Exam Resources for Staff
These webpages are to assist and support Subject Coordinators navigate the Centrally Administered Exam process for all exam types, in addition to adjustments for AccessAbility students.
For 番茄社区 Singapore please contact exams-singapore@jcu.edu.au and for 番茄社区 Brisbane please contact onlineexams@jcub.edu.au
What鈥檚 New for 2024
The exams team identify which subjects need an end of Semester Centrally Administered Exam, by pulling the data from the CSDB (Coursework Subjects Database) for each subject.
The subject is then matched to the Subject Delegate listed in the TRDB (Teaching Role Database)
- Please check your subject – to confirm the Assessment Method is correct. If you wish the Exams Team to coordinate your exam it must be listed as Examination (centrally administered).
- Please check the – to confirm you are listed as the Subject Delegate. The exams team will only contact Subject Delegates who have a Centrally Administered Exam.
If your subject does not have an Examination (centrally administered) as an Assessment Method, the Exams team will not identify/contact you regarding your exam.
For updates to CSDB or TRDB please contact your Academic Services Team for support.
Assessment Exam Type | Permitted Materials option |
---|---|
Online Respondus Monitor |
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Online Learn 番茄社区 and Online Respondus |
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On Campus Hard copy and On Campus Respondus |
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Note: If an exam is online at home there is no option to confirm what the student has with them (i.e. books, laptop. Phone etc) | |
Materials permitted in all 番茄社区 Exams: pencils, pens, highlighters, erasers, whiteout, rulers and a water bottle. |
When selecting your exam type, please consider the following if your subject includes an External offering:
- Supplementary/Deferred exams are scheduled to start within 2 days of the results release date.
- Hard Copy exams for External students cannot be facilitated in this timeframe
- External students within 100km of campus are expected to attend campus.
- Only an Online Exam Type will be facilitated for External Sup/def exams.
Key Dates & Actions
Please refer to the table below for the areas of responsibility regarding managing our AccessAbility student adjustments.
Student | Subject Coordinator | Exams Team | |
---|---|---|---|
Formal End of Semester Exams (Centrally Administered Online and On Campus) | No action | Submit Word exam paper and/or Upload Exam in Learn番茄社区 | Arrange all adjustments Format exam papers Audit online exam settings |
Mid-term (on-course) exams/assessments Online only | Student contacts subject coordinator directly | Apply any timing adjustments | No action |
Mid-term (on-course) exams/assessments On Campus Only | Students application process if they want their adjustments to be applied | Submit Word exam paper | Arrange all adjustments |
Key Notes:
- Students must have an approved Access Plan – refer AccessAbility at 番茄社区.
- Not all students want their adjustments applied for mid-term exams/assessments,
- Any exam/mid-term assessment in Learn番茄社区 must be uploaded by the Subject Coordinator
- The exams team will re-format all exam papers provided in Word.
- Any .pdf exam papers can only be re-formatted to A3 size.
Mid-term exams/assessments held on Campus
- Student submits an application to have their adjustments applied.
- 10 UW days before the oncourse assessment date, the exams team requests exam details, including any exam conditions, duration, reading time etc from the subject coordinator.
- No more than 7 days before the exam, the subject coordinator must submit the exam paper to the exams team
- Completed exam papers will be ready for collection within 24 hours of the exams.
- Exams Office - Building 133, Room 102 – please bring staff ID to collect.
Subject Coordinator/delegates are responsible for uploading/creating all online exams content in Learn番茄社区.
Please contact Learning Technologies for assistance with content/settings and uploading exam.
Online Exam Settings Checklist for Academics
Student 2-Week Communication Optional Template
The exams team are responsible for checking the final exam settings for centrally administered exams. The below check list has been created to assist academics in the setting up their formal exam folders and exam settings.
The below table lists the areas that are included in the settings audit for all Learn番茄社区 exams.
