The scheduling and organization of examination sessions is coordinated by the Office of the University Registrar through its Exams Office.
- Gordon Hall, Room 110
The Exams Office is committed to keeping students informed about important dates, processes, and deadlines impacting examinations.
In order to help you get the information you need to fully prepare for your exams, we invite you to review the following list of messages that have been e-mailed to students, as well as their contents:
Exam Procedures and Conduct
Failure to comply with the regulations or with the instructions of an exam proctor may result in a written report by the Head Proctor which will be distributed to the instructor of the course, the Dean of the relevant faculty, and the Exams Office.
Exam Regulations Revised: 27 March 2006
You must have a Queen’s Student Photo ID Card to gain entrance to an exam room for all of your exams.
Missing Queen's Student Photo ID
Students writing an exam without a Queen's Student Photo ID card will be assessed a fine of $50 per exam.
- Exception: Continuing Distance Studies (section 700) students who have not been issued a student card by the Office of the University Registrar will be subject to the process as outlined in Steps 1, 2, and 3 below, but if no student card has been issued, no charge will be levied
- Continuing Distance Studies students without a Queen’s Student Photo ID card may go to Gordon Hall, Room 125 during regular office hours to receive their card
Missing Student Photo ID Procedure
If a student does not have a Queen’s Student Photo ID Card at an exam, the following procedure will apply:
- The student’s attendance card will be stamped "NO QUEEN’S PHOTO ID"
- The student will be directed by a proctor to the Head Proctor, or Associate Proctor, who will take a photograph of the student. The student will be asked to put their name, student number, course, and number of the exam on a form. The personal information on the form is collected under the Royal Charter of 1841, as amended. The information collected will be used by the Office of the University Registrar to verify the identity of exam students who did not bring their Queen's Student Photo ID to a mid-year or final examination
- The Exams Office will have the photo checked against the University's Photo Identification computer picture to verify that the student is actively registered in the course. If any discrepancies are found, the Exams Office will notify the professor of the course
- A fine of $50 per exam will be charged and added as a debt the following working day after the exam(s) is written. The Senate Policy on Student Debtors applies. You may pay this fine:
- In person in the Office of the University Registrar, Gordon Hall, Rm. 125 (cash, cheque, debit or money order only), or
- By mailing your cheque to: Exams Administrator, Office of the University Registrar, Rm. 110, Gordon Hall, 74 Union St., Queen’s University, Kingston, Ontario, K7L 3N6
- Please make your cheque or money order payable to Queen’s University and in the memo section of your cheque indicate the following ‘your student number/MID Fine’
Any student arriving at an exam hall after the beginning of an exam will receive only the remaining time in which to write the exam.
- The late student's paper will be marked only at the discretion of the faculty
- No student will be allowed to leave the exam hall within thirty minutes of the start time of the exam
- Students who have not left their exam table prior to the final fifteen minutes of the exam will be required to remain at their exam table until dismissed by the Head Proctor
A student shall not remove any material issued for the examination from the examination hall. Each student must submit all issued materials before leaving the exam hall.
- Students should only bring essential items to the exam: student card, writing utensils, or authorized aids for that exam
- Beverages are permitted in an exam venue, provided the drink is brought in a re-sealable container (items such as cans and/or disposable coffee cups are prohibited)
- Coats are permitted into the exam hall as follows:
- Students may wear their coats into the exam room, and they may be placed on the back of the chair
- If for any reason the coat impedes traffic in the aisle behind the chair, students will be required to adjust the placement of the coat to ensure safety standards are met
- Proctors may advise students of impediments, and students are to follow the direction of the proctors regarding coat placement
- Textbooks, notes, books of tables, data sheets, graphs, paper, written material, calculators, etc., may not be taken into the exam hall unless authorized by the instructor in writing at least 3 days before the exam
- Food is not permitted in an exam hall
- The use of communication and electronic devices with memory, audio capabilities, web access, or recording or playback capabilities are prohibited during an examination. All electronic devices must be turned off and placed underneath the student’s seat and must not be used for any reason
- All bags, including Queen’s red bags, handbags, purses and backpacks are not permitted in an exam room, and must be left in the hallway at your own risk. The university assumes no responsibility for personal property lost in or near an examination
It is recommended that students who are ill on the day of an examination not write the examination. Students should seek health services, if needed, and follow-up with their home faculty/school.
