Policies

Quick Tips

We have created a reference sheet with some of the key rules important for the ORCA linked here.

Arriving late

If you arrive late, no additional time will be provided to you. You will need to finish the assessment in the time remaining in your reservation.

Missed Reservations

The process for what happens if you miss a scheduled reservation in the ORCA depends on the type of assessment you are writing (strict-scheduled or self-scheduled), as well as whether you are still within your assessment window, or outside of it. There are three possibilities:

Missed Reservation within your exam window

Please note that seats in the ORCA are extremely hard to get. It is generally not acceptable to book a spot and then simply not show up – students are able to cancel their reservation and rebook within 30 mins of the start of their reservation. Unless there are mitigating factors surrounding your missed reservation, we don’t usually allow students to rebook and take up a second slot.

However, sometimes life happens and you miss your reservation. If you miss your reservation, you will need to either email orca.support@ubc.ca with the subject line Missed ORCA Reservation: <your cwl> and the information below), or if the request is urgent, visit one of the ORCA rooms after an exam has started (between XX:10 and XX:40) and wait for an invigilator to be available to delete your reservation. Note that invigilators are extremely busy from 40 mins past the hour (XX:40, end of the previous session) until 10 mins past the hour (YY:10), so you will need to wait until they have a few minutes to help you – be patient!

Include the following information, either in the email or in your request to the ORCA invigilator:

  • Your CWL
  • The course and exam names
  • The missed reservation date and time

Important: Invigilators are only able to assist you with booking a spot within the exam window your instructor has set. If you are not able to rebook within the window, or if the window has already passed, you must contact your course coordinator or instructor, or refer to your course syllabus for the policy on missed exams.

Missed Reservation outside your exam window

If you are unable to rebook your exam within your exam window for any reason, you will need to contact your course coordinator or instructor for next steps. Unfortunately, ORCA staff are only able to help students rebook within the exam window your instructor set.

Missed Reservations for a strict-scheduled exam

If you miss a strict-scheduled (all students write at the same time) exam, you will need to contact your instructor or course coordinator for next steps. ORCA staff are unable to help rebook strict-scheduled exam reservations.

Personal items

All personal items such as wallets, keys, watches, phones, pencil cases, eyeglass cases, sweaters, hats, electronic devices, food, water bottles, fidget toys, etc., should be kept in your backpacks and placed on the shelves provided.

Students are permitted to bring one eraser, and one pen, pencil, or other writing element.

Students will need to place their phones in the numbered sleeves at the front of the room.

Earplugs and wired earbuds are allowed for everyone, but must be provided by the student. Students with CfA accommodations may use wireless noise-cancelling headphones that are connected to their phone – the phone must be placed at the invigilator’s desk. All students may bring wired earbuds to plug into the ORCA computer for the available classical music and background sounds.

Electronic devices

Electronic devices – including phones, smart watches, smart glasses, calculators, and other connected devices – are NOT allowed in the ORCA once students are checked-in. This restriction includes (but is not limited to) devices (or materials) capable of connecting to the internet, storing, receiving, or transmitting information in any form.

Upon check-in, your cellphone must be put on silent and placed in the sleeves at the front of the room, corresponding to your assigned seat number (see photo below).

Any electronic device found around your seat, or in your pocket/jacket/clothing will be confiscated and stored at the invigilator’s desk and reported to your instructor as academic misconduct.

Test Materials

Scratch paper will already be set out on the ORCA desks. If you need more during the exam, raise your hand and ask the invigilator. All scratch paper must be returned to the invigilator’s desk once students are finished with their test.

Snacks

Students are permitted to bring a closed-lid water bottle to their exam and if needed, a dry, nut-free, non-crunchy, non-crumbly, wrapper-free snack.

Justification: we need to balance the convenience of students against the safety of ORCA users (peanut allergies), equipment preservation (liquid and electronics do not mix), and general cleanliness and messiness (spills, crumbs, sticky keyboards and mice). We will pilot this snack-positive policy and keep it in place until it becomes a problem. If it becomes a significant burden on ORCA staff, we will revert to the standard policy similar facilities have (no snacks permitted).

Disruptive Behaviour

The University is a community of students, faculty, and staff involved in learning, teaching, research, and other activities. In accordance with the UBC Statement on Respectful Environment for Students, Faculty and Staff, all members of this community are expected to conduct themselves in a manner that contributes positively to an environment in which respect, civility, diversity, opportunity, and inclusiveness are valued, so as to assure the success of both the individual and the community.

We expect students using the ORCA for their exams to conduct themselves in a polite, courteous, and respectful manner. Failure to adhere to these basic principles of decency and decorum will result in escalation and further discipline as non-academic misconduct. It is important to understand that ORCA invigilators have no authority to make any grading decisions or assign any penalties for misconduct.

Washroom Breaks

Washroom breaks are permitted during your test but please do your best to use the washroom before you start your assessment in the ORCA. Students will not be given any extra time for washroom breaks. Only one student is permitted to leave the room at a time.