For UCL University College
Effective 31 August 2016 and applies for all programmes started this date or later.
This document contains general regulations in connection with exams at UCL. “Examination Regulations” is based on the current ministerial order on examinations: Ministerial Order no. 1046 of 30 June 2016 on examinations for vocational further educational programmes.
The purpose of “Examination Regulations” is to ensure that the Academy students are well-informed about the rules relating to the exam procedures at UCL.
The purpose of the exams is to document the extent to which the student meets the academic goals set for the programme according to the curriculum.
The curriculum for each programme specifies which tests or exams are included in the programme. For rules about when exams are held, types of exams, etc. please refer to the individual programme curricula and examination information on Fronter. The curricula are available on the Academy's website. A student must apply for dispensation if the student wants to undertake exams on other terms than those, which are described in the Curriculum. The student must send an application for dispensation to firstname.lastname@example.org. Read more about applying for dispensation on the website of UCL.
Admission to exams
Registration for exams takes place while registering for a semester, a course, etc. Thus, the student is automatically registered for the exams that are applicable to the class that the student is enrolled. Exams and conditions for sitting the exams are specified in the curriculum. Date, time and order appear in the examination information on Fronter. Normally, it is not possible to study in the same semester more than once. If a student wants to re-take a semester, the student must make an application for dispensation to email@example.com.
A student can be registered three times for the same exam. If an exam passes, it may not be retaken. If there are several sub-exams in an exam, the sub-exams that do not pass may not be retaken if the overall exam passes, unless stated otherwise in the programme curriculum. Failure to attend an exam counts as an attempt. This, however, does not apply if the student is unable to attend the exam due to documented illness. See the paragraph “Illness.”
If the student is unable to attend an exam due to illness, the student must notify the Academy Study Administration within 2 days of the examination. If a student falls ill during the examination itself, the student must notify a supervisor or examiner before interrupting the exam.
If a doctor’s certificate is submitted, the exam will not count as an attempt. The student must cover any costs for the doctor’s certificate, which shall be submitted to the Study Administration no later than one week after the examination. If the student despite ill health completes an exam, it counts as an attempt.
If the student falls ill during his/her internship or while working on his/her final exam project, the student must inform the company and supervisor immediately. If the student wishes to extend the period of the internship/the project due to illness the Academy may – in response to a written application – grant an extension of the period equal to the period the student has been on sick leave. Application for exemption shall be sent to firstname.lastname@example.org. The student will receive a reply in writing.
Any prerequisites for fulfilling the right to sit an exam, such as completing assignments or projects, etc., will appear in the curriculum.
The student must arrive at the latest:
- 15 minutes before a written exam
- 30 minutes before an oral exam
The above rules apply unless otherwise stated in the curriculum.
Types of exams
The exams shall be organized in order to document the level of performance in relation to the essential objectives and requirements of the programme. The Academy sets test assignments unless otherwise specified in the ministerial order for each programme. Institutions that offer identical programmes can set assignments that are common to the institutions. The Academy must make students familiar with the objectives and requirements that are essential for the exams; the Academy also determines the specific types of exams for each exam in the curriculum.
In general, all oral exams are public, but specific circumstances, including the interest of the student or the interest of a company’s confidential information, may warrant that the exam be closed to the public. Oral examinations may extend over several days. Exam dates appear in the exam information on Fronter.
For individual oral examinations held following a group project, students must not be present in the examination room before their individual oral examination.
Written examinations are always individual. In cases where more students than one have carried out a written assignment, individual assessment can only be made if each student’s individual work can be verified. The curriculum sets the rules for individual verification.
All written exams shall be submitted via Wiseflow, and only the material that is to be assessed should be submitted. When handing in a paper, the student must confirm by signature, which may be digital, that the paper has been completed without undue assistance.
Students must present a student ID before beginning an exam and at written exams, the ID must be visible during the exam. A driver’s license, passport or other ID with a photo and civil registration number (CPR number) can be used for identification if the student has forgotten his/her student ID.
If the student has no photo ID, the following options may apply:
- If it is possible to obtain photo ID before the exam begins, this must be done
- Alternatively, the student must sign a solemn declaration that the person is who he/she says he/she is
The exam can only be assessed after the student has legitimized himself/herself with a student ID or other photo ID to the Study Administration. This must be done within 2 days of the exam date.
Use of aids
Unless otherwise specified in the curriculum, all aids, including electronic aids, are allowed during exams.
UCL may establish restrictions in access to the use of electronic aids for capacity reasons.
