Notes on Invigilated Examinations

The Use of Calculators in Examinations

Exam Calculators and DictionariesA candidate wishing to use an electronic calculator in an examination should note Examination Regulation 6 and request approval for the particular calculator no later than week 10 of the relevant Semester. Approval for a calculator to be used in University examinations is granted on an individual basis and each calculator to be used must be presented by the student for the attachment of a distinctive marker.

If you expect to use a calculator in an examination you must comply with the following instructions:

  1. Consult the lists of approved/prohibited models displayed in Departmental Offices, the Student Services Information Desk (SSiD) in the Union of Students Building and in Registry Services, Level 6 University Houses. (Students are advised not to buy a new calculator without consulting the latest edition of the lists.)
  2. If your calculator is shown on the list of approved models, take it to SSiD where a marker will be attached.
  3. If your calculator is shown on the list of prohibited models, do not attempt to use it in an examination. If you do you will be judged to have “used or attempted to use unfair means” and disciplinary action may be taken against you.
  4. If your calculator is on neither list, take it to SSiD as soon as possible and preferably no later than mid-December in any year, and complete the application for it to be approved. You will be able to keep your calculator. A decision will be available before the Christmas vacation. Further applications can be considered after the Easter vacation but no later than the beginning of May in any year.

Calculators which do not have external means of programming and have numeric function only will almost certainly be permitted. Among the calculators which are prohibited are:

  1. those having an alphabetic display of stored data (including text) or equations or alphabetic formulae; (models which produce alphabetic out-put only in the form of messages in the normal course of operation are permissible).
  2. those capable of external programmability, whether by detachable modules or the insertion of cards, tape, bar codes or cassettes, or by any other means (other programmable calculators are normally acceptable).

Approval given to calculators in previous years remains valid. Any calculators which are already marked as approved do not need to be re-submitted for approval.

Plagiarism and Collusion in the preparation of work for assessment as a Non-Invigilated Examination.

  • Please read the advice given on the following webpages - Plagiarism
  • Be aware that plagiarised work or work which has been prepared in collusion with another person is likely to be failed and the student may be charged under the Discipline Regulations. Students have been expelled for such misconduct.

Before the Examination

Exam Rules

  1. All candidates should read carefully the University's Examination Regulations and these notes.
  2. Fee: No fee is payable when a candidate takes an examination at the first sitting. A re-examination fee must be paid when a candidate has failed at the first sitting or been absent on that occasion without good cause.
  3. Timetables: For invigilated examinations draft and final timetables will be available online, via the SSiD homepage. Students are asked to check that all their papers appear on the draft. If there are any clashes or missing papers, students should contact Registry Services, Level 6, University House immediately. The examination halls in which papers are being held will be included on the final timetable. As desks are allocated by module code, candidates should note the module code of the paper to be taken and not just the module title.
  4. Anonymous marking and U-Cards: Candidates will write their Registration Numbers on all answer books. Candidates must bring their U-Card (which bears the Registration Number) to every examination. Any candidate who does not possess such a card must consult the Registry services, Level 6, University House at least 14 days before the first examination.
  5. Religious beliefs: Any student who is not able, for religious reasons, to take examinations on any day on which examinations may be set during the year (including Saturdays but not Sundays), is asked to notify the Registry Office at the beginning of each session for which he/she registers. Once examination timetables have been set it is difficult for alterations to be made.
  6. Alternative Examination Arrangements: The Examinations Team will make alternative examination arrangements for students with a long-term or permanent disabling condition, dyslexic students and those with additional support requirements. Students so affected should contact the Examinations Team as soon as possible in the first year of attendance. A request for alternative arrangements should be supported by staff of the University Health Service, the University Counselling Service, the Sheffield Regional Access Centre or an educational psychologist.
  7. Dictionaries: A candidate whose first language is not English should note the provision of Examination Regulation 5. Permission to use dictionaries can be requested through the Student Services Information Desk (SSiD).
  8. Calculators: A candidate wishing to use an electronic calculator in an examination should note Examination Regulation 6 and request approval for the particular calculator no later than week 10 of the relevant Semester.
  9. Illness before an Examination: A candidate who is taken ill prior to an examination should consult the University Health Service at the earliest opportunity in order that alternative examination arrangements can be considered and a medical report can be made to the Examiners.

