Examinations Policies

Updated 10 October 2024

Introduction

This policy outlines the procedures and criteria for registering for the Ophthalmology Foundation Examinations to ensure a fair and transparent process for all candidates.

1. Registration Process:
   • Online Registration:
     • Access: Candidates must complete the online registration form available on the Ophthalmology Foundation’s official website.
     • Required Information: The registration form requires candidates to provide their full name, date of birth, contact details, and proof of identity, along with a headshot.
     • Supporting Documents: Candidates must upload copies of prerequisite qualifications, profession licenses (if applicable), and any other relevant documentation.
     • Registration Deadlines: The registration must be completed by the deadline specified for each examination cycle.  Late registrations may incur an additional fee and are subject to availability.
     • Payment: Examination fees must be paid in full at the time of registration.  Accepted payment methods include credit/debit cards and bank transfers.  All transactions are processed through a secure payment gateway.
   • Confirmation:
     • Email Confirmation: Upon successful registration, candidates will receive a confirmation email that includes their examination details, a unique registration number, and further instructions.
     • Review Period: Candidates should review their registration details carefully and report any discrepancies to the Ophthalmology Foundation within 7 days or receiving the confirmation.
2. Eligibility Criteria:
   • Prerequisite:
     • Educational Qualifications: Candidates must hold a recognized medical degree and have completed an ophthalmology residency program of equivalent training.
     • Professional Licensure: Candidates must hold a valid medical license to practice ophthalmology in their respective country.
     • Experience: Some examinations may require candidates to have a minimum number of years of professional experience in ophthalmology.
     • Verification: All prerequisite qualifications and professional license must be verified through official transcripts, certificates, or licensing board confirmations.
   • Age Restrictions:
     • Maximum Age: There is no upper age limit for taking the examinations.
   • Special Conditions:
     • Institutional Endorsement: In some cases, candidates may need to provide a letter of endorsement from their training institution or employer.
3. Documentation Requirements:
   • Proof of Identity: Candidates must provide a valid government-issued photo ID (e.g., passport, national ID card).
   • Educational Documents: Official transcripts and certificates proving the completion of required educational qualifications.
   • Professional Licenses: A copy of the valid medical license to practice ophthalmology.
   • Additional Documents: Any additional documents specified by the Ophthalmology Foundation for examination (e.g., letters of recommendation, proof of professional experience, certificates).
4. Payment and Fees:
   • Examination Fees: The cost is based on the World Bank Index and will be displayed at the time of application. Pricing information can be obtained by emailing the examinations team. exams@ophthalmologyfoundation.org.
   • Additional Charges: Late registration, re-evaluation, and certificate re-issuance may incur additional fees as specified in the fee schedule.
   • Refund Policy: Examination fees are non-refundable except in cases of documented medical emergencies or administrative errors. Refund requests must be submitted within 14 days of the examination date with supporting documentation.
5. Special Considerations and Accommodations:
   • Disability Accommodations: Candidates requiring accommodations for disabilities must submit a request form at least 30 days before the examination date, along with medical documentation detailing the nature of the disability and the specific accommodations needed.
   • Approval Process: The Ophthalmology Foundation’s examinations committee will review and communicate the approved accommodations to the candidate.
6. Communication:
   • Official Channels: All communications regarding registrations, eligibility, and examination details will be conducted via email, the online portal and the official website.
   • Candidate Responsibility: Candidates are responsible for ensuring their contact information is up-to-date and regularly checking their email for updates from the Ophthalmology Foundation.
7. Review and Amendments:
   • Policy Review: This policy is subject to periodic review and amendments as necessary to ensure compliance with regulatory requirements and best practices.
   • Notification of Changes: Any changes to the policy will be communicated to candidates via the official website and email.

Updated 10 October 2024

Policy Statement

This policy establishes the expected behavior and procedures for candidates during the Ophthalmology Foundation Examinations to maintain a fair, secure, and standardize examination environment.

