Examination Information from the Prorector

CHECKLIST EXAMINATIONS
Important persons and administration:
Examination office:
Jan Dietrich, HG F 18, Tel. 044 632 20 68; email: [email protected]
Prorector for Study Programmes:
Prof. Dr. Joachim Buhmann; email: [email protected]
Head of Student Administration:
Dr. Pia Wyrsch, HG FO 22.1, Tel. 044 632 57 96
LET, Contact Person Online Examination:
Tobias Halbherr, HAD G2; email: [email protected]
Administration of Academic Legal Cases:
Mirjam Wirth; email: [email protected]
Good to know
Legal Basis and Guidelines
• The legal basis for performance assessments is: Ordinance on Course Units and Performance Assessments at
ETH Zurich of May 22, 2012 (available in German only; VLK ETH Zürich – acronym for German document)
• The examiners are responsible for ensuring that the examinations are held correctly and without any disturbances,
even if they entrust the examination supervision to another staff member knowledgeable in the field.
• Dishonest behaviour can entail disciplinary measures. The Disciplinary Code of ETH Zurich, in particular Art. 2, 4
and 6, is applicable, see point 2 and 4.
• The Guidelines on Grading Written Examinations at ETH Zurich support examiners in the process of examination
corrections and grading procedures.
Exam mode and duration
• Mode of examination and written aids/authorized materials cannot be changed!
The examination schedule is binding for both examiners and students.
• The exam mode, written or oral, and exam duration are determined by the Department Conference in accordance
with the “Ordinance on Course Units and Performance Assessments at ETH Zurich” (VLK), provided that the departmental programme regulations do not specify otherwise. Therefore, changing the exam mode and duration
does not lie in the exclusive competence of the examiner. If you wish to change the exam mode and/or its duration,
please send a written request to the Study Administration Office to be deliberated by the Teaching Committee
(UK– acronym in German) and approved by the Department Conference (DK– acronym in German).
• Any approved changes will not become effective before the next examination session.
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CHECKLIST EXAMINATIONS
What steps should be taken in the event of …?
1. Changing exam date
Concerns, questions, problems
Measures to be taken
Changing an exam date
• The date(s) of written exams cannot be changed or postponed to a later date.
• Rescheduling oral exams is only possible during the examination session. It is not necessary to inform the Examinations Office, if the oral exam is rescheduled for a different time on the same day indicated in the examination
schedule.
• Changes to the examination schedules are not organised by the Rectorate/Examinations Office.
The examiner wants to change the
date of an oral exam.
• The examiner gets the consent of all the registered exam candidates.
• Once the exam candidates confirm their agreement, the examiner
informs the Examinations Office either by email or by using the
Postponing Examinations form in eDoz or by E-Mail.
The candidate wants to change the
date of an oral exam.
• Once the candidate obtains the consent of the examiners, he/she
informs the Examinations Office by using the Postponing Examinations form in mystudies.
2. Holding examinations
Concerns, questions, problems
Measures to be taken by the examiner
Are all candidates present and
can they identify themselves?
• Remember to check the candidates, using the updated list of
candidates (see point 3) from e-Doz and the candidates’ ETH
card for identifying.
Do the candidates know what
aids/materials are authorised?
• Mention the authorised materials at the beginning of the exam,
particularly, for example, dictionaries for non-native German
speakers.
• Authorised materials are published in the course catalogue and in
the examination schedule and are, therefore, binding. Changes at
short notice are not permitted.
• In any case, the specifications of authorised materials in the
examination schedule do apply, and not any information possibly
published on a website created/managed by the examiner.
The candidate is unsure whether
the materials he/she has are authorised
• Give the students the opportunity to check if the materials are
authorised.
Warning about dishonest behaviour; answer sheets missing/taken along inadvertently
Make students aware that
• dishonest behaviour can entail disciplinary measures according
to the Disciplinary Code of ETH Zurich. See point 4.
• particularly in the case of written examinations she/he is responsible that all answer sheets have to be handed in. After candidates have left the examination room no further answer sheets –
even “taken along inadvertently” - will be accepted.
If all examination materials are missing the examination will receive a ‘1‘ grade.
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CHECKLIST EXAMINATIONS
Toilet breaks during written
exams
There are no regulations, but note that:
• Are toilet breaks allowed? Depends on the length of the exam,
but it should remain an exception.
• It has to be clear that the toilet break counts as exam time.
• In order to prevent students from exchanging information on the
toilet, there should be:
 only 1 candidate at a time allowed to take a toilet break
 only in the company of an exam assistant
Toilet breaks during oral exams
• As a rule, they are not allowed.
Oral examination: The examiner
or co-examiner must leave the examination room urgently for a brief
period
• If the examiner or co-examiner needs to leave the room e.g. due
to sudden nausea, the examination may not continue to be conducted by one person alone but must be interrupted until the
second person returns. Disobeying this rule is a procedural offence in the examination context which may be brought to bear
in an appeal
Written examinations: handing in
of all examination sheets at the
end of the examination
The examiner is responsible for:
• that all students hand in all examination sheets in an organized
manner,
• conducting an appropriate double-check. If all the examination
papers are not handed in, the examination in question will be
marked with the grade 1.0 and counts as failed.
Announcement of the result, e.g.
after an oral exam
• Examiners are not allowed to announce results until these have
been decreed by the department/study administration and announced to the student.
3. Deregistration, non-appearance
Check the updated list of candidates in eDoz >> updated list of candidates
• Change(s) of dates received in writing is constantly updated.
• The names of deregistered candidates and candidates who cannot take the exam due to illness appear on the
deregistration list (examination schedule > deregistration).
• Print list of candidates shortly before the examination in order to have an up-to-date-version.
Concerns, questions, problems
Measures to be taken by the examiner
The candidate deregisters personally via the examiner, and/or
wants to postpone the exam to the
next examination session.
• Refer the candidate to the Examinations Office.
A candidate fails to appear for the
exam.
• Inform the Examinations Office immediately by phone.
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CHECKLIST EXAMINATIONS
4. Dishonest behaviour, special situations
Concerns, questions, problems
Measures to be taken by the examiner
The candidate behaves dishonestly.
•
Other irregular occurrences and
special situations, such as
• answer sheets/documents not
handed in; construction noise;
Technical problems or other
disturbances during online examinations
Document all facts of the case, secure any proof. You must inform:
- the Rector; the vice-rector for Education, Administration
of Academic Legal Cases
- the Director of Studies
- the examiner, if he/she personally did not document the
facts of the case.
 For reporting dishonest conduct at exams please use the form.
•
Please contact either the Examinations Office, or the Head of Student Administration, or, if necessary, the Vice-Rector for Education.
• Local assistance from LET- or ID-persons;
Internal ETH information sheet “Reporting of problems during online
examinations”, available from LET.
5. Access to corrected examination papers*, changing grades
Concerns, questions, problems
Measures to be taken by the examiner
A candidate wants to see his/her
corrected examination paper(s).
•
•
Permit the candidate to inspect his/her corrected examination
paper(s), but only after the Grading Conference has taken
place, or once the grades have been decreed.
The right of access to the corrected examination paper(s) remains for a period of six months after the grades have been decreed.
The candidate wants to negotiate
with the examiner about improving his/her grade.
• Changing grades or promising to change grades is not permitted
after the Grading Conference, or once the grades have been
decreed. See next point for exceptions.
The examiner notices an obvious
correction mistake and wants to
change the grade.
• The Study Administration Office must be promptly informed
about any exam correction mistakes and grade alterations.
*Access to reports: Please see the Directive Viewing and transfer of performance assessment records
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