With the exam period fast approaching, here are some final quick reminders to assist you in preparation for your final exams; these points are the most critical ways to uphold academic integrity during final assessments. Below, we provide general guidance on conducting final exams followed by mode-specific guidance for in-person exams, in-person exams with a laptop, and fully online exams. Please also see the University’s guidance on verifying students’ identification at sign in (including the use of mobile YU Card).

Please note that:

  1. All final exams must be held in the same mode as course delivery (e.g. in-person courses must have in-person final exams unless prior approval has been given in writing by the ADA).
  2. Remote proctoring is not permitted, but Lockdown Browser is encouraged to be used for any digital exams. Please note that although the vendor for Lockdown Browser provides a remote proctoring service, this has been disabled as per York policy and is separate from the other functions of Lockdown Browser.
  3. Artificial Intelligence (e.g. ChatGPT): according to York’s Senate Policy on Academic Honesty, using text-, image-, code- or video-generating AI tools to complete academic work without the instructor’s knowledge or permission breaches academic honesty. More specifically, using text-generating tools (such as ChatGPT) is cheating (Senate Policy, section 2.1.1), and using image-generating tools (such as DALL-E) is plagiarism (Senate Policy, section 2.1.3). This applies to the various possible uses of AI tools, such as using text-generating AI as the author of an entire response, a copy editor, or a ‘personalized’ reference tool akin to Google or Wikipedia.
  4. Instructors are the lead invigilators of their exams. Please plan to be present and focused on active invigilation during the exam even if you have the support of additional invigilators.

Accommodation Requests
Students with formal accommodations related to tests and exams (for example, those who require additional time to complete an exam) must have registered with Student Accessibility Services prior to the exam period. Please remind students seeking accommodation for exam writing to register or renew with SAS and to request an alternate exam to ensure they can write the exam with the proper supports. Arranging alternate exams or accommodations is ultimately the responsibility of students.

**Ensure that Canvas settings for adding extra time for students with accommodations are correct prior to the start of the exam review instructions here.

In-person Exams

    • Most importantly, please clearly communicate your expectations of students writing the exam to your students.
    • In short, explain the exam procedure before the exam starts (i.e. post instructions to Canvas now and then repeat at the beginning of the actual exam). 
      • Things like “all phones must be deposited at the front desk with the professor”, “absolutely no materials are allowed on the desk”, “all bags must be left at the front”, etc. are best communicated in writing and ahead of time.  
    • Use question formats where copying is difficult (essay style, scramble order of answers, don’t use last year’s question, for example). 
    • Have students stand up and check themselves head to toe to ensure they have no unauthorized materials on them or on the desk. 
      • Many infraction reports and later grade appeals from the affected student originate at this juncture: instructor finds material (e.g., phone, calculator, paper, etc.) on the student, student claims no clear request was made to leave this particular item somewhere, instructor reports infraction, student claims material was unrelated to exam and a big investigation ensues. 
    • Please note that this term, digital YU-Cards, which include a photo, are accepted as a form of identification. Invigilators have been informed of the process of checking the authenticity of digital YU-Cards. However, if you would like to familiarize yourself further with the process of authenticating this identification mode, please refer to these YU Card FAQs.
    • It is recommended that all materials should be stored in closed backpacks or other bags, which ideally are left at the front of the room if possible.
    • Consider asking students to sign an Academic Honesty Statement before taking the exam (e.g., on the exam’s cover sheet).  This act would remind students to be mindful about the proper exam taking process. 

In-person Exams with a Laptop

  • Remind students in advance that they need to bring their devices fully charged and with additional battery pack, if available. Not all exam spaces are equipped to allow every student to plug in a device simultaneously. To avoid a situation in which students cannot finish the exam or lose time due to battery deficiency, please remind them before the day of the exam to ensure that their device has adequate battery life for the exam duration.

For Online Exams (using Canvas)

Communication with students

  • Provide clear instructions to students on how to respond in the event of technical issues. They should email you their work immediately and complete the Technical Issues Form. See more details on this process on the T&L Technical Issues Procedure page.
  • Communicate all exam details before the exam, ideally verbally and in writing, including:
    • Contact details during the exam (if/when/how students can contact you during the exam period)
    • Exam length (the time you expect students to be working on the exam)
    • Exam-writing window (start and end time for accessing the exam)
    • Authorized resources allowed or needed during the exam (e.g., calculators, software, textbooks). This should also include a clear list of internet-based resources students are and are not allowed to use.
  • Indicate that any extra time provided for uploading should not be used to continue writing the exam.

