Examination Guide for Candidates 2017-2018 - All students must read this guide carefully before undertaking any UCL examinations
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LONDON’S GLOBAL UNIVERSITY Examination Guide for Candidates 2017-2018 All students must read this guide carefully before undertaking any UCL examinations
Examination Guide for Candidates | Page 1
Contents
Page Page
Introduction...............................................2 What should I do if…?............................ 12
General regulations I lose my UCL ID card?
Responsibilities for academic I lose my candidate number card?
assessment I arrive late for an examination?
Attendance requirements and I am unable to sit an examination?
eligibility for assessment My examination performance is
Unauthorised absence from adversely affected?
assessment
Practical and oral examinations
General regulations................................ 13
Reports, projects, coursework, etc.
Unauthorised absence
Re-assessment
Preparing for your examinations .............3
Number of permitted attempts
Special assessment arrangements
Re-sit marks
Module verification exercise
Interruption of Study
Your individual timetable
Your candidate number
Results and official documentation ...... 14
Dates, locations and start times ..............4 Release of examination results
Procedures for dealing with
Examination dates
students in debt
Main UCL examination halls
Degree certificates
Special facility venues
Obtaining a statement of award
Intercollegiate venues
Higher Education Achievement Report
Examination start times
Academic transcripts
Items permitted in examinations .............6
General information
Useful contacts....................................... 16
Approved means of identification Assessment and Student Records
Reference materials Student Disability Services
Checklists Student Centre
Security Systems
Calculators and dictionaries ....................7 ISD Service Desk
Portico Helpdesk
General information
Electronic calculators
Dictionaries
Examination hall regulations ...................8
Do’s and don’ts
Emergency evacuation procedure
Examination offences.............................11
Examination irregularities
PlagiarismExamination Guide for Candidates | Page 2
Introduction
General regulations Practical and oral examinations
You must ensure you are aware of the These forms of assessment will normally be
regulations detailed in this guide which held in departmental accommodation. You
govern UCL examinations. should contact the teaching department for
information about the date, time and location
UCL students taking examinations at other of such examinations.
colleges as part of the University of
London’s Intercollegiate Scheme must abide Reports, projects, coursework, etc.
by the regulations of the college they are
attending. Similarly, students from other All work completed in your own time must be
colleges taking examinations at UCL are submitted to the examiners as instructed by
subject to UCL’s regulations for them. The work must be expressed in your
examinations as detailed in this guide. own words and incorporate your own ideas
and judgements.
Responsibilities for academic
assessment
UCL expects students to engage and
comply with the assessment requirements of
their programme.
Attendance requirements and eligibility
for assessment
UCL’s minimum attendance requirement is
70%. Departments may stipulate a higher
percentage and additional requirements
where appropriate. Students whose
attendance falls below the attendance
requirements are ineligible for summative
assessment.
Unauthorised absence from assessment
If a student is absent from an examination or
other form of assessment without
permission, or, although present at an
examination, either does not attempt the
paper or attempts so little that it cannot be
assessed, and provides no evidence of
Extenuating Circumstances, then the normal
procedure is that the student is awarded a
mark of zero for the missed/non-attempted
examination. In such cases students will not
be deemed to have completed the module.Examination Guide for Candidates | Page 3
Preparing for your examinations
Special assessment arrangements Contact the ISD Service Desk if you have
forgotten your userid or password.
If you have a disability, dyslexia or health
issue, you may be entitled to extra time, rest
You will not be permitted to keep your
breaks and/or to sit in one of the special
timetable on your desk during your
examination facilities. To apply for special
examinations. You are still advised to print a
assessment arrangements you must submit
copy of your timetable on plain paper for
an application together with supporting
ease of reference and ensure it remains
medical evidence at least five weeks before
unmarked for the duration of the
your first examination. The application form
examination period. In the examination hall,
is available online at
your timetable must be placed under your
http://www.ucl.ac.uk/disability/special-
desk in the plastic wallet provided.
examination-arrangements/how-to-apply
Candidates sitting in main examination halls Your candidate number
will not be given additional time for taking All UCL written examinations will be
prescribed medication, toilet visits or any examined anonymously by candidate
other purpose. If additional time is required, number instead of name. You will be
an application for special assessment allocated a unique candidate number each
arrangements must be made. year which will consist of four letters plus a
check digit (e.g. ABCD1).