1. Code of Conduct
   • Behavior:
     • Professionalism: Candidates must always exhibit professional behavior during the examination.
     • Compliance: Candidates must follow instructions provided by examination proctors and staff without dispute.
     • Silence: Candidates must remain silent during the examination to avoid disturbing others.  Any form of communication with other candidates is strictly prohibited.
   • Prohibited Actions:
     • Cheating: Any form of cheating, including but not limited to copying answers, using unauthorized materials, or impersonation, will results in immediate disqualification and potential further disciplinary action (see cheating policy).
     • Disruption: Any behavior that disrupts the examination environment or causes inconvenience to other candidates will not be tolerated.
     • Tampering: Tampering with examination materials or attempting to alter responses after submission is strictly prohibited.
2. Prohibited Items:
   • Electronic Devices:
     • Banned Items: Mobile phones, smartwatches, tablets, and any other electronic devices are not allowed in the examination room.
     • Storage: Candidates must store all electronic devices in designated areas outside the examination room. The Ophthalmology Foundation is not responsible for any lost or damage items.
   • Personal Items:
     • Restrictions: Bags, books, notes, and any other personal items are not permitted in the examination room.  Candidates should only bring necessary items such as identification and writing instruments.
     • Exceptions: Items required for medical reasons or as part of an approved accommodation may be allowed with prior authorization.
   • Authorization Materials:
     • Permitted Items: Only materials explicitly authorized by the Ophthalmology Foundation, such as specific calculators or reference materials, are allowed.  These will be listed in the examination guidelines provided to candidates.
3. Dress Code:
   • Appropriate Attire:
     • Dress Requirements: Candidates should dress comfortably yet appropriately for a formal examination setting.
     • Prohibited Attire: Hats, sunglasses, and bulky clothing that could conceal prohibited items are not allowed unless medical necessary.  Medical or religious head coverings are exempt from this restriction.
   • Identification Visibility:
     • ID Requirements: Candidates must ensure their photo ID is easily accessible for verification purposes.
4. Examination Protocol:
   • Arrival:
     • Check-In-Time: Candidates must arrive at the examination venue at least 30 minutes before the scheduled start time for check-in and identity verification.
     • Late Arrival: Candidates arriving late may not be allowed to enter the examination room once the examination has started.
   • Seating:
     • Assignment: Candidates will be assigned specific seats by examination staff.  Seat assignments must be adhered to without alternation.
     • Positioning: Candidates must remain in their assigned seats for the duration of the examination unless permitted to leave by a proctor.
   • Identification Verification:
     • ID check: Candidates must present a valid government issued photo ID (e.g. passport, national ID) for verification upon arrival.
     • Discrepancies: Any discrepancies in identification must be resolved before the candidate is allowed to sit for the examination. Candidates without valid ID will not be permitted to take the exam.
5. Examination Administration:
   • Instructions:
     • Reading Instructions: Candidates must read and follow the instructions provided on the examination paper and by proctors.
     • Clarifications: If a candidate requires clarification on any part of the examination, they should raise their hand to attract the attention of a proctor without speaking out loud.
   • Time Management
     • Time Allocation: Candidates must manage their time effectively to complete the examination within the allotted time.
     • Time Alerts: Time display will be shown on the online exam platform, showing time remaining.
     • End of Examination: Candidates must stop immediately when instructed.
   • Leaving the Examination Room:
     • Temporary Absence: If a candidate needs to leave the examination room temporarily (e.g. for a restroom break), they must seek permission from a proctor.  The candidate will be escorted, and the examination time will not be extended.
     • Early Departure: Candidates who finish the examination early may leave the room quietly after submitting their examination materials and notifying a proctor. Early departures must not disturb other candidates.
6. Security Measures:
   • Monitoring:
     • Proctoring: Examination rooms will be monitored by proctors to ensure compliance with all examination rules and to prevent any form of malpractice.
     • Surveillance: Electronic surveillance (e.g. CCTV) may be used in examination rooms for additional security.
7. Post Examination Procedures:
   • Review and Appeals
     • Initial Review: Candidates will have the opportunity to review their performance as per Results and Certification Policy.
     • Appeals Process: Any appeals regarding examination conduct or results must follow the established appeals procedure outlined in the Appeals Policy.
   • Feedback
     • Surveys: Candidates may be asked to provide feedback on the examination process to help improve future administration.
8. Compliance and Amendments
   • Policy Compliance: All candidates are required to comply with this Examination Conduct Policy. Failure to adhere to any part of this policy may result in disqualification from the examination and further disciplinary action.
   • Policy Review: This policy is subject to periodic review and updates to ensure it remains effective and relevant.  Any changes will be communicated to candidates via the official website and email

By registering for and participating in the Ophthalmology Foundation Examinations, candidates agree to adhere to all the guidelines and procedures outlined in this policy.

