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Malmö University /Department of Administration
Vice-chancellor´s Office
DECISION
13th April 2000
Revised 20th December 2001
Revised 10th December 2009
Revised 12th December 2013
Regulations for the conduct of written examinations, instructions for invigilators
and other directives relating to written examinations
General
The regulations stated below should be applied in all phases of the examination process. It is also the intention
that these routines should be followed as far as possible even for smaller scale formal assessments and testing.
Moreover it is essential that students are provided with full information regarding the regulations of written
examination conduct. This should partly take the form of an overarching annual information round and partly as
comprehensive information provided to students prior to the start of new courses and at every examination sitting.
It is equally important to provide information prior to laboratory practical sessions for which higher education
credits are being awarded either directly or indirectly and also examinations in the form of seminars. If the
reporting of results is on the basis of group work, it is essential that clear information is provided to the students
concerned. The annual information round with regards to written examination regulations should in an appropriate
manner include information relating to the consequences of attempts at cheating and other forms of dishonest
behaviour.
Invigilators will be recruited for each faculty / school area. Invigilators should, through their respective faculty
/school area, have received the requisite training to ensure that legal rights of students are safeguarded and
regulations are properly observed in carrying out their tasks. Faculty/school areas should ensure that there
sufficient invigilators and corridor supervisors at an examination sitting. School /faculty areas should also make
sure that the premises are suitable for the conduct of a written examination ie that there is sufficient room for the
numbers of students who have registered to sit an examination. This can be ensured by registering student
numbers in the room booking system.
Fire alarm
In cases where the fire alarm sounds, examinees should unconditionally follow the instructions as provided by the
invigilator. The sounding of an alarm means that the examination hall should be immediately evacuated and that
the examination is interrupted. It will be the task of the invigilator to inform the lecturer concerned and examiner
for the course in cases where there has been an interruption.
It is down to the course examiner to be responsible for the arrangement of a new examination sitting as soon as
possible. Where justified, the examiner can decide upon alternative arrangements. The head of school /
department / unit or equivalent should be informed of any decisions made. The regulations are divided up into
three sections:
1. Examiners
2. Students
3. Invigilators
Postal address
Visiting address
Phone
Malmö University
S-205 06 Malmö
Sweden
Neptuniplan 7
+46 40 665 00 00 +46 40 665 70 75 www.mah.se
Fax
Internet
E-mail
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1. Examiner
1.a The responsibility of the Examiner
The examiner should always have the overarching responsibility for an examination sitting. The examiner should
ensure that foreign students have obtained instructions in English on what rules are force governing the conduct
of the examination.
1.b Attendance at the examination
The examiner should ensure that the lecturer responsible for the course is available to answer any queries arising
prior to or during the first examination sitting. If it is the case that the course lecturer provides complementary
information, the same information should be provided to all students. Lecturers who attend examination sittings
should be prepared to provide identification for the invigilator.
1.c Familiarity with instructions for invigilators
The examiner and course lecturer should be fully aware of what instructions are relevant for the invigilator and
what has been approved with regards to the responsibilities and obligations of the examinees during the course of
the examination.
1.d Use of aids in the examination hall
The examiner will approve the types of aids which may be used by examinees. The examiner should, during the
study supervision leading up to the exam or equivalent and also on the examination paper, clearly inform students
as to what aids are permitted. If aids are not permitted, this should be stated clearly and unambivalently on the
exam paper. Students should have the opportunity to become acquainted with what aids are permitted. It is down
to the examiner to ensure that the examination invigilators are informed about permitted aids.
With regards to pocket calculators, clear rules should be stated both in terms of course information and on the
examination paper; for example the following can be used:
 ‘Calculators are not allowed’
 ‘Only certain approved calculators are permitted (for example without word processing capabilities etc)’
 ‘Calculators must not contain any information relating to the course.’
'Any violations of the above regulations will be regarded as an act of cheating or dishonest behaviour.’
Examiners with special rules for permitted calculators are responsible themselves for ensuring that information is
given to the students and for checking that the rules have been followed correctly. The checking of the contents of
a calculator or erasing of a calculator’s contents should not be left to the invigilator. Other permitted aids should
be specified in detail. It should be stated on the examination question paper whether or not the examination
question paper should be returned when the exam script is handed in at the end of the examination. Aids which
have not been mentioned above (for example dictionaries, tables, pocket computers etc) should not be present in
the exam hall. The examiner may specify that an examination is divided into two parts with different sets of rules
for permitted aids in force pertaining to each separate part.
1e. Answers and solutions to examination questions
Answers/ solutions to examination questions and other tests should not be made available until after the end of
the examination. Answers / solutions should not be kept in the exam hall while the examination is in progress.
1f. Marking and corrections of examination papers; result lists
Students are entitled to receive written examinations corrected and graded without undue delay. The results of
examinations should be notified as soon as possible and no later than within 15 working days following the
examination; at the very latest 10 days prior to the next scheduled retake examination. Note that the full Swedish
civic registration number (including the four final figures) may not be stated when the results are made public.
