The final examination time period is published annually in the College calendar and students are required to write final examinations at the scheduled times and dates. Students should be aware that examinations may be scheduled on days and times that differ from regular class schedules, including evenings and weekends. In the event of exceptional circumstances, students may apply to write a final examination at a time other than the scheduled time. These examinations are referred to as out-of-time final examinations; more information can be found below.
Also see "Aegrotat Standing" and "Standing Deferred" in Grading Practices.
a. Exam Papers
Final examination papers become the property of the College and remain in the possession of the College for a period of no less than one year until destroyed.
In the event of a grade appeal, all final examination papers will be retained by the College for 12 months beyond the resolution of the appeal.
b. Arts, Science and Business Administration Courses
Students shall not be required to complete a test or exam which contributes more than fifteen percent (15%) toward the final grade in a course during the last five teaching days of the semester or in the period between the end of the semester and the beginning of final examination period.
This policy does not apply to laboratory examinations or field courses and other courses whose schedules do not match that of the regular timetable, whether summer session or regular session.
In the event of an exceptional circumstance that meets the criteria outlined below, students may apply to write a final examination at a time other than the scheduled time. These examinations are referred to as out-of-time final examinations.
A student may apply to write an out-of-time final examination by submitting a completed Out-Of-Time Final Examination Form to the appropriate Program Dean or Director, or designate. Except in unforeseen circumstances, as described below, students must complete and submit their request for an out-of-time examination at least two weeks in advance of their scheduled examination so an out-of-time examination can be organized at a suitable time.
Criteria for Approval of Out-of-Time Final Examinations
a. Exam Schedule Conflict
Approval of an out-of-time final examination request shall be granted if the student has two or more final examinations scheduled at the same time, has three or more final examinations scheduled within a 24-hour period or has insufficient time to travel between campuses for the purpose of writing final examinations.
b. Unforeseen Circumstances
Medical/Health: Approval of an out-of-time final examination request may be granted if the student has been injured, or hospitalized or is under the care of a health care professional/practitioner for a condition which prevents the student from writing the examination at the scheduled time.
Compassionate: Approval of an out-of-time final examination request may be granted for compassionate reasons such as, but not limited to, a death, serious illness or injury of a member of the student's immediate family. At the discretion of the Program Dean or Director, or designate, consideration may also be given for other unforeseen events beyond the student's control.
Legal Obligations: Approval of an out-of-time final examination request may be granted for legal obligations which include but are not restricted to jury duty or court appearances.
Note: In all cases the student must submit written confirmation and/or documentation verifying that the student is or was unable to write the final examination at the scheduled time because of unforeseen circumstances beyond the control of the student. In the event of illness or injury, the student and/or the physician must indicate in writing when the student could reasonably be expected to write the final examination.
c. Religious Beliefs
Approval of an out-of-time final examination request shall be granted if an examination is scheduled on a day recognized for observance by the student's religion or church, as guaranteed by the Canadian Charter of Rights and Freedoms. The student may be required to submit a letter from his or her church or equivalent.
d. Special Employment or Extraordinary Athletic Activities
Approval of an out-of-time final examination request may be given for reasons such as extraordinary employment (example: confirmation of a job overseas) or extraordinary athletic activities (example: participation in the B.C. Games, Canada Games or the Olympics).
e. Participation on College Athletic Teams and College-related Student Activities
Approval of an out-of-time final examination request may be given for participation as a team member in scheduled games of a College athletic team or for participation in College-related student activities such as competitions.
Applications for out-of-time final examinations shall not be approved for vacations, trips or reasons other than those satisfying the aforementioned criteria.
Okanagan College Calendar: Printed 01/18/2019