University Registrar

OFFICE OF THE

University Registrar

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Queen’s University will require all students, staff, and faculty returning to campus to be vaccinated against COVID-19. Students, staff and faculty will need to be fully vaccinated or have a plan to do so, by Sept. 7. Learn more here

 

 

 

Exams Office Services

The Exams Office is responsible for scheduling and administering midyear and final exams in December and April as requested. In addition, we administer all accommodated midterm exams for students whose accommodations include the use of a computer, private room and/or extra time exceeding 45 minutes per hour*. We will be taking on all accommodated midterms by Fall 2022.

Accommodated venues in Mitchell Hall provides 36 private and 35 semi-private exam spaces equipped with PCs, and two 30-seat classroom venues. Gordon Hall, Room 400 offers 5 Private, 16 semi-private and 9 small classroom-type spaces. Gordon Hall 400 is available for booking exams or other academic activities.

*Note: we do not administer online exams, e.g. using any remote proctoring platforms, or requiring use of a personal computer or website as a notes source.

 Coronavirus (COVID-19) outbreak

In the continuing effort to reduce the global spread of the COVID-19 virus, Queen’s University is taking measures in concert with directives from the Province of Ontario and local public health authorities.

This means that all services of the Office of the University Registrar will be provided remotely until further notice.

These measures will limit our ability to provide specific services where staff are required to be physically on campus to fulfill requests, including production of:

  • Diploma orders
  • Student Photo ID Cards
  • Sending and receipt of hard copy mail (via Canada Post and/or courier services)

As staff within the Office of the University Registrar are working remotely, we would ask that your inquiries be directed via email as follows:

* for emails to solus@queensu.ca, please indicate in the subject line the topic of your inquiry (such as TRANSCRIPTS, FEES, or GRADUATION).
We remain committed to responding to your requests as soon as possible.

Please continue to monitor the university’s COVID-19 webpage for the most up to date information.  We would also recommend following the instructions of your local public health authority.

Coronavirus (COVID-19) pandemic - Current Services and 2021-22 Dates and Deadline Adjustments

The Office of the University Registrar (OUR) is here to provide service to you.
We continue to offer online and remote service delivery to help reduce the global spread of the COVID-19 virus.
Our commitment to provide support to you remains our priority during this time and our core operations will continue.  As many staff within the OUR are working remotely, we would ask that your inquiries be directed as follows:
If you need a completed form (e.g. Verification of Enrolment required by an RESP provider to access funds) or letter (e.g.  degree certificate) from us, go to our Document Request page for easy instructions.
We are regularly updating our website and will be adding “how-to” videos to help you get what you need as quickly as possible.
Please continue to monitor the Queen’s University’s COVID-19 webpage (https://www.queensu.ca/covidinfo/) for the most up to date information.
 
Mid Year (December) and Final Exams (April)

The Exams Office gathers all undergraduate midyear and final exam requests through an online form. The submission deadline for this information is the final day of add/drop which is on or around September/January 20 each term. A guide to this process is outlined below.

Detailed scheduling criteria have been developed to ensure the exam timetable adheres to Senate policies and minimizes stress for students and instructors while making every effort to create an environment to maximize academic performance.  Unfortunately, individual instructor scheduling requests cannot be accommodated. Refer to the Instructor Exam Request Guide, to provide more detailed information about making an exam request.

Please ensure, when selecting the duration of your exam (1 HR, 1.5 HR, 2 HR OR 3 HR) that you select the duration closest to the amount of time it will take students to write exams. Selecting a longer period (e.g. 3 HR) for an exam that can be completed in less than 1 hour results in:

  • Disruption to other students; exams are roomed according to duration; if your class is scheduled for 3 hours but leaves after 1, other courses in the room are affected
  • Unnecessary costs to the University; proctors are hired based on the number of hours you have requested. If it can be completed in 1 hour, and we’ve hired based on a 3-hour exam, that one exam costs us more than $200 in wasted proctor hours
  • Accommodated venues being affected, as we provide time based on the duration of the exam. If the student does not need the seat for as long as we have it reserved for, we have potentially eliminated a seat we could use for another student

Upon submission, exam request details are echoed back in an email to the person who entered the request and a copy is sent to the department administrator.  Please save these emails as your request record.  Once the timetable is final, course reports are sent to the instructors summarizing individual exam requirements and the exam schedule.