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1g. Suspected cheating and disruptive behaviour
Where suspicions of cheating have been reported by an invigilator or by alternative means, the examiner / director
of studies / course lecturer concerned should always report such suspicions to the Vice-chancellor without delay
for administration by the disciplinary board. The incident should also be reported to the school /faculty head /
dean.
The examiner should also ensure that evidence relating to the incident has been documented and that possible
material evidence has been secured. Students who have been suspected of cheating or attempted cheating
should have the should be allowed to complete the examination. The examination script should be corrected and
graded.
Students who openly disrupt or engage in any form of disruptive behaviour during the examination will be
instructed to stop writing immediately and leave the exam hall. Where such behaviour has been reported by the
invigilator, the examiner / course lecturer responsible should take the matter further to the Vice-chancellor /
disciplinary board.
2. Students
2a. Invigilator
The instructions of the invigilator should always be followed to the letter. If instructions are not followed, the
invigilator has the right to turn away the student / instruct the student to stop work, making a note on the exam
script submitted. Invigilators do not have the right to frisk students.
2b. Time limits
Students may leave the examination hall 60 minutes after the start of the examination at the earliest. Students
arriving at the examination hall later than 45 minutes after the stated time for the start of the exam will not be
allowed to sit the examination.
2c. Identification
Students should be prepared to show valid identification (including a photo) at the examination sitting. Passports,
Swedish driving licences, Swedish / internationally-recognized ID cards or Multi-cards with photo issued by Malmo
University are accepted as valid ID. If students are unable to show valid identification, they will be informed that
they will not be allowed to participate in the examination. Students should make a note of their civic registration
number or name on each answer sheet submitted depending on what system is in use.
2d. Examination retakes
For retake examinations, it is required that students notify their participation at least one week prior to the
examination sitting. Students who have not registered within the stated time may only participate where places
are available in the exam hall.
2e. Room arrangement
The desk arrangement of students in the exam hall will be decided by the invigilators.
2f. Personal belongings
The invigilator will decide where overcoats, bags and other personal belongings etc should be left. Mobile phones
and other transmitting / receiving equipment should be switched off and may not be taken into the examination
hall. This regulation also includes mp3 players, CD players, iPods or equivalent.
2g. Aids
Students are responsible for finding out what aids are permitted in the examination. Only aids which in advance
have been permitted by the examiner may be used in the examination hall. Information regarding what aids are
permitted in the examination hall should be provided during study supervision or the equivalent as well as being
stated on the examination paper. With regards to aids which can store, provide or relay information, such as
pocket calculators with facilities for storing data/ information etc, the requirements for consent also cover
information which is contained / can be accessed by the (electronic) aid in question. Invigilators, examiners or the
course lecturer responsible may carry out inspections of any aids taken into the exam room.
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2h. Permitted aids, foreign students
Dictionaries may not contain notes or crib sheets of any kind and should without question be shown for inspection
by the invigilator immediately prior to the start of the examination.
2i. Paper
Only paper sheets distributed by the invigilator may be used. This regulation covers not only the use of rough
paper but also paper used for writing answers. Exam answers written on any other form of paper will be regarded
as invalid.
2j. Handing in the exam script at the end of the exam
Following the end of the exam, students should hand their exam scripts in to the invigilator in person. The
covering sheet accompanying the exam answers should be submitted with information relating to how many
answer sheets have been included even if the number of answer sheets is zero. After handing in their answer
sheets, students should immediately collect together their personal belongs and leave the exam hall.
2k. Talking during the exam
It is forbidden during the examination to talk to other students or people outside of the examination. This
regulation applies both to the exam hall and during breaks.
2l. Toilet visits
Shorter breaks for toilet visits can be granted by the invigilator who will make a note of the student’s name and the
duration of the break. The invigilator will decide on where the student is permitted to go during the break.
2m. Smoking
Smoking is not permitted during the examination.
2n. Disruptive behaviour
Students who openly disrupt or in any way hinder the progress of the examination will be told to immediately stop
writing and leave the examination hall. The invigilator will decide whether the behaviour is openly disruptive and
therefore whether there are sufficient grounds for instructing the student to leave. The invigilator should always
make a note of the name and Swedish civic registration number of the student as well as reporting what
happened in the incident to the examiner / lecturer responsible. The matter should subsequently be reported to
the Vice-chancellor who will decide whether the matter should be referred to the disciplinary board. Disciplinary
measures comprise a formal warning or alternatively suspension.
2o. Cheating
Students suspected of cheating or attempts at cheating will have the opportunity to complete the examination.
The invigilator is responsible for ensuring that all incidents of cheating are reported to the examiner / course
lecturer concerned. The matter will then be reported to the Vice-chancellor who will decide on whether the matter
should be referred to the disciplinary board. Disciplinary measures are formal warnings or suspension. Exam
scripts will be marked and graded.
