Policy 135: Final Examinations

Policy Information	Details
Policy Number:	135
Policy Approval Date:	May 7, 2024
Effective:	Fall 2024
Next Policy Review Date:	2029
Responsible Office:	Registrar
Approval:	Senate
Contact Office:	Registrar

1. Purpose of Policy

The purpose of this policy is to identify the values and principles upon which final examinations (“exams”) are conducted at Toronto Metropolitan University (the “University”), stipulate general regulations, and highlight related policies.

The goal is to ensure that all final exams are administered in a manner that maximizes integrity and provides the opportunity for students to demonstrate the intended learning outcomes of a course.

2. Application and Scope

This policy applies to final exams conducted by the University, including undergraduate, graduate and law, and those administered by The G. Raymond Chang School of Continuing Education (“The Chang School”).

This policy and the related procedures are recommended as best practices (where appropriate and feasible) to develop procedures for other forms of assessment (e.g. midterms) in order to promote administrative consistency of assessment processes across the University and academic integrity, as outlined in Policy 60: Academic Integrity.

3. Definitions

3.1. Exam Period

The official period identified for holding final exams as indicated on the Registrar’s website or as identified on course outlines for The Chang School.

3.2. Exam Conflict

Two or more final exams scheduled at the same time.

3.3. Exam Overload

Three final exams on the same day, or three consecutive final exam sessions (e.g. afternoon, evening, and next morning), including The Chang School exam

3.4. Examination (Exam)

A form of testing for the purpose of assessing a student’s level of proficiency in some combination of the following domains: knowledge, comprehension, application, analysis, synthesis, and/or evaluation.

3.5. Final Exam

A form of assessment that occurs during the designated exam period, normally cumulative and of significant weight.

3.6. Online Exam

A form of assessment that is held on a computer through an online platform, whether in person or remotely.

3.7. Invigilator

An employee hired to assist in the administration of exams and monitoring of academic integrity during exams.

3.8. Virtual Proctoring

Virtual proctoring platforms use a combination of software and hardware to monitor a student as they complete an assessment. Virtual proctoring could include a student’s webcam and microphone on a student’s personal device, automated or live monitoring, and/or browser lockdown software.

3.9. Teaching Department

The academic unit (department/school) responsible for the development, delivery and administration of a course.

3.10. Program Department

The academic unit (department/school) responsible for the development, delivery, and administration of one or more programs.

3.11. Large Venues

Non-classroom spaces used for exams, such as the Mattamy Athletics Centre and Kerr Hall West gyms. These venues are usually coordinated by the Office of the Registrar and often shared by multiple faculty/contract lecturers.

4. Principles

4.1. The values stipulated in the Senate Policy Framework are applicable and fundamental to this policy.

4.2. All members of the University (faculty, staff and students) participating in the exam process have a responsibility to foster and uphold the fundamental values of academic integrity - honesty, trust, fairness, respect, responsibility and courage - and to be aware of their individual responsibilities under Policy 60: Academic Integrity, Policy 61: Student Code of Non-Academic Conduct, and all other relevant University Policies related to preparing for and completing final examinations.

4.3. Exams should be conducted in an environment with minimal disruption and distraction so students are able to concentrate, reflect, and demonstrate their knowledge.

4.4. The administration of exams should create a safe, secure, and healthy environment that promotes clear communications and reduces unnecessary stress. To facilitate this, students are required to follow the exam procedures and instructions from faculty and staff.

4.5. The University has a duty to accommodate students in appropriate circumstances based on any protected ground(s) under the Discrimination and Harassment Prevention Policy (DHPP). Students who require and have been approved for alternative exam arrangements will be afforded appropriate and reasonable accommodation in accordance with the University’s policies and procedures (see Procedures Section 5).

5. General Regulations

5.1. Faculty/contract lecturers, teaching departments or schools, staff and students are required to follow all policies and procedures pertaining to exams, including but not limited to the exam procedures as set out by the Office of the Registrar, The Chang School, and, if an exam is being written at the Accommodated or Make-Up Test Centre, their procedures.

5.2. Students are also required to follow any additional exam procedures specific to subject areas (e.g. labs, performances, oral exams) established by faculty/contract lecturers and/or teaching departments/schools. Individual faculty/contract lecturers and/or teaching departments are responsible for communicating these additional procedures to faculty and students.

5.3. University Scheduling and Examinations will make every effort to provide the final exam schedule, including the time, place and duration, approximately one month prior to final exams, barring unforeseen circumstances. Scheduling of exams will be consistent with Policy 166: Course Management, Policy Section 6 and Procedures Section 6.

