Legal documents & internal guidelines

1. To whom does this directive apply?

This directive applies to anyone tasked with supervising and grading exams and course performance components at WU

2. Which aids are not allowed?

Unauthorized aids are electronic devices, smart watches, hearing protections, study materials, and any technical aid that is not explicitly permitted and could potentially be misused. This includes, in particular, any device that could be used for covert communication, information retrieval, or recording.

3. Do I need to repeat authorized aids before the exam?

The binding information on authorized aids is provided in the syllabus. For consistent communication, a standardized announcement text (Guidlines for Proctors) can be used at the beginning of each exam.

4. What is considered cheating in examinations?

Cheating includes the use of unauthorized aids, false identity, and copying.

5. What are the consequences of cheating?

The exam is declared null and void. In addition to the invalidation of the exam, all students involved are banned from registering for or taking exams in the course in question or in parallel courses for a period of four months.

6. What counts as cheating in performance components?
For performance components, plagiarism, multiple submissions, improper use of AI tools, and ghostwriting are considered cheating.

7. What must instructors do in case of cheating?
If there is a suspicion of cheating or a clear case is identified, instructors must take the following steps:

1. Document the incident immediately; Record the facts briefly but clearly:  

   • time of the incident

   • name and student ID number (if known)

   • seat number

   • concrete observation / type of cheating

   • tools, devices, or other relevant items used

2. Please collect:

   • written materials

   • comparison exam papers (in cases of copying)

   • digital files (e.g., in cases involving suspected AI misuse or ghostwriting)

3. The student is not permitted to continue working on the exam.
   Instructors must collect the exam materials and mark them with “Cheating – not graded” or use the official field provided on the exam form.

4. Complete the academic misconduct report. This includes:

   • a description of the incident

   • an assessment of the type of cheating

   • all persons involved (e.g., additional exam supervisor)

5. Submit the completed report and all relevant documents by email to studienrecht@wu.ac.at.
   Please submit exclusively via this address to ensure timely processing.

6. Do not engage in discussions with students.
   Instructors should not discuss sanctions or legal consequences. A neutral statement is sufficient, such as:
   “The incident will be forwarded to the Study Regulations Office for further processing.”

7. Retention requirements:
   Instructors must retain all related documents for as long as they are needed for the academic misconduct procedure (at least until the procedure is fully completed).

 

8. What should I do if students do not want to make their ears visible?

Please explain that the visibility of the ears is required for exam integrity reasons. Religious head coverings do not need to be removed; making the ears visible from the sides is sufficient. If this can only be done in a protected, non‑public area, this can be accommodated. In case of doubt, document the situation and allow the student to continue the exam. Any study‑law procedures can also be initiated afterward.

Further information for exam invigilators on how to handle special examination situations can be found here.

9. What should I do if a student claims to be sensitive to noise and therefore requests to wear hearing protection?

Ask the student to submit a medical certificate from a physician confirming the noise sensitivity prior to the examination.
If such a certificate is provided, the use of hearing protection may be permitted.

10. Do privacy rights prevent such checks?

The guideline was issued after carefully balancing all rights involved. Under the Universities Act, WU is legally obligated to ensure the integrity of examinations. Interventions are permissible provided that there is a legal basis, a legitimate purpose, and a proportionate implementation. Particular care, sensitivity, and a non‑discriminatory approach must always be ensured in order to protect the rights of all students

11. How do I document irregularities that do not constitute cheating?

A brief note including the time, the student’s name, and seat number, along with an objective description of the irregularity, is sufficient. There are no formal requirements. However, the documentation should be usable for a possible subsequent review by the Study Regulations Office.
See also question 7.

12. How long is the grading period?

The grading period is four weeks.

13. How long do students have the right to inspect exam records?

Students shall be permitted to have inspection of the examination records within six months of the announcement of examination results. Therefore, exam records must be retained for at least six months.

14. What does exam inspection mean, and what rights do students have?

Students have the right to inspect all assessment documents within six months, including exam questions asked at the respective examination.

Exam review sessions may be held in groups or conducted online. Students may make photocopies of these documents.

However, multiple-choice questions, questions from oral exams and their possible answers, as well as sample solutions, may not be copied.

The purpose of the exam review session is to present the correct solutions so that students can understand how their grade was determined. The exam review is not intended for “negotiating” points or grades.

15. When can an exam be appealed?
An exam may only be appealed if the student receives a negative assessment and if severe defects occur.

16. When is a student considered unable to take an exam?
A student is considered unable to take an exam only if they are completely incapable of participating in the examination process. The student must actively draw attention to their condition, and the inability must be perceptible and understandable to the examination staff.

17. Who is allowed to take an exam?
Only students who have a valid course or exam registration are permitted to take an exam.

18. What happens if students arrive late?
If students arrive late, the examination staff may exclude them from taking the exam.

19. How is identity verified?
Identity is verified by presenting a valid student ID card or an official photo ID in its original physical form. A photo of an ID (e.g., on a smartphone) is not sufficient, as a physical document must be shown in order to confirm a student’s identity.

20. May I accept electronic IDs or photos of an ID?
Electronic IDs or photos of an ID may not be accepted, as mobile phones are prohibited in the exam environment and a physical document is required for identity verification.

21. What should I do if there are doubts about a student’s identity?
Please request additional documents that show the student’s name (e.g., public transportation card or bank card). If there is a justified doubt about the person’s identity, the student may be excluded from the exam. Any irregularities must be documented in all cases.

22. Who determines the seating arrangement?
Exam staff are entitled to assign seats to students for an exam.

23. May students leave the examination room?

Students are generally not allowed to leave the exam room. Except in exceptional circumstances (e.g., acute circulatory problems). Leaving the room counts as submitting the exam; continuation afterwards is not allowed.

24. What applies in the case of a premature termination of an exam?
An early termination of an exam is considered a regular exam attempt, and the exam materials must be submitted.