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Examinations

Frequently asked questions

 

Preparing for your examinations:

Registering for your examinations

Do I need to apply for PEP?

Examination timetable and venues

Candidate number

Open (or limited open) book examinations

 

At the examination venue:

Arriving at the examination venue

Unregistered students

 

In the examination hall:

What are you allowed to have with you in the examination hall?

Before the examination

During the examination

The end of the examination

 

Illness/withdrawal from examinations:

Illness and notification of examination absence

 

After the examination:

Used wrong candidate number

Lost student ID card and/or other property

Examination results

 

Personalised Examination Provisions (PEP):

Can I check if I have PEP in place?

Do I need to reapply for PEP if I had it last year?

How do I amend my PEP if I have a new condition?

Not all of my requests were granted, can I appeal?

I have a query about how my exam provisions will work

I've been granted PEP, where will my examinations be located?

I have a class test, can I have PEP in place for this?

How do I access my coursework coversheet?

I've missed the PEP deadline, what should I do?

The PEP-1 form is inaccessible to me, can i access this in a different format?

 

Registering for your examinations

 

How do I register for my examinations?

Registering for the subjects you study and your examination registration is one and the same. Your Academic Centre or equivalent will issue you with information and deadlines regarding how and when you need to register by.

How do I check that I have been registered for my examinations?

You can check your module registrations on Student Records by following the link 'View Module Registrations'. The deadlines for notifying your Academic Centre of any errors or omissions are also given on this page. It is your responsibility to check and where necessary make amendments to your module registrations by the prescribed deadlines. The Examinations and Awards Office cannot make changes to your module registrations, you must contact your Academic Centre or equivalent.

What do I do if I need to change my module registrations after the
deadline issued by my School?

You must complete a Late Registration Form, which is available from your Academic Centre or equivalent, detailing the reasons for the change. You must provide a supporting statement explaining why you did not change your module registration by the deadline. The form must be authorised by the Chair of the School Board of Examiners or Head of School.

The deadlines for Late Registration Forms to be accepted are Monday 14 November 2016 for Period 1 2017 examinations and Wednesday 15 February 2017 for Period 2 2017 examinations. If your late registration is approved, the Examinations and Awards Office will make the necessary arrangements for you to sit your examinations at the advertised venue.

What do I do if I need to change my module registrations after the
Late Registration deadline?

Amendments to module registrations are not permitted after the above deadlines. However, in exceptional circumstances the Chair of the School Board of Examiners or Head of School may permit a change after the deadline. In such cases, if the module concerned has a written examination, you will be required to report to the Unregistered Desk on the day of the examination in question to be allocated a seat.

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Do I need to apply for PEP?

 

What do I do if I have a learning difficulty or medical condition and I
wish to apply for personalised examination provisions?

Please see the Personalised Examinations Provisions web pages for information on how to apply and what is required.  

What do I do if I wish to sit my examination(s) at an alternative
venue?

Please see the Alternative Venue and Distance Learning web page for information on how to apply and what is required. 

Where can I get a coursework cover sheet to say that I have dyslexia
or other learning difficulty?

Please see the Cover sheets web page for more information. 

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Examination timetable and venues

 

When will my examinations take place?

Please see the Examination timetable web page.

When will the examination timetables be published?

Please see the Examination timetable web page.

Do I need to keep checking the published timetable for changes?

No. In the event that there is a change to the published timetable candidates will be notified in writing either by post or email. It is therefore your responsibility to ensure that your Academic Centre or equivalent has your up to date address and that you check your university email account regularly. Please note that letters will be sent to home addresses during the official vacation periods.

Where will the timetable be published?

Please see the Examination timetable web page. Please note that the Examinations and Awards Office will not, under any circumstances, release examination dates over the telephone or by email.

What should I do if two or more of my examinations are scheduled
at the same time?

If you have an examination clash then you must email the Examinations and Awards Office immediately. Please include your name, student ID number and the date, time, module codes and module titles of the clashing exams.

What should I do if there are modules missing on my exam timetable?

