(effective 1 January 2021)
This procedure supports the Learning Teaching and Assessment Policy (LTA Policy). This procedure provides guidance and direction to staff and students relating to the conditions and processes for the conduct of examinations.
This procedure applies to all James Cook University students enrolled in coursework subjects, and all staff involved in the delivery of Undergraduate and Postgraduate coursework assessment by examination at James Cook University. Examinations for students with Reasonable Adjustments will follow this procedure except where separate arrangements are applied.
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).
Authorised Material - are materials made available/allowed during, and may be used in, an assessment (including an examination, a student placement/project, a workshop, clinical setting, a laboratory, or fieldwork), in accordance with the specific requirements of each assessment.
Central Examinations – an examination that is timetabled within the Examination Periods or Supplementary/Deferred Examination Periods where the administration and conduct of the examination is managed by the Examination and Progressions Office or the JCU Singapore Examinations Office or the JCU Brisbane Examinations Office.
College Examinations – an examination where the administration and conduct of the examination is managed by the responsible Academic Unit.
Examination - an assessment method used by the University in a particular component of a subject. Examinations may be on-campus or online and may be written, oral or practical. Such examinations are conducted by the University in accordance with the examination procedures.
Online LearnJCU exam - This is an online exam run in LearnJCU using the “test” tool. This exam has a single specified start time, a specified duration, and must be completed in a single attempt. Students will answer questions directly in the LearnJCU test response boxes and/or upload files to the LearnJCU test or submission portal/dropbox.
Online Respondus exam - This is an online exam run in LearnJCU using the “test” tool and Respondus Lockdown Browser. This exam has a single specified start time, a specified duration, and must be completed in a single attempt. Students will answer questions directly in the LearnJCU test response boxes.
On-campus online Respondus exam - This is an online exam run in LearnJCU using the “test” tool and Respondus Lockdown Browser, that is sat on-campus with in-person invigilation. This exam has a single specified start time, a specified duration, and must be completed in a single attempt. Students will answer questions directly in the LearnJCU test response boxes.
Online Respondus exam with Monitor - This is an online exam run in LearnJCU using the “test” tool and Respondus Lockdown Browser and Monitor. This exam has a single specified start time, a specified duration, and must be completed in a single attempt. Students will answer questions directly in the LearnJCU test response boxes.
Online oral exam - This is an online oral exam run in LearnJCU using Collaborate with individual students. This exam has a single specified start time for each student, a specified duration, and must be completed in a single attempt. Students will verbally respond to questions that are posed verbally or in writing.
Assignment - This is an assignment run under exam conditions that is released and due via LearnJCU during the examination period. The assignment has a specified release time, a specified due time, and a single submission is allowed. Students will submit file(s) to a LearnJCU submission portal/dropbox. Failure to submit by the due date and time will result in a non-submission.
On-campus Hard Copy exam - This a paper-based exam completed on-campus with in-person invigilation. This exam has a single specified start time, a specified duration, and must be completed in a single attempt. Students will handwrite answers directly onto an exam paper or answer booklet provided by the invigilator.
On-campus Oral exam - This is an oral exam held face-to-face on-campus with individual or groups of students. This exam has a single specified start time for each student/group, a specified duration, and must be completed in a single attempt. Students will verbally respond to questions posed verbally or in writing by the examiner.
On-campus Practical exam - This is a practical exam held face-to-face on-campus with individual or groups of students. This exam has a single specified start time for each student/group, a specified duration, and must be completed in a single attempt. Students will perform practical tasks and/or respond to questions, scenarios or demonstrations presented verbally, non-verbally, using computer software, or in writing.
Examiner – Academic staff member or affiliate responsible for setting and/or marking the Examination.
Invigilated Examination – an Examination with an Examination Supervisor who is physically or virtually present and responsible for overseeing the conduct of the Examination.
Non-Invigilated Examination – an Examination that is not physically or virtually supervised. An online non-invigilated Examination may involve monitor recording using JCU approved software.
