Examinations

Examinations play a significant part in the evaluation process of many courses. Students should therefore be familiar with the following procedures associated with formal examinations.  Any new material covered on the day of a scheduled, for-credit, test or exam, may not be included on that test or exam.

Scheduling of Examinations

Examinations are formally scheduled by the Registrar’s Office in December and April. Examinations are also held at the conclusion of the spring and summer sessions. All students writing examinations are required to show a CBU ID card.

No test or examination, with the exception of practical laboratory examinations, may be held in any course in either the five teaching days or the study period (defined as the period of time between the last day of classes and the beginning of the examination period) immediately preceding the December and April examination periods. This provision cannot be waived even by mutual consent of students and instructor.

Take home examinations cannot be assigned (and distributed) any later than the last day of classes in term.  They cannot have a due date earlier than the sixth (6^th) day of exams.

Supplementary Examinations

CBU, through the Registrar’s Office no longer schedules formal supplementary exams. Individual faculty and/or departments will determine if a supplementary exam is allowed in a course. If allowed, the policies and procedures with respect to the writing of supplementary exams will be determined by individual faculty and/or departments. For specific information on supplementary examinations, please refer to your course outline or the department chair.

Deferred Examinations

Students should notify their instructor(s) immediately if they must miss an examination due to a medical or other serious reason. Upon request, the dean of the school and the instructor may approve a deferred examination.

Postponement of Examinations

If an examination cannot be held at the scheduled time because of inclement weather or other circumstances, other examinations will be written as scheduled and the postponed examinations will be rescheduled by the Registrar’s Office on the first available day after the completion of the examination schedule.

Extraordinary Circumstances

If a student completes an examination and subsequently claims extenuating circumstances, such claims may be considered by the dean and the instructor on an individual basis. If a student is unable to write a scheduled examination for some serious reason, or if she/he becomes ill during an examination, the dean of the school must be contacted within five working days of the date on which the examination was to have been written. The dean and the instructor may decide whether a deferred examination will be scheduled or whether aegrotat standing will be granted.

• The last day of classes for the fall term is Tuesday Dec. 3, 2019. The exam period runs from December 5-16, 2019.
• Final exam schedules contain the location and time for each exam scheduled within the final examination period. Please review the exam schedule closer to and during exam period.
  • Student Portal: https://mysis.cbu.ca/

• Only courses that have exams scheduled by the Registrar’s Office in the official exam period (after classes end, but before end of term) are shown on the exam timetable.
• All students require a current CBU identification card (student id) in order to access their exams. This card will be scanned for exam admittance. The card is the property of the University and must be presented upon request as proof of identity. Photo ID cards or replacement cards (additional cost is required for this) can be obtained at IT Services Help Desk in the Marvin Harvey Building.
• Students are advised not to make travel or employment arrangements until after the final schedule has been posted. Students must be available up to and including the date for scheduled make up exams due to inclement weather. If such is the case, students may need to write on December 17, 2019 and must be available to do so.
• An exam conflict is two exams scheduled at the exact same time or three exams scheduled back-to-back. Please report conflicts to registrar@cbu.ca or in person at the Registrar’s Office as soon as possible to determine if alternate arrangements can be made by the course instructor(s) or department.
• Students who access the Jennifer Keeping Accessibility Centre should make arrangements with the Centre regarding examination accommodations.
• Principal exam rooms are: Sullivan Fieldhouse, A228, A230, A233,A235, B118, B201, B227, B228, CC262, CC263, CE258, CE325
• Students and faculty should arrive to the exam location at an acceptable time frame – students at least 20 minutes before exams commence; faculty and invigilators one hour before exams commence in order to participate in a security briefing.

• Students should not bring valuables (e.g. laptops, tablets) to the exam environment. Cell phones and smart watches must be turned off and left with students’ personal belongings at the location instructed. Coat racks will be provided for personal belongings in the Fieldhouse. The university is not responsible for theft of personal items.
• Students are not permitted to bring electronic devices, including cell phones and iWatches or Smart watches to the seating area. These items can be placed in a bag, provided by the University, for students to place under the seat of their desk. Students found in possession of unauthorized aids may be subject to disciplinary action.  All materials or equipment are subject to inspection.
• Students may not bring any food or drink into the Examination Room, except water in a sealed, non-breakable, unlabeled container
• Students are subject to supervision at all times while in the exam environment during the entire timeframe of the exam.
• The exam environment includes the room in which the exam is being written as well as the hallways and washrooms adjacent to the exam room.
• Students must leave the exam environment upon completion of the exam.
• Students will not be admitted late to the examination
• Talking or any other form of communication between students is absolutely forbidden. If students have a question they may raise their hand and it will be addressed.
• Students should report possible instances of cheating to the invigilator.
• Students may request a washroom break or report illness to the invigilator and are expected to sign in and out for this request.
• If there are other complaints with the exam, the student should communicate their concern to the professor or Exam Coordinator within 24 hours of the conclusion of the exam.

Grades are due to the Registrar’s Office according to the following policy:

• For all courses that have a final exam, grades are to be submitted 2 calendar days after the end of the exam schedule.