For further information about special
assessment arrangements contact Student During the first term, you will be issued with
Disability Services or the Student Centre a candidate number card which you must
https://www.ucl.ac.uk/students/exams-and- retain until the end of your current year of
assessments/exams/special-exam- study. You will be emailed a version of your
arrangements candidate number that you can print and
bring into the examination venue. You are
Module verification exercise also able to obtain a copy of this by logging
(September starting students only) into Portico under MyStudies. It is essential
that you do not annotate the candidate card
You should ensure you verify your module
in any way for to do so would be an
selections when asked in term one. If you do
examination irregularity. If you can
not undertake this task, you may be entered
memorise your candidate number, you do
for the wrong examinations.
not need to bring your candidate number
card to your examinations.
Your individual timetable
You will be notified by email when your You must enter your candidate number in
individual timetable for the main examination the space provided on all examination
period is available to view via Portico. Your answer books with the exception of Multiple
timetable contains details of all the Choice Question [MCQ] papers when you
examinations for which you have been must use your student number unless
entered. If any of the details are incorrect instructed otherwise on the day.
you must contact your parent department or Your candidate number can also be viewed
UCL Examinations immediately. on Portico and will be displayed on your
If you cannot view your timetable contact the individual timetable.
Portico Helpdesk for assistance.Examination Guide for Candidates | Page 4
Dates, locations and start times
Examination dates Intercollegiate examination venues
The majority of UCL examinations will take Intercollegiate examinations are usually held
place during the third term and will be at the college where the module is taught
organised by UCL Examinations. However, with the following exceptions:
some departments or intercollegiate colleges
may also schedule additional examinations UCL candidates taking Royal Holloway
at other times of the year. You will be modules during the main examination
notified about the arrangements for any period will sit these examinations at
examinations held outside the main UCL and vice versa
examination period by the department or
Candidates with special assessment
intercollegiate college concerned.
arrangements will usually sit
The main 2018 examination period will start intercollegiate examinations at their
on 25 April and end on 8 June, excluding home college
weekends and Bank Holidays on 7 & 28
May. You must ensure you are available to Examination start times
sit all examinations scheduled between UCL morning and afternoon examinations
these dates. start at 10am and 2.30pm respectively
unless otherwise indicated on your
If you fail or defer examinations, you may be timetable; please take care to note the
required to take them in the Late Summer exceptions.
Assessment period which runs 20 August to
7 September 2018. You should arrive at the hall thirty minutes
before the start of your examination. If you
Examination Venues arrive early, please make use of the waiting
areas provided. Toilet facilities are also
Main UCL examination hall (April – June nearby.
2018)
Main UCL examinations are held in the You must be in your assigned seat by
ExCel Centre. Please see the UCL 9.50am or 2.20pm to hear the
Examinations website for information on announcements made by the hall
which halls are being used each week of the supervisor. An instruction sheet will be
exam period placed on your desk for you to read before
https://www.ucl.ac.uk/students/exams-and- the start of the examination.
assessments/exams/timetables-and-venues
Examinations Colour Zones
It is your responsibility to ensure you
To help you find your seat, each hall has know the date, location and start time of
been split into colour zones. Please ensure all your examinations and arrive at the
you check which colour zone your desk is correct venue on time.
located in before you arrive at the ExCel.
