higher education examinations procedure...examinations will be conducted in accordance with statute...

Higher Education Examinations ProcedurePolicy Code: LT1940

Table of ContentsPurpose ......................................................................................................................................................... 1Scope ............................................................................................................................................................ 1Legislative Context ......................................................................................................................................... 1Definitions ...................................................................................................................................................... 2Supporting Documents .................................................................................................................................... 4Responsibility ................................................................................................................................................. 4Actions ........................................................................................................................................................... 4

1. Examination rules ............................................................................................................................... 42. Examination Appeals ........................................................................................................................... 53. Management of centrally organised examinations ................................................................................. 64. Management of non-centrally organised examinations ......................................................................... 145. Personal exam adjustments and special consideration ........................................................................ 146. Ensuring security of completed examination papers and other examination materials ............................ 187. Ensuring examination/s are appropriately marked and graded ............................................................. 218. Ensuring quality of examination (Continuous Improvement) ................................................................. 22

Promulgation ................................................................................................................................................ 23Implementation ............................................................................................................................................. 23Records Management ................................................................................................................................... 24

PurposeThis procedure mandates operational activities and assigns responsibilities to support the implementation of theFederation University Australia’s Higher Education Assessment Policy.

ScopeThis procedure applies to examination of all Federation University Australia undergraduate and courseworkpostgraduate courses and for those courses offered through collaborative provision (ie through partner providers).However it does not apply to examination of individual students in higher degrees by research which is the subjectof Regulation 5.1 Higher Doctorates, The Degree of Philosophy, Professional Doctorates and Masters Degrees byResearch.

All staff of the University must comply with the Higher Education Assessment Policy and this procedure wheneverthey are engaged in any aspect of the assessment process.

Legislative ContextUniversity Statutes and Regulations

• Statute 2.2 - Academic Board• Statute 5.1 - Academic Awards and Courses• Regulation 5.1 – The Degree of Doctor of Philosophy, Masters Degrees by Research and Professional

Doctorates

University Procedure

Authorised by: Academic Board | Document Owner: Chair, Academic Board | Original Issue: 25/11/2015 | Current Version: 18/10/2019 | ReviewDate: 18/10/2022 | Policy Code: LT1940

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• Statute 5.3 – Assessment

• Regulation 5.3 – Assessment

• Statute 5.4 – Exclusion for Reasons of Unfitness

Definitions

A complete list of definitions relevant to this procedure is contained within the Higher Education Assessment Policy.

A further list of definitions specificallyrelevant to this procedure is included below:

Term Definition

Alternative examination adjustments Special examination arrangements, including take-home examinations,under different conditions or at different times or locations, that aredesigned to accommodate the needs of students who are unable toundertake their regular scheduled examination or take-home examinationfor reasons as approved by Disability and Learning Access Unit (DLAU)

Breach An act or omission which is likely to have the effect of obtaining anadvantage by unfair or unauthorised means

Closed book examination Students are not permitted to take into the examination room, any books,notes (either written on paper or on other items or on the person), electronicdevices, calculators or pencil cases. All permitted materials, includingdrinks, must be transported in transparent containers.

Deferred Examination An application for deferment of an examination can only be made inexceptional circumstances and a student may not normally apply to havean examination deferred more than once in a particular course in a giventeaching period. Refer to sub-section 8(3) of Statute 5.3 The Schedule Part1.

Examination Any invigilated assessment task (written or practical) or other written paperthat is timetabled within an examination period and that forms part of thefinal results in a course or program.

Examination commencement time The designated time in an examination when students are permitted tobegin writing

Examination period The official examination periods (including deferred and supplementaryperiods) listed in the Course Description and published on the AcademicCalendar.

Examination venue A room in which an examination is taking place or about to take place

Examination supervisor An invigilator tasked with conducting the examination under universityprocedures and guidelines

Invigilated Assessment Any type of supervised assessment, e.g. exams, in-class tests.

Specified materials only examination Students may be authorised to take into the examination room, items suchas calculators, textbooks and/or notes, as specifically listed on the cover ofan exam paper.

