UNIVERSITY EXAMINATIONS POLICY AND PROCEDURES

For Undergraduate Students

Version 1.3 August 2008

University Examination Policy & Procedures for Undergraduate Students

UNIVERSITY EXAMINATIONS

Contents
1. 2. 3. 4. Assessment of Students University Final Written Examinations Schedule of University Final Written Examinations Conduct of University Final Written Examinations
4.1 4.2 4.3 4.4 4.5 University Final Written Examination Conduct During Examinations Absence from the Examinations Illness during Examinations Students with Special Needs

Page
1 1 1 2

5.

Examination Grades and Results

5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 Grading Grading System Cum Laude and Merit Awards Failing Grade W or Withdrawn Grade I or Incomplete Grade Appeal for Review of Examination Results Academic Progress and Good Academic Standing Deans List Academic Notice, Academic Probation and Dismissal

Office of the Registrar August 2008

University Examinations Policy & Procedures for Undergraduate Students

UNIVERSITY EXAMINATIONS
1. ASSESSMENT OF STUDENTS Assessments are part and parcel of the academic experience with instructors using various methods to determine the competency of the students in their class. The assessments methods commonly used include, but not limited to, class participation, quizzes, project work, assignments, term test, take home examination, final class examination and the University Final Written Examination.

2.

UNIVERSITY FINAL WRITTEN EXAMINATIONS The University Final Written Examination, under the purview of the Office of the Registrar, is conducted under stringent and secured examination conditions.

3.

SCHEDULE OF THE UNIVERSITY FINAL WRITTEN EXAMINATIONS 3.1 3.2 Examinations are held at the end of every term and occur in the 15th week of Terms 1 and 2 and the 5th week of Term 3. The Office of the Registrar will plan the examination timetable for the University Final Written Examinations and release it together with the class schedule for reference by students during their course bidding exercise. Students are required to sit for the examinations on the day and time scheduled. Students are not allowed to reschedule their examination or request for special arrangements of the examination from instructors. If the time of the examination is of importance in choosing the courses, students must take that into consideration at the time of course bidding/enrolment. Students who are on partial local exchange should ensure that there are no clashes in the examination timetable for courses they are taking at both universities. Special or adhoc examination arrangements may be considered for the following exceptional circumstances: (a) illness, with medical proof (b) compassionate grounds such as demise in the immediate family (immediate family refers to parents, siblings, grandparents, spouse and children) (c) graduating students with examination schedule conflict (d) representing Singapore at international events such as SEA Games Students who are absent from the University Final Written Examination without valid reasons will be given zero mark for the missed examination(s). Please note that forgetting to turn up for an examination or getting the date, time or venue of the examination wrong are NOT valid reasons and students who are absent because of such reasons will not be given a make-up examination and will be given zero mark for the missed examination(s).

3.3

3.4

3.5

3.6

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University Examinations Policy & Procedures for Undergraduate Students

4.

CONDUCT OF UNIVERSITY FINAL WRITTEN EXAMINATIONS 4.1 University Final Written Examination All University Final Written Examinations are conducted under secured examination conditions. Students will be required to sit for either 2-hour or 3-hour examination.

4.2

Conduct During Examinations (a) Students will not be allowed into the examination venue later than one hour after the commencement of the examination. Students who are late will not get additional time for the examination. Those who feel there are extenuating circumstance for their lateness may write in to explain within 48 hours of that examination. (b) (c) Silence must be maintained at all times. Student must ensure all the electronic devices (such as mobile phone, PDA, laptop / notebook) be switched off at all time and left in the bag when entering the examination venue. Disciplinary action will be taken against students who breach this regulation. For closed book examinations, all materials that are not permitted should be left at the front of the room or by the sides. Students should not communicate or attempt to communicate, by word of mouth or otherwise with another candidate within the examination venue or by electronic means with a person outside of the examination venue, for the duration of the examination. Students are reminded to maintain honesty and integrity. Anyone caught cheating will face disciplinary sanctions. Students will only be allowed to hand in his answer script one hour after the commencement of the examination. No candidate is allowed to leave his seat during the last 15 minutes before the conclusion of the examination. At the conclusion of the examination, students must remain seated and must not communicate with one another while their answer scripts are being collected and tallied.

