Procedure for Duplicating and Printing of Final Exams

DEADLINE: EXAMS NEED TO BE RECEIVED BY DOCUMENT SOLUTIONS 5 WORKING DAYS BEFORE THE DATE OF EXAMINATION

If deadline cannot be reasonably met, please contact Document Solutions as soon as possible to discuss options and special arrangements.

sample of exam envelope
Sample of Final Exam 9x12-inch manila envelope


SECURITY:

It is recommended that exams be processed via Document Solutions. Use of local printers or multi-function devices are not secure and not approved for this use.

All examination papers must be hand-delivered to a Document Solutions staff member (Burnaby/MBC Room 0001 or Surrey/Mezzanine Room 2590) in a special Final Exam manila envelope in order to guarantee the security of the examination content. Standard office hours are: 9am-4:30pm Monday to Friday.

Any examination which has been delivered in the mail or dropped on a desk without being properly signed into the register will be noted as Security of Content Not Guaranteed and may be returned to the department without being printed.


SUBMISSION:

The final exam should be prepared and submitted as hardcopy on letter-sized (8.5x11-inch) white paper for printing.

In the 9x12-inch Final Exam manila envelope provided, insert the examination sheets inside along with the WebCRD Order Receipt. Seal the envelope.

All exams need to be ordered through the WebCRD online system (URL webcrdserver.docsol.sfu.ca). Call 778-782-4160 for assistance if unfamiliar with WebCRD or require an account.

Alternatively, you may be able to arrange for printing with your Department or Faculty secretary if you do not have an existing account or chargeback code. You will be provided with the WebCRD workorder number after the everything is properly prepared.

On the outside of the envelope, print the following information in the provided fields:

  1. Course name and number
  2. Number of pages
  3. Number of copies required
  4. Date of the examination
  5. Date required for pick up
  6. WebCRD Job Ticket number

DEPARTMENTAL REPRESENTATIVE:

For security reasons, please designate only one or two staff members for delivery and pick-up of examination. If the person requesting to sign out an examination is not known to Document Solutions staff, identification will be required before the examination material will be released.


SIGN-IN PROCEDURE:

When the departmental representative brings the examination envelope to Document Solutions, a member of the Document Solutions department will sign it in.


PRINTING:

Copies of the examination are printed on colour paper (not on white except where specified by examiner), preferably letter-sized (8.5x11-inch). Each examination is individually wrapped and securely stored until claimed by the departmental representative. Originals are securely kept in Document Solutions until all the examinations are over when they will be returned to their respective departments.


SIGN-OUT PROCEDURE:

The designated departmental representative is telephoned when the examination is ready for sign out and pick up. The wrapped examination will be given to the departmental representative only after the examination has been "signed out".

The representative is requested to check the contents of the package for completeness of the order prior to the exam date and to contact Document Solutions for any remedial action as soon as possible.


SPECIAL HANDLING OR CUSTOM REQUIREMENTS:

For any customization or special instructions, (eg, Barcodes. QR codes, serial numbers, variable Names, question randomization, booklet formatting, handling, etc.), contact Document Solutions Customer Services (778-782-4160 or docsol@sfu.ca) for arrangements or consultation.

For convenience, orders for Scantron OMR General Purpose Answer Sheets for the exam can be also be placed when the exam envelope is submitted.


Current: 18 December 2015

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