Policy Examinations Procedure for Students
Examinations Procedure for Students
- Aboriginals and Torres Strait Islanders in Marine Science
- Courses
- Future Students
- Current Students
- Research and Teaching
- Partners and Community
- About JCU
- Reputation and Experience
- Celebrating 50 Years
- Academy
- Anthropological Laboratory for Tropical Audiovisual Research (ALTAR)
- Anton Breinl Research Centre
- Agriculture Technology and Adoption Centre (AgTAC)
- Living on Campus
- How to apply
- Advanced Analytical Centre
- Alumni
- AMHHEC
- JCU Aquaculture Solutions
- AusAsian Mental Health Research Group
- ARCSTA
- Area 61
- Association of Australian University Secretaries
- Australian Lions Stinger Research
- Australian Tropical Herbarium
- Australian Quantum & Classical Transport Physics Group
- Boating and Diving
- JCU-CSIRO Partnership
- Employability Edge
- Career Ready Plan
- Careers at JCU
- Careers and Employability
- Chancellery
- Centre for Tropical Bioinformatics and Molecular Biology
- CITBA
- CMT
- CASE
- College of Business, Law and Governance
- College of Healthcare Sciences
- College of Medicine and Dentistry
- College of Science and Engineering
- CPHMVS
- Centre for Disaster Solutions
- CSTFA
- Cyber Security Hub
- Cyclone Testing Station
- The Centre for Disaster Studies
- Daintree Rainforest Observatory
- Discover Nature at JCU
- Research Division
- Services and Resources Division
- Education Division
- Elite Athletes
- eResearch
- Environmental Research Complex [ERC]
- Estate
- Fletcherview
- Foundation for Australian Literary Studies
- Gender Equity Action and Research
- General Practice and Rural Medicine
- JC 'U' Orientation
- Give to JCU
- Governance
- Information for JCU Cairns Graduates
- Art of Academic Writing
- Art of Academic Editing
- Graduate Research School
- Graduation
- Indigenous Education and Research Centre
- Indigenous Engagement
- Indigenous Legal Needs Project
- Inherent Requirements
- IsoTropics Geochemistry Lab
- IT Services
- International Schools
- International Students
- Research and Innovation Services
- JCU Eduquarium
- JCU Events
- JCU Global Experience
- JCU Ideas Lab
- JCU Job Ready
- JCU Motorsports
- JCU Prizes
- JCU Sport
- JCU Turtle Health Research
- Language and Culture Research Centre
- CEE
- LearnJCU
- Library
- Mabo Decision: 30 years on
- MARF
- Marine Geophysics Laboratory
- New students
- Off-Campus Students
- Office of the Vice Chancellor and President
- Virtual Open Day
- Orpheus
- Outstanding Alumni
- Parents and Partners
- Pathways to university
- Planning for your future
- Placements
-
Policy
- Academic Governance
- Academic Management
- Engagement
-
Corporate Governance
- Academic Freedom and Freedom of Speech Policy
- Affiliation of a Residential College Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Business Continuity Policy
- Child Safety Policy
- Code of Conduct – University Council
- Compliance Policy
- Conduct of Council Elections Policy
- Conflicts of Interests Policy – University Council and its Committees
- Controlled and Non-Controlled Entities Policy
- Critical Incident Policy
- Data Governance Policy
- Distinguished Professor Policy
- Domestic and Family Violence Policy
- Emeritus Professor Policy
- Foreign Interference Policy
- General Practice Training Governance Policy
- Incident Management Policy
- Information Privacy Policy
- Legal Services Claims and Litigation Assistance Policy
- Organisational Structure Policy
- Records Management Policy
- Right to Information Policy
- Risk Management Policy
- Social Media Policy
- Staff Code of Conduct
- University Archives - Access
- University Seal Policy
- Visiting Speaker and Event Policy
- Policy Development and Review Policy
- Quality Enhancement Framework
- Reviews of Organisational Units and Thematic Areas - Policy and Procedures
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Pets on Campus
- Real Estate Dealings Policy
- Security Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
- Adaptive Workplace Policy
-
Financial Management
- Appendices
-
Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Property, Plant and Equipment Procedure
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
- Equity (FMPM 500 - FMPM 599)
- Expenses (FMPM 700 - FMPM799)
- Financial Management and Control (FMPM 800 - FMPM 899)
- Further Applications (FMPM 900 - FMPM 999)
- Introduction (FMPM 100 - FMPM 199)
- Liabilities (FMPM 400 - FMPM 499)
- Revenue (FMPM 600 - FMPM 699)
-
Human Resources
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Conflict of Interest Policy
- Early Retirement Policy
- Equal Employment Opportunity
