GUIDELINES ON EXAMINATION
PROCEDURES FOR INVIGILATORS
RECORDS AND EXAMINATIONS TEAM
Revised November 2012
CONTENTS
Page
1. Introduction .......................................................................................................... 3
2.Contact names and numbers in the Records and Examinations Team ................. 3
3.Allocation of Invigilation Duties.............................................................................. 3
4.Responsibilities of Senior Invigilators and Invigilators ........................................... 3
5.Access to the Examination Room ......................................................................... 5
6.Preparation of the examination room .................................................................... 6
7.Admission of candidates to the examination room ................................................ 6
8.Identity and attendance verification of candidates................................................. 8
9.Late admission to the examination room ............................................................... 9
10.Anonymous marking procedures......................................................................... 9
11.Queries on the examination paper ...................................................................... 9
12.General invigilation procedures during the examination .................................... 10
13.Examination incidents ....................................................................................... 10
14.Temporary absence from the examination room and early departures ............. 12
15.Procedure for the end of examinations ............................................................. 13
16.Procedures for candidates with individual requirements ................................... 14
17.Use of dictionaries in examinations ................................................................... 15
18.Use of Electronic Aids in examinations ............................................................. 15
19.Emergency procedure during examinations ...................................................... 15
Appendices
Appendix 1
Appendix 2
Appendix 3
Appendix 4
Examination announcements (start and end of examinations)…..19
Examination regulations………………………………………………22
Guidance to invigilators on dealing with suspected academic
misconduct (cheating) in an examination…………………………...25
Guidance to invigilators on dealing with candidates with individual
requirements……………………………………………………………27
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1.
Introduction
1.1 This set of guidance notes is intended to inform invigilators of regulations and
procedures with regard to University examinations. If you have any queries or need
advice on some aspects of the invigilation process you should contact the Records
and Examinations Team on the telephone/email numbers listed below.
2.
Contact names and numbers in Records and Examinations Team
Deputy Head of Records & Exams: Joanne Hicks
Records & Exams Assistant: Katharine Blackburn
Records & Exams Assistant: Narumon Clark
Records & Exams Team
Records & Exams Reception (after 5pm enquiries)
Tel
Email
34218
j.hicks@keele.ac.uk
33725 k.m.blackburn@keele.ac.uk
34006
n.clark@keele.ac.uk
34000
exams@keele.ac.uk
33053
2.1 In an emergency, or if any problem arises during an examination, the Records and
Examinations Team should be contacted immediately on any of the above numbers.
There will be someone available at one of these telephones during examination
sessions specifically to deal with enquiries connected with the examinations. The
nearest telephone to examination rooms are as follows:
New Sports Hall & Gymnasium Reception Desk in the Leisure Centre
Lindsay Studio
In the exam room
Exhibition Suite
Just outside the exit door of the Exhibition Suite
(near to the Chancellor’s Building Reception
Desk).
3.
Allocation of Invigilation Duties
3.1 Invigilators and Senior Invigilators for University examinations shall be appointed by
the Records and Examinations Team. There should be at least two invigilators in an
examination room and the recommended ratio is at least one invigilator to every fifty
candidates. It is also recommended that, where possible, there is at least one male
and one female invigilator.
4.
Responsibilities of Senior Invigilators and Invigilators
4.1 The responsibilities of Senior Invigilators are outlined in Regulation 8/7 as follows:
1. The collection of papers from Records and Examinations Reception;
2. The conduct of the examination, from the admission of the students to the
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examination room until the scripts are collected by examiners or their
representatives or are returned to the Records and Examinations Team for later
collection;
3. The distribution of the question papers and answer books to the examination desks
before the start of the examination (see Section 6);
4. Commencing the examination promptly, making all announcements (see
Appendices 1-4), noting the time that the examination commences on the
whiteboard provided and subsequently ending the examination at the appropriate
time;
5. Completing the attendance record of students in the examination room (see
section 8);
6. The verification of the identity of students in the examination room (see section 8);
7. Keeping a record of any incidents or circumstances that may need to be taken into
consideration by the Board of Examiners (see section 13);
8. The collection of all the answer books and verifying that the number of answer
books collected matches the number of attendees;
9. Ensuring all unused answer books are returned to the invigilators' desk and that all
question papers not used by students for recording their answers are collected
from desks and placed in the confidential waste sacks in each examination room;
10. Ensuring that only materials permitted by the examination rubric are brought into
the examination room;
11. Ensuring that all regulations and procedures are adhered to and that students are
kept under constant supervision;
12. Determining whether emergency procedures for evacuation should be initiated (see
section 19);
13. Contacting the Records and Examinations Team in the event of a suspected
breach of regulations;
