Exam Policies and Procedures

Lewis & Clark Law School values high standards of academic integrity and professional conduct in all assessments. All students are subject to the Law School’s Examination Policies and Procedures found here and those within the Student Honor and Conduct Code contained in the What’s What Student Handbook. As defined in the Student Honor and & Conduct Code, the term “exams” includes finals, mid-terms, or quizzes given in-person or remotely by any means, including exam software or a word processing program.

I. General Rules for All Exams

A. Each Professor determines if a course will require an examination at the end of the semester. An examination may be either scheduled or unscheduled.

B. The Registrar’s Office will provide an exam schedule before the semester begins. Students are expected to sit for all examinations as scheduled. Students should review and consider the examination schedule for all courses before the semester begins.

C. The rules in this section apply to all students, including those taking rescheduled exams or those testing in private rooms. Rules in this section apply to any formal assessments such as mid-term exams, final exams, or any other equivalent assessment designated as an examination by a Professor.

1. Students are expected to start all exams on time. Students should therefore plan to pick up their exam from the Registrar’s Office at least 15 minutes before an exam begins or, if the Professor or designated proctor is distributing the exam, be in their exam room 15 minutes before an exam begins. Students are responsible for allowing sufficient time for contingencies like traffic, transportation delays, or finding parking. A student who arrives late to an exam may not be allowed to sit for the exam, may have less time to take the exam, or may face a grading penalty.

2. Any student who foresees a conflict with an exam start time should contact the Associate Dean for Student Affairs (“ADSA”) to discuss a course of action before the exam period begins. Students may be asked to provide documentation supporting their request.

3. All exams should be finished by 11:59 p.m. Students with extended time should work with the Registrar’s Office before the exam period begins to determine a start time that will allow them to finish by 11:59 p.m.

D. The following provisions apply to all exams, and violation of these rules may be referred to the Honor and Conduct Committee for review.

1. Since the examination process is anonymous, students shall not identify themselves to the Professor in any manner in their exam answers, exam materials, verbal statements, or via other means like email. Until grades are posted, students shall not contact their Professor with any information that could identify their exam (including any communication that the student is taking a rescheduled exam).

2. Once an examination commences, students must avoid communicating with each other until the exam is over. Students in an exam may not share textbooks or any other materials (written, verbal, or electronic) with one another or provide any assistance.

3. Students are encouraged to leave all personal items like backpacks, purses, lunchboxes, and bags in a secure location before going to the exam room.

4. Students must place all personal items (e.g., backpacks, bags, lunchboxes, and purses) at the front of the room or in a storage area designated by the ADSA. A personal electronic device like a cell phone that cannot be secured elsewhere will be allowed, but only if powered off and stored at the front of the room.

5. Students taking an exam in a private room may bring in only materials listed in section II below; they are not permitted to bring other personal items, like backpacks, bags, purses, or lunchboxes, into the exam room. Students should secure these items elsewhere or contact ADSA to discuss storage options before the exam begins.

6. For closed-book exams, students may not have any materials of any kind in the examination area, unless authorized by the Professor in written exam instructions. Scratch paper is allowed only when provided by the Professor or designated proctor in the examination room. All other items must be secured as noted in section I.D.3-5.

7. For open-book exams or partially open-book exams, students will be allowed to use only those materials authorized by the Professor and those listed in section II below. In exams that are secure or non-secure blocking internet, students may not be able to access electronic notes or e-books and should plan accordingly.

8. Unless the Professor expressly authorizes or the Office of Student Accessibility provides as part of a student’s reasonable accommodation, students should not bring any secondary electronic devices into the exam room other than the device on which they are taking the exam.

9. Secondary electronic devices would include headphones/in-ear items, tablets, smart devices (e.g., phones, watches, pens, smart glasses), or any other items that require electricity and/or charging. Prohibited items include any type of in-ear item, whether electronic or not, except for foam earplugs that do not resemble electronic earbuds. The Professor or designated proctor reserves the right to check the device for compliance. A cell phone may be stored with a student’s personal items at the front of the room if powered off in accordance with section I.D.4.

10. Students may not be contacted through secondary electronic devices during an exam. Upon a showing of extraordinary circumstances (such as a child’s welfare, the impending birth of a child, or serious illness of a family member), the student may provide the contact information for the Registrar’s Office, which will notify the student during the exam.

