Off-Site Examinations

Information for Students Writing Off-Site Examinations

Many fully online and blended courses require formal, supervised in-class exams on campus. Students residing more than three hours travel time from the York University Keele campus (ex. out of province/country) can make arrangements with the eServices Office (eSO) to facilitate an off-site supervised exam.

1. Steps for Students

  1. FILL OUT THE OFF-SITE EXAM REQUEST FORM
    Students are required to fill out and submit the  Off-Site Exam Request Form TEN BUSINESS DAYS PRIOR to the exam date. Failure to meet this ten day requirement will jeopardize your off-site exam facilitation. A separate request form is required for each sitting.
  2. INFORM YOUR INSTRUCTOR
    Inform your instructor as soon as you enrol in your eLearning course that you are writing your exam off-site, and that your exam is arranged through eSO (eLearning).
  3. CONFIRM THE EXAM FORMAT WITH YOUR INSTRUCTOR
    Students are required to inform our office, the host institution (invigilator), and the instructor prior to the off-site exam date and time. Failure to notify the parties listed above before the off-site exam date and time will result in the loss of your off-site exam payment.
  4. PAY THE OFF-SITE EXAM FEES
    There is a $30 administrative exam fee charged by York University to cover administrative arrangement costs. Exam supervision/Invigilation fees per exam can range from $5 to $200 or higher, depending on the costs of the host institutions.Fees are determined by the host institution, and students are required to pay these fees directly to the host institution. This is in addition to the administrative $30 fee per exam cost charged by York University. As an example, if your course has two midterm exams and a final exam, the total cost to write your exams off-site could range from $90 to $690 CAD.

2. Off-Site Exam Requirements

  1. In order to qualify to write off-site, your traveling time (1 way) would need to exceed three-hours. Once approved to write off-site, you are expected to travel up to three hours (one way) to your remote site.
  2. Exam must be scheduled with one of our contact centres. Students are not permitted to appoint their own invigilator without approval by eSO. Invigilators who are not connected to one of our published off-site centres will not be considered, unless chosen by our Office.
  3. Your examination date and time must coincide with the on-campus exam and not precede it.
  4. If you decide to cancel your off-site exam, you are required to inform eSO, the host institution (invigilator), and your instructor before the off-site exam date.
  5. Your off-site request form must be submitted TEN BUSINESS DAYS PRIOR to the exam date.
  6. Student must supply both their current address (on location of exam) and their permanent address in contact information.

Off-site Exam Cancellations

Students are required to inform our office, the host institution (invigilator), and the instructor prior to the off-site exam date and time. Off-site exam fees are nonrefundable.

3. Invigilator Contact Centres

For an invigilation contact centre near you please refer to our post secondary and government contacts listing. If you require assistance with arranging an invigilator at one of these above centres, or, if there is no centre within 3 hours' travelling time of your address, please contact us as soon as possible. It can take 4 - 8 weeks to locate and approve a new invigilator. There are no guarantees that a new invigilator will be approved. It is best to contact our office way in advance to discuss your invigilation options for your location.

York International has international exchange programs for York University. Feel free to review the contacts listed by country on their pages as they might serve as a possible resource for exam invigilation.

In some remote locations it will be impossible to write supervised examinations due to lack of infrastructure. Please consult with the eServices Office before you enrol in your eLearning courses if you will be residing remotely.

Important Information -- Please be informed that during the exam, invigilators will be required to:

  • Provide their signature certifying that they (a) will comply with the off-site exam regulations during the examination procedures, including e-mailing or faxing completed exams back on the exam date. Mail or courier the completed exam documents back to eSO the next two business days, (b) are neither a relative nor friend of those whom they supervise
  • Document and report any suspicions of academic dishonesty
  • Photocopy both York YU card and/or Government photo IDs to be returned with original examination documents.

