Final Exam Policies

As per University policy (found here), a final exam is to be held in all undergraduate courses except where departure from this arrangement has been authorized by Dean or Dean’s Delegate(s), with delegated authority from Faculty Council.

The Faculty of Education has a Final Exam Exemption Procedure for Courses in the Faculty of Education. This procedure has been created to ensure that instructors in our Faculty can continue to select the appropriate final assessment for their course and so that the faculty can systematically collect final exam exemption information. Exemptions for a format in lieu of a final exam or for a change in weighting will be authorized and monitored by the Dean or Dean’s Delegate(s), as approved by the Education Faculty Council on June 25, 2024.

When an instructor or group of instructors identifies the need to alter a final exam in a way that falls under a change in format or weighting, then an request for exemption can be requested. Here are the steps:

Identify Type of Final Exam Exemption

An exemption can be requested from one or more of the following final exam regulations that are stipulated by the University:

1. A format for a final assessment other than a final exam (i.e., format in lieu of a final exam);

2. A weighting of a final exam below 30% or above 70%.

Requesting a Final Exam Exemption

Multi-section courses are encouraged to come to a consensus on how, specifically, the final assessment for the course will differ from the University regulations on final exams and how the exemption fits with the course objectives. When necessary, the Subject/Course Coordinator’s role is to facilitate a collegial and collaborative discussion with the area’s instructors, contribute pedagogical and academic expertise, and coordinate the exemption request.

The Subject/Course Coordinator will collect relevant information and documents. The following will be required:

1. course outline (draft or previous)

2. confirmation instructors in area were consulted

3. the specific exemption (alternate format or weighting)

4. a brief rationale inclusive of how it aligns with course objectives.

Exemption requests will be submitted using the Final Exam Exemption Form (see Forms & Documents).

Deadlines for Exemption Requests

Normally, exemption requests will be accepted on an ongoing basis. However, to facilitate course outline development and review, the application deadlines are set as follows:

• Spring courses: March 15

• Summer courses: May 15

• Fall courses: July 15

• Winter courses: November 15

Authorization of Exemption Requests

Once a Final Exam Exemption Request Form is received, the Dean or Dean’s Delegate(s) will consider the request and make one of the following decisions:

• Authorize

• Request additional information for further consideration

Authorization will be based on submission of all the required information and the default is to approve the request. The Dean or Dean’s Delegate(s) will confirm that authorization has been given to the Instructor and/or Subject/Course Coordinator. The confirmation will be provided as soon as possible. The Subject/Course Coordinator will be encouraged to share any final exam exemptions and additional information with course instructor(s) at the time of the decision and at the start of subsequent new terms.

Reminders for Exemptions

Given the type of exemption authorized, additional information will be communicated to the Subject/Course Coordinator in the authorization notification. They will coordinate communication to the instructional group/area. Information may include, but is not limited to, the following:

Communication process to course instructor(s)

• Due date for the final exam/assessment

• Individual student accommodations still apply

• Length of exemption (5 years is standard)

• Addressing student concerns – missed final assessments and/or reappraisals

• Due date for final grade submission

• Course outlines match exemption authorization

Weighting

Final exams must be worth a minimum of 30% to a maximum of 70%. Multi-section courses are to have identical weighting for final examinations and final assessments (in courses without final exams). The remaining weight should be assigned to term work. In multi-section courses, it is strongly recommended that there is consistency in number and weighting of assignments for term work.

Scheduling

Final exams for 13 week courses must be written on the date and time slot scheduled in BearTracks and on the University Website. The final exam schedule for daytime classes is available to instructors and students once the course schedule is published. Exam schedule at: Exam Schedules. Individual instructors may not reschedule final exam times that are published on the Exam Schedules website (set by the Registrar’s Office) or as set out on the Important Dates and Deadlines page, regardless of student requests.

Final exams for IPT (8 week) and APT (4 week) condensed courses must follow the faculty scheduled exam dates (see Important Dates and Deadlines for the dates and times). The examination period is short for final exams in the IPT and APT terms. Students occasionally encounter conflicts in their initial exam schedule during the IPT and APT terms. When this happens, the student should contact the instructor who should notify the Undergraduate Coordinator (See contact list) immediately so the issues can be addressed.

For courses with a final exam exemption, the final assignment (in whatever format) must be due on the date and time slot schedule in BearTracks/University Website for 13 week courses or the Faculty-set days in Important Dates and Deadlines for IPT and APT condensed courses.

Marking

Final exams or final assessments must be marked by the course instructor, unless the Dean of the Faculty has authorized another person to mark the final exams/assessments. This means that final exams/assessments cannot be given to teaching assistants or others – except where the instructor has applied for and has been granted authorization by the Dean.