- Honorary Appointments Policy
- Human Resources Policy Glossary
- Market Loading Policy
- Overpayment of Wages Policy
- Performance, Development and Recognition Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Remote Working Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Supported Wage System (SWS) Policy
- Mandatory Training Policy
- Digital Infrastructure
-
International and Admissions
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Student Aid-SAP & Return to Title IV Policy
- Admissions Policy
-
Learning and Teaching
- Blended Learning Policy
- Charter of Responsibilities for Academic Quality and Governance
- Coursework Academic Integrity Policy
- English Language and Numeracy Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Evaluation of Subjects and Teaching Policy
- Student Retention Policy
- Research Education
- Research Management
-
Student Matters
- Academic Progression Policy
- Administration of Commonwealth Scholarships Policy
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Enrolment Policy
- Coursework Scholarships, Grants and Prizes Policy
- Library Use Policy
- Student Code of Conduct
- Student Complaints Policy
- Student Disability Policy
- Student Fee Payments and Refunds Policy
- Student Review and Appeals Policy (effective from 01/01/2023)
- Student Special Circumstances Policy
- Transfer of International Student Visa Holders to Other Educational Institutions
- Student Results Policy
- Work Health and Safety
- Policy search
- PAHL
- Publications
- Professional Experience Placement
- Queensland Research Centre for Peripheral Vascular Disease
- Rapid Assessment Unit
- RDIM
- Researcher Development Portal
- Safety and Wellbeing
- Scholarships
- Contextual Science for Tropical Coastal Ecosystems
- Staff
- State of the Tropics
- Strategic Procurement
- Student Equity and Wellbeing
- Student profiles
- SWIRLnet
- TARL
- TESS
- TREAD
- TropEco for Staff and Students
- TQ Maths Hub
- TUDLab
- Unicare Centre and Unicampus Kids
- UAV
- VAVS Home
- Work Health and Safety
- WHOCC for Vector-borne & NTDs
- Media
- Copyright and Terms of Use
- Australian Institute of Tropical Health & Medicine
- Clinical Psychedelic Research Lab
Intent
This procedure supports the Learning Teaching and Assessment Policy (LTA Policy) and provides guidance and direction to staff and students relating to the conditions and processes for the conduct of Examinations.
Scope
This procedure applies to all students enrolled in coursework subjects, and all staff involved in the delivery of Undergraduate and Postgraduate coursework assessment by examination at James Cook University.
This procedure applies to the following Examination options:
- End of Study Period Examinations generally held during the Examination Periods
- On Course Examinations held outside the Examinations periods and advised via the subject outlines or college communications
- Supplementary Examinations
- Deferred Examinations
- Special Examinations
This procedure does not apply to:
- Assessment in English Language courses and short courses; or
- Assessment undertaken by JCU students in courses or units at other education institutions (e.g., cross-institutional study, outbound mobility study arrangements).
Definitions
Except where otherwise indicated in this procedure, the definitions used in this procedure are found in the Learning Teaching and Assessment Policy or the Policy Glossary.
Deferred Examination –is a delay (postponement) to the start date of an Examination and awarded in accordance with the Learning, Teaching and Assessment Procedure. It is timetabled during the Supplementary/Deferred Examination Period. These days are designated on the Academic Calendar as supplementary/deferred Examinations Periods.
End of Study Period Examinations – an Examination (also known as a formal exam) for a study period that is timetabled within the Examination Periods or where it does not fit within the Examination Period during teaching weeks as agreed between the relevant college and Examination Office.
Examiner – Academic staff member or affiliate responsible for setting and/or marking the Examination.
Examination Period – means the span of days designated on the Academic Calendar when the End of Study Period Examinations may be scheduled
Examination Supervisor – a person approved by the University assigned to oversee and invigilate the conduct of examinations.
Examination Office – a centralised unit that undertakes the administration and timetabling of End of Study Period, Deferred and Supplementary examinations. This is the:
- Examinations and Graduations Unit for all JCUA campuses except Brisbane and Singapore.