Examination Period – means the span of days designated on the Academic Calendar as examination periods during each study period or teaching period.
Examination Supervisor – a person assigned to oversee and invigilate the conduct of examinations.
Reader – A person approved by AccessAbility Services to attend an examination with a student to read the examination questions to the student.
Scheduled Examinations – any Central Examination or College Examination with a commencement date specified in the examination timetable or the subject outline.
Scribe - A person approved by AccessAbility Services to attend an examination with a student for the purpose of writing/or typing the students answers to the examination questions on their behalf.
1. Student responsibilities before and during Examinations
1.1 All students, irrespective of study mode must:
1.1.1 Access their personal examination timetable, where applicable, as instructed prior to their relevant examination period.
1.1.2 Make themselves available for all Scheduled Examinations for their enrolled subjects, unless unavailable due to extenuating circumstances (refer to Special Consideration Procedure). Missing an examination because of a mistake in reading the timetable is not grounds for a deferred examination.
1.1.3 Present photographic identification e.g. their JCU Student ID card, drivers licence or passport when sitting an on-campus Invigilated Examination, an online Respondus Examination with Monitor or an online oral examination.
1.1.4 Comply with Examination Supervisor instructions to provide the photographic identification for copying or photographing, for the purpose of confirming a students’ identification.
1.1.5 Understand that where they are required to present photographic identification as per clause 1.1.3, if they are unable to provide a form of photographic identification, or verify their identity through other means acceptable to the Subject Coordinator or Examiner or the Manager, Student Finance and Examinations, they will not be permitted to sit the Examination.
1.1.6 Comply with all instructions provided for an Examination. These may include any notices displayed in the examination room or any notices posted in the LearnJCU subject site and any reasonable instruction given by an Examiner or Examination Supervisor.
1.1.7 Comply with actions outlined below during an Examination. If a student takes or attempts to take any of the following actions, then they can be dealt with under the Academic Integrity Policy and/or the Academic Misconduct Procedure:
188.8.131.52 If a student fails to comply with an Examination Supervisor's reasonable direction or any instructions provided by the Examiner or is behaving in a manner that is alleged to contravene the JCU Student Code of Conduct;
184.108.40.206 If a student cheats or attempts to cheat during an Examination.
220.127.116.11 If a student attempts to communicate 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 and Objective Structured Clinical Examinations (OSCEs). This clause also applies during any temporary absence from the examination room during the Examination.
18.104.22.168 If a student is found to use or have possession of any unauthorised materials during an Examination.
1.2 All students sitting online Examinations using Respondus Monitor software or other JCU approved software, must:
1.2.1 Present photographic identification as per clause 1.1.3. This will involve a clear photo of the identification being taken by holding the identification in front of the webcam before the commencement of the Examination.
1.2.2 Use the webcam of the monitor system to record a clear short video of the examination room at the beginning of the Examination to show the room is free of unauthorised material or other people.
1.2.3 Remain in view of the webcam at all times during an online examination using Respondus Monitor software or other JCU approved software.
If, after viewing the recorded footage of the examination sitting, the JCU staff member considers that the students’ actions breach the Academic Integrity Policy, then allegations will be provided to the student under the Academic Misconduct Procedure.
1.2.5 Ensure that system requirements for online Examinations, including connectivity and internet access are met and download any software or applications as directed on the LearnJCU subject site. Then, prior to the day of the examination complete a system check and/or sit any practice tests provided to gain familiarity with the process and software used.
1.2.6 Contact the Subject Coordinator or the Examinations and Progressions office at least one week prior to the scheduled date of the examination, where system requirements cannot be met.
1.4 Students requiring reasonable adjustments because of a documented disability, injury or illness, must contact AccessAbility Services to register at least 15 working days prior to the Examination.