Final exam or final assessment marking must be prioritized at the end of the term. Regardless of type (exam or assessment), they must be marked in time to submit final grades within five working days of the due date.

Retention

Students' final exam need to be retained for a minimum of six months after the deadline for reappraisal and grade appeals has passed (UAPPOL Grading Procedure). Faculty members and continuing academic teaching staff may choose to securely store digital and non-digital final exams. They must be deleted or shredded after that time. For instructors who will no longer be at the University of Alberta, final exams should be handed into the Faculty Office in 551 Ed South.

Use the following headers on final exams. (This is also a requirement for the Exam Registry.) 

• Course Name 

• Course Number 

• Section 

• Type: Final, Midterm, Quiz, Term Exam, Sample Questions, etc. 

• Date: Month/Year 

• Professor(s) Surname and First Initial 

• Indicate if it is a consolidated/common exam 

When you submit the final grades and final examinations at the end of the term, you must also submit a copy of the final examination along with the key you used to mark it to edcourol@ualberta.ca. This is particularly important in case of a later appeal.  

Instructors are required to provide students access to past or representative final exams to support students’ preparation and understand the instructor’s expectations. The representative material can either be provided to the Students’ Union Exam Registry or posted on the course’s Canvas site. Please see the Access to Evaluative Course Material Procedure for more details.

In the 2024/2025 academic year, the University of Alberta increased to three final exam sittings in one day. When students are scheduled to write three final exams within four consecutive exam sittings, they are eligible to apply for one of those exams to be rescheduled. Details of this policy are contained within the UAPPOL Exam Rescheduling Procedure. If students have questions about the process, you can direct them to the webpage, Exam Rescheduling for Students.

Information for instructors is found on the webpage, Exam Rescheduling for Instructors. A rescheduled exam may have implications for submitting a class' final grades. Please follow these guidelines:

1. If a student writes the rescheduled exam and you have time to mark it before final grades are due (5 working days), please include the student's final exam score (and thus, final letter grade) with the rest of the class.

2. If a student writes the rescheduled exam after your final grades are due, do not hold up submission for the rest of the class. Instead, leave the final exam score blank in your spreadsheet and assign an IN (incomplete) grade following our Faculty's incomplete grade process. Once the student has written the exam, submit a change of grade.

Generally when a scheduled final examination is not held at the scheduled time, it will be rescheduled. The following dates are suggested for rescheduled final examinations: 

• Fall Term: 1st Saturday after classes commence in January 

• Winter Term: 1st day available (if not a Sunday) following the completion of scheduled final examinations (including consolidated examinations)

• Spring and Summer Terms: 1st Saturday after the term ends

The Exam Disruption Protocol is available online:

• Protocol for Emergency Evacuations during Examinations and Procedures for Examinations Not Held

Cheating on an examination is a type of academic misconduct that falls under the Student Academic Integrity Policy. Thus, addressing cheating through a Non-disciplinary Accountability Option our Disciplinary Complaint Process route follows the steps above. With an online proctored exam that utilize Respondus, an instructor can review the report provided and identify a suspicion of cheating after the exam ends.

However, with in-person exams, instructors may notice suspicious behaviour during the examination time. Here are guidelines on how to address the situation at the time, if the exam is held during regular office hours:

1. Send another student up to the Faculty Office (Room 551 Education South) to request that a Faculty Administration Manager come to your classroom to assist with suspected exam cheating.

2. Approach the student immediately -- do not wait until the examination is finished because the student might suppress the evidence in the interim or other students may see what is going on and become agitated because nothing is being immediately done.

3. Confiscate the student’s examination paper and any other hard evidence that might serve as proof that the student was cheating on the exam. Quietly ask the student to step into the hallway with you.

4. Accompany the student to the Faculty Office (Room 551 Education South) and ask someone in the Faculty Office to witness your allegation against the student before confronting the student. If this is not possible, notify the student in the hallway that you have evidence of them cheating on the exam.

5. Advise the student that you will submit a student academic integrity case that will be investigated by the Faculty. Ask the student to quietly leave and that you will follow up with any necessary next steps by email.

If there is any escalation of the situation, you can also contact Campus Security (780-492-5050) for assistance.

The location of your final exam will be posted in BearTracks under your exam schedule for regular term courses. For APT- and IPT-length courses, it is listed in the Important Dates and Deadlines documents. If the location needs to be changed for any reason, contact the Undergraduate Coordinator or Faculty Course Administrator (See contact list). Do NOT change the location on your own. 