During the exam
The student may not make contact with anyone in or outside of the examination room during the exam.
Contacting the proctors - for example, to get more paper or go to the toilet - is done by show of hands. Smoking is not permitted during the exam.
An exam commences when the distribution of assignments has been made, when preparation material or assignment title have been distributed to the student, or when the student has been made familiar with the assignment.
A student who is late for a written exam may only participate if the Academy deems it out of the question that the student has received any information about the exam, and that the delay is reasonably justified.
The exam period can only be extended under unusual circumstances.
A student who is late for an oral examination can be offered to be tested later if the examiner and external examiner deems that the delay is reasonably justified.
If a student exhibits disruptive behaviour, the Academy may exclude the offender from the exam. In less serious cases, the Academy will issue a warning.
Cheating and use of own or others’ work 'plagiarism'
If a student gives or receives undue assistance during the exam, or uses aids that are not permitted, the student will be expelled from the exam. If during or after an exam there is any suspicion that a student has unlawfully acquired or given help, used another's work as his own or used previously assessed own material without reference, this will be reported. If the suspicion is confirmed, the student will be expelled from the exam, the paper cannot be included for assessment, and it will be considered an exam attempt.
If a student makes contact with anyone other than the exam proctors during the exam, the student will be expelled from the exam, the paper will be rejected and it will be considered an exam attempt.
Language used in the exam
Usually, exams are taken in the language in which they are taught. Exams held in Danish may be taken in Swedish or Norwegian instead of Danish, unless the objective of the exam is to test the student’s proficiency in Danish.
There can be exceptions to the language used in exams, which will be specified in the curriculum.
The Academy offers special conditions for exams to students who are physically or mentally impaired, or to students with other challenges such as dyslexia, and students whose mother tongue is not Danish, if the Academy deems it necessary in order for the students to be treated equally in the exam situation.
This does not affect the level of the examination.
If a student needs special conditions for the exam, the student must contact the student counsellor at least 4 weeks before the exam. When applying for special conditions, such as more time for the exam, the student must document the need in the application.
Special rules apply to students under the SPS (Special Educational Support) scheme. In order that they can be tested at the same academic level as other students, they may need special equipment or conditions. They must have approval for the aids they - in addition to the aids permitted - need. For example, a dyslexic student in special cases can obtain exam questions in electronic form and can submit answers electronically. When an assignment is distributed in electronic form to the student, so that auxiliary programs can be utilized, it is considered additional help. The assignment the student must address is the same as the one that is distributed on paper to all participants in the exam. The student must contact the student counsellor at least 4 weeks before the exam to apply for the use of special equipment or conditions.
Errors and omissions in exams
If the Academy becomes aware of any errors or omissions in an exam that can be remedied, the head of department, possibly after discussion with the exam assessors or examiners, makes a decision on how to address the problem.
If the errors and omissions are significant, the Academy will offer reassessment or re-examination. The offer stands for all students whose exams suffer from the same errors and omissions. Particularly serious errors and omissions can result in the head of department deciding to cancel already held exams and holding a re-examination. Reassessment for an existing exam cannot result in a lower mark. Re-exams, held due to the cancellation of the original exam, can result in a lower mark.
Exams are assessed either internally or externally as described in the curriculum. In exams with internal assessment, one or more teachers appointed by the Academy (the examiner) carry out the assessment. In tests with external assessment, assessment is carried out by the examiner and one or more external examiners appointed by the Board of Higher Education.
In the assessment of the final project and the BA project, in addition to the academic content, emphasis is also placed on the student's writing and spelling skills. The Academy may grant exception for students who can document a relevant and specific handicap. Applications for exemption must be sent to email@example.com within 4 weeks before the exam. According to the curriculum, spelling and writing skills form part of the overall assessment of performance, but the academic content will be weighted most heavily. Ability to spell and write can be included in the assessment of other tests, in which case this will appear in the curriculum.
The Study Administration will publish results from written exams in Wiseflow within 4 weeks after the exam. Result information will not be given over the telephone. Students will receive notice via Fronter if the 4-week deadline cannot be kept.
Results of oral exams will be given to the student directly after the exam and will be issued on Wiseflow within 4 weeks following the exam.
The student has the copyright to products that appear as the result of the exam in accordance with the rules of the Copyright Act. The student also has ownership of these products subject to payment of any costs of materials used in the exam. If students do not gain property rights within two months after the issue of the assessment, title will be passed to the Academy.
