1. On-Campus Exams
  2. Off-Campus Exams
  3. Process for Paul Menton Centre (PMC) students writing CUOL midterms
    1. Local PMC students
    2. Off-campus PMC students
  4. Instructors’ frequently asked questions
  5. Distance Students’ Frequently Asked Questions

The staff at CUOL will work with you to arrange and administer the “unofficial” midterm exams for Web-Based CUOL courses if needed, and for both the on-campus section and the online (off-campus) section of your recorded course. To maintain the integrity of the exam process and eliminate the need to develop two versions of exams, both in-class and CUOL section students will sit these midterms simultaneously.

For full credit courses (1.0), Scheduling and Examination Services (SES) schedules all “official” fall, winter and summer midterms and finals.

On-Campus Exams

A significant number of on-campus midterm exams are arranged in an extremely short period of time, and students without seats in on-campus sections are being tested at the same time. Therefore, exams will be scheduled on Friday evenings, Saturdays and/or Sundays. CUOL staff will reserve rooms and arrange for proctors.

Book exam dates early to avoid conflicts. Contact the CUOL exam coordinator to arrange dates for “unofficial” midterms.

Exams and exam booklets

Academic departments who offer CUOL courses with unofficially scheduled midterms are expected to photocopy exams for both the on-campus and video section of the course. If exam booklets are required for an “unofficial” midterm, it is you and your department’s responsibility to provide them.

The “unofficial” exam policy

The midterm exam policy for CUOL states: All students are expected to write their midterm exams on the scheduled date and time. The only exception to this rule is a death in the family (documented by a death certificate) or for medical reasons (documented by a medical certificate). CUOL instructors have the option of making exceptions to this policy and must notify CUOL to this effect. CUOL offers proctored space where students with approved deferrals may write their exams within a set period of time shortly after the original date. Other than this, instructors may assume responsibility for deferred exam arrangements.

Students requesting a deferral who are registered with the Paul Menton Centre (PMC) must work directly with the instructor and McIntyre Exam Centre to schedule a deferral. CUOL does not arrange deferrals for PMC students.

Please note: Students who re-locate at the end of the academic term, prior to writing their final exam, do not qualify for off-campus examination arrangements provided to CUOL section students.

Off-Campus Exams

Off-campus examination services are available only to eligible distance students. Distance students living 100 km or more away from campus are eligible to apply for distance exams. All other students are expected to come to campus to write examinations.

The deadline to apply through CUOL’s website for off-campus exams usually coincides with the last day for course registration. There is a charge per course for this service, which varies according to the location of he student. These charges are listed on our Fees and Deadlines page.

Students are expected to write off-campus examinations on the same day as on-campus students, but may write at any time on that day. In order to accommodate proctors who may not always be available during the on-campus time, some off-campus exams may be written on another day with the written permission of the instructor. However, every effort is made to ensure the integrity of the off-campus examination process.

A list of distance students writing examinations off-campus will be sent to instructors prior to each examination date. Completed examinations for these students are returned directly to CUOL by courier and will be delivered to the department immediately after receipt.

Proctors

Students are expected to provide a suitable proctor to invigilate their off-campus examinations. A suitable proctor is someone currently employed full-time in an academic or administrative capacity in a university, college, school or library. Students and proctors may not be related in any way and may not reside at the same address.

The suitability of each proctor is verified prior to the dispatch of examinations.

Please send a copy of your examination to the CUOL office in room D299 Loeb two weeks prior to each examination date to allow time for preparation of the examination packages and their delivery to proctors. Indicate the duration of the exam and any specific exam instructions on the cover page.

Missed examinations

Students are advised to re-confirm the off-campus examination arrangement with their proctor one week prior to each test or examination date. Tests or examinations missed due to a miscommunication between student and proctor will result in a “no-show” (failure to write).

Makeup examinations

Distance students are expected to be available to write all tests and examinations as scheduled by the university. The midterm exam policy for CUOL states: All students are expected to write their midterm exams on the scheduled date and time. The only exception to this rule is a death in the family (documented by a death certificate) or for medical reasons (documented by a medical certificate). CUOL instructors have the option of making exceptions to this policy and must notify CUOL to this effect. CUOL will work with the student and proctor to arrange an alternate date within the approved time period. This is subject to the university’s rules concerning exam periods.

Process for Paul Menton Centre (PMC) students writing CUOL midterms

Local PMC students

Course instructors are responsible for providing accommodation for all informal or in-class scheduled midterm exams. CUOL provides support for CUOL instructors by working with the McIntyre Exam Centre (MEC) to co-ordinate exam accommodations for PMC students registered in either in-class or CUOL sections of online courses.

PMC students are advised to contact PMC to request an electronic “Letter of Accommodation” to be emailed to the course instructor at least two weeks before the first midterm exam to allow adequate time for the McIntyre Exam Centre to coordinate these accommodation arrangements. If students adhere to the minimum two week deadline, they should expect to receive an email confirmation from CUOL one week prior to the midterm date.

Please direct students to PMC (613-520-6608) or the CUOL exam coordinator (613-520-2600, ext. 2194) if they have any questions about their CUOL midterm accommodation arrangements.

Requests for assistance for officially scheduled exams should go directly through Scheduling and Examination Services (SES).

Off-campus PMC students

Off-campus PMC students requiring accommodation for their CUOL midterm and final exams are advised to contact PMC to request a “Letter of Accommodation” to be emailed to the course instructor in a timely manner, and apply for off-campus exam services online via the distance exam application. Students should select the checkbox to identify themselves as being registered with the PMC on the form to be sure to receive their accommodations. The CUOL exam coordinator is usually copied on this email and works closely with students to ensure that a proctor is available and that appropriate accommodation will be provided.

Contact information

Paul Menton Centre for Students with Disabilities
501 University Centre
Tel: 613-520-6608
TTY: 613-520-3995
Email: pmc@carleton.ca

Please visit the PMC website for more exam-related information for instructors. If you have questions or concerns about a particular student’s accommodation, please contact his or her PMC coordinator.

Instructors’ frequently asked questions

To help simplify the examination process for both students and instructors, CUOL has compiled some FAQs that come up each term. You may wish to communicate these points to your students via cuLearn and/or your course outline.

Distance Students’ Frequently Asked Questions

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