Other significant cause Other issues outside of hardship/trauma, loss or bereavement, and medicalreasons that significantly impacts on a student’s ability to prepare for,present to, undertake, and/or complete work or assessments including butnot limited to:





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Term Definition• Life threatening illness of a member of the immediate family or

household, as defined by the Australian Fair Work Act.

• Significant and unexpected carer duties

• Exposure to family violence

Open book examination Students are permitted to take into the examination room and use anymaterials and specified electronic devices indicated in the examinationtimetable.

Reading time 10 minutes prior to the commencement of the examination which allowsstudents to read the examination paper, unless otherwise specified (referStatute 5.3 The Schedule Part 1, Section 14)

Reasonable adjustments Measures and adaptations put in place to facilitate student participation inCourse and Program while ensuring that academic standards and inherentrequirements of the Course are not compromised.

Reasonable adjustments as a result of Special Consideration applicationsare relevant for the period outlined in the Special Consideration application.

Reasonable adjustments as a result of a disability, and outlined in aLearning Access Plan are relevant for the duration of the Learning AccessPlan. Students with a disability can re-negotiate, update or canceladjustments and/or supports at any stage.

Serious health condition A health condition, including medical conditions, mental health conditions ordisability that adversely impacts on a student’s capacity to successfullycomplete an assessment, progress in a program or results in repeatedbehaviour that adversely impacts on other students or staff

Special consideration - DeferredExamination

Acknowledgement by the Dean or delegate that a student has experiencedor encountered some form of disadvantage or impediment that hasprevented them from undertaking or completing an examination during thetimetabled examination period. The University will schedule the deferredexamination in the timetabled deferred examination period. Refer toFederation University Higher Education Special Consideration ProcedureSS1967

Special consideration - General Acknowledgement by the Dean or delegate that a student has experiencedor encountered some form of disadvantage or impediment that hasprevented them from performing on their merits in an assessment task/s. Insuch circumstances, the particular disadvantage or impediment will betaken into account when assessing the students work. To enable thestudent to demonstrate their achievement of the course learning outcomes,they may be granted deferred assessment, supplementary examination, orextension of an assessment due date or other suitable accommodationdeemed necessary. Such allowances may be made for one or moreassessment tasks or courses within any teaching semester. Grounds for astudent to submit an application for Special Consideration include illness,psychological condition, loss or bereavement, hardship/trauma, familyviolence or other significant cause. Refer to Federation University HigherEducation Special Consideration Procedure SS1967

Supplementary assessment(examination context)

A supplementary assessment is an extra examination that occurs after aprevious examination has occurred. It is offered in particular circumstances




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https://policy.federation.edu.au/student_services_and_administration/student_learning_and_well_being/ch03.php






Term Definitionwhere failure would significantly impede a student’s progress or completionof the course

Take-home assessment Conditions and instructions dictated according to the requirements of thecourse which enable the student to complete the assessment away fromthe University

Supporting Documents

Higher Education Assessment Policy

Higher Education Special Consideration Procedure

Learning and Teaching Policy

Student Access, Progression and Wellbeing Policy SS1965

Disability Learning Access Plan (LAP) Procedure SS1966

Higher Education Deferral or Leave from Studies Procedure

Deferment, Suspension or Cancellation of a Student's Enrolment (ESOS Specific) Procedure

Equal Opportunity and Valuing Diversity Policy

Responsibility• Academic Board is responsible for monitoring the implementation, outcomes and scheduled review of this

procedure and will receive annual reports as part of the annual Program Performance Report from each School

• Chair, Learning and Teaching Committee (L&T) is responsible for maintaining the content of this procedure asdelegated by Academic Board

• Executive Officer, Learning and Teaching Committee is responsible for the administration support for themaintenance of this procedure as directed by the Chair, Learning and Teaching Committee (L&T)

• Deans of Schools are responsible for oversight of the operational implementation of this procedure

Actions

Each of the mandatory procedures below, details the activity which must be conducted in accordance with theassessment principles referred to in the Higher Education Assessment Policy.