4. Important Notes

  • When providing us with the invigilator’s contact information, please ensure it is accurate. Double check e-mail addresses, phone and fax numbers. Incorrect information can interrupt your examination arrangements.
  • Be certain that you do not jeopardize your examination sitting by contravening any of the above criteria.
  • Once your off-site exam request form is received by eSO, the invigilator and the instructor will be contacted to confirm your off-site exam arrangements. Once confirmed, you will be notified via e-mail.
  • Your exam will be sent to the invigilator along with the invigilation rules and a sign-in form for both the invigilator and student.
  • The eServices Office must approve changes to any confirmed exam arrangements.

Off-site Exam Versions/Formats

Students writing eLearning exams outside of York University may be given a different version/formats of the exam in comparison to the on campus exam. On campus and off site exams are comparable in content and complexity, however they might differ in format and questions/problems included. Please confirm with your instructor the format of the exam prior to writing (multiple choice, case study, essay etc).

Remote Locations

In some remote locations it will be impossible to write supervised examinations due to lack of infrastructure. Please consult with the eServices Office before you enrol in your eLearning courses if you will be residing remotely.

Off-site Exam Special Needs/Accommodation Instructions for Students

If you are a student registered with the offices noted below, please forward the official documentation that confirms your registration and accommodation/special needs to our office. This will ensure that your exam accommodations are arranged for your off-site exam.

Invigilator Fees to your Host Post Secondary Institution:

Every external post secondary institution has varying invoicing and payment policies for exam invigilation (supervision) fees. Please inquire about these ahead of time to determine if they are acceptable to you. Invigilation fees can range from $50 to $200 per examination. Students are required to pay these fees directly to the host institution. This is in addition to the $30 per exam cost charged by York University. If your course has two midterm exams and a final exam, the total cost to write your exams off-site could range from $240 to $500, possibly more.

The invigilator will be returning your original, completed exam directly to the eServices Office via mail/courier. Check to see if these services will be included with your host institution fees.

Scheduling during business hours:

Please note that many institutions that supervise exams only offer day time invigilation services during business hours. Please be prepared to book time off from work in order to write during these designated writing times. In addition, many foreign countries celebrate/honour varying holidays and religious observances that will also impact the availability of services offered.

5. Off-Site Exam Fees

There are 3 different fees for invigilation/off-site exams:

1) Administrative fee charged to your York University student financial account.

There is a $30 administrative fee for each off-site examination requested.

Students are required, when cancelling exams, to inform our office, the host institution (invigilator), and the instructor prior to the off-site exam date and time. Failure to notify the parties listed above before the off-site exam date will result in the loss of the pre-paid exam fee.

2) Invigilation (supervision) fee payable to your Host institution - remote location.

Exam supervision/Invigilation fees per exam can range from $0 to $200 depending on the costs of the host institutions. Please keep in mind fees can range  higher than the average noted. Fees are determined by the host institution, and students are required to pay these fees directly to the host institution. This is in addition to the administrative $30 fee per exam cost charged by York University. As an example, if your course has two midterm exams and a final exam, the total cost to write your exams off-site could range from $90 to $690 CAD.

3) Courier/mail services fee for the return of your original, completed exam to your host institution.

Please check ahead of time to see if this service is included with your invigilation (supervision) costs, or if it is a separate fee.

The invigilator will be returning your original, completed exam directly to the eServices Office via mail/courier. Originals are not be to kept by the host institution. Check to see if these services will be included with your host institution fees.

6. Academic Honesty

  • Students writing exams are required to present a valid York University photo identification card (YU-Card) and valid Government issued photo identification (driver’s license/passport) at the beginning of the exam. Invigilators will photocopy your id to submit to our office.
  • Students will sign in and certify that they have complied with the exam regulations; not communicating with anyone re the content/process of the exam, and will not communicate/transmit/post/or record anything about the exam content and process

Please review the York University Senate Policies, Procedures and Regulations on Academic Standards, Grades, Conduct of Examinations.

Good luck with your exam.