14. Deciding whether to exclude a student from the examination room.
4.2 Senior Invigilators have overall responsibility for the examination room and will direct
the other invigilators to support them in carrying out these duties.
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4.3 All invigilators must:
1.
Be familiar with the contents of these guidelines, including the regulations in
Appendix 2.
2. Arrive in good time at the examination room for the start of each session. This is
normally twenty minutes before the start of an examination.
3. Before the start of the examination, make themselves aware of the location of all
fire exits.
4. Before the start of the examination, ensure they are aware of the contents of the
rubric of the examination papers, and of any special materials that are permitted
by the rubric.
5. Ensure that only materials permitted by the examination rubric are brought to the
examination desks. The only other permitted materials are essential writing
materials. No pencil cases or similar are permitted at examination desks. Any
other materials, bags etc. must be left at the front of the examination hall.
6. Give the examination their full attention.
7. Be aware of any conditions that may interfere with a student’s concentration, and if
possible take steps to remedy any distractions that are within the control of the
invigilator.
5.
Access to the Examination Room
5.1 Senior Invigilators are responsible for the security of examination rooms and for
collecting and returning keys.
Lindsay Studio 2
The key is obtained from the Records and Examinations Team.
New Sports Hall
The key is retained by the Leisure Centre; the Senior Invigilator
should report to the Reception Desk in the main foyer and ask
for the room to be unlocked and the lights switched on. The
doors at both ends of the Hall should be unlocked for access
by the students and for safety reasons. At the end of the
examination the Senior Invigilator should ensure that the room
is locked by Leisure Centre staff.
Gymnasium
The key is retained by the Leisure Centre; the Senior Invigilator
should report to the Reception Desk in the main foyer and ask
for the room to be unlocked and the lights switched on. The
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door and fire exit should be unlocked for access by the
students and for safety reasons. At the end of the examination
the Senior Invigilator should ensure that the room is locked by
Leisure Centre staff.
Exhibition Suite
The key is obtained from the Records & Examinations Team.
(Chancellor’s Building)
6.
Preparation of the examination room
6.1 The Senior Invigilator is responsible for collecting the examination papers and
attendance sheets from Records and Examinations Reception at least thirty minutes
before the start of the examination and taking them to the examination room. The
Senior Invigilator will be met at the room by the other invigilators. Invigilators from the
previous session should have posted the new seating lists on the boards outside the
venue.
6.2 Invigilators will put out the following on the desks:
1. Question papers FACE UP on the desks (unless otherwise stated on the rubric of
the paper) numbered as shown on the packets prepared by the Records and
Examinations Team.
2. Answer books, FACE DOWN unless the candidates are required to answer only
on the question paper, in which case an attendance slip should be placed on the
desk.
3. Any special requirements (as indicated on the rubric of the question paper) should
be placed on the desks indicated.
6.3 When the Senior Invigilator is satisfied that the room is prepared for the examination
and that the invigilators are aware of any special requirements (e.g. candidates being
permitted to use texts, no calculators being allowed) the candidates should be
admitted to the room.
7.
Admission of candidates to the examination room
7.1 Each candidate has been allotted a desk number for each examination. Seating lists
are displayed outside the examination room at least thirty minutes before the
examination. Candidates are responsible for obtaining their desk number in advance
of entering the examination room. Invigilators must resolve any disputes between
candidates regarding their allotted desk number, prior to the examination
commencing.
