Invigilator training presentation

Objectives for the sessions [EDIT AS APPROPRIATE]

• To recognise the role of examination invigilator and be aware of current JCQ best practice when carrying out the role

• To know how to deal with issues that may arise, such as malpractice or fire alert

• To familiarise invigilators with the invigilator packs used at the WEA 101 Branch

• To know where to access sources of help on line and within the WEA East Midlands

What the session will cover:

– the role of invigilators– information about the centre– information about what invigilation involves– exams procedures (before, during and after an exam)– how to manage candidate queries– preventing and managing malpractice– how to summon assistance.

What does an invigilator do?

• As an invigilator you will help to: – ensure all candidates have an equal opportunity to do well– ensure exam security before, during and after the exam– prevent possible candidate malpractice– prevent possible administration failures.

The centre – WEA

• Who is who in the centre.• Identification badges.• Dress code / soft-soled shoes.• Signing in and out – start times – visitor book at centre• Contracts raised.• DBS check, if appropriate.• Evacuation procedures.• Parking arrangements.• Teamwork.• Using mobile phones.• Security of examination papers and scripts, plus despatch

Types of exams

• Written exams– what ratio of invigilators are required – usually small number of

candidates at WEA

• On-screen exams– what ratio of invigilators are required? One for 20 candidates– what JCQ ICE regulations - on-screen tests instructions, page 48– what to do in the case of IT failure and emergencies?

Access arrangements and special consideration

• Access arrangements are pre-exam arrangements made on behalf of a candidate with specific needs. – What access arrangements are used in the centre and what will

invigilators need to know about them?

• Special consideration is a post exam adjustment made to the candidate’s mark or awarded grade by the awarding organisation as a result of temporary injury, illness or indisposition at the time of the exam.– What is the role of the invigilator in providing information to support

special consideration applications?

Exam room set-up

•How to manage displays and posters.•How desks will be set-out. •How to use seating plans and place cards.•Where clocks will be positioned and how they will be checked for accuracy. •Where the centre number and start and finish times will be displayed.•Where the JCQ unauthorised materials poster will be displayed.•Where the JCQ notice to candidates will be displayed.•What to do with registers and how to record absences.•How to use an invigilator incident log.•How to use the JCQ invigilator’s checklists.•Which JCQ and awarding organisation subject specific instructions are required in a room.

Before the exam starts

• What are the JCQ published starting times for examinations - AM and PM?– How do the starting times in the centre differ from these?

• How to check that the correct exam question papers and materials are issued and how these will be kept secure.

• What to do for a candidate with a modified question paper.• What checks need to be done to ensure the number of invigilators remains

sufficient for the type of exam being run. • How to summon for assistance.

Entering the exam room

• How coats and bags will be handled.• How candidates will be seated.• How to identify candidates.• How to identify external/private or transferred candidates.• How to take the attendance register. • What items are not permitted in an exam room.• What food and drink containers are acceptable.• What pencil cases must look like.

Once candidates are seated

• How to tell candidates: – what they can do under exam conditions– how mobile phones and other unauthorised materials will be

managed.• How to open and issue exam papers according to the seating plan.• How to identify different subjects/tiers and access.• What to do if exam papers are named.• How to distribute answer booklets and any other stationery required.

Starting the exam

• How to check if candidates have the right paper.• What to tell candidates about filling in the details on the front of question

papers/answer booklets.• How to instruct candidates about reading instructions provided on the

question paper.• What to advise candidates about the centre’s evacuation procedures.• What should be said to start an exam.• How the attendance register should be completed, including dealing with

late arrivals.• What happens about contacting candidates that are absent.• What information needs to be displayed and where regarding start and

finish times, including extra time allowances.• How to complete an invigilator record, if used.

During the exam

• What is expected of an invigilator.• What an invigilator should do if they need to communicate with another

invigilator. • How to respond when a candidate raises their hand for help.• How to look out for cheating and malpractice, or candidates who may not

feel well.• How to record events that occur in an incident log.

Late arrivals• What does JCQ mean by late arrivals.• How to deal with candidates who arrive late:

– what time will they be allowed to complete their exam– how to complete the JCQ forms for late arrivals.

• What does JCQ mean by very late arrivals.• How to deal with candidates who arrive very late:

– what time will they be allowed to complete their exam– how to ensure they are able to hand in any unauthorised materials– how to complete the JCQ forms for late arrivals.

What to do if problems arise

• How to deal with unexpected situations that may arise. • How to deal with disruptive candidates. • What to do in the event of an emergency.• How to summon help if necessary.• Invigilator must remain in the room at all times• What alternative means of communication are available if there is only

one invigilator in the exam room.• How to minimise the effect of any disruption on other candidates.

Evacuation procedures

• How to get candidates to stop writing.• What to do regarding attendance registers and noting the time the exam

was stopped. • How candidates should leave the room and what to do with scripts and

belongings.• How to keep candidates from talking to each other.• How to get further instructions.• What the centre’s health and safety procedures are that relate to exams. • Where the centre evacuation procedure can be found.• When an awarding organisation should be contacted for advice and by

whom.

Malpractice

• What is malpractice?– Under exam conditions the use of unauthorised materials, copying or

attempting to copy, escaping from supervision or collusion (i.e. cheating) is not permitted.

• What to do if candidates are found with unauthorised materials.

• What happens if a candidate is suspected of malpractice.

Ending an exam

• How to end an exam. • How to manage exams that are ending at different times in the same

room.• What candidates should be instructed to do.• How to manage candidates with extra time.• What candidates need to complete on exam scripts before they are

collected.• What needs to be completed before candidates can leave the room.• What materials can be removed from a exam room by:

– a candidate– a teacher.

• How to dismiss candidates.• What to do with clash candidates.

Collecting scripts

• How to collect and compile completed exam scripts. • What should be done with unused stationery.• How to keep completed exam scripts and exam stationery secure.• What needs to be done to the completed scripts before they can be

dispatched and by whom.• Who will be responsible for dispatching the completed exam scripts.

JCQ inspections• Explain what a JCQ inspection will involve.• Explain how the invigilator can help during an inspection:

– familiarise yourself with the JCQ regulations– be confident that you can identify all candidates– be confident that you are maintaining the integrity of the exam

at all times– challenge anyone who enters the exams room– do not view the inspector as an enemy – they should be seen as a

professional colleague!

Summary

• Review the objectives for the session.• Summarise the main points you want people to remember.• Explain what will happen next.

Discussion points for experienced invigilators

• Lessons learned from previous exam series.• Mentoring new invigilators.

Useful resources (DELETE SLIDE FROM FINAL PRESENTATION)

To aid the training of your invigilators there are a number of resources available on the EDSU website:•Extra time ready reckoner•Exam day and Exam room checklists•Sample invigilator confidentiality agreement•Actions for autumn and Spring into summer training presentations•Good practice for exams officers on running exams.

These are some other JCQ documents you may want your invigilators to familiarise themselves with:•Instructions for conducting examinations (ICE) booklet•Access Arrangements, Reasonable Adjustments and Special Consideration•General Regulations•Suspected Malpractice in Examinations and Assessments.•WEA – your Organiser, English, Maths and ESOL Organise, Vicki Jones, or her administrator Sue Haslam 01509 or local examinations officer at 101: Deb Walsh, 0116 255 6614 dwalsh@wea.org.uk