2. Late arrival for Examinations
2.1 Students must be aware of the published start time for their Examinations. For online Examinations students are encouraged to log into LearnJCU prior to the Examination start time to complete any preparation requirements before the exam is opened.
2.2 Students who arrive up to 30 minutes after the published start time are permitted to commence the examination, but will forfeit the component of the examination duration that has elapsed, for the following Examination Types.
2.2.1 On-campus Hard Copy exam
2.2.2 On-campus Online Respondus exam
2.3 Students who access/start the examination up to 30 minutes after the published start time are permitted to commence the following online Examination Types, with no loss of time from the examination duration.
2.3.1 Online LearnJCU exam
2.3.2 Online Respondus exam
2.3.3 Online Respondus exam with Monitor
2.4 Students who arrive more than 30 minutes after the published start time cannot commence an examination, and will receive an allocation of DNS (did not submit) for that examination.
2.5 There is no allowance for late arrival in the following Examination Types. Students must be on time for their allocated examination and any student who arrives after the published start time will receive an allocation of DNS (did not submit) for that examination.
2.5.1 On-campus Oral exam
2.5.2 On-campus Practical exam
2.5.3 Online Oral exam
2.6 Where online Examinations are designated to take place within a specified window of time (for example, an Assignment) a student may only access and upload the online Examination within the specified window, and an allocation of DNS (did not submit) is recorded for any late access/missed submission.
3. Early exit from Examinations
3.1 Except in the case of an emergency no student can leave an on-campus examination room during the first half of the scheduled Examination duration or the last 10 minutes of the Examination.
3.2 A student who leaves an Examination early must not cause any disturbance to any other students still undertaking an Examination, either on campus or online.
4. Authorised Materials
4.1 During the permitted reading time for on-campus hard copy examinations, candidates can not refer to any Authorised Materials, make notes or marks on the exam paper or make notes on rough paper if it has been supplied.
4.2 When attempting an on-campus examination students must not remove any examination materials from the exam rooms, unless the examination instructions permit removal. This includes the exam paper, writing booklet, scanner sheets and rough paper used to take notes, including any notes that students were permitted to bring into the Examination.
4.3 When attempting an online examination, students must not download, take screenshots of or print the examination paper unless stipulated in the Examination instructions.
4.4 The list of Authorised Materials that a student is permitted to use during an Examination will be listed in the examination timetable or provided in the LearnJCU Subject site.
4.5 For Invigilated Examinations:
4.5.1 Students must familiarise themselves with the Authorised Materials permitted for each Examination, including whether any books or pre-prepared notes are permitted.
4.5.2 Students must provide their own pens, pencils and erasers for an examination where needed to perform the Examination.
4.5.3 Except for the items listed in clause 4.5.2, only items identified as Authorised Materials for the specific Examination are permitted for use or reference during the Examination.
4.5.4 A student is not permitted to take into an Examination any scrap paper including writing paper or anything which, whether by writing, printing or other marks may be deemed capable of conveying information, except as covered under 4.5.3.
4.5.5 Each student is responsible for bringing their own Authorised Materials to their Examination and must not share with another student.
4.5.6 Unless specified in the instructions for the Examination or in the examination timetable or as an approved reasonable adjustment, electronic devices including but not limited to headsets, earphones, mobile phones, laptops, tablets, watches, USB sticks and computers are not permitted in an examination room, except as covered under 4.5.3. Any student who is found with an unauthorised electronic device during an Examination, shall be the subject of an allegation of Academic Misconduct.
4.5.7 Dictionaries, Bilingual or English language, where permitted will be listed as Authorised Materials and specified on the examination timetable.
22.214.171.124 Where the use of a specific dictionary is permitted in an Examination a student must supply their own dictionary. JCUS students will be provided with an English dictionary to use during the Examination.
126.96.36.199 A student who, as a reasonable adjustment, requires access to a dictionary that is not listed as an Authorised Material, must be registered with AccessAbility Services at least 15 working days before the commencement of the Examination Period.
