Guidelines for arranging a timetabled examination - The University ...

Examinations Office
Student Centre, Level 3, JFR Building G02 Telephone +61 2 8627 8215/6/7/8/9 Facsimile +61 2 8627 8280 Email: Exams.Office@sydney.edu.au
Guidelines - arranging a timetabled examination for your unit of study
These guidelines are for examinations to be held during the formal exam periods in June and November
each year.
Early each year, examiners and departments are sent information relating to the deadlines for when examination
schedule forms and later exam papers themselves should be submitted to the Exams Office. This information,
along with other useful exams-related material can be accessed on our webpage for staff:
http://sydney.edu.au/current_students/student_administration/examinations/staff.shtml
The schedules are forms which generate a timetabled examination in the formal two-week exam period at the end
of each semester (June and Nov as appropriate). This information should be submitted on a web-based form
found here:
http://sydney.edu.au/current_students/student_administration/examinations/staff.shtml#enter
This information is then checked by Examinations Office staff, who will allocate a Paper Code before uploading
the information into FlexSIS. If you are having any problems, or want some further information, please contact the
Exams Office on x78218/9, or email exams.office@sydney.edu.au)
COMPLETING THE EXAMINATION SCHEDULE FORM
‣ If there is more than one unit of study taking the same exam (i.e. one exam paper), only one form needs
to be completed. Ensure you include all unit codes attempting the exam.
‣ If there are other units of study not writing the same paper but which must sit the exam at the same time
then these units to be made formally concurrent with each other. Complete the information required in the
box for concurrent exams so that they may be timetabled together. Exams office should also be informed
of any units which must not be timetabled together.
‣ Standard durations and reading times are preferred (these are easier to schedule) and should not be
changed after submission of form (no change is possible one week after release of draft timetable)
‣ Examiner‟s staff ID is mandatory as FlexSIS will only accept examiners with a valid ID number. This
information is for delivery of exam papers and to contact you with any queries regarding any aspect of
your exam prior to, and on the day of the exam. In the case of external examiners, a member of the
department concerned must be nominated as examiner.
‣ If you have any queries about completing the form, please ring the Exams Office (x78218/9) or email
exams.office@sydney.edu.au for assistance.

‘CONSULT DEPARTMENT’ EXAMINATIONS
A “Consult Department” examination is one that a Department runs fully independent of assistance from the
Examinations Section. We make an entry on the timetable (with no time or place) that shows the unit of study and
instructs students to “Consult department for further information”.
‘IN DEPARTMENT’ EXAMINATIONS
An In Department examination is one that a department administers, partially independent of the Exams Office.
Departments may hold these examinations for any number of students during the end-of-semester examination
period, however, papers with 25 or fewer candidates must be supervised (and have materials provided) by
the Department. Also, all evening exams (after 5pm) are In Department, as are practical exams and any other
exams which do not require seating/ accommodation and the supervision of written work.
Please Note:
Exams Office DOES NOT provide materials such as MCQ answer sheets, booklets or any other materials for In
Dept exams. Please check with local administrative staff for materials required; departments should maintain their
own stock of items for this type of exam. Special „In Department‟ answer booklets are available from the
University Publishing Service, G12 (Phone: x12004 or fax orders to x17757) Two sizes are available - 4 pages
and 10 pages. Please make sure that you have sufficient supplies before the examination period commences.
Exams Office provides the date and time of your exam for the timetable. We also provide accommodation for the
exam unless otherwise advised by the examiner/department: Accommodation provided: Where the Examinations
Section has provided accommodation, students will be informed of the venue on their exam seating page in
MyUni‟s Student Self Administration module. Accommodation not provided: If accommodation is not required to
be arranged through the Exams Office, the message IN DEPARTMENT will be shown on the Final Timetable and
on the web advice for seat numbers on MyUni. The location is generally added to Student's Notes on the Final
Timetable, but any queries about these exams will be directed to the department.
Exams Office will print and package your exam paper if we receive it by the due date. The examiner (or other
authorized member of the department) is responsible for collecting the exam paper packages at least 48 hours
prior to the examination being held. Photo ID is required.
Supervision is NOT provided by the exams office, departments are responsible for supervising these exams. A
copy of the University‟s Examination Supervisors‟ Manual will be made available to examiners on request.
If you are advised that you have students sitting their „In Department‟ examination in the Clash Room, or the
Disability Examination Room, and you have not submitted your paper for printing through the Exams Office,
please forward a small supply of examination papers as appropriate for these students.
Evening exam clashes and disability arrangements are to be organised and arranged by the department/
examiner. Students are advised of this when they report an evening clash to the student centre or when they
register with Disability Services for exams.
If an examiner wishes an In Dept exam (which has not been printed through Exams) to be sent to the Library
early the following year, a package of 20 copies should be delivered to Exams before the end of the exam period.

Examinations Office 8627 8219 exams.office@sydney.edu.au G/Examinations/Guidelines for exam schedule