Centralisation of Exams Centralisation of Exams Reference Group Meeting 20 July 2007

Centralisation of Exams Project2 Dimensions of the Process Table 1 - Number of Exams Scheduled No. Exams MSAC354 City Evening78 Bundoora242 TOTAL674

Centralisation of Exams Project3 Dimensions Table 2 - Total Number of Sits over 3 Weeks No. of Sits MSAC36,280 City Evening3,688 Bundoora11,287 TOTAL51,255

Centralisation of Exams Project4 Infrastructure and logistics continued Table 3 – Average Number of Sits Per Day Av Sits Per dayVenue Capacities Per Day MSAC3,0234,600 tables City Evenig tables Bundoora table Total Average Sits Per day 3,6605,784 tables

Centralisation of Exams Project5 Dimensions Table 4 – Highest Number of Sits in a day Highest Number of Sits in a day Venue Capacities Per Day MSAC3,9654,600 tables City Evening tables Bundoora1, table TOTAL5,7695,784 tables

Centralisation of Exams Project6 Some Indicative Performance Analysis Timetable  The timetable was published on time  13 changes to the timetable after publication. This represents 1.9% of scheduled exams  8 of these changes were due to errors, a rate of 1.1%

Centralisation of Exams Project7 Indicative Performance Analysis Exam Papers  Submission by due date - Data is a little unclear as there are differences between the figures from the printer and the information from Portfolios  70 % of exam papers would have appeared to have been delivered by the due date of 18 May  Very few exams were outstanding by the end of the week prior to exams starting  27 errors found on exam papers, or 4% of scheduled exams.  Many instances of poor formatting and inconsistencies between header sheet and the exam paper  2 hand written exam papers were submitted

Centralisation of Exams Project8 Indicative Performance Analysis Conduct of Exams at MSAC  5 Academics not available when contacted by phone to clarify exam paper queries  128 students were without student cards and had their identity verified online in exam venues  No reported delays in returning completed script books to agreed pick up points  1 lost script book reported  A total of 136 academics attended exams at MSAC. That is, 38% of exams scheduled at MSAC had an academic in attendance  25 instances of alleged cheating. Experienced supervisors felt there was less cheating at MSAC

Centralisation of Exams Project9 Overview – Exam Scheduling Successes  Exam Schedule published on time with very few subsequent changes and errors  Personalised exam timetables were developed and published for students on the Web. Work involved in providing this service was considerable and was an important service to students  Students were able to arrive at exam venues and move to their allocated seat very quickly  MSAC Exams ran over twelve days Improvements  Scheduling of 2 and 3 hour exams should, where ever possible, be allocated to different rooms or be more logically arranged in one room

Centralisation of Exams Project10 Overview – Infrastructure and Logistics Key Successes  Bump in and bump out at MSAC worked smoothly.  Aside from the first day in the Show Court, set up of each exam room was trouble free, though carpet was a problem  Office and storage area was very functional  IT resources worked well  Signage from Southern Cross Station to MSAC was clear and thorough  Customer Service Desk was used extensively by staff and students and was very effectively managed Improvements  Office and storage space at Bundoora  Sequencing of seat numbers and arrangement of alphabetic areas

Centralisation of Exams Project11 Overview - Exam Paper Preparation and Print Collection of Scripts Successes  Submission deadline – good level of compliance  Initial problems tracking outstanding papers but was resolved  Header sheets worked well  Very few exams papers outstanding by 4 June  Return of scripts worked well. Improvements  Tracking of exam paper submission and printing  Timely reports to portfolios on outstanding papers  Work on the QA of exams including clarity, layout, organisation, level of errors, accuracy of header sheet details  Academics to be invited to proof papers after printing  Provide feedback on the clarity of formulae and diagrams in papers  Header sheet - review template and instructions  Hand written papers are unacceptable  Exam scripts to be picked up from venues if required

Centralisation of Exams Project12 Overview - Conduct of Exams Successes  MSAC venue worked well and is a comfortable venue  Most exams ran smoothly  Less cheating  Standardised procedures were implemented. Improvements  Noise was a problem at MSAC resulting in 5 applications for Special Consideration  Address cold in TTH  Some academic staff attending felt they were responsible for the conduct of their exam  Disseminate and improve the knowledge of exam procedures  Some very difficult to manage exam formats to be addressed  Address seating for two and three hour exams

Centralisation of Exams Project13 Overview - Supervisors Successes  Training worked well  Overall very professional  Scheduling a significant piece of work. Improvements  Training manual and procedures to be updated and made consistent  Vests for supervisors so they can be identified  Only new supervisors to be trained in future.

Centralisation of Exams Project14 Overview DLU Successes  New and substantial work for Exams, Awards and Graduations in ARG  Undertaken with commitment and sensitivity. Improvements  Procedures need to be fine tuned and timelines clarified  Need an agreed glossary of terms so there is clear understanding of the requirements being specified for students  Ongoing discussion between Academic Policy and the DLU.

Centralisation of Exams Project15 Overview - Transport Successes  Average use was 1,500 students per day with a couple of days recording 3,000  Tram drivers often announced “RMIT exams – goodluck” when arriving at MSAC  RMIT Marshals at Southern Cross Tram stops were a terrific support to students  MSAC tram stops usually cleared within a half hour of the conclusion of an exam  No complaints or Special Consideration application related to transport delays for MSAC Improvements  Minor issues which Yarra Trams will act on  Yarra Trams have asked for a single RMIT contact during exams to continue  Will proactively provide info on any maintenance programs that may affect services, but will otherwise schedule these outside RMIT exam dates.

Centralisation of Exams Project16 Conclusion MSAC  Very committed to and supportive of RMIT exams  Plan to appoint a manager and coordinator for the event in future  No damage to floors from exam furniture  Will address issue of noise. TPP – event managers  Very professional in their work and committed to making exams at MSAC a success.

Centralisation of Exams Project17 Conclusion Summary  Overall very successful  Some detailed improvement work and follow-up required  Exams processes now becomes operational through Exams, Awards and Graduations in ARG.