188.8.131.52 Dictionaries, when permitted, must be unmarked and must not contain annotations or unauthorised material (i.e. no handwriting or comments and no printed materials inserted or attached).
4.5.8 Calculators, where permitted, will be listed as Authorised Materials and specified on the Examination Timetable. Students must supply their own calculator.
4.5.9 A student’s purse or wallet is permitted in an examination room only when placed under the desk or in the student’s bag. The student’s bag is required to be placed at the front, rear or sides of the room.
4.6 A student can have a water bottle in an Examination unless otherwise specified in the conditions for the Examination.
5. Interruption to an examination
5.1 During an online Examination, if a disruption or interruption occurs, for example a power outage, loss of internet access or equipment failure, students should refer to the contact and support information listed in the examination instructions for immediate assistance and following the completion of the exam, submit an Online Exam Content Incident Query form. This form can be accessed from the LearnJCU subject site and may be used to support an application for special consideration under the Special Consideration Procedure.
5.2 During an on-campus Examination, in the event of an interruption:
5.2.1 An Examination Supervisor or College/Academic Unit staff member may suspend the progress of an Examination if an incident or interruption occurs which the Examination Supervisor or College/Academic Unit staff member judges is likely to significantly disrupt the progress of a student or students in the Examination.
5.2.2 If the Examination Supervisor or College/Academic Unit staff member, Security or emergency services personnel decide that the evacuation of an examination room is necessary, all people must leave the room as quickly as possible and proceed to the appropriate evacuation assembly area. The examination papers and all examination materials must be left in the examination room and the room locked.
5.2.3 If the incident or interruption causes the evacuation of the room or a delay in the Examination, the Examination will be stopped and rescheduled.
5.2.4 If the incident or interruption did not cause a delay in the Examination and the Examination Supervisor or College/Academic Unit staff member is satisfied that normal examination conditions have been maintained, the Examination may recommence. For all Central Examinations the Examination Supervisor must notify the Examinations and Progressions Office as soon as possible should this occur.
5.2.5 All Incidents and interruptions that occur during an on-campus Central Examination where the Examination was stopped, will be documented by the Examination Supervisor and the subsequent report sent to the relevant campus Examinations Office. The Team Leader, Examinations and Progressions or the 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 campus Examinations Office will enter the deferred exam in the student management system and advise the students via email of the deferred exam period.
6. College/Academic Unit responsibilities for Examinations
6.1 Before the Scheduled Examination date, contact details for a member of the teaching team must be made available to the College/Academic Unit Academic Service Team for all College Examinations or the Examinations and Progressions Office for all Central Examinations.
6.2 On the day of the Examination for a subject, a member of the teaching team must be contactable in order to respond to urgent questions or issues arising with the examination.
6.3 It is the responsibility of the College/Academic Unit to ensure academic quality of Examination papers, including any papers requiring reasonable adjustments and deferred exam papers. Each examination will be signed off by the Academic Head of Discipline or the relevant Dean if there is no Academic Head of Discipline overseeing the subject. Examinations for JCUS subject availabilities will also be signed off by the JCUS Campus Dean, prior to being issued to the student/s.
6.4 The Subject Coordinator must ensure that all examination papers, including any deferred exam papers, are quality reviewed. This review will include checking;
- Spelling and grammar
- Mark allocations
6.5 The Examination must be the same for all availabilities of the subject within the same Study Period, or across study periods where the Examination is scheduled to occur at the same time. Online Examinations that utilise randomised question pools to determine the examination content are considered to meet this requirement when the number of questions in each exam is the same. This clause does not apply to Supplementary Examinations being awarded under the Special Consideration Procedure.
6.6 The same subject taught in the same year across different Study Periods that do not have simultaneous Examinations scheduled must have comparable examinations in terms of length, type and difficulty, but must be varied in precise question content.