1. Examination rules

ACTIVITY RESPONSIBILITY STEPS

A. Conducting examinations Course Coordinator 1. Examinations will be conductedin accordance with Statute 5.3– The Schedule Part 1

2. Students will be provided withexamination criteria, includingweighting, within the Course






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ACTIVITY RESPONSIBILITY STEPSDescription, together withrelevant appeals information

B. Timetabling examinations Team Leader, Exam Scheduling

Course Coordinator

Centre for University Partnerships(CUP)

1. Compulsory central timetablingof all examinations scheduledwithin the examination periodwill occur in line with theUniversity's approvedexamination standards andconditions

2. Exams for Partner Providers orcampuses on the trimester orNorthern Hemispherecalendars are administered byCUP

3. A timetable will be producedand published at least threeweeks prior to the mainexamination periods

C. Booking examination rooms/venues

Team Leader, Exam Scheduling 1. Ensure students completeexaminations in a physicalenvironment in which they canbe reasonably expected toperform to the best of theirabilities.

D. Ensuring student Availability Student 1. Students must ensure they areavailable to attendexaminations during the formalexamination periods outlined inthe Academic Calendar fortheir study period.

E. Resulting Student HQ 1. Final results for any course willnot be officially notified to astudent before completion ofassessment in that course andits formal publication

2. Students who owe fees to theUniversity will not be able toview or receive writtenstatements of academic record

2. Examination Appeals


A. Dealing with examinationcomplaints

Dean or nominee 1. In accordance with the StudentAppeals Procedure, an appealagainst a final grade must besubmitted in writing and lodgedwithin 10 working days of the




ACTIVITY RESPONSIBILITY STEPSpublication of the final grade orresult

2. Following due consideration(within 30 days) the student willbe provided with a writtenresponse to the appeal,including reasons for thedecision

3. The School must notifyStudent Administration of anyamended results following anappeal

4. If the student is not satisfiedwith the decision, they cansubmit an appeal to theAppeals Committee inaccordance with Regulation 2.2

3. Management of centrally organised examinations


A. Determining arrangements forcourses which include centrallyorganised examinations as part ofthe assessment

Course Coordinator

Team Leader, Exam Scheduling

1. Course coordinators provideadequate notice of examinationrequirements to Team Leader,Exam Scheduling

2. Team Leader, ExamScheduling ensures thatexamination information in thestudent management system iscorrect prior to the creation ofthe examination timetable

3. Submit examination papers forprinting by the due date

4. Students sit the exam papersgiven on the day of theexamination as written - noclarifications or errata are to beissued on the day of the exam,thereby ensuring equitybetween examination venues

5. Course Coordinators (or adelegate) must be contactableby phone for the duration of theexamination for any course.If this responsibility isdelegated, Exams Office mustbe informed before the day ofthe exam.





B. Scheduling of examinations Team Leader, Exam Scheduling 1. Team Leader, ExamScheduling will not scheduleany exams outside of theprescribed exam period asdefined on the AcademicCalendar

2. Team Leader, ExamScheduling will schedule earlyin the examination periodwhere possible, examinationsfor courses with high enrolmentnumbers and other complexcriteria that may affect themarking process to ensurecompletion of results by therelease date

3. Other scheduling requests fromSchools and CUP will beconsidered and accommodatedby Team Leader, ExamScheduling, at their discretion

4. Duration of examinations willbe as per the coursedescription in whole hourincrements only i.e. one, two orthree hours

5. To maximise efficiencies of theexamination room/venue andexam slots, examinations willbe of suitable lengths to restrictdiffering durations in the sameexamination room/venue at thesame time, where reasonablypossible

6. Examinations may bescheduled on any day withinthe examination period

7. Every effort will be made tominimise the number of:

• Examination clashes forstudents

• Examinations a student isrequired to sit in a 36-hourperiod

• Back-to-back examinationsfor students

• Instances of studentoverload ie threeconsecutively scheduledexamination sessions




ACTIVITY RESPONSIBILITY STEPS(morning, afternoon andfollowing morning)

C. Exam Locations Student

Student HQ


1. Students are automaticallyallocated to an applicableexam location on the basis oftheir course enrolments ie.Student enrolled in all coursesas CHLL, will be allocated to sitthese exams at Churchill, orclose to.

