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Policy and Procedures for Central Examinations

1. Examination Timetable 5. Illness during Examination
2. Location of Examinations 6. Breach of Procedures
3. Examination Adjustments for Students with Disabilities or Medical Conditions 7. Materials Left Outside Examination Room
4. Examination Room Procedures  

Central examinations are scheduled and conducted by Student Administration in the designated examination periods.

1. Examination Timetable

The examination timetable will be posted on the intranet by Student Administration approximately three weeks before the central examination period begins.
Examination timetable information must be accessed via the web and will not be provided to students orally, either face-to-face or over the telephone. It is the responsibility of each student to:
(i) ascertain the correct information regarding dates, times and venues of examinations;
(ii) notify Student Administration of any clashes; and
(iii) ensure his/her availability throughout the designated examination period.

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2. Location of Examinations

2.1 Students to sit examinations at campus they attend
Students must sit examinations at the campus at which they attend classes for the unit being examined.

2.2 Location of examinations for students enrolled in distance, online or off-campus mode
Students enrolled in a unit in distance or online mode or at a location other than an ACU National campus will sit examinations at the established examination centre closest to their semester address. For students enrolled in online mode, examinations may also be online. Students will be notified in writing by the relevant School for distance units or ACUonline for online units of the location of the examination venue.

2.3 Variation of examination venue

A student who seeks to sit an examination at a venue other than that which would normally apply under Sections 2.1 and 2.2 above must make written application to the Academic Registrar at least six weeks before the commencement of the examination period. If special arrangements are required to enable a student to sit the examination at an alternative venue, the student may be required to pay a prescribed fee.

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3. Examination Adjustments for Students with Disabilities or Medical Conditions

Students with a disability and/or medical condition should consult a Disability Adviser to register for special adjustments as early as possible and preferably at the time of enrolment.

3.1 Permanent disability and/or chronic medical condition

Adjustments to the examination conditions for students with a permanent disability and/or chronic medical condition will be assessed and recommended by a Disability Adviser and approved by the Head of School. Where students fail to consult with a Disability Adviser by the published date, the University may not be able to make the requested provisions. Students may therefore be required to sit the examination during the deferred examination period.

3.2 Unexpected temporary disability or medical condition

If a student has an unexpected temporary disability or medical condition, he/she may apply for adjustments to examination arrangements by completing a Special Adjustment (SA) form. This form must be submitted to a Disability Adviser who may approve and identify any adjustments to the examination arrangements. Where students fail to submit the form to the Disability Adviser by the published date, the University may not be able to make the requested provisions. Students may therefore be required to sit the examination during the deferred examination period.

3.3 Students from non-English speaking background (as per DEST definition, including Aboriginal and Torres Strait Islander students)
Students from non-English speaking backgrounds may be eligible to use bilingual dictionaries in accordance with Section 4.13.

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4. Examination Room Procedures

4.1 Availability of Lecturer-in-Charge
The Lecturer-in-Charge of a unit or nominee will be contactable during the whole of the examination to answer any questions, which may arise regarding the examination paper. For examinations conducted in a clinical laboratory, the Lecturer-in-Charge will be present for the duration of the examination. For examinations conducted in a computer laboratory, the Lecturer-in-Charge will be present at the commencement of the examination.

4.2 Powers of Supervisors
Supervisors will have responsibility for the conduct of examinations. A Supervisor has and may exercise such powers as are reasonably necessary to ensure the proper and efficient conduct of the examination. A Supervisor need not enter into debate with a candidate for any direction given to the candidate.

A Supervisor may require any person present in the examination room to:
(a) provide an ID card or other evidence to confirm his/her identity and eligibility to be in the examination room;
(b) show that the person does not have in his/her possession any unauthorised material as specified in the Academic Honesty Policy;
(c) answer any question relating to that person’s behaviour while in the examination room;
(d) leave an examination room if a Supervisor considers that a candidate’s behaviour, dress or appearance is such as to disturb or distract any other candidate;
(e) surrender any material, which the Supervisor considers to be unauthorised; and/or
(f) comply with any direction the Supervisor deems necessary to ensure the proper and efficient conduct of the examination.

4.3 Entry to examination room
A person other than a Supervisor or other authorised person* may not, except with the permission of a Supervisor, enter or remain in an examination room during an examination or during the period of 45 minutes immediately preceding or immediately following an examination session.
*An authorised person in this circumstance would normally be limited to a Lecturer-in-Charge or nominee or a member of staff of Student Administration. Authorised visitors should acknowledge the Supervisor’s need to maintain examination integrity and must follow the Supervisor’s directions.
A candidate, on entering an examination room, must proceed without delay to the place to which the candidate is directed by a Supervisor or by notice or other means and will not leave that place except with the permission or by the direction of a Supervisor.
A person, whether a candidate or not, who is permitted to enter or leave an examination room must comply with all conditions on which such permission is given.

