Examinations

This policy applies to situations in which a student begins, but does not complete, an examination.

I. During the Exam: Process for Handling an Extraordinary Situation Affecting a Student’s Ability to Complete the Exam

The Law School encourages students who are ill or experiencing an extraordinary personal situation to seek assistance from the Dean of Students Office before an examination begins. In addition, students with pre-existing conditions, illnesses, or situations that could cause an unexpected interruption during examinations should discuss the situation with the Dean of Students Office before the examination period.

If an incident occurs during the examination, the student must notify the proctor immediately. The proctor will then refer the student to a Law School administrator as per below. A student in this situation must identify himself/herself before the examination ends, as accommodations cannot be made after the fact for illness during an examination.

If the student, after consulting with the Associate Administrative Dean/ Registrar and/or the Dean of Students or Associate Dean of Students, is unable to complete an exam due to a medical or mental health issue, then he/she must report immediately to Health Services, his/her private physician or the Emergency Room at a hospital. The University Police, Registrar’s Office and Dean of Students Office can assist with transportation to a local Emergency Room. It is important to note that a contemporaneous and comprehensive, professional evaluation of a student in this situation is an important element in a petition for excusal from the examination as outlined below.

II. Process for Requesting Relief after a Student is Unable to Complete an Examination

This portion of the policy applies in the rare case where a student begins an exam, is unable to complete the exam due to a medical reason, mental health issue or other extraordinary personal situation and has complied with the process outlined above. After receiving appropriate medical attention, the student may request to be formally excused from the exam. The decision to excuse a student will be made by the Associate Deans, in consultation with the Dean of Students, and/or the Law School’s Disability Services Officer.

Students wishing to request relief under this policy shall submit a written petition and supporting documentation as soon as possible after the examination interruption. A student may submit only one exam excusal petition per exam period. Thus, it should be emphasized that all extraordinary circumstances relating to the exam interruption must be raised in the petition for exam excusal. Once the petition is reviewed and decided upon by the Associate Deans, there will be no appeal of the decision.

Petitions for relief shall include information on the following:

1. History of treatment (if medical/mental health situation) including, but not limited to, age of diagnosis, recommendations for medical/therapeutic interventions, compliance, use, and side effects of medication, and treatment successes
2. The unpredictability and/or severity of the situation and the impact on functioning and performance across a variety of settings
3. History of communication regarding the specific issue or condition with the Dean of Students Office

In the case of a medical or mental health situation, medical documentation submitted to support the petition shall:

1. be as contemporaneous as possible with the exam interruption
2. confirm that the condition has an element of unpredictability
3. include an opinion from the treating physician or clinician that the interruption was directly caused by the diagnosed medical/mental health condition

Please note that a medical diagnosis alone does not automatically guarantee relief. Furthermore, a diagnosis of test anxiety in and of itself is insufficient to support a request for relief.

Students who have been properly excused from a final exam will be subject to the examination excusal provision in Rules and Regulations III. F. Failure to Take Examinations. Should the interruption occur during a mid-term assessment, relief, if available at all, will be determined on a case-by-case basis at the discretion of the Dean of Students in consultation with the course instructor, an Associate Dean and/or the Associate Administrative Dean/ Registrar and such determination shall be final.

Relief for Graduating Students: In the event that the student is due to graduate immediately following the exam period in which the exam interruption occurred and the matter cannot be resolved by withdrawing the student from the course in which the exam interruption occurred, the law school may offer alternative relief if reasonably available. The decision to offer alternative relief to a graduating student and the nature of such relief shall be made by the Dean of Students and Academic Associate Dean and such decisions shall be final.

It is expected that students will sit for all examinations as scheduled. Tentative examination schedules are available to students at the time of course pre-registration. Students are therefore expected to have reviewed and considered the examination schedule for all courses in which they enroll.

