Exam rules & regulations

If you sit formal exams at Victoria University (VU), you must be aware of the following requirements.

Any breach of the requirements, whether committed intentionally or unintentionally may be regarded as "misconduct", and dealt with under the University's Discipline procedures. Any person committing such a breach who is not an officially enrolled student of the University shall be dealt with according to the law.

Definitions

When appearing in the clauses below the following words and terms mean:

  • student - any person officially enrolled in a unit of study or course taught jointly between the University and any other institution
  • invigilator - members of the University's academic or general staff or any other person authorised to assume responsibility for supervision and/or organisation of a University examination
  • examination room - any place in which a University examination shall be or is being conducted
  • during an examination - the period of time from the start of an examination until its conclusion including time allowed for reading an examination paper
  • good cause - when applied to exclusion from an examination room this term means any breach of the requirements or any conduct on the part of a student which can be classified as "misconduct" under University Discipline Statutes or Regulations.

These rules and regulations, where appropriate, will also apply outside an examination room.

Seat numbers and student ID cards

Seat numbers

Examination seat numbers will be published on MYVU Portal and official notice boards at the Exam venues. You must know your seat number before entering the examination room.

If you haven't been allocated a seat number, please ask a question in ASKVU explaining your circumstances or phone +61 3 9919 6100, or if you are at the examination venue contact the Exam Administration staff.

Identification

For all VU examinations, you must bring photographic identification with you to your exam. Acceptable photographic identification includes student ID card, drivers licence or passport

Entering and leaving time

You are not permitted to enter the examination room more than half an hour after the commencement of the exam.

You are not permitted to leave the examination room until half an hour after the start or during the last fifteen minutes except with the special permission of the invigilator in charge of the examination. If you leave during these times, the invigilator will report the details to VU.

Reading time

Reading time is normally provided at the commencement of each exam. The amount of reading time is indicated on the front cover of the exam paper and is allocated at the discretion of the examiner.

Reading time may include writing and / or highlighting but only if indicated in either the allowable materials or special instructions section on the front cover of the examination paper. Under no circumstances is writing allowed in the answer booklet during reading time and any answers written in highlight pen will not be marked.

Calculators cannot be used during reading time.

Students with disabilities or medical conditions

If you have a disability or a chronic medical condition requests for special examination arrangements will be considered. You must:

  • apply for consideration as soon as possible after the start of the semester
  • register for disability support (it is solely your responsibility to ensure you are registered for this support)
  • provide supporting evidence substantiating your disability or disadvantage
  • register for disability support at least 4 weeks prior to commencement of the examination period.

Exam materials - what's allowed and what's not

Allowable materials

The allowable materials for each unit of study is displayed on the front cover of the exam paper. It is your responsibility to ensure you are aware of the allowable materials for each exam. Make sure to bring your own:

  • pens
  • pencils
  • rulers
  • erasers.

Unauthorised materials

Any materials other than the stated allowable materials cannot be taken into the exam room except with the special permission of the invigilator in charge and where they are specifically required for an examination and expressly authorised by the examiners.

You must not take into the exam room any:

  • books
  • writing paper
  • notes
  • manuscripts
  • electronic device (including electronic dictionaries)
  • pagers
  • any form of stored or recorded information
  • religious materials such as Prayer Books, Korans and Bibles
  • bags and/or personal belongings – For exams at the Melbourne Showgrounds these must be left in the Bag Room located in Building 7. The University does not accept responsibility for any loss or damage of items left in the bag room and recommends you only take the permitted materials with you to the exam venue.

Mobile phones, smart watches & other electronic device

You are not permitted to bring electronic devices – including your mobile phone, smart watch or tablet devices – into the exam venue unless it is switched off and placed underneath your desk. Invigilators will advise you of this procedure before the commencement of each examination.

If any electronic device is found switched on in your possession after the amnesty period in the examination venue, it will be deemed as a breach of examination rules. This may result in the matter being referred to the relevant College for further action in accordance with the Student Misconduct Regulations.

Invigilators will advise you that the electronic device will be held as unauthorised material and returned to you at the end of that examination.

Watches

Watches cannot be worn during your exam. They must be removed and placed on or under your desk.

Dictionaries

Only students whose first language is other than English can bring dictionaries into exams. If your first language is other than English, you must register your dictionary at a Student Service Centre. Please read the instructions below on how to register your dictionary.

Exam booklets and notes

All examination answer booklets must be submitted intact. Remember, you must:

  • not deface, remove or destroy any part of an examination booklet
  • do all notes, rough work and calculations in the examination answer booklet.

Behaviour during an examination

You must not communicate in any way with any person other than an examiner or an invigilator during an examination. Any other communication will be deemed as a breach of examination rules.

Smoking is not permitted in an examination room, and food and/or drink is not permitted in an examination room without the special permission of the invigilator in charge.

Exclusion, absence, or failure to attend an examination

Exclusion

An invigilator has the power to exclude you from an examination for good cause. The invigilator will submit a written report to VU immediately after the conclusion of the examination.

Absence

If you need to leave an examination room during the exam and return to the room later, you must obtain permission from an invigilator. You will be kept under supervision and be accompanied by an invigilator during your absence from the examination venue.

Failure to attend

If you fail to attend an examination at the time and place published in the final timetable, except where prevented from doing so by illness or other acceptable reason, you will be deemed to have failed that part of the assessment.

Students from non-English speaking backgrounds

Using dictionaries in exams

If your first language is other than English (NESB: non-English Speaking Background), you can apply to use a foreign language translation dictionary without annotations, illustrations or tables in an examination. Electronic dictionaries will not be approved.

To register a dictionary you must:

  • take it to a Student Service Centre and complete a Dictionary use in an examination application
  • fill out a separate form for each exam you are sitting every semester
  • present your registration form at each examination with the dictionary.

No other type of dictionaries (eg. English, medical, accounting) are allowed to be used in an examination unless specified in the allowable materials for the relevant exam.

Extension of exam time

If you are from a NESB, you may also be eligible for extension of time for your examinations in the first two years of your enrolment at VU.

Recommendation of Extension of time in an exam is solely at the discretion of the unit of study lecturer and course coordinator. It is on the basis of the provision of documentary evidence supporting a valid reason for Extension of time. The recommended maximum additional time in an exam is 15 minutes.

You must complete an Extension of time application form and provide documentary evidence of the following:

  • you arrived in Australia within the last five years from a non-English speaking country
  • your immediate prior course of study was in a language other than English
  • in addition coordinators may require you to provide your ELICOS (English Language Intensive Courses for Overseas Students) results that were submitted with your application for entry into your course, as an indicator of your English language proficiency.

If you have a disability or medical condition, you need to register for disability support.

Examination clashes

Students who are timetabled to sit two examinations on the same day and time must complete a Clash of Examinations advice form and lodge it at a Student Service Centre at least one (1) week prior to the commencement of the examination period. Students will then:

  • receive a letter confirming their exam details, including new seat numbers (disregard seat numbers displayed on the web)
  • be required to sit both examinations on the same day (morning and afternoon) sessions
  • be supervised throughout the lunch period
  • need to be bring your own lunch as they will not be permitted to leave the examination room during the lunch period.

Contact us

Ask VU: Find answers and ask questions
Phone: +61 39919 6100
Visit: Student Service Centres