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Staff

Information for Newcastle University staff

Exams and Awards Schedule

The Exams and Awards office schedule outlines key dates and deadlines for exams and congregation

Examinations & Awards Office Schedule 2024-25 (Excel 18KB)

Main Period Exams

Preparation

Preparing Exam Papers

Written in-person exams:

Guidance on the preparation and formatting of exam papers:

Template for invigilator instructions for digital exams with no backup paper. 

All papers must be carefully checked prior to submission.

Take-home exams:

For the preparation of take-home exams:

Scheduling

The exam timetable is generated using the information in MOFS. Please ensure that the assessment information is correct.

Draft and Final Timetable release dates

Submission

All exam papers must be submitted via the exam paper portal.

A link to the exam paper portal will be emailed to the Exam Contacts for each School.

All papers should be carefully checked prior to submission.

Exam paper portal user guide (PDF: 601KB)

Date Deadline Basic formatting check Printing
11 July Main deadline Yes, provided Exams and Awards will print
21 July Final deadline Not provided School must print

Digital Exams

Deadline for question sets to be ready in Inspera or NUMBAS: 8 July 2025

Between 8 July - 21 July, the Digital Exams team will undertake technical checks. They will then download a backup paper and produce a cover sheet which will be sent to the School. For modules which do not have a back up paper, you will be contacted separately with draft communications to share with your students.

The backup paper (including cover sheet) must be submitted by the School to the Exams team via the Exam Paper Portal within 2 working days of receipt.

Impact of the Industrial Action

For modules that have been affected by the industrial action, it is acknowledged that the ability to submit exam papers by the main submission deadline (11 July) may not be feasible. In these cases, exam papers should be submitted as soon as possible after the deadline. However, for any modules that have not been impacted by the strike, it is requested that the main deadline is still met where at all possible.

The Exams & Awards Team will endeavour to work with Schools to manage the consequences of potentially receiving larger volumes of papers after the main deadline. As normal, we would like to ask Schools to ensure that full and thorough formatting checks are completed prior to submission, and especially for papers being submitted after the main deadline. To try and assist Schools with late papers, please note that the Exams & Awards Office will print all papers that are submitted up until the final deadline of 25 April (i.e. the reduced service deadline has been removed).  

If a late change or update is required to an exam paper that has already been submitted, then please contact the Exams Office to discuss the best course of action.

Ad Hoc Exams

The Exams Office can supply exam stationery and invigilators for exams held outside of the normal exam periods. We cannot support any exams in the two weeks immediately prior to a main exam period unless there are exceptional circumstances i.e. MBBS nationally scheduled exams.

For further information refer to the Ad Hoc Exam Procedures for Schools (PDF: 137 KB).

You should use the form below to submit an ad hoc exam request:

Then submit a copy of the exam paper using the exam paper portal (you can do this once you have had confirmation from the Exams Team that the exam has been scheduled).

Deadlines for submissions are:

Exam typeForm must be completed by
Written 3 weeks (15 working days) before exam date
Digital 4 weeks (20 working days) before exam date
Exam paper (for written exam only) 2 weeks (10 working days) before exam date

Late applications will not be supported.

In-House Exams

You can order script books for an in-house exam using the order form for in-class script books. You must place the order at least 10 days before the date of the exam.

HEAR Information

To find out more about HEAR information for staff click on the expandables below:

What is the HEAR?

The HEAR (Higher Education Achievement Report) provides a comprehensive and detailed record of students’ achievements throughout their time at Newcastle University.

It supplements the traditional transcript with the inclusion of:

  • extra-curricular activities
  • prizes and awards
  • work placements
  • other relevant information verified by the University

The HEAR is a national project and is relevant to all UK Higher Education providers and their students.

Further information is available on the HEAR website.

What is the purpose of the HEAR?

The HEAR is intended to enhance employability or further study. They verify the wider skills and achievements that students have gained through their time at university.

Prospective employers and universities can gain a fuller understanding of:

  • a student’s achievements
  • their programme of study and the modules taken
Format of the HEAR

The HEAR adheres to a standard template and is normally around 6 pages in total. It only contains information about achievements that have been verified and validated. This is done by Newcastle University, or by an authorised third-party organisation.

Since July 2018, Newcastle University HEAR documents are issued to students as an electronic document via the Digitary CORE portal.

Which students receive a HEAR?

All UG/PGT students* will be issued with a final HEAR (normally) during the month of graduation.

An interim HEAR will be issued to UG students* following the end of each stage (i.e. July, or September for resit students). This will be updated at the end of each stage before becoming final upon graduation.

*with the exception of MBBS/UG Dentistry students

Roles and activities for inclusion

If you would like to propose a new role, activity or achievement to be specifically recognised on the HEAR, please complete this form. Requests should be received by the end of Term 2 in order to be considered for inclusion in the same academic year.

Submitting information for the HEAR

Schools should provide the following information for all UG programmes and PGT programmes (where applicable):

  • dissertation titles
  • academic prizes: please provide information for all stages
  • work placement details (for School-run and non-international placements only). Information for any international placements or those run by Careers will be provided separately by the International Office/Careers Service. Please provide information for all stages

As interim documents will be issued to non-final year students, please submit the relevant information for these students as well. However, please ensure that information is not sent more than once as this will result in duplication on the HEAR document.

How to submit:

Information must be submitted via the HEAR Data Submission Form and using the following specific templates:

Deadlines:

For UG/PGT programmes finishing by June:

  • dissertation titles and work placements – Friday 6 June 2025
  • academic prizes - within 24 hours of the Exam Board

External Examining

Hotel Bookings

Staff booking a hotel room on behalf of an External Examiner should choose from the list of approved hotels in Newcastle. Quote 'Newcastle University' to get the contract rate and let them know that the University will raise a Purchase Order.

As per the specific instructions previously disseminated to Schools, you'll then need to complete and submit a Web Requisition Form. Please email the Exams Office if you require these instructions to be sent to you.

The Exams Office will pay a rate of up to £250 per night. If the room cost is more than £250 per night, your school will pay the difference.

Forms

Fees and Guidance

Additional University Policies and Guidance
Exams