Disability Service
Dictation to a Scribe
A scribe is a person who writes down or types onto computer a candidate’s dictated answers to
questions in an examination. A scribe should have a good working knowledge of the subject
matter being examined. Ideally, a scribe will be a graduate of the same discipline as that of the
examination.
A scribe will be able to produce an accurate record of the candidate’s answers, writing legibly
or typing accurately. When a scribe is provided, the examination is held in an individual venue.
The candidate must have had adequate practice of working with the scribe before taking an
examination by this method.
Scribes should only be granted for candidates who cannot produce written communication
by any other means, for example, using a word processor.
A Scribe:
(a)
Shall not give factual help or offer suggestions to candidate
(b)
Shall not advise the candidate on how to organise responses
(c)
Shall write or type answers as they are dictated and draw diagrams, maps and graphs
only in accordance with the candidate’s instructions.
Candidates who may require a scribe are those who:
(a)
Have physical impairments that affect writing
(b)
Tire easily
(c)
Have muscle weakness
(d)
Have limited dexterity
(e)
Have severe dyslexia.
Job Description
A scribe is contracted to attend examinations with a student in an individual venue and write
down or type the examination answers as dictated by the student. The scribe also acts as the
invigilator, but the session is recorded on a digital recorder for the examiner’s use if there was
any doubt about the written script.
Scribe training will be given to anyone taking up this post.
It is a condition of this role that you will familiarise yourself with, and abide by –
The College’s Safety Regulations: Link to the College Safety Regulations
The College’s Health and Safety Policies: Link to the College Health and Safety Policies and
may we draw your attention to the college’s Policy on Bullying and Sexual Harassment details
of which can be found on the following website: Link to the College’s Policy on Bullying and
Sexual Harassment Details
Please also be familiar with the College Code of Conduct for users of the Trinity College
computing facilities: Link to the College Code of Conduct for users of the Trinity College
Computing Facilities
Guidelines for Scribes

Be Punctual – You do not need to put extra pressure on yourself, you have to collect the
examination papers from the exams office and ensure that the room is ready before the
start time.

Be Relaxed – The student will have the normal anxieties that every student has before
an exam so it is important to present yourself as relaxed and comfortable as possible.

Students are individuals – Most of them will have worked with scribes before and will
have their own approach.

Discuss any special formatting requirements (tables, graphs etc) before the exam if
possible.

Seating – Encourage the student to decide seating arrangements. For example, it may
be best to sit side-by-side at a large table, not opposite each other where the student
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cannot read what has been written. Consider which hands the scribe and student write
with so you sit at the appropriate side.

Establish and discuss guidelines for:
-
Presentation
-
Spellings
-
Punctuation
-
New Paragraphs
-
Header and footer showing exam number and subject.

Time Management – At the beginning, advise students of the duration of the exam, the
number of questions to be answered and the approximate time to be given to each
question. Announce clearly the starting time and the finishing time, emphasizing that
time limits must be respected to ensure equity.

Word Processed Examinations: this is preferable but must be done on a Disability
Service laptop, not the student’s or scribe’s own.

Hand Written Examinations: it is the student’s responsibility to provide the pens etc but
remember that black is the easiest colour to read.

Positioning of digital recorder: ensure that the recorder is positioned in front of both
the student and the scribe so your voices are audible. Tell the student not to worry
about being recorded; it is only in case of any discrepancy. If necessary the scribe
should clarify what is going on for the recording (student correcting typed script / arrival
of lecturer / stopping tape for toilet break etc)

If a lecturer or examiner comes to the venue, always ask for their phone number in case
the student has any problems with the paper later on.

Rest Breaks: If the student needs a rest /toilet break the scribe will have to accompany
them. This will involve bringing the laptop, scripts and digital recorder with them. Try
to give the scribe a minute’s notice of toilet break so there is time to save documents
and pack up.

Write the examination in double spacing if this helps.
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
If using a computer, ensure that the computer is set to save work regularly,
approximately every 3-5 minutes. Go to Tools/Options/Save and select the required
time.
Students who use a scribe are not able to write for the full duration of the
examination but they may write some of their own examination.

Students may write some/most of the paper themselves.

Many students will write their own essay plans or mind maps. These will be included in
the answer books and handed in the sealed envelope.

Diagrams: many students will draw their diagrams in rough and the amanuensis will
draw a final version of the diagram. Include both copies in the answer book.

Students may experience “blanks” – try not to make them more self-conscious of this
panic. Maybe encourage them to read over the last paragraph. If they are becoming
stressed, propose they take a break.

Time for Break allowed – but breaks cannot exceed the additional time provided.

Adhere to Examination procedures – Complete relevant details on answer books, bring
any occurrence/incident to the attention of the Examination Office staff.

Scribes can only write/type what has been dictated to them by the student (i.e. what is
on the page corresponds to what can be heard on the recording)
Completing and Printing the examination
o The exams office will provide you with a laptop, tape recorder, sticker and a memory
key. Always take a mobile phone from the Exams Office or have their number saved in
your phone just in case (problem with venue, student illness, etc.)
o At the end of the exam, add a header with the required information onto the header.
This will be the student’s 8-digit exam number, and if non-anonymous, also the
student’s name. It is useful to include page numbers in the header.
o It is useful to state the number of pages that will be printed into the recording, in case
of any discrepancy.
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o At the end of the exam, save the exam responses onto the hard disk and to the memory
key. Do not delete from the computer hard disk until after printing from the memory
key. (This is to ensure that there is always a copy of the work until after printing).
o The invigilator and student will bring the memory key to the printing area (Disability
Service Office) where the examination responses will be printed off. There will be
instructions at the ‘hot desk’ in the main office (AB2054). When the student is happy
with the printed copy of their exam responses, the printed version is sealed in an
envelope. The exam recording should be left on the digital recorder – the exams office
personnel will deal with it when you return the recorder to them.
o It the examination finishes after normal office closing time or on a Saturday, you can
collect a key for AB2054 from the security desk in the Arts Building. When you have
finished printing off, please lock the door and return the key to the security desk.
o The electronic document is deleted from the laptop hard drive either by pressing delete
+ empty recycle bin or by holding down shift + delete. The memory key should NOT be
cleared and should be returned to the exams office with the laptop. The exams office
will transfer the data to a secure server.
o Do NOT put the memory key into the envelope.
Checklist
Scribe Preparation is used for revision and practice sessions to develop a rapport with your
scribe.
During practice sessions over the next couple of weeks you should make sure that you discuss
the following aspects of the exam with the student you whom you are scribing.
Time management
Seating & digital recorder position
Reading of paper agreed
Punctuation and spelling
Rest breaks
Diagrams
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Mathematical symbols/abbreviation
Subject specific vocabulary/terminology
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