The exam period is intensive for all students. It is not uncommon for students to have exams on successive days or to have two exams in one day. Students are also expected to plan for the due dates of papers/projects assigned during the semester and to properly manage the time allotted for take-home examinations. Adjustments to a student’s exam schedule will only be made for the following reasons:

1. A student has three examinations in 53 hours. In this case, the student may request that one be rescheduled.
2. A student has a direct conflict with two scheduled exams (this includes exams in a dual degree program). This provision does not apply to situations where a student has a scheduled exam that falls at the same time a paper, project or take-home exam is due.
3. A student is experiencing an extraordinary personal matter or emergency situation which presents an unavoidable conflict with the exam. Examples of this include an issue relating to the health of the student, or close family member, or death of a family member. Documentation is required for this type of request.

Students who wish to request adjustment to their exam schedule must not discuss the matter with their professor. Instead, students with three exams in 53 hours or two exams in direct conflict should complete the online exam reschedule form. Students seeking to reschedule exams due to an emergency situation or extraordinary personal matter should contact the Dean of Students Office.

Any rescheduled examination will be administered on a date no earlier than the date originally set.

The general policy is that exams will not be postponed for situations occurring during the semester that cause a student to lose study time. If a student experiences such a situation, he or she is encouraged to meet, as soon as possible, with the Dean of Students Office to discuss what options are available to the student. If properly documented, these options may include a Leave of Absence or reduction of course load. Students experiencing such situations during the semester should notify the Dean of Students Office, in writing, no later than the commencement of the exam period for the semester or session in which the situation occurred.

All students who have been approved for accommodations based on a permanent or temporary disability will receive an official letter from the Office of Disability Services outlining their approved accommodations. Students are encouraged to keep these letters for their records should they submit an application for exam accommodations for any of the bar exams.

All law school examinations are scheduled through the Office of Academic Services. The Office of Academic Services will be notified in advance of all approved exam accommodations. Once accommodations are approved students can view their accommodations via Canvas. Unless otherwise approved by the Dean of Students Office, any student who arrives late to an examination will have only the remaining allotment of time to complete the exam.

Under no circumstances should students discuss exam accommodations with their faculty members. All questions and concerns should be directed to the Dean of Students Office. Maintaining the integrity of the anonymous grading system is a student responsibility and a critical component to the student code of conduct.

General Rules for all Exams

1. All students are subject to Suffolk University Law School's Examination Regulations.
2. All students are responsible for ensuring they have the adequate exam-taking technology and the up-to-date version of all required exam-taking software. All instructions for new and returning Examsoft users must be followed.
3. Any attempt to bypass or disable the security features of the Examsoft software will subject the student to disciplinary action as described in Rule XI. Suffolk University Law School Rules and Regulations. In addition, any attempt to launch, copy, move, or delete a download exam file prior to starting the exam will cause the file to be disabled.
4. The Law School is not responsible for any computer hardware/software problems that may arise, or any damage which may occur to student property, by downloading and using the exam-taking software.
5. Students are expected to be on time for examinations. Any student who is unable to start an exam on time, due to transportation problems or other extenuating circumstances should contact the Dean of Students. Only the Dean of Students may permit the student to begin the examination at a later time with the full time allocation.
6. There shall be no materials of any kind in the examination area during CLOSED BOOK examinations. Students taking in-person OPEN or LIMITED OPEN BOOK examinations will be allowed to bring in only those materials specifically authorized by the professor. Only printed, hard-copy materials are permissible in a limited open book exam. For limited open book exams, digital texts or materials will not be permitted; therefore, students who have purchased digital texts should plan accordingly.
7. During exams, students should not wear caps, hats, or hoods, except for religious or medical need.
8. No student is permitted to bring any non-medical electronic devices in to the examination room or to have such devices within the area of a remote-proctored exam. This includes cell phones, smartphones, smartwatches, tablets, iPads, E-Readers, handheld devices, calculators (unless permitted in a specific exam), cameras, radios, tape recorders, headphones/headsets, wireless email devices or any other non- medical electronic device.
9. Since the examination process is anonymous, students shall not identify themselves to the professor in any manner whatsoever in their exam answers or via any other exam material.
10. Until grades are posted, students shall refrain from contacting their professor with any information that could identify their exam to the professor (this includes alerting a professor that the student will be taking a rescheduled exam.)
11. When a student completes the examination, the student must sign the Academic Integrity Statement.
12. In the unlikely and rare circumstance that a student believes that all or a portion of an exam answer that the student believes to have properly typed during the examination while using Examsoft is missing or the student believes that a technology matter caused the Examsoft program to cease working during a remote- proctored exam, the law school will investigate and resolve the matter in accordance with the Process For Investigating and Resolving Claims of Missing Exam Text or Technology Failure During Remote Exam. In other rare circumstances where a student is unable to complete an exam they have started, the Exam Interruption Policy will apply.

