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Regulations for the Conduct of Examinations (Effective from AY22/23)

Preamble

The term Examination used in this document refers to a scheduled assessment activity for a module that contributes to an XJTLU and/or UoL undergraduate/master’s degree, which falls into the following categories:

a) Formal examination refers to assessment activities that are formally scheduled and supervised by the University and take place during the published examination periods on the University Academic Calendar, which include final (end-of- semester) examination and re-sit examination.

b) Academic unit scheduled assessment requires scheduling and organization at the academic unit level, such as in-semester examination and speaking test. These assessments are usually scheduled at particular points throughout the semester other than the University formal examination periods.

c) In-class tests are run by module leaders (examiners) in accordance with the assessment regime published in the module specification. These are usually run within the class schedule and may not need additional timeslots or extra space other than the normal schedule. Logistics support may be provided to the module examiner at the departmental/school level if additional timeslots or extra space are needed.


Scope and Application

a) All provisions in this document apply to formal examinations.

b) All provisions in these regulations may apply to the academic unit scheduled assessments, but there can be variances across academic units due to different nature of assessments in association with different subject areas.

c) The following provisions are normally not applicable to in-class tests: A2, A3, A5, A11- A15; B.3, B.4, B.5, B.7, B.8, and G.2.

d) All provisions in this document are not applicable to formative assessments.

A. General Regulations

A.1 Except when prevented by illness or by other mitigating circumstances, a student who fails to present them self for examination in a degree subject at the time and place indicated in the published timetable will be deemed to have failed in that part of the examination. Misreading of the timetable will not be regarded as mitigating circumstances.

A.2 Candidates are advised to arrive at the door of the exam room at least 30 minutes before the scheduled time, and check their Seat No. against the Candidate List outside of the exam room.

A.3 Candidates shall be invited into the exam room 20 to 30 minutes (no later than 30 minutes for large exam halls) before the commencement of the exam. Candidates should enter the exam room quietly under the instructions of the invigilator. Once the candidates enter the exam room, they are not allowed to leave without permission from the invigilator.

A.4 Candidates should display their ID card on the right-top corner of their table, which shall be verified by the invigilator at the beginning of or during the examination.

A.5 Candidates may be admitted up to 30 minutes after the examination has commenced, but no extra time will be available in these circumstances. No candidate may be admitted after this time and no candidate may leave the examination room until 45 minutes after the exam has commenced.

A.6 Candidates are forbidden to take into an examination room any unauthorised book, manuscript, notes, electronic devices, or any case or bag in which books, papers or other unauthorised articles can be carried.

Any candidate suspected of
(i) introducing into the examination room any such items, or of making use of or copying such material or the papers of another candidate or,
(ii) obtaining or endeavouring to obtain, directly or indirectly, assistance in his work or giving or endeavouring to give, directly or indirectly, assistance to any other candidate shall be reported to the Head of Registry or the designee.

A.7 Candidates must not behave in a way which does not conform to the instructions of the invigilator and may disturb other candidates or disrupt the smooth progress of an examination. In these circumstances, an invigilator may ask a candidate to leave the examination room. The invigilator shall report all incidents to the Head of Registry or the designate, who may take further action as necessary.

A.8 Candidates are forbidden to communicate with each other or to pass calculators or any other materials to one another in the examination room. All enquiries must be addressed to the invigilator.

A.9 Candidates will not normally be allowed to enter the examination room without proof of identity. Student ID card/certificate (or other photo identifications such as National ID card, Passport, or Driving License where the Student ID Card is not available) is required for each exam. Impersonation of candidates is strictly prohibited.

A.10 Candidates are not permitted to smoke in an examination room.

A.11 Candidates must enter all required personal and exam information correctly on Exam Card, Answer Booklet and/or MCQ Answer Sheet, and leaving personal information blank or entering wrong information may lead to a mark of ‘0’ for the examination concerned.

A.12 All answers should be entered in the Answer Booklet and/or MCQ Answer Sheet provided. Answers entered in the exam paper will not be marked.

A.13 All rough work must be done in the answer books or the standard scrap paper provided by the University.

A.14 No candidate is normally permitted to leave the examination room in the last fifteen minutes of the examination. Candidates who complete their work during the last fifteen minutes should remain quietly seated until the invigilator announces the end of the examination.