11. Additional monitors and an external mouse are not allowed except as a reasonable accommodation issued by OSA (“Office of Student Accessibility). These devices must be wired and not connected by WiFi or Bluetooth (exam software may block such connections).

12. Students may leave the examination room only in limited circumstances such as to use the bathroom, have a hydration break, seek help from the Registrar’s Office, seek help for a medical emergency, or take a break as part of an accommodation provided by OSA. A student who leaves the room for one of these reasons must return promptly. Students should remain on campus during the exam.

13. All on-campus exams may be proctored by the Professor, a designated proctor, or electronic means. A Professor or designated proctor may remain in the classroom during the exam or walk through the rooms at variable times.

14. Professors may designate exams as “secure,” “non-secure,” and “non-secure blocking internet.” A “secure” exam allows no access to the internet, other applications, or personal or academic files. A “non-secure blocking internet” allows no internet access, but students may be able to access applications or personal files. A non-secure exam allows access to files and the internet.

The following conduct constitutes a violation of the Student Honor and Conduct Code:

a. Using any type of electronic device to access the internet during a secure exam; or

b. Using any type of software or app (including but not limited to, local Artificial Intelligence (AI) or on-device AI apps) during any exam unless the Professor authorizes that use in the Professor’s written exam instructions.

15. When students have finished the exam or the exam time has ended, students must return the envelope containing the exam and exam access password to the Registrar’s Office or to another location designated by the Professor or Registrar’s Office. In addition, the exam responses should be uploaded using Examplify before leaving the exam room. Students should allow sufficient time for the exam to upload to Examplify. If students encounter uploading problems that will delay the timely return of the exam materials, they should return materials to the Registrar’s Office, alert the staff, and finish the download before they leave the area.

II. Authorized Exam Materials

Students may bring the following into an exam room:

1. The laptop computer or tablet on which they will be taking the exam. Accessories such as a keyboard or mouse (or trackball) may be used only if the accessory is wired to the device and does not use WiFi or Bluetooth.

2. Non-alcoholic beverages are allowed. Unwrapped food is allowed, provided it is in clear glass or plastic storage containers or clear plastic bags. As a courtesy to others, students must avoid bringing food that is noisy to unwrap or that has a strong aroma.

3. Pens, pencils, highlighters, erasers, and earplugs.

4. Personal care items such as prescribed medications, over-the-counter medications like aspirin, ibuprofen, antacids, or allergy medications, menstrual products, and tissue, in a clear bag or opaque paper bag.

5. Other items permitted by the Professor in their written exam instructions.

III. Scheduled, Unscheduled, and Take-home Exams

A. Scheduled Exams

Students must take exams in accordance with the designated classroom schedules. Scheduled exams will be available in the assigned classrooms on the date and time announced by the Registrar. The Professor (or the Professor’s designated proctor) will deliver instructions and passwords, tell students when they may begin their exams, and tell students where to turn in their exam questions and envelopes. Students are required to take scheduled exams only in the spaces designated by the Registrar. Students may not use any other unassigned classrooms, Boley Library, library study rooms, Wood Hall lounges, or any other space on campus not officially designated as an exam space by the Registrar’s Office.

B. Unscheduled Exams

Unscheduled exams may be picked up at the Registrar’s Office on designated days and times determined by the Registrar and listed on the exam schedule. Currently those times are: 8:30-9:00 a.m.; 1:00-1:30 p.m.; 6:00-6:30 p.m. each weekday of the fall and spring exam periods. Saturday exams may be offered during the exam period, but availability and hours vary; students must confirm with the Registrar’s Office whether a Saturday exam session is being offered.

A Professor may make an unscheduled examination available before the examination period but no earlier than the reading period. Professors may also limit the number of days an exam is available.

If the exam is listed as a remote access exam, students in these courses will receive the exam access password through their L&C email account on the first day of the exam period. For 24-hour exams, students will receive separate exam instructions.

When picking up an unscheduled exam, students must provide their exam number, the name of the exam and Professor, and must register in the mode designated by the Registrar. The Registrar’s Office staff will date and time stamp the exam envelope or exam access password before handing it to the student. Once checked out, the student must proceed immediately to one of the unscheduled exam rooms and begin the exam.

C. Take-home Exams

Take-home exams may be taken off campus or on campus, provided they are not taken in the spaces designated by the Registrar’s Office for scheduled or unscheduled exams. Students must comply with a Professor’s instructions for the take-home exam. Students may not use any outside help, human or artificial intelligence, unless specifically allowed by the Professor.

