An introduction to invigilation

June and November 2011

Welcome

This presentation will give you the information youneed to successfully invigilate a series of Cambridgeexams. It covers:

– Your role.– Your responsibilities.– Access arrangements.– Key Times and Full Centre Supervision.– What you do before, during and at the end of exams.– Practical tests and multiple choice papers.

Your role As an invigilator you will:

– Give all your candidates the same exam experience.– Ensure the security of each exam – before, during and at

the end.– Prevent possible malpractice.– Help organise candidates at the start and end of the

exam.– Provide the correct information and material for each

exam.

Number of invigilators

Written exam 1 invigilator to 30 candidates

Onscreen exam 1 invigilator to 20 candidates

Practical exam 1 invigilator to 15 candidates

Your responsibilities

• Be clear about the times and days you are working.

• Arrive on time.• Carry identification.• Dress smartly and wear soft-

soled shoes.• Be familiar with the Cambridge’s

instructions for conducting exams as set out in the Handbook for Centres 2011.

Access arrangements and special consideration

Access arrangements

Pre-exam arrangements made on behalf of a candidate with particular needs. For example, the use of a scribe, modified papers or extra time.

These arrangements will have been made by your exams officer. Check with them before each exam so you are aware of any arrangements and how to manage them.

Special consideration

A post-exam adjustment made to a candidate’s mark, by an awarding body, to make allowances for any adverse circumstances, for example illness, bereavement or temporary injury.

You must record the details of any possible special consideration cases. This information may be needed by Cambridge.

Key Times and Full Centre Supervision

Full Centre Supervision

A specific type of supervision for exam candidates. During Full Centre

Supervision candidates must be supervised by teachers or invigilators.

They must not have any access to telephones, mobile phones, the

internet or any other means of external communication.

Key TimeA time, for example 14:00 hours,

shown on the final exam timetable when all candidates must either be

in an exam or under Full Centre Supervision.

Your exams officer will tell you the Key Times for the exams you

invigilate.

Key Times and Full Centre Supervision • If the Key Time is before or after the exam keep candidates under

Full Centre Supervision - your exams officer may need you to help with this.

• Candidates need to be either in an exam or under Full Centre Supervision at the Key Time.

• See the Handbook for Centres for the full definition of Full Centre Supervision.

• If a candidate finishes early and wants to leave the room before the Key Time passes, they need to be kept under Full Centre Supervision until it does.

• You need to know the Key Time for each exam you invigilate. Please check with your exams officer whether the Key Time is before, during or after the exam.

Before the exam – preparing the room To give all candidates the same experience

each room needs to be set up in exactly the

same way:• Desks 1.25M apart in all directions.• No helpful display material visible.• A clock that all candidates can see.• Appropriate heating, lighting, and ventilation.• Noise levels outside the exam room at a

minimum. • Display the Centre number, start and finish

time and the Notice to Candidates poster so all candidates can see them.

Before the exam – check you are ready

• Is the exam room is set up correctly?• Do you have the right question papers and candidate

materials?• Do you have the attendance register?• Do you have the right number of invigilators?• Do you have a tested method of calling for assistance?• Is your mobile phone switched off?

Before the exam– when candidates enter the room

• Tell them that the exam is in progress as soon as they enter the room.

• Seat them using the seating plan provided.• Complete the attendance register and tell the exams officer if

any candidates are not there. • Check the identification of each candidate.• Remove any unauthorised materials from candidates.

Before the exam – once candidates are seated • Remind candidates that:

– They are under exam conditions.– Their mobile phones and any other communication devices should be

switched off and handed in. Warn them of the consequences of not doing so.

• Open and hand out the papers according to the seating plan.• Read out the instructions on the front of the question paper.• Tell candidates:

– To enter their name, centre and candidate number on the answer booklets.

– If an erratum notice has been issued for the paper.– How much time they have for the exam.– They can start writing.

During the exam • Give your full attention to invigilating the exam • Respond as quickly as possible when a candidate raises

their hand for help:– Only answer questions about information on the front of

the paper.– Don’t give any advice to the candidate – check with the

exams officer if you aren’t sure.• Look out for any cheating, malpractice or candidates looking

unwell.• If a candidate is disruptive remove them from the room while

you resolve the issue. Don’t forget to maintain the required number of invigilators.

During the exam – late arrivals

• If a candidate arrives late tell them that the exam board may not be able to accept their work.

• You may allow the candidate the full time for the exam. • Mark the finishing time on the completed script.• Indicate on the script their answers written after the official

end of the exam.• Record the reason the candidate was late, the time they

arrived, started and finished their exam. The exams officer will need this information for completing the ‘Notification of late arrival’ form for Cambridge.

During the exam – emergency situations • If there is an emergency e.g. a fire alarm:

– Evacuate the room.– Leave the scripts and question papers in the exam room.– Tell the candidates to leave the room calmly and in silence.– Once the room is empty lock the door if possible.– On your return indicate on the scripts the point where the emergency

occurred and note the length of the interruption.– Allow the candidates the full time.– Record the details of the situation for the exams officer’s report to

Cambridge.• Remember - health and safety is the most important thing.

During the exam – malpractice

Under exam conditions candidates are not allowed to:– use any unauthorised materials– copy or attempt to copy another person’s work– Impersonate another person– Include inappropriate or offensive material in scripts

– talk to other candidates

During the exam – malpractice• Unauthorised materials include:

– mobile phones/smart phones– mp3 players or ipods– any food or drink in packaging with labels– correction fluid or tape– pale coloured pens (candidates must write in dark blue or

black)• If you suspect a candidate of malpractice:

– Warn them that they may be excluded from the exam.– Record what has happened and keep the evidence.– Call for help if necessary.

At the end of the exam• Tell candidates when they have five minutes left.• Announce when the exam finishes. • Tell them to stop writing (remember some candidates may

have extra time).• Remind them that they remain under exam conditions until

their scripts have been collected and they have left the room or until the Key Time has passed.

• Ask them to check they have completed all the necessary information on the scripts/loose sheets of paper/answer booklets.

• Ask them to name, number and attach loose sheets of paper with a treasury tag or string.

At the end of the exam – collecting the scripts• Don’t let candidates leave the room until you have collected all the

scripts. • Sort the scripts into the order shown on the attendance register. • Don’t leave scripts unattended at any time.• Don’t read or allow anyone else to read any of the scripts.• Collect any unused stationery or equipment.• Dismiss the candidates row by row, in silence. • Handover the scripts and attendance registers immediately to the

exams officer for despatch.• The exams officer must place them immediately in the return

envelope and seal the envelope.

Practical tests

• Invigilation arrangements are slightly different.• Cambridge provide one page guides to invigilating science

and ICT practical tests – ask your exams officers for a copy.

Multiple choice papers

• Invigilation arrangements are slightly different• Multiple choice papers:

– Multiple choice answer sheets are provided for each candidate.

– Desks three metres apart in all directions. – Distribute answer sheets before the exam.– Ask candidates to check their pre-printed details and sign

in the space provided to show they are correct.– Read the instructions on the front of the answer sheet.– For each absent candidate fill in the appropriate lozenge

on their answer sheet, using a pencil and include the answer sheet in the return despatch.

And finally… • Always:

– Remain calm and vigilant. – Prepare in advance – be aware of the Cambridge

invigilation regulations.– Keep a written record of any relevant circumstances –

who/what/when.– Maintain the right ratio of invigilators to candidates. – Have a briefing with your exams officer before each

exam.• Don’t make assumptions – if in doubt ask your exams officer!