Prior to any examination, students should be made aware of permitted references and aids: only those items specifically authorized by the instructor may be brought into the exam facility. The use of unauthorized personal listening, communication, recording, photographic and/or computational devices is strictly prohibited. Such devices must be turned off and stowed. 

1. Before the examination begins, organize furniture in the classroom so as to reduce chances of students inadvertently or deliberately looking at other students’ papers. 

2. If instructions are needed prior to the exam, provide them in writing to students. 

3. Inform students about how to get your attention if they should need help or assistance and where they should hand in their exam papers. 

4. Move around the classroom periodically. 

5. For visual acuity, sit or stand at the back of the room. 

6. When the signal is given to end the exam, students shall promptly hand in their exam papers and answer sheets to the exam supervisor or marks shall be deducted. 

All students must write final exams during the scheduled exam period unless they receive approval from Education Student Services (ESS) for a deferred exam. ESS may grant deferred examinations to a student who is prevented by illness, domestic affliction or other circumstances (including religious convictions). A deferred exam will not be approved if a student has completed less than half of the assigned term work.

Do not make individual deals with students to grant a deferred exam no matter how heart rending their concern may appear. When instructors try to use their subjective judgement on deferrals, inequities emerge in terms of how various issues are handled. Further, the centralization of consent for deferral in Education Student Services ensures that 1) the student can be directly introduced to sources of emotional support where necessary, and 2) the terms of the deferral are explicit. Finally, where necessary, the Associate Dean Academic & Student Experience can verify the claim of the student.

All students must apply for a deferred exam through ESS, no later than 2 working days following the scheduled exam. The only exception is for religious beliefs, where students are required to apply for a deferred exam through ESS within the first two weeks of Fall or Winter terms or within the first three days of Spring or Summer terms. Students should be directed to Education Student Services for a deferred examination application. Applications must be accompanied by documentation to be considered for approval. The Associate Dean Undergraduate Programs will review the application and decide if the deferral is appropriate. Instructors will be informed whether a deferred exam has been granted.

The date of the deferred final exam must be included in course outlines.  For all undergraduate courses, the deferred final exam dates are:

Fall 2025 Term

APT courses: October 16 - October 30, 2025
IPT courses: November 17 - December 1, 2025
Regular term: January 5 - January 19, 2026

Winter 2026 Term

APT courses: February 19 - March 5, 2026
IPT courses: March 20 - April 2, 2026
Regular term: May 11 - May 25, 2026

Spring & Summer 2026 Terms

Instructors set a date and time, a minimum of two weeks after the final examination date and a maximum of four weeks after the final examination.

Instructors should set a date and start time when they are available to supervise the examination writing. This date and time should be included on the course outline and be confirmed with a student when their deferred examination is approved. If the set time conflicts with a student's university course or practicum time, the instructor and student should set a different date/time within the above stated date ranges that does not result in a conflict. In particular, instructors in the APT and IPT terms should consult their Important Dates and Deadlines document for field experience dates. Contact the Undergraduate Coordinator if you need assistance with finding a room to hold the deferred exam.

What to do after a student contacts you to let you know that they will miss or have missed the final exam:

1. Have the student read the information and instructions on the ESS page, here. 

2. The student will need to complete the form that can be found here - Request for a Deferred Final Exam

3. Put the deferred exam date on your calendar so you don’t forget.

4. Include a grade of “0” (zero) for the final exam for this student and calculate the final marks as usual and, when uploading the class marks, include the code “1” beside the letter grade in BearTracks.

5. After the exam has been written, mark the exam. Recalculate the student’s final grade.

6. Use the Submit a Change of Grade instructions to officially change the student's final grade. A change of grade should be submitted within 5 days of the deferred exam writing.

7. Note: If the student does not show up for the deferred exam, they must apply through ESS for another deferral. If they do not or a second deferral is not approved, leave the mark as "0."

If a student has a conflict with the scheduled deferred final exam date, contact the Undergraduate Coordinator for assistance. 

1. The student should arrange an appointment with the instructor to review their exam. If the instructor is unavailable (e.g. an instructor who is not on campus after the exams have been submitted), the student may review the exam in the presence of the Undergraduate Coordinator. If the instructor has turned in their final exams, they should retrieve the exam from Education South 551 by contacting eduea1@ualberta.ca. 

2. The instructor and student should review the exam together. The objective should be educational. Students should follow reexamination procedures (below) if they disagree with your appraisal.  Do not hesitate to contact the Undergraduate Coordinator to assist with the meeting.

3. During the viewing, keep the focus on the final exam and avoid statements about other aspects of the student’s behaviour (e.g., “You were often late to class.”). Such statements can foster a belief in the student they were assessed on something other than their achievement on the examination.

4. Return the exam to Education South 551 if applicable.