What are the restrictions?
  • LISTENING component: Any exam with a listening component must be a privately administered exam as multiple exams may be in the same venue, and we cannot disturb the other students.
  • VISUAL SLIDE component: Any exam with a visual component must be a privately administered exam as multiple exams may be in the same venue, and we cannot disturb the other students, nor do we have appropriate equipment in all exam venues..
  • COMPUTERS: Any exam to be completed online or with the use of a computer (aside from the use of Word or specialized software as part of student accommodations) must be a privately administered exam as we do not have the resources to administer this type of exam. This includes using a computer or website as a notes source, or accessing remote proctoring platforms to complete the exam.
What is the deadline?
  • The request deadline is firm: The add/drop deadline in September and January at 4:00 pm.  Failure to complete an exam request on time will result in no final exam being scheduled as part of the exam timetable and can only be considered for private exam administration.
How do I enter a request?
  • Exam requests must be submitted each term for each course section that need a formally scheduled exam to be published to the University’s undergraduate exam timetable.
  • If you do not require an exam, please do not attempt to enter a request.
  • Please review the Instructor Exam Request Guide for assistance in making your exam request.
  • Use the online Exam Request Form (https://qservices.queensu.ca/webapp/iservices.php). 
    • Sign in using your net id and password. 
    • Department administrators may view all exam requests from their department.  However, only the individual who inputted the exam request may make edits.
  • If entering multiple requests for the same exam (i.e. the exam includes multiple sections or courses, such as DEVS 100A 001-002 or MATH 411/811, once the first request is submitted, you may return to the menu, select the correct request, then use the COPY function. You would then only need to change the course and section information and hit resubmit.
My course isn't listed! What do I do?
  • Contact the Exams Office by email, as we can add additional courses to the drop-down menu.
    • This will need to be done for all section 800 (Graduate) courses that are tied to an undergraduate course (example Math 411 and Math 811)
What is the difference between a centrally administered and privately administered exam?
  • Central Exam Administration:  The Office of the University Registrar schedules the exam AND coordinates proctoring and provision of exam supplies/booklets. This includes scheduling and coordinating accommodated exams; unless the instructor indicates otherwise.
  • Private Exam Administration:  The Office of the University Registrar only schedules the exam; the instructor provides proctoring and necessary exam supplies/booklets, including exam printing. This includes scheduling and coordinating accommodated exams; unless the instructor indicates otherwise OR the exam includes a listening/slide component or access to a computer.
  • It must be indicated on the online form what type of exam administration is required.
  • It is not possible to change the type of exam administration (Central or Private), the exam duration or exam time after the final timetable is published.

More than one section or course is included in my exam

  • You MUST submit an exam request for each course and each section.  You may use the COPY function of the webform to make this easier.
  • Under Exam Details answer “YES” to the question “Does this exam include multiple courses or sections?”, and enter the relevant common courses or sections in the first text box, Courses/Sections:.  You must also specify whether these courses or sections have a common exam time and paper. Include all applicable courses or sections.
  • If your exam needs to be scheduled at the same time and is writing the same exam as other section(s) of the same course (e.g. PSYC 100A, sections 001, 002, 003, 004 and 700), please enter as::
    • Courses/Sections: PSYC 100A 001-004, 700
    • Sections or courses that need to write at the same TIME: PSYC 100A 001-004, 700
    • Sections or courses that will be writing the same EXAM:  PSYC 100A 001-004, 700
  • If your exam needs to be scheduled at the same time and is writing the same exam as another course (e.g. MATH 411 and 811 or MATH and MTHE 225), please enter as:
    • Courses/Sections: MATH 411/811 or MATH/MTHE 225
    • Sections or courses that need to write at the same TIME: MATH 411/811 or MATH/MTHE 225
    • Sections or courses that will be writing the same EXAM: MATH 411/811 or MATH/MTHE 225
  • If you want your exam scheduled at the same time with another course or section, but they are writing different exams (e.g. DEVS 100A 001-002), please enter as:
    • Courses/Sections: DEVS 100A 001-002
    • Sections or courses that need to write at the same TIME: DEVS 100A 001-002
    • Sections or courses that will be writing the same EXAM: Leave it blank (this tells us that 001 and 002 are running at the same time, but with a different exam for each section)
  • NOTE: if you have multiple sections, with multiple exams, (e.g. COMM 104 001-006 need to write at the same time but 001-003 are writing one exam and 004-006 are writing a different exam), please enter as:
    • Courses/Sections: COMM 104 001-006
    • Sections or courses that need to write at the same TIME: COMM 104 001-006
    • Sections or courses that will be writing the same EXAM: COMM 104 001-003 OR 004-006 (depending on which section you are submitting the request for)

If your exam has multiple sections or courses writing the same exam at the same time:

If your exam has multiple sections or courses writing different exams at the same time:

 

 

Providing contact information as requested on the form
  • Where it asks for your home phone, please put the number where you would most likely be reached (i.e. cell phone).
  • Where it asks for the secondary instructor, please record the information for any additional instructor or authorized TA.  This will assist us during the exam session regarding authorization for pickups and question answering.

 

When will I see a schedule?
  • The draft exam timetable will be available for review by departments and instructors in early October (Fall)/February (Winter) and any requested changes are due shortly after. The final exam timetable will be published to SOLUS and the Faculty Centre before Thanksgiving (Fall)/Family Day (Winter).