Rules for Remote-proctored Exams

1. All students must complete a Mock Exam at least two days before their first scheduled exam of the exam period. This is the opportunity to ensure that ExamSoft is operating correctly in the remote environment. By completing the mock exam process, there will be time to identify and resolve issues prior to the date of the actual midterm or final examination.
2. Students may have access to beverages in clear containers only. For remote proctored exams taken in private locations, food or food related products (i.e. gum, candy, mints) are permitted but must not be in packaging (or should be in a clear container).
3. Students in remote-proctored exams may take quick restroom breaks as necessary. If you need to take a restroom break, say "restroom break" out loud. This will help in excluding the quick break from any consideration of irregularities.
4. Remote exam takers who experience a technical problem with Examsoft, should contact the ExamTaker Support Line: 866-429-8889 or 954-429-8889. If the issue is not resolved by contacting Examsoft, remote exam takers should contact the Office of Academic Services ([email protected], 617-573-8160).
5. Hard copy scrap paper is not permitted unless specifically allowed by the professor in the course examination instructions. Otherwise, students may use the virtual notes feature in ExamSoft to make in-exam notes.

Rules for Live-proctored Exams

1. All examination rooms must be completely vacated one half hour prior to the scheduled time for the examination. Thereafter, students may only enter the examination room when the proctor so indicates.
2. Students who enter the room prior to the proctor's arrival to the examination will be asked to vacate the room. All students must be checked into the examination room.
3. Upon entering the examination room, each student must present his or her student identification card to the proctor in order to receive his or her academic integrity card and handwriting book (if the student will not be using ExamSoft).
4. Students in live-proctored exams should arrive 30 minutes before the starting time of the exam.
5. All students must be checked in with the proctor at the assigned examination room at least 15 minutes prior to the scheduled start of the examination. (For example, a student must be checked in at 9:15 a.m. for a 9:30 a.m. examination). Students who are not checked in at this time must handwrite the examination. This includes students who receive exam accommodations. Once a student checks in to the exam room, the student may not leave the room until after the examination has begun.
6. No technical support is available to students prior to the start of the exam.
7. The proctor may impose seating arrangements in the examination room to facilitate the examination process.
8. Any student who arrives to the examination room after the starting time of the examination (without approval of the Dean of Students) will not be permitted any additional time to complete the examination. Examinees who arrive late to an examination will be required to handwrite the examination.
9. Students must come to the examination room with their laptop and power cord.
10. Students without a power cord will be required to handwrite the examination.
11. Students may not return to their personal belongings while the examination is in process, except under the direct supervision of the proctor.
12. Students are strongly encouraged not to bring any non-examination materials (other than personal items) into the examination room for a closed book/limited open book examination. Students who remove articles of clothing like sweaters or jackets during the examination must place these items under the desk. Students will not be permitted to leave these articles on writing surfaces or on the backs or seats of chairs.
13. Students must leave their personal belongings including hats, caps, or hoods in the front of the room in the area designated by the proctor.
14. The proctor must be notified immediately when a laptop freezes or crashes. Students may not attempt to reboot or otherwise trouble shoot computer problems during the examination.
15. Should any hardware/software problems occur during the examination that cannot be immediately remedied, it will be necessary for the student to handwrite the examination. No adjustment to grades or additional time will be given to students for laptop failure or the unavailability of Examsoft, even if such a failure or unavailability is unexpected or occurs shortly before or during the examination.
16. Each student's identification card must be visible during the course of the examination.