Please see the ‘Venue Guide’ for detailedExamination Guide for Candidates | Page 5 plans of the ExCel link to floorplans Late Summer Assessment (Aug – Sept 2018) Late Summer Assessments are held in a number of different locations, some of which are away from the main Bloomsbury Campus. Please note that examinations with large numbers of candidates may take place in more than one location so ensure you go to the venue indicated on your individual timetable and not that of other students. More detailed information about the venues in use this year, including location codes and maps, will be made available to view online when the timetable is published. Special facility venues Only students with approved special assessment arrangements are eligible to sit examinations in one of the UCL special facility venues: Cluster room facility Dyslexic student facility Special requirements facility Special facility in parent department
Examination Guide for Candidates | Page 6
Items permitted in examinations
General information Checklists
You are strongly advised to leave all non- Check the lists below to make sure you
essential items at home as UCL cannot know what items are allowed in any written,
accept responsibility for the loss of your practical, oral or similar examination:
property or guarantee its safety.
What’s allowed:
If you bring a bag, coat, revision notes or
other similar items with you on the day, the ID card or other approved means of
invigilation staff will tell you where to put identification
them before the start of the examination. All Candidate number card printout
timetables and valuables, including wallets, Question papers and examination
mobile phones and travel cards, must be stationery
placed under your desk in the plastic wallet Materials approved by the examiner
provided. Calculators (approved models only)1
Mathematical instruments
It is an examination offence to have
unauthorised items on or under your desk or Clear pencil cases containing pens,
about your person and you will be deemed pencils2, highlighter pens, correction
to have used any items found. All fluid/tape, erasers, sharpeners and
unauthorised items will be confiscated for small bottles of ink
the duration of the examination. Bottles of still (non-carbonated) water
only3
Approved means of identification What’s not allowed:
To gain admission to the hall, you will need Revision or course notes
to present your UCL ID card or one of the Books, statutes or dictionaries4
following approved means of identification: Paper for rough work
Home college ID card Laptops, audio players, or devices with
(intercollegiate students) internet or data storage capabilities
Passport Opaque pencil cases or staplers
Food or other hot/cold drinks5
Driving licence with photograph
E-cigarettes
If you fail to produce an approved means of Ear plugs6
identification on the day, you will be required Wearing of headgear6
to sign a declaration of identity form and a
label will be attached to your examination
1. You will be informed by course organisers, in
answer book to notify the examiner. advance of an examination, if (i) calculators
will not be permitted or (ii) non-standard
Reference materials calculators will be permitted.
2. For MCQ examinations and diagrams only.
For some examinations reference materials 3. You will be responsible for any spillages.
will be provided for you by the examiner. 4. Except where approved by the examiner.
There may also be occasions when you are
5. Except on medical grounds (prior approval
instructed, in advance of the examination, to required).
bring specific documents with you to the hall. 6. Except on religious or medical grounds (prior
Such documents must be unmarked unless approval required for the latter).
the examiner has indicated otherwise.Examination Guide for Candidates | Page 7
Calculators and dictionaries
General information still need a UCL-approved calculator if you
are taking examinations for modules taught
The unspecified use of electronic calculators
by other departments.
and dictionaries is banned and will be
treated as an examination offence. Random
You will be required to indicate the make
checks will be made during examinations to
and model of calculator you have used on
ensure that these regulations are being
the front of your examination answer book.
complied with.
You are responsible for ensuring that your
Electronic calculators calculator is in good working order for your
Boards of Examiners are authorised to examinations and for providing yourself with
determine at which examinations you are an alternative means of calculating should
permitted to take in and use your own your calculator fail during an examination.
electronic calculator. However, UCL has Spare calculators will not be available at the
approved a standard calculator for use in hall on the day.
examinations and you will be committing an
examination offence if you are found using Where credit will be given for using the
the wrong model. correct method when a final answer is
wrong, it is essential you provide the
The two current models of UCL-approved examiner with sufficient information about
calculator are: your process of derivation. You should
include numerical values at interim steps in
Casio FX83GT+ - battery operated your written answer, even where your
Casio FX85GT+ - solar powered calculator has sufficient memory to make the
recording of such interim values strictly
unnecessary.
If you already own one of the following older,
discontinued models of the same calculator,
The use of material stored in the pre-
you are still permitted to use it:
programmable memory of a calculator would
normally constitute an examination offence.