7.2 NO PERSONS OTHER THAN CANDIDATES, INVIGILATORS, AND STAFF OF THE
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PLANNING AND ACADEMIC ADMINISTRATION DIRECTORATE SHOULD BE
ADMITTED TO THE EXAMINATION ROOM. IT IS PERMITTED FOR A STAFF
MEMBER FROM AN ACADEMIC SCHOOL WHOSE EXAMINATION PAPER IS
TAKING PLACE TO BE PRESENT AT THE START OF THE EXAMINATION IN
CASE THERE IS ANY QUERY ON THE QUESTION PAPER. At the end of each
session, no one should be allowed into the room until the examination has ended.
7.3 The Senior Invigilator is responsible for admitting candidates into the examination
room, five to ten minutes before the examination is due to begin (depending on the
number of candidates to be seated), and ensuring that candidates are silent once
they have entered the examination room.
7.4 Invigilators should ensure that students leave bags and other personal belongings
well away from their desks in a designated area. In cold weather candidates may
prefer to wear coats at least to start the examination.
7.5 Students are only permitted to take the following items to their examination desk:
 Small plastic bottles of water
 Essential writing materials
 Calculators, provided that they are not prohibited in the rubric and that they
conform to Regulation 8/9 (see Appendix 2). Details of the permitted calculators
are printed in the instructions on the cover sheet of the answer books.
7.6 For certain examinations, students are permitted to bring authorised texts but this will
be clearly stated in the rubric on the top of the cover sheet of the question paper.
7.7 The following items are not permitted at examination desks:
 Food, drink other than water and sweets (however diabetic students are permitted
to eat, the Records and Examinations Team will make these students known to the
Senior Invigilator).
 Mobile phones either on the desk or in a pocket (see the Examination
announcement).
 Any notes or texts, unless permitted in the rubric.
 Dictionaries and electronic spellcheckers. For dyslexic students, and in certain
cases where stated in the rubric, dictionaries may have been authorised but these
must be provided by the Records and Examinations Team: students may not bring
their own.
 Pencil cases
For the regulation regarding the use of dictionaries and electronic aids in
examinations please refer to sections 17 and 18.
7.8 Any student that hands a mobile phone, or any other item of value, to an invigilator
should be issued with a numbered receipt. The item is then placed in a clear plastic
7
bag with the second copy of the receipt and stored in the box at the front of the room.
At the end of the exam the item is returned to the student upon production of the
matching numbered receipt.
7.9 Any candidate who is not on the seating list should be found an empty seat and given
the relevant examination paper and an answer booklet. Their name should be added
to the relevant attendance sheet.
7.10 Students must not either turn over their exam answer book or open or turn over the
exam paper until instructed to do so by the Senior Invigilator.
7.11 The examination must not begin until the Senior Invigilator has completed the
announcements and informed candidates that they may start writing.
8.
Identity and attendance verification of candidates
8.1 It is a requirement at examinations that candidates’ identities are verified when the
attendance check is carried out. The procedure is as follows:
8.2 All candidates will be required to bring with them to examinations their Keele card as
proof of their identity, which must be left on the top right hand corner of their desk.
During the announcements the Senior Invigilator will ask any candidate who does not
have their Keele card (which displays their image) with them to put up their hands.
The invigilators will distribute declaration forms which must be completed by these
students and left on their desk for collection during the attendance check.
8.3 When the examination has begun, the invigilators should collect the attendance slips
from the candidates' desks, and at the same time check that the name on the
attendance slip matches the name on the Keele card, and that the candidate is
the person whose photograph appears on the Keele card. Where the candidate
does not have a Keele card the declaration form must be collected in addition to the
attendance slip. This declaration form should be countersigned by the invigilator who
has collected it. The Records and Examinations Team should be contacted if an
invigilator is in any doubt about a candidate’s identity.
8.4 Attendance slips must be collected in alphabetical (desk number) order, and then
checked against the attendance sheet, and a note made of any candidate sitting in
the wrong seat. However, as the examination will have commenced at this
stage, the candidate should not be asked to move seats. Examination entry lists
should be amended for candidates marked absent, but who arrive late. Any
absentees should be listed on the absentee sheet, which is returned to the Records
and Examinations Team at the end of the examination. Any candidate who did not
have a seat on the original list should be added to the attendance sheet with the desk
number.
