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EXAMINATION INVIGILATION INSTRUCTIONS: MAIN ROOM EXAMINATIONS

Invigilators are responsible for the implementation in each exam session of the Regulations for the Conduct of Examinations (Appendix D of the Code of Practice on Assessment) and are required to be familiar with its contents. These Instructions are to support all invigilators in carrying out their duties, which fall into two main areas: the smooth running of exam sessions, and the prevention and detection of misconduct and cheating by students.

Key contact numbers From a mobile add 0151-79 to the start of the extension Student Administration and Support (SAS Exams team) 46758 or 46759

so from a mobile call: 0151-794 6758 or 0151-794 6759 *** Please do not leave a voicemail message on any of these phone numbers; we are not always able to check messages quickly. Please keep trying until you speak to someone. *** = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = FM Response Desk 43000 (problems with lighting, heating, ventilation etc) Student Health 44720, 44723 Student Support Services 45863 Counselling 43304 Security 43252, 43215

CONTEXT AND BACKGROUND

Invigilators and the Chief Invigilator

1. One person is nominated to be Chief Invigilator for each session and is

supported by one or more other Invigilators. The Chief Invigilator has overall responsibility for ensuring that the examination session is run properly, and for allocating specific tasks within the invigilation team. All Invigilators must be prepared to carry out any duty asked of them by the Chief Invigilator, including before and after the session.

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2. All Invigilators must ensure they are familiar with all aspects of these Guidelines.

Student Administration and Support (SAS)/Professional Services staff

3. A member of staff representing Student Administration and Support (SAS) is

present in each building at the start of each exam session and can assist with queries. They have with them a list of all exams taking place in that session to assist with directing any lost students. Please bear in mind that some buildings have a number of exam rooms, so the SAS colleague will not necessarily be in the foyer or directly outside your exam room. Please also note that his role is sometimes carried out by a colleague from a different Professional Services team.

Split exams

4. Due to the constraints on rooms available and the size of some modules, many

exams are split across more than one exam room. Wherever possible exams which must be split are scheduled into rooms which are adjacent or nearby.

5. Where an exam is split SAS provides lists of students who should be in each room with the exam question papers, to be collected from the Foundation Building by the Chief Invigilator. These lists reflect the information that students can see in their personalised exam timetables through Liverpool Life. If students go to the correct room, there will be enough seats.

WORK BANK INVIGILATORS

6.

All invigilators employed through Work Bank whether appointed as a Chief or as a Support Invigilator must come to the Foundation Building 60-30 minutes before each exam session (AM and PM) to register their attendance. This is essential to ensure you are paid correctly.

PREPARING THE EXAM ROOM

Before the examination

7. The Chief Invigilator must collect question papers from SAS. Please come to

the Exams Room on the first floor of the Foundation Building no earlier than an hour before the start of the exam session. Please collect papers at least 30 minutes before the start of the session, and ideally 45 minutes in advance, especially for larger exam rooms.

8. With each bundle of question papers you will receive a Room Report. This includes details of the exams taking place in the room and expected numbers of students, the duration of the exams, a list of the invigilators allocated to the session and space on a second sheet of paper to log any incidents and other salient facts.

9. If any of the exams in your room are split across more than one room, you will receive a list of students expected in each room.

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10. SAS has a trolley available if you have a particularly large envelope or box of question papers.

11. The Chief Invigilator and all other Invigilators must be in the exam room at

least 20 minutes before the start of the session; for larger exam rooms, this should be at least 30 minutes in advance.

12. Module convenors who are not invigilating their exam are required to be present in the exam room at the start of the session to check the paper and answer initial queries (unless they are invigilating in another room). The Chief Invigilator should ensure that module convenors leave a phone number in case of queries during the exam.

Ensuring the examination room is ready

13. SAS provide a short summary of key information specific to each exam room (location of toilets, emergency muster point etc) to the chief invigilator with the exam question papers.

14. Posters warning students not to cheat should be visible in the exam room. If none are visible, please tell the SAS colleague who is in the building.

15. In all exam rooms the desks are numbered, with a sticker on each desk.

16. Distribute question papers on desks in accordance with the seat numbers listed

on the Room Report.