Audit | Ultra exam settings requirement |
2 week Comms | Exam instructions must be available in Learn番茄社区 at least two weeks prior to the examination. These can be located in either the Announcements or the Exam Assessment Folder. If no specific detail required, a reminder announcement of the date/time and folder location of the exam is sufficient. Please see link to the optional template if required. |
Respondus Information | Respondus only - Respondus information be made available in the Exam Assessment folder for students’ quick reference, which also includes a quick download link to the most recent version of Respondus. |
Respondus practice test | A practice Respondus test should be made available for students approximately two weeks prior to the exam period commencing. This should also be in the assessment folder for quick reference. |
Exam Title | Ensure that the exam title is easily identifiable to help students locate it on the day of the exam. E.g. NS5133 Formal Exam or NS5133 Formal Supp/Def Exam. Refer to the assessment item in the Subject Outline. |
Exam Folder | The Assessment folder needs to be visible to students. Students cannot open the examination until the examination release conditions have been met. |
Due date removed | The “Due date” field should be blank. If this has a date and time populated, it will contradict the duration. |
Ensure Anonymous Grading is Disabled | Ensure this feature is disabled for all Formal Examinations. If this is enabled, we cannot provide technical support/allow students back into their original attempts, as their profiles are anonymous the entire duration of the examination and post examination. Respondus video footage will not be available, which includes reviewing for Academic Misconduct. |
Release conditions | Students have 30 minutes to access and start their online exam from the exam start time (either 8:45am or 1:15pm); the release conditions set on the exam should reflect this. Ensure content is set to “Show” before saving, to ensure students can locate this exam, without being able to access the exam until the set start time. |
Grade Category | The grade should be set to Exam (not Test). |
Attempts | Attempts allowed should always be set to 1 |
Assessment grade | The Assessment Grade check box often automatically defaults to being selected, but must be unselected. If it remains selected then grades will automatically be posted once graded. |
Assessment results | The “Assessment results” will default to automatically allowing students to view their submission post exam and automated question feedback. This must be disabled - changing the submission view to Hidden form Students. |
Duration & Automatic submission | The Time Limit should be the same as the timetabled duration. Online exam durations are inclusive of read time as published in the timetable. |
Safe assign | Safe assign (labelled as “Originality Report”) is an originality checking tool for Learn番茄社区 assessment items. This is not a mandatory feature and is beneficial on short answer/essay style questions. It is disabled by default; however, some coordinators will opt to enable this depending on the nature of their assessment. |
Description | The “Description” section is a free text field and will appear on the front screen of the subject site. It is not a mandatory field, however, to minimize on the day questions, it is good practice to add a reminder about the exam date and time, as students will see this in the lead up to the exam, for example:
If you have technical issues during your online exam please email exams@jcu.edu.au and include your student ID, subject code, contact number and a brief overview of your issue or call (this provides exams with a date/time stamp. |
Correct Respondus settings | Respondus settings need to be applied. In the Advance settings, ensure that the check box has been unticked so that students can view feedback and results without the lockdown browser. |
Add Contact Details in Exam Content (At home online only) | Ensure you have added contact details within the exam content. Example below: If you have technical issues during your online exam, please email exams@jcu.edu.au and include your student ID, subject code, contact number and a brief overview of your issue. |
AccessAbility adjustments | Accessibility time accommodations need to be applied as per the list provided by the exams team, 4 weeks prior to the exam |
Drop Box | Do not use a Dropbox for exams - it is not a supported a supported exam method. |
Technical Support on Exam Day
The Examinations team provide technical support to students during the formal exam periods only. Any on course technical enquiries will be supported by IT unless otherwise advised by the Subject Coordinator/College.
Staff should be aware of the following;
- Formal exam start times are 8:45am AEST and 1:15pm AEST
- Students should be logged in before the start time in preparation to access their exam. An Exam cannot be accessed prior to the exam start time.
- Instructions for the exam are to be provided by the Subject Coordinator in Learn番茄社区. Either in the “Information for Students’ folder (or similarly named folder), or through student announcements.
Exams Team Contact Details
Please direct all students to contact our team via one of the following:
Email: exams@jcu.edu.au (preferred contact method)
Ph:
Exam Request Instructions
- Submit Hard Copy Exam Request
- Submit Online Learn番茄社区 Exam Request
- Submit Oral or Practical Exam Request
- Submit Respondus Exam Request
- Submit Assignment Exam Request
- Download an Exam Coversheet
- Upload your Exam paper
- Access your exam timetable
- View student Attendance List
- Check Exam papers are ready for collection
Training Videos
Student Personal Exam Timetable
The bottom section of the example is updated prior to exam formal exam period. This information appears on every student timetable and therefore contains generic information only
We can offer a variety of support options such as;
- ZOOM sessions, either for individuals or groups
- Call
(07) 478 14246 - Email - exams.staff@jcu.edu.au
- Face to face
- Training videos/screen shots
Contact the Examinations Team
via email at exams.staff@jcu.edu.au
or call
Useful links and resources:
- Examination Procedures for Staff
- Examination Procedures for Students
- Learning, Teaching & Assessment Procedures - Assessment Methods including Examinations
- Respondus Secure Online Exams
- Learning Technologies (for at-elbow support)
- AccessAbility Services