Casio FX83MS
Casio FX83ES battery operated
Casio FX83WA Dictionaries
Casio FX85MS The use of paper or electronic dictionaries is
not permitted for the purpose of helping you
Casio FX85ES solar powered
overcome any deficiency in your command
Casio FX85WA of the English language. Dictionaries will
only be permitted for other purposes where
Exceptionally, a department may approve the examiner has notified Assessment and
the use of non-standard calculators for one Student Records in writing before the
or more of its examinations. In such examination.
circumstances, the department will inform all
students taking the examinations concerned
what type of calculators will be permitted in
the examination hall. If you are in any
doubt, please consult your tutor. You mayExamination Guide for Candidates | Page 8
Examination hall regulations
You must observe all of the following If you find that you have inadvertently
regulations and any other instructions given brought unauthorised items into an
to you on the day by invigilation staff, examination you must raise your hand and
examiners or other staff responsible for the inform a member of invigilation staff
conduct of examinations. immediately.
DO switch off your mobile phone
DO sit in your assigned seat
before you put it, your timetable and
Your seat number for each examination to any other valuables under your desk
be taken in a main UCL hall will be listed on in the plastic wallet provided
your individual timetable. Each desk will be
All mobile phones and other communication
numbered to help you locate the correct
devices must be switched off before you
seat. Candidates sitting in the special facility
enter the examination hall. If you are found
venues will be informed of their seat number
with a communication device on your desk
at the hall on the day.
or about your person it will be treated as an
examination offence. It is also an offence to
Your seat number will be used to verify your
send or receive calls or messages during an
attendance and to ensure that marks are
examination, or allow ringtones or preset
awarded to the correct candidate.
alarms to cause a disturbance.
DO NOT speak to other candidates
DO NOT read the question paper until
once you have entered the hall
told to do so but check you have the
Examination conditions apply as soon as correct paper
you enter the hall. If you have any queries,
It is an examination offence to begin reading
raise your hand and speak to a member of
the question paper before the start of the
invigilation staff only.
examination. However, you should check
the examination code and title on the front
DO put your ID card and unmarked
cover of your question paper are correct.
candidate number card print out (if
Alert a member of invigilation staff
you need it) on your desk
immediately if you have been given the
Remove your ID and candidate number card wrong paper.
(if you need it) from their holders so that they
can be viewed easily by invigilation staff. DO fill in the front cover of your
Ensure neither card has any additional notes answer book and Examination
or markings to avoid being suspected of an Envelope and listen to the
examination irregularity. supervisor’s announcements
You may enter the following information on
DO NOT keep unauthorised items
the front cover of your answer book prior to
about your person or put them on or
the start of the examination:
under your desk
Your candidate number
If you are found with unauthorised materials
on or under your desk, or about your person, Your student number (MCQ cards only)
you will be deemed to have used them. It Your seat number
will not be a defence to say they were not The examination title and code
used. Random checks will be made by staff The date and venue
during the course of each examination. If applicable, details of your calculatorExamination Guide for Candidates | Page 9
Examination hall regulations (continued)
Listen carefully to the announcements to If you think there is an error in the question
ensure you are aware of all instructions paper, please raise this with an invigilator.
relevant to your examination and the
operation of the examination hall. You should only request a supplementary
answer book when your main answer book
DO NOT write anything else on your is full.
answer book or question paper
before the start of the examination You may not leave the hall during the first 30
unless told to do so by the minutes or the last 15 minutes of the
supervisor (for computer users, this examination. Toilet visits are not normally
includes typing) permitted during these times. All candidates
will be accompanied on toilet visits and each
It is an examination offence to write or type visit will be recorded on the attendance
any notes, formulae, etc. on any of the sheet.
materials present on your desk before the
start of the examination. If you wish to leave the hall permanently
after the first 30 minutes but before the
DO write clearly in English (or the designated finish time for your examination,
language specified for the you must raise your hand and remain in your
examination) using blue or black ink seat until your answer books have been
only collected. Once the final 15 minute warning
All written examinations must be completed has been announced, you must remain in
using blue or black ink, with the exception of your seat until the answer books for all
MCQ examinations where pencil must be candidates have been collected and you are
used. Pencils may also be used, if told you may leave.