5.4. Students with an exam conflict or exam overload must contact their program department and follow the procedures outlined in Procedures Section 4: Scheduling and Conflicts.

5.5. Students who choose to commence an exam will be presumed to be able to complete the exam in the scheduled time. In exceptional circumstances, students may be granted academic consideration in accordance with University policies and procedures. See Policy 167: Academic Consideration.

5.6. Students may not start or continue the exam outside of the allotted time. Students who arrive late will not receive extra time.

5.7. Unless the faculty/contract lecturer or invigilator indicates otherwise, students are not permitted to commence an exam after the first 30 minutes or leave the exam within the first 30 minutes to uphold academic integrity, or the last 15 minutes to allow students to focus on completing their exam.

6. Missed Exams

6.1. Students who are more than 30 minutes late for the start of an exam or miss an exam, in part or in its entirety, should refer to the procedues in Policy 167: Academic Consideration.

7. Invigilation

7.1. Faculty/contract lecturers are expected to be present or otherwise available (e.g. by phone or email) during their exams, including those written in the Test Centre, make-up and online. If this is not possible, the teaching department must provide an appropriate designate. In the case of open timeframe exams, faculty/contract lecturers are expected to respond in a timely manner.

7.2. Teaching departments and Chang School must provide adequate invigilation (see Procedures Section 7) to maintain the academic integrity of exams.

7.3. Faculty/contract lecturers must use the university approved and authorized virtual proctoring tools (opens in new window) as outlined by the Vice-Provost, Academic.

8. Identification

All participants must have Toronto Metropolitan University issued or approved identification at exams. Students who are required to, must have and display valid TMU OneCards. Other students must display approved government issued identification as outlined on the OneCard website.

Students who do not have the required identification may not be permitted to write the exam.

9. Student Belongings

9.1. Personal belongings and unauthorized aids must be placed in an inaccessible manner and must not be accessed during the exam.

9.2. Students are strongly advised not to bring valuable items to exams. In the event of personal belongings being lost or stolen, the University is not liable.

10. Cancellations or Disruptions

In the case of the disruption of an exam due to unforeseen circumstances, it may be necessary to move the exam to a new location, or to re-schedule the exam to another day in accordance with Procedures section 10.

Related Policies:

Discrimination and Harassment Prevention Policy

Senate Policy 60: Academic Integrity

Senate Policy 61: Student Code of Non-Academic Conduct

Senate Policy 150: Accommodation of Student Religious, Indigenous and Spiritual Observance

Senate Policy 157: Establishment of Student Email Accounts for Official University Communication

Senate Policy 159: Academic Accommodation of Students with Disabilities

Senate Policy 166: Course Management

Senate Policy 167: Academic Consideration

Senate Policy 168: Grade and Standing Appeals

Related Procedures:

Office of the Registrar Current Students - Examinations

Academic Accommodation Support Accommodated Test Centre

Make-Up Test Centre

Related Website:

Toronto Metropolitan OneCard

Procedures

1. Purpose of Procedures

The Final Examinations Procedures (“Procedures”) outline the procedures to be followed for final exams conducted at Toronto Metropolitan University (the “University”) and identify the roles and responsibilities of those involved in the final exam process.

2. Exam Room Protocol

2.1. Students must refrain from any form of communication with other students upon commencement of the exam, unless the faculty/contract lecturer or invigilator indicates otherwise, i.e. an oral exam.

2.2. Students must turn off or silence, and not have ready access to cell phones, watches, and/or other wireless communication devices, (i.e. not in a pocket or on a wrist, except as specifically authorized, such as for mobile identification, two factor authentication or when medically necessary. See Procedures 5.1.1 regarding medical devices). The use of communication and electronic devices with memory, audio capabilities, web access, recording or playback capabilities or any other unauthorized aids are prohibited during an examination unless authorized by the faculty/contract lecturer.

2.3. Students must store belongings as directed and not access personal belongings during an exam, unless permitted and monitored by an invigilator or faculty/contract lecturer.

2.4. Students must visibly display their University issued or approved identification on their desk (see Section 8 of this Policy, and Procedures section 3).

2.5. Students may have on their desks: exam materials, writing utensils, a clear plastic water bottle (label removed if applicable), and aids communicated by their faculty/contract lecturer. Students must provide aid sheets to the invigilator or faculty/contract lecturer upon request.

2.6. No food is permitted during the exam. However, faculty/contract lecturers may be required to allow students to have food during an exam as an accommodation for a medical/disability need or religious observance based on relevant university policies. Students should provide notice regarding these accommodations to the faculty/contract lecturer at least two weeks before the exam.

2.7. Students may not leave the exam room unless accompanied by an invigilator or exam staff if they plan to return to the exam.