- JCU Brisbane Examinations for the Brisbane campus; and
- JCU Examinations for the Singapore campus
On Course Examinations – an Examination held outside the Examination Period for a study period or trimester and managed by an Academic Unit and advised to the student in the Subject Outline. These examinations may also be referred to in the Subject Outline as mid-term, mid semester, in class, examinations or tests and quizzes.
Permitted Materials – are materials made available/allowed during an Examination.
Reader – A person approved by AccessAbility services to attend an Examination with a student to read the examination questions to the student.
Scribe – A person approved by AccessAbility services to attend an Examination with a student for the purpose of writing/or typing the student’s answers to the examination questions on their behalf.
Special Circumstances – are events or experiences that occurs during the Examination Period and are unforeseen and beyond the student’s control to prevent or overcome.
Special Examination – an Examination approved by a College Dean.
Study Site – an approved physical location for Examinations.
Supplementary Examination – an additional assessment to determine if a student has achieved the subject learning outcomes and/or requirements to pass the subject. It is timetabled during the Supplementary/Deferred Examination Period. These days are designated on the Academic Calendar as supplementary/deferred Examinations Periods.
Procedures
1. The University prescribes to the following exam types:
1.1 Online Respondus Exam (on campus) - this type of exam is run in LearnJCU using the “test” tool and Respondus Lockdown Browser. Students will answer questions directly in the LearnJCU test response boxes. Online Respondus Exams are held at a Study Site with in-person invigilation.
1.2 Hard Copy Exam - this type of exam requires students to handwrite answers directly onto an exam paper, answer booklet or scanner sheet provided by JCU. Hard copy exams are held at a Study Site with in-person invigilation.
1.3 Practical Exam - this type of exam requires students to perform practical tasks and/or respond to questions and/or scenarios as individuals or in groups. Practical exams are held at a Study Site with in-person invigilation.
1.4 Oral Exam - this type of exam requires students to respond verbally, by photo, sounds or graphic representation to questions posed verbally or in writing by an Examiner. Oral exams are held at a Study Site with in-person invigilation.
1.5 Online LearnJCU Exam - this type of exam is run in LearnJCU using the “test” tool. Students will answer questions directly in the LearnJCU test response boxes and/or upload files to the LearnJCU test.
1.6 Online Respondus exam - this type of exam is run in LearnJCU using the “test” tool and Respondus Lockdown Browser. Students will answer questions directly in the LearnJCU test response boxes
1.7 Online Respondus Exam with Monitor - this type of exam is run in LearnJCU using the “test” tool and Respondus Lockdown Browser and Monitor. Students will answer questions directly in the LearnJCU test response boxes and will be recorded using a webcam
1.8 Online Oral Exam - this type of exam is run in LearnJCU using Collaborate with individual students. Students will respond verbally, by photo, sounds or graphic representation to questions that are posed verbally or in writing.
1.9 Online Assignment - this type of exam is run under exam conditions and is released and due via LearnJCU during the Examination Period. Students will submit file(s) to a LearnJCU submission portal/dropbox.
2. General Requirements before and during Examinations
2.1 All students must adhere to the conditions outlined in this procedure and Appendix 1 Examination requirements or otherwise may be subject to a review under the Student Code of Conduct Policy and/or the Academic Misconduct Procedure.
2.2 Students requiring reasonable adjustments because of a documented disability, injury, or illness, must be registered with AccessAbility Services. If any changes to already agreed reasonable adjustments are required for an Examination Period or a new adjustment is required unexpectedly, a request must be submitted at least 15 university working days prior to the commencement of the Examination Period. Adjustments will then be assessed on an individual basis and may not be approved.
2.3 All students must:
2.3.1 for End of Study Period, Deferred and Supplementary Examinations access their personal examination timetable as instructed prior to the relevant Examination Period:
a. Students at campuses except Singapore and Brisbane can obtain a personalised timetable via StudentsOnline and the JCU Student App. A copy of their timetable will also be emailed to student’s JCU email address.
b. Students studying on the JCU Singapore (JCUS) campus must to refer to the Singapore website for details of a timetable.
c. Students studying on the JCU Brisbane (JCUB) campus must to refer to the Brisbane website for details of a personalised timetable.
