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Conduct of Examinations Procedure BHI Version 2.0
Authorised by: CEO
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Document:
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Conduct of Examinations Procedure
Document No.: AAS-AA-PRO038
Process Area: Academic Affairs
Contents
1 Document Control.......................................................................................................................................1 2 Purpose........................................................................................................................................................1 3 Scope ...........................................................................................................................................................1 4 Responsibilities ..........................................................................................................................................1 5 Definitions ...................................................................................................................................................2 6 Procedure ....................................................................................................................................................2 7 Related Documents ....................................................................................................................................5 8 Risk/Opportunity Assessment ..................................................................................................................6 9 Process Flowcharts....................................................................................................................................6 10 Approval Body ............................................................................................................................................6
1 Document Control
Version 1
Date 29/11/2012
Amended by Registrar
1.2
24/10/2018
Manager Higher Education &
Learning Partnerships
1.3
30/10/2018
HoS Foundation Studies
2.0
13/03/2019
16/4/2019
Academic Quality Assurance Officer
Changes Made Initial document
New template, review
VCE examination requirements Endorsed by Exec. Team, VETBoS and HEBoS & Finalised Minor administrative changes to remove reference to `BHIG' & `CAE'
2 Purpose
To determine the policy and principles which apply to the conduct of examinations in an ethical, rigorous and fair manner.
3 Scope
Applies to Box Hill Institute for the conduct of examinations.
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Document:
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Conduct of Examinations Procedure
Document No.: AAS-AA-PRO038
Process Area: Academic Affairs
4 Responsibilities
Refer to Conduct of Examinations Procedure 6.
5 Definitions
Term Examination
Cheating in an examination Eligible Student
Definition
A testing method that is written, oral or practical and is supervised at a prescheduled time and venue. The examination can be internally created or externally created.
To seek to obtain an unfair advantage in an examination or test
A student who: has fulfilled the pre-requisite requirements in the course for the unit(s) of competency, module or subject; has enrolled in classes in the unit/module/subject and has completed the assignments, tests and other work; has paid the Institute or made satisfactory arrangements to pay within a specified time, all prescribed fees and any student loans which are overdue for payment; is a student of the Institute who does not comply with the above, but whose eligibility has been approved by the Manager of the Centre responsible for the subject; is enrolled in another educational institution and has been granted permission to undertake an examination at the Institute
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Conduct of Examinations Procedure
Document No.: AAS-AA-PRO038
Process Area: Academic Affairs
6 Procedure
Procedure
Responsibility
1. Informing students of assessment requirements
Teachers in the first week's class of each unit:
inform students if they will be required to sit a formal examination as part of their assessment, and
Teachers
inform students of examination conditions
2. Setting examination timetables (internally created examinations)
The Teaching Coordinator Manager/Course Manager (Higher Education) (Discipline) each semester:
orders the appropriate number of internal exam scripts, after consultation with teachers;
examination papers must be stored securely at all times. Faculties are to ensure secure facilities are made available and used by assessing staff.
devises an examinations timetable in consultation with the timetable team, teachers, and sets dates for examinations;
organises venues for each unit holding an examination;
distributes the examinations timetable to teachers and students.
Administration Coordinators
Teaching Coordinator or Manager/Course
Faculty Deans
Manager (Higher Education) (Discipline)
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Conduct of Examinations Procedure
Document No.: AAS-AA-PRO038
Process Area: Academic Affairs
3. Setting examination timetables (externally created examinations)
The Teaching Coordinator Manager each semester:
Receives and stores the appropriate number of external exam scripts; Follows the examinations timetable as prescribed by the relevant
external agency; Organises with the timetabling team venues for each unit holding an
examination.
Administration Coordinators
Teaching Coordinator or Manager
4. Distributing the examinations timetable to teachers and students
a) The Teaching Coordinator Manager/Course Manager (Higher Education) (Discipline) each semester:
displays the final timetable on the official Faculty notice board or StudentWeb Community Hub at least two (2) weeks before the first examination;
Teaching Operations Manager/Course Manager (Higher Education) (Discipline)
considers all timetable clashes;
arranges a supervised alternative sitting on the same day if any student still has a timetable clash (internal exams only), and if required;
writes (via email) to the student advising them of the date, time and place of the alternative examination.
b) Students must: read the examinations timetable on student web or hard copy to establish their examination schedule;
Students
check the timetable for time clashes;
advise the Teaching Manager/ Course Manager (Higher Education) (Discipline) immediately of any timetable clashes, and
advise the Teaching Manager/Course Manager (Higher Education) (Discipline) immediately if there are concerns about access to the facility.
