We have created a printable summary of the examination regulations.
Establishing the Examination Schedule
In September and January, the directors and department heads are asked to inform us how the courses in each department are being evaluated: formal exam, take-home examination, no exam [application for exemption must be made to department/school and copy sent to secretary of the TIE (timetable, instruction hours, examinations) committee].
Based on the students' registrations, an examination schedule is produced ensuring that no student has more than two examinations in a row. The examination timetable is posted on a tentative basis, and then confirmed if no conflicts have been reported.
The examinations are scheduled for December and April.
There are often pressures brought on professors by students who wish to write their examinations earlier than the scheduled time. We urge you not to make private arrangements for students.
Professors are reminded that if they choose a take-home examination, the students have the entire examination period to complete their examination.
The examination schedule is generated from the Course Information Portal in Acadia Central. Your examination schedule is also available at that site.
After the examination schedule has been established, the chair of the TIE Committee shall contact professors asking one to serve as Chief Proctor for each examination session in the Gymnasium. Generally a professor will not be asked to serve as Chief Proctor more than once in an academic year. All other professors with examinations in the Gymnasium are Assistant Proctors.
Professors holding their examination outside the Gymnasium serve as Chief Proctor for that location and must supervise their own students during the whole examination.
Examination booklets and signature sheets are available at the Gymnasium. If an examination is held in a location other than the Gymnasium, the professor is responsible for bringing signature sheets and examination booklets to that location.
One copy of the examination is to be sent to the Registrar's Office two working days prior to the examination. Professors are responsible for bringing their test papers to the examination location.
Duties of Chief Proctors
- In advance of the examination date, devise a seating plan such that students writing the same examination are not placed in adjacent rows whenever possible.
- Distribute this plan to the Assistant Proctors and post it at the Gymnasium before the examinations. [For Christmas examinations only: place those writing 2-hour exams in rows close to the doors and separate from those students writing 3-hour exams wherever possible. At mid-year, exams in full courses are generally 2-hour exams.]
- Be at the examination room 30 minutes before the examination and see that all examination papers and booklets are distributed.
- Make any general announcements required and announce the time 10 minutes before the end of the 3-hour period.
- Ensure that students do not leave the examination room during the first 30 minutes and after this time no students are admitted. Ensure that students having to leave the room (washrooms) in the course of an examination are accompanied by a proctor wherever possible.
- If there are several proctors, arrange a rotation schedule for the relief of proctors for a period of approximately 30 minutes. All proctors must be in attendance for the first and last 30 minutes of the examination period.
- Make arrangements to collect examinations when the students leave. It should be very clear where the students are to hand in their examinations or if they are to leave the examination booklets on the desk. No booklets (used or unused) may be taken from the examination room.
- Report any irregularities concerning examinations to the Registrar who will forward them to the Chair of the TIE Committee.
Duties of the Assistant Proctors
- Be at the examination room 30 minutes prior to the examination.
- Make any announcements concerning their specific examination.
- Distribute signature sheets at the beginning of the examination and return them to the Registrar's Office when the grades are submitted.
All proctors are reminded not to engage in conversations with colleagues which may be distracting to students or do any kind of reading or work which would distract their attention from attending to the needs of their students.
Procedures for Examination Complaints by Students
Resolution at departmental level
In case of an apparent violation the matter should first be referred to the appropriate instructor for an attempt at resolution. If the matter cannot be resolved at the instructor level, or if the complainant does not wish to confront the instructor, a written statement giving the nature of the alleged violation shall be presented to the appropriate head of department (or director in case of schools) who shall conduct an investigation on the substance of the complaint and attempt a resolution.
Resolution at higher level
If the matter cannot be resolved at the department (or school) level, then it should be referred to the next senior administrative office--namely the appropriate dean--again, an investigation and an attempt to resolve the matter.
Referral to T.I.E. Committee
Should the matter still not be resolved to the satisfaction of all parties concerned it should then be referred to the T.I.E. Committee for investigation and appropriate action.
Assistance of Academic Commissioner
Students may at any time have the assistance of the Academic Commissioner of the Students' Representative Council in seeking a solution to their complaint.