Teachers Examination Guide
Booking examination rooms/supervisors
Examination are booked and advertised in TAL, the web-based examination registration system, where the exam rooms and/or supervisors can also be booked. Examination dates should be scheduled and advertised for one term at a time. This makes it easier for students to use the system for their planning. It also facilitates the Exams Service Office¿s planning, since it is necessary to book rooms and supervisors well in advance. The number of exam rooms is limited, due to the fact that written examination occasions compete with teaching for rooms available.
For autumn semester courses and re-examination period in January, examinations shall be registered in TAL according to Decision Dnr LiU 2014-01984. For spring courses and re-examination period in August, examinations shall be registered in TAL according to Decision Dnr LiU 2014-01984. N.B Examinations within the Institute of Technology (LiTH) are booked via the faculty planning office (Tekniska fakultetskansliet, TFK). For examinations taking place in the morning, starting time is 8.00 a.m. For examinations taking place in the afternoon, starting time is 2.00 p.m. For examinations taking place in the evening, starting time is normally 6.00 p.m.
Booking in TAL for exams between 1 February and 31 August (every year):
- Exams between these dates registers in TAL between 21 April and 30 November, by employees at departments or faculties.
- Between 1 December and 19 December The Exam Service Office will review the registrations, propose changes to optimize the use of exam rooms and supervisors, and to make sure everything seems correct.
- The exam registrations will be published 20 December which means they are locked for changes. The exam registrations are now confirmed and approved. Date for exams should not be communicated to students or others before 20 December when the exam registrations can be seen in Studentportalen.
- Exam registrations after November 30 (regarding these dates) are possible, they will be reviewed and approved by The Exam Service Office continuously. This means the exams will be published in Studentportalen continuously.
Booking in TAL for exams between 1 September and 31 January (every year):
- Exams between these dates registers in TAL between 21 December and 1 April, by employees at departments or faculties.
- Between 2 April and 19 April The Exam Service Office will review the registrations, propose changes to optimize the use of exam rooms and supervisors, and to make sure everything seems correct.
- The exam registrations will be published 20 April which means they are locked for changes. The exam registrations are now confirmed and approved. Date for exams should not be communicated to students or others before 20 April when the exam registrations can be seen in Studentportalen.
- Exam registrations after 1 April (regarding these dates) are possible, they will be reviewed and approved by The Exam Service Office continuously. This means the exams will be published in Studentportalen continuously.
The department will be invoiced costs for invigilation time. If an examination is cancelled later than four days prior to the examination date, the department will be charged an amount equivalent to the estimated costs for a supervisors time.
Note that all aids and equipment that are permitted at the examination, including pocket calculatios, must be specified on the instruction sheet/front-leaf pertinent to the examination (see below). Tables and textbooks must be listed, along with authors and titles, so that the supervisors can differentiate between permitted and prohibited aids. If pocket calculators are permitted, the examiner or the teacher in charge must ensure that they are deprogrammed before the examination begins.
The examiner or responsible teacher must visit the exam room during the examination in order to answer any questions that may arise.
Each examination paper must have an information page attached to each copy of the examination form. It is recommended that you use the template found on www.liu.lse/insidan/utbildningsadministration/tentamen or on the TAL webpages (the page where registration lists are published). The following information must always be included:
* Examination hours
* Education code
* Course name
* Number of tasks included in the examination
* Cours coordinator/teacher on duty
* Phone number where the teacher on duty can be reached during the exam
* Examiner/teacher on duty will visit the exam room at ... o¿clock
* Name and phone number of responsible course administrator
* Aids and equipment that are permitted or prohibited
* Other information, e.g. the time when part-tests will be collected (when an examination is divided), time and date when students can take part of exam results
* Number of examinations in the envelope
Exam answers MUST NOT be made public until after the end of examination. Follow the link to get the information page Exam Service Office advise you to use. You can also find a guide on how to creat the information page. The information page, with the QR-code shall be attached to the examination envelope, one information page per room.
Registration in advance for a scheduled written exam is madatory. The students register for exams via Studentportalen or via the app Liuapp. Normally, the final date for student registration is ten days prior to the examination. Deviations may occur. Approximately four days prior to the examination, students who have registered are notified via e-mail of the exact time and place for the exam.
Late registration and late arrival
Late registration is not possible. LiU is under no obligation to provide places for non-registered students but they can take the exam if there are available seats, enough exams and enough staff. Students who arrive after the exam has begun must wait for 30 minutes outside the exam room before being admitted into the exam room. This applies for all students, regardless if they have registered for the exam in advance or not.