Review of Exam Settings in Canvas   

  • Description should include all exam instructions. See the T&L Post Ensuring a Smoother Remote Exam for a visual example. You may also download and edit from the Exam Instructions Template.
  • Verify that any files added to the assignment have been published. Note that images and files uploaded to an assignment or quiz will only display to students if you have indicated the copyright status for the file and published it. Check the ‘Files’ tab to make sure all necessary files are published.
  • For Canvas ‘Assignments’, Submission Type should be set to ‘Online’ and ‘File Upload’ if students are expected to upload a file.
    • Restrict Upload File Types to ensure that student submissions are compatible with your device, the Canvas Speedgrader, and Turnitin.
    • Turnitin plagiarism review should be enabled if you are using Turnitin for plagiarism detection.
  • Available From date should be the start of the exam window.
  • Due date should be the end of the exam writing window.
  • Until date should be the end of the exam upload window. This is typically 15 minutes after the due date to allow students time to upload their exam.
  • Verify that any Canvas-based accommodations have been set up correctly.
  • Contact askit@yorku.ca before the exam if you need assistance in setting up or reviewing any exam settings.

Quiz-Specific Settings
This section only applies to exams using the ‘Canvas Quizzes’ Learning Tools. Note that all the above ‘exam settings’ checks are also necessary when using a quiz.

  • Include a mock exam prior to the scheduled exam. The mock exam should use the same settings and question types as the scheduled assessment. The mock exam mirrors elements of the actual exam, intended to ensure that students meet (or may troubleshoot) any technical requirements for access in advance of completing the actual assessment, and to promote a smooth experience. Ex: Requiring the latest browser / tool update, disabling firewalls, etc. during this testing phase.
  • Use the ‘preview’ feature to run through the exam and verify the Canvas Quiz displays as intended. Depending on how you have set up your Quiz, verifications may include correct / incorrect answer selections, optional feedback display, and accurate points awarded on submission, as well as intended display of questions if using a question bank.
  • Review all quiz settings for accuracy and to assist with academic honesty, including:
    • time limit,
    • answer shuffling,
    • whether or not students are allowed multiple attempts,
    • whether or not students can see their answers after the exam. Please note, by default New Quizzes release quiz results to students after submission. To restrict this, enable Restrict student result view in the quiz settings.

For a detailed explanation of how to conduct an exam review in each of the Canvas assessment tools, please review the following vdeos:

If you’d like a member of the CITE team to complete a review of your exam, please open a ticket by emailing askit@yorku.ca.

Getting Technical Help During Your Exam 
If you require support, contact the Schulich IST Helpdesk. They can be found on the 3rd floor of the Seymour Schulich Building, and their opening hours can be found here. You can also reach the Helpdesk at (416) 736-5824 or in advance via email at askit@yorku.ca.

For urgent exam support,
please call the Help Desk at 416-736-5824 

Academic Infractions 
Despite your very best efforts, some of you will have to deal with academic honesty infractions. What to do in such a situation may not always be entirely clear to all. Therefore, here is a summary of the key procedural steps. The link above offers more details. There are in essence two scenarios:  

“Something is happening here, but what it is isn’t exactly clear.”
What are your options? 

  • Say something to the entire class about maintaining silence or keeping their eyes on their own paper 
  • Speak to an individual or cluster, indicating that their behaviour appears improper and that they will be watched closely
  • Move one or more students to a different location in the room (‘up front’ often works)

You (or the invigilator) “can see [it] clearly now”, cheating is (very likely) occurring:

  • Importantly, students will be allowed to complete the examination even if a breach is suspected. 
  • Much now revolves around proper recording and evidence collection!! 
  • Any unauthorized materials (e.g., crib sheets) should be taken from the student[s] immediately. 
  • The students involved should be identified and asked to remain in their seats at the end of the examination, at which time their examination materials should be collected and identified by the instructor or invigilator. Notations should be made by the instructor and/or invigilator to assist in documenting what was observed. (If the offence involves more than one student, it may be appropriate to ask one student to move to another location in the room, to complete the examination.) If copying from a neighbour was observed, you may want to note the seating arrangement as well. 
  • If the matter is identified by an invigilator, the matter should be reported to the instructor at the earliest possible time. An Exam Incident Report Form should be submitted to the instructor soon thereafter (please see tab on Exam Procedures). 
  • The instructor shall assess the situation and if persuaded that cheating has taken place, the instructor should: 
    1. Notify the students that the matter is being turned over to the Associate Dean Academic and 
    2. Submit a written report and supporting documentation (exam materials, crib sheets, indications of copied sections if that was the case) to the Associate Dean. 
  • No examination grade should be entered until the matter has been heard by the Associate Dean and a resolution of the academic dishonesty charge has been concluded. 

As always, we are so grateful for your efforts to provide a smooth experience for our students. 

If you have any questions or concerns, the team at the CITE office are at your disposal to assist wherever they can.

For academic and policy questions, please contact ada@schulich.yorku.ca. 

On that note, good luck to all in ensuring smooth examinations. 

SSB Office of Curriculum Innovation & Teaching Excellence (CITE)