Examination Policy Template

Purpose and scope

This Examination Policy Template establishes consistent rules and procedural safeguards for the set, conduct, marking, moderation and review of formal assessments and examinations across an institution. It is intended for use by institutional leaders, academic staff, quality-assurance officers and students. The policy should be adapted to local legal and regulatory requirements before publication.

Core principles

• Student-first fairness: assessments must be transparent, equitable and focused on valid measurement of learning outcomes.
• Academic integrity: clear rules on misconduct, detection, and sanctions, plus guidance on permitted use of AI and supplementary tools.
• Validity and reliability: assessment design, marking criteria and moderation procedures must align with stated learning outcomes.
• Reasonable adjustments: documented procedures for disability or other approved adjustments, applied consistently and promptly.
• Appeals and reviews: accessible, timebound processes for grade review and academic appeals.

Key policy elements (template items)

1. Definitions and scope (types of exams, coursework, invigilated tests).
2. Roles and responsibilities (Academic Board, examiners, external examiners, QA officer).
3. Assessment design and approval (alignment with learning outcomes; marking rubrics).
4. Conduct and security (invigilation, identity verification, remote assessment protocols).
5. Marking, moderation and external review (double-marking, sampling, external examiners).
6. Recording and reporting results (timelines, grade descriptors, release to students).
7. Academic integrity, breaches and penalties (investigation steps, sanctions ladder).
8. Reasonable adjustments and special consideration (documentation, deadlines, evidence required).
9. Result review, appeals and post-results procedures (grounds, timelines, independent review).
10. Record retention, confidentiality and data protection.

Operational checklist for implementation

• Publish the policy in the student handbook and staff intranet.
• Train examiners and invigilators annually.
• Nominate and brief external examiners with written remit.
• Maintain secure storage for exam papers and marked scripts.
• Run annual internal audits of assessment practice.

Sample wording for key clauses

Academic integrity: Students must submit work that is their own. Allegations of misconduct will be investigated under the institution's academic misconduct procedure.

Reasonable adjustments: Students seeking adjustments must apply in writing with supporting evidence at least four weeks before an examination where practicable.

Release of results: Final marks and feedback will be published within 20 working days of the meeting of the exam board unless otherwise stated in programme regulations.

Legal and regulatory note

Institutions are solely responsible for complying with all applicable national, state/provincial and local laws relating to operation, registration and awarding of qualifications. Adapt this template to meet statutory requirements in your jurisdiction prior to publication.

Implementation advice for small theological institutions

Smaller institutions may adapt procedures proportionately while preserving core safeguards: independent moderation, transparent marking criteria and a clear appeals route. Where resources limit full-time QA staff, document delegated responsibilities and make external examining a priority.