2. Team Leader, ExamScheduling will allocatestudents to exam locations asfollows:

• If enrolled in all courses aton-campus locations (ie.MTH, CHLL, BER), studentswill be allocated to sit theirexams at the campus towhich they are primarilyenrolled

• Students enrolled in FLXprograms will be allocated tosit at their applicable FLXcampus (ie. FLXK, FLXB,FLXG).

• Students enrolled in allcourses as ODL, will beinvited to select/confirm theirpreferred exam location eachsemester, via email.

• ODL students shouldreasonably expect to be ableto sit their examination nofurther than 150km from theirresidential address recordedin the Student ManagementSystem.

• Where no exam centre existswithin our network, TeamLeader, Exam Schedulingwill take all reasonable stepsto find one.

• Students sitting atInternational locations maybe required to travel furtherthan 150km to a venue.

• Non-standard or studentnominated off-campussupervision arrangements




ACTIVITY RESPONSIBILITY STEPSwill only be approved byTeam Leader, ExamScheduling underexceptional circumstances,where no other viableoptions are available.

• Students with a mix ofcourse location enrolments(ie. MTH and ODL) will beallocated to their on-campuslocation for all exams.

• Students enrolled at TAFEPartners are not considered“online & distance” for examspurposes – their examlocation is managed andadministered between CUPand the Partner.

• Students with a combinationof TAFE Partner and ODLenrolments, will be allocatedto an existing exam centrewithin our network for theirexaminable ODL course.CUP/Partner will manage allexams for course enrolmentsat partner locations.

3. Off-campus examinationeligibility

• A student enrolled in allcourses as ODL is eligible tosit their exams at an off-campus location, asconfirmed during a dedicatednomination period eachsemester.

D. Changes to Exam Location 1. Changes to allocated examlocation

• A student may request tochange their exam to anyother Federation UniversityCampus location, prior toFinal Timetable publication –at no cost to the student.

2. Any student may apply to sit anexam for an on-campusenrolment course, in an off-campus location if appropriateto the assessment – prior toFinal Timetable publication.




ACTIVITY RESPONSIBILITY STEPS3. Applications will be processed

by Team Leader, ExamScheduling, in consultation withrelevant Course Coordinator.Approval of this application willincur a fee as specified on theHigher Education StudentAdministrative Fees andCharges schedule,https://federation.edu.au/current-students/essential-info/fees-and-charges/higher-education/fees [for 2020 a fee of $300has been approved which willbe published in due courseupon release of the 2020administrative fees schedule]

4. Fees will be charged to studentaccounts by Student HQ, uponnotification from Team Leader,Exam Scheduling.

5. Non-payment of these fees willresult in a negative serviceindicator being applied to astudent record, and resultswithheld until paymentreceived.

E. Non-attendance at off-campus &disability exams


Student HQ

1. Students allocated to off-campus or 1-1 disability examvenues must provide aminimum amount of notice ofnon-attendance, to avoid anon-attendance fee beingcharged to their studentaccount.

• 3 days notice for off-campusexaminations

• 24hrs notice for disability 1-1venues

2. No fees are incurred forabsenteeism in general on-campus exam venues (mainvenues), and notice is notrequired.

3. Fees are specified on theHigher Education StudentAdministrative Fees andCharges schedule https://federation.edu.au/current-students/essential-info/fees-




ACTIVITY RESPONSIBILITY STEPSand-charges/higher-education/fees [for 2020 a fee of $130has been approved which willbe published in due courseupon release of the 2020administrative fees schedule]

4. Team Leader, ExamScheduling will only order a feeto be charged to a studentaccount where costs havebeen incurred by the universityfor those exam arrangements.

5. Fees will be charged to studentaccounts by Student HQ, uponnotification from Team Leader,Exam Scheduling.

F. Dictionaries in centrallycoordinated examinations

Student 1. Any student is entitled to bringan unmarked, hard-copy,bilingual dictionary into anyformal examination, with theexception of examinationswhere a language is beingassessed (ie. Japaneselanguage courses)This item does not have to bespecifically listed on the front ofan exam paper cover.

