Examination Regulations - Provost & VP Academic

The following list of regulations applies to all examinations held during the formal examination periods at the end of each academic term.

Books, papers, bags, coats etc. are to be left at the front of the room.
No cell phones or other electronic devices are allowed. Students who bring them will have to leave them at the front of the room. If a student is found to be in possession of an electronic device during the exam, the device will be confiscated until the end of the exam—the student may be charged with an Academic Integrity infraction.
The Trent Student ID card must be placed on the desk; each student’s identification will be verified by the invigilator.
The only other items allowed on each student’s desk are: exam and answer books, pens, pencils, eraser (no pencil cases) and any other material approved by the instructor (e.g., calculator).
No paper may be detached from an exam book. A student may not take an examination book or any part of an exam book or scrap paper that is given by the Exam Invigilator from the exam room.
Students may not submit their examination booklets or leave the examination within the first 60 minutes. No student will be allowed entry to the examination room after 60 minutes into the examination. Students may not leave the examination room during the last 20 minutes of the exam.

The following activities during tests and examinations are examples of behaviour that is unacceptable under Trent’s Academic Integrity policy. Students who engage in dishonest behaviours like these risk being charged with academic dishonesty.

Communicating with another student during a test or examination
Bringing aids that have not been authorized by the instructor into an examination or test. These include study notes as well as electronic devices like cell phones, tablets and other devices that have memory capabilities
When given authorization to leave the exam room (e.g., to go to the washroom), communicating with someone else about the test or retrieving concealed notes
Impersonating another individual or allowing someone to impersonate you for an examination or test
Copying from other students or knowingly permitting other students to copy from one’s own test or examination paper

Guidelines for Invigilators Dealing with Academic Misconduct During an Exam

Student is communicating with another student:

Collect the ID cards of all students involved, the answer booklets the students have used, and any other relevant evidence. Provide new answer booklets so that the students can complete the exam.
Explain to the students that you suspect cheating and request that they remain behind after the exam to discuss the situation with the course instructor, at which time the ID cards will be returned.
Provided it will not cause too much disruption for others, move one of the students to a different location in the exam room.
Sometimes the invigilator may not observe cheating behaviour but will be told by another invigilator or a student that such behaviour had taken place. If you do not see any evidence of the offending behaviour yourself, note the location of the individuals involved and try to isolate their exam booklets at the end of the exam. These can be carefully reviewed at marking time for any evidence of collusion.

Student appears to be copying from another student’s paper:

If it is clear that Student A is unaware that his or her work is being copied by Student B, warn that student not to let the papers be easily seen by others.
For Student B who is copying, remove the exam booklet and provide another one; take the ID card. Try to move the student to another location. Explain that cheating is suspected and that the student should remain behind after the exam to talk with the course instructor at which time the ID card will be returned.
If Student A appears to be deliberately making their exam paper available or it is not clear if there is intent, take both ID cards and replace both exam booklets.

Student is found to have an unauthorized aid (e.g., written notes, electronic device):

Confiscate the aid along with the student’s ID card and answer booklet if it has been used. Provide a new answer booklet and allow the student to complete the exam. If possible, have the student sign the aid before confiscating it.
Request that the student remain behind after the exam to discuss the situation at which time the ID card will be returned. Do not return confiscated aids as these constitute evidence in the event that a dishonesty charge is made. Electronic devices are an exception (see below).
If the “notes” are written on the student’s hand, arm or other body part or on an item of clothing, make sure that the student does not have an opportunity to wash them off before meeting with the course instructor at the end of the exam. At that meeting, either take a photograph of the body part/clothing or make a copy of everything that is written.
In the event that the confiscated aid is a cell phone, tablet or other electronic device, it is important to determine if there is evidence that the student actually used the device. Because it is against exam regulations to be in possession of the device, the student can be charged with academic dishonesty. Possession without evidence of use can be considered a minor offence. If there is evidence of use, it is more appropriately considered a major offence. Evidence of use includes an invigilator observing the student using the device and answers on the exam that could only have been found via an internet search (e.g., Wikipedia definition). Note: because there is no Trent policy at this time that allows the instructor to search the device and check emails, text messages and recently-viewed websites, it is recommended that the student be told to turn off the device before handing it over to the instructor. The student should be assured that the device will not be turned on by the invigilator or instructor before it is returned to the student at the end of the exam.

Immediately After the Exam

As soon as possible, prepare a written description of the incident. If a second person observed the misconduct, that person should also provide a written description of the incident. These incident reports can be used by the course instructor as the basis for the discussion with the students and for completion of an Academic Dishonesty report to be submitted to the department chair.
In discussing the incident with the student, the course instructor should present the evidence that supports the accusation of cheating. If the instructor is not satisfied with the student’s explanation and decides that an academic offence has occurred, the student should be informed that an Academic Dishonesty report will be submitted to the Chair of the Department (copied to the student). The student’s ID card and electronic device (if applicable) should be returned.
The course instructor may choose to set up another meeting with the student rather than having the discussion right after the exam. In either case, when the situation involves more than one student, they should be spoken to independently rather than together.