Instructions to Candidates - ROYAL HOLLOWAY by dfsiopmhy6


									                                                                                 Created on 24/08/2009

                                     Instructions to Candidates
                                           September 2009

It is essential that you read this document. Failure to observe any of the instructions within may
constitute an offence under the Regulations on Assessment Offences or could otherwise count
against you.
Students who are not taking formal written examinations this year only need to read sections 6 - 11.


1.1   If you have a medical or psychological condition that means you would like to be
      considered for special examination arrangements, please follow the instructions on the
      following web page:

      Please note the deadline for submitting applications to the Educational Support Office is
      Friday 27th November 2009.


2.1   A personalised examination timetable will be published, by 23rd March 2010 on Campus
      Connect ( Courses assessed only by course work, dissertation, oral
      and/or practical examination, or courses examined outside the main examination period, will
      not be listed on the timetable. Information about these will be available from your
      department/school. The main examination period will be 27th April to 28th May 2010 (although
      it is possible that Intercollegiate examinations may be held outside this period).
2.2   Check carefully that all your formal, written examinations are included and that none of your
      examinations have been scheduled to run simultaneously. If you do find an error, you must
      contact the Examinations and Research Degrees Office (; tel. 01784
      443347) as a matter of urgency, and in any case no later than Friday 26th March 2010.
2.3   You may have two examinations in one day or a number of examinations spread over two or
      three days. This is a natural consequence of the high level of choice offered to students at
      Royal Holloway and is not regarded as being detrimental to performance in examinations.
2.4   Your confidential candidate number can be viewed through Campus Connect. You are
      allowed to bring a small piece of paper with only your candidate number on it with you to
      formal written examinations, where you will be asked to use it in place of your name. You
      may also be asked by your department to use your candidate number when submitting other
      assessed work. Do not divulge your candidate number to any student or member of
      academic staff in such a way that they can match the number with your identity.


3.1   It is a requirement of each course that you complete all elements of the assessment,
      including formal examinations, to the satisfaction of the Sub-board of Examiners.
3.2   Formal examinations begin promptly at 9.30am or at 2.00pm. Ensure that you arrive at the
      Examination Hall at least 20 minutes before the scheduled start of the examination to allow
      sufficient time to deposit your belongings and find your seat.
3.3   You will not be allowed extra time at the end of an examination to compensate for late
      arrival. If you arrive more than half an hour late for an examination, you may be admitted,
      but your work will be accepted only at the discretion of the Sub-board of Examiners.
3.4   If during the examination session you are diagnosed with a medical or psychological
      condition for which special arrangements such as an alternative exam room might be
      helpful, you should contact the Educational Support Office on 01784 443966. Such requests in

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      relation to previously diagnosed conditions should be dealt with through the special
      arrangements procedure (see 1.1).
      See 6 below for information regarding absence from examinations due to illness or other
      extenuating circumstances.
3.5   A map of the Examination venues can found at: You are advised to check
      where the Examination Halls are before the day of the examination.


4.1   You are required to bring your College Card with you to each examination. If sufficient proof
      of your identity is not provided, you will be asked to complete an identity check during the
      examination. The Invigilator may refuse you entry to the examination if s/he has reason to
      doubt your identity and/or perform further checks to establish your identity.
4.2   As soon as you arrive at the Examination Hall look on the seating plan posted outside the hall
      to find out your seat number. Do not attempt to enter the hall until told to do so by the
4.3   Ensure you have nothing written on any part of your body before entering the Examination
4.4   You must not attempt to communicate with another candidate in any way once you have
      entered the Examination Hall.
4.5   Before going to your seat, leave any unauthorised items at the edge of the room having first
      switched off your mobile phone. The following items are unauthorised and must not be
      brought to your seat:
      (a) personal items, such as bags, coats and hats;
      (b) pencil cases, except those which are entirely transparent and clear;
      (c) mobile telephones, pagers, electronic notebooks or other computer equipment;
      (d) food, except for a small quantity of sweets;
      (e) drink, except for soft drinks contained in a clear plastic bottle;
      (f) written material of any kind (for the only exception to this see 2.4 above);
      (g) scrap paper;
      (h) electronic or paper dictionaries, unless expressly permitted by the Sub-board of
      (i) personal calculators (see 4.7 below).

