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1. Fill out the Self-Scheduled Exam Collection form found both at the link and on the Forms for Faculty section of the Registrar's Office website by 12 p.m. noon on Friday, December 5.
- The form requires you to upload a PDF copy of your self-scheduled exam which will serve as the master copy.
- Copies of the exam are stored in a secure folder, accessible only to designated College staff responsible for exams.
- The master copy is only used to make additional copies if an insufficient number of paper copies were provided. (If a student discovers while taking the exam that there are missing pages/pages are out of order, the student will be advised to complete the exam that was provided to them by the instructor. They will be told that they should contact the instructor to inform them of the missing/misordered pages once the completed exam has been returned to the Exam Distribution Center.)
- Electronic copies submitted to the Registrar's files will be destroyed after the exam period has ended.
- Once exams have ended, the Registrar's office will contact instructors to let them know the number of paper exams in envelopes they have remaining for a course (students who didn't take the exam, extra exams), giving them an opportunity to pick up the material before it is destroyed by the Registrar's office.
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2. Insert exam material and deliver sealed envelopes to the Registrar's Office (Fanning 105) in hard copy by 12 pm noon on Friday, December 5.
- The Registrar's office provides exam envelopes for each student enrolled in the course. The envelopes are labeled with the name of the student, the subject and course number, and the instructor. Labeled envelopes for extra exams are also provided, based on course enrollment.
- The instructor must insert all exam material into each envelope (Blue Book(s), exam sheet, test booklet) and seal the envelope with the provided label, indicating "sealed by instructor". We advise you to label the exam material with the student's name.
- For extra exams, exam material must also be inserted into each labeled extra exam envelope and sealed. If your exam has 20 or more students, please include two extra copies of the exam. If your exam has fewer than 20 students, no additional copies of the exam are needed. If an extra exam is distributed, the Exam Distribution Center staff member will write the name of the student on the envelope before handing it to the student.
- Blue Books will not be available in the Exam Distribution Center. If you expect the student to complete their exam in a Blue Book, you must include it in the envelope.
- If a student is no longer enrolled in your course or will not be taking the exam, the empty labeled envelope must be returned at the time that you bring your sealed exam envelopes to the Registrar's office. Please write the reason (student withdrew, not taking exam) on the envelope, so that the Registrar's office has that information for the Exam Distribution Center.
- Return all envelopes to the Registrar's office, including those for students with testing accommodations. You do not need to mark accommodation exams or envelopes. The Registrar's office will identify the envelopes of those students who have opted to use their accommodations and bring them to the ARC to administer.
- If you have submitted exams to the Registrar's office and subsequently discover an error on the exam, you must come to the Registrar's office to open the envelope, replace the contents, and affix a new "sealed by instructor" label.
- If you are teaching multiple sections of the same course, please combine all exams into one group.
- Exams must be ordered alphabetically by student last name.
- If you are allowing students to use extra materials (other than a Blue Book) on the exam, you must notify the Registrar's Office. The Registrar's office will affix a colored label on the exam envelope to identify it.
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