17. Check that any additional stationery or other items (e.g. statistical tables, graph

paper) are set out where specified on the exam question paper.

18. If additional answer/script books are needed, use those with green or grey

covers.

19. A clock is provided in each room. Check that it is working and showing the

correct time.

Allocating seats to students

20. For all exams students must be allocated a seat randomly. You will find a set of

laminated Desk Number Cards in the examination room to assist with this.

21. Where there is only one examination in the room, check the Room Report.

Identify the highest desk number you will need. Set aside Desk Number Cards with higher numbers than this as you will not need them. If you have a number of spare seats, you may like to choose which Desk Number Cards to withhold, to spread the students out more or to keep a couple of spare places at the end of rows to accommodate any late-comers more easily.

22. Where there is more than one examination in the same room, split the laminated Desk Number Cards into separate piles for each paper, in line with the numbers of students listed on the Room Report.

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23. There is no need for students to sit in a particular desk for an MCQ exam. Students should be admitted to the room as normal and allocated a random seat using the laminated cards, just as for any other exam.

This is a change from previous sessions when MCQ exams were marked by seat number and we issued Seat Plans. MCQ exams are now marked by student ID number.

RUNNING THE EXAM SESSION

Admission of candidates to the room

24. Students are required to arrive at the exam room at least 15 minutes before the

start of the exam.

25. The Chief Invigilator should make the following announcements to students

outside the exam room.

1. Switch off your mobile phone now and either leave it in your bag or

coat, or place it in a clear plastic bag which you must put under your seat when you get to your desk.

2. You must not take your bag or coat to your desk.

3. You must either carry your student ID card, pens, pencils and so on to

your desk in your hands, or in a clear plastic bag. You must not take a pencil case to your desk.

4. You must enter the exam room in silence. First leave your bags or coats in the bag zone, then go to your seat.

5. When you get to your seat, place your student ID card on your desk,

read the white seat card and fill in your details on it.

We have introduced new rules to make students’ entrance to exam rooms more

controlled. The requirement that students enter the exam room in silence was new in January 2013 and we had not previously asked invigilators to make any announcements.

26. Admit candidates into the room:

In large rooms (150+ candidates) start this 10 minutes before the start of

the session In small rooms start this 5 minutes before the start of the session

27. Shuffle the laminated Desk Number Cards so that they are in random order and

hand one to each student as they enter the room.

28. Where there is more than one exam in the room, admit students for one exam

at a time, to ensure they are assigned a seat in the correct section of the room for their exam.

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29. As students enter the room, remind them to leave their bags and coats in the designated Bag Zone and ensure that no students take any bags or papers to their desks. Remind students to switch off their mobile phone and that, if they are choosing not to put it in their bag, then it must be placed in a clear plastic bag and put under their seat.

30. Ensure that the students sit in their allotted seats and do not exchange Desk Number Cards with other candidates.

The rule that students may place mobile phones, switched off, in a clear plastic

bag under their seats is new for January 2016. Mobile phones may also be left, again switched off, in students’ bags or coats in the designated bag zone.

Start of examination

31. Once students are sitting at their desks make the following announcements.

These announcements are essential.

1. Place your student ID card on your desk.

2. Read the warnings and instructions on the white Seat Card on your

desk. Then turn the white Seat Card over and complete your details in block capitals.

[Wait for at least 30 seconds so that students have time to fill in their white seat cards]

3. Complete the front of your script book with your name and ID number.

4. You must not have any BOOKS, BAGS, PAPERS or NOTES, in your possession at your desk. Your MOBILE PHONE or other DATA STORAGE DEVICES must be switched off and either left in your coat or bag in the bag zone or placed in a clear plastic bag under your seat. This is very important. Make a final check now. Check your pockets. If, after the exam has started, you find that you have anything which is not allowed, you should put up your hand immediately and inform an invigilator.