      If you are found with any of the above items whilst at your desk or at any point during the
      examination, or you refuse to hand over any other item when directed to do so by an
      Invigilator, it will be treated as an assessment offence and investigated in accordance with
      the Regulations on Assessment Offences.
4.6   You should take to your seat your College Card and any items that will be required during the
      examination and which are permitted by the Sub-board of Examiners. These items will
      normally include pencils (a HB pencil is essential for Multiple Choice Question papers), pens,
      an eraser, a ruler and any other writing or drawing implements you may need, carried as
      loose items or in a transparent plastic bag.
4.7   Calculators (Casio FX- 85WA, Casio FX - 85MS or Casio FX-115MS) will be provided where
      permitted by the Sub-board of Examiners. You may not bring your own calculator into the
      Examination Hall.
4.8   Once you find your seat, sit down and place your College Card facing upwards at the corner
      of your desk. Do not turn over the question paper or begin writing until told to do so by the
      Invigilator. If you have trouble finding your seat, or suspect that another candidate has
      mistakenly taken your seat, you must raise your hand and seek the advice of the Invigilator.
      Do not simply take another empty seat.

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5.1   Write all your answers and rough work legibly in ink in the answer booklet(s) provided, or
      directly on the question paper if told to do so in the question rubric. Please note examiners will
      make every reasonable effort to read examination scripts, but portions of script which are
      illegible will not be marked. The use of scrap paper is prohibited. Extra answer booklets are
      available on request from the Invigilator, who must first be satisfied that you have completed
      the answer booklet(s) already provided.
5.2   If at any time you wish to attract the attention of the Invigilator, to go to the toilet, for
      example, you should raise your hand: do not leave your desk without the Invigilator’s
5.3   You will not be permitted to leave the Examination Hall during the first half hour or the last half
      hour of the examination. You may leave at other times only with the permission of the
      Invigilator. Once you leave the Examination Hall unsupervised, you will not be re-admitted. If
      you stay until the end of the examination, you must remain in your seat until told you may
      leave by the Invigilator.
5.4   When you leave the Examination Hall, take with you only those items that you brought in at
      the beginning. All question papers, answer booklets (used or unused) and other materials
      provided for use in the examination remain the property of the College and must be left
      behind. When you leave, do so quietly, bearing in mind that other examinations may still be in
      progress in the room or at other sites nearby.
5.5   You should inform the Invigilator if you are feeling unwell during the examination and are
      unable to proceed with the assessment. If necessary, someone will escort you to the Health
      Centre. Even if you do not need an escort, you must go to the Health Centre for immediate
      assessment if you wish them to provide evidence for the Sub-board of examiners to take into
      account. The Health Centre will pass the medical note to the Chair of Sub-board in your
      department(s)/school(s). It is only if you are taken ill during a formal examination organised
      centrally (ie: not an internal exam organised by your department) that your medical
      certificate will be passed on to your Sub-board of examiners; in all other cases it is your
      responsibility to submit evidence to your department(s)/school(s). Please note that once you
      have left the examination site you will not be permitted to resume the examination.


6.1   If you are taken ill or there are other extenuating circumstances that you believe have
      adversely affected your performance at any point during the academic year, you must
      inform your department(s)/school(s) in writing, and provide the appropriate evidence.
      Additionally, if you feel you need to make a further statement on how you consider your
      circumstances have had an impact on your work, you should submit this to the Chair of the
      Sub-board of Examiners in your department(s)/school(s). The Sub-board of Examiners will
      review all evidence of extenuating circumstances submitted during the year; however, it is at
      the Sub-board’s discretion whether to take any circumstances into account. There is no
      guarantee that any allowance will be made. The main points to note are:
      (a)   It is your responsibility to notify your department(s)/school(s) and Chair of the Sub-
            board of Examiners, if appropriate, in writing of any extenuating circumstances. Do not
            assume that if you have discussed your circumstances with the College Health Centre
            or Counselling Service, or informally with a member of staff in your department/school,
            that the information will be passed on to the Sub-board of Examiners on your behalf.
            Members of staff are not permitted to divulge personal information about students in
            this way; you must inform your department(s)/school(s) in writing if you wish your
            circumstances to be considered.
      (b)   It is your responsibility to submit the supporting evidence of your circumstances (see 6.2
            below). For medical or psychological circumstances, this will need to be a note from a
            suitably qualified medical practitioner (normally a GP or hospital specialist),
            psychologist or educational psychiatrist as appropriate who has seen you during the