preferred, for the drawing of diagrams,
charts, graphs or other illustrations. DO NOT use scrap paper for rough
Examiners may refuse to mark any answer work; just cross through any work
books which are illegible. you do not want marked
All rough work should be done in your
DO NOT leave your seat without answer book and crossed through. You
permission once the examination has should also cross through any questions
started answered over and above the number
Except in cases of illness or emergency, it required or any other work you do not wish
may constitute an examination offence to to be marked.
leave your seat unless accompanied by a
member of invigilation staff. DO heed the 15 minute and 5 minute
(main venue only) warning and use
DO raise your hand if you have a the one minute allowance at the end
query, feel unwell, need more of the examination to prepare your
stationery or the toilet, or want to answer books for collection
leave the hall permanently after the When the time permitted for the examination
first 30 minutes or before the last 15 has passed, you will be given one extra
minutes of the examination minute to prepare your answer books for
collection.Examination Guide for Candidates | Page 10
Examination hall regulations (continued)
You must enter the following information on DO NOT take out of the hall any used
the front cover of your main answer book or unused answer books or restricted
and Examination Envelope in the boxes question papers
provided:
It is an examination offence to remove from
The number of answer books used the examination hall any used or unused
The question numbers answered in the answer books or other items of examination
order you attempted them stationery. If you remove your completed
answer books from the examination hall this
You must enter the following information on will constitute an examination offence and
all used answer books: your work will not be marked.
Candidate number
DO leave the hall quickly and quietly
Seat number
when told to do so by the supervisor
You must ensure all answer books, rough Remember to collect your valuables from the
work, question papers, MCQ cards and plastic wallet under your desk and place the
handouts must be placed inside the empty wallet on your desk before leaving the
Examinations Envelope. Do not place hall. Also remember to retrieve your bag,
reference books inside the envelope. coat and any other items left in the
designated storage area.
DO NOT write your name on any
answer books There may be longer duration examinations
taking place in the same hall or in
To ensure your anonymity is maintained you neighbouring rooms so please exit the hall
must not write your name on any of your quickly and quietly and do not loiter outside
answer books or materials you submit for the room or in other areas of the building.
marking under any circumstances. The hall
supervisor will be able to assist you if you
forget your candidate number on the day.
DO stop writing as soon as time is Emergency evacuation procedure
called, remaining silent in your seat In the event of an emergency, the hall
until all answer books have been
supervisor will tell you to leave all materials
collected on your desk and direct you to the nearest
When the end of the one minute allowance exit. Examination conditions will still apply
is announced you must stop writing so you must not speak to any other
immediately. It is an examination offence to candidates on any topic.
continue writing after the one minute
allowance has passed.
You must ensure your Examination
Envelope is ready for collection when time is
called.
You must not speak to other candidates
while the envelopes are being collected.Examination Guide for Candidates | Page 11
Examination offences
Examination irregularities such, constitutes plagiarism just as much as
UCL takes matters of examination does a single unacknowledged long
misconduct very seriously. The following quotation from a single source. Equally, if
are examples of actions that constitute you summarise another person's ideas,
examination offences: judgements, figures, diagrams or software, a
reference to that person in the text must be
Cheating, attempting to cheat or made and the work referred to must be
assisting someone else to cheat included in the bibliography.
Having unauthorised items on or under
your desk or about your person Recourse to the services of ‘ghost-writing’
agencies (for example in the preparation of
Writing before the start of the essays or reports) or of outside word-
examination or after the one minute processing agencies which offer ‘correction
allowance has passed or improvement of English’ is strictly
Writing notes on hands, arms or other forbidden, and if you make use of the
parts of the body services of such agencies you render
Leaving the hall unaccompanied or yourself liable for an academic penalty.
without permission
Use of unacknowledged information
Tampering with answer books, question
downloaded from the internet also
papers or other examination stationery
constitutes plagiarism.
