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Exam Information

Timetable

The Semester 1, 2024 Exam timetable is under construction.

Helpful Information

Examination Instructions

This content supports the Examination Procedure by providing an overview of key points as they relate to students. It should be read in conjunction with the Examination Procedure document.

When will my examination take place?

The official exam period is outlined in the Academic Calendar.

Whether enrolled on-campus or by distance mode, students are required to be available to undertake examinations throughout the official exam period relevant to their course.

The Examination Timetable is published on the Avondale website by the end of the fifth week of the semester.

Students must be available at the date and time when their exam is scheduled, unless there are extenuating circumstances.

Where will my examination take place?

Oncampus exams: at the campus on which you are enrolled.

Where students believe they have extenuating circumstances which may allow them to attend their examination on the other campus, they need to submit a written request to the Director, Student Administration Services, or delegate, no later than 15 working days prior to the commencement of the relevant examination period, with their reason for the request.

Distance exams (students who live within 100 kms of the oncampus examination venue): at the oncampus examination venue scheduled for your unit examination.

Distance exams (students who live more than 100 kms from the oncampus examination venue): either at the oncampus venue scheduled for your unit examination, or at an appropriate off campus venue. Students will need to liaise with the Exam Centre to identify a suitable person to supervise their examination off campus.

Online exams: you should identify a quiet environment where you can set up your computer to complete your exam without being interrupted. This may be at home, work or any other suitable location.

Where students can’t access a suitable location, Avondale has a limited number of exam spaces on campus that they can apply for. To apply, students must email the School Office staff at least 2 weeks ahead of their examination date/s. Email contact details for the School Office admin staff can be found in your Unit Information document.

If circumstances prevent students coming on campus, alternative provisions may be made be on a case-by-case basis.

Exam Conditions

Can I enter an examination late?

Students may enter an examination venue or commence an online exam up to 30 minutes after the exam has commenced.

Students who arrive late will not be given additional time beyond when the examination was due to end.

Students who arrive after 30 minutes has elapsed will be denied entry by the examination supervisor. In extenuating circumstances, the student may apply for Special Consideration.

When can I leave an examination?

Students may leave any time after 30 minutes has elapsed, but only after their exam script has been collected by the supervisor, and in the case of online examinations, once the supervisor has confirmed receipt.

A student who leaves early is not permitted to re-enter.

What should I bring to my examination?

Students must bring their Avondale student ID card to the examination as proof of identity.

  • Where a student does not bring an Avondale student ID card, the student may provide a driver’s license or passport as proof of identity. In the case of oncampus examinations, students will be required to sign a form provided by the exam supervisor and then present in person to Student Administration Services within 24 hours with their student ID card, or other valid proof of identify where their student ID card cannot be located.
  • Students who are unable to present any form of photo ID when attending their examination will be denied entry, or in the case of online exams, will not be granted access to the exam paper. In extenuating circumstances, the student may apply for Special Consideration.

Students must supply their own writing implements for an examination. Writing implements, if in a container, must be in a transparent case (e.g. transparent pencil case or a clear plastic bag).

If a drink bottle is present, it must be an unannotated clear drink bottle. Drink bottles which are not transparent are not permitted on the student’s desk or within reach.

No caps, hats or hoods are permitted to be worn during an examination.

No glasses cases are permitted on the student’s desk or within reach.

Mobile phones, smart watches and other unauthorised electronic devices are not permitted on the student’s desk or within reach.

  • Where such items are brought to the examination, students have a responsibility to ensure they are switched off and, in an oncampus exam, left in the location designated by the supervisor.
  • During an online exam, a student may leave their desk to retrieve a phone for use in the event of technical difficulties.

Additional allowed material (e.g. calculator, non-marked Bible) is only permitted if specified on the examination cover page.

In the case of an open-book exam, the Unit Coordinator and/or lecturer will advise what material the student may bring into the exam, limited to printed materials such as texts, personal notes, other reference materials, a Bible, a dictionary, etc.

How should I prepare my online examination environment?

Clear your workspace of all papers, books, and clutter, with the exception of material permitted for your exam.

For an open book exam, make sure you have all your notes, required materials and other resources organised, easily accessible and ready to use.

Have some rough paper and a pen available for reviewing and planning your approach to the exam.
If completing your exam at home:

  • arrange for animals and children to be cared for somewhere away from where you are working
  • advise the other people in your household that you will be taking an exam and cannot be interrupted

Your phone may be used for the exam onboarding process, however it cannot be on your desk during the exam, and will need to be placed out of reach (i.e. on the floor under your chair).

