7. Examination Entries, Timetables and Withdrawals

7.1. Entering candidates

The dates by which candidates have to choose subjects/options and enter their name for an examination are published online by the ARO (www.ox.ac.uk/students/exams/entry/). Examinations, and deadlines for submission of work must not be earlier than these entry deadlines. Colleges are expected to remind their taught-course candidates about entry deadlines, but it is the student’s own responsibility to fill in the necessary forms online and to check that the examination entry details are correct (e.g. for subject options). Candidates may look at their core and option units within the online Student Self-Service (www.ox.ac.uk/students/studentselfservice/).

•    Exams that contain only compulsory core assessment units (exam papers and submissions)

      Students will be automatically entered for core assessment units (e.g. compulsory papers). Therefore there will be no online entry form for these exams

•    Exams that include both core and optional assessment units or optional assessment units only (exam papers and submissions)

      Students will be required to complete an examination entry form online. Core assessments will be included on the entry form, and students will be required to select their optional assessment units on this form.

7.2. Entry information

Once the entry details have been entered onto the student record system (eVision):

•    Chairs will be able to view their candidate details, and download reports (Candidate lists, Statistics lists, etc.) from eVision; chairs and supporting departmental administrators who require electronic access to eVision Exam Board Dataviews should contact the ARO.

•    Colleges will be able to view full details of papers for which their candidates are entered, so that details can be checked.  

•    All candidates are advised via the Student Gateway that they are responsible for checking that their entries are correct on student self-service.

Any corrections, notes or changes required should be notified immediately to the ARO. In cases where the ARO identifies an illegal combination of papers, the college will be notified and will need to apply to Education Committee to regularise the position. Education Committee will consult with the relevant chair of examiners before giving approval.

Downloadable Student Assessment Dataviews are available in eVision which detail programmes of study and assessment information for Undergraduate, Taught Postgraduate and Visiting, Recognized or Other Candidates, by college, course or department. Chairs should contact the ARO for support in this process if required.

7.3. Late entries to examinations and alterations of options

Candidates must apply for permission in writing through their Senior Tutor or other college officer, to the ARO. A form for the alteration of options is available from college offices. Once completed, the form should be returned to the ARO, and the appropriate payment made via the on-line shop. Applications for late entries and alterations of options will not be processed until payment has been received.

7.4. Candidate numbers

An individual number is allocated to each candidate as part of the means of ensuring anonymity in examinations. If there are any queries about candidate numbers, chairs should contact the ARO. Chairs should not attempt to change the numbering (even if there are gaps in the sequence as a result of withdrawals), as this could cause considerable confusion.

7.5. Draft timetables

The responsibility for timetabling lies with the Head of Examinations and Assessments, in consultation with the PVC (Education) and the Proctors. The Head of Examinations and Assessments will send a draft timetable to chairs as soon as practicable. This will take into account the options chosen by the candidates to avoid clashes in examinations and, where possible, the alternative arrangements that have been approved for candidates.  The Head of Examinations and Assessments will take into account the space available to host the examinations at any given point as well as the equipment (e.g. computers required for candidates with permission to type their answers) and materials available. The timetable will not, therefore, necessarily resemble closely the timetable for the previous year.  The draft timetable provides chairs with the basis for planning examiner attendance at the examination.

The Head of Examinations and Assessments liaises with the Proctors about constraints on timetabling that might be necessary for individual candidates with needs for alternative examination arrangements.

After considering the draft timetable, chairs should return it to the Head of Examinations and Assessments according to the reply date given, with notice of any errors, inconveniences, excessive demands on individual candidates, or other matters that may require amendments to be made. Chairs should give particular thought to the timetabling of papers shared with, or overlapping with, those in other examinations. If it appears desirable to change the provisional timing of a paper that is shared between two or more schools, the other chairs must be consulted before the request is made to the timetabling team. Re-timetabling that would produce extended supervision of candidates should be avoided wherever possible.

If an examination may include a viva voce examination, the likely date(s) for that examination should be signalled at the bottom of the timetable.

If confirmation of a draft timetable is not received by five weeks before the first examination, the Head of Examinations and Assessments will deem the timetable as publishable.

7.6. Published timetable

It is important for candidates as well as examiners that examination timetables are published in good time. The target publication date is no later than five weeks before the date of the first paper, and chairs should make sure that the draft timetable and all necessary alterations have been returned to the Head of Examinations and Assessments in time to achieve this. Examiners should note that the venue for candidates with alternative examination arrangements will be either in the Alternative Arrangements Room or Computer Suite of the Examination Schools during main examination periods (in Ewert House for September resits and occasional examinations outside the main periods) or in colleges. The individual timetables published to students will include a note about venues for these cases.

7.7. Individual timetables for candidates

The Examination and Assessments team will normally provide to each candidate, no later than two weeks before the examination begins, an individual timetable listing their candidate number and the times, dates and locations of the papers for which they have been entered. The individual timetable will be provided electronically via e:Vision.  Any problems should be notified to the Head of Examinations and Assessments.

7.8. Withdrawals from and suspension of the Examination

The regulations relating to withdrawal from and suspension of the Examination are given in Part 14 of the Regulations for the Conduct of University Examinations, www.admin.ox.ac.uk/examregs/2017-18/rftcoue-p14ls-n-snawfromexam/.

A candidate may withdraw from any Examination before any summative assessment is attempted for that Examination.

From Michaelmas term 2017, if a candidate suspends their studies after the start of the examination process, the examination process is also suspended. For students who suspend during a vacation or by the start of term, the regulations suspend the examination process for the duration of the suspension period. For students who suspend mid-term, the examination process may be suspended from the start of the term in which they suspend until the start of the term in which they return. Assessments cannot be submitted nor written papers sat when the examination process is suspended. Any assessment submitted or written papers sat during a period for which a candidate is later considered suspended will be considered void unless a dispensation is requested from Education Committee via edcapplications@admin.ox.ac.uk.

Where students are permitted to suspend for periods other than terms, i.e. months, the suspension of the examination would be concurrent with that period

If a candidate suspends their studies after the start of the examination process, the College must notify the ARO who will inform the chair. Such notification should be in writing using the appropriate form, which is available from college offices, specifying the candidate’s name, college, examination, and (where possible) candidate number. If a candidate wishes to withdraw during a paper, they must inform an invigilator and the Head of Examinations and Assessments at once, and their college as soon as possible. The candidate should be advised to consider submitting a Factors Affecting Performance application under Part 13 of the Regulations for the Conduct of University Examinations, www.admin.ox.ac.uk/examregs/2017-18/rftcoue-p13fapianexam/.   

Candidates are not permitted to withdraw after all parts of the examination have been attempted.