Committing plagiarism or self-plagiarism
Causing a disturbance or disrupting the Where part of an examination consists of
examination process ‘take away’ papers, essays or other work
Annotating the Candidate Card Printout written in your own time, or a coursework
assessment, the work submitted must be
Anyone suspected of an examination your own.
offence will be reported to the UCL
authorities and may be called to appear For some assessments it is also illicit to
before an Examination Irregularities Panel. reproduce material which you have used in
Penalties for examination offences include, other work/assessment for your programme.
but are not limited to, formal reprimand, You should make yourself aware of your
disqualification from one or all examinations department's rules on ‘self-plagiarism’. If in
for the session, and exclusion from UCL on doubt, you should consult your personal
a temporary or permanent basis. tutor.
Plagiarism UCL uses Turnitin®, a sophisticated
Plagiarism is defined as the presentation of detection system, to scan work for evidence
another person's thoughts, words, artefacts of plagiarism. This system has access to
or software as though they were your own. billions of sources worldwide (websites,
journals, etc.) as well as work previously
Any quotation from the published or
submitted to UCL and other universities.
unpublished works of other persons must,
therefore, be clearly identified as such by Failure to observe any of the provisions of
being placed inside quotation marks, and this policy or of approved departmental
you should identify your sources as guidelines constitutes an examination
accurately and fully as possible. offence. Visit the UCL plagiarism website at
A series of short quotations from several https://www.ucl.ac.uk/students/exams-and-
different sources, if not clearly identified as assessments/plagiarism for further details.Examination Guide for Candidates | Page 12
What should I do if…?
I lose my UCL ID card? If you arrive after the normal end time for
the examination you will not be permitted to
You must report the loss of your card
sit the examination
immediately to Security Systems and they
will issue a replacement. Your passport or
driving licence with photograph can be used I’m unable to sit an examination?
as an alternative means of identification for A student who, through illness or other
your examinations if necessary. If you Extenuating Circumstances [EC], is
cannot provide an approved means of ID on prevented from attending an examination
the day you must sign an ID declaration form must submit an EC Claim Form. Further
and the examiner will be notified. information about EC provisions is available
in Chapter 4, Section 6 of the Academic
I lose my candidate number card? Manual.
A replacement can be obtained by logging
If a student is absent from an examination
into Portico under MyStudies. Your
without permission, or makes an attempt
candidate number will also be displayed on
that cannot be academically assessed, it will
Portico and your timetable but you may not
count as an attempt, the student will be
keep your timetable on your desk during
awarded a mark of zero, but will not be
examinations. A member of invigilation staff
deemed to have completed the assessment.
will be able to confirm your candidate
number on the day.
My examination performance is adversely
affected?
I arrive late for an examination?
If Extenuating Circumstances [EC] affect
If you are less than 30 minutes late you will
your performance at assessment, you must
be allowed into the hall to sit the
submit an EC Claim Form, together with
examination but you will forfeit any time
appropriate supporting evidence, as soon as
already elapsed. You should report to an
possible and no later than one week after
invigilator so that the time of your arrival can
the circumstance has taken place to your
be recorded and any instructions provided.
home department/faculty. Your student
handbook/Moodle specifies where EC
If you are more than 30 minutes late you
claims are to be submitted for your
will not be allowed into the hall but will be
department/faculty.
directed to your parent department
(intercollegiate candidates should go to the
Circumstances for which allowance has
appropriate teaching department). If the
already been made (e.g. extra time allowed
department agrees and the normal end time
for special assessment arrangements, or
for the examination has not yet passed, you
extension of a coursework deadline) should
may sit the examination but 30 minutes will
not be notified in this way. However, an
be deducted from the time allowed. You
acute episode or sudden worsening of a
must complete a declaration form indicating
long-term or chronic condition will be
why you arrived late and confirming that you
considered under the EC provisions.
have neither seen the question paper nor
been in contact with any candidates who
have already seen the paper.Examination Guide for Candidates | Page 13
General regulations
Students should read these general
regulations in conjunction with any faculty or Number of permitted attempts
programme specific derogations or
variations as detailed in Chapter 8 of the A student who, at their first entry, does not
Academic Manual or their departmental successfully complete summative
handbooks. assessment may re-enter for assessment on
one, and only one, more occasion unless
they have been awarded a degree, are
Unauthorised absence
eligible for the award of a degree or have
If a student is absent from an examination or been excluded from UCL on the grounds of
other form of assessment without academic insufficiency, or as a result of
permission, or although present at an misconduct.
