Examinations and assessments
Your department, faculty or school, and College will support you in order that you can complete all academic work to the best of your ability. You can check which exams and assessments you are entered for, read exam timetables and find your Candidate Number via Student Self Service. You will need to check whether your exams will be taken online or in person. The majority of exams in Michaelmas Term 2020 will be taken online. Your department, faculty or school will advise you of exam arrangements for your programme of study and a lot of support will be provided. If you are to take any exams in person, you should check the venue of exams carefully and rest assured that in the event that exams in person are required, they will observe social distancing guidelines.
If you require any alternative exam arrangements because of a disability or medical condition, do be sure to apply for them via Kellogg’s Academic Administrator or Academic Office in good time. If you encounter any medical or personal difficulties that affect your ability to sit your exam or adversely affect your performance, contact the Academic Administrator or a member of the team in the Academic Office at College immediately. If this is due to medical reasons, you must secure a medical certificate immediately.
Remember you will need to wear full academic dress, i.e. subfusc, gown and cap, to all examinations and to take your University Card for exams that you sit in person.
Please note: it is important that students inform the College in good time about any medical needs, disability, or specific learning difficulties which require alternative arrangements to be made. Requests for alternative arrangements must be made in good time before the date of the exam, as most will require you to secure supporting evidence. You can find details of permissible items to take into exams here: www.ox.ac.uk/students/academic/exams/guidance
Sitting a formal examination
Information about sitting an examination online, or at the Examination Schools or Ewert House (if appropriate to your programme of study), will be provided in advance, with specific details such as date, time, and location given as soon as they are known. Your examination papers will be set by your department, faculty or school.
A College contact will be available on the day of the examination in case problems arise. If you are scheduled to sit an examination at the weekend or on a bank holiday please advise the Academic Office so that they can arrange support in case of unforeseen circumstances.
Should you be unable to sit an exam through illness or other urgent, unavoidable cause, please contact the Academic Office as soon as possible. If the reasons are medical, you should obtain a medical certificate immediately as this will be required in any applications that are subsequently made to seek permission for your attendance at the exam to be excused.
If you are required to sit an exam in person, rather than remotely, you will need to wear sub fusc. See Academic Dress for more information (page 12 in the pdf).
This is an oral examination. Research students will receive instructions and information from their department or faculty or Academic Supervisor. Some masters’ courses, depending on their regulations, may require you to be available for a viva voce.
Full academic dress, i.e. subfusc with cap and gown, must be worn for all formal examinations that take place in person.
Submission of written work
You may be required to submit work either electronically or by hand. The assessment details you receive from your department, faculty or school will confirm the submission requirements. If work is to be submitted electronically, please follow the instructions and leave yourself time to complete the submission correctly. You should ensure you have access to the submission system and your department can assist you with this. Electronic sites are not always available once you have attempted a submission or after the deadline and in which case you should contact your department, faculty or school for assistance.
Work is generally due in by noon. Please ensure you are in good time and preferably hand it in well before the deadline. You are likely to incur financial and/or academic penalties, and not have your work accepted, if you submit late without prior permission.
If during the course of your studies you need to hand in written work to the Examination Schools or to your department or faculty, you should refer to details about your work, its presentation, type of bindings etc provided by your department, faculty or school. Regulations differ from course to course and you should clarify any queries with your department or faculty before submission. Please also note that on any particular day there may be many different pieces of work being handed in. It is important, therefore, to ensure that the following details are correct before submitting work to the Examination Schools or to your department or faculty:
- Your work and any declaration or other documents required should be contained in one suitable, sealed envelope.
- It must be clearly addressed to the Chairman of the appropriate examination or Course Director, as appropriate.
- Your examination candidate number (if applicable) should be on the top right corner in large clear print. Please note that your candidate number is different from your student number. You can find your candidate number on the ‘Examination and Assessment Information’ page in Student Self Service on the University website.
- Staff at the Examination Schools or your department or faculty are always happy to help with examination-related information, so please do ask if you have any concerns.
Information about the submission of written work can also be found on the University website: www.ox.ac.uk/students/academic/exams/submission
Examination results will be published on the Student Self Service pages.
You will be able to access results on eVision using your Single Sign-On, for up to 11 months after completion of your course.