Also see Online Examinations: Instructions for Students below.

What can I do in advance to minimise potential technical problems in an online examination?

Restarting your computer before you commence the exam and ensuring all unnecessary applications are closed can prevent technical issues occurring.

If you are using a laptop, ensure it has sufficient battery reserve or is plugged in so your battery does not run out during the exam.

Ensure your internet connection is working correctly and that you have sufficient data available if relevant.

Ensure your computer will not run updates at the time of your exam. Attend to this in the days prior.

If you’re in a multi-user environment, ask others to limit internet use (e.g. Netflix) if they can while you’re doing your exam.

Also see Online Examinations: Instructions for Students below.

What is expected during my examination?

Once students have entered the exam venue or online exam, they must follow all directions provided by the supervisor/s.

Supervisors will ensure that students who have officially been granted special provisions are provided those arrangements during their examination. No variation to the specified conditions will be permitted.

Online examinations will be conducted using a teleconference platform and the Learning Management System (Moodle). During the examination students must have their camera on at all times, and their microphone muted. Any questions to the supervisor are to be asked using the direct chat mechanism.

Online examination papers will be made available via one of three methods:

  • an MS Word document accessed from a link that students will complete on their computer with MS Word.
  • a quiz/test in Moodle that students are to type their responses directly into.
  • handwritten; students will need to use their own paper for this.

Lecturers for each unit will inform students taking online exams about which option will be allowed for the exam.

Students are not to communicate with anyone other than the supervisor and must remain seated for the duration of the exam, with the exception of toilet breaks.

Students are to request permission from the supervisor before leaving their seat during an exam for any reason. Any visit to the bathroom should be less than five minutes, and no additional time will be added to the exam duration.

If a student becomes ill during an exam, they should let the supervisor know immediately. If they need to discontinue the exam, they may apply for Special Consideration within 24 hours.

Students are expected to complete all assessment tasks with academic integrity. Any perceived incidents of academic misconduct in any form will be handled in accordance with the Academic Integrity Policy. Students completing their exam online will be required to accept the Exam Integrity Confirmation Statement prior to receiving their exam paper.

Students must write their Student ID number clearly on all pages of the examination question paper and/or answer sheet and/or examination writing booklet.

In the case of oncampus and distance exams, once students have completed their examination, they must remain seated until their examination scripts have been collected by the supervisor.

In the case of online exams, students may keep a copy of the exam question paper and answers for 24 hours, and then destroy these as per the Exam Integrity Confirmation.

What should I do if I experience technical difficulties during an online examination?

Students should advise the supervisor immediately. If the student is unable to contact the supervisor, the student should phone the Helpline number provided for exam support. Students may use their phone during the exam to contact the helpline.

If technical issues impact exam completion, it’s recommended that students record screen captures, error messages, or other evidence of the issues that occurred, and email this to the supervisor of the exam.

If technical issues prevent exam submission through Moodle, but students still have access to email, it’s recommended that the completed or partial submission is emailed to the supervisor.

Students who experience technical difficulties in accessing the examination may, at the supervisor’s discretion, be provided additional time equivalent to the time lost to technical difficulties. Students may apply for Special Consideration in extenuating circumstances.

Students who have to leave the examination prematurely due to an emergency (for example a fire alarm) should inform their supervisor as soon as practicable and apply for Special Consideration within 24 hours.

Also see Online Examinations: Instructions for Students below.

What should I do if there are circumstances preventing me from attending my examination at the scheduled date and time?

See Guidelines for Examination Reschedule, Special Provisions and Special Consideration below.

What should I do if I experience an unexpected medical condition or injury leading up to exams, and require special provisions to complete my examination?

See Guidelines for Examination Reschedule, Special Provisions and Special Consideration below.

What should I do if I have a long-term or chronic health condition or ongoing adverse circumstances?

Students affected by long-term circumstances, such as a chronic or recurring medical condition, are encouraged to register with the Equity Office. The Equity and Disability Support Officer is available for consultation with students who have a disability, language difficulty or a medical condition who are seeking support.

Applications for Special Provisions through the Equity Office must be made prior to the deadline published in the Academic Calendar for the relevant semester, in line with the Disability Policy and must be supported by verifiable, appropriate documentation from a relevant professional.