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            period of the condition and is not a close friend or relative and can attest to the impact
            of your circumstances on your studies. For other personal circumstances (e.g. divorce,
            or the death of a family member), a written statement of the circumstances from you
            should be sufficient.
      (c)   If you are an Undergraduate student, you must submit your written statement and
            supporting evidence, where appropriate, before 12pm, Wednesday 2nd June 2010 (but
            should also check with your department/school regarding specific assessment/exam
            related submissions). If you are a Postgraduate taught student, you should notify your
            department/school by the date set by the department/school, which must be before
            the Sub-board of Examiners meets to agree marks.
      (d)   It is recommended that you submit your request and evidence as soon as possible,
            even if you are unsure whether your circumstances have affected your performance,
            or you feel that your circumstances are very private or confidential (see 6.4 below). Do
            not wait until you receive your marks. Requests for special consideration will not be
            considered retrospectively and the private or confidential nature of circumstances will
            not later be accepted as grounds for appeal.
6.2   You should submit your statement and relevant supporting evidence to the Senior Faculty
      Administrator in all departments/schools in which you have taken courses, in a sealed
      envelope marked ‘Confidential’ and addressed to the Chair of the Sub-board of Examiners.
      The request must state clearly how you consider your circumstances have affected your
      academic performance whether this relates to absence from classes, non-submission of work,
      and/or the impact on your ability to study and on the quality of your work. If you have
      circumstances with long-term implications and have submitted a request together with
      supporting evidence for these to be taken into account in a particular year of study, this
      information will be carried forward to the following year by the Sub-board. You should
      therefore only submit a further statement with updated information should there be a
      change to your circumstances of which the Sub-board needs to be aware. Please note that
      it is not possible for Sub-boards of examiners to make accurate and consistent assumptions
      about the standard of work which a student may have achieved and therefore examiners will
      not raise individual marks on the grounds of extenuating circumstances. Furthermore, please
      note the statement in 6.1 that it is at the academic judgement of the examiners whether to
      take any circumstances into account.
6.3   All evidence must be written in English, or as an official translation obtained by you. Blank
      forms for completion by medical practitioners can be obtained from the Examinations and
      Research Degree Office in Registry or downloaded and printed off from:
      All evidence must include the following information:
      (a)   your name;
      (b)   the name, position and official stamp of the person providing the evidence;
      (c)   the date on which the document is produced;
      (d)   a description of the nature and severity of the circumstances [NB Please note that if
            you have a condition which is under investigation, it is not necessary to have this
            diagnosed before submitting details. The supporting evidence should stipulate the
            effect of the condition on your work and performance and the relevant information
            must be submitted before the deadline];
      (e)   an exact indication of the period during which you were affected by the
      (f)   an assessment of the effect, if any, which the condition may have had on your work
            and performance.
6.4   If you are an Undergraduate or Postgraduate Taught student, your statement and relevant
      supporting evidence will be considered by only a small panel of examiners, including the
      Chair of the Sub-board of Examiners, the Head of Department/School and at least one of the
      Visiting Examiners, in a closed meeting to protect your privacy.
6.5   If you are a Research Degree student, you may want the annual review or upgrade Panel to
      be made aware of how your academic performance over the year has been affected by
      illness or extenuating circumstances. In such cases you should submit your statement and
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      supporting evidence to the Panel Chair within the deadline set by the department/school for
      the submission of material for the upgrade or review. In the case of circumstances relating
      only to your performance at an upgrade or review meeting or the oral examination (viva),
      you should inform the panel members or examiners of the circumstances prior to the meeting
      or oral examination and submit the statement and supporting evidence within seven days to
      your department/school or the Examinations and Research Degrees Office in the case of an
      oral examination. Please also note the guidance given above in 6.1 (a), (b) and (d) and 6.3
      about disclosure of extenuating circumstances ,