If the exam involves parties outside the institution, a prior agreement between the Academy, the student and the third party must be made regarding the extent to which, with respect to existing copyright rules, they may be entitled to use the results obtained as part of the exam. Also, an agreement should be made about whether or not information concerning the third party that appears in the exam solution, shall be made public.
Violation of the “Examination Regulations”
If the examination regulations are violated, the Academy head of department may decide that expulsion applies to all other exams for the term.
UCL, under aggravating circumstances, can decide that the student be expelled for a lengthy period of time. In such cases, a written warning is issued stating that any reoccurrences can lead to permanent expulsion.
Aggravating circumstances would be the case if the student violates the rules several times, or the student submits a paper that the student has not written him/herself.
Expulsion means that any grade for the exam is void, and that the student has used an attempt.
Complaints and appeals
The student must submit complaints about exams individually to the Academy.
A complaint must be written and substantiated, and be sent to firstname.lastname@example.org within 2 weeks after the assessment of the exam is announced in the usual way. The Academy can waive the deadline where exceptional circumstances apply. This can be done by sending a written application for exemption to email@example.com.
The complaint may concern:
- the basis for the exam, including questions, assignments, etc. and its relationship to the objectives and requirements of the programme,
- the course of the exam or
- the assessment
For the purposes of the appeal, the student upon request must receive a copy of the assignment and for written exams, a copy of their own paper.
The student can continue studying pending his/her appeal except where otherwise specified in the ministerial order.
The Academy shall immediately refer the complaint to the original examiners who have a period of usually 2 weeks to issue an opinion. Assessors comment on the technical issues in the complaint. The complainant should be given the opportunity to comment on the statements usually within 1 week. The Academy makes the decision on the complaint on the basis of the assessors' professional opinion and the complainant's comments.
The decision, which must be written and substantiated, can be:
- the offer of a new assessment (reassessment), though not for oral exams
- a new examination (re-examination), or
- rejection of the complainant’s appeal
Only when the examiners agree, can the Academy reject a complainant’s appeal. The Academy shall immediately notify the complainant and the assessors of the decision. If the decision is the offer of an individual reassessment or re-examination, the complainant must be informed that re-assessment or re-examinations can result in a lower grade.
If the offer of reassessment or re-examination is accepted, and the diploma has been already issued, the Academy Study Administration must withdraw the diploma until the assessment is available and a new one may be issued. Upon re-examination and reassessment, new assessors are appointed. Reassessment or re-examination must take place as soon as possible. Reassessment or re-examination can result in a lower grade.
Appeal against decision of complaint
The student may bring the Academy's decision regarding academic questions before an Appeals Board set up by the Academy, which makes the final decision.
The complainant submits the complaint to the Academy. The complaint must be written and substantiated. The complaint must be submitted within 2 weeks after the complainant has been informed of the Academy’s decision.
The Appeals Board consists of two external examiners, a qualified teacher and a student representative of the subject area. The president of the external examiners’ committee shall appoint the two examiners. The president shall appoint one of the external examiners as chairperson of the Appeals Board. The president may appoint himself as an examiner or chairperson. The Academy appoints the qualified teacher and the student at the request of the Examination Secretariat.
For the Appeals Board to form a quorum all the members must participate in its discussions and all the documents must be sent to all members. The discussion can take place in writing, including electronically, if there is consensus among the board members on written treatment. If no agreement can be reached in the Appeals Board, the discussion is terminated at a meeting in which all board members must be present. The discussion ends with a vote, and if there is a tie, the chairperson shall have the casting vote.
The Appeals Board’s decision, which must be written and substantiated, can be:
- the offer of a reassessment by new assessors, though not for oral exams
- the offer of a re-examination with new assessors, or
- rejection of the complainant’s appeal
The Appeals Board communicates its decision to the Academy as soon as possible; for winter exams within 2 months and summer exams within 3 months after the appeal was lodged with the Academy.
If the appeal cannot be processed before deadline, the Academy must as soon as possible inform the complainant thereof, stating the reasons for and information of when the appeal is expected to be processed.
The academy informs the complainant as soon as possible about the decision, and sends the examiners a copy of the decision of the appeal. If the decision is the offer of reassessment or re-examination, the complainant must be informed that reassessment or re-examination can result in a lower grade.
Implementation and transitional provisions
”Examination Regulations” has been prepared, as mentioned above, in accordance with this text on www.retsinformation.dk on examinations for vocational further educational programmes and is effective for exams begun 1 September 2016 or later.