Please contact the Exams Office at extension 32101 or by email at exams@queensu.ca if you have any questions about completing the form, or need to be added to be able to view departmental requests.

Midterm exams, tests and quizzes

Within the Exam Accommodation System (EAS), exam refers to any quiz, test, or midterm.

The Exams Office uses EAS to manage accommodations for exams during the term. This provides a portal for instructors to enter details of planned exams and a portal for students registered with Student Wellness Services to request accommodations for their exams. The Exams Office collates this data along with students’ accommodation requirements and schedules all accommodated exams accordingly. Depending on the student’s accommodations and the format of the exam, the accommodated exam may be administered by either the Exams Office or the Instructor.

All scheduled exams must be added to EAS, even if the instructor intends to self-administer all exams. The deadline to submit exams to EAS is September 30 (Fall)/January 31 (Winter), and no later than 2 weeks prior to the exam date. Failure to submit the information by the required date may result in our inability to administer exams on your behalf. DO NOT submit mid-year and final exam requests to EAS; they will not be processed.

Instructors are responsible for proctoring, or hiring proctors, for accommodated exams they are administering. If instructors do not have sufficient proctoring resources (e.g. TAs, Departmental Administrators), they should speak with their department head.

The Exams Office administers in-person accommodated exams for students approved for a private room, 45 minutes or more of extra time per 1-hour exam, or access to a computer. For all other accommodations and online exams, the Exams Office will provide accommodation information to the instructor for implementation. Please see below for more details.

Paper-based Exams

The Exams Office will administer accommodated exams for students with one or more of the following accommodations:

  • Private room
  • 45 minutes or more of extra time per 1-hour exam
  • Access to a computer

NOTE: All of these accommodations are eligible for Exams Office administration even if the student does not intend to use all of their approved accommodations (e.g. Student does not intend to use a computer for a math-based or multiple-choice exam but requires their extra time).

Accommodated date, time, and location will be published to EAS the week prior to the scheduled exam:

  • If the exam is on a Monday or Tuesday, the details will be published the Wednesday prior.
  • If the exam is on a Wednesday, Thursday, or Friday, the details will be published the Friday prior.

If a student is not approved for one of the accommodations listed above, the instructor is responsible for implementing and communicating the arrangements to the student. The Exams Office will email accommodation information to the instructor in a password-protected file the week prior to the scheduled exam.

Instructors or a delegate are encouraged to attend all exam venues in which their exam is being written, including accommodated venues.

Instructors or a delegate must come to our office to pick up completed exams. Please bring ID. If it is a delegate, our office must be notified in advance of authorized persons. Completed exams cannot be returned via campus mail or courier.

Online Exams

An online exam is defined as any exam that contains an online component or access to a personal computer. This includes remote proctoring software, access to onQ, access to digital textbooks, etc.

The Exams Office cannot administer accommodations for any online exam.

The instructor is responsible for implementing and communicating the arrangements to the student. The Exams Office will email accommodation information to the instructor in a password-protected file the week prior to the scheduled exam. The file will include all approved accommodations, including a calculation of the full amount of time students are permitted (based off the exam duration you provide in EAS) and exams that must be moved due to an accommodation or class schedule conflict.

The Exams Office will collect an instructor’s intent to use remote proctoring which will be shared with the appropriate faculty. Instructors can follow up with their faculty office to confirm and set up remote proctoring for their exams.

Self-Administered Exams

If you choose to self-administer your exams, you will be responsible for accommodating all students. The Exams Office would not be involved in any accommodated exam. Self-Administered Exams should still be added to EAS because as students submit requests they will be instructed to provide you with their Letter of Accommodation.

EAS Link and Manual
Deferred Exams

We administer supplemental exams for the Faculty of Engineering and Applied Science, and deferred exams in the Faculty of Arts & Science for centrally scheduled midyear and final exams.

Facilities

The Examination Centre in Mitchell Hall (located on Level 3 – Suite 300 – at the front of the building, in the southwest corner) provides 36 private and 35 semi-private spaces equipped with PCs for accommodated exams. In addition, there are 2 30-seat rooms for small classroom accommodated exams on level 1 (rooms 126 and 130, on the northwest side of the building). Gordon Hall – Room 400 – has 30 accommodated spaces comprising 5 private rooms, 16 semi-private seats, and 9 small classroom-type seats.

  • Instructors can book accommodated spaces in Gordon 400 (this can include use of a PC or Mac).  Requests must be submitted 10 business days before the test date. Please submit the Gordon Hall Room Request Form to exams@queensu.ca.  Instructions on accessing the room will be provided with the confirmation of the room booking.
    • NOTE: accommodated venues are not available for booking during April and December.
  • Gordon Hall can be open until 10:00 pm.  Campus Security does not proactively patrol the building.  However, individuals concerned about safety can call Campus Security at 36111.