IV. General Rules on Technology Use in Exams

Rules in this section apply to any formal assessments designated as an examination by a Professor.

A. Use of Technology Devices in Exams

1. The course Professor has the discretion to prescribe the manner and extent to which technology may be used in their course exam.

2. The course Professor has the discretion to determine what materials students may bring into an exam. In authorizing the use of computers in exams, the Professor must specify what materials, if any, may be brought into and used in the exam.

3. In accordance with section I.D, above, and the provisions in Section A (Examinations) of the Student Honor and Conduct Code, students are not allowed to bring in secondary devices. Violations will be referred to the Honor and Conduct Committee.

4. In accordance with section I.D, above, and the provisions in Section A (Examinations) of the Student Honor and Conduct Code, students shall not use or attempt to use in the exam any electronic or digital materials or programs that are not authorized by the Professor. Violations will be referred to the Honor and Conduct Committee.

5. No student may use or access any form of generative artificial intelligence (AI) technology during an exam, unless the Professor teaching the class expressly authorizes such use in the written exam instructions. Downloading any AI program in anticipation of or for use during an exam is prohibited, even if that program does not require internet access.

6. Students will use Examplify for their exam unless otherwise noted by the Registrar’s Office or the Professor. Any provisions listed above in section I.D. apply to any technology device use in this section.

7. A student’s failure to follow the Professor’s specifications about the retention of materials on the computer’s hard drive or other storage medium is a violation of the Honor and Conduct Code.

B. Technical Support During Exams

1. Students assume the risk of all technical difficulties that may arise during an exam. Accordingly, students are encouraged to ensure that their devices are in good working order and seek help with technology problems before the exam period begins.

2. No additional time beyond the allotted time for taking the exam is allowed for students who encounter technology problems during an exam.

3. The Law School has limited technical resources and personnel and may not be able to assist all students with technical problems during the exam period.

4. To avoid problems and disputes over the fair allocation of resources during exams:

a. No student is permitted to use any Law School-owned computer, other hardware, or software other than the testing software in an exam; however, the Law School retains the discretion to allow a student to use Law School-owned equipment in specific circumstances or when part of an OSA-granted accommodation.

b. Law IT Services will not provide technical assistance to any student while that student is taking an exam. Technical assistance may be provided in specific classes at the request of the Professor or the Registrar’s Office prior to the start of the exam.

V. Expectation of Exam Confidentiality

Until the exam period is complete, students must not discuss examinations with anyone, even other people who have taken the exam. Violations of this provision will be referred to the Honor and Conduct Committee.

VI. Exam Numbers

To maintain confidentiality and fairness in grading, students use exam numbers on exams. Each semester, a new and unique number is randomly assigned to each student registered. The exam numbers are available in Self-Service by mid-semester. Click here for instructions on how to obtain the exam number. Examplify will automatically show each student’s unique exam number on the printed exam that goes to the Professor for grading.

VII. Exam Clock

Overstaying the time limit on an examination is a violation of the Honor and Conduct Code. To maintain fairness when clocking in an exam, all blue books, exam instructions, questions, and other material pertinent to the exam must be in the manila envelope before the envelope will be clocked in by the Registrar’s Office staff. All students instructed to return their finished exams to the Registrar’s Office will be given ten (10) minutes travel time (five (5) minutes to exam and five (5) to return) in addition to the exam time. Students should have the test ready to turn in when they come to the Registrar’s Office.

VIII. Failure to Take Examination

Failure to take a final examination without either prior permission or the existence of extraordinary extenuating circumstances making it impossible to obtain such permission will result in a grade of F for such course work.

Students who find themselves in extraordinary circumstances and potentially unable to take an examination when scheduled must contact Associate Dean Tracy Sullivan at tracys@lclark.edu, or 503-768-6610, as soon as possible. To maintain exam anonymity, students must not contact the Professor to ask for special accommodations or exam arrangements.

IX. Exam Conflicts and Deferrals

Students are expected to sit for all examinations as scheduled. Because the Registrar’s Office posts the final exam schedule before the semester begins, students should have reviewed and considered the examination schedule for all courses in which they enroll. The Associate Dean for Student Affairs will determine whether an exam can be rescheduled because of a conflict with another exam or deferred to a later date because of extraordinary and unforeseen circumstances.

