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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 2023-24 (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.

Submission

Written Exams

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: 570KB)

DateDeadlineBasic formatting checkPrinting
22 March 2024 Main deadline Yes, provided Exams and Awards will print
23 March - 5 April Reduced service Not provided Exams and Awards will print
6 - 19 April Final deadline Not provided School must print

Digital Exams

Deadline for question sets to be ready in Inspera or NUMBAS: 8 March 2024 

Between 8 March – 29 March, 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.

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.

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: 232 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:

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