Missed/Conflict Exams

If a student misses an exam or needs to retake an exam for some reason then there are multiple options to handle this. Which strategy is appropriate will depend on factors such as whether missing the exam was the student’s fault (e.g., overslept) or outside their control, and whether this was a short-term interruption (e.g., fire alarm went off 3 minutes after the exam started) versus a long-term problem (e.g., sick for an entire week, so making up exams may only add more pressure).

Late Days

Late days are built-in conflict days that proctors can open for students who need a conflict exam time. The instructor does not need to give permission to use a late day. Late days are always the day following the last day of the exam window. Proctors will use their best judgement on when to utilize this option. The purpose of late days is to reduce the amount of faculty involvement required to accommodate conflict exam requests. Faculty should direct students to go to the CBTF in person to arrange a late-day exam.

Types of Conflicts

For conflict exam requests beyond the late day, there are several options:

  1. Exempt the student from the exam. Common strategies are to compute the total exam average with this exam removed, or to replace this exam score with the highest of their other exam scores. This is a good option for cases where the student is unable to take the exam for many days and so postponing the exam may cause an undue workload when they return.
  2. Give the student a “take-home” exam without proctoring. This requires minimal coordination and is very accommodating for the student. This is a good option when the student has already been negatively impacted by missing the exam through no fault of their own.
  3. Use a TA to proctor the student’s exam via Zoom. This allows great flexibility in proctoring arrangements.
  4. Request a one-off conflict with CBTF proctoring: In rare circumstances a student will need a conflict time beyond the late day. This can occur due to a last-minute illness, an emergency during an exam (e.g., fire alarm went off), or some other unforeseen circumstance. See below for how to schedule a one-off conflict.

Notes About Exam Rescheduling:

  •  The CBTF is unable to rapidly reschedule students into same-day or next-day conflict exam slots. When rescheduling is desired (point #4 above) please use the “One-Off Conflicts with CBTF Proctoring” workflow listed below.
  • It is the responsibility of the course to ensure the exam is available for students during rescheduled exams, as for any conflict exam.

Course-Administered Conflicts

Please see our CBTF Best Practices resources if you would like to administer an exam in the style of CBTF Online.

Follow the best practices for configuring an exception exam in your platform. This is not dependent on the CBTF or the Scheduler.

PrairieLearn: The PrairieLearn documentation has a section on setting up remote exams with a few students outside the CBTF.

One-Off Conflicts with CBTF Proctoring

One-off conflicts are those that can’t be taken during the regularly-scheduled days or late day. One-off conflicts are intended to handle exceptional cases and they should be rare. Instead of using one-off conflicts, courses should consider using any of the other alternatives listed above.

Students cannot directly schedule a one-off conflict via the CBTF Scheduler website or by contacting CBTF staff.

The procedure is:

  1. The course instructor fills out this form: https://forms.illinois.edu/sec/2115535955
  2. CBTF staff contact the student directly and schedule their one-off conflict exam during the allowed window. It may take up to 2 business days to schedule the conflict.
  3. CBTF staff email the student and course instructor with information about the scheduled conflict time.
  4. For PrairieLearn, this means re-opening or deleting any existing assessment instance on the Students tab. Other platforms should be appropriately configured by the course instructor.
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