1. Purpose

This Exam Policy outlines the principles, procedures, and expectations governing all course assessments, quizzes, and final examinations at Qace Academy. Its goals are to ensure fairness, maintain academic integrity, and provide clear guidelines for students and instructors.

2. Scope

This policy applies to all learners enrolled in Qace Academy courses—online or in-person—including but not limited to:

• Weekly quizzes

• Midterm assessments

• Practical/lab-based tests

• Final examinations or certification assessments

• Any other graded evaluation administered by Qace Academy

3. Definitions

• Learner (Student): Any individual enrolled in a Qace Academy course.

• Instructor: The Qace Academy staff member responsible for teaching course content and administering assessments.

• Proctor: A person designated by Qace Academy to monitor exam integrity (could be an instructor, teaching assistant, or approved external proctor for online sessions).

• Assessment: Any quiz, assignment, practical test, or exam used to evaluate learner mastery.

• Academic Integrity: Upholding honesty, fairness, and ethical behavior when completing assessments.

4. General Principles

• Fairness & Consistency: All learners must receive the same instructions, time allowances, and evaluation criteria.

• Transparency: Learners will be informed in advance of the exam format, duration, grading rubric, and any allowed materials (open-book vs. closed-book).

• Integrity: Cheating, plagiarism, or any form of dishonesty is strictly prohibited.

• Accessibility: Reasonable accommodations will be provided to learners with documented disabilities or extenuating circumstances, subject to advance request and approval.

• Privacy & Confidentiality: Exam questions, answers, and learner grades are confidential. Only authorized personnel (instructors, proctors, academic administrators) may access exam materials and results.

5. Exam Types & Scheduling

5.1 Quiz Assessments

• Frequency: Quizzes may be administered weekly or bi-weekly, as defined in the course syllabus.

• Format: Typically 10–20 multiple-choice, true/false, or short-answer questions.

• Duration: 15–30 minutes.

5.2 Midterm & Practical Assessments

• Midterm Exams: Scheduled approximately halfway through the course. May include a mix of multiple-choice, short-answer, and practical questions.

  • Duration: 60–90 minutes.

  • Weightage: 20–30% of final grade (as indicated in the syllabus).

• Practical/Lab Tests: Hands-on exercises (e.g., writing test scripts, debugging code) conducted in a lab environment or via virtual lab platform.

  • Duration: 60–120 minutes.

  • Weightage: 20–30% of final grade.

5.3 Final Examinations

• Timing: Held during the last week of the course or designated final exam period.

• Format: May combine multiple-choice, scenario-based, essay, and practical components reflecting comprehensive course objectives.

• Duration: 2–3 hours, or as specified in the course outline.

• Weightage: 40–60% of final grade.

6. Exam Registration & Notification

• Advance Notice: Learners will receive a notification of all exam dates at least two weeks in advance (via email and course platform announcement).

• Registration: For proctored or in-person exams, learners must confirm attendance 5 Business Days before the exam date.

• Rescheduling: Requests to reschedule (due to emergencies or valid conflicts) must be submitted in writing to the Course Coordinator at least three Business Days before the exam. Approval is at the discretion of Qace Academy.

7. Exam Conduct & Procedures

7.1 In-Person Exams

• Check-In: Arrive 10 minutes before start time. Present a valid photo ID.

• Seating: Assigned by Proctor—no swapping seats.

• Permitted Materials: Only items explicitly allowed (e.g., pen, pencil, approved calculators). All other personal items (bags, phones, smartwatches) must be left at the front of the room or in a designated area.

• During the Exam:

  • Silence all electronic devices.

  • No communication (verbal, written, or non-verbal) with other learners.

  • Raise hand for clarification—Proctor will respond discreetly.

• Time Management: Proctors will announce time remaining at halfway and at 15-minute, 5-minute, and 1-minute intervals.

• Submission: Stop writing when the Proctor announces “Time’s up.” Hand in all answer sheets/materials before leaving.

7.2 Online/Remote Exams

• Proctoring: Online exams may use live proctoring (Zoom/Teams) or automated remote proctoring tools. Learners must:

  • Test their webcam, microphone, and internet connection at least 24 hours prior.

  • Ensure a quiet, well-lit workspace with no unauthorized materials in view.

  • Display a valid photo ID on camera before the exam begins.

• Browser Rules:

  • Learners must use a supported browser (e.g., Chrome, Firefox) and enable required extensions (proctoring plugin or lockdown browser).

  • No opening new tabs or applications—violation triggers an automatic warning or exam termination.

• During the Exam:

  • Keep camera on at all times; avoid any off-camera discussion or assistance.

  • Proctor may request a 360° room scan with the webcam.

  • No communication with others (including chat, messaging apps).

• Technical Interruptions:

  • If connectivity is lost, contact the Proctor immediately via the designated backup channel (phone/SMS/email).

  • Document the time and nature of the issue; Qace Academy may provide limited time extensions on a case-by-case basis.

• Submission: Submit answers via the exam platform before the timer expends. Late submissions may not be accepted unless due to verified technical failure.