Students who have been granted special provisions through the Equity Office will receive an official letter from the Director, Student Administration Services prior to the exam period detailing the specific conditions granted for them.

What should I do if I experience an adverse situation during my examination?

Students should advise the supervisor immediately, or as soon as practicable.

See Guidelines for Examination Reschedule, Special Provisions and Special Consideration below.

Online Examination Instructions

Before the exam

  1. Check that you will have access to:
    • a computer with a camera and microphone and speakers
    • Moodle
    • sufficient bandwidth
    • a quiet space
    If not, contact your School administration team as soon as possible.
  2. Check with your Unit Coordinator regarding whether any written materials are allowed in the exam.
  3. Minimise potential technology problems (refer to Notes for Students (Examination) document for tips).

Bring to your exam

  1. Your Avondale student ID card
  2. Any written materials needed if it is an open book exam
  3. A calculator, dictionary, Bible or other materials allowed by the Unit Coordinator
  4. Pen and paper for rough working or for a handwritten exam
  5. Have access to a phone in case of technical difficulties
  6. Charging device for your computer
  7. Be able to easily see a clock

At the beginning of the exam

  1. Students must join the Zoom session no less than 15 minutes prior to the exam start time
  2. Students must complete the Exam Integrity Confirmation process prior to receiving their exam paper. This will be available at the assessment link.
  3. Students must show their Avondale student ID card to the supervisor via Zoom
  4. The supervisor will give verbal instructions and may pray
  5. There is no reading time included, so students may commence writing immediately

Accessing your exam

  1. Students will access the exam through the Assessment section of the relevant unit Moodle page.
  2. Note that the link to the exam will typically only become available at the commencement of the exam.

During your exam

  1. Note that all normal examination conditions apply. Academic dishonesty is a serious offence.
  2. Students must have their camera on at all times, and mute their microphone
  3. Any visit to the bathroom should be less than five minutes (you must notify your supervisor through chat before leaving your exam)
  4. Any questions are to be asked using the direct chat mechanism to the supervisor
  5. The exam Zoom session will be recorded for integrity purposes
  6. No hats, caps, hoodies to be worn during the exam

At the end of the exam

  1. Once students have completed their exam, it is to be submitted as below depending on the method by which the exam was completed.
  2. DO NOT leave your exam until your supervisor has confirmed they have received your exam answers.
    • If your exam was completed using MS Word software, include your student ID number and the unit code and title at the top of the first page of your document. Follow the instructions provided by your exam supervisor to submit your exam answers.
    • If your exam was completed entirely within Moodle, your answers are either automatically saved or saved when you click . The onscreen instructions will guide you.
    • If your exam was handwritten, include your student ID number and the unit code and title and the page number (page 1 of 4, 2 of 4, etc) at the top of every page of your document. Cleary readable scans or photos of the pages are to be submitted via email to the supervisor within 15 minutes of the completion of the exam. Be aware that photo files tend to be large so you may only be able to email one page at a time.

In the event of technical difficulties

  1. If possible, alert your supervisor via the chat function
  2. Otherwise phone the appropriate Helpline number below for support during the exam.
  3. It is acceptable for you to use your phone during the exam to contact the helpline.
  4. If technical issues impact your completion of the exam, it’s recommended that you record screen captures, error messages, or other evidence of the issues that occurred, and email this to the supervisor of your exam.
  5. If the technical issues prevent you from submitting your exam to Moodle, but you still have access to email, it’s recommended that you email your completed or partial submission to the supervisor of your exam. Retain a copy of this email.

Other useful information

  1. Notes for Students (Examination)
  2. Preparing for Exams – helpful tips
  3. Your unit information in Moodle
Exam Reschedule, Special Provisions, and Special Consideration

In the case of exceptional situations or serious circumstances which are beyond your control and are unavoidable, you may be eligible for adjustments to exam conditions, as outlined below. Exceptional situations may include illness, injury and misadventure.

Possible adjustments include:

  • Reschedule of an examination which may apply if you cannot attend an examination at the scheduled time and or date, due to circumstances outside your control.
  • Special Provisions for Acute Circumstances which may apply if you have an acute short-term injury or illness which may impact your performance in the examination.
  • Special Consideration which may apply if you consider that circumstances outside your control impacted your performance during your examination.

If your application is approved, we will apply an adjustment to support you and ensure that you receive fair and equal academic treatment. This could be in the form of a different date for the examination, different examination conditions, or an alternative assessment.