2. Any annotated dictionaries willbe removed and/or reported asa breach in accordance withStatute 5.3 The Schedule Part1 Section 7

G. Supervision of centrallycoordinated examinations

Team Leader, Exam Scheduling 1. All invigilated assessmentsheld within main and alternatevenues within the designatedexamination period will besupervised by impartial andindependent invigilators,rostered by Team Leader,Exam Scheduling.

2. Academic Staff may supervisepractical assessments withinthe examination period andexams that may requiretechnological interventions,with the assistance of theTeam Leader, ExamScheduling if required(resources permitting).




ACTIVITY RESPONSIBILITY STEPS3. Currently enrolled students

may be engaged as ExamSupervisors, providing they;

a. Self-identify to TeamLeader, Examinations

b. Declare any conflicts ofinterest

c. Are not currently enrolled inthe units they aresupervising exams for.

4. Staff ratios for examsupervision in main venues willbe maintained at anapproximate rate of 1:30 and1:50 thereafter.ie. Supervision teams shouldgenerally consist of 1Supervisor-in-Charge up to 30students, with an Assistant forevery 50 students.

5. In the event of an observedbreach of examination rules/procedures, Supervisors will beobligated to follow the reportingprocedure and notify the Headof School in writing (referStatute 5.3)

H. Notifying students of examtimetables

Team Leader, Exam Scheduling 1. Examinations timetabled by theTeam Leader, ExamScheduling will becommunicated via:

• Individual email to thestudent’s nominated emailaddress

• Online web portal

2. Examinations scheduled byCUP are emailed to Partners todistribute to students viaappropriate means

I. Approved alternative sittingsarrangements outside ofexamination periods

Course Coordinator

Coordinator, Disability Services

1. Alternative sittingarrangements outside of theexaminations period may beapproved under the followingcircumstances:

• Where a student has a clashof examinations that cannotbe otherwise resolved; or




ACTIVITY RESPONSIBILITY STEPS• A student would be

otherwise required to sitthree consecutiveexaminations in two days

2. Course Coordinators will,under no circumstances, permitindividual students to sit thesame examination paper as theremainder of the cohort, at anyother time or other venue.

3. Manager, Disability Servicesmay negotiate directly with aSchool on behalf of a studentto arrange exam sittingsoutside of examination periods.

4. Where a student is supportedby Disability and LearningAccess Unit (DLAU), they mayinstruct Team Leader, ExamScheduling to conduct exam ata different time to the maincohort if necessitated by astudent’s personalcircumstances or LAP.

5. Schools may make individualarrangements for studentsinvolved with the Elite AthleteProgram (EAP) outside ofexam periods as per the EAPpolicy.

6. Team Leader, ExamScheduling may authoriseindividual students to sit examsat reasonable times within theirown time zone.

J. Unexpected disruptions duringexam session

Team Leader, Exam Scheduling 1. In the event of an unforeseendisruption to examinationconditions, every option will bepursued to minimise the impactof the disruption to ensurestudents are notdisadvantaged, which mayinclude:

• Time extensions

• Opportunity to re-sit with analternative examinationpaper at another time ifstudents are forced to leavethe venue




ACTIVITY RESPONSIBILITY STEPS• Refer to the University’s

Emergency EvacuationProtocol for Examinations

2. The University does notconsider an event that has massimpact, eg a bomb threat, sufficientgrounds for special considerationby an individual student

4. Management of non-centrally organised examinations


A. Arranging non-centrally organisedexaminations, including take-homeassessments

Course Coordinators

CUP

Disability Services

1. If any electronic/onlineexamination papers are madeavailable, their security mustbe ensured as well as theintegrity of student answers - inthe event of any system failure,students will not be penalisedand alternative arrangementswill be made, within thedesignated timeframe

2. Students will be advised iftake-home assessments are tobe submitted for electronic anti-plagiarism verification and theprocesses involved and anypenalties that may apply tonon-compliance with theexamination requirements

3. Students will be required tosubmit examinationselectronically accompanied bya completed declaration form,unless specific circumstancesrequire otherwise

5. Personal exam adjustments and special consideration


A. Alternative examinationarrangements, including deferrals

Disability Services,Team Leader, Exam Scheduling

1. Students may liaise withDisability Services regardingpersonal exam adjustments forcentrally organisedexaminations.

2. If a student’s healthdeteriorates significantly due to




ACTIVITY RESPONSIBILITY STEPSthe episodic nature of theirdisability or an unforseen eventdirectly related to that disabilityoccurs, and is not otherwiselisted in their Learning AccessPlan (LAP)*, a DLAU Officermay approve an exam deferralby using the DLAU specific‘Deferred ExaminationNotification’ form andforwarding to Student HQ forprocessing.