Updated 10 October 2024

1. Introduction:
   • The Ophthalmology Foundation is committed to ensuring the integrity and fairness of its examination process. Allegations of cheating and misconduct are taken very seriously and are addressed through a rigorous, transparent procedure to maintain the credibility of the examination and protect the interest of all candidates.
2. Definition of Cheating and Misconduct
   • Cheating and misconduct during examinations can include, but are not limited to, the following behaviors:
     • Possession of unauthorized materials or devices.
     • Copying or attempting to copy from another candidate.
     • Communicating with other candidates during the examination.
     • Impersonation or allowing oneself to be impersonated.
     • Use of unauthorized assistance.
     • Tampering with examination material.
     • Failing to respond to the instructions of the coordinator.
     • Bribery.
     • Any other actions that compromise the integrity of the examination process.
3. Reporting Allegations:
   • Any suspected cheating or misconduct can be reported by:
     • Examination invigilators.
     • Examination staff.
     • Other candidates.
     • Anonymous sources with credible evidence.
   • Reports should be submitted in writing, detailing the nature of the alleged misconduct and any evidence supporting the claim.
4. Investigation Procedure
   • Upon receiving an allegation, the following steps will be taken:
     • Preliminary Review:
       • The Examination Committee will conduct an initial review of the allegation to determine its credibility and whether further investigation is warranted.
     • Formal Investigation:
       • If the preliminary review indicated a possible breach of conduct, a formal investigation will be initiated.
       • The candidate(s) involved will be notified in writing about the investigation and the specific allegations.
       • Candidates will be given an opportunity to respond to the allegations in writing within a specified timeframe.
     • Evidence Collection.
       • Collection of all relevant evidence, including examination scripts, invigilator reports, witness statements, ad any physical or electronic evidence, including reports from MeritTrac the online platform provider.
     • Interviews:
       • Interviews with the candidate(s) involved, invigilators, and any witnesses may be conducted to gather further information.
     • Decision and Disciplinary Actions
       • After the investigation, the Examination Committee will review all evidence and decide on the case. Possible outcomes and disciplinary actions include:
         • No Action:
           • If the evidence does not support the allegation, no action will be taken, and the candidate will be informed accordingly.
         • Warning:
           • A formal warning may be issued for minor infractions or first-time offenses.
         • Invalidation or Examination Results:
           • The candidate’s examination results may be invalidated, and they may be required to retake the examination.
         • Suspension or Ban:
           • In severe cases, the candidate may be suspended from taking future examinations for a specified period or permanently banned.
         • Reporting
           • In severe cases, the following may be notified:
           • Candidate’s employer
           • Candidate’s National Ophthalmology Society
           • Candidate’s Ministry of Health
         • Legal Action:
           • In cases of fraud or criminal activity, the matter may be referred to legal authorities.
5. Appeals Process
   • Candidates have the right to appeal the decision within 30 days of notification. The appeal must be in writing, clearly stating the grounds for appeal and any new evidence to be considered. The Appeals Committee (OF Board) will review the case and make a final decision.
6. Confidentiality:
   • All allegations, investigation, and outcomes will be handled with the utmost confidentiality.  Information will only be disclosed to individuals directly involved in the process.
7. Communication of Policy
   • This policy will be communicated to all candidates prior to the examination and made available on the Ophthalmology Foundation’s official website.
8. Policy Review
   • The policy on allegations or cheating and misconduct will be reviewed annually to ensure its effectiveness and alignment with best practices. By adhering to this policy, the Ophthalmology Foundation aims to uphold the highest standards of integrity and fairness in its examinations, thereby maintain the trust and confidence of all stakeholders.

Updated 10 October 2024

This policy outlines the terms and conditions for withdrawing from an Ophthalmology Foundation (OF) examination. The purpose of this policy is to ensure that all candidates for the OF examinations are treated fairly and equitably. Please read carefully to understand the implications of withdrawing at different stages.

