Communicating exam details to your students

Setting clear expectations with your students about your assessment plans will help set your students up for success. This guide contains advice on key information that should be shared with students about their upcoming exam and includes examples of the communications you could relay to students.

If your exam takes place in a University exam venue, it is critical that your students understand that they are expected to be in Melbourne during the exams period, including the supplementary exam period. Students should not plan to leave Melbourne during this time as no special arrangements will be made.

You should share the exam format with students as soon as possible, and ensure that students sit the format this is being offered. If you have students who need alternative arrangements, please see our Alternative Exam Arrangements (AEA) guide.

  • Exam location:
    • University exam venue in Melbourne (for on-campus exams)
    • Off campus digital open-book exam (students complete exam on a device at their preferred location)
  • The exam format:
    • On-campus digital exam with LockDown Browser (Cadmus or Classic Quiz)
    • On-campus written exam
    • Off-campus digital open-book
  • Duration of the exam:
    • Reading time
    • Writing time
  • Exam venue rules
  • Standard permitted materials
  • Additional permitted materials
  • Exam instructions
  • Special exam instructions
  • Exam weighting
  • Clear expectations regarding academic integrity and how it applies to your type of exam
  • What students need to prepare or know before commencing the exam task
  • Links to exam resources for students (see below) which includes exam support service details and information about well-being during the exam period, special consideration, special and supplementary exams and alternative exam arrangements.

On-campus exams

In addition to the items above, the following will need to be communicated to students taking on-campus exams:

  • The exam format (i.e. on-campus written exam or on-campus digital exam)
  • Exam invigilators will be present during the exam session
  • Expectations for authorised materials within the exam venue

Off-campus digital open-book exams

For off-campus digital open-book exams, you will also similarly need to communicate:

  • How students will need to prepare for the exam and what is allowed during the exam (e.g. internet searching, use of resources, use of notes and outlining, toilet breaks).
  • Students are to log into the LMS 15 minutes prior to commencement of exam time.

Exam support resources for students

Additionally, the following exam resources are available to students to help them prepare for end of semester online exams:

Example communication to students for an off-campus digital open-book exam

Check with your Faculty if there is an exam information template that is expected to be used. Below is an example of the communications you could provide to students about exams. While exam venue rules and standard permitted materials are fixed unless otherwise stated, additional permitted materials and exam instructions will vary depending on the exam. Communication with students regarding their exams should therefore only include what applies to their exam.

It is crucial that this information is provided somewhere in your subject other than the exam shell as the students will not see the instructions in the exam shell until the actual exam time starts.

Duration

  • Reading time: 15 minutes/30 minutes
  • Writing time: 90 minutes/2 hours/3 hours

Exam venue rules

  • Do not communicate with other students in the exam venue
  • During writing time, write your student number on the cover sheet, and on any script books or answer pages
  • Blue scrap paper is for informal working notes only and will be collected and destroyed at the end of the session
  • No part of the exam paper may be removed from the venue
  • Ensure you only have standard permitted materials on your desk
  • Raise your hand if you require assistance
  • Turn off your phone prior to commencement of reading time. Phones must be fully powered off
  • Raise your hand immediately if you lose connection to Wi-Fi
  • Accessing any links/information outside of the exam portal is a breach of exam rules

Optional communications regarding exam venues

  • Ensure that your laptop is disconnected from any mobile hotspot it may be connected to prior to entering the exam venue

Exams taking place at Royal Exhibition Hall and Wilson Hall will not require OKTA verification. If your subject exam takes place in these venues, add the following instruction in your communications:

  • This exam venue will not require OKTA Verification.

Standard permitted materials

  • Identification card (student ID, government photo ID)
  • Pencils, pens, erasers
  • Clear bottle of water

Additional permitted materials

  • Calculator (programmable)
  • Calculator (non-programmable)
  • Calculator (Casio FX82 any suffix)
  • Student notes - 1 x double sided A4 page of notes
  • Student notes - 2 x double sided A4 page of notes
  • Student notes - unlimited notes (Paper based notes only, may be bound or in a binder)
  • The use of any printed material is permitted (includes text books, paper-based notes - may be bound or in a binder)
  • Mathematical instruments (protractor, compass, ruler, circle template)
  • Scientific models (molecular model)
  • Printed dictionaries - English language
  • Printed dictionaries - language other than English
  • Highlighter

Exam instructions

  • During reading time, students may not write, type, or select answers.
  • During reading time, students may highlight or annotate the exam paper and any permitted or reference materials.
  • During reading time, students may take notes, highlight or annotate any permitted or supplied notes.
  • During reading time, students may commence writing or typing their exam and annotate any permitted or reference materials.
  • Students must use a blue or black ball-point pen.
  • Students may use a pencil for diagrams.
  • Show all working or calculation steps for each question.
  • Students should write answers to the questions in the provided script books.
  • Raise your hand for an additional script book.
  • Write your answers in the designated answer boxes provided for each question.
  • If you require additional space for your answers, use the pages at the back of the exam paper.
  • Marks and weightings differ per question. Ensure you verify the marks for each question.
  • Next to each question you will find its assigned marks/weight.

Special exam instructions

Intended for special instructions not already selected. Please do not repeat instructions already selected, list standard exam rules or list already-selected permitted materials

Exam weighting

If you wish to refer to exam weights or marks, please outline in the box below (Max. 500 characters including spaces).

Example:

This exam contains 4 questions worth 120 marks. This exam is worth 50% of your final mark. This exam comprises 10 pages.

Subject coordinator availability

Choose the option that best suits your exam

Example:

Your subject coordinator will be available online for the first 30 minutes to answer any content related questions and issues.

For questions after this time please contact Stop1:

  • Inside Australia: 13 6352 (once you call, select option 1 in the first menu for current students and then select option 1 again in the second menu for exam enquiries)
  • Outside Australia: +61 3 9035 5511 (once you call, select option 1 in the first menu for current students and then select option 1 again in the second menu for exam enquiries)

If you still require a tool for providing moderated discussion posts to students during online and remote examinations (where students can post questions privately to the subject coordinator), we are encouraging the use of Ed Discussions with moderation enabled for your subjects. Learn more on how to use Ed Discussion for your exam.

If you have any questions or concerns, or are seeking support for Ed Discussions, please contact Teaching and Learning Innovation via a Service Now request.

Subject coordinators – please note : If you choose not to use Ed Discussions, you must make it clear to your students in an LMS Announcement how you can be contacted for the first 30 minutes of the exam for content related exam queries.

This guide was last updated 19 Nov 2025.

Submit an LMS support request for further assistance or to report any errors or omissions in this guide.