided students have given advance notification (see section 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.)

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6.1.8 Students to be familiar with timetable

In accordance with Student Rule 30, internal students must be available to undertake examinations at the relevant QUT campus, or off campus 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.

In the case of central examinations, students are responsible for advising the Student Business Services department of any timetable clashes. Students are responsible for advising the head of school of any timetabling clashes in school based examinations.

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6.1.9 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 (Student Rule 31).

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

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

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6.1.10 Examination locations

The 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.

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6.1.11 Timetabling of supplementary and deferred examinations

Supplementary and deferred examinations will normally be conducted during vacation periods or at any time nominated by the Registrar and published in the academic calendar. Timetables for supplementary/deferred examination periods are normally published at least two weeks 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 deferred examination paper unless the Examinations Officer is notified by Faculties/Schools that alternative arrangements for assessment have been made.

For policy on granting supplementary exams see E/6.4 , or for granting deferred exams, see E/6.3 and the Student Services web site .

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Modification History

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