You will need to check the date, time and venue of the examination via the general exam timetable: 

http://www.kcl.ac.uk/campuslife/services/examinations/exams/timetable.aspx 

On the day of the examination you will need to report to the "Unregistered Candidates Desk" at the venue 45 minutes prior to the start of the exam. Please ensure that you bring your KCL ID card with you. You will be asked to complete an Unregistered Candidate form

In the interim, please inform your department that you will be taking an exam as an Unregistered Student.

Where will my examinations take place?

The venue for your examinations will be clearly stated on the examination timetable and on your personal exam timetable.

What venues does the university use for examinations?

Please see the 'Examinations venues' section of 'Examination Information for Candidates 2016-17'.

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My candidate number

 

Why do I need a candidate number?

Please see the 'Candidate number' section of 'Examination Information for Candidates 2016-17'.

What if I lose my candidate number?

The easiest way for you to obtain your candidate number is to access it on Student Records.  Alternatively, you can contact the Examinations and Awards Office  with your student number as shown on your KCL ID card although please note that Candidate numbers will not be issued over the phone.

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Open (or limited open) book examinations

 

What is an open book examination?

If the examination is classified as 'open book' you are permitted to bring in any written/printed material into the exam including written notes and textbooks. Your textbooks may be marked with written notes or highlighting. You are NOT permitted to have any electronic devices at all.

What is a limited open book examination?

Where an examination is classified as 'limited open book' you are only permitted to bring specified texts into the examination. You will be informed which texts are permitted by the Module Leader and they will also be stated on the front of the exam paper.

The specified texts must NOT have any written notes inside them or any other paper/notes stapled or added to them. However, key words or phrases can be highlighted or underlined and small tabs may be used (nothing must be written on these tabs but they can be different colours). 

The texts will be checked during the exam and any texts containing markings outside of the rules will be confiscated at the end of the exam and you will be reported to the Student Conduct, Complaints and Appeals Office.

What is a closed book examination?

The majority of examinations are closed book examinations. Closed book means that you are not permitted to bring any written material into the examination. Any student found with unauthorised material in an examination will have the material confiscated and the incident will be reported to the Student Conduct, Complaints and Appeals Office for investigation.

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Arriving at the examination venue

 

What do I need in order to gain entry to the examination venue?

You must present your KCL ID card in order to gain entry to the examination venue. In exceptional circumstances another form of formal photographic ID (i.e. passport or driving license) will be accepted, but in this case, students will be reported to their Academic Centre or equivalent and will be required to obtain a replacement ID as soon as possible. Candidates with no form of photographic ID will may NOT be permitted to sit any examinations. 

What time should I arrive for my examination?

For examinations held off campus you should arrive at least 45 minutes prior to the start of the examination. For examinations held on campus you should arrive at least 15 minutes prior to the start of the examination.

What should I do when I arrive at the examination venue?

For examinations held at Olympia London (Central), upon entering the building you will be asked to make your way straight up to the Level 3 foyer area. There will be a ‘Help Desk’ located on Level 3 should you have any questions or if you are an unregistered student. At approximately 9.30am, an announcement will be made calling anyone due to sit in a Level 2 colour zone (Green, Purple or Yellow) to make their way down from Level 3. Anyone sitting in a Level 3 colour zone (Blue or Pink) can make their way to the relevant colour zone.

Seating plans will be displayed on Level 3 in the foyer area. You should already know your seat number from your personal timetable on Student Records but if you do not, you can consult the seating plan and make a note of the desk number that you will be sitting at. The external exam venues are large and you are therefore advised to take note of your seat number from your personal timetable to avoid unnecessary congestion.

For examinations at the Lindley Hall, you will be required to place your bags and coats in a designated cloakroom area before the examination. The doors to the foyer and cloakroom area will open approx. 30-45 mins before the start of the examination and entry will not be permitted before then.

If you wish to keep your valuables with you in the exam hall you will be required to place them in a sealable clear plastic wallet (no larger than A4).  The clear plastic wallet must be closed and placed underneath your desk and you are not allowed to access it during the examination.  If you do not bring a plastic wallet with you, the Examinations and Awards Office staff will have some available for sale at the external exam venues. The university will not accept liability for any items lost or stolen from the 'Bag Drop' areas or cloakrooms so you are strongly advised not to bring items of value with you to your examinations.

