Examination operations

Examination timetabling

Examination entry

Examination entry forms and guidance regarding changes of options are available on Examinations Entry page on the Oxford Students website.

Draft timetables

Draft examination timetables are emailed to the Chair of Examiners, copied to the Administrator linked to that examination. Chair of Examiners are requested to check and confirm the timetable, which will then be published on the Timetables page of the Oxford Students website. This request includes full details of pre-examination requirements including the production and delivery of examination papers, confirmation of materials required for the examination and provision of script collection and delivery requests and examiner contact details. 

For further information refer to:

Timetables

Course examination timetables are published online at least 5 weeks ahead of their examination (and possibly earlier depending on the examination entry deadline). These are published on the Timetables page of the Oxford Students website. Students are encouraged to check their course timetable online to obtain the dates of their examinations. Individual timetables will be sent directly to student college pigeon holes, at least 2 weeks ahead of their examination. Individual timetables confirm candidate number, date, time, location, all examinations entered for and details of any alternative arrangements that have been granted. Students are advised to speak to their College Office if any of the details on their individual timetable is incorrect.

Production of examination papers

Live examination papers must be provided to the Examination Operations team 5 weeks (or 9 weeks for papers in braille and 7 for papers with enlarged fonts) before the date of the examination. Please refer to the template and formatting requirements below:

Appointment, monitoring, training and booking of University and college invigilators

Invigilator training sessions are held in Hilary term each year. Further information is available on the College Invigilation WebLearn site regarding:

  • List of approved invigilators
  • Invigilator training notes
  • College IT set-up instructions 
  • Amanuensis instructions
  • Extra-time calculations
  • Invigilator announcements

Administrative and academic staff are welcome to become invigilators, but must attend College Invigilation training, held by the Examination Operations team, every three years. For further information on training visit the College Invigilation WebLearn site.

Graduate students who are interested in becoming an Invigilator must be in their 3rd year of graduate study (please see Part 15 Section 15.2 of the Examination Regulations). However if they do not meet this criteria and it is felt that they are an appropriate candidate to Invigilate on a one-to-one basis, requests, including a short paragraph on their suitability, may be made via the Examination Administration Processes team, email: invigilation@admin.ox.ac.uk.

Alternative examination arrangements

Alternative arrangements specifically for written examinations can only be made once permission has been sought via the Examination Administration Process team.

Please refer to the List of alternative examination arrangements (317kb) that can and cannot be accommodated at the Examination Schools and Ewert House. No extra time of computer sittings can be accommodated at Ewert House. Where alternative arrangements cannot be accommodated at the Examination Schools, the examination will need to be taken in the student's college. 

Alternative examination arrangements at the Examination Schools

If a candidate is sitting their examination with alternative arrangements at the Examination Schools, the Examination Operations team will make the required adjustments and these will be confirmed to the student on their individual timetable. If a student's timetable is incorrect, they are advised to contact their College Office immediately.

Alternative examination arrangements in college

If a student is sitting their examination with alternative arrangements in college, the college will make the required adjustments and organise invigilation. Please refer to the Examination Rooms in Colleges (83kb) guidelines for factors to consider when arranging a room in college for the examination to take place.

Where a computer is required as part of the alternative arrangement provision in college, please refer to the guidance documentation  IT College Exam Sittings (229kb)

The list of approved college invigilators is available on the College Invigilation WebLearn site. Details of the approved alternative arrangements will be confirmed to the student on their individual timetable – stating that the examination will take place in college. If a student's timetable is incorrect, they are advised to contact their college office immediately. The college invigilator is required to collect the examination pack for that specific examination from the Examination Schools 30 minutes before the start time of the examinations (unless prior approval has been sought to collect the pack 45 minutes prior to the examination start time).

IT guidance documentation attached for preparing for college exam sittings using a computer.  This information has also been circulated to IT Staff via the College IT Manager’s Committee.   This documentation should replace previous guidance issued by the Proctor’s Office. If you, or your IT Officer have any queries please contact exam.arrangements@admin.ox.ac.uk

Management of examination days

The Examination Operations team is responsible for the management of examination days. This typically involves preparing examination rooms for examination sittings, confirming the identity of every candidate sitting an examination, ensuring examination regulations are adhered to, and reporting any cases where regulations have not been adhered to and script control and delivery. The team are also responsible for contacting colleges regarding candidates missing from their examination, managing last minute changes to examination arrangements (incl. alternative arrangements) and resolving paper queries and corrections.