General exam information

The Examination rules at Flinders University state that a student must take their Student ID card to all examinations.

At the start of each examination, invigilation staff are required to match the Student ID card with the student sitting the exam. Students that have lost their Student ID card must see Flinders Connect staff for a replacement.

Students who do not have a student identification card must bring other photographic identification such as a Drivers License or Passport, which will be verified against the university database by an examination supervisor.

Women who wear burqas or niqabs who have centrally administered examinations are required to arrive at the examination venue early to have their identification verified by a female staff member.

It is important to understand your obligations in undertaking in person invigilated examinations, failure to do so may result in being dismissed from the examination venue and reported to the relevant college in accordance with the University’s policy on Academic Integrity.

• Student ID cards and Disability Access Plans must be presented at every examination. 
• No items are allowed in the examination room except the permitted items listed below, specified in your exam timetable or advised by your topic coordinator e.g. textbooks, programmable calculators.
  NB: Computer labs (CML and IST) will require a mobile phone where MFA is required to log into exams then must be placed away.
• Limited bag storage facilities are available at exam venues we strongly advise you to not bring any items other than those permitted.
• Eligible NESB cardholders will receive additional time provisions.

You are permitted to take the following items into the examination room with you:

• Masks, which will be checked upon arrival by our invigilator. Please see our Covid-19 safety guidelines below for more information.
• Writing materials (e.g. pens, eraser) in a transparent pencil case or clear plastic sleeve only
• Water in a plastic transparent bottle with the label removed and no writing, logos or pictures on the bottle
• Soft lollies/sultanas only in a clear plastic bag (no wrappers)
  
• Analogue and digital watches (non-smartwatches) these must be placed on the exam desk
• Eligible non-English speaking (NESB) background students ONLY are permitted to bring a non-technical dictionary (English only) with no notes, diagrams, or pictures on any pages.

Eligibility

A Non-English Speaking Background (NESB) student is a student who, at the time of commencement:

• Was born outside of Australia and is from a non-English speaking country, AND
• has lived in Australia or another English-speaking country (i.e New Zealand, Canada, the United Kingdom or the USA) less than ten years previously, AND
• Speaks a language other than English at home.

Conditions

Students from a non-English speaking background (NESB) will receive the following variations to test and examination procedures for the duration of their course:

• extra time of ten minutes per hour of the test or examination (writing time only), and
• use of an English language dictionary*, except where the topic coordinator determines that the nature of the examination in a particular topic may make the use of a dictionary inappropriate.
  * Electronic, specialised, technical, scientific and notated dictionaries (including those with diagrams or images) as well as thesauruses are NOT permitted unless specified by the topic coordinator.

Cards

NESB cards are issued automatically each year to eligible students after Semester 1 and Semester 2 Census dates and are valid for the duration of their degree. Cards are sent electronically to the student’s Flinders email and they do not require a new one sent each year.

To ensure eligible students receive their cards automatically, the following details need to be entered in the Student System, via the “My Details” tab, at the time of enrolment or before the semester census date:

1. Year of entry into Australia or year of commenced study with an Australian school
2. Country of Birth
3. Main language spoken at permanent home residence.
   
4. Citizenship

If you believe you are eligible for a NESB card and do not receive your NESB card shortly after the semester census date, please submit an Ask Flinders request. If the details you have registered in the Student System are verified as correct, a card will be generated and emailed to you.

Details must be updated in the Student System by the following dates:

• Semester 1 - Sunday 14 May 2023
• Semester 2 - Sunday 1 October 2023

If you have changed degrees from the previous year, please also submit an Ask Flinders request to get a new card issued.

Special Conditions

Whilst NESB status is automatically determined based upon eligibility criteria, there may be special circumstances impacting students who don't meet the criteria but would benefit having additional support in their assessments due to language barriers impacting their academic performance. In these circumstances students can apply for special consideration, where they will be issued with a NESB Card for the duration of their course.

Students applying for special consideration must be able to demonstrate that English language barriers exist and have the potential to impact on their academic performance. Additional information and supporting evidence must be provided for an assessment to be made.

To lodge a request for Special Consideration, submit an Ask Flinders request along with supporting evidence.  

