Dear <<First Name>>,
You are responsible for upholding final exam policies when administering finals so that all students take exams in similar conditions and that the exam process is equitable.
If you changed your final exam from a 3-hour seated exam to another format, please contact exams@fas.harvard.edu so we can update the schedule accordingly.
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 EXAM ADMINISTRATION CHECKLIST
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Before the exam
 Review the final exam schedule to find the time and location for your exam.
Exams must begin and end on time. Under Faculty policy, final exams are up to three hours in length.
- 9:00 AM exams: Rooms are reserved from 8:30 AM to 12:30 PM.
- 2:00 PM exams: Rooms are reserved beginning at 1:30 PM and must be vacated by 5:15 PM.
 Important: Review temporary COVID-19 and isolation protocols
If you have students in isolation or quarantine due to COVID-19 during your final exam, under current circumstances you can make decisions regarding exams and alternative assessment options.
For students who are well enough to take the exam:
- You can use the Zoom Proctor Protocol to administer exams if the student is well enough to take them.
- You can request documentation from your student of their isolation or quarantine, and you do not need to request approval from the student's Resident Dean.
For students who are too ill to take the exam:
- Direct them to speak with their Resident Dean who can guide them in petitioning the Ad Board for a makeup exam.
- You may prepare an alternative assessment to the scheduled final as long as it is available for anyone to choose.
- If you decide to offer an alternate exam for your student due to Covid-19 please note that they do not need to petition the Ad Board for a makeup.
Other requests for exam exceptions should go through the usual channels and faculty should not make individual accommodations.
Review exam regulations and policies
Review the exam policies listed in the Faculty Handbook which outline Course Head obligations during and after exams. I recommend adding a section to the Administer Exams page with the purple information and linking out to it.
- 30 minutes into the exam: Late students cannot be admitted to the exam room. Ask undergraduates to speak with their Resident Dean immediately (you must mark them as absent). Ask graduate students to contact the FAS Registrar's Office.
- 90 minutes into the exam: Students cannot turn in an exam until 90 minutes pass.
- 10 minutes remaining: Students cannot exit the room during this time.
- Makeup exams: A student who is present for any part of the exam is never entitled to a makeup exam. Once a student begins an exam, they must complete that exam within 24 hours.
- Illnesses: Instructions for student illness during a final exam are included in the exam packet. Pay special attention to the temporary COVID-19 protocols noted below.
Prepare resources, technology, and staffing
Starting May 2, collect your exam bluebooks and exam packets from the academic department offering the course.
- The exam packet contains attendance slips, exam announcements, and the bathroom and incident reports.
- If an exam is split into multiple rooms, the course head will receive a separate packet for each exam room.
At least one member of your course staff is required to be present for the entire duration of the exam.
- This helps uphold the integrity of the examination process, and maintain and report accurate information about the exam room and student attendance.
- You are encouraged to have two people present in order to respond effectively to emergencies or unforeseen situations, such as student illness or missing exam materials.
If contacted by Educational Support Services (ESS), confirm your technology or media equipment needs.
- Science Center exams: Contact the Prep Room at 5-5357 or prep@fas.harvard.edu.
- All other buildings: Contact Media and Technology Services at 5-9460 or ess@fas.harvard.edu.
Send Out of Sequence (OOS) and Makeup Exam Copies to the FAS Registrar's Office
OOS exams are administered to students who have overlapping exams, who cannot take an exam with their class for a variety of reasons, or who have AEO-approved exam accommodations. We are requesting that you also upload a copy of your exam in case there are makeups needed to be completed by graduating seniors.
- Instructional staff must upload a copy of the exam in my.harvard to the FAS Registrar's Office at least 48 hours prior to the first OOS exam.
- We will notify your course's instructional staff if any OOS exams have been scheduled for the course and will provide proctors to administer all OOS exams.
Review Extension of Time (Written Work) Policy
As a reminder, FAS has returned to pre-pandemic extension of time policies:
- Students who encounter unexpected difficulties in completing their written work (everything except Registrar-scheduled three hour exams) should consult their Resident Deans for the possibility of petitioning the Administrative Board for an extension of time.
- Extensions of time up to the end of the Examination Period may be granted by the instructor; however, extensions beyond the Examination Period can be granted only by vote of the Administrative Board.
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During the exam
Bring required items to you exam room
- Cell phone (in case of emergency)
- Exam packet
Take the following steps to ensure fair assessment
- Disable course websites (or restrict access to course staff) during the duration of the exam.
- Request that students turn off cell phones during the exam.
- Read aloud the Announcements provided in the exam packet so students are given consistent instructions.
- When the exam is underway, circulate the room to be visible to students, answer questions, and ensure that no inappropriate materials are used.
- Have students complete the Restroom Report when leaving the exam room to use the restroom. Ask students to leave phones and other electronic devices with course staff if they leave the room during the exam (generally for a bathroom break). Phones should be returned to students as soon as they re-enter.
- Complete the Incident Report if unusual events or circumstances occur during the exam, and return a copy to the Registrar's Office.
- Undergraduate attendance slips include the Harvard College Honor Code. In addition to confirming their attendance, the student’s signature will also affirm their awareness of the Honor Code.
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After the exam
Submit exam attendance using the exams roster
- Do not mark students absent if they are exempt from taking the final exam (for example, do not mark a graduate student as absent if they were approved to write a final paper in place of the final exam).
- Students who have dropped/withdrawn from the course or who have been granted a leave of absence will appear as Not Enrolled.
Return unused bluebooks or exam materials
- You can return them to your academic department or the FAS Registrar's Office.
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 HELP CENTER
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ACTION ITEM