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8.5 At the end of the examination the examination entry lists are given to the School
representative with the completed answer books. Attendance slips and declaration
forms are returned to the Records and Examinations Team.
9.
Late admission to the examination room
9.1 Candidates arriving late are allowed to enter the examination up to thirty minutes after
the start of the examination. The Senior Invigilator will need to use his/her discretion
for any candidate arriving after the first thirty minutes: if no candidate has left the
examination, then it is better to allow the late candidate to attempt the examination in
the remaining time available. Under these circumstances there will have been no
breach of security. However, the time of arrival of the candidate should be noted on
the incident sheet, and the candidate must be informed that THEY WILL NOT BE
PERMITTED TO CONTINUE WITH THE EXAMINATION AFTER THE OFFICIAL
END TIME OF THE EXAMINATION.
9.2 If a candidate claims that their late arrival is due to misinformation provided by the
School/Records and Examinations Team, this fact must be reported by an invigilator
immediately to the Records and Examinations Team, who will investigate the matter
and decide whether it is possible for the candidate to be allowed the full amount of
time allocated to the examination.
9.3 The details of any late candidates must be added to the attendance sheet.
10. Anonymous marking procedures
10.1 An anonymous marking scheme operates for all examinations. As above, candidates
are required to bring with them a valid Keele card on which is printed their registration
number. Any candidate that has not brought a valid card with them can be given their
registration number during the course of the examination. Alphabetical lists of all
current students giving their registration number are kept in all examination rooms. If
a candidate’s name cannot be found on one of these lists then an invigilator should
ring the Records and Examinations Team to request the number.
10.2 Candidates will be asked to write their name in the box located in the right-hand
corner of the answer book and to seal the fold-down corner, they should also
complete the tear-off slip at the bottom of the book. If any candidate writes their
name in the answer book in error, then this can be eliminated at the end of the
examination.
11. Queries on the examination paper
11.1 It is a requirement that all Schools provide the name of a qualified member of staff
who will be available to answer any queries during the examination sessions when
9
their papers are taking place. If there is a query on the examination paper the Senior
Invigilator should contact the Records and Examinations Team who will get in touch
with the member of staff responsible for that particular question paper. Some Schools
may send a representative to the start of their examinations so that they are on hand
in case there is a query on the examination paper. The Senior Invigilator should have
been informed if anyone from a School is attending so that they are aware that the
representative should be admitted into the examination room.
11.2 The Records and Examinations Team should always be informed of any
problem with the question paper as there may be candidates taking the
examination in a separate venue.
12.
General invigilation procedures during the examination
12.1 At least two invigilators are required to be present in the examination room throughout
the examination. Invigilators should:
1. Position themselves around the examination room so that all candidates can be
seen by at least one invigilator.
2. Walk around the room periodically, whilst being mindful of creating unnecessary
distractions for the candidates.
3. Ensure that any consultation required with other invigilators is conducted quickly
and quietly.
12.2 Supplementary answer books will be kept on the invigilators’ desk in each
examination room, and may be issued on request, with a treasury tag for attaching it
to the main answer booklet.
12.3 At some point during the examination, the answer books and question papers should
be removed from the examination desks where a candidate is absent. This ensures
that these books do not get mixed up with completed examination books at the end of
the examination and that none are removed from the examination room by
candidates.
13. Examination incidents
13.1 Any incidents that examiners need to be made aware of should be noted on the
incident sheet kept on the invigilators’ desk. This is subsequently copied to the
relevant departments. Examples may include: undue noise that the invigilators have
no authority or ability to cease; candidates reporting an intention to continue with an
examination despite feeling ill; candidates leaving the examination unusually early;
warnings to students for suspected breach of regulations, for example communication,
use of notes or other suspicions of cheating (where cheating is suspected a ‘Report of
10
suspected academic misconduct’ form should also be completed – please refer to
Appendix 3). Times should be recorded where appropriate. Invigilators should NOT
write the time of leaving on the student’s examination booklet.