Students must submit information about illness or other circumstances affecting their work to the relevant faculty within twenty-four hours of the exam in the course concerned.
- Students who experience an unexpected illness during an examination must notify a proctor prior to leaving so the students’ home faculty/school can be informed of the event with an incident report
- When students leave an examination without notifying a proctor of an unexpected illness, it will be assumed that they completed the exam
Safety threats in exam halls will be thoroughly and diligently assessed and occupants of the building will be informed if the circumstances warrant.
- Exams that are evacuated with more than 30 minutes remaining in the exam period will resume if the venue is declared safe within a reasonable amount of time
- Instructors will be notified as soon as possible and will have the responsibility to decide how to deal with the interruption and its effect on the exam.
- In all cases, information will be posted on the departmental web site as soon as possible after a disrupted exam
If your exam is disrupted please check your faculty website, email your instructor, or check the course website for any instructions. Access the different faculties and departments at Queen's.
Please do not email the Exams Office. We do not have any information.
Cancellation for Inclement Weather
If adverse weather conditions cause a closure of the university, then an announcement of the official decision to close will be posted on the university’s website at www.queensu.ca.
A posted official announcement of the closure means that all examinations scheduled for that particular day (or part thereof) are also cancelled.
If an examination is cancelled, the instructor of the course will have the authority to decide how to deal with the cancellation of the exam and its effect on the course. Information will be posted on the department/faculty website as soon as possible after the cancellation.
Queen's University Policy on Academic Integrity
The policy is intended to supplement the policy on Academic Dishonesty presently found in university calendars and posted at Academic Integrity @ Queen's.
- Breaches of academic integrity are considered unacceptable at Queen’s
- Students who commit such an offence face a range of sanctions including course failure or university withdrawal
The following are some examples of activities that are prohibited during an exam:
- Impersonating another student
- Copying from another student
- Making information available to another student
- Communicating with another student, or
- Using unauthorized material
All breaches of academic integrity will be reported in writing by the Head Proctor to the instructor of the course, the Dean of the relevant faculty, and the Exams Office.
Pillars of Academic Integrity
Academic integrity is fundamental to all scholarly activities, including examinations.
Queen's University adheres to the definition provided by the Centre for Academic Integrity, namely, that academic integrity is made up of the five core values of honesty, trust, fairness, respect, and responsibility.
- Honesty appears in presenting one's own work and in acknowledging dependence on the words or ideas of another
- Trust promotes belief in the value and meaning of an institution's scholarship and degrees
- Fairness is embodied in clear standards, practices and procedures. Respect is shown by participating in academic activities to the best of one's abilities
- Responsibility requires one to accept personal accountability for upholding academic integrity
The Queen's University Policy on Academic Integrity is intended to supplement the policy on Academic Dishonesty presently found in University calendars and posted on the web at Academic Integrity @ Queen's.
The Winter 2022 Exam Schedule is now posted to the SOLUS Student Centre.
Students should avoid making personal plans that fall within the official exam periods (refer to the sessional dates for the official exam periods).
- Until the final exam schedule is published (the Friday before Thanksgiving for fall term and Family Day for winter term) it should be assumed that exams could be scheduled any time from the first to the last day of the official period
- Students will not be granted consideration for any personal plans (travel, etc.) made in conflict with their exam schedule. Section 8.4 of the Academic Regulations states that personal plans do not qualify as extenuating circumstances
Students can view their exam schedule in the SOLUS Student Centre. It contains both the times and on-campus locations of each exam session.