5. Applying to be examined at a different time, resit or supplementary exam
a) Students, at least two (2) weeks before the (internal) examination: write to the Teaching Manager/Course Manager (Higher Education) (Discipline) for permission to sit for the examination at a different time and place, and include the reasons for the application
b) The Teaching Manager/Course Manager (Higher Education) (Discipline): sets any (necessary) conditions for the alternative sitting, including fees to cover supervision if the examination will be at a different time and venue or any costs incurred, and
writes (via email) to the student, advising them of the result of the application and includes information about the conditions, fees and venue, if the application is successful.
Student
Teaching Operations Manager/Course Manager (Higher Education) (Discipline)
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Conduct of Examinations Procedure
Document No.: AAS-AA-PRO038
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6. Conducting an examination
Examination supervisors: for externally set VET examinations, conduct and supervise examinations
according to VETASSESS Examination Guidelines;
Examination Supervisors
for VCE external examinations, conduct and supervise examinations according to VCAA's VCE and VCAL Administrative Handbook and VCAA Examinations Manual;
other externally set exams (i.e. Police, CPA, CISCO, Pearson exams) are to be conducted as per the external institutions policy, procedures and guidelines
conduct and supervise internal examinations according to these procedures:
o check student ID cards against attendance records;
o read out examinations instructions including time and materials
allowed and how examination materials will be collected;
o invigilate the examination session;
o inform students to stop writing at the end of the examination;
o collect all examination papers and any necessary materials, count the
number of examinations scripts and sign off a reconciliation declaration;
o dismiss the students
take internal examination papers to the person marking the exam;
conduct and supervise external examinations according to the rules as prescribed by the external agencies;
deliver external examination papers to the designated location for packaging and dispatch.
7. Irregular behaviour during an examination including alleged cheating
In the event any irregular behaviour is observed in the examination, the supervisor:
a) immediately informs the student that they have been observed;
b) confiscates any technology or sheets which have allegedly been used;
c) makes a detailed record of what they have observed and the time;
c) allows the student to complete the examination, and
d) once the examination has ended immediately reports the incident to the relevant Teaching Manager and hands over their notes
e) for the VCE External exams only, complete the VCAA issued `Breach of exam rules' form and submit it as per the VCE Exam Rules
The Teaching Manager/ Course Manager (Higher Education) (Discipline) will invoke the Plagiarism, Collusion and Cheating Policy and Procedure.
Examination Supervisor
Teaching Operations Manager/Course Manager (Higher Education) (Discipline)
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Conduct of Examinations Procedure
Document No.: AAS-AA-PRO038
Process Area: Academic Affairs
8. Notifying students of results
a) The Teaching Manager/Course Manager (Higher Education) (Discipline) or delegate enters final unit/subject results onto the Student Management System within 2 weeks of the final assessment outcome being determined for a unit/subject.
b) The Registrar ensures all processed results are published electronically to each student's student web account daily.
c) Student Administration pursues missing results at the end of each semester with relevant Teaching Operations Manager/Course Manager (Higher Education) (Discipline).
sends a Statement of Results to each student at year end
(for VCE students, the Statement of Results and Awards are issued by the Victorian Curriculum and Assessment Authority (VCAA))
where applicable, processes result amendments upon receipt of a completed Notification of Result Amendment Form and reissues a Statement of Results to relevant student/s.
Teaching Operations Manager/Course Manager (Higher Education) (Discipline)
Registrar
Registrar's Centre
9. Applying for re-assessment or special consideration
Refer to the Conducting Assessment (VET) Policy and Procedure, or the Higher Education Assessment Policy and Procedure as relevant.
For external examinations (VCE) refer to the VCAA assessment guidelines in the Subject Study Designs and VCAA VCE and VCAL Handbook.
For Special Examination Assessments (VCE) for special consideration refer to the VCAA VCE and VCAL Handbook.
7 Related Documents
Student Conduct Management Policy Conducting Assessment (VET) Policy Higher Education Assessment Policy Plagiarism, Collusion and Cheating Policy Conduct of Examinations Policy Conducting VCE and VCAL Assessment Policy VCE Subject Study Designs Student Conduct Management Procedure Conducting Assessment (VET) Procedure Higher Education Assessment Procedure Plagiarism, Collusion and Cheating Procedure Complaint Procedure: Student, Customer and Stakeholder
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Conduct of Examinations Procedure
Document No.: AAS-AA-PRO038
Process Area: Academic Affairs
VCAA Special Provision Policy VCE Exams Navigator VCE Examination Manual domestic and offshore editions
8 Risk/Opportunity Assessment
Risk/Opportunity
Likelihood
Assessment not carried out correctly (internal exams
Assessment not carried out correctly (external exams
Medium Medium
Severity Low
Assessment Method (if applicable)
Mitigation Clear instructions issued
Medium
Have staff briefing meetings well in advance
Brief students well in advance
Clear instructions issued on the day
Close supervision by the Teaching Manager/Coordinator on the day of the examination
9 Process Flowcharts
Nil
10 Approval Body
The CEO is the approval body.
Chief Executive Officer Vivienne King
Signature Original Signature on File
Date 8.4.2019
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