17. Students will receive only one examination handwriting book and will be required to fully complete the assigned book before requesting supplemental writing material. Students will not be allowed additional writing material for outlining purposes. Students should use the available space on the examination. The proctor must determine that all available space has been used in the assigned examination book before additional material will be issued.
18. Students shall not remove pages or portions thereof from the examination questions, or from any supplemental materials handed out by the proctor.
19. Students are requested to consider and respect the rights of others and to avoid any actions which would be distracting to others during the examinations.
20. Students may bring in beverages in covered containers only. No food or food related products (i.e. gum, candy, mints) are permitted in the examination room unless authorization has been received from the Dean of Students.
21. When the proctor announces the commencement of the examination, no student shall speak or communicate in any way with another student. Students shall not communicate with each other until after they have left the examination room at the conclusion of the examination.
22. Students may not share textbooks or any other materials with one another nor provide assistance to another student.
23. Students shall not leave the room during the examination without prior permission of the proctor. Only ONE student is permitted to leave the examination room at a time and must sign out and in. The student must give all of his or her materials to the proctor upon leaving the room. The materials will be returned by the proctor to the student upon reentering the examination room.
24. Students may leave the examination room, with proctor permission, to use the restroom. Students are not permitted to visit any other areas for any other reason during the examination.
25. When a student completes his or her examination, the student must sign the Academic Integrity Statement on the back of the examination card and return the examination card along with the examination questions, supplementary writing materials, handouts, and all materials distributed during the examination.
26. Student Examination Numbers must appear on the front cover of each examination test booklet in the space provided.
27. Upon completion of the examination and recording by the proctor, the student shall immediately depart the examination area and shall not return until the examination process has been completed by the proctor and the room is cleared of all examinees.
28. No student, including those who have completed the examination, will be allowed to leave the room during the last ten minutes of the examination.
29. Once the proctor announces that the examination has ended, all remaining students must stop writing and remain seated. The proctor will then inform the students when they may approach the desk to submit their examination materials.
30. All students must remain in the classroom until the successful upload of the file is completed.
31. It is the student's responsibility to see that the aforementioned materials are recorded by the proctor.
32. If after the examination is complete, a student believes that all or a portion of an exam answer that the student believes to have properly typed during the examination while using Examsoft is missing, the Process For Investigating and Resolving Claims of Missing Exam Text or Technology Failure During Remote Exam will be followed.

Hand-written Exams

1. In the event that a student elects to hand-write a live-proctored exam or must do so due to the unavailability of Examsoft in a live-proctored exam, all above provisions relating to non-technology matters will apply.

ExamSoft is the company that creates the examination application Examplify. Examplify software allows students to type examination answers on their personal laptop in a secure and encrypted word processing environment. It prevents the use of other computer programs installed on a student's laptop from being opened. Students are unable to access the Internet, computerized notes, documents, outlines or other materials during the exam. If students are permitted to bring materials in to the examination they must be print in advance. Any attempt to access other computer files or programs during the examination will be logged and reported to the Assistant Dean for Academic Services.

A laptop power cord is required for Examplify. Students who do not have a power cord will not be able to use Examplify and will need to handwrite the exam.

For in-person examinations questions are distributed in paper format and answers are entered in Examplify. In-person exam templates are available for download 48 hours prior to the start of the examination. Remote exam templates will be available for download 30 minutes prior to the start of the examination.