Illness
13.2 If a candidate believes that they are too ill to continue with an examination, or arrives
but feels unable to start an examination, they should be told that they need to make
arrangements to see a doctor immediately to obtain a medical note to confirm that
they are unfit to take the examination and to take this note to their School. They
should then speak to their School about completing an Extenuating Circumstances
form. If a candidate starts an examination but is unable to complete it, it will be the
examiners’ responsibility to take into consideration the circumstances when returning
a mark for the examination. Therefore full notes on the incident sheet will be
required, which can be taken into consideration in addition to their medical report.
13.3 Under no circumstances should an invigilator advise a candidate that they must
continue with an examination, despite feeling ill. The decision to continue should be
taken by the candidate, albeit an informed decision. Candidates should be informed
of what will happen if they are absent from an examination (13.2 above), or if they
take an examination when they are not on their best form.
13.4 If a candidate arrives and says that they have not been feeling too well but would like
to take the examination, ask them if they would prefer a seat near to the exit at the
front of the room and move them if required.
Panic
13.5 If a candidate suffers a panic attack during the examination and does not feel able to
continue, it may help if the candidate is allowed to temporarily leave the room for a
few minutes in the company of an invigilator. If the candidate does not feel able to
continue with the examination they should be advised that they need to make
arrangements to see a doctor immediately to obtain a medical note to confirm that
they are unfit to take the examination. They should then speak to their School about
completing an Extenuating Circumstances form.
13.6 If an invigilator is concerned that a candidate has left the examination in a state of
distress the Records and Examinations Team should be informed immediately. If it is
felt necessary the Records and Examinations Team will contact the Student Support
Division to ask for someone to get in touch with the student and check their condition.
Cheating
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13.7 If an invigilator suspects that a candidate is cheating in an examination, he/she should
attempt to seek the opinion of another invigilator, and should report the matter to the
Senior Invigilator. The procedure for dealing with such situations is given at Appendix
3.
Mobile Phones
13.8 If a student is found to have a mobile phone on their person during an examination
then the phone should be removed, they should be issued with a numbered receipt
and asked to report to the front desk at the end of the examination. The invigilator
should complete two copies of the ‘unauthorised material in examination’ form and
place these with the numbered receipt and the phone in a clear plastic bag. At the
end of the exam the student is required to sign both copies of the form, and their
phone is returned to them. One copy of the form should be issued to the student and
the second copy returned to the Records and Exams Team.
Other misconduct
13.9 It will be the judgment of the Senior Invigilator to exclude from the examination room
any candidate who is behaving in such a way that causes disruption to other
candidates and who does not correct their behaviour following a verbal warning. Any
such action has the authorisation of the Director of Planning and Academic
Administration.
14. Temporary absence from the examination room and early departures
14.1 In the interest of the majority of the candidates, unnecessary comings and goings
must be forbidden. Candidates may ask to leave the room temporarily for good
reason and should raise their hand if they need attention; candidates may not leave
the room to smoke. Candidates may leave only one at a time, and must be
accompanied by an invigilator. No student intending to return to the examination
should be allowed to leave the examination room unaccompanied. If a candidate
leaves the room then returns, they must complete the examination in the normal time
i.e. they will not be given time at the end of the examination to compensate for time
lost during their absence. If a candidate is absent from the room for a substantial
amount of time because of illness or panic, then the invigilators should advise them of
their options as in 13.2-6 above.
14.2 If any candidate finishes their examination earlier than the scheduled time and
departs, a note (with time of departure) should be made on the relevant attendance
sheet (BUT NOT ON THE STUDENT’S EXAMINATION SCRIPT). This is required
for safety reasons (see Section 19). On completing an examination, a candidate
should prepare their script for marking AND HAND IT TO AN INVIGILATOR BEFORE
LEAVING THE ROOM.
14.3 Candidates are not permitted to permanently leave the examination in the first thirty
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minutes. This is because candidates arriving late are allowed to enter the
examination room up to thirty minutes into the examination, and ensures that late
arrivals will not have communicated with any person who has seen the examination
paper. Candidates are also not allowed to leave the examination in the last fifteen
minutes. This minimises disruption at the end of the examination.