7.1   If you miss an examination or fail to submit a piece of assessed coursework without
      acceptable cause, you will normally be given an outcome of ‘Incomplete’.
7.2   If you miss an examination or fail to submit a piece of assessed coursework through illness, or
      other acceptable cause for which adequate documentation is provided in accordance with
      section 6 above, the Sub-board of Examiners may take this into account when considering
      your results.

8.1   Undergraduates are not permitted to withdraw from examinations.
8.2   Postgraduates are not permitted to withdraw from examinations, but may apply to the Chair
      of the Sub-board of Examiners for permission to defer any part of the assessment until the next
      available opportunity on grounds of illness or other acceptable cause, for which acceptable
      documentation must be provided.
8.3   You are permitted to interrupt your studies on medical, financial or other personal grounds up
      to the last day of the Spring Term. This year will count as an attempt. If you fail one or more
      courses on your return to College, this will count as your second (final) attempt at the courses.
      However, the Sub-board may request a waiver of regulations from the College Board to
      permit you an exceptional third and final attempt at your studies if the grounds on which you
      originally interrupted your studies warrant it.


      Advice on revision and relaxation techniques is available from a variety of sources in the
      College. You may wish to contact somebody in your department/school; otherwise you can
      contact the Advice and Support Centre in the Students’ Union (01784 486300), or the Student
      Counselling Service (01784 443128).


10.1 Course pass lists may be displayed at the discretion of the Sub-board of Examiners once the
     results have been decided. Final award classification lists may be displayed only after the
     results have been agreed by the College Board of Examiners. It is expected that these will be
     available for undergraduates through the Campus Connect web-portal from 18th June.
10.2 It may be necessary for the Examinations and Research Degrees Office to contact you about
     your results. It is therefore essential that you ensure that you use Campus Connect to keep
     your personal address and forwarding address up to date at all times and for at least a year
     after leaving the College.
10.3 Undergraduate examination results will be displayed in July on Campus Connect. A transcript
     of results will be sent to finalists in July, to the forwarding address held on Campus Connect,
     which is current for that date.
10.4 Certificates for Bachelors and Masters degrees will be dispatched by Senate House (University
     of London), not by the College, to your forwarding address (see 10.3 above). In view of the
     large numbers of students being awarded degrees across the University, you may have to
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      wait several months before you receive your certificate. If you have not received your
      certificate within six months of receiving your individual notification of results from the
      College, you should contact the Diploma Production Office at Senate House:
                  Diploma Production Office,
                  University of London,
                  Stewart House,
                  32 Russell Square,
                  London WC1 5DN.
                  (Tel. 0207 862 8303)
10.5 Certificates for non-degree awards are dispatched by the College and you should therefore
     contact the Examinations and Research Degrees Office if you have not received your
     certificate within 6 months of receiving your results
10.6 Degree certificates will not be produced for any student who is in debt either for property or
     for money owed to any part of the College or the University. Students in receipt of loans from
     the Principal’s Hardship Fund will be regarded as debtors if the agreed date of repayment
     has been breached.
10.7 Validated transcripts of results and certifying letters containing information on the final award
     can be produced only after the University of London award date (1st August 2010 for
     undergraduates; 1st November 2010 for postgraduates).

11.1 Students who fail to progress to the next year of study, or fail to graduate, will be informed of
     the decision of the College Board of Examiners in relation to the opportunities for resitting or
     repeating courses, or will be informed that their registration with the College has been
11.2 First year undergraduate students who fail to progress to the second year may, in
     accordance with strict criteria, be offered a resit during the summer period prior to the next
     academic session. The Summer Resit Examinations will be held 30th August – 3rd September
     2010. Further information on this can be found on

                                                   HEAD OF EXAMINATIONS AND RESEARCH DEGREES

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