A two-day delivery/processing time should be expected between the exam grade submission deadline and the point at which the grade will appear on the academic record.

If you are concerned that your grade has not appeared within the time frame noted above, you should contact your instructor directly.

Grades and Administrative Transcript (Unofficial Transcript) can be viewed through your CBU student online account.

In the event of:

• Fire Alarm
  • Faculty and Invigilators are to listen to instructions given in Security Briefing. Students should take instructions from Security.
  • Evacuate immediately
  • Consultation with Faculty will determine if the exam will be graded or rescheduled

• Power Outage
  • Partial Power Outage – if a power outage only lasts a few minutes – as determined by Facilities Management and Security – students are to remain quietly in their seats until power is restored, according to announcements administered by Exam Coordinator
  • Full Power Outage – students must vacate the premise and leave their exams behind. Consultation with Faculty will determine if the exam will be graded or rescheduled

• Illness
  • Invigilator or professor to take the examination booklet from the student and indicates on it that the student left the examination due to illness
  • Exam continues as normal for remaining students
  • If a serious illness and student is unable to leave the room, Security will phone 911 and will determine if evacuation is necessary
  • Consultation with Faculty will determine if the exam will be graded or rescheduled

• Academic Misconduct

If there are reasonable grounds to believe a violation of academic integrity has occurred, Faculty has the authority to ask the student to leave exam room. As well, they may elect to:

• • Ask the student to move to a seat that is more easily monitored
  • Remove any materials or devices not authorized for use in the examination and keep materials until student has completed the exam
  • Search through personal belongings to remove evidence of the violation. This must be done in the presence of the student and another invigilator
  • Ask the student to produce evidence of the violation where the course instructor or invigilator believes that he/she has hidden the evidence on his/her person
  • Under no circumstances should the alleged offended be touched
  • Ask Security to escort the student from the examination room

The primary purpose of the exam invigilator is to ensure the integrity of the examination as per Cape Breton University’s Exam Policy

The incumbent works in a classroom setting. He/she must be able to circulate quietly and comfortably around the room during the examination period. In addition, invigilators must be able to remain alert and monitor the class throughout the duration of the exam process. He/she will be required to deal with students under stress.

Invigilation staff are asked not to bring any electronic devices (such as laptops, ipods/ipads, notepads, e-readers, etc.) into the exam rooms and all personal items to remain in a safe place on campus.

Responsibilities for this role:

• Arrive 1 hour before exam is scheduled to begin to receive a security briefing
• Assist in making sure students find appropriate seating for the designated class area before exams begin
• Patrol designed rows of seats in the examination room
• Watch for suspicious behavior and report this behavior to faculty
• Accompany student washroom breaks and make sure students sign in and out during this time
• Provide their cell phone number to the Exam Coordinator for communication purposes

The Registrar’s Office will oversee invigilators present at the Sullivan Fieldhouse and in selected classrooms during exams from Dec. 5 to Dec. 16, 2019.

Exam Coordinators:

Mora Giovannetti

Patricia Boone

Helen MacDonald

Responsibilities of Exam Coordinator:

• Arrive at Fieldhouse 1 hour before scheduled exam and ensure Fieldhouse is unlocked.
• Have invigilation documents necessary for the exams
• Post row assignments for each exam on white boards/easels located inside the entrance
• Facilitate student verification if no student id is present
• Make announcements
• Watch for suspicious activity and report this activity to the faculty
• Approve student washroom breaks on behalf of faculty. Students who ask to use the washroom will be asked to scan in and out of the Fieldhouse, or sign in and out of the exam classroom and escorted by an invigilator to the washroom doorway
• Give warning to students as the time progresses during the exam: i.e. One hour in, two hours in, 15 mins left etc.
• Be in possession of a cell phone in case of an emergency
• Retrieve left over exam booklets, papers and vacate the Fieldhouse
• Ensure exam is set up for next offering

As a faculty member overseeing the examination of your courses, the following information is something to keep in mind:

• Review the number of students who are writing each exam
• Arrive 1 hour before the scheduled exam start time
  • This is for Faculty who are administering exams in both the Fieldhouse and in classrooms so they can attend a 15 minute security briefing and then tend to their exams in the Fieldhouse or classrooms on campus
• Ensure all exam materials are distributed appropriately before exams commence
• Verify student identification by checking id cards left on student desk during the exam
  • Students will use their Student Id card to scan into the Fieldhouse but sign in sheets will be used in classrooms
• Connect with Security to have an escort to a safe space after the administration of an exam
• If there are reasonable grounds to believe a violation of academic integrity has occurred, Faculty has the authority to ask student to leave the room. As well they may elect to:
  • Ask the student to move to a seat that is more easily monitored
  • Remove any materials or devices not authorized for use in the examination and keep materials until student has completed the exam
  • Search through personal belongings to remove evidence of the violation. This must be done in the presence of the student and another invigilator
  • Ask the student to produce evidence of the violation where the course instructor or invigilator believes that he/she has hidden the evidence on his/her person
  • Under no circumstances should the alleged offended be touched
  • Ask Security to escort the student from the examination room