3. Disability Services will consider the following pointswhen setting alternativeexamination arrangements:

• The student's circumstances

• The impact of thearrangement on thestudent's ability to achievelearning outcomes

• The impact of thearrangements on theUniversity, staff and otherstudents

• The costs and benefits ofadjustments

• Meeting the academicrequirements of the coursethat are inherent in oressential to it

4. Advice can be sought fromTeam Leader, ExamScheduling, and/or Disabilityand Learning Access Unit(DLAU), Student Connect, theAssociate Dean, Learning &Teaching and CLIPP to ensurea balance between thelegislative requirements andacademic standards

5. Disability Services will workwith Team Leader, ExamScheduling to maintainconsistent formatting forpersonal adjustments wherepossible, with this informationto be provided to students ontheir personal examinationtimetable/s.




ACTIVITY RESPONSIBILITY STEPS6. Students who are unwell on the

day of their examination shouldnot enter the examination roomand attempt the examination;they are encouraged to applyfor a deferred examination

7. If the student is unable to finishthe exam due to serious illnessor other cause they must:

• inform the exam invigilatorwho will note the time of exitand reason associated

• collect and complete specialconsideration - deferredexamination form

B. Seeking approval to grantalternative examinationarrangements

Student HQ and/or designatedapproval authority

1. Refer to the University’sStudent Learning and WellBeing Policy and AssociatedProcedures, where thecircumstances are outside thestudent’s control.Examples include:

• Semester’s work has beenhampered by illness or othercause

• Serious or disabling illnessor other significant causehas prevented the studentfrom preparing or presentingfor all or part of assessment -refer Learning Access Plan

• Adversely affected by illnessor other cause during theperformance of a componentof assessment

2. A written application must besubmitted within three daysafter the submission of thecomponent of assessment andsupported by detailed HealthCare Professional Certification

3. The applicant will be notified ofthe decision in writing withinfive working days of thedecision being made

4. Students with a LearningAccess Plan (LAP) examination adjustments willbe determined on a student




ACTIVITY RESPONSIBILITY STEPSand course basis by DisabilityServices. Disability Services will informthe Team Leader, ExamScheduling of the necessaryadjustments required by astudent, referring to the HigherEducation SpecialConsideration Procedure

C. Conducting supplementary/specialconsideration examination (notdeferred examinations)


CUP/PartnersCourse Coordinators

1. Supplementary examinationswill be timetabled centrally,twice per year as per theAcademic Calendar

2. Supplementary examinationsfor Partners or campuses onthe trimester or NorthernHemisphere are administeredby CUP

3. Team Leader, ExamScheduling will notify eligiblestudents of their examinationdate/s by email at least 72hours prior to theirexamination, where possible.

4. Where permission to undertakesupplementary examinationhas been granted to astudent/s, Course Coordinatorswill design a supplementaryexamination which isequivalent, but not identical, tothe initial examination andsupply the paper to the TeamLeader, Exam Scheduling.

5. Students who are awardedsupplementary/specialconsideration examinations,and choose to sit theexamination/s must ensurethey are available to attend atthe time/date specified on thepublished timetable.

6. Students deemed eligible for asupplementary opportunity maychoose not to sit, in which casethey will receive the markawarded for the originalexamination.

7. Students who receive an MFgrade in their final Semester







ACTIVITY RESPONSIBILITY STEPSmust acknowledge theirsupplementary opportunity by:

• Contacting the ProgramCoordinator within 7 days ofthe publication of results forsupplementary assessment.