5. Switch off all pagers and wrist watch alarms.

6. Check that you have the right examination paper.

7. Note any special instructions on the front of examination paper.

8. [IF THERE IS ONE OR MORE MCQ EXAM PLEASE READ THE

FOLLOWING INSTRUCTIONS:] a. If you are doing a multiple choice exam, please fill in your name,

today’s date and the exam title in the top left hand corner of the MCQ answer sheets, and fill in your ID number in figures in the squares in the top right hand corner of the sheet, and fill in the relevant boxes for your ID number underneath.

b.

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c. Mark your answers on the MCQ answer sheet in pencil. If you need to change and answer, rub out your first answer completely, then mark your new answer.

9. You cannot leave the room in the first 30 minutes of the examination or in the last 30 minutes of examination.

10. If you are feeling unwell at any point during the examination and feel that you need to leave the room, then you should put up your hand and inform an invigilator.

11. If you feel the exam is being disrupted in any way, or you have a problem, you should put up your hand and inform an invigilator.

12. You must not talk to other students during the examination.

13. You must do all rough work in the answer booklet. Do not use scrap

paper for rough work.

14. The time is now [10am, 2.32pm etc]. The exam lasts [2 hours, 3 hours

etc.] You may now start.

32. Note down the actual start time of the exam on the Room Report Incident Log.

The exam must last for the correct duration, so if it starts three minutes late you must end the exam three minutes late.

The requirement to record the actual start time of the exam was introduced for January 2013 in response to complaints from students in previous exam diets that the end of an exam was not always delayed when the start was delayed.

First 30 minutes of the exam: late arrivals

33. Admit any student who arrives after the start of the exam but within the first 30 minutes. Record the time of their arrival on their script/answer book and sign against this entry. Do not give students who arrive late any extra time at the end of the exam. You may wish to tell such students if the exam started more than a minute or two late, so they can plan their time for the remainder of the session.

After 30 minutes of the examination

34. 30 minutes after the start of the exam, collect white Seat Cards and laminated

Desk Number Cards from students’ desks, and check ID cards.

35. As you collect the white Seat Card from each student’s desk, check that they

have placed their ID card on their desk. Note down any possible cases of impersonation and investigate these after you have collected all Seat Cards. Keep the Seat Cards in seat number order within paper code and count the cards. Check that the number of cards equals the number of candidates.

The requirements for students to bring ID cards and for invigilators to check them were new for January 2013 to reduce the opportunity for impersonation.

36. Sort the laminated Desk Number Cards into numerical order and leave them on the invigilators’ desk/table ready for the next examination.

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37. Collect in script books from unoccupied desks.

During the session

38. No candidates are permitted to enter the room 30 minutes after the start of the

exam session. Send any candidate who arrives after this time to the Student Administration Centre in the Foundation Building.

39. Circulate frequently around the examination room. Do not sit at the front or back of the room for the whole exam.

40. Remain vigilant throughout the exam. Do not expect to be able to read or mark

essays or other exams while invigilating.

41. Issue additional answer/script books and stationery to students if they request

them. Make sure that when you give a student an additional answer book that they have a small metal paper binder so they can fasten their answer books together.

42. Accompany any student who wishes to use the toilet during the examination; no extra time is given. Students are not permitted to take any mobile phone or bag with them.

End of examination

43. Finish the examination by making the following announcements:

1. That is the end of the exam. Stop writing now.

2. Please remain seated, in silence, until we have collected all answers.

3. Make sure you have put your name and other details on every answer

book you have used.

4. Please seal the top right-hand corner of every answer book you have

used.

5. Don’t forget to collect any bag, coat or mobile phone which you have

brought into the room.

44. Do not allow students to continue working on their answers after the end of the

examination.

45. Collect answer/script books, MCQ answer sheets etc from all candidates. If the

question paper states that it must not be removed from the exam room, collect all these as well.

46. Make sure that students remain in their seats until all answer/script books etc have been collected from them.

47. Dismiss the candidates. Ask the students to be considerate of other students

whose exams are still going on in nearby rooms and ask the students to leave quietly. In larger venues you may wish to control this by dismissing one row at a time. Make sure no candidate leaves the room with a script book.