Extension of deadlines for examined/assessed written work
If you are struggling for reasons beyond your control to meet a deadline, because of illness or another urgent cause, and wish to apply for an extension to the deadline based on time lost then, after discussion with your Supervisor, you should contact the Academic Administrator at College. Some part time courses are able to authorise short extensions so you may want to consult your department if you think this is the case.
There will be a facility for making self-certificated extension requests to the Proctors using an online form and other extension requests, including dissertation extension requests, will need to be made via emailing email@example.com and an application will then be made on your behalf to the Proctors.
An extended deadline will be set if your application is granted. Extension requests should be for relatively short periods of time and no more than 12 weeks for a single assessment. If you think you will be unable to work for a very long time, you should speak to college about making other arrangements to postpone your studies.
It may be necessary for the Academic Administrator to discuss cases with the College’s Senior Tutor or colleagues in the Academic Office. The Proctors will only consider exceptional and unforeseen circumstances. If the request is lengthy or affects the course regulations, then the Proctors may refer this to Education Committee of the University. Kellogg College recognises that some of these requests may be sensitive and will handle all information confidentially.
If a request is to be made to the Proctors you will need to provide the following information:
- Information (titles and unit codes) of the assignments, papers, exams, or dissertation concerned
- Dates, deadlines, and mode/place of submission (NB: Oxford deadlines are usually noon)
- An explanation of the issue, how you have lost time for circumstances beyond your control, and why extra time is needed for submitting. This should be in the form of a separate short written statement by you, either as an email or a letter.
- Supporting medical evidence if illness is the issue, or other relevant independent verification as applicable. This is mandatory.
- If extra time is being requested, a new proposed date must be specified to the Proctors. The Proctors consider extensions on the basis of time lost for factors beyond your control. They will not consider open-ended applications. If the reasons are medical, it is helpful if the doctor supports the amount of time requested. There should be a correlation between the time lost due to the unforeseen circumstances and the amount of time requested.
Please note: If you wish to submit medical evidence to support an application to the Proctors, you must provide current medical evidence that is specific to the circumstances of the extension. Evidence of a diagnosis may not suffice, nor can old records be considered.
- Full-time students resident in Oxford should make an appointment with the College Doctor at the 19 Beaumont Street Surgery (provided they have registered with that Surgery) or their own doctor and discuss medical concerns with the doctors there. The surgery should be able to offer you a telephone or online appointment unless attendance at the surgery is essential.
- Part-time students who are living at home should contact their local doctor. The doctor should make an assessment and complete a medical certificate which should be sent to the College. If possible, non-University medical professionals should use the External Medical Certificate Template.
The Proctors consider a number of complex cases and often experience a high volume of cases around the time of exams and results. Do try and start any application as soon as possible and as well in advance of the deadline as possible. The Proctors only approve applications for exceptional reasons and may take some time to consider any request. Do not delay proceeding with your work while waiting for an outcome.
In the case where you have not received an outcome from the Proctors by the original deadline, you will receive missing or late submission notices and your work can potentially attract penalties. However, penalties will be removed if the extension request is subsequently granted. If the extension request is not allowed, the penalties will remain although you will receive an opportunity to appeal the outcome. Please note that if in the absence of an outcome you decide to submit your work, this is likely to be the piece of work that is marked i.e. you will not usually be allowed to replace it if the extension request is subsequently allowed. Also please be mindful of response deadlines that are detailed in non submission notices and in late submission notices.
While students are able to discuss matters of concern with their department, faculty or school, they must not consult their examiners. Similarly, applications for extensions to work submissions must be made via College rather than directly to the Proctors.
If you feel that you might need to withdraw from your course or from an examination, do discuss this in the first instance with your Academic Supervisor. Remember, if applicable, suspension or withdrawing from your studies may affect your visa eligibility.
If you discover that you have submitted the wrong piece of work, perhaps one that is incomplete or a previous version, you should contact the Academic Office and an application can be made to the Proctors to seek permission for the correct piece to be examined. This is exceptional and permission should not be relied upon. In such circumstances you should provide the following information:
– Title, unit code, place, mode and date the submission is due.
– Details of the nature and timing of the incorrect submission.
– Reasons for the incorrect submission.
The Proctors will want to be satisfied that no changes have been made to the piece of work after the deadline so it is advisable to email a copy of the correct work to your department before the deadline (or as near to it as possible) so that if permission is granted by the Proctors, your department holds a version to be marked.