2.3.2 read their subject outline to note the commencement date for End of Study Period and On Course Examinations.
2.3.3 be available for Examinations at the times specified in the examination timetable provided or as identified in subject outlines unless the student has an approved adjustment as part of an AccessAbility Plan. Otherwise students may only apply to defer their exam in accordance with the Special Consideration Procedure.
2.3.4 comply with all instructions provided for an Examination. Instructions provided via an email notification, stated by an Examination Supervisor or documented in LearnJCU will include:
a. System requirements
b. Identification requirements
c. Timeframes for entry and exit of an Examination
d. Permitted Materials
e. Reading time requirements
2.3.5 familiarise themselves with the Permitted Materials for each Examination, including whether any books or pre-prepared notes are permitted.
2.3.6 ensure they can meet the identification requirements listed in Appendix 1 Examination requirements or otherwise contact the Examination office for alternate arrangements prior to the schedule date of the Examination.
2.3.7 provide their own pens, pencils and erasers for an Examination where needed to perform the Examination.
2.3.8 not attempt any action or inaction defined in the Academic Misconduct Procedure in relation to an examination. This includes but not limited to:
a. sharing Permitted Materials with other students during the Examination or bringing any non-permitted materials into the Examination
b. communicating with any person or thing that is not the Examination Supervisor, a JCU Staff member, an approved Reader and Scribe, or patients and other group members during practical Examinations. This also applies during any temporary absence from the examination room during the Examination.
2.4 A student who does not arrive within the timetabled entry time for an Examination at a JCU Study Site or presented online, will receive an outcome of DNS (did not submit). Refer Appendix 1 Examination requirements for specific Exam Types.
2.5 If a student with an Attendance Mode of Internal is unable to undertake their Examination at their course campus, due to Special Circumstances, they may apply for a change of venue before the scheduled date of the Examination. Applications must be submitted is via email as detailed below and supporting evidence must be supplied. If an alternate venue is approved, the student will be responsible for all associated costs:
- exams@jcu.edu.au – students studying via any campus except Singapore or Brisbane
- exams-singapore@jcu.edu.au – students studying via Singapore campus
- academicadmin@jcub.edu.au students studying via Brisbane campus
3. Interruption to an Examination
3.1 For Examination types held at Study Sites including Online Respondus Exam (on campus) Hard Copy, Oral and Practical Exams:
3.1.1 For an interruption that is deemed likely to disrupt the progress of students in the Examination, the Examination Supervisor, Security or emergency services personnel will evacuate the examination room as necessary. The examination papers and all examination materials must be left in the examination room and the room locked.
3.1.2 The Examination may be stopped by the Examination Supervisor if serious student access issues are encountered during the examination.
3.1.3 Where the Examination was stopped, it will be documented by the Examination Supervisor and the subsequent report sent to the relevant Examinations Office. The Manager, Examinations and Graduation, JCUS Examinations Manager or the JCUB Academic Support Manager will provide a copy of the report and a list of all affected students to the relevant Subject Coordinator for approval of a Deferred Examination. If approved, the relevant Examinations Office will enter the Deferred Examination in the student management system and advise the affected students via their JCU email address of the Deferred Examination details.
3.2 For examination types not held at Study Sites including Online LearnJCU Exam, Online Respondus Exam, Online Oral Exam and Online Assignments:
3.2.1 If a disruption or interruption occurs, for example a power outage, loss of internet access or equipment failure the student if studying at;
3.2.1.1 any campus other than Brisbane or Singapore must make contact with the relevant college using the details provided by the college.
3.2.1.2 JCU Singapore must contact exams-singapore@jcu.edu.au
3.2.1.3 JCU Brisbane must contact academicadmin@jcub.edu.au
3.2.2 Where the student has not commenced the Examination and the disruption or interruption to the exam cannot be resolved under Clause 3.2.1 the student can apply for an adjustment under the Special Consideration Procedure.
3.2.3 Where the student has commenced the Examination the college/academic unit exam support team (JCU Australia) or Examination Office (JCU Singapore or Brisbane) will provide a list of all affected students to the relevant Subject Coordinator for approval of a Deferred Examination. If approved, the relevant Examinations Office will enter the Deferred Examination in the student management system and advise the affected students via their JCU email address of the Deferred Examination details.