2.8. Students are not permitted to remove exam materials, including rough notes or aid sheets, from the exam room, and must hand in all exam materials with the exam paper.

2.9. Students are not permitted to capture, copy or paraphrase exam materials, including rough notes, in the exam room or in an online environment. No unauthorized photos or images are allowed of the exam room. As per the Policy 166: Course Management Policy Section 5.3.8, all tests/exams, including those online, are assumed to be closed book unless stipulated otherwise in the course outline.

3. Identification

3.1. All undergraduate, graduate and law students must display a valid TMU OneCard during an exam. Students from The Chang School are not required to have OneCards and may display government issued identification as outlined on the One Card website.

3.2. If there are concerns regarding the validity of the student identification or impersonation, additional government issued photo identification as outlined on the Toronto Metropolitan OneCard website may be required.

3.3. Students wearing a facial covering have two (2) options to confirm their identity:

3.3.1. in a private place, they can allow a female invigilator to see their face to confirm their identity, or

3.3.2. they can complete an (PDF file) Identification Confirmation Form.

3.4. Invigilators may be requested by faculty/contract lecturers or exam administrative staff to show a valid Toronto Metropolitan OneCard or approved government issued identification as outlined on the Toronto Metropolitan OneCard website.

4. Scheduling and Conflicts

4.1. Exams in shared venues should be scheduled to minimize disruptions.

4.2. Exams that are longer than a 3-hour duration (e.g. full day performances or critiques) will be scheduled, communicated, and administered by the relevant teaching department.

4.3. In the case of an exam conflict or exam overload, students must notify their program department or school within two weeks of the final exam schedule being published. The student's program department or school (Chair/Director, Graduate Program Director or Associate Chair of Graduate Programs, First Year Office or Chang School Logistics Team) is responsible for making alternate arrangements, in consultation with faculty/contract lecturers and students.

4.3.1. If a student has an exam overload, normally the middle exam is deferred.

4.3.2. Assessments that are difficult to recreate, e.g. performances and labs, will normally not be moved in the case of a conflict or overload.

4.4. If a course is scheduled online, it can have an in-person exam, either on TMU campus or at an approved testing centre. This requirement must be communicated on the course syllabus, online course shell, and on the first day of class, and, for the Chang School, before enrolment.

4.5. In large venues, exams must start and end according to scheduled times in order to minimize disruption to other exams and students. In extenuating circumstances, faculty/contract lecturers must consult with the venue coordinator for exceptions to ensure that other exams and students are not impacted (e.g., if there was only one course in the venue and all faculty/contract lecturers agreed, the exam could be shortened/lengthened for all students in the venue). In the event of any changes, the faculty/contract lecturer must notify the Accommodated Test Centre immediately.

5. Accommodation

5.1. Accommodation of Student Disabilities

The University will provide academic accommodations based on disability in accordance with Policy 159: Academic Accommodation for Students with Disabilities. Students must be registered with Academic Accommodation Support (AAS) in order to receive formal exam accommodations based on disability. For specifics on the administration of exam accommodations for students with disabilities, refer to Policy 159: Academic Accommodation of Students With Disabilities, Faculty AAS information or Accommodated Test Centre information.

5.1.1. Students who need access to technology (i.e. cell phone or smart watch) to monitor a medical condition with a remedial appliance or device, must register with Academic Accommodation Support and write their tests and exams in the Test Centre in order to receive the necessary accommodations.

5.2. Accommodation of Student Religious, Indigenous and Spiritual Observance

The University will provide accommodations based on creed in accordance with Policy 150: Accommodation of Student Religious, Indigenous and Spiritual Observance. The policy outlines how accommodations for the religious, Indigenous or spiritual observances of students will be determined. Students requesting such accommodation for final examinations should submit a request through the Academic Consideration Request online portal within two weeks of the posting of the exam schedule.

5.3. Human Rights Services (HRS) and Academic Accommodation Support (AAS) are available to consult with faculty/contract lecturers, invigilators, students or any individuals engaged in the academic accommodation process who have questions about the duty to accommodate. HRS can be contacted at humanrights@torontomu.ca. AAS can be contacted at aasadmin@torontomu.ca.

6. Accommodated Test Centre

The Accommodated Test Centre may have procedures for accommodation purposes, that differ from those provided in these Procedures. See faculty/contract lecturer, invigilator and student responsibilities, and the Accommodated Test Centre websi te.

7. Invigilation

7.1. Teaching departments and Chang School must provide a minimum of 1 invigilator for 50 students. Faculty/contract lecturers who are present at the exam may be counted as invigilators to determine the required number of invigilators.