4.4 Conduct of candidates
A candidate must comply with the policies and procedures outlined in the Academic Regulations, the Academic Honesty Policy and Statute 10 Student Conduct and Discipline.

4.5 Starting time
Times listed on the timetable are the times when students are allowed to commence reading or, if there is no provision for reading time, commence the examination.

4.6 Reading time
The reading time available to candidates prior to the commencement of writing the examination will be either ten minutes or nil. Candidates must not commence writing until the Supervisor has given permission. Writing is not permitted during reading time.

4.7 Late arrival
Candidates who arrive within the first 30 minutes after examination start time will be permitted to undertake the examination but will not be allowed additional time. Candidates who arrive more than 30 minutes after the examination start time will not be permitted to undertake the examination.

4.8 Identification
Candidates will produce their student identification (ID) card on demand at each examination. It must be displayed prominently on the desk during the examination. If the student does not have an ID card in their possession, an alternative photographic identification, such as a driver’s licence or passport, may be used. If the student has no photographic identification in their possession, they will adhere to the procedures prescribed by the Supervisor. Failure to satisfy identification requirements will result in the examination not being marked.

4.9 Attendance form
Candidates will complete an attendance form at every examination and will adhere to the instructions for collection of the form as provided by the Supervisor.

4.10 Early departure from examination room
Except in the circumstance provided for in Section 5, a candidate must not leave the examination room until 30 minutes after the commencement of writing time, or during the final 10 minutes of an examination.
Candidates who wish to leave the examination prior to the scheduled finish time (and within the times specified above) will adhere to instructions provided by the Supervisor.

4.11 Conclusion of examination
At the conclusion of the examination all candidates must remain seated until their papers are collected by a Supervisor or until the Supervisor has given permission to leave the examination room.

4.12 Where nominated materials may be taken into an examination room
Where books or other materials (open/restricted open book examinations) are permitted to be taken into an examination, such materials will be limited to those specifically nominated by the Lecturer-in-Charge and such materials will be listed on the examination paper. The Supervisor or other authorised person will inspect any such materials to ensure that they comply with the approval and do not contain any unauthorised materials.

4.13 Use of dictionaries in examinations

Subject to Section 4.12, English language dictionaries are not acceptable in an examination room.
A student may take an English/foreign language dictionary (direct word to word translation only and in printed, not electronic, format) into an examination in any unit. The dictionary must not contain any notations or any additional material and must be presented to the Supervisor for inspection.

4.14 Use of personal electronic devices in examinations
Where use of personal electronic devices is permitted in an examination, they must be hand-held, internally powered, silent and not capable of wireless communication with other electronic devices. Any approval by the Lecturer-in-Charge must clearly identify the category of electronic device acceptable in the specific examination.
Calculators and other electronic devices approved for use in an examination must have any programmable memory cleared prior to entering the examination room.
Non-programmable calculators, where allowed, must have volatile memory only and must not have alpha facilities.
A candidate using an authorised electronic device in an examination is responsible for its operation. Any failure or malfunction of the device will not constitute grounds for a deferred examination or other special arrangements.
Any authorised electronic device brought into an examination room will be inspected by the Supervisor and/or authorised staff member.

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5. Illness during Examination

If a candidate becomes ill during an examination, no extra time will be allowed for the student to complete the examination. If the candidate cannot continue with the examination, the Supervisor will note this and report the matter to Student Administration. The Academic Registrar or nominee will determine whether the student is to be given a deferred examination.

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6. Breach of Procedures

6.1 Expulsion from examination room
A Supervisor may immediately expel from the examination room any candidate who commits an infringement of this Policy and Procedures.

6.2 Report and investigation
A Supervisor will report any breach of this Policy and Procedures to Student Administration, who will refer it to the Head of School responsible for the unit. Any such allegation will be investigated and resolved in accordance with the Academic Honesty Policy or Statute 10 Student Conduct and Discipline.

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7. Materials Left Outside Examination Room

The University accepts no responsibility for the security of any materials left outside an examination room.

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Refer to:
- Academic Honesty Policy
- Academic Regulations
- Assessment Policy and Procedures
- Statute 10 Student Conduct and Discipline

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