• Attending theirsupplementary examopportunity as scheduled byTeam Leader, ExamScheduling

• Applying to defer theirsupplementary opportunity

• The highest grade attainablefor a Supplementary examwill be a Pass grade. Thisonly applies if the student isnot eligible for any other formof supplementaryassessment.

8. Deferrals of supplementaryexaminations will only bepermitted in exceptionalcircumstances on medicalgrounds.

9. Team Leader, ExamScheduling should be notifiedof any student not intending tosit their supplementaryexamination, in order tominimise costs incurred.

6. Ensuring security of completed examination papers and other examinationmaterials


A. Submission, collection anddistribution of Exam Papers tovenues

Course Coordinator (or delegate)Team Leader, Exam Scheduling

1. Team Leader, ExamScheduling will call for a paperfor each exam requested

2. Course Coordinators willsubmit an exam paper to theExams Office for each examrequiring printed papers by thesubmission dates

3. Where marking guides arerequired (for Partners, etc.),exam papers and marking




ACTIVITY RESPONSIBILITY STEPSguides should not be submittedtogether

4. Supervisors-in-Charge collectexam papers from the ExamOffice for their session

5. Supervisor-in-Charge of anyvenue bears responsibility forthe security and integrity of allpapers whilst in exam centre.

6. Team Leader, ExamScheduling accounts for andverifies all materials collectedfrom exam venue and returnedto the Exams Office.

B. Distribution of exam materials toAcademic Staff

1. Team Leader, ExamScheduling, arranges for thecollection of completedexamination materials bynominated marker or theirdelegate.

2. Exams office will hold allcompleted exam materials untilcollected by the Academic staffmember listed as responsiblefor marking on the originalexam request (or theirdelegate, as notified to ExamsOffice in writing).

3. Completed exam materials arenot to be distributed viaacademic mail boxes.

4. Proof of collection/delivery/transfer of completed exammaterials between staffmembers should be retainedfor as long as isadministratively necessary(e.g. the exam has beenconfirmed as received by thereceiving staff member and thecompleted exam marked andmarks recorded in a universityendorsed system of record).

5. Where papers are not collectedby closure of exams offices atBerwick and Gippsland, analternate secure area (e.g.Student HQ, Library orSecurity) will hold papers onbehalf of the Examinations




ACTIVITY RESPONSIBILITY STEPSoffice until such time as theycan be reasonable transferredto the exams office.

C. Ensuring security of completed examination/s

Team Leader, Exam SchedulingSchools/Academic staff/Partners

1. Following University policy,Academic Staff/Partners willsecurely store examination/swhile they are being assessedand moderated - this processshould be managed virtually,wherever possible, inaccordance with theUniversity's RecordManagement Policy andProcedure.

2. Team Leader, ExamScheduling records the detailsof any staff member who hascollected exam materials fromExams Office.

3. Completed exam materials willonly be released/posted torecognised businessaddresses.

4. Principles for transport ofcompleted exam materialsbetween campuses:

• Mark on campus if possible

• Keep in a secure area

• Limit transport

• Where submittedexamination materialscannot be transported inperson, all materials must becouriered or posted viatrackable means.

• Sender to retain all trackinginformation, and provide it torecipient if necessary.

• Clearly label all envelopescontaining exam materials,as containing exam materialsand detailed origination/destination information.

D Ensuring security of examination/smaterials, including Script Books


Schools/Academic staff/Partners

1. Unused examination materials,including script books andmultiple choice answer sheets,should be returned to theexaminations department at




ACTIVITY RESPONSIBILITY STEPSthe completion of theexamination

2. Examination materials shouldnot be used for any purposeother than the completion of anofficial university examination.

.E Protecting confidentiality ofstudents

Course Coordinator/

Partners

1. If the need arises for theCourse Coordinator to discussexamination/s with other staff,the discussion does not identifythe author either directly orindirectly

F Retaining/disposing of students'examination/s

Academic staff/Partners 1. Completed exam materials(either original or copies) willremain with Academics for thefirst 21 days to allow studentsto view their exam, thenarchived at a local level(school/campus) until the endof the records retention period.

