Examination Processes for Lecturers
Before the examination period
Examinations Timetable Survey forms are sent to all departments at the start of the semester by the Assessment and Graduation Office. The forms list all papers offered during the semester and each lecturer is required to provide information on the number of students enrolled, the examination type and duration (eg open book/two hours), and any other requirements for each paper listed. The examination timetable and room allocation is based on this information and as more than one examination may be scheduled at the same time in the same room it is important that accurate information is provided. The survey forms also give lecturers the opportunity to advise if they will be travelling during the examination period and therefore will require a specific examination date/time. Travel is the only reason considered by the Assessment and Graduation Office for scheduling an early examination.
Types of Examinations
There are three types of examinations that may be indicated on the survey form:
- Open Book any material (including calculators) may be brought in and used during the examination.
- Restricted Book only specified material may be brought in and used during the examination. Lecturers should indicate what the specified material is on the survey form.
- Closed Book no reference material (with the exception of calculators, where appropriate) is allowed in the examination.
If specific materials or calculators are permitted into the examination room, it is the responsibility of the lecturer/examiner to check this material. The Assessment and Graduation Office will send a memorandum to the lecturer/examiner to confirm this requirement.
Examination papers are due five weeks before the start of the examination period. The due date is included on the survey form and a reminder is sent closer to the time. If lecturers are unable to meet the examination paper submission deadline then they must notify the Assessment and Graduation Office by email as soon as possible.
Each examination paper must be accompanied by an Examination Paper Cover Sheet (printed on blue paper) which includes information on the examination paper, any special instructions or requirements, and the name and contact information for the examiner/s who will be available during the examination in case of enquiries. The Examination Paper Cover Sheet can be obtained from Departmental/School administrators.
Once completed, the examination paper is sent electronically to a secure drop box (as a Word or pdf document) and the blue Examination Paper Cover Sheet is sent to the Assessment and Graduation Office via internal mail. The Assessment and Graduation Office will proof the examination paper prior to printing.
During the examination period
The examiner(s) listed on the blue Examination Paper Cover Sheet are expected to be available at the phone number provided on the cover sheet for the duration of the examination. The Assessment and Graduation Office should be advised as soon as possible of any changes to contact information. The examiner(s) should have a copy of the final examination paper on hand during the examination in case there are any queries. In the event that an examination is scheduled on a Saturday, the examiner(s) should still be contactable and should provide a home phone number or a mobile phone number.
Once the examination has taken place, the examination scripts are returned to the Assessment and Graduation Office where they are processed and counted. Examiners should collect their examinations scripts from the Assessment and Graduation Office by the next business day unless prior arrangements have been made. Scripts will only be released to the examiner of the paper who must present suitable ID.
Examiners who wish to collect their examination scripts immediately following the examination should make arrangements with the Assessment and Graduation Office for a priority count. This will ensure that their examination scripts are processed first.
Examiners who are unable to collect their examination scripts should notify the Assessment and Graduation Office as soon as possible of the designated staff member from their Department/School who will collect the scripts on their behalf. The designated staff member will be required to show ID.
Following the examination period
Grades are due in the Assessment and Graduation Office by Friday of the week following the examination period. The Assessment and Graduation Office will provide reminders of the due date.
Once the examinations have been marked and the grades are processed the results become available provisionally on iWaikato as soon as the Assessment and Graduation Office has received them from the Faculty.
Final results are available on iWaikato once grades have been confirmed; usually about four weeks after the examination period.
Students must not communicate with their lecturer about the content of the examination between the time it is undertaken and notification of the confirmed grade. If they have any queries about the examination they should go to the Assessments and Graduation Office.