FINAL EXAM AND SUBSTITUTIONS: REGULATIONS
This is the text of a memo ASA sent to the faculty in January 1997 on how and when final exams and substitutions for final exams may be given.
In the past few years there have been instances where the Committee on Academic Standing and Advising feels that faculty have been unaware of the regulations concerning final examinations and, by implication, the reading period, in the Faculty Manual. As you plan your courses and write your syllabi, ASA would like to remind you of the provisions in Article VII, Section 3, and of what some of the implications of those provisions might be, as we interpret them:
• Exam or substitute mandated for each course.
There must be a 3-hour examination at the end of each course at the time on the schedule published by the Registrar (see under "Timing" for an exception), or, if instructors wish to substitute another form of evaluation, the Registrar must be notified of the substitution.
• Timing.
A "regular" examination must be held "at the time indicated in the published schedule." Do not announce a final examination time until you have received the final schedule from the Registrar. If you cannot be present at the scheduled time, you could ask a colleague to administer the exam (at the regularly scheduled time) or use a substitution (which may be due up to the end of finals). You may not hold an examination or "close a course of study" before the appointed time except that "at the discretion of the instructor, (a) student(s) may take the examination at a time other than that at which the rest of the students in the course are taking it." This provision gives you discretionary power to give an exam at a different time to students who might request it, but the provision would imply that you may not require students to take an exam at a time other than the scheduled time. Exceptions need to be made especially for a student has multiple regularly scheduled exams on the same day. You may see fit to give an exam at a time other than the regularly scheduled one at the request of a student for other reasons, also.
Papers and projects in lieu of a final will be due no later than the conclusion of the last scheduled exam. The provision that instructors may not "close a course of study" before the appointed time, would imply that such papers/projects may not be due before the time the ordinary final for the course would have been held, although students may, of course, hand in a paper or project early.
Papers/projects plus final exams. "In courses in which papers are part of the work but in which there is also a final examination or substitute therefor, instructors may not set a time for submitting papers any later than 4:30 p.m. on the day immediately following the last day of classes." If you have a final or substitute, your other paper(s)/project(s) have to be due so as to allow time for students to study during the reading period and take finals. The final/substitute would be due at the time of the regular exam schedule; other papers/projects would be due no later than the day after the last day of classes.
• Exams in absentia.
"Should a student find it necessary to take an examination in absentia, she [he] will be responsible for making necessary arrangements in consultation with her instructor. If the instructor requests, the student will specify the time and place the examination will be given and/or the name, address and telephone number of an individual who will administer the examination."
• Honor code applies.
"Students are expected to govern themselves in examinations, as elsewhere, according to the rules and regulations of the Collegiate Association."
This page (Final Exam and Substitutions) is maintained by Diane Koester, Associate Dean for Academic and Learning Resources and Director of Academic Advising, who is solely responsible for its content. Please see our Statement of Responsibility. Last updated June 6, 2005.
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