(d) (e)

(f) (g)

4.3

Absence from the Examinations (a) Students are required to take the examinations on the date and time scheduled and will not be allowed to reschedule their examinations. (b) (c) Students who fail to take any examination shall be deemed to have sat and failed the examination. Students who fail to attend the examination due to medical or compassionate reasons must submit documentary evidence to the Registrar within 48 hours of that examination. It is the students responsibility to initiate the follow up. Otherwise, it is assumed that the student did not want to attend the exam, and so will get zero mark for the exam. Students who are absent from the examination because of illness are required to submit the following documents to the Registrars Office within 48 hours of the missed examination: (i) Medical Report Form (RO/EXAM/002) (ii) Medical Certificate (MC)

(d)

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University Examinations Policy & Procedures for Undergraduate Students

Students should note that the MC submitted for purposes of absence from exam must be an MC valid for the day of exam. Any other medical report that does not specify a date of illness (which must be same as the examination date) is not acceptable and will not be considered. (e) Students who are absent from the examination on compassionate grounds (ie. demise of immediate family members) are required to submit the following document to the Registrars Office within 48 hours of the missed examination. Immediate family refers to parents, siblings, grandparents, spouse or children: (i) Copy of the death certificate Students who are absent from the examination because of illness or compassionate reason should check with their instructors/schools whether make-up examination will be arranged prior to the informal release of exam results by instructors. If NO make-up examination is arranged for the students within the same term, the students are required to submit the File for I Grade Form (RO/EXAM/001) to the School at least 3 working days before the official release of exam results.

(f)

4.4.

Illness during Examinations (a) Students are strongly encouraged to take the necessary precautions and immunisations such as flu and chicken pox vaccinations to ensure that they are in the best mental and physical state during the examinations. (b) Students who are ill, especially if they have contracted contagious illnesses such as chicken pox are strongly advised NOT to sit for the examinations. They should quickly contact their instructors/schools to discuss if make-up examinations can be arranged or alternative arrangements made. Students who have a contagious illness and still choose to continue with the examination should obtain a medical certificate to state that he/she is fit to sit for the examinations. Students should note that no special considerations or extra time will be given for such cases. Students who choose to sit for an examination when they are ill will not be considered for medical leave if they subsequently submit an MC. They will also not be granted any make-up examination or be issued an Incomplete grade. There will be no special consideration given and they will be graded on the same basis as all other students taking the course.

(c)

(d)

4.5

Students with Special Needs (a) An additional 25% extra time allowance may be given to students with special needs in all their examinations. Any request for extra time allowance of more than 25% of the normal time duration will be reviewed on a case by case basis by the Office of the Registrar. (b) Students who require extra time to complete their examinations will need to consult any of the doctors on the Universitys panel to obtain a medical report for submission to the University. If necessary, the doctor may refer the student to specialists. The list of doctors is found on the SMU website: http://www.smu.edu.sg/students/student_life/services/ under the section Outpatient Consultation Coverage. Upon receipt of the formal request, inclusive of supporting medical documents, from the student, the Office of the Registrar and the School will review the submission and inform the student of the outcome via email.

(c)

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University Examinations Policy & Procedures for Undergraduate Students

(d)

As special arrangements will need to be made for such students, submissions for extra time allowance should be submitted to the Registrars Office not later than Week 12 of each Term.

5.

EXAMINATION GRADES AND RESULTS 5.1 Grading Grades are reported for each of your courses at the end of the term. You must obtain a grade of "D" or better to receive credit in any course.