Stages of Withdrawal

1. Withdrawal Before the Closing Date:
   • Notification: Candidates must submit a formal withdrawal request in writing to the examination office before the closing date.
   • Refund: Upon approval, candidates will receive a refund of the examination fee, minus a 30% deduction for administrative fees and bank charges.
   • Processing Time: Refunds will be processed within 30 days of receiving the withdrawal request.
2. Withdrawal After the Closing Date:
   • Notification: Candidates must submit a formal withdrawal request in writing to the examination office.
   • Fee Retention: The examination fee will not be refunded. However, the fee can be held and applied to the next scheduled examination date.
   • Conditions: The candidate must take the examination on the next available date. If the candidate does not appear for the next scheduled exam, the fee will be forfeited.
3. Non-Attendance Without Prior Notice:
   • Notification Requirement: Candidates are required to notify the examination office if they are unable to attend the exam.
   • Penalty: Failure to provide prior notice of non-attendance will result in the loss of the examination fee. No refund or fee transfer will be granted.

Important Notes

• Deadline Awareness: It is the candidate’s responsibility to be aware of the closing date for withdrawal requests. The closing date is typically mentioned in the examination schedule or announcement.
• Documentation: All withdrawal requests must include the candidate’s full name, examination registration number, and a brief reason for withdrawal.
• Communication: Withdrawal requests and notifications of non-attendance must be communicated via the official channels specified by the examination office, such as email or an online portal.
• Exceptional Circumstances: In cases of severe illness or other extraordinary circumstances, candidates may appeal for special consideration. Documentation (e.g., medical certificates) must be provided, and decisions will be made on a case-by-case basis at the discretion of the examination board.

By adhering to this withdrawal policy, candidates can ensure a clear and fair process for managing examination fees and scheduling. If there are any questions or clarifications needed, candidates are encouraged to contact the examination office directly.

Updated 10 October 2024

1. Introduction:
   • The Ophthalmology Foundation is committed to ensuring that its examination processes are conduced fairly and transparently. This appeal policy outlines the procedures for candidates who wish to appeal against decisions made during the examination process.
2. Grounds for Appeal
   • Candidates may lodge an appeal based on the following grounds:
     • Procedural Irregularities: Any instance where the examination process was not conducted in accordance with the established guidelines and protocols.
     • Administrative Errors: Mistakes in the calculation of marks or the recording of results.
     • Bias or Discrimination: Any evidence that suggests unfair treatment based on race, gender, disability, or other personal characteristics.
     • Exceptional Circumstances: Situations such as illness or other personal issues that adversely affected the candidate’s performance and were not adequately considered.
3. Appeal Submission
   • Time frame
     • Appeals must be submitted within 30 days of the examination results being released.
   • Submission Process
     • Appeals should be submitted in writing to the Examinations Office of the Ophthalmology Foundation.
     • The appeal must include:
       • Candidate’s full name and contact information.
       • Examination details (date, venue, and type of exam).
       • A detailed description of the grounds for the appeal.
       • Any supporting evidence.
4. Acknowledgement and Initial Review
   • Upon receipt of the appeal, the Examinations Office will acknowledge the appeal within 5 working days.
   • An initial review will be conducted to ensure that the appeal falls within the permissible grounds and is submitted within the specified time frame.
5. Appeal Review Process
   • Formation of the Appeals Committee
     • An Appeals Committee will be convened, comprising at least three members who were not involved in the original examination process.
     • The committee will include senior members of the Ophthalmology Foundation and may include external experts where necessary.
   • Consideration of the Appeal
     • The committee will review the written appeal and any supporting documentation.
     • If necessary, the committee may request additional information from the candidate or other relevant parties.
     • The candidate may be invited to attend a meeting with the committee to present their case in person or via video conference.
   • Decision Making
     • The committee will deliberate and reach a decision based on the evidence presented.
     • Decisions will be made by majority vote.
6. Outcome of the Appeal:
   • The candidate will be informed of the outcome of the appeal in writing within 30 days of the appeal being lodged.
   • The decision of the Appeals Committee is final.
7. Possible Outcomes
   • Appeal Upheld: If the appeal is upheld, the committee may recommend corrective action such as:
     • Recalculation of marks.
     • Opportunity to retake the examination at no additional cost.
     • Other appropriate remedies as deemed necessary.
   • Appeal Denied: If the appeal is denied, the candidate will be provided with a detailed explanation of the reasons for the decision.
8. Confidentiality
   • All appeals will be handled with the upmost confidentiality. Information will only be shared with individuals directly involved in the appeal process.
9. Record Keeping
   • Records of all appeals and their outcomes will be maintained by the Examinations Office for a period of at least seven years.
10. Contact Information
    • For any inquiries or to submit an appeal, candidates should contact the Examinations Director, exams[at]ophthalmologyfoundation.org.