It is not guaranteed that your application will be approved. Even if you’re eligible for adjustments, special arrangements are not always possible.

Chronic health condition or ongoing adverse circumstances

What should I do if I have a long-term or chronic health condition or ongoing adverse circumstances?

If you are affected by long-term circumstances, such as a chronic or recurring medical condition, we encourage you to register with the Equity Office.

The Equity and Disability Support Officer is available for consultation with students who have a disability, language difficulty or a medical condition who are seeking support.

Applications for Special Provisions through the Equity Office must be made prior to the publication of the draft examination timetable for the relevant semester, in line with the Disability Policy and must be supported by verifiable, appropriate documentation from a relevant professional.

I’m registered with the Equity Office, do I need to apply for Examination attendance adjustments?

If you are registered with the Equity Office, you should only apply for Special Provisions for situations related to your disability if:

  • you experience an exacerbation of your disability, or
  • you have unexpected treatment or hospitalisation, or
  • your caring demands for a person with a disability increase.

If you experience illness, misadventure or circumstances beyond your control that has nothing to do with your disability but affects your studies for an examination, you may also be eligible to apply for Special Provisions as per the information above.

Reschedule

What situations may be approved as reasons to Reschedule an examination?

If you experience adverse circumstances outside of your control that may affect your preparation for or ability to attend an examination, you may request a Reschedule.

Your reasons for applying to Reschedule your examination may include:

  • Health grounds – either physical or psychological
  • Non-health grounds such as:
    • Compassionate grounds; for example, the death or serious injury of a close family member or friend
    • Hardship; for example, sudden loss of employment, family breakdown, or severe disruption to domestic arrangements
    • Trauma; for example, impact of crime or accident, impact of natural disasters
    • Unavoidable commitments including wedding of a close friend or family member, cultural or religious commitments
    • Commitments within the Australian Defence Forces or similar international bodies
    • Commitments as an elite athlete to attend an event
    • Obligations to jury duty or court attendance
    • Or another official commitment that cannot by its nature be rescheduled
  • Time zone issues.

The following situations will not normally be approved as reasons to Reschedule an examination:

  • Misreading the Unit Outline, Unit Information or the examination timetable
  • Usual work commitments
  • Travel or holiday plans
  • Attending concerts, sporting events or protests
  • Professional experience organised independently by you
  • Heavy academic workload
  • Two or more assessments due on the same date.

What documents do I need to submit for an application to Reschedule?

The evidence you provide will be used in assessing your application, so it is very important to provide all relevant supporting documents.
Eligible supporting documentation may include, but is not limited to:

  • a letter or medical certificate from an accepted health professional, which should include the date(s) that the health grounds have adversely affected you and the impact on your health
  • in the case of a COVID-19 positive result, a screen shot of the registration confirmation text from the student’s state Health Department.
  • evidence demonstrating compassionate grounds – a funeral notice (eg newspaper notification, order of service) or letter from a Counselling Service
  • evidence demonstrating hardship – a termination of employment letter or letter from a Counselling Service
  • evidence demonstrating trauma – a document from the police, health professional or letter from a Counselling Service
  • evidence supporting cultural days or cultural activity – confirmation from a cultural body, wedding invitation
  • evidence supporting unavoidable commitments as a student reservist, an elite sportsperson or religious responsibilities – an official notification or letter from a person/s in authority
  • evidence supporting jury duty or other court ordered appearance – a court notification or subpoena;

Where obtaining documentary evidence is impossible, a statutory declaration may be acceptable. The appropriate statutory declaration form and information about using a statutory declaration can be obtained from: https://www.jp.nsw.gov.au/Pages/justices-of-the-peace/nsw-statutory-declaration.aspx Statutory Declarations will not be accepted for health grounds.

Can my examination be rescheduled if I am in a different time zone?

If you are studying remotely and have an examination scheduled between 10pm and 7am in your local time, you will be able to apply for it to be rescheduled and held at a time within your local business hours.
Special Consideration will not be granted if you fail to realise an examination is being conducted at AEST/AEDT.

When do I need to submit my application to Reschedule?

Applications must be submitted at least 10 working days prior to the commencement of the examination period unless there are extenuating circumstances.

What should I do if I am feeling unwell on the day of my examination?