A.15 Candidates must not leave the examination room until all their written work has been handed in. Candidates must not remove from the examination room any answer booklets (whether used or unused), mathematical tables or other data provided for use or other item of examination stationery except for any non-returnable question papers.


B. Invigilation of Examinations

B.1 It is the responsibility of the invigilators to supervise examinations in accordance with the Regulations for the Conduct of Examinations.

B.2 Invigilators shall normally provide a verbal warning to any candidate suspected of breaking these regulations, who should be permitted to complete the examination. In exceptional circumstances, an invigilator may require a candidate to leave the examination room if the candidate’s behaviour is disturbing others. After the examination, the invigilator shall provide a full report to the Head of Registry or the designee for further investigation.

B.3 All invigilators must be present in the examination room to which they have been appointed from 20 to 30 minutes (no later than 30 minutes for large exam halls) before the commencement of the examination and until all answer scripts and exam materials have been removed from the examination room after the conclusion of the examination.

B.4 Invigilators are responsible for the distribution of question papers before the commencement of each examination, for arranging the collection of script answer books from each candidate and for checking and entering, on the Exam Report Form provided, the number of answer books collected.

B.5 Under normal circumstances at least two invigilators must remain in the examination room throughout the examination except when their invigilation duties require them to leave.

B.6 At the time scheduled for the start of the examination an invigilator shall:

(i) make an announcement to the effect that candidates must satisfy themselves that they are in possession of the correct paper;
(ii) ask candidates to study carefully the instructions at the head of the examination paper;
(iii) make all other necessary announcements.

All announcements to students must be first made in English, though a second announcement in Chinese is also acceptable.

B.7 Candidates leaving the exam room temporarily must be accompanied at all times by an invigilator.

B.8 The invigilators shall notify the Head of Registry or the designee about any circumstances which have affected the conduct of an examination.

B.9 Invigilators are not permitted to smoke or use mobile phones in an examination room and should prevent others from doing so.

B.10 Instructions to invigilators shall be published annually by the Registry.

 

C. Module Examiner

C.1 The Module Examiner should check the paper for any errors in advance of the examination and be available to answer questions from invigilators and candidates during the examination.


D. Violation of Examination Regulations

D.1 Candidates who are suspected of:

(i) bringing unauthorised items into the examination room,
(ii) obtaining or trying to obtain, directly or indirectly, help in their examinations or trying to help others,
(iii) bringing in electronic devices with data storage or communication function, including but not limited to mobile phones,
(iv) impersonating other students or being impersonated to sit the exam,
(v) disobeying the instructions of an invigilator,
(vi) any other illegitimate behaviour designed or conducted in a way to deceive the invigilators in the course of examinations shall be reported to the Head of Registry or the designee, who shall be responsible for investigating such cases on behalf of the Student Board of Discipline. The invigilator should provide a full report to the Head of Registry or the designee, together with any supporting evidence.

D.2 The Head of Registry or the designee shall inform the candidate that their case is under investigation and shall give the candidate the opportunity to submit a written explanation of the circumstances. It shall be the duty of the Head of Registry to evaluate the evidence to make judgements as to whether a prima facie case of suspected cheating shall be established.

D.3 Where the evidence suggests a prima facie case of suspected cheating has occurred, the Head of Registry shall consult with the Chair of the Student Board of Discipline to seek for a decision as to whether to refer the case to the Student Board of Discipline, the panel of which shall evaluate the evidence, interview the candidate and determine a suitable penalty.

D.4 The standard penalties are listed below, which will be applied sequentially with regard to previous offences, but they may be varied depending upon the severity of the offence and the amount of offence the candidate have made.

(i) Written warning;
(ii) Award ‘0’ for the exam;
(iii) Award ‘0’ for the module mark;
(iv) Suspension for one year;
(v) Termination of studies.
NB. In making its decision for penalties, the Student Board of Discipline will also consider whether a resit/resubmission opportunity should be provided for the exam/assessment in question.

D.5 The membership and terms of reference of the Student Board of Discipline are available in a separate document.

D.6 The Head of Registry shall inform the candidate of the outcome of their case.


E. Illegible Scripts

E.1 Candidates are warned that marks may be deducted for illegible handwriting.