Seating plans will be displayed outside the exam hall in the boulevard or foyer area of the examination venue. You should already know your seat number from your personal timetable on Student Records but if you do not, you can consult the seating plan and make a note of the desk number that you will be sitting at. The external exam venues are large and you are therefore advised to take note of your seat number from your personal timetable to avoid unnecessary congestion.

For examinations held on campus a seating plan will be posted outside the examination room. You should consult the seating plan and make a note of the desk number that you will be sitting at. Do not enter the room until told to do so by an invigilator.

What do I do with my personal possessions during my examination?

For examinations held at Olympia London, you will be required to leave your bags and coats in the 'Bag/Coat drop' area located within your colour zone.

For examinations at the Lindley Hall, you will be required to leave your bags and coats in the venue's cloakroom located in the foyer outside the examination hall.

The university will not accept any responsibility for loss of personal property so you are strongly advised not to bring items of value with you to your examinations.

Items of value can be taken into the examination hall but must be placed inside a sealable clear plastic wallet (available for sale at the exam venue). The wallet must be sealed and placed on the floor underneath your desk. You are not permitted to enter the wallet during the examination. You must not bring items such as laptops to the exam halls. For examinations held on campus you will be required to leave your bag and coat in a designated area as instructed by the invigilator. You are not allowed to wear hats or headwear of a non-religious nature, these should be left in the cloakroom.

Mobile phones must be switched off and should be placed inside the clear plastic wallet which may be taken into the examination hall. It is an examination offence to have a mobile phone on your person during an examination. The venue will be monitored for mobile phone signals and the detector will identify and locate any mobile phone that is switched on even if it is switched to silent.

What if I arrive late for an examination?

Latecomers will be allowed entry to the examination hall up to 60 minutes after the start of the examination. No extra time, irrespective of reason for lateness, will be allocated to latecomers. If you have a genuine reason for being late then you may wish to complete a Mitigating Circumstances form. Ensure that you read the notes on the reverse of the form and follow the instructions paying particular attention to deadlines.

What if I am more than 60 minutes late for an examination

Entry to the examination after 60 minutes will not be allowed. If you have a genuine reason for being late then you may wish to complete a Mitigating Circumstances form. Ensure that you read the notes on the reverse of the form and follow the instructions paying particular attention to deadlines.

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Unregistered students

 

What should I do if I am unregistered for the examination or my
name does not appear on the seating plan?

(Please note that if you are an unregistered student who has been granted personalised examination provisions then you must contact exams.office@kcl.ac.uk as soon as possible and ideally prior to the Examination Period as you will not be able to receive your provisions at the main exam venue).

Firstly, double check that your name does not appear on the seating plan. The lists are in candidate number order.

For examinations at Olympia London, you must report to the 'Help Desk' in the foyer area of Level 3 with your KCL ID card and complete an 'Unregistered’ form. This desk will be manned for at least 30 minutes prior to the start of the examination and you advised to go there as early as possible to ensure that you are able to start your exam on time. 

For examinations in the Lindley Hall at the Royal Horticultural Halls, you should approach the doors to the exam hall and ask the invigilators present to direct you to the Unregistered Desk, which will be manned for 30 minutes prior to the start of the examination.

For all other venues you should inform the invigilator as soon as they open the door to allow you to enter the room. Unregistered candidates without a valid KCL ID card will not be permitted to sit the examination and will be sent to their Academic Centre.

You must take your KCL ID to all examinations as proof of both your student status at King’s College London.

What are the implications of not being registered for my
examination(s)?

Your name will not appear on the examination seating plan so you must follow the procedure above. Your examination script will only be marked at the discretion of the Chair of the School Board of Examiners or Head of School. On the day of the examination, the member of staff at the 'Unregistered desk' will not be able to deal with queries regarding why you do not appear on the seating plan. You must take this up with your Academic Centre after the examination. An unregistered candidate without a valid KCL ID card will not be permitted to sit the examination and will be sent to their Academic Centre.

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What are you allowed to have with you in the examination hall?

Please see the 'What to take to examinations' section of 'Examination Information for Candidates 2016-17' for details on permitted and non-permitted items. 

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Before the examination

 

What should I do once I enter the examination room?

