invigilation guide

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INVIGILATION GUIDE

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Purpose of Invigilation

• Organise and assist with the exam

• Reasonably service student needs

• Deter use of unfair means/cheating

• Detect use of unfair means/cheating

• Deal with unfair means/cheating

• Deal with disorderly behaviour

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Invigilation = continual vigilance

• Frequent walks around the room in order to discourage and detect misconduct

• Positioning to survey all candidates

• Respond quickly to candidate needs/queries

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X

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Chief Invigilator

1. oversees the duties of other invigilators appointed to that room

2. ensure that the examination(s) is/are carried out in accordance with the University Regulations.

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Preparation for the examination

• Collect ‘exam pack’ from Student Life Office• Display seating plans outside venue• Ensure clock is working and visible to all• Set out the examination; place examination paper (face

up so the candidate can see the cover page) on the relevant desks, together with answer books with attached attendance form and other necessary papers / materials. These should be laid out neatly on the desk.

• Admit candidates• Note: Faculty Examinations Procedures Handbook is at

every venue• Note the fire evacuation procedure

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Candidate List

Some candidates may not be on the list.

They should be admitted.

Details should be recorded.

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Remember; candidates will be anxious, nervous, stressed

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Admitting candidates to the venueInvigilator :‘Please sit at the desk allocated to you. Leave all your personal belongings at -------------. Security. Only the items you need to undertake the examination should be taken to your desk. Only bottled water (sports cap) is allowed. (NB. there are special arrangements for candidates with declared medical reasons). Mobile phones are not allowed at your desk; make sure they are switched off and leave them with your personal belongings. No talking once you enter. Do not touch the Examination paper.You may enter now.’

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Before the start of the ExaminationChief Invigilator makes the following announcements

• Do NOT touch the examination question paper until the commencement of the examination. You will be given 5 minutes reading time before the examination starts.

• Check that the question paper on your desk is the examination you are sitting

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• Read carefully the examination instructions on the answer book and attendance form

• Complete the details required on the answer book(s) and one attendance form. • Detach the attendance form and place it at

the top right-hand corner of your desk.

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Instructions will be given about answering questions in the answer books.

This could be that each answer is written in a separate answer book.

In some cases there are specific instructions such as answering multiple choice questions using the optical mark reader sheets.

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• You may take to your desks only materials permitted by the Examiner. Please hand any other material in your possession to an invigilator.

• Cheating is a serious offence so ensure you do not have anything in your possession that may be used for this purpose. If in any doubt ask an invigilator.

Before start of the Examination Chief Invigilator makes the following announcements

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• Calculators with alphanumeric data storage facilities must have the 'reset' button activated under the supervision of an invigilator.

• No candidate may leave during the first 30 minutes or the last 30 minutes.

Before the start of the Examination Chief Invigilator makes the following announcements

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• Raise your hand if you require anything during the examination; do not leave your desk

• Candidates needing to leave the room during the examination must seek permission from an invigilator.

Before the start of the Examination Chief Invigilator makes the following announcements

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Start of the Examination(first 30 minutes)

• Check the clock and announce the time that the examination starts; and record this time.

• Announce, ‘you may start now’.

• Admit late candidates during the first 30 minutes and inform them that no extra time is allotted for them at the end of the examination.

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Start of the Examination(first 30 minutes)

• No candidate may normally be admitted after the first 30 minutes but any candidate so admitted must have a full report of the circumstances attached to their script (on the form "Report of Extraordinary Incidents During Examinations").

• Late candidates who are refused admission should be referred to the Programme Leader, who should report the matter to the Board of Examiners.

• After the first 30 minutes, collect all the attendance forms, together with answer books and attendance forms from unoccupied desks

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During the Examination

• Candidates wishing to leave

• Evacuation

• Candidate is unwell

• Candidate misconduct

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During the examination

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Leaving the Examination Room

Any candidate who wishes to visit the toilet must be escorted by an invigilator or other member of the University staff.

Male/Female invigilators available where possible.