- On your SOLUS main page, under the 'Academics' section, click on the 'other academic...' dropdown menu
- 'Exam Schedule' will be the 11th menu item listed. Click on it, then click on the 'Go' icon
- From this screen, you will be able to view your Exam Timetable listing any centrally scheduled exam sittings
- The exam schedule on SOLUS does not reflect any accommodations. All applicable accommodations will be applied
Off-Campus Locations for your Distance Studies Course
- Exam locations only reflect the Kingston location
- If you have arranged to write at an off-campus location for your Distance Studies course, please disregard the exam location on SOLUS, and check your class schedule
- Your selected off-campus exam city will be listed there. Further information can be found on onQ
- Any questions about off-campus locations can be directed to email@example.com
An Exam Conflict is defined by a student's exam timetable containing any of the following:
- Two (2) exams at the same time
- An exam in three (3) consecutive exam slots (see below)
- An exam at the same time as a religious observance
We do not make any accommodation for non-academic conflict (i.e. sporting events or wishing to return home earlier).
Examples of Consecutive Exam Slots
An exam slot refers to the morning, afternoon, or evening time of an exam sitting on exam day.
Examples of three (3) consecutive exam slots would be:
- The morning (9 am), afternoon (2 pm), and evening (7 pm) of the same day
- The afternoon (2 pm) and evening (7 pm) of one day, and the morning (9 am) of the next day
- The evening (7 pm) of one day and the morning (9 am) and afternoon (2 pm) of the next day
This applies to both 2 and 3 hour exam durations.
Students requesting accommodation on the basis of Religious Observance must read the information contained in the following PDF.
Religious Accommodations - Frequently Asked Questions (PDF, 266 KB)
All requests for Religious Observance must be submitted to the Exams Office by the deadline date (see Exam Conflict Application and Deadlines below), and are authorized by the Office of Faith and Spiritual Life.
- To request a Religious Observance exam accommodation, please complete the Exam Conflict Application found below
- Students whose application has not been approved will be notified by email
- Students whose application has been approved will receive an exam accommodation notice by email with the details of the accommodation
Exam Conflict Application and Deadlines
Individual arrangements are made for each student.
To make arrangements regarding an exam conflict, a student is required to complete the Exam Conflict Application (PDF, 291 KB) and submit to the Exams Office, firstname.lastname@example.org, by the firm deadline date.
The deadlines to apply for an official exam conflict are as follows:
- November 15 for fall (December) exams
- March 15 for winter (April) exams; and
- June 7 for summer (June/July/August) exams
All exchange students whose first language is not English can apply to the Exams Office for an extra ½ hour of time to write final and mid-year exams. Students are also allowed to bring in one (1) paper language translation dictionary. Electronic dictionaries are NOT permitted.
Eligible students will be contacted after the exam schedule has been posted with instructions on how to apply. If you have not received this communication by the end of October (for December exams) or end of February (for April exams), contact the Exams Offices (email@example.com). Students must complete and submit their request by the following dates:
- November 15 (December exams)
- March 15 (April exams)
- June 7 (Spring and Summer exams)
The deadline dates are firm. No applications will be accepted after the deadline date.
Students with short-term medical conditions (for example, a broken arm, sprained wrist, etc.) that require an exam accommodation should visit Health Services to determine the required accommodation.
Refer to the Student Wellness Services website for more information on Academic Consideration for Extenuating Circumstances.
Queen’s is committed to an inclusive campus community with accessible goods, services, and facilities that respect the dignity and independence of its students.
Within Ventus, assessment refers to any quiz, test, or midterm.
The Exams Office uses Ventus to manage accommodations for assessments during the term. This provides a portal for instructors to enter details of planned assessments and a portal for students registered with Student Wellness Services to request accommodations for their assessments. The Exams Office collates this data along with students’ accommodation requirements and schedules to accommodate assessments accordingly. Depending on the student’s accommodations and the format of the assessment, the accommodated assessment may be administered by either the Exams Office or the instructor; see Administration of Accommodated Assessments below.
If you have any assessments for which you will require accommodation, you will need to confirm your accommodations through Ventus. Submitting a request is a required step.