8. Academic Integrity & Misconduct

8.1 Prohibited Behaviors

• Cheating: Copying from another learner’s paper/screen, using unauthorized notes, or receiving outside assistance.

• Plagiarism: Submitting someone else’s work (including AI-generated solutions) as your own without proper attribution.

• Collusion: Collaborating with others on individual assessments or sharing exam content.

• Unauthorized Devices: Use of smartphones, smartwatches, or any electronic device not expressly permitted.

• Misrepresentation: Presenting false identification or using another person to take the exam on your behalf.

8.2 Consequences & Sanctions

• First Offense (Minor Violation):

  • Warning issued to learner.

  • Zero score on the affected question(s).

• Second Offense (Major Violation):

  • Failure (0%) grade for the entire exam.

  • Formal Academic Misconduct Notice placed on record.

• Third Offense (Repeated/Severe Violation):

  • Expulsion from the course without refund.

  • Notation of academic dishonesty on the learner’s transcript (if applicable).

  • Referral to Qace Academy Academic Review Board for further action.

9. Grading & Feedback

• Marking Timeline:

  • Quizzes: Graded automatically or within 3 Business Days.

  • Midterms & Finals: Returned with scores and feedback within 7 Business Days.

  • Practical/Labs: Feedback within 7 Business Days of submission.

• Passing Criteria:

  • Quizzes: Minimum 60% to pass (or as stated in the syllabus).

  • Midterms: Minimum 50% to proceed to final (or as stated).

  • Finals: Minimum 60% to earn course completion certificate (unless otherwise noted).

• Grade Appeal:

  • Learners may request a regrade within 5 Business Days of receiving results.

  • Submit a written appeal to the Course Coordinator specifying:

    • Exam name/date

    • Question(s)/section(s) in dispute

    • Reasoning and evidence for re-evaluation

  • The instructor or designated reviewer will re-evaluate and respond within 5 Business Days. Their decision is final.

10. Retake & Remediation Policy

• Retake Eligibility:

  • Learners who score between 45–59% on the final exam may be eligible for a single retake.

  • Learners scoring below 45% must complete additional remediation (e.g., targeted review modules, tutoring) before retaking.

• Retake Timeline:

  • All retakes must be scheduled within 2 weeks of initial exam results.

  • Learners must submit a Retake Request Form at least 5 Business Days before the retake date.

• Retake Conditions:

  • Retake exam may differ in questions or scenario details but will cover the same learning objectives.

  • The highest score between the original and retake exam will be recorded (capped at 70% maximum if original was below 45%).

• Fees:

  • One complimentary retake is included for learners in good standing.

  • Additional retakes beyond the initial allowance incur a retake fee of [amount, e.g., $50] to cover administrative costs.

11. Special Accommodations & Extensions

• Eligibility:

  • Learners with documented disabilities or serious medical issues may request accommodations (extra time, separate location, assistive technology).

• Request Process:

  • Submit a written Accommodation Request Form along with supporting documentation (e.g., medical certificate, disability verification) at least 4 weeks before the scheduled exam.

  • Requests submitted fewer than 4 weeks in advance may be considered but cannot be guaranteed.

• Approval & Implementation:

  • The Academic Support Team will review the request within 5 Business Days and notify the learner of approved accommodations.

  • Approved accommodations will be implemented for classroom, lab, or remote exams as appropriate.

• Extensions:

  • In emergencies (e.g., hospitalization, family emergency), learners may request an exam extension up to 2 Business Days after the scheduled date.

  • Submit a written Extension Request with documentation (e.g., doctor’s note) to the Course Coordinator within 48 hours of the missed exam.

12. Responsibilities

12.1 Learners

• Review and understand the Exam Policy before each assessment.

• Arrive on time (or log in punctually for online exams).

• Maintain academic integrity and adhere to proctor instructions.

• Request accommodations, retakes, or appeals within the specified timeframe.

12.2 Instructors & Proctors

• Communicate exam details, format, and allowed materials in the course syllabus and at least 2 weeks before the test.

• Ensure a secure, monitored testing environment (in-person or online).

• Grade assessments fairly and provide timely feedback.

• Report any suspected academic misconduct to the Academic Review Board.

12.3 Qace Academy Administration

• Maintain and update this Exam Policy annually.

• Provide necessary resources for proctoring, accommodations, and appeals.

• Ensure confidentiality and security of exam materials and learner records.

• Oversee the Academic Review Board and enforcement of academic integrity standards.

13. Academic Review Board

• Composed of senior instructors and academic administrators.

• Reviews cases of alleged misconduct, appeals beyond instructor-level, and policy interpretation disputes.

• Meetings are convened within 10 Business Days of a formal misconduct or appeal report.

• Decisions are communicated in writing to the learner and the instructor; final decisions are binding.

14. Policy Review & Amendments

• This policy is reviewed annually (every 12 months) by Qace Academy’s Academic Committee.

• Any amendments are communicated to all learners and instructors at least 30 days before taking effect.

Contact Information:
For questions or clarifications about this policy, please contact:

• Academic Support Team: support@qaceacademy.com

• Exam & Proctoring Inquiries: exams@qaceacademy.com

• Accommodations & Extensions: accommodations@qaceacademy.com