Invigilators may be asked to check toilets.

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Evacuation of the Examination Room

• The invigilator should instruct candidates to leave. All examination papers, scripts, answer books, equipment and any other material related to the examination should be left on desks or examination work areas. Any personal belongings should also be deposited in the area specified.

• Candidates should assemble in such place as the invigilator instructs, endeavouring to keep together as a group and do so without communicating with each other in any way on the subject of the examination.

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• The time of the evacuation should be noted.

• In the event of the emergency occurring within the last 30 minutes of the examination, invigilators are recommended to terminate the examination at that instant and allow no further time.

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• When the emergency is over, the candidates should normally be allowed to complete the examination, with the time during which the room was evacuated added to the time allowed for the examination.

• Full details of the emergency should be noted by invigilators on the form "Report of Extraordinary Incidents During Examinations (available from the Examinations Officer) for submission to the Board of Examiners concerned.

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Illness of Candidates

• Any candidate who is taken ill during the examination must be kept under constant supervision if they intend to continue the examination later.

• Candidates may not normally leave the room during the first 30 minutes of an examination. Any candidate who is taken ill during this time must be kept under constant supervision for the 30 minute period, even if they do not intend, or is unable, to continue with the examination later.

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In an Emergency

Contact the Reception Desk at External Venues (eg. first aid).

A list of emergency contacts is on the invigilators desk at each venue.

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Misconduct During the Examination

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PROCEDURE TO BE ADOPTED BY AN INVIGILATOR WHEN ALLEGED MISCONDUCT HAS TAKEN PLACE IN

THE EXAMINATION ROOM

• Attempt to obtain the assistance of another invigilator.

• Closely observe the candidate until convinced that misconduct has occurred.

• Inform the candidate of his/her suspicions.

• Indicate in the candidate's answer book the point and time at which the alleged offence took place, this entry to be signed in ink and counter-signed by another invigilator. The candidate should be asked to add his/her signature.

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• Keep to a minimum any disturbance and only if necessary take the candidate from the room.

• Remove any unauthorised material and the answer book as evidence.

• Inform the candidate that s/he may stay in the examination room and advise them that s/he may continue with the examination.

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• Issue the candidate with a replacement answer book and advise the candidate to continue with the question paper.

• Record all the relevant facts on the standard report form at the conclusion of the examination (Form 1 - see Faculty Examinations Procedures Handbook for sample proforma). Copies of the form are available from the Student Life Office.

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• In all cases of misconduct, the candidate should be informed by the invigilator after the examination that his/her conduct will be reported and that a decision as to whether his/her work will be accepted will rest with the Faculty Examinations Disciplinary Committee.

• Candidates should be invited by the invigilator to make a signed statement. The statement should then be photocopied and BOTH the original and the copy should be countersigned by BOTH the invigilator and the candidate. If a candidate refuses to make a statement, then this should be recorded. The photocopy should be given to the candidate and the original submitted with the invigilator's report (Form 1) to the Student Life Office Manager.

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• If the misconduct involves the use of notes etc, the documents, and any other material evidence, should be retained by the invigilator and passed to the Student Life Office Manager together with the invigilator's report and the candidate's signed statement (if any). Where examination scripts are involved, a photocopy will normally be passed to the examiner for marking.

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• The invigilator should advise the candidates that printed details of the Examinations Disciplinary Committee procedures and information about representation are available from the Student Life Office Manager. It is also available in Section 15 of the University’s Regulations for Undergraduate and Taught Postgraduate Programmes of Study.

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PROCEDURE TO BE ADOPTED BY AN INVIGILATOR IN THE EXAMINATION ROOM WHEN A CANDIDATE

EXHIBITS DISORDERLY BEHAVIOUR

• Warn a candidate exhibiting disorderly behaviour that expulsion and possible disqualification from the examination may result if the disturbance continues.

• Normally consult a chief invigilator before a candidate is finally expelled.

• Inform the candidate that they must report to the examination room at the end of the examination, and make a note of their name and/or registration number and/or desk number.