6.7 For all subjects with an on-campus hard copy examination paper, including examination papers requiring reasonable adjustments, the Subject Coordinator or Examiner will provide an examination paper and examination cover sheet by the specified due date for the Examination Period or Supplementary/Deferred Examination Period as required.
6.8 For all subjects with an online Examination hosted on LearnJCU, the Subject Coordinator or Examiner is responsible for ensuring that the Examination is uploaded to the LearnJCU Subject site two weeks before the commencement of the Examination Period for all Central Examinations and one week before the commencement of a College Examination. The following Examination information will be made available to students on the LearnJCU subject site two weeks prior to the scheduled examination:
- Examination Details including the exam type, exam weighting, scheduled date, time and duration of the Examination.
- Any permitted Authorised Materials.
- Conditions relevant to the Examination.
- Details of any system or software applications required.
6.9 The Subject Coordinator is responsible for determining the Authorised Materials that are permitted for use during an examination.
6.10 Staff must not undertake any preparation or checking of examination papers for either on-campus or online Examinations for subjects they themselves or a family member are currently studying.
6.11 Where the Examiner for a subject is related to a student enrolled in the subject, a replacement examiner should be appointed. This replacement Examiner should not be related to either the student or the first Examiner. The Deputy Vice-Chancellor Students can approve the appointment of an Examiner who is related to a student undertaking an Examination where a College/Academic Unit is unable to appoint either a non-relative of the student or the previous Examiner for the subject.
6.12 On campus hard copy Examination papers may be written with 15 minute reading time specified on the examination paper, except where professional requirements necessitate, or a professional body specifies a different reading time duration as a requirement of the program accreditation or the registration of the student/graduate.
6.13 For online Examinations, reading time will be incorporated into the approved duration for the examination.
7. Examination and Progressions Team responsibilities for Examinations
7.1 The Division of Student Life, through the Examinations and Progressions Office, is responsible for managing the appointment of independent Examination Supervisors for all examinations held on campus and online, across JCU Tropical campuses but not including JCUB and JCUS, where:
7.1.1 The Examinations are conducted within the designated Examination Periods for end of study period examinations and supplementary/deferred examinations; or
7.12 The responsible College/Academic Unit has requested supervision for an Examination occurring during the teaching weeks of the study period.
7.2 JCUB – The Academic Support Manager is responsible for managing the appointment of independent examination supervisors for all examinations held on the Brisbane campus and online. All examinations are held during the designated examination periods for end of study period examinations and supplementary/deferred examinations, unless otherwise arranged.
7.3 JCUS – The Examinations Manager is responsible for managing the appointment of independent Examination Supervisors for all examinations held on the Singapore campus and online. All examinations are held during the designated examination periods for end of study period examinations and supplementary/deferred examinations, unless otherwise arranged.
7.4 Examination Supervisors may be existing University staff, postgraduate students (not supervising postgraduate subjects), a placement site staff member or persons external to the University employed on a casual basis.
7.5 It is the responsibility of the relevant Examination Team to ensure the accuracy of the examination timetable prepared. The Examination Office staff will check that the details of on-campus hard copy exams and online examinations presented in LearnJCU match the details presented in the students’ examination timetable. This does not include Practical or Oral examinations.
The examinations office will check that the following information on the examination/LearnJCU subject site match the examination timetable;
- The examination type presented is the same as that in the timetable
- The start time, duration and reading time
- Examination conditions
- Authorised Materials
- Other instructions as indicated on the timetable.
7.6 It is the responsibility of the relevant Examination office to ensure accuracy of examination papers requiring reasonable adjustments for students’ registered with AccessAbility Services. Where reasonable adjustments are approved for on-campus and online Examinations occurring during teaching weeks or the Examination Period, the Examinations office is responsible for arranging:
7.6.2 The adjusted Examination conditions; and
7.6.3 An Examination Supervisor.
7.7 Staff must not undertake any preparation or checking of examination papers for either on-campus or online Examinations for subjects they themselves or a family member are currently studying.