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CHECKING AND FINISHING UP

After the examination; Scripts, Room Report and white Seat Cards

48. Sort the answer/script books and any MCQ answer sheets into seat number order, count them and enter number in the appropriate box on the Room Report. This number MUST equal the number of white Seat Cards. If not, check to ascertain the name of the candidate whose script is missing.

49. All Invigilators must remain in the exam room until all answer/script books have been collected, counted and either taken away by the module leader or made ready to be returned to SAS.

50. All Invigilators must confirm their attendance by signing the Room Report. Where you are a replacement for someone else, cross their name out on the Room Report and write your name in before signing.

For Work Bank invigilators this is essential to ensure you are paid correctly.

For staff this is essential as SAS report non-attendance by academic invigilators to the relevant Head of School.

The requirement for SAS to report non-attendance by academic invigilators to

Heads of School was new for January 2013. 51. Invigilators may take scripts away with them, where they are from the relevant

department. A module leader or other lecturer who has not invigilated the exam may attend at the end of the session to collect scripts. In either case, any person taking scripts must sign the Room Report to acknowledge that they have taken the stated number of scripts.

Do not allow anyone to take any scripts until you are satisfied that all scripts for all exams in the room have been checked and accounted for.

52. Where scripts are not taken away by an invigilator or other lecturer, bring them

to the Exams Team in SAS (Foundation Building, 1st floor) immediately after the examination. Return all MCQ answer sheets and associated question papers to the Exams Team.

53. Return the Room Report, Incident Log and completed white Seat Cards to the Exams Team in SAS.

54. Leave the laminated Desk Number Cards in the examination room for use in

the next session.

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PROBLEMS

Students in the wrong place

55. If more students arrive for the exam that you are expecting from the Room

Report, allow them in, provide them with the necessary question paper, stationery etc and allow them to sit the exam. The exam timetable is based on a snapshot of module registrations from several weeks ago, so may be out of date where students have made late changes to their registrations. If you run out of seats or copies of the question paper, contact SAS immediately.

Students should go to the room shown in their personal timetable in Liverpool Life, but occasionally they may go to the wrong room, especially where exams are split across more than one room. If students realise they have arrived at the wrong venue before the start of the exam, they should be told to go to the correct venue. If a small number of students arrive at the wrong venue and they can be accommodated (i.e. there are sufficient spare seats) this is acceptable.

Students who do not have their student ID card (or other identity document)

56. If a student has not put their ID card on their desk ask them if they have their ID

card with them; if they have it in a pocket, ask them to put it on the desk (and check that they are not consulting any notes in their pockets). If they have left it in their coat or bag ask them to show it to you at the end of the exam.

57. If a student does not have their ID card with them, allow them to sit the exam as normal. Warn them that they must bring their student ID card with them to all future exams. Note down their name, ID number and seat card on the Room Report Incident Log. SAS will contact any student who forgets their ID card more than once during the January or May 2013 exam period to remind them that they must bring them. Repeated non-presentation of an ID card by the same student may be referred to an Investigating Officer for possible action under the disciplinary procedures.

The requirement for students to put their student ID card on their desk is new and is intended to reduce the potential for impersonation in exams.

Students who have a non-transparent pencil case

58. If a student has a pencil case (not a transparent plastic bag), allow them to sit

the exam as normal but warn them that they must use a transparent plastic bag (or no bag/pencil case at all) in all future exams. Note down their name, ID number and seat card on the Room Report Incident Log. SAS will contact any student who has a pencil case at their desk more than once to remind them that they must instead use a transparent plastic bag. Repeated use of an opaque pencil case by the same student may be referred to an Investigating Officer for possible action under the disciplinary procedures.

59. Check that there are no notes (revision aids, cheat sheets etc) in the pencil case. If you find any unauthorised materials, follow the instructions for dealing with misconduct in the normal way. Possession of unauthorised materials is a serious matter, and there is no leniency in the transitional period for this.

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The ban on opaque pencil cases was new for January 2013 and is intended to reduce the opportunity for students to bring unauthorised materials to their desks.

