Booking, Payment and Refund Policy
We require at least 10 business days’ notice to arrange an external exam.
Institution’s Booking
If an institution is arranging on behalf and paying the associated fee for a group of students, group rates are available – please contact us at externalexams@carleton.ca for a quote. If your student(s) are paying for the booking themselves, please direct them to register under “Individual Student.”
Individual Student’s Booking Process
Once an individual booking is made and the non-refundable application fee settled, the request will be forwarded to the course-offering institution to confirm the booking details. For academic integrity reasons, we will only proceed with making arrangement for a booking if the institution has confirmed all required information.
Submitting an application and paying the application fee does not guarantee a confirmed booking. Since availability keeps changing as requests are processed, we are not always able to confirm availability before a booking is made, but we will always try our best to schedule your exam to your needs and availability. If we do not have availability for the requested date and time, we will notify both you and your institution as soon as possible to explore alternate scheduling options.
Application/Administration Fee and Late Fee
Payment can be made by Visa, Mastercard, Visa/Debit, and Interac Online.
The application/administration fee, and the late fee is non-refundable, covers the processing of your application after it’s received, and is separate from the exam fee. We encourage applicants to confirm their exam details before submitting the application to avoid unnecessary fees.
Finalized Exam Fee
When the course-offering institution confirms the booking details, the applicant will receive a final payment link at the applicant’s email address provided, to settle the remaining exam fee. Please refer to the External Exams – Fee Schedule – Scheduling and Examination Services for details of the requested finalized exam fee.
Please ensure the full payment of the remaining fee is made at least five (5) business days before the scheduled exam date. If the payment link is provided with less than five (5) business days’ notice, payment is due immediately upon receipt. If full payment is not received by the stated deadline, we reserve the right to cancel your booking request. In such cases, the Exam Rescheduling and Cancellation Policy below will apply, and additional fees may be applied.
Once the final payment link has been issued, the booking is considered confirmed. We aim to provide the exam location and details at least three (3) calendar days before the scheduled exam date or after payment has been received, whichever is later.
Exam Rescheduling and Cancellation Policy
The following applies after an exam booking is finalized (with details confirmed by your institution and the remaining exam fee payment link sent out):
1. after your institution has confirmed the booking details and we sent the remaining exam fee payment link by email, a change of the booking date/time will be treated as a new application and a new non-refundable application fee of $25 + HST may be requested.
2. after the finalized exam fee is settled, if a notice of cancellation is sent to us by email more than three (3) business days prior to the scheduled exam date, the test-taker is eligible to receive a 50% refund of the exam fee paid. The remaining 50% of the exam fee is non-refundable and retained to cover administrative costs already incurred.
3. after the finalized exam fee is settled, if a notice of cancellation is sent to us by email less than three (3) business days before the scheduled exam date, no refund is available if the exam is not requested to be re-scheduled. If the test-taker opts to reschedule the exam, 50% of the exam fee already paid may be applied toward the rescheduled exam date. The remaining 50% is withheld to cover administrative and scheduling costs already incurred. When rescheduling the cancelled exam, a new non-refundable application fee of $25 +HST will be applied for exam with ten (10) business days’ notice, and an additional non-refundable late fee of $25 + HST will be applied for the new exam if is requested with less than ten (10) business days’ notice.
4. there is no refund available if the test-taker did not show up to a scheduled exam. A new non-refundable application fee of $25 +HST will be applied if it is re-booked with ten (10) business days’ notice, and an additional non-refundable late fee of $25 + HST with less than ten (10) business days’ notice from the date the rescheduling is requested.
Refunds, where applicable, will be processed using the original method of payment. We reserve the right to amend this policy at any time. Any updates will be communicated to test-takers and posted on the official website.