7. Examination Entries, Timetables and Withdrawals

7.1. Entering candidates

The dates by which candidates have to choose subjects/options and enter their name for an examination are published online by the ARO (www.ox.ac.uk/students/exams/entry/). Examinations, and deadlines for submission of work must not be earlier than these entry deadlines. Colleges are expected to remind their taught-course candidates about entry deadlines, but it is the student’s own responsibility to fill in the necessary forms online and to check that the examination entry details are correct (e.g. for subject options). Candidates may look at their core and option units within the online Student Self-Service (www.ox.ac.uk/students/studentselfservice/).

•    Exams that contain only compulsory core assessment units (exam papers and submissions)

      Students will be automatically entered for core assessment units (e.g. compulsory papers). Therefore there will be no online entry form for these exams

•    Exams that include both core and optional assessment units or optional assessment units only (exam papers and submissions)

      Students will be required to complete an examination entry form online. Core assessments will be included on the entry form, and students will be required to select their optional assessment units on this form.

7.2. Entry information

Once the entry details have been entered onto the student record system (eVision):

•    Chairs will be able to view their candidate details, and download reports (Candidate lists, Statistics lists, etc.) from eVision; chairs and supporting departmental administrators who require electronic access to eVision Exam Board Dataviews should contact the ARO.

•    Colleges will be able to view full details of papers for which their candidates are entered, so that details can be checked.  

•    All candidates are advised via the Student Gateway that they are responsible for checking that their entries are correct on student self-service.

Any corrections, notes or changes required should be notified immediately to the ARO. In cases where the ARO identifies an illegal combination of papers, the college will be notified and will need to apply to Education Committee to regularise the position. Education Committee will consult with the relevant chair of examiners before giving approval.

Downloadable Student Assessment Dataviews are available in eVision which detail programmes of study and assessment information for Undergraduate, Taught Postgraduate and Visiting, Recognized or Other Candidates, by college, course or department. Chairs should contact the ARO for support in this process if required.

7.3. Late entries to examinations and alterations of options

Candidates must apply for permission in writing through their Senior Tutor or other college officer, to the ARO. A form for the alteration of options is available from college offices. Once completed, the form should be returned to the ARO, and the appropriate payment made via the on-line shop. Applications for late entries and alterations of options will not be processed until payment has been received.

7.4. Candidate numbers

An individual number is allocated to each candidate as part of the means of ensuring anonymity in examinations. If there are any queries about candidate numbers, chairs should contact the ARO. Chairs should not attempt to change the numbering (even if there are gaps in the sequence as a result of withdrawals), as this could cause considerable confusion.

7.5. Draft timetables

The responsibility for timetabling lies with the Head of Examinations and Assessments, in consultation with the Pro-VC (Education) and the Proctors. The Head of Examinations and Assessments will send a draft timetable to chairs as soon as practicable. This will, for most examinations, be the result of a computer projection of the most effective use of space and will not necessarily resemble closely that of the previous year. The draft timetable provides chairs with the basis for planning examiner attendance at the examination.

Two other points to note are that seating arrangements are constrained, among other things, by fire regulations, so that large schools cannot necessarily be accommodated in a single room; and that, where possible, timetables are arranged to minimise disruption from post-exam celebrations, i.e. to avoid large numbers of candidates taking their last paper at the same time, to ensure that large numbers of candidates do not take their last paper on Encaenia Day, and so that papers of less than three hours are not taken last. 

The Proctors liaise with the Head of Examinations and Assessments about constraints on timetabling that might be necessary for individual candidates with needs for alternative examination arrangements.

After considering the draft timetable, chairs should return it to the Head of Examinations and Assessments according to the reply date given, with notice of any errors, inconveniences, excessive demands on individual candidates, or other matters that may require amendments to be made. Chairs should give particular thought to the timetabling of papers shared with, or overlapping with, those in other examinations. If it appears desirable to change the provisional timing of a paper that is shared between two or more schools, the other chairs must be consulted before the request is made to the timetabling team. Re-timetabling that would produce extended supervision of candidates should be avoided wherever possible.

If an examination may include a viva voce examination, the likely date(s) for that examination should be signalled in the timetable.

If confirmation of a draft timetable is not received by the date specified, the Head of Examinations and Assessments will deem the timetable as publishable.

7.6. Published timetable

It is important for candidates as well as examiners that examination timetables are published in good time. The target publication date is no later than five weeks before the date of the first paper, and chairs should make sure that the draft timetable and all necessary alterations have been returned to the Head of Examinations and Assessments in time to achieve this. Examiners should note that the venue for candidates with alternative examination arrangements will be either in the Alternative Arrangements Room or Computer Suite of the Examination Schools during main examination periods (in Ewert House for September resits and occasional examinations outside the main periods) or in colleges. The individual timetables published to students will include a note about venues for these cases.

7.7. Individual timetables for candidates

The Examination and Assessments team will provide to each candidate, no later than two weeks before the examination begins, an individual timetable listing their candidate number and the times, dates and locations of the papers for which they have been entered. Any problems should be notified to the Head of Examinations and Assessments.

7.8. Withdrawals

A candidate whose name has been entered for a University examination may withdraw from that examination at any time before the start of the first paper or the first date for submission of a dissertation or other exercise whichever is the earlier (Examination Regulations, Regulations for the Conduct of University Examinations, Part 14, cl. 14.17, www.admin.ox.ac.uk/examregs/2016-17/rftcoue-p14ls-n-snawfromexam/).

A candidate may not withdraw from a University examination at any time after the start of the first paper or date for submission of the first paper or other exercise unless, with his or her college’s permission, by reason of illness or other urgent cause (ibid., cl. 14.18-14.19,  www.admin.ox.ac.uk/examregs/2016-17/rftcoue-p14ls-n-snawfromexam/). If a candidate withdraws from an examination before its completion, the College must notify the ARO who will inform the chair. Such notification should be in writing using the appropriate form, which is available from college offices, specifying the candidate’s name, college, examination, and (where possible) candidate number. If a candidate wishes to withdraw during a paper, he/she must inform an invigilator and the Head of Examinations and Assessments at once, and his or her college as soon as possible. Consultation with the Proctors by the college will be involved.   

Candidates are not permitted to withdraw after the written part of the examination is complete.