On the Day of an Invigilated Examination

  1. Exam ValuablesPersonal Belongings: Candidates should bring to the hall only essential personal belongings (e.g. pens and rulers in a transparent plastic bag) and preferably no items of value. Outdoor coats, large bags, brief cases etc., must be left outside the hall, in cloakrooms, if available, or in a designated area of the hall itself. (Small handbags may be left on the floor by the candidate's desk). The University of Sheffield accepts no responsibility for any loss or damage to personal belongings. You will be unable to claim from the University if they are lost or damaged.
  2. Mobile Phones and Pagers Mobile Phones and Pagers (and other devices which can store text) must not be taken to examinations. If taken to an examination unintentionally, they must be switched off and placed in the envelope provided in the top right hand corner of the desk.
  3. Unauthorised Material (such as revision notes): See Regulation 3 for Invigilated Examinations.
  4. Smoking and the consumption of Alcoholic Drinks is not allowed in the examination halls.
  5. Admission to the Hall: Candidates will be admitted to the hall a few minutes before the start of each examination.
  6. Absence: If, for no good reason, a student fails to attend an examination, special papers will not be set and the student shall be deemed to have failed.
  7. Late arrival and early departure: Candidates who are more than 30 minutes late for an examination will not be admitted. A candidate will not be allowed to withdraw from an examination until 40 minutes have elapsed. Any candidate leaving an examination must do so quietly and take great care not to disturb other candidates. No candidate will be allowed to leave during the last ten minutes of an examination.
  8. Seating arrangements in examination halls: Candidates should read carefully the seating arrangements which will be set out on the noticeboard outside the examination hall. Candidates are not allowed to reserve seats for themselves beforehand. Invigilators may require candidates to move to alternative seats.
  9. On the examination desk the candidate will find the question paper, answer books, an attendance slip and any ancillary materials provided for the particular examination.
  10. During the few minutes before the examination begins, candidates must:
    1. listen carefully to any announcements the Chief Invigilator may have to make
    2. make sure that they have the correct question paper on their desks; if in doubt they should put up a hand and ask an Invigilator
    3. complete the attendance slip on the desk, (this will be collected by an Invigilator soon after the start of the examination)
    4. complete as far as possible the cover sheet of one answer book on the desk
    5. read the notes on the cover of the answer book.
  11. If candidates require further stationery during the examination, they should put up a hand and an Invigilator will bring it to them.
  12. Temporary withdrawal: A candidate who wishes to make a temporary withdrawal from an examination for personal reasons must put up a hand and ask to be accompanied by an Invigilator or other authorised person.
  13. Illness during an Examination:
    1. A candidate who wishes to withdraw from an examination because of illness should inform an Invigilator. The candidate may be escorted to the University Health Service. If the candidate chooses not to be escorted (s)he should attend the University Health Service without delay or ask one of the Medical Officers to call on him/her; otherwise the University Health Service may not be able to advise the academic authorities on the student's condition at the time of the examination.
    2. If a candidate is temporarily affected by illness but is able to continue the examination after a short absence, the period of time lost through illness will be noted and the information taken into consideration where appropriate.
  14. At the end of an examination all answer books, continuation sheets (even if only used for rough notes) and graph paper should be fastened together with string. If more than one book is used, all relevant papers should be fastened in their appropriate book. All cover sheets of used answer books must be completed and candidates must enter in the space provided the numbers of the questions answered within, in the order in which they have been attempted. Candidates must leave the hall quickly and quietly when permitted to do so, leaving all written work on the desk. Question papers may be removed from the hall only if no instruction to the contrary is given.

After the Examination

  1. Publication of results: Examination results will be made available through MUSE.

Notes for Candidates on Non-Invigilated Examinations

 When preparing essays, projects or other work, you will read widely and become familiar with the work of others. You should ensure that the materials you prepare for submission would be accepted as your own original work. A lecturer or tutor who is assessing your work is interested in your understanding of an idea and you should use your own words to demonstrate your understanding. The selective quoting of material from books and articles is permissible, but the material must always be attributed to its sources by means of quotation marks. In assessed essays, a footnote or brackets naming the author and the title of the text plus the dates of publication would be required, as would a bibliography that provides full references of all the material consulted or used.

The basic principle underlying the preparation of any piece of academic work is that the work submitted must be your own original work.Plagiarism and collusion are not allowed because they go against this principle. Please note that the rules about plagiarism and collusion apply to all assessed and non-assessed work, including essays, experimental results and computer code. Cutting and pasting from web sites would also be considered unacceptable.

Plagiarism is passing off others´ work as your own, whether intentionally or unintentionally, to your benefit. The work can include ideas, compositions, designs, images, computer code, and, of course, words. This list is not exhaustive. The benefit accrued could be, for example, an examination grade or the award of a research degree.

  1. If a student submits a piece of work produced by others, or copied from another source, this is plagiarism
  2. If a student produces a piece of work which includes sections taken from other authors, this is plagiarism, unless the source has been attributed as outlined above. The length of the copied section is not relevant, since any act of plagiarism offends against the general principle set out above. When copying sections from other authors it is not sufficient simply to list the source in the bibliography
  3. If a student paraphrases from another source without the appropriate attribution, this is plagiarism. Paraphrasing should use a student’s own words to demonstrate an understanding and accurately convey the meaning of the original work, and should not merely reorder or change a few words or phrases of the existing text
  4. If a student copies from or resubmits his or her own previous work for another assignment, this is self-plagiarism, and is not acceptable.

2. Collusion is a form of plagiarism where two or more people work together to produce a piece of work all or part of which is then submitted by each of them as their own individual work.

  1. If a student gets someone else to compose the whole or part of any piece of work, this is collusion.
  2. If a student copies the whole or part of someone else’s piece of work with the knowledge and consent of the latter, then this is collusion.
  3. If a student allows another student to copy material, knowing that it will subsequently be presented as that student’s own work, then this is collusion.
  4. If two or more students work on an assignment together, produce an agreed piece of work and then copy it up for individual submission, then this is collusion. When producing a piece of work arising out of groupwork, students should seek the advice of the tutor setting the assigned work regarding the acceptable limits of collaboration.

3. Both plagiarism and collusion are strictly forbidden. Students are warned that the piece of work affected may be given a grade of zero, which in some cases will entail failure in the examination for the relevant unit or research degree. The student may also be referred to the Discipline Committee.

4. You should follow any guidance on the preparation of material given by the academic department setting the assignment. If in doubt, consult the member of academic staff responsible for the unit of study. There is unlikely to be any objection to you discussing the subject of an essay or project with fellow students in general terms, or to quoting from various sources in the work submitted. However, if you have any problems with an assignment you should always consult your tutor, who will give general advice and help.