Electronic Examination Policies and Procedures
Electronic examinations at SGU are administered at a physical venue (on site) or distance (remote) The following policies and procedures supplement the general guidelines outlined in the University Examination Policies and Procedures in the SGU Student Manual. Each examinee is responsible for reviewing and adhering to these policies.
BEFORE EXAMINATION DAY
- Each student is required to have a laptop for taking computer-based examinations at SGU. Examinees must ensure that their laptops meet the current system requirements, as published by Examination Services at the Office of Institutional Advancement (OIA).
NOTE: Some of the latest operating system updates may jeopardize the compatibility with electronic examinations. Examinees are encouraged to seek guidance from Examination Services at OIA, prior to installing updates.
- Examinees must ensure that they meet the requirements to access the university network at any time and should confirm access prior to examinations.
- Examinees must set the clock on their laptops to the correct local time and time zone (Grenada: Atlantic Standard Time AST = UTC-4; UK: Greenwich Mean Time GMT = UTC, or British Summer Time BST = UTC+1).
- For examinations using ExamSoft, examinees are responsible for downloading and registering the required version of Exemplify on their laptop prior to examination day.
- Examinees are notified via the electronic course management system of all examination related information, including venue assignments, time sequence of examinations (including the download window, time when students enter the assigned venue, and when the doors are closed), and examination specifications (e.g. number of questions, duration etc.).
- For examinations using ExamSoft, examinees are required to download the examination during the allocated time window (see time sequence in the examination notification above).
- Examinees who are not eligible to take an examination (e.g. students who have withdrawn from course work, or students on an approved leave of absence) are not permitted to download the examination.
- Examinees experiencing technical difficulties are encouraged to visit Examination Services at OIA for assistance prior to the examination day. An examinee who needs a loaner laptop must adhere to the loaner laptop policy provided by OIA.
ON EXAMINATION DAY
- Examinees are expected to assemble outside their assigned venue and ready to enter by the time stated in the examination announcement (see notification prior to examination day above).
- Examinees must adhere to the instructions given by the Chief Proctor, or the proctors acting under his/her supervision.
- Examinees are required to enter their assigned venue only (see notification prior to examination day above) and must take their assigned seat.
- All examinees scheduled to sit a computer-based examination are required to bring their laptops and all necessary accessories (mouse, Ethernet cable and power cord/battery charger), for use on examination day.
- All examinees who present themselves to sit a University examination are required to display a current SGU student identification card to access the examination venue. The SGU ID is the only acceptable form of ID. Any examinee who fails to present this ID will be required to complete a Missing/Lost Identification Form and to present a government- issued photo ID to access the examination venue.
- Once seated, examinees must place their ID clearly visible on the left side of the desk they are seated at.
- Permitted items – only the following items are allowed in the examination venue:
- Laptop and accessories
- SGU ID
- Completely clear (see-through) bottle of plain water, which must be placed outside the examination venue for all examinations
- Items explicitly permitted for a specific examination (see announcement), or approved by the Student Accessibility and Accommodation Services Office (SAAS).
- Items that are explicitly NOT permitted inside the examination venues include:
- Cell phones
- iPods/ iPads
- Wrist watches
- Paging devices
- Recording/filming devices
- Reference materials (book, notes, papers)
- Backpacks, briefcases, or luggage
- Beverages or food of any type
- Coats, outer jackets, headwear
- Jackets/sweaters with pockets
- Hooded jackets/sweaters
Note: Jackets/sweaters with pockets are considered outer jackets and are not permitted. Hooded sweaters are considered headwear and are not permitted.
- Examinees will need to be prepared to turn their pockets inside out for inspection. Please avoid trousers with an excess of pockets, such as multi pocket work trousers, cargo pants, or hiking trousers. These will slow down the process of entering the exam venue, causing unnecessary stress and anxiety for everyone.
- Any prohibited items found inside the examination venue will be confiscated.
- Examinees are assigned a seat (either by posting of individual seat assignments outside the venue, on the website, or by the Chief Proctor or an authorized representative at the venue).
- Examination conditions are in effect at all times inside the examination venue, from the time the first examinee has entered, until the last examinee has left the examination venue. During examination conditions, no communication of any kind is permitted between examinees. Access to any files or programs other than those explicitly specified by the Chief Proctor is not permitted.
- No examinee is permitted to enter the examination venue after the doors have been closed
(in preparation of the password announcement; see notification prior to examination day above).
- White boards, dry erase markers and erasers are provided. Examinees are not allowed to write on the white boards prior to starting the examination.
- Examinees’ eyes must be visible at all times. Hair long enough to cover the eyes and ears must be pulled back.
- An examinee who is experiencing problems should seek immediate attention from a proctor.
- Some problems may be solved immediately and on site, but more severe problems may require relocation of an examinee or even termination of the examination or contact firstname.lastname@example.org.
- A bathroom break is the only allowed break during an examination onsite. No bathroom breaks are allowed during online examination. Examinees may not eat, smoke or communicate with anyone other than an assigned proctor during a bathroom break. Examinees must get the attention of a proctor, get permission, sign out and back in and be accompanied by a proctor.
- No bathroom breaks are permitted for 30 minutes after the assessment password has been provided and no examinee may leave the examination during this time period. For distance (remote) electronic examination no bathroom breaks are allowed during the exam.
- Once an examinee leaves the examination area without signing out and back in as stipulated, he/she is considered to have concluded the examination. He/she will not be allowed back into the examination venue to resume the examination.
- To start the examination, the Chief Proctor will provide examinees with the assessment password and give the start signal “START NOW” (or “BEGIN NOW”).
- For remote exam takers passwords are sent via Sakai announcement to students’ email.
- Once the start signal has been announced, examinees are required to proceed with their exam without delay.
- Examinees are allowed to exit the examination venue when they have completed their examination and displayed the upload confirmation screen (in case of Exam Soft examinations), or whatever procedure has been specified by the Chief Proctor. During the last 10 minutes of an examination, examinees may be instructed to remain seated until dismissed.
- It is the responsibility of every examinee who downloaded an Exam Soft examination, but is unable to take the examination on examination day, to contact Examination Services at the OIA immediately, to facilitate the process of removal of the examination from their personal computer.
- All examination activity is logged and any log file demonstrating irregular activity, such as attempting to disable or tamper with security features, is subject to academic disciplinary action.
AFTER THE EXAMINATION
- An examinee may not attempt to reproduce a test or a test item by any means, including but not limited to reconstruction through memorization and/or dissemination of examination materials by any means.
- Communications about specific test items, cases, and/or answers with another examinee, potential examinee, or any other person at any time before, during, or after an examination, are strictly prohibited.
- Every examinee is required to fully cooperate in investigations regarding any examination irregularities, whether committed or observed by themselves or others.
Violation of any policy or procedure outlined in this document is reported as an examination irregularity to the Dean of Students and to the Course Director. The Dean of Students decides on subsequent disciplinary action and the Course Director determines the implications for examination scores and course grades.