Authorised and unauthorised materials: Dictionaries

60. Students may not use dictionaries except in two cases:

the rubric of some examinations specifically allows all students to use a dictionary; and/or

some students who are studying at the University on exchange programmes (e.g. Socrates/Erasmus) are permitted to use a dictionary in their examinations. Some international students of Law are permitted to use a dictionary. Where a student has been given permission, they will have a letter from SAS (or, for exchange students, from their home university) confirming this. If a student does not have such a letter, they are not permitted to use a dictionary.

Authorised and unauthorised materials: Calculators

61. Except when stated otherwise, students will not be permitted to use programmable calculators, which is a device capable of storing data or formulae that can be entered before admission to the examination room. Such a calculator should be considered to be unauthorised material and dealt with under section 91. Students can use any model of non-programmable calculator. If invigilators are uncertain about the model of calculator being used by a student or become suspicious about how the equipment is being used by the student, please note down the details on the room incident report, including the model of the calculator and any description of the alleged suspicious behaviour; please do not confiscate the calculator, and permit the student to continue with the examination. In certain specified examinations, the use of a specialist calculator may be allowed. In such cases the rubric of the paper will indicate the type of calculator allowed and the invigilators concerned will be responsible for ensuring that only the specified model is used by the candidates. There is no requirement for the calculator to carry the university crest. Calculator cases will not be allowed in the examination.

62. It is each student’s responsibility to bring their own calculator when they need one. The University and SAS do not provide spare calculators or spare batteries.

63. Do not allow students to share calculators or other equipment

Mobile phones

64. Students are not allowed to have mobile phones with them during an exam.

Phones must be switched off and either placed in a bag or coat in the designated area or else placed in a clear plastic bag under the seat at the desk.

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65. If a mobile phone in the designated area rings during an exam, invigilators should attempt to locate it and switch it off. Regardless of whether or not it is located, the incident should be logged as a disturbance (see paragraph 81 below). If located, the phone should then be retained, together with the bag or coat in which it had been placed until the end of the exam in order that the student responsible can be identified and the Exams team should be informed (see paragraph 91 below).

66. If a mobile phone under a student’s seat rings during an exam, invigilators should immediately request the student to switch it off. The phone should then be confiscated and the Exams team should be informed (see paragraph 91 below).

67. If a student has a mobile phone with them in an exam other than under their seat, you should confiscate it. You should check whether the phone is switched on (including settings for Silent or Flight mode or Emergency use only) or off and note this on the Alleged Misconduct form. The phone should then be confiscated and the Exams team should be informed (see paragraph 91 below).

Problems with exam papers or queries from students

68. If an invigilator or module leader spots a problem with the examination paper, make a clear announcement to correct the error.

69. If any students are sitting the paper in other rooms, typically if they have

alternative arrangements for disability or if the exam has had to be split due to timetabling constraints, this will be indicated on the Room Report. In this case, call the Exams Team in SAS immediately and give them the details of the correction or announcement. The Exams Team will pass the message on to all students sitting the paper elsewhere.

70. All questions from students relating to the interpretation of questions should be referred to the module leader (if they are not invigilating the exam).

If the module leader is invigilating nearby (for example, if the exam is split

across two adjacent rooms) go to the other room and ask them directly.

If the module convenor is not invigilating, contact SAS immediately.

Illness

71. Candidates are responsible for informing an invigilator if they wish to leave the

exam as a result of illness, whether temporarily or permanently. Students should notify an invigilator of any personal extenuating issue arising during an exam for example: sudden illness. The invigilator should record the incident on the exam room report.

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72. Any candidate who wishes to make a temporary withdrawal from the room must

be accompanied at all times by an invigilator, or by a person authorised by the invigilator to accompany them. No extra time is to be given to students in these circumstances. Note the time of their withdrawal and re-entry on their answer book and make a formal record of the incident, including the student’s ID number, on the Room Report Incident Log.

73. If a candidate is so ill that they cannot continue, they may be taken to the Student Health Service (building 502 on campus map, grid reference D5, entrance opposite Peach Street car park). Ensure you make a formal record of the incident, including the student’s ID number and time of leaving the exam, on the Room Report Incident Log.

