Faculty of Liberal Arts & Professional Studies -- eServices Office -- Distance Education

Information for Students Writing Off-Site Examinations

Many Internet and Correspondence courses require formal supervised in-class exams on campus. Students residing more than three hours travel time from the York University Keele campus (i.e. out of province/country) can make arrangements with the eServices Office (eSO) to facilitate an off-site supervised exam.

Steps for Students

FILL OUT THE OFF-SITE EXAM REQUEST FORM

Students are required to fill out and submit the ONLINE Off-Site Exam Request Form TWO WEEKS PRIOR to the exam date. A separate request forms are required for each sitting.

PAY THE OFF-SITE EXAM FEE

There is an administrative fee payable to York University to cover administrative arrangement costs. The cost for students writing within and outside of Canada is $30 for every exam. Fees must be paid TWO WEEKS PRIOR to the exam date and must be submitted directly to eSO. Detailed fee information can be found below under OFF-SITE EXAM FEES.

INFORM YOUR INSTRUCTOR

Let your instructor know as soon as possible that you are writing your exam off-site, and that your exam is arranged through eSO (distance education).

CONFIRM THE EXAM FORMAT WITH YOUR INSTRUCTOR

Confirm the format of you exam with your instructor (i.e. multiple choice, case study etc.), as any exam not scheduled to coincide with the on-campus Toronto time exam may differ in format.

Off-Site Exam Requirements

A three-hour traveling time requirement must be met in order to write your exam off campus.
Exam must be scheduled with a qualified invigilator (exam supervisor).
Your examination date and time must coincide with the on-campus exam and not precede it.
If you decide to cancel your off-site exam, you are required to inform eSO, the host institution (invigilator), and your instructor.

Off-site Exam Cancellations

Students are required to inform our office, the host institution (invigilator), and the instructor prior to the off-site exam date and time. Failure to notify the parties listed above before the off-site exam date and time could result in the loss of your off-site exam payment.

Invigilator (Exam Supervisor) Information

For a possible exam invigilator near you please refer to our post secondary and government contacts listing available at: www.yorku.ca/laps/disted/invigilator.

If you require assistance finding an invigilator, please contact us.

Invigilator Requirements:

A senior member (e.g. position of authority, supervisory, managerial) of a recognized post-secondary institution (university/college) preferably from an Examination/Testing Centre, Registrar’s Office or a Distance Education Department. Confirmation of the status and the communication of the selected invigilator must be included (i.e. Web site address noting the invigilator and contact information or official documentation). Communication is only to official e-mail addresses; commercial accounts are not acceptable (hotmail not acceptable).
Fluent in English
Able to provide their signature during the exam certifying that they will comply with the off-site exam regulations during the examination procedures, including faxing and mailing/couriering the completed exam documents back to eSO within two business days
Not a relative or friend

Important Notes

It is the responsibility of the student to secure an appropriate invigilator. When providing us with the invigilator’s contact information, please ensure it is accurate. Double check e-mail addresses, phone and fax numbers. Incorrect information can interrupt your examination arrangements.
Be certain that you do not jeopardize your examination sitting by contravening any of the above criteria. The invigilator’s name and institution will be made public in our Off-Site Examinations Contacts Listings.
Once your off-site exam request form is received by eSO, the invigilator and the instructor will be contacted to confirm your off-site exam arrangements. Once confirmed, you will be notified via e-mail.
Your exam will be sent to the invigilator along with the invigilation rules and a sign-in form for both the invigilator and student.

The eServices Office must approve changes to any confirmed exam arrangements.

Off-site Exam Special Needs/Accommodation Instructions for Students

If you are a student registered with the offices noted below, please forward the official documentation that confirms your registration and accommodation/special needs to our office.

Counselling and Disability Services

Invigilator Fees to your Host Post Secondary Institution:

Every external post secondary institution has varying invoicing and payment policies for exam invigilation (supervision) fees. Please inquire about these ahead of time to determine if they are acceptable to you. Invigilation fees can range from $35 to $100. Students are required to pay these fees directly to the host institution.

The invigilator will be returning your exam directly to the eServices Office via fax and mail/courier. Check to see if these services will be included with your host institution fees.

Off-Site Exam Fees

There is an administrative fee for each off-site examination.

In order to process your off-site exam request, eSO requires payment in full two weeks before the exam date.

FEE PAYMENTS ARE MADE PAYABLE TO York University and are collected in Canadian Funds.

Off-site Exam Fees:

$30.00 per exam (in and outside of Canada)

Current Payment Methods:

Certified Cheque
Money Orders

Personal Cheques, cash, credit card or online payments to York University Student Accounts are not accepted.

Payments are to be submitted directly to eSO via one of the following options:

In person during our business hours (by the student, friend or family)
Drop Box. There is a locked drop box located just outside of the eSO suite that is checked regularly
Mail, Registered Mail, or Courier to the address below

Your payment submission must include the following information:

Student’s name
Student number
Course ID
Payment made payable to YORK UNIVERSITY

Off-site Exam Cancellations

Academic Honesty

Students writing exams are required to present a valid York University photo identification card (YU-Card) or valid Government issued photo identification (driver’s license/passport) at the beginning of the exam. For more information on how to get your YU-card please go to: www.yorku.ca/yucard/getyourcard.html
Students will sign in and certify they have complied with the exam regulations; not communicating with anyone re: the content/process of the exam and will not communicate/transmit/post/or record anything about the exam content and process

“By signing your name you affirm that you are registered in the course. You also acknowledge understanding that cheating on an exam, including impersonation and plagiarism, is a breach of Academic Honesty and is punishable under the regulations of the Senate of YorkUniversity.”

Please review the York University Senate Policy on Academic Honesty #: Sen 002 at:
www.yorku.ca/univsec/legislation/senate/acadhone.htm

Good luck with your exam.

Contact Information

eServices Office
Suite 2120, Technology Enhanced Learning Building
Faculty of Liberal Arts & Professional Studies, York University
4700 Keele Street, Toronto, Ontario, M3J 1P3

Phone number: (416) 736-5831
Toll Free Number (in North America): 1 (866) 261-1790
Fax number: (416) 736-5637
E-mail: deexams@yorku.ca
Internet: www.yorku.ca/laps/disted