5.2

Grading System (a) All courses are graded on a plus/minus system, from "A+" to "F". (b) SMU has a 4-point grading system. The following grade notations are used in calculating the Grade Point Average (GPA), which is the quotient of total grade points divided by total course units attempted: Table 1 Grade A+ A AB+ B BC+ C CD+ D F (c)

Grade Point 4.3 4.0 3.7 3.3 3.0 2.7 2.3 2.0 1.7 1.3 1.0 0.0

Mark Range 86 and above 83 to 85 80 to 82 77 to 79 74 to 76 70 to 73 66 to 69 63 to 65 60 to 62 53 to 59 50 to 52 49 and below

Where computations result in the cumulative GPA exceeding the 4-point grading system, a round down approach will be adopted. The highest cumulative GPA attainable by a student is 4.00.

5.3

Cum Laude and Merit Awards (a) The cumulative Grade Point Average (GPA) is used to identify degree candidates with academic excellence upon graduation. The following awards are given: Table 2 Cumulative GPA 3.80+ 3.60 - 3.79 3.40 - 3.59 3.20 - 3.39 3.00 - 3.19 (b)

Award Summa Cum Laude Magna Cum Laude Cum Laude High Merit Merit

Summa Cum Laude, Magna Cum Laude and Cum Laude are latin awards adopted from the US system, and can be translated as with Highest Distinction, with High Distinction, and with Distinction respectively.

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University Examinations Policy & Procedures for Undergraduate Students

(c)

All cum laude awards are highly selective. They do not equate to the various classes of degree honours conferred by universities that follow the British system of academic honours. Cum laude and merit awards are reflected in both the degree scroll and the official transcript.

(d)

5.4

Failing Grade An "F" grade in a course will remain on your transcript permanently and will be factored in when calculating your GPA. If you retake the course at a future time, both the old and new grades will be reflected in the transcript. The new grade will be counted toward your GPA and you will receive credit for the repeated course. If you receive an "F" grade in a required course, you must retake that course. If you receive an "F" grade in a non-required course, you may either repeat the course or substitute it with another.

5.5

W Grade (a) The W or Withdrawn grade will be given to students who drop a course after the stipulated timeline as determined by the University. W grade will be given for courses dropped in the following time period: Table 3 Terms 1, 2 and MT2 1, 2 and MT2 3A and 3B (b) (c)

Course / CU Full Course / 1 CU Half Course / 0.5 CU All Courses

Period for W Grade Weeks 3 to 7 Weeks 3 to 4 OR Weeks 9 to 10 Day 4 to Friday of Week 2

The W grade is not used in the computation of the GPA and will not affect a students chances of being on the Deans List. Instructors cannot at their own discretion grant waiver of W grades to students. The issuance of the W grade is governed by University policy and enforced by the Registrars Office. Courses dropped after the periods listed above will be given an F grade.

(d)

5.6

I or Incomplete Grade (a) Full-time SMU students can file for I or Incomplete grade if they are unable to fulfil the course requirements such as not being able to (i) complete an outstanding assessment component, such as a report/project submission or (ii) take the final written examination. (b) Non-graduating students, including exchange students, advanced placement students, H3 students and other visiting students are NOT eligible for I or Incomplete grades. The following are terms and conditions that a student must fulfil in order to be eligible for an I or Incomplete grade:

(c)

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University Examinations Policy & Procedures for Undergraduate Students

(i) (ii) (iii) (iv) (d)

Student must achieve at least 75% satisfactory attendance in the course. Students with poor attendance record are not eligible for an I grade. Student must have completed at least 75% of all course requirements when they file for an I grade. The students academic performance to date is of passing quality. The student is unable to fulfill the course requirement either because of an illness or extenuating circumstances beyond his/her control.

To file for an I grade, students are required to submit the File for I Grade Form (RO/EXAM/001) to the instructor / school by the following deadlines: Table 4 Terms 1, 2 or MT2 Terms 3A or 3B Absence from Final University Examinations due to illness and did not have make-up exam within the same term 14th Week of Term 4th Week of Term At least 3 working days before official release of exam results.

