| Topic: | Academic Standards, Grades, Conduct of Examinations |
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| Approval Authority: | Senate |
| Approval Date: | 24 May 2007; Revised and approved 27 March 2025 |
| Effective Date: | Revisions effective 1 September 2025 |
| Last Revised: | 27 March 2025 |
1. Purpose
1.1 The Senate of York University affirms the University’s commitment to maintain the highest standards of academic integrity in the examination process, in accordance with the standards and principles established in Senate Policies, including but not limited to the Academic Conduct Policy and the Policy on Academic Accommodation for Students with Disabilities.
1.2 This policy is designed to safeguard the academic integrity of examinations and shall inform guidelines and procedures used for the conduct of examinations.
2. Scope and Application
2.1 The Senate Policy for the Conduct of Examinations is applicable to all examinations scheduled in the official examination period and, to the extent possible, shall govern and inform the development of guidelines and procedures used for examinations and tests held outside the official examination period.
2.2 This Policy is to be read in conjunction with other University policies, procedures, regulations, and guidelines, including but not limited to the Senate Policy on Academic Conduct.
3. Definitions
3.1 Cheating: as defined in the Senate Academic Conduct Policy and Procedures is “the attempt to gain an improper advantage in an academic evaluation.”
3.2 Misrepresentation of Personal Identity: occurs when one individual impersonates another or has another person impersonate them to confer or gain an unauthorized academic advantage, whether in person, in writing, or electronically.
4. Policy
Exam Schedule
4.1 The Office of the University Registrar shall provide a schedule of examinations, assigning the date, time, and room(s) for examinations to be held in the official examination period.
4.2 The room(s) assigned for a final examination shall be of sufficient capacity to allow for appropriate seating and monitoring, of students sitting the examination, in order to discourage cheating.
Student Admission and Conduct in Examinations
4.3 The chief invigilator, typically the Course Director or designate, shall direct the admission, seating and identification of students and the signing of the attendance roster.
4.4. Students must present a valid York University official photo identification card (YU-card) to verify personal identity, and to sign the attendance roster for the examination.
4.5 During an examination, students shall be permitted to have access to only those materials or aids specifically approved for use in that examination sitting.
4.6. Students may not speak or communicate by any means, manner, or device on the subject of an examination with anyone other than an invigilator for the duration of the examination, including during any temporary disruption of the examination.
4.7. Students may leave an exam room only if granted permission to do so by an invigilator.
Invigilation of Examinations
4.8 All final examinations shall be conducted by a chief invigilator designated by the academic division, department, unit, or Faculty offering the examination.
4.9. Whenever possible, more than one invigilator shall be present for an examination; when only one invigilator is present, it is recommended that arrangements be made for periodic checks on the exam room by an invigilation assistant.
4.10. The number of invigilators assigned for a final examination shall be determined by the academic unit offering the examination, in accordance with the recommended minimum of one (1) invigilator for every fifty (50) students.
4.11. The chief invigilator shall make any necessary announcements during or at the end of the examination and direct the distribution and collection of examination question sheets and answer booklets.
4.12. The chief invigilator shall announce any materials or aids that students are allowed to have on their desk or have access to during that examination sitting.
4.13. The chief invigilator shall determine and announce the official start and end time of an examination.
4.14. All invigilators shall exercise constant vigilance for and direct the handling of any instance of suspected cheating, which includes but is not limited to a student giving assistance to or receiving assistance from another student; use of an unauthorized material or device during an examination or during any temporary disruption of an examination.
4.15. When the chief invigilator announces the conclusion of the examination, students shall be instructed to stop writing and remain seated while examination booklets and other examination materials are collected. Once exam booklets have been collected, the chief invigilator will announce that students are to collect their belongings and leave the exam room.
4.16. Following the examination, the chief invigilator shall ensure that all used and unused exam booklets are accounted for, with all used exam booklets delivered to the designated markers or office and all unused exam booklets returned to the designated office.
Accommodations for Special Circumstances
4.17. Students with disabilities requiring accommodation or students requiring accommodation for significant religious observances, shall be responsible for requesting the necessary accommodation in accordance with the recommended timelines in the relevant policies and procedures, in advance of the examination period.
4.18. Students granted accommodations will normally receive an official accommodation plan from the appropriate support office, which outlines the approved accommodations without disclosing personal health information. Students must present this plan to the relevant course instructors or examination administrators to facilitate the implementation of accommodations.
4.19. The chief invigilator shall oversee provision of any approved special accommodation for a student in the scheduled examination sitting in accordance with the relevant policies and procedures.
Emergency Interruptions of an Examination
4.20 The chief invigilator shall follow the instruction sheets provided by the Office of the University Registrar and/or Security Services regarding announcements to be made and procedures to be followed in an emergency.
4.21 The chief invigilator shall determine whether or not an examination is to be cancelled due to an emergency, and will work with the University’s Security Services, and representatives from Office of the University Registrar to assure the safety of all concerned and the academic integrity of the examination.
4.22 Students shall follow the instructions provided by the chief invigilator and/or University officials, including those from Security Services and the Office of the University Registrar.
Instruction/Procedures for the Conduct of Examinations
4.23 Current information for the conduct of examinations can be found on the Office of the University Registrar webpages (see URL links provided at the end of this document).
5. Roles and Responsibilities
5.1 Pursuant to the guidelines provided under this policy, the Senate Committee on Academic Standards, Curriculum and Pedagogy, in collaboration with the Office of the University Registrar, shall develop and promulgate procedures establishing the role played by Faculties, invigilators and students for conduct of examinations held during the official examination period.
5.2 The Office of the University Registrar shall develop and implement guidelines and procedures for the preparation and administrative support of examinations held during the official examination period, and for the handling of emergency situations and other unforeseen events arising during an examination.
5.3 Academic units shall implement this policy, and the guidelines and procedures created hereunder.
6. Review
This policy shall be reviewed at least every five years.
| Legislative History: | Approved by Senate: May 24, 2007. Revisions approved by Senate 27 March 2025 |
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| Date of Next Review: | 1 April 2030 |
| Related Policies, Procedures and Guidelines: |
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