2. Partner locations are requiredto archive exams at a locallevel.

3. Further retention or disposal ofexamination/s to be carried outin accordance with theUniversity's RecordManagement Policy andProcedure.

7. Ensuring examination/s are appropriately marked and graded


A. Marking and grading examination/sis based on criterion referencing

Academics/Partners 1. Identify any issues with themarking guide/rubric/expectations to assist indeveloping consistentresponses/grades

2. Assess student performanceagainst attainment of intendedlearning outcomes or gradedagainst the level of attainmentof intended learning outcomesusing explicit, pre-specified,and/or negotiated criteria(rather than assessed relativeto the performance of otherstudents in a cohort)




ACTIVITY RESPONSIBILITY STEPS3. For Moderation - refer to

Higher Education AssessmentProcedure

B. Accessing exam scripts followingpublication

Academic Staff 1. Ensure viewing of the gradedexam scripts of theexamination results bystudents is conducted in asupervised environment.Scripts must not be removedfrom the room.

C. Requesting second marking Course Coordinator/

Partners

1. A student can request asecond marking for anexamination. The requestshould be considered when thegrade for the examinationdiffers substantially from thegrades received for otherassessment tasks submitted -refer Schedule 5.3 Assessment

D. Granting of special consideration Dean of School or nominee 1. When a student is unable tocomplete an examinationthrough a serious healthcondition, other medicalreasons, loss or bereavementor other significant cause, thestudent is encouraged to applyfor Deferred or Supplementaryassessment - refer HigherEducation SpecialConsideration Procedure

E. Assessing supplementaryexamination

Course Coordinator/

Partners

1. Assess the supplementaryexamination/s – only thegrades of pass and marginalfail (P and MF) will be awardedfor the course involved

2. Report supplementaryexamination results in a timelymanner to avoid disadvantageto the student

F. Recording examination results Student Administration/

CUP/Partners

1. Results will be recorded in theUniversity's approved studentmanagement system

8. Ensuring quality of examination (Continuous Improvement)










A. Benchmarking of examination/s Associate Dean,

Teaching Quality or

nominee

1. Benchmarking of examinationswill be undertaken inaccordance with the HigherEducation Assessment Policyand Procedure.

B. Ensuring examination integrity Course Coordinator 1. Exam integrity must be appliedto all standard, partner,deferred and supplementaryexaminations.

2. Integrity of examinations mustbe maintained by ensuring allnewly developed examinationsare sufficiently dissimilar topast examinations, thusavoiding predictability ofcontent.

• No examinations are to bewholly recycled

• No more than 33% overlapwith any previous examgiven over the past 2 years.For exams with pre-sightedcase studies, the maximumof 33% overlap is exclusiveof the case studycomponent.

3. The same examination may beused at different sites at thesame time.

PromulgationThe Higher Education Examinations Procedure will be communicated throughout the University community in theform of:

• An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of theapproved Procedure.

• Learning and Teaching Committee• School meetings• Academic Induction Program• Partner communications• Examinations newsletter

ImplementationThe Higher Education Examinations Procedure will be implemented throughout the University via:

Information Sessions; and/or








Training Sessions

Partner communications

Records Management

Document Title Location Responsible Officer Minimum Retention Period

Proof of collection/delivery/transfer of completed exammaterials between staffmembers.

School AdministrativeOffice

Manager, SchoolServices

Until the completed exam hasbeen marked and marksrecorded in a university endorsedsystem of record.

Amendment to Result Form School Administrative Office


Destroy 7 years after actioncompleted

Examination Benchmarking/Validation schedule

University's approvedrecords managementsystem


Destroy 7years after actioncompleted

Final Examination Results University's approvedstudent managementsystem

School Administrative Officeif hard copy


Permanent

Record of Examination (MasterCopy of Exam Paper)

School AdministrativeOffice or transferredto Central Records, ifhard copy, orotherwise retained ina University'sapproved recordsmanagement systemin line with theRecordsManagement policyand procedure.

Manager, SchoolServices /Partner

Destroy 7 years after actioncompleted

Student completed exam paper/booklets

School AdministrativeOffice

Manager, SchoolServices /Partner

Destroy 2 years afteradministrative use has concluded