If, before an examination, you feel unwell to the point that you believe you cannot sit it, you should follow these steps:

  • Immediately inform Student Administration Services via email that you are unable to attend your exam
  • You must see a medical practitioner and provide a medical certificate dated within 24 hours of the examination
  • The medical certificate must cover the examination date
  • You must submit an application to Reschedule within 3 working days of the examination or equivalent to the period covered by your supporting documentation.

Can I Reschedule an examination again if it has already been rescheduled?

No, not unless there are exceptional circumstances.

EXAMINATION ADJUSTMENTS APPLICATION

Acute Circumstances requiring Special Provisions

What situations may be approved as reasons for Special Provisions in an examination?

If, leading up to an examination, you are injured or experience some other short-term health condition, but still wish to attend the exam, you may apply for Special Provisions during the exam. Special Provisions aim to minimise or eliminate the impact of a recent injury or onset of an illness while maintaining academic standards. Examples of such situations may include, but are not limited to, injury to your writing arm or hand, an inability to sit for a prolonged duration.
Special Provisions may include, but are not limited to, additional time, use of scribe or a laptop, separate supervision or rest breaks.
Students who have a disability or chronic medical condition which may impact their ability when attending examinations should apply to the Equity Officer for Special Provisions. Such applications must be made prior to the publication of the draft examination timetable for the relevant semester, in line with the Disability Policy and must be supported by verifiable, appropriate documentation from a relevant professional.

What documents do I need to submit for an application regarding Special Provisions for Acute Circumstances?

The evidence you provide will be used in assessing your application, so it is very important to provide all relevant supporting documents.
Eligible supporting documentation must include a letter or medical certificate from an accepted health professional, which must include the dates and duration of the injury or health condition and the extent of possible impairment.

When do I need to submit my application regarding Special Provisions for Acute Circumstances?

Your application must be submitted as soon as possible, normally within 24 hours of the injury or onset of the acute illness, unless there are extenuating circumstances.

EXAMINATION ADJUSTMENTS APPLICATION

Special Consideration

What situations may be approved as reasons for Special Consideration regarding an examination?

If you experience serious circumstances outside of your control during an examination, which you consider may have impacted on your performance, you may apply for Special Consideration. Reasons for this could be, but are not limited to, if you experience an acute medical issue or if a problem occurs in the examination environment such as an emergency evacuation or power failure. However, applications will only be approved in exceptional circumstances.

By sitting an examination on the scheduled date, you are declaring that you are fit to do so and cannot later apply for Special Consideration, unless if during the examination you feel unwell to the point that you cannot continue. If this occurs, you should take the following steps:

  • Stop working on the exam and take note of the time
  • You must inform your exam supervisor or lecturer immediately and advise them that you are unwell.
  • Submit an application for Special Consideration to the Director, Student Administration Services within 24 hours of the conclusion of the exam stating that you felt ill during the exam and were unable to continue. Delayed applications may be considered in extenuating circumstances.

The following situations will not normally be approved as reasons for Special Consideration for an online examination:

  • Your computer ran an update
  • Your device ran out of battery
  • You did not save the work and/or lost the file
  • You accidentally uploaded the incorrect file.

What documents do I need to submit for an application for Special Consideration regarding an examination?

The evidence you provide will be used in assessing your application, so it is very important to provide all relevant supporting documents.

If your application refers to a medical issue which you experienced during the examination, a letter or medical certificate from an accepted health professional is expected. Unless there are exceptional circumstances this should be dated within 24 hours of the examination.

For any other issue experienced during the examination, if the supervisor does not make a general announcement, you should speak with the supervisor during, or immediately after, the examination. The supervisor will notify the Director, Student Administration Services in writing immediately after the examination has concluded.

When do I need to submit my application for Special Consideration regarding an examination?

All applications must be submitted within 24 hours of the conclusion of the examination, unless there are extenuating circumstances.

Submission of application

EXAMINATION ADJUSTMENTS APPLICATION

How do I submit my application?

You must submit your application by email to [email protected] from your student email account.

Can I apply for Examination attendance adjustments for more than one unit simultaneously?

Yes, just provide details of all relevant units on the same application form and provide one set of supporting documentation.

Appeal

What do I do if I am not satisfied with the outcome of my application?

If you are unsatisfied with the result of an application you can appeal the outcome by following Avondale’s Appeal process set out in the Appeal Procedure (Academic).

Further information

Who can I contact for support and more information?

Student Life Services can assist you with a wide range of questions and can be contacted at Student Support.

Where can I find further details regarding Examination attendance adjustments?

You should refer to the Examination Procedure for further information.

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