Submitting an Accommodation Request
Your instructor will submit all assessments requiring accommodation to Ventus. This may include quizzes, tests, midterms, and any other timed assessment. This does not cover essays, group projects, or assessments that are untimed. Instructors have 2 weeks (6 days during May 2022) to enter assessments into Ventus, and students have 10 days (4 days during May 2022) to confirm their accommodations.
- Unlike previous semesters, students requiring accommodations for final and mid-year SOLUS-listed assessments will need to log into Ventus to confirm their accommodations. These assessments will be entered into Ventus by the Exams Office
Accommodated assessments are scheduled at the same date and time as the rest of the class (generally during class time) unless a student's accommodation prohibits us from scheduling at that time. If an accommodated assessment must be moved, it will be moved to the nearest possible time following the originally scheduled assessment date and time. Assessments cannot be moved to accommodate personal conflicts.
Accommodations are confirmed through the Ventus Portal.
Administration of Accommodated Exams
The Exams Office will administer all in-person accommodated assessments as long as the student confirms them through Ventus. If an instructor has not entered their assessment into Ventus by the deadline, then it is assumed that they are administering their own accommodations, and the student should reach out to their instructor to ensure they are accommodated.
All accommodations are eligible for Exams Office administration even if you do not intend to use all of your approved accommodations (e.g. you do not intend to use a computer for a math-based or multiple-choice assessment but require your extra time).
You will be writing in-person in one of the accommodated venues (Mitchell Hall or Gordon Hall). Accommodated date, time, and location will be finalized in Ventus a week (5 business days) prior to the assessment, and a reminder email will be sent to students 2 days prior to the assessment.
If you do not require an accommodation that you have requested, you must email firstname.lastname@example.org and include your name, student number, and the assessment details for the accommodated exam you wish to cancel (course code, section, date and time of the assessment). Students are solely responsible for making this cancellation to the Exams Office.
For each late cancellation (less than 24 hours) and/or failure to appear, you will be subject to a charge of $45.
Not Approved for Exam Office Accommodation
If you have not received any communication regarding accommodations at least 5 days prior to your exam, please contact your instructor.
The Exams Office is unable to administer online exams in our accommodated venues. Confirming your accommodations is still a required step as your accommodations will be communicated to your instructor. Please refer to information from your instructor regarding your arrangements (e.g. email, onQ announcement, etc.). If you have not received any communication regarding accommodations at least 5 days prior to your exam, please contact your instructor.
For any final exam that appears in your SOLUS exam schedule, accommodations do not require a request and will be made automatically for all students who have an active registration with Student Wellness Services.
- Accommodation notices will be sent to the student’s Queen’s email account starting in early November and early March with details
- Accommodated exam details (date, time and location) are NOT listed on SOLUS and students should refer to the emails for details
If you require accommodations for final exams, please ensure you have registered with Student Wellness Services no later than November 15 (fall) and/or March 15 (winter).
Deadlines to Register for Accommodation for Centrally Scheduled Exams
If you require accommodations for final exams, please ensure you have registered with Student Wellness Services no later than the following deadlines:
- November 15 for December exams
- March 15 for April exams
- June 15 for spring and summer exams
It is recommended that students arrive at their exam 15 minutes prior to the scheduled start time.
For any final exam that appears in your SOLUS exam schedule, accommodations do not require a request and will be made automatically for all students who have an active registration with Student Wellness
Accommodated Exam Scheduling
Accommodated exams are scheduled at the same date and time as the rest of the class unless a student's accommodation prohibits us from scheduling at that time. If an accommodated exam must be moved, it will be moved to the nearest possible time following the originally scheduled exam date and time.
Cancelling an Accommodation
If, for any reason, you do not require the accommodated exam, you must email the Exams Office, from your Queen’s email account, a minimum of 24 hours in advance of the exam. Failure to cancel and failure to appear will result in a charge of $45 per exam missed.
Students having a final exam in December or April that does not appear in their SOLUS exam schedule must contact their instructor to receive accommodation.