3. Invigilator
The instructions below are in force for all staff employed as invigilators.
3a. General
Students should unconditionally follow the instructions given by the invigilator in the examination hall. The
invigilator should report any acts of disobedience to the course lecturer concerned.
3b. Attendance at the examination
Invigilators should be in attendance in the exam hall at the latest in accordance with the time as stated by the
school / faculty area.
3c. Room arrangements for students
Students should be allotted desks in the exam hall prior to the start of the exam. Students taking different exams
should where possible be mixed in order to reduce the risk of cheating.
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3d. The task of the invigilator
The attentions of invigilators should be concentrated on the students. At regular intervals, invigilators should walk
around the hall.
Invigilators may not devote their attentions to any form of private occupation (eg reading, knitting etc).
The invigilator should, prior to distribution of the exam papers, instruct students to remove all the materials they
need for the examination from their bags and place bags and coats in view of the invigilator. During course of the
examination, bags may be opened only in the presence of the examiner. Information about these procedures
should be given prior to the start of the exam. Mobile phones or other transmitting / receiving equipment must be
switched off and may not be taken to the desk. This regulation also covers the use of mp3 players, CD players,
iPods or similar.
3e. Rough paper and paper for writing on
Rough paper and other paper for writing on will be supplied by the school / faculty area concerned and will be
easily identifiable as such. Students may not take their own paper into the exam hall. Invigilators should point out
to students that they must make a note of their civic registration numbers or names on the accompanying cover
sheet as well as on every accompanying sheet of paper submitted.
3f. Use of aids in the exam hall: inspection
Invigilators should familiarise themselves with what is stated on the examination question paper regarding what
aids are permitted in the exam. The borrowing of aids such as rules, protractors, pocket calculators etc may only
take place with the approval of the invigilator.
3g. Collection of question papers at the end of examinations
The invigilator should also check the examination paper to see whether the examination question paper should be
handed in at the end of the examination. If this is not the case, students may keep the question paper.
3h. Identification
Students should be able to show valid identification (including a recent photo) at the examination. Valid
identification includes passports, Swedish driving licence, Swedish / international ID cards and Multi-cards with
photo issued by Malmo University. If students are unable to show valid ID, they should be told that they cannot
participate in the examination.
3i. Time of arrival
Students who arrive later than 45 minutes after the beginning of the examination will not be permitted to
participate. Students may not leave the examination hall during the first 60 minutes. Before students can leave the
exam hall, their names should be noted in a placement list.
3j. Course lecturers
The course lecturer responsible should be available for contact during the regular (first) examination sitting.
Invigilators should request ID from teaching staff who are present in the examination hall and also from any
person collecting in the exam scripts unless the lecturer is previously known to the invigilator.
3k. Breaks
Students can be granted shorter breaks for visits to the toilet. The invigilator should note the student’s name and
the duration of the break. The corridor supervisors should make sure that there has been not been any form of
conversation between students during the break.
3l. Handing in exam scripts
The invigilator should mark the submitted examination script with an ‘x’ in the placement list as well as checking
photo ID against the name written on the exam script. The invigilator should also check that the number of
submitted sheets is in agreement with the total as stated by the student on the cover sheet. Students submitting
blank exam scripts should make sure that they have correctly filled in the cover sheet. When 10 minutes are left of
the examination time, an announcement that students should aim to finish within the stated time should be made
to the students. Otherwise there is a risk that the examination paper will not be marked. If the student does not
complete the examination by the time stated in the instructions, this non-completion should be notified to the
course lecturer concerned.
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3m. Collection of completed exam scripts
Examination scripts collected from the students should be handed in to the person appointed by the school /
faculty area with responsibility for their safe keeping
3n. Suspected cheating
If the invigilator suspects or discovers that one of the students has made use of non-permitted aids during the
examination, indulged in any form of discussion with fellow students, disrupted or in any way hindered the
progress of the examination, the invigilator should act in the following way:
The student’s and where possible witness’s name should be noted and the student should be requested to
surrender any material evidence. The invigilator should accurately compile a written record of the incident and any
observations made. If the student refuses to surrender evidence, a note of this refusal should also be made and
referred for further action. The incident should be reported in writing to the examiner / course lecturer concerned.
Students who are suspected of acts of cheating or attempted cheating will be allowed the opportunity to complete
the examination. The invigilator can enforce the moving of students in the exam hall if necessary. Frisking and
checking of the contents of bags or other means of compulsion are not permitted. In cases where cheating has
been suspected, it is important that the invigilator provides a record of his / her observations to the disciplinary
committee.
3o. Disruptive behaviour
Students who openly disrupt or in other way hinder the progress of the examination will be told to immediately
stop writing and leave the examination hall. Documentation will be made about what has happened and
notification will be made to the teacher responsible, who will refer the matter further to the Vice-chancellor /
disciplinary board
3p. Talking during the examination
Talking between students is forbidden both in the examination hall and in breaks and toilet visits.