74. You should be prepared to give students guidance on how to start the process of submitting an extenuating circumstances claim, should they request it. The requirement for chief invigilators to record all instances of student illness on the Room Report Incident Log was incorporated for January 2016.

Fire alarm

75. If the fire alarm sounds, instruct students to evacuate immediately, in line with the normal arrangements for the building. Students should leave all examination materials, bags, coats etc in the room. Staff should also evacuate immediately, leaving everything in the room.

76. Once everyone is safely out of the building, the Chief Invigilator must report to the local Fire Warden/Fire Officer that their exam room is clear. Then note down the time at which the alarm sounded, then contact SAS (by mobile phone or from another building unaffected by the alarm). Someone from SAS will attend to advise on next steps.

77. Once the Fire Officer gives the all-clear, the colleague from SAS will decide with the chief invigilator whether the exam can continue or not. If the exam is to continue, re-admit the students to the room and, once all are settled, re-start the exam. The end of the exam should be delayed so that students have the full amount of time.

78. If the exam is not to be restarted, SAS will advise on the collection of exam materials.

79. In either case, the Chief Invigilator should record the incident on the Room

Report Incident Log before making a full written report to SAS, so that the relevant Boards of Examiners can be informed.

Other Disruption (e.g. noise, temperature)

80. Where a student brings to your attention any unsatisfactory conditions or activities which they claim are affecting them in their exam, you should consult with SAS immediately to ascertain what action should be taken. You should also be proactive in identifying any such conditions yourself and informing SAS.

81. All identified and/or reported disruptive events must be formally recorded on the Room Report Incident Log. This should capture, as a minimum, the students affected and the time, nature and length of disruption.

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Concerns about behaviour or scripts

82. If you have any concerns about a student’s behaviour or examination script you

can contact the following central University student services for advice either during or after an exam:

Duty Counsellor, University Counselling Service, extension 43304

Student Support Services Reception, extension 45863

Lindsay Pendleton, Mental Health Adviser, extension 42320

Experienced staff will be available to assist you to deal with any difficult or

unusual situation.

83. If you have any difficulty contacting these services, contact the Exams Team

who will advise you on what to do. They can pass on mobile phone numbers for colleagues from these services.

Cheating

84. Do not allow candidates to talk to one another. If candidates persist in

talking to one another, move them to other desks in the room. If this does not stop them talking, inform SAS immediately (see section 91).

85. Some students try to cheat by passing notes to one another, for example by placing spare answer booklets on the floor and moving them with their feet. Ensure all examination materials remain on students’ desks. If it appears that a student is attempting to look at another student’s work, you should warn the student not to do so. If after one warning they continue to do so, you should move them to another desk in the room. If the behaviour still persists, you should inform SAS immediately (see section 91).

86. Students must not use scrap paper; all rough work must be done in the normal script book.

87. Some students attempt to cheat by consulting notes which they or other

candidates have left in the toilets. If possible, invigilators should check toilets after the exam has started and remove any notes found. If a student takes an unusually long time for a toilet break, check (later, if necessary) for any notes; any found should therefore be removed. However, an allegation should only be made against the student to the Exams team (see paragraph 91 below) if the notes are actually found on the student or notes retrieved include the particular student’s name and were hidden (i.e. excludes material discarded in waste bins).

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88. Unauthorised materials include crib sheets or revision notes, sometimes on very small pieces of paper. Students might try to conceal these in pockets or pencil cases, or they might have notes written on their hands or shirt cuffs. If a student has notes written on their hands or other parts of their anatomy, they should not be permitted to rub or wash the notes off or to continue with the exam until a photograph of the notes has been taken. If possible, an invigilator should take a photograph of the notes and then require the student to wash then off before resuming the exam. If this is not possible, it is imperative that the Exams team in SAS is informed immediately so that alternative arrangements for photographing the evidence can be taken swiftly before the student is permitted to resume the exam.

89. Students might attempt to access notes on mobile phones or other electronic devices.

90. If you suspect a student is using unauthorised materials of any sort, remove the

materials. You should not return the materials to the student.