You must:

  • ensure your mobile telephone is turned OFF;
  • take your seat quickly and in silence;
  • place your KCL ID card on your desk next to the desk number;
  • remove pens and pencils that you need for your examination from your pencil case and place the pencil case on the floor underneath your desk;
  • place items of value inside a clear plastic wallet (available for sale at external exam venues), seal it and place it on the floor underneath your desk;
  • check that you have the correct examination paper in front of you;
  • listen to and comply with the instructions issued by the Invigilator;
  • not talk, other than to an invigilator;
  • not write anything other than your candidate details on the examination stationery;
  • not turn over the question paper until told to do so.
When can I start writing?

At the appropriate time the invigilator will announce the time and advise you that you may start writing. No time checks will be issued throughout the examination.

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During the examination

 

Can I go to the toilet during my examination?

You can only go to the toilet after the first 75 minutes and before the last 15 minutes of your examination. You should listen carefully to the instructions given at the start of the examination as the procedure may vary depending on the exam venue. You will always need to take your student ID card with you though. 

Please be aware that a record will be kept of students leaving the hall during the examinations and those making frequent visits to the toilet may be required to apply for personalised examination provisions. If you have a medical reason why you need to make regular visits to the toilet you should make an application to the Personalised Examination Provisions Committee in good time.

Can I leave an examination early?

You may not leave your examination during the first 75 minutes or the last 15 minutes but you can leave at anytime in between. You should listen carefully to the instructions given at the start of the examination as the procedure for leaving early may vary depending on the exam venue. Please note that once you have left the examination room you will not be allowed to re-enter.

Can I leave the examination room and return?

No. Once you leave the room unsupervised you are not permitted to re-enter.

What do I do if I have a question during my examination?

You should raise your hand and wait for an invigilator to come to you. Do not leave your seat unless you are leaving the examination early.

If you have a query in regards to the exam paper then you will be given a form to record your query for consideration after the exam. Please note that queries will not be dealt with during the examination.

Will time intervals be announced during my examination?

No. The invigilator will announce the time at the start of the examination. It is your responsibility to keep a track of the time.

What happens if a fire alarm sounds during my examination?
Please see the 'Emergency Evacuation Procedure' section of 'Examination Information for Candidates 2016-17'.

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The end of the examination

 

Can I take my examination question paper with me at the end of the examination?

Examination question papers are not to be removed from the exam halls. All examination papers must be handed inside your exam script envelope, along with your used answer books. The removal of unauthorised question papers or examination stationery will result in disciplinary action.

Where can I do rough work?

Any rough work must be done on the answer books provided. Anything that should not be marked by examiners must be crossed through before handing your script in.

Can I take any rough work with me at the end of my examination?

No, all examination stationery must remain inside the hall. Any answer books that have any writing in or that cannot be used again must be handed in as part of your exam script. The removal of unauthorised question papers or examination stationery will result in disciplinary action.

What do I do when my examination has finished?

The invigilator will announce the end of the examination and you must stop writing immediately. You must check that your candidate number and desk number are written clearly on all examination stationery that you have used and that you have completed the relevant sections of the green coversheet.

It is your responsibility to ensure that all examination booklets are tied securely inside the green coversheet with the string provided.

You must remain in silence in your seat until your script has been collected and the invigilator has instructed you to leave.

You must collect your belongings and leave the building/vicinity immediately. There should be no talking until you are clear of the examination room.

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Illness and mitigating circumstances

 

What do I do if I am ill either before or during an examination?

Please see the 'Illness and Mitigating Circumstances' section of 'Examination Information for Candidates 2016-17'.

What do I do if my examination performance has been adversely
affected by circumstances beyond my control?

Please see the 'Illness and Mitigating Circumstances' section of 'Examination Information for Candidates 2016-17'.

How do I withdraw from an examination?

Please see the 'Illness and Mitigating Circumstances' section of 'Examination Information for Candidates 2016-17'.

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Used wrong candidate number

What do I do if I realise that I wrote my candidate number incorrectly
on my exam script?
You should contact your Academic Centre or equivalent as soon as possible to make them aware of your error. Please always check your candidate number carefully before entering the exam hall.  

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Lost student ID card and/or other property

What do I do if left my student ID card in the exam hall? 