 

F. Illness and Disability

F.1 A candidate who is absent from part or the whole of an examination or assessment on account of illness must submit a Mitigating Circumstances Form with appropriate supporting evidence to the Registry as soon as possible after the affected examination or assessment, but no later than the deadline for Mitigating Circumstances application which will be published on the University’s student portal by the Registry at the beginning of each academic year.

F.2 A candidate who believes that their performance in an examination or assessment has been affected by ill-health or other personal circumstances must submit a Mitigating Circumstances Form with appropriate supporting evidence as soon as possible after the affected examination or assessment, but no later than the deadline for Mitigating Circumstances application which will be published by the Registry at the beginning of each academic year.

F.3 Wherever possible, examinations will be taken by candidates in recognised examination rooms and every effort will be made to avoid the necessity of making special examination arrangements elsewhere.

F.4 Where a candidate is unable due to illness or temporary disability to sit an examination at the published venue, arrangements will be made, if feasible, for the examination to be held at an alternative venue.

F.5 Requests for special examination arrangements must be made to the Head of Registry or the designee with supporting evidence as early as possible, but no later than 4 weeks before the publication of the examination schedule.

F.6 Where a request is made for the examination to be taken in a hospital, approval of the request will be dependent upon the provision of suitable facilities and access to such facilities by a supervisor of the University.

F.7 In cases where a candidate complains of feeling unwell in a scheduled room and leaves an examination but remains under supervision, arrangements will be made for the examination to be continued at an alternative venue.

F.8 In cases where candidates complain of feeling unwell and leave the examination temporarily, they will be permitted to return to the examination room, provided that they have been accompanied during their absence by a person authorised to do so by the Invigilator.

F.9 In cases described under F.7 and F.8 above, the Invigilator will be required to enter in the candidate’s answer book the time of departure and, where appropriate, subsequent return, and to sign against these entries. The end time of the exam for the candidate concerned will be extended to make up for the time of absence.

F.10 A candidate suffering from a physical disability may be permitted to use a computer based word processing package or dictate his answers to an amanuensis. The use of a tape recorder will not be permitted.


G. Late Arrival

G.1 No additional time will be allowed to examination candidates who arrive at the examination room after the commencement of the examination.

G.2 The invigilator will keep records of late arrivals for reference.

H. Examination Arrangements: ‘Open Book’ examinations and advanced publication of papers

H.1 ‘Open Book’ examinations and the advanced publication of papers, require the prior approval of the relevant School Learning and Teaching Committee.

H.2 In case of ‘Open Book’ examinations, the Module Examiner should notify the candidates of the following, in writing, at least 4 weeks in advance of the examination:

(i) paper title and code number of the ‘Open Book’ examination;
(ii) precise nature of the material which can be taken into the examination room;
(iii) that the material is for the candidates’ personal use only;
(iv) that apart from the candidates being allowed the use of certain specified material, the examination will be conducted in all other respects in accordance with the Regulations for the Conduct of Examinations.

H.3 In case of examinations which are published in advance of the examination date, the Module Examiner should notify the candidates of the following, in writing, at least 4 weeks in advance of the examination:

(i) paper title and code number of the paper for advanced publication;
(ii) date on which the paper will be available to candidates;
(iii) venue for collection of the paper by the candidates.


I. Use of Electronic Calculators in Examinations

I.1 Except when stated otherwise, the only calculator allowed for use in an examination room is one of the Casio fx82es series, i.e. Casio fx82es, or Casio fx82es Plus, or Casio fx82es Plus A.

I.2 In certain specified examinations, the use of a specialist calculator may be allowed. In such cases the rubric of the paper will indicate the type of calculator allowed, and the Board of Examiners concerned will be responsible for ensuring that only that specified model is used by the candidates.

I.3 In all cases the University shall not be responsible for the provision of:

(i) calculators in the event of breakdown,
(ii) power for their operation, and
(iii) spare batteries.

J. Use of Computers in Examinations

J.1 In cases where examinations are conducted in a computer room or a candidate is permitted to use a computer to type in their answers due to disabilities, only the software or tool specified by the module examiner can be used, and the internet connection should be disabled, unless stated otherwise.

(Last review date: 16 Mar 2022; To be effected from AY22/23)

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