7.2. To ensure adequate monitoring it is a best practice to have a minimum of two (2) invigilators per room or, if this is not feasible, periodic checks on a single invigilator should be arranged.

7.3. Invigilators are required to monitor student conduct during exams, act upon suspicions of academic misconduct in terms of Policy 60: Academic Integrity, or contraventions of Policy 61: Student Code of Non-Academic Conduct, and, if necessary, take immediate steps to prevent further concerns.

7.4. Where academic misconduct is suspected, invigilators may confiscate notes, if appropriate, but not electronic devices or personal property. See the protocols in the Examinations Guide for Faculty/Contract Lecturers and Invigilato rs.

8. Online Exams

8.1. Faculty/contract lecturers must ensure that course outlines contain necessary information concerning the computer, software or other resources that students must have in order to take an online exam.

8.2. If a faculty/contract lecturer is holding a computer-based exam in person, the faculty/contract lecturer is responsible for requesting a room with appropriate infrastructure (such as power and internet access), and ensuring the room’s amenities are sufficient.

Note the Accommodated Test Centre and large venues (MAC Arena, Court and 4th floor), and KHW gyms (KHW271 and KHW073) do not have sufficient infrastructure to hold computer-based exams on personal laptops.

8.3. Faculty/contract lecturers or designates must be available during the exam and must be aware of technical support available.

8.4. If a student loses access to power or internet access during an online exam and is unable to finish the exam, the student is expected to contact their faculty/contract lecturer as soon as they are able to.

8.5. Students may be required to provide a suitable off-campus invigilation as specified in The Chang School Online Courses with On Campus Procedures and the course outline.

8.6. When a student has a remote online exam, students are expected to make best efforts to provide an environment with minimal disruption and distraction.

9. Emergency Procedures

9.1. When a fire alarm sounds or another emergency occurs during an exam, students must follow the instructions of the alarm public address system and any responding emergency personnel.

9.2. Students must leave all exam materials, including any rough notes or aid sheets, on their desk and follow the instructions of the invigilator.

9.3. Students may take personal belongings only if safe to do so.

9.4. Students must proceed to designated area if so instructed.

10. Cancellation

10.1. In the case of an exam cancellation for any reason, the University will make every effort to advise students and faculty/contract lecturers as soon as possible.

10.2. If the university is closed due to severe weather conditions or other extenuating circumstances, online exams may continue unless the University or faculty/contract lecturer states otherwise.

10.3. In the case of a disruption to an exam, the course faculty/contract lecturer or if unavailable, the invigilator in consultation with the teaching department, if available, is responsible for determining whether the exam can be continued or must be rescheduled.

10.4. If the exam is discontinued, the course faculty/contract lecturer or invigilator should communicate this information by phone to the Accommodated Test Centre as soon as possible and to the Registrar’s Office within three hours.

10.5. If the exam is rescheduled, the Registrar will post the revised time and date on the Registrar’s website, as well as to the University’s main phone line. The faculty/contract lecturer should email students and/or post to D2L, directing students to the Current Student Exams page for instructions on how students can find their revised exam time and location.

10.6. Where possible, a cancelled exam will be rescheduled on the following day or evening, or if necessary, the following semester.

11. Roles and Responsibilities

11.1. Registrar’s Office

11.1.1. Develop and communicate policies, procedures, and best practices in consultation with community members.

11.1.2. Establish and communicate procedures for exams that are cancelled or disrupted.

11.1.3. Make best efforts to provide an exam schedule that minimizes exam conflicts and exam overloads.

11.1.4. Communicate the final exam schedule approximately one month before the exam period, barring unforeseen circumstances.

11.1.5. Make best efforts to provide space that promotes academic integrity and a suitable environment for students to focus

11.1.6. Provide training for invigilators.

11.1.7 Provide staff to coordinate large shared venues and monitor washrooms.

11.2. Teaching Departments or Schools

11.2.1. Communicate any subject-specific exam procedures

11.2.2. Schedule, communicate, and administer exams that are longer than a 3-hour duration.

11.2.3. Ensure all invigilators and faculty/contract lecturers are familiar with exam-related policies and procedures including any departmental/school/graduate program procedures.

11.2.4. Hire invigilators at the ratio indicated in Procedures 7.1

11.3. Program Department

Responsible for making alternate arrangements in the case of exam conflicts or exam overloads, in consultation with teaching departments, faculty/contract lecturers, and students. The responsible person in the Program Department is the Chair/Director, Undergraduate or Graduate or Law Program Director, or Associate Chair of Graduate Programs.

