Annex B - Examination major incident procedures

Download: Annex B - Exam Major Incident Template Email

This procedure relates to examinations managed by the central Examinations Office at the Streatham and Penryn Campuses. If a major incident is experienced by a College hosting their own examination, the College will take steps to contact the Examinations Office as a matter of urgency and the following procedure can be followed if deemed appropriate.

A major examination incident is classified as: an event which requires the abandonment of an examination due to environment disruption (such as a fire alarm or other total evacuation of the venue), an issue with the examination paper which (with College advice) has rendered the entire examination void or other exceptional disruption which has affected the entire cohort sitting the examination (see Step 1 below).

Note: Arrangements agreed for students affected by a major incident resulting from environmental causes (i.e. disruption within a specific venue) will not be applied to students taking the same examination in an alternative venue.

Step 1
Major Incident takes place affecting the entire cohort/substantial number of students of a summative examination (over 10% towards the final mark).

Step 2
Students are advised verbally in/outside the examination hall/venue of the termination of an examination (if students have to leave the hall) or if they are all affected by an incident in the hall they will be told that this will be considered by their College and they will be advised of next steps.

Step 3
The Examinations Office immediately following the examination send a holding email (or texts as appropriate) to the affected students (pulling data on those attending in the affected venue) advising them that an incident has happened in the venue for examination which will be reported to the College and this will be taken into account when assessing work completed during the examination.1

Students should be advised that a decision relating to the incident will be communicated to students within three working days. Email copied to the Students’ Guild Vice President Education/ Students' Union President Exeter, Education Business Partner and Associate Dean for Education in affected College(s), Dean of the Faculty of Taught Programmes, Director of Academic Services, the Director of Operations for Campus Services, Head of Student Services or the Registry Officer in Penryn.

Step 4
A copy of the incident report is scanned and emailed immediately to the Faculty Dean’s office, the Vice President Education, Education Business Partner and Associate Dean for Education for affected College(s), the Director of Operations for Campus Services, Head of Student Services or the Registry Officer in Penryn.

Step 5
The Faculty Dean’s Office arranges a case conference to take place within 24 hours and no more than two working days following the examination. Attendees to include Guild, Vice President Education2, the module convenor, Education Business Partner, Dean or Faculty rep. Video-link to Penryn if required. Minutes taken by the Faculty/Dean’s Office and the outcome is communicated to attendees.

Step 6
Colleges advise the affected student cohort of the decision of the case conference within three working days of the examination taking place.

1See below for template

2The Vice President Education has responsibility for representing the affected students at this meeting and liaising on this basis in advance of the date.


Download: Annex B - Exam Major Incident Template Email

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