The exam period is intensive for all students. It is not uncommon for students to have two exams in one day or exams on successive days. Students are expected to plan for the due dates of papers, projects, and take-home exams assigned during the semester and to manage the time allotted for take-home examinations. These deadlines will not be deemed conflicts for the purposes of exam rescheduling under this provision.

A. Exam Conflicts and Rescheduling

When petitioning to reschedule an exam because of a conflict, the following policies and procedures apply.

1. Students seeking to reschedule an exam because of a conflict must notify the Registrar’s Office using the Exam Conflict Rescheduling Form (coming soon) by the following dates: November 10 (fall semester), March 10 (spring semester), and on dates specified by the Registrar for the summer sessions. Late requests will not be granted. The Associate Dean for Student Affairs will determine when a request can be granted.

2. Any student who has two scheduled examinations that begin less than 24 hours apart may petition to reschedule an exam. Having an exam on two consecutive days does not qualify for rescheduling under this rule.

3. Any student who has three scheduled examinations within 54 hours may petition the Associate Dean for Student Affairs to move one exam as provided in section IX.A.8 below.

4. Students registered in the part-time, evening program taking required courses in the 1L curriculum who have two scheduled exams within 25 hours may petition the Associate Dean for Student Affairs to move one exam (e.g., a student has Contracts at 5:30 p.m. on Monday, and an upper division elective exam is at 5:30 p.m. on Tuesday—students can petition to change one exam).

5. Unscheduled exams will not qualify as a conflict unless the Professor has designated that students must take the unscheduled exam on a single day.

6. The conflicting examination(s) will be verified by the Registrar’s Office.

7. The date and time for taking any exam rescheduled because of a conflict shall be determined by the ADSA or their designee. Students should expect that any rescheduled exam will be taken on either (1) the next exam day that does not create a conflict under this rule or (2) any day designated by the Registrar’s Office as an exam make-up day. Exceptions to this rule will be rare. When determining the date and time for an exam rescheduled because of conflict, the ADSA may consider any other pertinent factors (e.g., the length of each exam in conflict).

8. If, after the Registrar’s Office has rescheduled an examination, the student’s examination schedule changes substantially, thereby eliminating the conflict (e.g., withdrawal from a course or a Professor’s substitution of an unscheduled exam for a scheduled one), the student should notify the Registrar’s Office promptly to determine whether they remain eligible for a rescheduled examination.

Examples of Conflict Scenarios:

Example 1: A student who has an exam at 1 p.m. on Wednesday and another exam at 8 a.m. on Thursday may petition to reschedule one exam.

A student who has an exam at 1 p.m. on Wednesday and another exam at 1 p.m. on Thursday would not be eligible to reschedule.

Example 2: The exam period begins on a Wednesday. A student has a scheduled exam in Con Law II on Wednesday at 1 p.m., a scheduled exam in Federal Income Tax on Thursday at 1 p.m., and an unscheduled exam that can be taken only on Friday per the Professor’s instructions. One exam could be rescheduled because of conflict.

B. Exam Deferrals

The policy of Lewis & Clark Law School is that all students must take examinations at the designated time during the exam period unless there are extraordinary and unforeseen circumstances. Deferral attributed to time management planning or a student’s scheduling error will not be granted.

The Associate Dean for Student Affairs will determine whether a deferral can be granted for extraordinary or unforeseen circumstances. The ADSA has the discretion to grant a deferral in the following situations.

1. Physical or mental illness of a student (documentation from a physician or health care provider will be required);

2. Death or serious illness in the immediate family (documentation may be required);

3. Subpoena requiring court appearance at the time of the examination (proof of subpoena required);

4. Childbirth during or immediately preceding the exam period (either parent) (documentation may be required);

5. Religious observance: The Law School adheres to the institutional guidelines for religious holiday observance, including accommodations for fasting, and students must contact the ADSA before the exam period begins to discuss exam deferral for a religious observance;

6. Military commitment (written orders are required); and

7. Other extraordinary circumstances for which the student can provide articulable details and supporting documentation.

The ADSA will determine the date and time of the deferred exam. Students should expect the rescheduled exam to occur as soon as practicable, and no later than 30 days after the original scheduled exam date. Contact the Associate Dean for Academic Affairs Tracy Sullivan, at tracys@lclark.edu, or 503-768-6610. To preserve anonymity, do not contact your Professor if you need to have an exam deferred from a scheduled time or beyond the examination period.

Deferred exams must be taken within 30 days from the date on which the exam was originally scheduled. If unscheduled, the exam must be taken with 30 days of the last day of the exam period.