(e)

Students who had not previously filed for I grade but had missed the final written exam or failed to submit a final project/report due to compassionate or medical grounds (i.e. demise of family member or serious medical reasons) will be awarded the I grade upon submission of the File for I Grade Form (RO/EXAM/001) and the necessary supporting documents within the stipulated deadline. Students should refer to para 7.3 for more information. Students who fail to meet the stipulated deadline will be graded accordingly and could receive an F for non-fulfillment of course requirements. Students who had been awarded an I grade are required to fulfill the remaining course requirements in the next immediate regular academic term; failing which, the I grade will be replaced with a fail (F) grade. In the event that the student is (i) granted Leave of Absence (LOA); (ii) on International Exchange or (iii) full Local Exchange, the I grade will be carried over to the following term. Students who had been awarded an I grade because they had missed their final examination should note that they are required to sit for the university final examination as scheduled by the Registrars Office in the next immediate regular academic term. Please note that once an I grade is issued it would mean that the student cannot be graded in that semester. The results for the course, regardless of when the student completes the course requirements, will only be released at the end of the next regular term, together with the rest of the final examination results.

(f) (g)

(h)

(i)

5.7

Appeal for Review of Examination Results (a) After the informal release of exam results by the instructors, students who have a genuine cause to believe that there is a mis-grading should request for a review directly with their instructors by the stipulated deadline. (b) This review is NOT an opportunity for students to bargain for better grades. The review does NOT involve re-marking or re-grading, and would only involve checking to ensure that there were no mistakes in the marking or adding up of marks.

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University Examinations Policy & Procedures for Undergraduate Students

(c)

Students who have genuine grievances that they have been discriminated or victimised in the award of grades may petition to the Office of the Registrar within 2 days from the date of official release of results. This petition is a serious charge and will be looked into by a university-level committee. The student may be called upon to substantiate his/her claims. Misuse of the Grading Discrimination Procedure, in respect of wrongful or maliciously false allegations, shall subject the student to sanctions, which may extend to expulsion. To file a petition, please complete and submit the Petition for Investigation of Grading Discrimination Form (RO/EXAM/007) to the Office of the Registrar, Level 8, Administration Building. Please indicate details and attach the relevant supporting documents to justify the petition. The issue of why there is a need for an investigation should be addressed. The Office of the Registrar will take the necessary action to follow up on the petition. Students who petitioned will be notified of the outcome in due course, and depending on the circumstances, may be well after the results have been officially released.

(d)

(e)

5.8

Academic Progress and Good Academic Standing (a) To graduate from the University, students will be required to complete the relevant courses for their programme of study and attain a cumulative GPA of at least 2.0. (b) In order to maintain satisfactory progress at SMU and a good academic standing, students are expected to: (i) maintain a minimum term GPA of 2.00, (ii) maintain a minimum cumulative GPA of 2.00, and (iii) have no more than 2 "I" grades for the academic term.

5.9

Dean's List (a) The Deans List honours are awarded once a year after Term 2. To qualify for a place on the Dean's List, a student must meet the following requirements: (i) Have a cumulative GPA of 3.70 or better over the 2 consecutive terms during 1 academic year (excluding Term 3); (ii) Have no grade lower than a "C"; (iii) Have completed 3 or more course units for letter grades (grades that are computed into GPA) in each regular term; and (iv) Have no "I" grades and no disciplinary action taken against you. (b) The placement on the Deans List will be noted on the students transcript and he/she will receive a certificate noting his achievement.

5.10

Academic Notice, Academic Probation and Dismissal (a) The academic performance of each and every student is tracked based on his/her Term GPA as well as Cumulative GPA. (b) Academic Notice A student will be placed on Academic Notice when: (i) his/her Term GPA falls below 2.0; but (ii) he/she is able to maintain a Cumulative GPA of 2.0 and above.