examination, either does not attempt the
paper or attempts so little that it cannot be Re-sit marks
assessed, and provides no evidence of
extenuating circumstances, then the normal The higher of the marks achieved at the first
procedure is that the student is awarded a attempt or the re-sit attempt, whether of the
mark of zero for the missed/non-attempted original course unit or of substitute course
examination. In such cases students will not unit(s), will apply. Marks of re-taken or
be deemed to have completed the module. substitute course units will be included in the
calculation for the average mark for the year
in which the course unit(s) were originally
Re-assessment taken rather than in the year that they were
Students who fail or do not complete re-taken.
summative assessment at a first attempt are
expected to re-enter the examination at the Interruption of Study
next normal occasion, unless they have
graduated, been interrupted or have been Interruption of Study is for students who
suspended or withdrawn. Students who are require a temporary break from their studies
on a Study Abroad year at the time of the and plan to resume their studies at a future
next normal occasion will be re-examined date. Students who want to interrupt
during the late assessment period in the because of a disability, an illness of other
summer following their period of study Extenuating Circumstance should also
abroad. If a continuing student opts to retain consider the options available to them in
a failed mark rather than re-enter for an Chapter 4, Section 5: Reasonable
examination or other assessment, this will Adjustments and Chapter 4 Section 6:
be treated as a fail. If a continuing student Extenuating Circumstances. Applications for
opts not to re-enter but retains an absent, first interruptions of up to one calendar year
withdrawn or incomplete status for an require departmental/divisional and Faculty
assessment, graduation with a classified approval. Students enrolled on a flexible
award will not be possible. mode of study are not permitted to interrupt.
Applications for interruption should be made
in advance of the proposed interruption.
Further information is available in Chapter 1
Section 4.6 of the Academic Manual.Examination Guide for Candidates | Page 14
Results and official documentation
Release of examination results Degree certificates
Your official examination results will be All successful final year students will receive
made available for you to view via Portico. a degree certificate approximately 8-10
Please note that any information you receive weeks after the awards have been ratified by
from your department about your results will the UCL authorities.
be strictly provisional. Results are not
confirmed until they have been ratified by If you are a final year student, you must
the UCL authorities. update your contact address details via
Portico before leaving UCL to ensure your
It is expected that official undergraduate official documents are sent to the correct
results will be made available at the end of address. If you fail to update your address
July. The release of official postgraduate prior to the despatch of your documents you
examination results will depend upon when may be charged for the re-delivery cost.
each Board of Examiners’ meeting is held
and how soon after this the signed Board of Due to the volume of documents that need
Examiners’ Report Form is submitted to to be prepared and collated, it is not possible
Student Records. It is expected that the to offer a collection service for these items.
majority of postgraduate results will be made
available in November or December. Degree certificates are official documents
and UCL takes the issue and verification of
Procedures for dealing with students in these documents very seriously. You will
debt only be issued with one degree certificate so
it should be retained in a safe place. UCL
Students with a tuition fee debt to UCL will will not provide you with duplicates of your
receive a series of e-mail reminders via their degree certificate and will not automatically
UCL account, informing them of overdue issue you with a replacement should you
balances and warning of possible future lose the original.
sanctions. Continued non-payment will lead
to the withholding of access to selected Obtaining a statement of award
services and facilities (library, computer
access, building access) and may ultimately If you require official confirmation of your
result in a suspension of registration. Debtor award, prior to receipt of your certificate, you
status relating to outstanding tuition fees will can submit a request for a statement of
also affect a student’s ability to enrol, award, free of charge, by writing to
graduate or receive any official UCL studentstatus@ucl.ac.uk and providing your
documentation. Once the balance of full name, student number, date of birth,
overdue tuition fees has been settled in full, programme of study and the address to
a request is made for the sanctions to be which the statement should be sent.
lifted.