All students are automatically registered for Examplify. If you have Examplify installed from a previous term, you will be required to update to the latest versions which will require you to restart your computer. Once you restart, you may need to open, close, and re-open Examplify to be able to see your exams.

Examsoft features

Exam Log. Any attempt to access other computer files or programs will be logged and reported to the proctor. With the examination answer file, a separate file exists which maintains a record of certain examination data. In addition to providing a log of examination settings, this file also records the time the student started the exam, the time the examination was ended by the student and any irregularities that might have occurred. The irregularity report will include any proctor restart, total lapsed time and if the examination was exited normally. This information may only be accessed through a special decrypt utility provided by Examsoft and available to authorized personnel.

Autosave. This feature automatically saves two separate encrypted copies of the examination answer file every minute, on a rotating basis during the exam. This ensures that no work will be lost in the event of a power outage or computer shutdown. When the examination is completed and the examinee exits Examsoft, a final single encrypted copy of the answer file is saved to the hard drive of the computer. This redundancy is provided to ensure a copy of the original exam answer file is available if needed. The copy of the answer file may only be opened with a special decrypt utility available to authorized personnel.

Limited word-processor. Examsoft's program will operate much like a word processor. No spell check, grammar check or thesaurus function will be available.

Restricted Printing and Exam File Access. Once the examination is complete, the student will return all examination materials to the proctor. The Assistant Dean for Academic Services will print the exam using a decrypt key and will deliver the hard copy to the professor for grading. Students will not have an opportunity to review their exam in printed form.

For back-up purposes only, a copy of the examination will remain on the laptop. The back-up copy will be encrypted and accessible only with a decrypt key. Students will not be provided with the decrypt key for any reason.

The encrypted examination will be printed within 24 hours of the administration of the examination, and should a problem occur with a student's printed examination, the Office of Academic Services will notify the student.

Examplify Laptop Requirements

Please visit the Examsoft minimum system requirements page.

 

Examplify for Windows and Mac: How to Download, Install, and Register

Examplify Instructions

 

What should students bring to the exam?

• Laptop - Students must provide their own Examsoft compatible laptop.
• Power cord
• Fully charged laptop battery
• Pens to write the examination, should a problem arise.

Questions Regarding Examsoft

Students with technical questions not addressed on the Examsoft web site, should contact the IT Service Desk. All other questions regarding the laptop examinations should be referred to the [email protected] or call 617-573-8160.

The Examsoft program is designed with many safeguards (such as redundant data back-up and an extensive exam-activity audit trail) to protect the integrity of the exam process and to ensure that even in the unlikely event of a malfunction, the student’s exam data is protected and accessible. As with the numerous jurisdictions that use Examsoft for bar examinations, the law school believes this to be a very safe and reliable way for students to complete exams.

In the unlikely and rare circumstance that a student believes that all or a portion of an exam answer that he or she believes to have properly typed during the examination while using Examsoft is missing, the law school will investigate and resolve the matter in accordance with the following process:

The Assistant Dean for Academic Services will conduct an investigation of the matter, including reviewing the Examsoft logs and available reports associated with the exam at issue. The Assistant Dean for Academic Services will notify the student of the results of the investigation within 5 business days. If the Assistant Dean for Academic Services determines that further investigation of the matter is necessary, the Assistant Dean for Academic Services will elevate an investigation with Examsoft. Examsoft will need to collect the Examplify folder and associated logs from the impacted device. 

Upon the conclusion of the investigation, the Assistant Dean for Academic Services, Dean of Students and an Academic Associate Dean will review the findings of the investigation, including the detailed reports provided by Examsoft. 

Then the Assistant Dean for Academic Services, Dean of Students and an Academic Associate Dean will determine what relief if any to offer the student.

The decision of the Assistant Dean for Academic Services, Dean of Students and an Academic Associate Dean whether to grant relief and, if granted, the nature of any relief is final.

Fall Examination Reschedule Form
Spring Examination Reschedule Form