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University Examinations Policy & Procedures for Undergraduate Students

Table 5
Number of Instances Term GPA < 2.0 1 Cumulative GPA 2.0 Academic Standing Academic Notice Consequences Student is required to go for academic counselling

(c)

Academic Probation A student will be placed on Academic Probation 1 when: (i) he/she was on either Good Standing or Academic Notice in the preceding term; and (ii) his/her Cumulative GPA falls below 2.0 in the current term; and (iii) the number of instances that his/her Term GPA falls below 2.0 is twice or less. A student will be placed on Academic Probation 2 when: (i) he/she was on Academic Probation 1 in the preceding term; and (ii) his/her Cumulative GPA falls below 2.0 in the current term; and (iii) the number of instances that his/her Term GPA falls below 2.0 is twice or less. Table 6
Number of Instances Term GPA < 2.0 2 Cumulative GPA Academic Standing Consequences Student is required to go for academic counselling and allowed to read maximum of 4 CUs Student is required to go for academic counselling and allowed to read maximum of 3 CUs

< 2.0 < 2.0 for a second consecutive term

Academic Probation 1

Academic Probation 2

(d)

Restore to Good Standing A student can restore himself / herself to good academic standing after being placed on Academic Notice or Academic Probation by achieving both term and cumulative GPA of 2.0 and above.

(e)

Dismissal A student will be asked to withdraw from the programme if his/her Term GPA falls below 2.0 for a third or subsequent occasion and his Cumulative GPA at that point in time also falls below 2.0. Table 7
Number of Instances Term GPA < 2.0 3 Cumulative GPA < 2.0 Academic Standing Dismissal Consequences

Student will be advised to withdraw from the programme

Note: It is possible for a student to go straight from Academic Notice to Dismissal, without being placed on Academic Probation.

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University Examinations Policy & Procedures for Undergraduate Students

(f)

The various scenarios that SMU students could face during their undergraduate studies are detailed below for information and reference:
Term Term GPA Cumulative GPA Academic Standing Consequences

Placed on AP1 again after being restored to Good Standing Student is required to go for academic counselling and allowed to read maximum of 4 CUs

07-08 Term 1 07-08 Term 2 08-09 Term 1

< 2.0

< 2.0

Academic Probation 1 Good Standing Academic Probation 1

2.0

2.0

< 2.0

< 2.0

Student is required to go for academic counselling and allowed to read maximum of 4 CUs

Restored to Good Standing after being placed on AP2 Student is required to go for academic counselling and allowed to read maximum of 4 CUs Student is required to go for academic counselling and allowed to read maximum of 3 CUs

07-08 Term 1

< 2.0

< 2.0

Academic Probation 1

07-08 Term 2 08-09 Term 1

2.0

< 2.0

Academic Probation 2 Good Standing

2.0

2.0

Facing Dismissal after being placed on AP2 Student is required to go for academic counselling and allowed to read maximum of 4 CUs Student is required to go for academic counselling and allowed to read maximum of 3 CUs Student will be advised to withdraw from the programme

07-08 Term 1

< 2.0

< 2.0

Academic Probation 1

07-08 Term 2

< 2.0

< 2.0

Academic Probation 2

08-09 Term 1

< 2.0

< 2.0

Dismissal

Facing Dismissal after being restored to Good Standing 07-08 Term 1 < 2.0 2.0 Academic Notice Student is required to go for academic counselling Student is required to go for academic counselling and allowed to read maximum of 4 CUs

07-08 Term 2

< 2.0

< 2.0

Academic Probation 1

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University Examinations Policy & Procedures for Undergraduate Students

Term 08-09 Term 1 08-09 Term 2

Term GPA 2.0

Cumulative GPA 2.0

Academic Standing Good Standing Dismissal

Consequences

< 2.0

< 2.0

Student will be advised to withdraw from the programme

Term

Term GPA

Cumulative GPA

Academic Standing

Consequences

Facing Dismissal without being placed on AP 07-08 Term 1 07-08 Term 2 08-09 Term 1 < 2.0 < 2.0 < 2.0 2.0 2.0 < 2.0 Academic Notice Academic Notice Dismissal Student is required to go for academic counselling Student will be advised to withdraw from the programme

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