Students (current and former) are expected
to monitor their Portico accounts for details
of any tuition fee debts that might arise and
contact the Student Fees office with any
queries, concerns or issues at the earliest
opportunity.Examination Guide for Candidates | Page 15
Results and official documentation (continued)
Higher Education Achievement Report Academic Transcripts
All undergraduate students who enrolled for A transcript is an official document
the first time in or after the 2011-12 containing a full record of your confirmed
academic session (2012-13 for M.Pharm. academic performance.
students; 2015-16 for Institute of Education
students) will be eligible to receive a Higher You will be sent a final academic transcript
Education Achievement Report [HEAR] with with your degree certificate following
the exception of students registered on the successful completion of your degree
following programmes: programme.
M.B.,B.S If you are an affiliate student on an
Intercalated degrees exchange programme, your transcript will be
sent to your home institution as soon as your
Affiliate programmes
module results have been entered and
Certificate in Medicines Management for confirmed on Portico. If you are a non-
Pharmacy Technicians programme exchange affiliate student, your transcript
will be sent to you directly at your contact
A HEAR provides verified information about address as recorded on Portico.
your academic and significant non-degree
related achievements. If you are eligible to You may obtain additional final transcripts or
receive a HEAR you will be able to access it interim transcripts via the UCL online shop.
via Gradintel’s secure website at For further information, visit the UCL website
www.gradintel.com. HEARs are provided in (www.ucl.ac.uk/transcripts) or email
electronic format and cannot be printed by transcripts@ucl.ac.uk. Please note that
students. there is a charge for this service.
Access to and use of Gradintel services is
free for students. UCL has no access to any
information you may post to the Gradintel
website.
If you wish to share your HEAR with third
parties, such as prospective employers or
other higher education institutions, you can
do so by issuing the third party with a secure
token. Third parties who have been issued
with a token may view your verified HEAR
and print a copy, but it should be noted that
the printed version is no longer considered a
verified record.
Certified hard copies of your HEAR can be
requested via the UCL online shop. For
further information, visit the UCL website
(www.ucl.ac.uk/hear) or email
hear@ucl.ac.uk. Please note there is a
charge for this service.Examination Guide for Candidates | Page 16 Useful contacts Student Records This section is responsible for the co-ordination of UCL's central student record keeping function, from enrolment through to award, and consists of three teams; Undergraduate, Postgraduate Taught and Postgraduate Research. email: studentrecords@ucl.ac.uk for undergraduate and postgraduate taught student record and assessment related matters. reasearchdegrees@ucl.ac.uk for research student record and examination entry matters. transcripts@ucl.ac.uk for transcript and HEAR enquiries. Examinations This section is responsible for the organisation and delivery of UCL's Centrally managed examinations. email: examinations@ucl.ac.uk Tel: 020 7679 4126 (internal: 34126) -you can contact all Student Records and Examinations staff via our general telephone number. Student Website: https://www.ucl.ac.uk/students/exams-and-assessments Student Disability Services e: disability@ucl.ac.uk t: 020 7679 0100 (internal: 30100) w: www.ucl.ac.uk/disability Student Centre Ground Floor, Chadwick Building, Gower Street Campus WC1 e: studentstatus@ucl.ac.uk w: www.ucl.ac.uk/current-students/student-centre Security Systems Andrew Huxley Building, Gower Street Campus WC1 e: securitysystems@ucl.ac.uk t: 020 7679 3373 (internal: 33373) w: www.ucl.ac.uk/estates/security/systems/identity-cards ISD Service Desk Ground Floor, DMS Watson Library, Gower Street Campus WC1 e: servicedesk@ucl.ac.uk t: 020 7679 5000 (internal: 25000) w: http://www.ucl.ac.uk/isd/help Portico Helpdesk e: portico-services@ucl.ac.uk t: 020 7679 0637 (internal: 30637) w: www.ucl.ac.uk/srs/portico/helpdesk
Examination Guide for Candidates | Page 17
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