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PROCEDURE TO BE ADOPTED BY AN INVIGILATOR IN THE EXAMINATION ROOM WHEN A CANDIDATE

EXHIBITS DISORDERLY BEHAVIOUR

• Record all relevant facts on the standard report form at the conclusion of the examination.

(Form 1) - see Faculty Examinations Procedures Handbook for sample proforma

• Refuse re-admission during the examination to a candidate who has been expelled and inform the Student Life Office Manager as soon as possible of the expulsion.

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Dealing with candidates

not like this

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Dealing with Candidates

Polite

Helpful

Assertive

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At the end of the Examination An invigilator instructs the candidates:

• ‘Stop writing and remain in your seats until you are given permission to leave’

• ‘Check that you have completed the front of the answer books, including the number (and order of) questions attempted.’

• ‘Assemble your answer books and any additional sheets in order and fasten them together with the treasury tag provided.’

• ‘Do not take examination material from the room, other than the question paper.’

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At the end of the Examination Invigilators should:

• Collect the scripts, (and question paper) ensuring that a script is collected from each candidate.

• Collect any borrowed calculators.• When all scripts have been collected and counted and

the number found correct, the candidates can be dismissed from the examination room

• Record on the relevant form and put with the attendance slips

• Deliver scripts or a script receipt, attendance forms, borrowed calculators and other examination material (including unused stationery), to the Student Life Office.

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At the end of the ExaminationStudents with Extra Time

If a student has extra time it is advisable

for the rest of the answer books and spare

exam materials to be returned to the

Student Life Office. The member of staff in the

Student Life Office can then deal with the rest of

the scripts and spare exam materials whilst

waiting for the remaining scripts to be

returned.

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At the end of the Examination Invigilators should:

CLEAR THE VENUE

All exam materials / spare stationery and scripts should be collected and returned to the Student Life Office, together with exam slips and candidate lists

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SEPARATE ROOM INVIGILATION

• If the student requires a computer, the exam will take place in a computer lab. The computers to be used have been made stand alone by the IS Team so that the students cannot gain access to the web or any other accounts they may have set up. Please use only the computers marked to be used, these are spread around the room to minimise the disruption as there maybe more than one student in a venue. There will be a disk enclosed in the envelope for the students to save their work on at the end of the exam. The disk and exam script and any spare exam material should be returned to the Faculty Office at the end of the exam. Any problems with the Computers or the Labs should be reported to the Helpdesk which is located in Room C0.17 on the ground floor of JD Central. Please let the Helpdesk know when the exam has finished so that they can lock the room.

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• If a student requires an amanuensis these will have been booked and should be at the venue 15 minutes prior to the start of the exam. The amanuenses supplied by the University are specially trained and should all know what is required of them.

• If a reader is required then the person invigilating the exam becomes the reader. This means that the student may need the questions read to them clearly and slowly to help with clarification. A reader is not there to make notes for the student just to read aloud the exam questions if required.

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• If there is a student who requires a clock stopped rest break: The suggestion is that you ask them to indicate to you when they need the break (usually 10 minutes per hour) and make a note of the time and add the relevant time at the end of the exam rather than actually stopping the clock. There maybe more than one student in a venue who requires rest breaks and they may take them at different times, so an accurate note of the time each candidate takes as a break should be recorded and added on at the end. The student/s may not require all the extra time or rest breaks that they are entitled to.

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• The exam papers and all exam materials are collected from the Faculty Office approx 15 minutes prior to the exam.

• The student’s exam will be packed in an envelope which will clearly state what the requirements are and the extra time entitlement.

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• Even though there maybe up to five students in each venue there will be only one invigilator for each venue. This is so the students do not feel too threatened or nervous. It is therefore suggested that the Invigilator takes a mobile phone with them so that if they require any assistance or a tea break or a toilet break they can contact the Faculty Office on 0161 247 1775 and a member of staff can be sent to cover for them for a short while.

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Any questions?

invigilation guide

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