11.4. Faculty/Contract Lecturers

11.4.1. Communicate any subject-specific exam procedures.

11.4.2. Be responsible for all matters pertaining to exam materials, including their availability, accuracy, security, and conformity with Policy 166: Course Management Policy

11.4.3. Communicate exam format, length, and permitted aids to students in advance of the exam, in accordance with Policy 166: Course Management Policy. Faculty/contract lecturers should direct students to the Current Student Exams page, course shell or course outline for instructions on how students can find their exam time and location.

11.4.4. Communicate the exam requirements to the department, including the format and length of the exam that needs to be scheduled, within the deadlines specified by the Registrar.

11.4.5. Communicate to students the assigned seating for large shared venues as provided by the Registrar.

11.4.6. Deal with suspicions of academic misconduct in accordance with Policy 60: Academic Integrity.

11.4.7. Seek advice from teaching departments or the Academic Integrity Office where necessary.

11.4.8. Arrange for photocopying and transportation of exam materials unless otherwise instructed by the Registrar’s Office.

11.4.9. In large venues, start and end exams in consultation with venue coordinators and according to scheduled times in order to minimize disruption to other students.

11.4.10. Make decisions in regards to exam disruptions or other exceptional circumstances.

11.4.11. Communicate any changes or corrections to the assessment that are identified during the assessment to the Accommodated Test Centre and/or Make-Up Test Centre immediately via email to testcentrefaculty@torontomu.ca and/or makeuptestctr@torontomu.ca.

11.4.12. Provide accommodation in consultation with students and other relevant stakeholders (e.g. AAS and HRS) and in accordance with applicable law and University policies and procedures to provide accommodation for students’ medical/disability needs, religious, Indigenous and spiritual observances and/or based on any other applicable protected grounds under the Discrimination and Harassment Prevention Policy (DHPP), Policy 159 Academic Accommodation of Students with Disabilities Responsibilities Section 6 and procedures of the Accommodated Test Centre.

11.5 Invigilators

11.5.1. Ensure that exams are conducted in accordance with policy and procedures

11.5.2. Report suspected academic misconduct to the faculty/contract lecturer in accordance with Policy 60: Academic Integrity

11.5.3. Complete responsibilities as outlined in the Exam Guide for Professors and Invigilators

11.5.4. Consult with the faculty/contract lecturer if possible, and provide direction regarding disruptions or emergency procedures when safe to do so; follow the direction of the alarm public address system and any responding emergency personnel

11.5.5. Clarify for students, procedural aspects of the exam which are unclear, but do not provide content information that may infringe on Policy 60: Academic Integrity

11.5.6. Perform timekeeping; the official start and end time of an exam should be announced by the staff or faculty administering the exam and where no clock is available in the exam room, invigilators must indicate (in a nondisruptive manner) the time every 15 minutes e.g. by using presentation technology or by writing on the board.

11.5.7. Support the implementation of student accommodations under the Discrimination and Harassment Prevention Policy (DHPP), Policy 159 Academic Accommodation of Students with Disabilities and procedures of the Accommodated Test Centre.

11.6. Students

11.6.1. Confirm the time, place, and duration of their exams

11.6.2. Follow all policies and procedures pertaining to exams, including Policy 60: Academic Integrity, and Policy 61: Code of Non-Academic Conduct

11.6.3. Follow the Procedures in the case of an exam conflict or exam overload

11.6.4. Follow all instructions given in the exam room

11.6.5. Provide an appropriate environment for writing online exams, or source invigilation as required for distance/online exams (see Procedures Section 8.5 and 8.6).

11.6.6. Visit the Current Student Exam website for updates on exam information.

11.6.7. Follow all policies and procedures pertaining to requests for accommodations for final exams as outlined in this policy, as well as Policy 159: Academic Accommodation of Students With Disabilities and Policy 150: Accommodation of Student Religious, Indigenous and Spiritual Observance and procedures of the Accommodated Test Centre.

11.6.8. Students who need access to technology (i.e. cell phone or smart watch) to monitor a medical condition with a remedial appliance or device, must register with Academic Accommodation Support and write their tests and exams in the Test Centre in order to receive the necessary accommodations.

11.7. Large Venue Coordinators

11.7.1 Provide leadership and oversight of large shared venues to ensure exams are administered in accordance with the University’s policies and procedures, with a minimum of disruption to other exams in the room

11.7.2 Provide direction to department-hired invigilators and assist faculty/contract lecturers as necessary

11.7.3 Ensure exams start and end at the scheduled time, and ensure announcements are made regarding start and end times, procedures, and permitted aids

11.7.4 Communicate instructions in emergency situations or disruptions in consultation with security personnel and faculty/contract lecturers.