Examination System in UIC

1. Examination System in UIC Dr. Ricky Hou

2. Overview of Examination Arrangement • A document “Critical Dates for Final Examinations” will be prepared and released by the Academic Registry at the middle of each semester. • Examination Preparation • AR to provide the templates of question papers to all examiners. • AR to finalize the Examination Timetable after consultation with teachers, administrative staff and students. • AR to hold a briefing on Examination Regulations for invigilators • AR to work out the seating plan, invigilation arrangement, etc. • Review of Exam Papers • All exam papers should be vetted by a teacher of the same field, if any, and the programme coordinator before submission. • For those Programmes with External Examiners, the Programme Coordinators are required to send the Question Papers of the Final Examination to the External Examiners.

3. Overview of Examination Arrangement • Examination Invigilation • Duty of Chief Invigilators • The Chief Invigilator must collect the Question Papers/Answer Books/MC Answer sheets from the Examination Officer 40 minutes before the Examination. • The Question Papers are stored in a plastic bag. Read the instructions on the plastic bag carefully. • Unless approved by the Chief Invigilator, no books, manuscripts, notes, paper or communication devices should be placed on the desk. When the students enter the Examination Room, inform them to place all their belongings at the front of the room. • Remind students to write down their Name and ID number on the Question Papers and Answer Books. Write down the Start Time of the Examination on the Board.

4. Overview of Examination Arrangement • Examination Invigilation • Duty of Chief Invigilators (con’t) • Inform students when there is only 15 minutes left. • All students must stop writing when the time is up. • Students are only allowed to leave the room when the number of scripts/Answer Books/MC Answer Sheets collected matches the number of students present. • Report the cheating cases to the Examination Officers. • All the scripts/Answer books/MC Answer Sheets should be returned to AR after the Examination. The Subject Examiner is expected to collect the scripts/Answer Books/MC Answer Sheets 30 minutes after the end of the examination.

5. Overview of Examination Arrangement • Examination Invigilation • Duty of Invigilators • Students will not be allowed to enter the Examination Room 30 minutes after the start of the Examination. • The invigilator should check attendance by verifying the student ID or personal ID, 30 minutes after the start of the Examination. Invigilators must record the names of those students without ID cards. The attendance sheet must be submitted to the Chief Invigilator for confirmation (i.e. the Chief Invigilator must sign the attendance sheet). • If a student wishes to leave the Examination Room during the examination, he or she must get approval from the Chief Invigilator, and be accompanied by an Invigilator.

6. Overview of Examination Arrangement (con’t) • Review of Exam Results • The Programme Management Committees will review the Examinations Results (before sending them to the External Examiners). • For those subjects with External Examiners, the results are required to send the External Examiners to review. • Approval and Release of Examination Results • Documents for approval: Grade Distribution; List of students who got a cGPA less than 2.00; List of students who got a cGPA of 3.0 or above, Problem cases, etc • The Division Board of Examiners (and General Education Committee) to hold meeting to endorse the examination results for the subjects offered by the Division (or Office). • The College Board of Examiners and the Senate hold meetings to finalize the examination results. • After the Supplementary Examinations, the College Board of Examiners and the Senate hold meetings to finalize the Supplementary Examination results and make recommendations for scholarships and awards. • AR to dispatch grade report to students by registered mail.

7. Overview of Examination Arrangement (con’t) • Student Appeals against Subject-Based Assessment • A student who wishes to appeal against subject-based assessment including examination grades should first appeal in writing to the subject instructor and the Dean of the Division concerned within three weeks after students have been notified of the subject semester grades. • The subject instructor shall review the case and report to the Dean of the Division, giving explanations. The student should be informed of the decision within a reasonable time. Any changes in grades should be reported to the Academic Registry at the same time. • If the student is not satisfied with the decision of the re-assessment, he/she may appeal in writing to the Academic Registrar, giving full reasons in support of the appeal.

8. Assessment Grading System Guidelines • Letter grades are used to indicate the results of assessment (i.e. A, A-, B+, B, B-, C+, C, C-, D, F). • Subject Grade Distribution Guidelines:

9. Assessment Grading System Guidelines • Grading Policies regarding Supplementary Examination • [4.12] A supplement examination per semester will be allowed and Grade D is the maximum grade for the subject after a supplementary examination. • [10.7] Candidates who do not satisfy the graduation requirements may be allowed to take summer study/supplementary examination in order to make up for their credit- or GPA- deficiency for graduation. The grade received in the supplementary examination will replace the F grade for the subject and the maximum grade to be given is D.

10. Record Keeping of the Work of Students • The Academic Registry will keep the students’ final examination papers and scripts ONLY, for four years for possible inspection by external examiners or grade appeal by students. • Subject instructors or the Divisional Offices are required to keep other components of the students’ assessment that are unrelated to final examinations, such as assignments, tests, projects, essays, etc., up to 6 months after the appeal period.