91. The following are regarded as breaches of Examination Regulations:

introduction of unauthorised material, collusion, impersonation, failure to respond to warnings not to talk or look at another student’s work, and failure to respond to invigilators’ requests (e.g. to move desk) or causing a disruption. If you consider that a breach of Regulations has occurred, inform the Exams team in the Student Administration and Support Division (SAS) immediately, extension 46758 or 46759 (from a mobile 0151-794 6758 or 6759). Allow the candidate to complete the examination, but do not allow them to leave early or to leave with other candidates at the end of the examination. An SAS representative will attend at the end of the examination to take away the suspect materials and the candidate’s script, and to talk to the student to explain the formal investigation process.

92. Complete an Alleged Misconduct Summary Report form with the date and time of the incident, the room and exam, the student’s seat number, name and ID number, along with a report of what you observed and what you did. This will be passed to the Investigating Officer at the start of their investigation.

93. If you suspect two (or more) students of colluding or communicating with one another, you must complete a separate Alleged Misconduct form for each student. Please also ensure that any offending items are explicitly attributable to a specific student and that care is taken to keep offending items separated until they are collected by a colleague from SAS.

The Alleged Misconduct Summary Report form is designed to assist Investigating Officers in their work so please complete all parts fully.

DISTURBANCE

94.

Every year a number of students complain to their departments or to SAS about the behaviour of one of their invigilators. We all understand that exams can be stressful for students, and apparently petty disturbances can take on disproportionate dimensions.

95. If you have a choice of shoes, choose ones which don’t squeak or clomp or click or echo.

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96. Make sure that all announcements are clear.

97. Don’t stand too close to an individual student, or stay in the same place for prolonged periods.

98. Do not use your mobile phone during the exam for calls or texts. If you do have

your mobile switched on during the exam, make sure it is in silent mode.

Thank you for your valuable contribution to the University’s examination and assessment processes.

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SUGGESTED TIMELINE

For morning exams

For afternoon exams

Chief Invigilator duties Invigilator duties

9.15 1.45 Collect question papers from Foundation Building; go to exam room

Go to exam room

9.25 1.55 Set out question papers on desks and direct other invigilators to help

Set out question papers on desks

9.30 2.00 Set out any additional stationery and direct other invigilators to help

Set out any additional stationery

9.35 2.05 Split laminated seat number cards into separate piles (if more than one exam in room)

Assist with splitting laminated seat number cards into separate piles (if more than one exam in room)

9.50 2.20 Make pre-entry announcements to students; admit students to room; supervise students in room as they leave coats and bags in Bag Zone and move to desks

Assist chief invigilator in admitting students to room; supervise students in room as they leave coats and bags in Bag Zone and move to desks

9.57 2.27 Make announcements and ask students to complete seat cards

10.00 2.30 Start exam

throughout session

throughout session

Remain vigilant for attempts to cheat

Remain vigilant for attempts to cheat

throughout session

throughout session

Answer questions from students Answer questions from students

10.30 3.00 Admit no more latecomers; collect white Seat Cards from students, check that all students have ID cards on desks and direct other invigilators to help

collect white Seat Cards from students and check that all students have ID cards on desks

10.45 3.15 Count Seat Cards or direct other invigilators to count them; record numbers on Room Report

Assist with counting Seat Cards

30 minutes before end of exam

30 minutes before end of exam

Warn students that 30 minutes remain, and that they can no longer leave the exam early

At end of exam

At end of exam

Stop the exam and make closing announcements

At end of exam

At end of exam

Collect answer script books, MCQ sheets etc and direct other invigilators to help

Collect answer script books, MCQ sheets etc

Once answers collected

Once answers collected

Dismiss students

~5 minutes after end of exam

Count number of scripts etc and direct other invigilators to help, record numbers on Room Report

Count number of scripts etc

Version 1 – 13.01.2017

~10 minutes after end of exam

Allow invigilators/other lecturers to sign for any scripts they are taking with them

~10 minutes after end of exam

Return seat cards, Room Report, Incident Log and uncollected scripts to Foundation Building or ask other invigilator to do so

Return seat cards, Room Report and uncollected scripts to Foundation Building if asked to do so by Chief Invigilator