Cancellation of registration
It is important that students cancel their registration for the examination if they cannot participate. Please remind the students of this! In order to avoid high costs for exam rooms, supervisors and material the cancellation must be made at latest on the last registration day, normally 10 days before the examination. Cancellation is made via Studentportalen at www.student.liu.se. It is possible, however, to cancel a registration until three days before the exam, but students are urged to make the cancellation on the last registration day, at the latest.
As from the autumn semester 2008, written exams at LiU are not signed by the student and the student’s name is unknown to the examiner. Each examinee, on occasion of the examination, is given a personal AID number (anonymous identity number) which must be written on each sheet/page that the examinee hands in for marking. The education code, module and examination date must also be written on each sheet. A web-based service is available at LiU where the examiner can create grading protocols, enter markings and specify exam credits, if any (see https://exam.liu.se). For more details on anonymous exams and other information on examination procedures, see: http://www.liu.se/insidan/utbildningsadministration/tentamen?/l=en
Submitting examination forms
The Post Office at LiU handles all collection and delivery of exams to and from the departments. The exams must be submitted at the designated place no later than 12 noon the day before it takes place. If that is not possible the department itself is responsible for submitting the exam to the correct room in the morning before the exam starts.
A sufficient number of exam forms, including the information page, should be placed in specially designed examination envelopes (so-called tentamenspåsar) and be separately divided in separate envelopes as per education code, module and examination location. The forms shall be provided in a number that will suffice also for any nonregistered students.
The following information shall be given on each envelope:
• Education code/module and course name
• Examination date, starting and closing time
• Examination place
• Name of teacher in charge and telephone number where he/she can be reached during examination.
• Number of examination forms enclosed
A list of registered participants selected from TAL shall be enclosed with each envelope. The list shall also provide information regarding the place of the examination. The list should be stapled onto the outside of each examination envelope or placed inside the envelope.
Information about the location of the exam is available, at the earliest four days prior to the exam. Log on to the Student Portal and search for “Examination” where you will find the information you need. The address is:
Collecting examination papers
Examination papers can either be collected upon presentation of identification from the supervisor in charge in each house immediately after the examination or at the designated place at your department.
When the presence of a supervisor has been ordered for an examination, he/she will be present in the exam room 30 minutes prior
to the start of the examination.
Course of action in cases of suspected deceiving
The supervisor should report cases of suspected deceiving to the teacher in charge. The supervisor should also submit a report to the Exams Service Office describing the course of events. The examiner should contact the student as soon as possible after the examination to inform him/her of the progress of the matter. The examiner should also submit a written report to the University Rector. The report shall contain a description of the course of events, providing documentary evidence and any other evidence available, for example the student’s exam paper. It is the examiner’s responsibility to inform the student immediately of what action has been taken. The matter will be dealt with by the university’s disciplinary committee.
If a student does not submit the exam within the writing time the cover will be marked with "Late submission", time and reason. Reasons for late submission may be that codes as AID-number, education code and module not is completed on time and thus filled in after the end of the writing time or that the student continues to write their answers, despite the calls from the supervisor. In case of late submission the examiner determines whether the exam should be assessed. For more information, see "Ordningsföreskrifter för studerande vid salsskrivningar" Dnr LiU 2014-00585.
Students with disabilities
Students with disabilities (permanent or long-term physical or mental disorders, or documented reading and writing disabilities) can be granted, by special arrangement,extra resources. Special arrangements should be agreed upon by the co-ordinator for students with with special needs at the Division for Student Services. The student must notify the Exams Service Office of any extra resources needed at least ten days before the examination. This is done in connection with the student’s examination registration on the Student
Portal. More information can be found on
www.liu.se/uf/studc/funktionshinder?l=en and in Guide för studenter med funktionsnedsättning (only in Swedish), which can be obtained from the main student service desk on either Linköping or Norrköping campus.
Fire Alarms or any other evacuation
In the case of a fire alarm or evacution, instructions given by the supervisor must be followed. When the alarm is set off, the room must be evacuated immediately. Most probably the examination cannot continue. The supervisor shall contact the teacher on duty and if possible collect any written material. The examiner decides how to proceed as regards the examination and he/she is also responsible for organizing a new examination as soon as possible, if there is a need for one.
Last updated: 2019-09-09