7.8 Secure transportation and storage of examination papers for Central Examinations.
7.8.1 The relevant examinations office is responsible for securely holding on-campus hard copy examination papers, including how papers are packed when they leave the Examinations office. Examination papers are transported between campuses and to external or overseas venues using a university approved transport or Delivery Company.
7.8.2 Completed examination papers are kept in a secured office until either, collected and signed for by the Examiner or nominee at the end of the Examination Period or delivered by the Examinations Office within 3 months of the end of the Examination Period.
7.8.3 If an examination paper is lost in transit or compromised, the Team Leader, Examinations and Progressions or the JCUS Examinations Manager or the JCUB Academic Support Manager will seek approval from the Subject Coordinator to offer the affected student or students a deferred exam to be sat during the next available supplementary/deferred exam period, unless otherwise arranged.
7.9 The Examinations and Progressions Office, is responsible for the preparation and publication of a students’ Central examination timetable, except where:
- The JCU Singapore Examinations Office is responsible for managing the Examination timetable for students studying on the JCU Singapore campus. Refer to the JCUS website for details.
- The JCU Brisbane Examinations Office is responsible for managing the Examinations timetable for students studying on the JCU Brisbane campus. Refer to the JCUB website for details.
7.9.1 The examination timetable for an individual student will conform to the following guidelines unless there are accreditation/registration requirements which preclude the use of these guidelines.
- No more than two Examinations in a calendar day.
- Total examination time in a single day should not exceed seven hours, excluding examinations with approved reasonable adjustments under the Students with Disabilities Policy.
- No more than five Examinations in six successive calendar days.
- Where a student has two Examinations on the one 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.
7.9.2 A students’ examination timetable may include different types of examinations including on-campus and off site online Examinations or an on-campus online examination. The Policy Glossary contains details of the different types of Examination Types that may apply.
7.9.3 Central Examinations can be scheduled to commence between the hours of 8.00 am and 8.00 pm, excluding Sundays and public holidays.
7.9.4 If a student's examination timetable cannot be developed to comply with clause 7.9.1, the Team Leader, Examinations and Progressions or the JCUS Examinations Manager or the JCUB Academic Support Manager will obtain approval from the Subject Coordinator for the student to be offered a deferred examination for each subject that is unable to be scheduled under these guidelines. The deferred examination will occur during the next available supplementary/deferred examination period, unless otherwise arranged.
7.9.5 If the University is unable to arrange an Examination where reasonable adjustments have been approved by AccessAbility Services then The Team Leader, Examinations and Progressions or the JCUS Examinations Manager or the JCUB Academic Support Manager will obtain approval from the Subject Coordinator for the student to be offered a deferred examination during the next available Supplementary/Deferred Examination period, unless otherwise arranged.
7.9.6 The final examination timetable will be available to JCU staff through the StaffOnline portal, JCUS staff on the JCUS website and JCUB staff on the JCUB website.
7.9.7 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.
7.9.8 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.
8. Deferred and Supplementary Examinations
8.1 Unless specifically excluded, all sections within this procedure apply to a Deferred or Supplementary examination offered to a student.
8.2 Refer to the Special Consideration Procedure and the Learning, Teaching and Assessment Procedures for details on how to apply for Special Consideration and the circumstances when an application for a Deferred Examination will be approved or a Supplementary Examination awarded.
8.3 Deferred Examinations and Supplementary Examinations will be timetabled by the relevant Examinations Team to occur during the published supplementary/deferred examination periods, unless specified otherwise.
8.4 The student’s personalised timetable for all Central Examinations will be available to view in StudentsOnline and also emailed by the Examinations and Progressions Office to all students via their JCU email address.
- Students studying on the JCU Singapore campus need to refer to the JCUS website for details.
- Students studying on the JCU Brisbane campus need to refer to the JCUB website for details.
Related policy instruments
NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.
Deputy Vice Chancellor, Students
Date for next Major Review
1 January 2024
1 January 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