4. Staff Attendance Requirements
4.1 On the day of the Examination a member of the teaching team must be contactable to respond to urgent questions or issues arising with the examination.
4.2 For examinations held on a study site, all Staff, excluding the Examination Supervisor/s, must leave the exam room when the Examination Supervisor indicates the Examination is about to start, unless a staff member is expressly permitted to stay by the Examination Supervisor.
5. Timetabling for End of Study Period Examinations and Supplementary/Deferred Examinations
5.1 The Examination timetable must comply with the following requirements unless accreditation/registration requirements state otherwise:
5.1.1 No more than two Examinations in a calendar day.
5.1.2 Total examination time in a single calendar day should not exceed seven hours, excluding examinations with approved reasonable adjustments under the Student Disabilities Policy.
5.1.3 No more than five Examinations in six successive calendar days.
5.1.4 Where a student has two Examinations on the one calendar day, there must be no Examination scheduled to commence after 6pm of the previous day, and no Examination scheduled to commence before 8am of the following day.
5.1.5 Examinations may be scheduled to commence between the hours of 8.00am and 6.30pm, excluding Sundays and public holidays.
5.2 The Manager, Examinations and Graduations, JCUS Examinations Manager or the JCUB Academic Support Manager will obtain approval from the Subject Coordinator for a student to be offered a Deferred Examination for each subject that is unable to be scheduled under the requirements noted below:
5.2.1 If a student's Examination timetable cannot be developed to comply with clause 5.1.
5.2.2 If the University is unable to arrange an Examination where reasonable adjustments have been approved by AccessAbility Services
5.3 Deferred Examinations and Supplementary Examinations will be timetabled to occur during the Supplementary/Deferred Examination Periods unless a variation to the date is otherwise arranged by the College/Academic Unit.
5.4 The final examination timetable for an Examination Period will be released to students at least 5 weeks prior to the commencement of the Examination Period for study periods 1 and 2 and at least 2 weeks prior to the commencement of the Examination Period for all other study periods.
5.5 For Examinations hosted in LearnJCU, the Examination instructions will be published by the College/Academic Unit in Learn JCU at least two weeks prior to the Examination.
5.6 Once the final examination timetable has been published, timetable changes must be authorised by the Academic Head and will occur only in exceptional circumstances and will be emailed by the relevant Examinations Office, to all affected students via their JCU email address.
6. Timetabling of Special Examinations
6.1 Special Examinations will be timetabled to occur before or during the next upcoming Examination Period or Supplementary/Deferred Examination Period.
6.2 Examination instructions will be advised to the student by the College/Academic Unit.
7. Recorded Examinations
7.1 Recorded online Examinations may be used to investigate cheating or any other academic misconduct or in the case of oral Examinations for the purpose of moderation. All recorded footage will only be accessed by persons authorised by the University and may be shared with internal and external investigators. The footage constitutes personal information and will be stored and available for access under the University’s Information Privacy Policy.
Related policy instruments
Learning, Teaching and Assessment Policy
Learning, Teaching and Assessment Procedures
Special Consideration Procedure
Schedules/Appendices
Administration
NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.
Approval Details
Policy Domain | Learning and Teaching |
Policy Sponsor | Deputy Vice Chancellor, Education |
Approval Authority | Deputy Vice Chancellor, Education |
Date for next Major Review | 18/01/2028 |
Revision History
Version | Approval date | Implementation date | Details | Author |
23-2 | 20/03/2023 | 20/03/2023 | Clauses 2.1, 2.3.6 and 2.4 amended to improve clarity; annexure renamed Appendix 1 – Examination requirements. | Manager, Examinations and Graduations |
23-1 | 18/01/2023 | 20/01/2023 | The Examinations Procedure has been separated into two procedures, this one applying to students and the other applying to staff. | Deputy Director, Student Services |
20-1 | 02/11/2020 | 01/01/2021 | Procedure established to support the amended Learning, Teaching and Assessment Policy and disestablishment of the Examinations Requirements Policy and Student Access to a Dictionary During an Examination Policy | Manager, Student Finance and Examinations |
Keywords | Examination, dictionary, permitted material, Respondus, monitor, invigilated, online, on-campus, LearnJCU |
Contact person | Manager, Examinations and Graduations |