Many student ID cards that are left on exam desks are found by the invigilators and handed to the Head Invigilator for safe-keeping. They will be kept at the exam venue for as long as that venue is being used so you can come to the venue and ask an invigilator to check whether your card was found. It is not possible to find out via phone whether your card is there.

If you are unable to return to the venue then please ensure that you take another form of formal photo ID to any remaining examinations or seek a replacement ID card from the Compass. Please note that other students CANNOT collect your card on your behalf.

At the end of the exam period, any uncollected cards are sent to the Compass of your home campus.  

What do I do if I left some of my property in the exam hall?

Many items of personal property are found by the invigilators and handed to the Head Invigilator for safe-keeping. They will be kept at the exam venue for as long as that venue is being used so you can come to the venue and ask an invigilator to check whether your property was found. It is not possible to find out via phone whether your property is there.

At the end of the exam period, any unclaimed property will be sent to the central lost property office located at the Strand Campus.

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Examination results

When will my examination results be available?

Examination results and final degree classifications will be made available on Student Records as soon as is feasible after the meetings of the Programme and School Boards of Examiners; for the May exam period, this is likely to be in early July. Notification that your examination results are available will be emailed to you by the Assessments & Records Centre along with information on your progression and details of any resits granted to you.

The university is unable to provide confirmation of your results before the School Board of Examiners has met and the results have been ratified. Please do not contact the university or the department asking to be told your results over the telephone; Data Protection restrictions do not permit staff to disclose your results in this way.

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Personalised Examination Provisions (PEP)

Can I check if I have PEP in place?

If you have previously had PEP granted then it should be in place for the duration of your course, unless specifically stated otherwise. Please check your original email which will state the duration of your PEP and if you are still are unsure, please email exams.office@kcl.ac.uk

Do I need to reapply for PEP, I had it last year?

If you have previously had PEP granted then it should be in place for the duration of your course, unless specifically stated otherwise.

If you provision was granted as Interim (for example, May/June 2017 only) then you will need to reapply.

The majority of PEP is approved for the duration of the course.

How do I amend my PEP if I have a new condition?

Please re-submit your PEP application with your full requests listed, stating that you have previously applied. Please make sure that you include any updated evidence.

Not all of my requests were granted, can I appeal?

Please contact us to check why any of your requests were refused. We’ll be happy to look into it and get back to you.

I have a query about how my exam provisions will work, I have been given additional time etc.

Please see the Guidance notes for more information.

I've been granted PEP, where will my examinations be located?

Your exams will take place on one of the King’s College London Campus’. The most used locations are the Franklin-Wilkins Building and the James Clerk Maxwell Building at Waterloo, on occasion we also use the Strand for PEP Exams.

Please note that your Personalised Examination Timetable on Student Records will not update to show your exact venue. This will state 'PEP' in the Venue column. Within a few weeks of the start of the examination period, you will receive an email to confirm where your examinations will be located on campus and where to check seating plans.

Please DO NOT go to Olympia if you have been granted PEP, as your provisions will not be accommodated there.

I have a class test, can I have extra time for it?

Providing you have PEP approved, you’ll need to contact your Department regarding this as it is their responsibility to make sure that your PEP is in place.

I haven’t heard from the Exams Office about my PEP application?

If you submitted your application before the deadline and the deadline has not yet passed then please wait to hear from us.

If you have an exam or assessment coming up and you have not had a decision from us, please get in touch ASAP by emailing exams.office@kcl.ac.uk

I haven’t received details about which room I will be in for my exams?

The majority of PEP exams take place on one of our Campuses, usually the Waterloo Campus. You will receive an email prior to the exams with information on where your exam will take place. If your exam is coming up and you have not heard then please get in touch, but do check your emails fully first!

How do I access my Coursework Coversheet?

Please log onto your Student Records go to the Student Home Page. You then need to locate the section called My Coursework Coversheet where you will find the link to the coversheet.

I’ve missed the PEP deadline, what should I do?

Please submit your application as soon as you can. There is no guarantee this can be done however as we have deadlines in place to ensure all applications made on time can be considered. If it is not possible, your application will be held and considered for the next examination period.

The PEP-1 form is inaccessible to me, can I access this in a different format?

Please contact exam.office@kcl.ac.uk stating which format you require the form in and we will be happy to help.

 

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