Annex L: Production of camera ready copy of examination papers

Deadlines

Camera Ready Copy (CRC) should be submitted no less than five weeks before the first day of the examination.

ENLARGED PAPERS (e.g. A3 instead of A4) or tables or extracts are required seven weeks in advance.

BRAILLED PAPERS are required nine weeks in advance.

Proofreading

The accuracy of papers is the responsibility of Examiners, and papers must be carefully checked before submission to the Examination Schools.

Submitting Camera Ready Copies (CRC)

Two camera ready copies should be placed into a plastic wallet and submitted to the Examination Operations Supervisor. Hard copies should not be photocopies. Hard copies may be delivered Monday to Friday between 8:30 a.m. and 5 p.m.

Electronic copies may be submitted on a USB stick, CD ROM or through a secure WebLearn site. Electronic copies should be in Portable Document Format (PDF) and saved as the assessment item number (e.g. A12345W1). If submitting CRC via WebLearn, all copies should be saved in a folder specifically for the Examination Schools and clear instructions should be provided as to where the folder can be found. Only the final version should be saved in this folder, and only after it has gone through a rigorous checking process by the department/faculty.

Details of any special printing or reproduction requirements (e.g. punched hole in question paper, photographs to be reproduced, colour images) should be submitted alongside the CRC. Examiners should note that reproduced photographs and images may not be as clear as the originals, and should check legibility on the version to be given to the candidates (not CRC) in good time.

Requirements for Camera Ready Copies (CRC)

Camera ready copies should be on A4 paper, printed single sided. Papers should not be stapled and paper clips should not be used.

CRC must be prepared on white A4 paper and on one side of the paper only. Care should be taken to make sure that the margins are no smaller than 26 mm or 2.6 cm at the top and bottom of the page and 21 mm or 2.1 cm at the left and right sides of the page.

The cover page should not contain any questions, only headers and rubric, including information on any materials or special stationery provided, and, where appropriate, any items which the candidate is permitted to bring, e.g. calculator and any materials that are being provided with the exam paper (e.g. Law Statutes). It should have the paper reference number (as shown on the entry statistics, (e.g. A12345W1) at the top left-hand corner. The title(s) of the examination(s) and the paper title(s) should be stated clearly (as shown in the annotated example, which should be used as a model).

Case studies and other attachments should be listed on the cover page. The cover must state “Please do not turn over until told to do so.”

The reference number should be included at the bottom left-hand corner of the second and all subsequent pages.

The sequence of page numbers starts with the front (cover) page, which is page 1. Page numbers should appear in the centre of the bottom line.

The instruction ‘turn over’ should appear on page 3 and if necessary on every subsequent odd-numbered page, placed at the bottom right-hand corner, within the typing area described above. Blank pages and the last page should be identified as such.

If a page has been intentionally left blank, this should be stated clearly on the paper.

If candidates are expected to write on the paper, this should be clearly stated on the cover and a space should be left on the top right of the cover asking candidates to write their candidate number. This is not required if candidates are expected to write their answers in script booklets. Please see the example.

Papers will be produced directly from CRC without enlargement or reduction.  Copy should be as clear as possible, as there may be a slight loss of quality on reproduction. Best results are obtained by using a word-processor with a laser-quality printer or submitting the CRC electronically. Whenever possible, use a proportionally spaced font (e.g. Times New Roman) of at least size 11. If images need to be reproduced to photographic quality, this should be notified clearly to the Examinations and Assessments team at the time of submission of the paper.

If appropriate software is not available, drawings, symbols, accents, etc. may be added in black ink, using a fine pen. It may be best to produce diagrams (or passages of foreign-language text, etc.) separately and then paste them into position in the text (avoiding any surplus glue that might show on final copies).

The production of CRC (typing, layout, etc.) should be done either by examiners themselves or by departmental and faculty staff in normal working time. In exceptional circumstances the Proctors may authorise payments for overtime worked by departmental and faculty staff in the production of CRC, provided approval is sought well in advance from the Proctors.

Where prior approval has been given by the Proctors, claims to cover the cost of production of papers must be made on a form supplied by the Head of Examinations and Assessments. The claim must include details of the number of hours worked and the number of pages prepared. All such claims must be submitted via the chair to the Head of Examinations and Assessments as early as possible.

Examination papers back from press

In the interest of security, copies of the reproduced papers will be retained at all times within the Examinations Schools and cannot be sent to chairs for checking. Chairs who wish to inspect papers at the Examination Schools should arrange this in advance by email (exam.arrangements@admin.ox.ac.uk). It is important that papers containing complex or colour images be check well before the examination is scheduled to take place.

All printed papers will be held until the date of the examination by the Head of Examinations and Assessments. If papers are to be sent elsewhere (e.g. a practical paper taken in a laboratory), this should be discussed with the Head of Examinations and Assessments when the CRC is submitted.

Example exam paper (88kb)