Supporting evidence should include:

• Evidence of prior educational achievement and experience, including confirmation of the language of instruction, or
• Evidence of a recent English Proficiency test including results, and
• Written support from at least one Topic Coordinator, supporting the request for NESB status based on their observation of the student’s academic performance/engagement, or
• Any other information which supports the request by demonstrating English language barriers.

All cases will be assessed, and the student will be notified of the decision.  A student who is unsatisfied with the decision may request a review in accordance with the Student Review and Appeal Policy.  To request a review of the decision, the online form must be completed and lodged within 20 University business days of the date of the decision. 

In accordance with the University's Assessment Variation Procedures, students are eligible to apply for a deferred assessment if unforeseen or exceptional circumstances prevent them from either sitting or remaining for the duration of the original examination.

Unforeseen or exceptional circumstances may include, but are not limited to:

• illness of the student or a close relative;
• unanticipated personal circumstances of a compelling nature;
• unanticipated and significant work-related circumstances of a compelling nature; and
• sporting commitments for recognised elite athletes.

A deferred assessment can be in a wide variety of formats, however, if you miss your final examination due to illness or compassionate circumstances, your deferred assessment will normally take the form of an examination.

Medical or compassionate grounds

If you need to apply for a deferred assessment based on medical and/or compassionate grounds, you need to complete a Deferred assessment application and submit it to the College responsible for your topic within three (3) working days of the examination taking place or assignment due date. The college contact details are on the form. Should you wish to download a paper version, please download a copy in MS Word here.

You can also submit your application online and attach the supporting documentation.

Deferred assessment applications based on medical or compassionate grounds must have supporting evidence obtained from a doctor (medical certificate) or an appropriate professional. Please ensure supporting evidence covers dates applicable to this application (eg. medical certificate is for the date of the exam).

In person Invigilated Exams
If you are unwell on the day of your exam, or are displaying any COVID symptoms please do not come on campus. Phone your medical practitioner or health professional to make an appointment or alternatively phone the University’s Health, Counselling and Disability Service to make an appointment and obtain the necessary supporting documentation. You must then submit a deferred assessment application within three (3) working days of the exam taking place.

Online Quiz/Test and Online Invigilated Exams
If you are unable to complete your online exam due to medical or compassionate reasons, complete the Online Examination Incident Report to record your early departure.

Phone your medical practitioner or health professional to make an appointment or alternatively phone the University’s Health, Counselling and Disability Service to make an appointment and obtain the necessary supporting documentation. You must then submit a deferred assessment application within three (3) working days of the exam taking place.

Your application will be considered by the College and you will be notified of the decision. 

If you have been offered a deferred assessment, you will see a deferred assessment grade on your results. Eg IDE (Incomplete Deferred Examination).

If you are unsure which College your topic is aligned to, you can check here on the topics mapped to College page.

Supplementary assessment provides an additional opportunity for a student who has not achieved a passing grade for a topic to demonstrate that they have achieved the learning outcomes of the topic by completing an additional assessment activity, which is determined by the Topic Coordinator. You do not need to apply for a supplementary assessment; you will automatically be awarded this if you meet all the criteria.

If you have been offered a supplementary assessment, you will see a supplementary assessment grade on your results. Eg SE (Supplementary Examination).

Please view the Assessment Variation Procedures for further information.

Some deferred and supplementary examinations held by the Topic Coordinator or College may be scheduled outside of the dates stated above. You will be notified by your College if this is the case.

Keeping students safe is Flinders’ number one priority.

Additional COVID safety measures will be put in place at exam venues for all exam periods, in line with current health guidelines. This includes:

• Masks may be worn, but are not required
• additional cleaning between exam sittings
• fewer students sitting exams at the same time
• strict social distancing measures
• streamlined processes for entry to, and exit from, the venue. 

Please note: it is your responsibility to ensure you do not attend in person invigilated examinations if you are unwell or if you are displaying any COVID symptoms. If you are unable to attend your examination due to illness, you can apply for a deferred assessment.

Streamlined processes for entry to, and exit from, exam venues

To ensure social distancing is maintained when entering the exam venue, you will be placed in queues based on your allocated seat number. You will then enter the exam venue in these respective queues. Your seat number will be emailed to you a week prior to the exam period commencing, so please ensure you take note of this.

As this is a different process to previous years, please allow additional time. It is recommended that you arrive at least 30 minutes prior to the start time of your exam, to avoid any unnecessary last minute stress.

There will also be a separate exit point for students to leave the exam venue.