Guidelines for Conducting Exams at KFUPM

In order to maintain the high academic standards within our University, these guidelines for conducting examinations are written to help prevent as well as to manage incidences of exam-related misconducts. In this regard the responsibilities of chairmen, instructors and students are clearly spelled out as follows:

Chairmen:
1. Ensure that all faculty are implementing the University examination regulations.
2. Assist instructors and coordinators in getting the right number of proctors.
3. Take full responsibility to follow up cases of exam-related misconducts with the administration.

Proctors:
1. Be familiar with and implement the University examination rules and regulations.
2. Provide all needed instructions to students at the beginning of the exam period such as clarifications, complementary information and related issues.
3. Circulate throughout the exam room during the examination period and avoid performing unrelated activities during the exam time such as reading, grading, using PC or laptop …etc.
4. Verify the identity of each students in the exam hall.
5. Not to allow students carry unauthorized material to the exam hall such as mobile phones.
6. Investigate with care and resolve immediately any suspicious student activity to prevent it from developing into a case of academic misconduct, and discretely collect enough evidence before any action is taken.
7. Write a brief report containing enough details about any cheating (or other type of) incident and submit it to the course coordinator or chairman of the department at most two days after the event.
8. Not to leave the exam hall unattended for any reason.
9. Not to allow students enter the exam hall after 30 min from the starting time of the exam or leave the exam hall less than 30 min after the start of the exam.

Instructors:
Bear all responsibilities assigned to proctors.
2. Safeguard the exam material prior to the examination.
3. Fix the major exam dates and times, whenever possible, from the start of the semester and include them in the course syllabus. In case of unavoidable changes the exam dates should be announced at least two weeks ahead of time.
4. Stick to the announced major exam dates unless changes are agreed upon by all students according to University regulations.
5. Provide all needed instructions to students prior to the exam period such as exam date, time ( avoiding prayer time ), duration, location, allowed material and related issues.
6. For large classes that require multi-proctors, the instructor will play the role of a coordinator and hence shares his responsibilities.
7. Arrange for room reservation and assure that the allocated room and sittings are suitable to the corresponding student number. It is recommended that the number of students be always less than half the regular number of seats in the exam room. In case this condition is difficult to meet then a multi version of the exam must be used.
8. Avoid giving exams identical to those of previous years or giving identical exams to two different sections at different times during the same semester.
9. Provide a formula sheet whenever needed and Not to allow the usage of student own prepared formula sheet unless it is verified by the instructor prior to the exam.
10. Schedule major exams during class time whenever possible. Exams conducted outside the class time may substitute a regular class meeting period.
11. Provided that the instructor allows for make up exams, it is recommended to arrange for make-up exams, for students with justified reasons, within two weeks from the actual exam date.

Coordinators:
1. Bear all responsibilities assigned to instructors.
2. Arrange for all necessary room reservations.
3. In case gymnasiums or multipurpose auditoriums are being used, check with the relevant section of the maintenance department about its readiness on the exam date.
4. Determine the necessary number of proctors and inform the chairman about this need at least two weeks prior to the exam date.
5. Distribute the common exam papers to all instructors no more than one hour prior to the exam.
6. Assign the right number of proctors (with one lead proctor) commensurate with the room and student size. It is recommended to assign, on average, one proctor for each thirty students.
7. When examinations are administered in more than one room, the course coordinator (along with his assistant, if any) should act as a roving proctor, circulating between rooms in order to insure that exam regulations are followed and that careful proctoring measure are being adapted.
8. Make sure that proctors do not talk to each other unless absolutely needed during the exam.
9. Have full responsibility for any suspected academic misconduct which should be brought to his attention and a written report should be submitted to the Chairman.

Students:
1. Bring along the University identification card to the exam hall.
2. Have a clear understanding of the meaning of cheating and its consequences as stated in the University Study and Examinations Regulations Article.38 “Cheating, or attempting to cheat, or violating instructions and examination regulations shall render the offender subject to punishment in accordance with the student disciplinary rules as issued by the University Council” along with its implementation rules.
3. Avoid wearing any suspicious clothing, unless necessary, during exams such as hats, abnormal clothing ...etc during exams.
4. Avoid carrying unauthorized material to the exam hall such as mobile phones.
5. Bring all necessary material/tools which have been announced by the instructor prior to the exam and not to share any of his belongings (calculator, pen, pencil…etc.) with other students.
6. Adhere to all KFUPM and instructor examination rules.
7. Be cooperative with Instructor and Proctors and follow their instructions.