Exam Scheduling

Scheduling Services supports and facilitates the creation of the final exam schedules. This process begins after the add/drop deadline, when registration data is most accurate, with the end goal being a published schedule three weeks after the add/drop date.

Students and instructors are expected to be available for the duration of the examination period (Winter Session, 12 days including Saturday and Sunday; Summer Session, 5 days which may include Saturday).

You can access the Exam Schedule online at any time.

Special accommodation requests for exam scheduling

The exam scheduling process is designed to prioritize students’ best interests by avoiding direct conflicts and reducing undue hardship.

However, requests to schedule an exam on a specific date or in a particular general-use classroom can limit scheduling flexibility. These types of requests will only be considered with prior approval from the Associate Dean or Director.

To qualify for special accommodation, requests must fall within the following criteria:

  • Documented medical, emotional, or other personal conditions
  • Religious or cultural observances
  • Faculty participation in an academic conference that directly conflicts with the exam period (requests must be submitted before scheduling begins)

Requests should first be submitted to the Associate Dean or Director for approval. Once approved, they must be forwarded to academic.scheduling@ubc.ca for review by Scheduling Services. Submissions should include the course name, section, instructor information, and a clear explanation of the reason for the request.

Requests based on marking volume, instructor or TA availability, or personal preferences—whether from instructors or students—will not be considered.

To ensure timely processing, approved requests must be submitted to Scheduling Services no later than the EXMM Exam Requirement Tab Closure deadline. Final decisions on exam scheduling are made by Scheduling Services. Requests received after the deadline cannot be accommodated, as the scheduling process will already be underway.

Late addition requests

If you need to request a change to the draft exam schedule, please submit the UBCO Exam Scheduling Change Request Form.

Supports for scheduling exams

Exams scheduled through Academic Scheduling Services can range from 1 hour (min) to 2.5 hours (max).

Exams needing a 3-hour duration require Associate Dean/Director approval. All requests for 3-hour exams are to be emailed to academic.scheduling@ubc.ca prior to the exam tab closing.

Final exam sittings

  • Exams will have four sittings per day:
    • 8:30–11:00 am
    • 12:00–2:30 pm
    • 3:30–6:00 pm
    • 7:00–9:30 pm
  • Winter Session: up to 12 examinable days which may include Saturday and Sunday for each formal examination period
  • Summer Session: up to 5 days which may include Saturday for each formal examination period

Booking a larger room during regular class time

If your course section requires a larger room for a mid-term exam scheduled during regular class time, you may submit a request for general-use classroom space through your department’s Web Room Booker (WRB) designate.

While requests will be considered, securing a larger or multiple rooms is not guaranteed.

Out-of-time mid-term exams

To schedule a mid-term exam outside the regular class schedule, or to coordinate a multi-section exam that requires additional space, please follow these steps.

  1. Obtain approval from the Associate Dean or Director. Approval from the Associate Dean, Director, or their designate is required for any mid-term exam scheduled outside regular class hours.
  2. Notify students in advance. Add a Public Note in Workday to inform students that the mid-term will be held outside the regular class time.
  3. Request a room through your WRB designate. Contact your department’s WRB designate to book the required classroom space.
    • Double seating cannot be guaranteed.
    • The exam must not exceed the capacity of a single room (maximum 400 seats). If more than 400 seats are needed, multiple rooms must be booked.
  4. Follow the room booking timeline. Room confirmations for out-of-time mid-terms will follow the booking timeline for General Classroom Space.
  5. Include exam details in the syllabus. The date and time of the out-of-time mid-term must be clearly listed in the course syllabus, which should be distributed on the first day of class.
  6. Support students with scheduling conflicts. Out-of-time exams may overlap with other classes or academic commitments. Instructors are expected to provide reasonable accommodations for students who experience scheduling conflicts.

Additional resources