14.4 In many cases, candidates who are taking the examination in a separate room may
have had an earlier start time than the normal scheduled time because they have
been granted additional time to complete the examination. In this case, the candidate
may not leave the examination until 30 minutes into the normal scheduled start. For
instance, a candidate who starts their examination at 9.00 am where the main hall
starts at 9.30 am will only be able to leave the room from 10.00 am. This is to avoid
breaches of examination probity.
15. Procedure for the end of examinations
15.1 The Senior Invigilator will announce when fifteen minutes of the examination time
remains, and will end the examination at the appropriate time, making the necessary
announcements. Candidates are allowed five minutes after the end of the examination
for completing details on answer books and collating all their answer material. No
additions may be made to answers during this period, and at the end of the five
minutes all writing must cease.
15.2 Invigilators are responsible for collecting all the answer books before the candidates
are permitted to leave the room. When collecting answer books invigilators should
check that a registration number has been entered on the front cover. For ease of
tracing any discrepancy, books should, as far as possible, be collected in desk
number order. Any unused answer books and other materials distributed to
candidates (e.g. periodic tables, Handbooks of Mathematics, Physics and Astronomy
Data) should also be collected and returned to the invigilators’ desk.
15.3 When all the desks are clear of examination books, the Senior Invigilator will
announce that the candidates may leave the room. UNTIL THAT TIME CANDIDATES
MUST REMAIN SEATED AND SILENT.
15.4 Candidates are NOT permitted to remove any paper from their desk, including
question papers, additional material supplied by the School (as detailed on the
rubric etc.) nor any answer books. Invigilators are responsible for checking
that candidates do not remove anything except their personal belongings.
15.5 When the candidates have left the examination room, the number of scripts within
each subject should be counted and matched against the number of attendees to
ensure that all the answer books have been collected.
15.6 A designated representative from each School will collect the answer books and any
question papers used by students for recording their answers. The names will be
13
listed on the "Receipt for Scripts" form and the Senior Invigilator must ask the
representative for identification. The representative must sign for the number of
scripts taken. Storage cases are available for the answer books; the representative
should also be given the examination attendance list and any spare question papers.
Any examination scripts (along with question papers used by students for recording
their answers) that are not collected by Schools should be taken to Records and
Examinations Reception by the Senior Invigilator.
15.7 The Senior Invigilator must sign the absentees’ sheet to confirm that the number of
returned, unused, answer books correlates with the number of absentees. It is
important that unused answer books do not leave the examination room. All unused
answer books should be returned to the appropriate stock pile.
15.8 Before leaving, the invigilators should ensure that everything is cleared away and that
the examination desks have been cleared of rubbish (including question papers left
behind by students) and are tidy. The Senior Invigilator is responsible for preparing
for the next examination session by:
(i) counting the number of full boxes of unused answer books remaining in the
examination hall and if fewer than 5, to advise the Records and Examinations
Team so that further stock can be delivered for the next session. Also, to advise
the Records and Examinations Team if there is a shortage of any other stationery.
(ii) taking down the Seating Lists for this examination and displaying the Seating Lists
for the next examination outside the examination room.
15.9 The Senior Invigilator is responsible for ensuring that all doors are locked upon
leaving (see section 4) and that all lights and the amplification system (if present)
have been turned off.
15.10 The Senior Invigilator should ensure that the following is returned to Records and
Examinations Reception:








Any examination scripts (and attendance sheet) not collected by departments
List of absentees
List of any students added to the attendance list
Attendance Slips
“Receipt for scripts’” forms
Invigilators Attendance form
Any completed incident sheets
Key to the room (if applicable)
16. Procedures for candidates with Individual Requirements
16.1 There is a formal procedure for approving student applications for individual provision
in examinations, covered by Regulation 8/13. Individual provision is arranged for a
14
range of circumstances including dyslexia, visual, physical and sensory impairment or
chronic illness. Only candidates whose applications have been successful are
permitted individual provision in examinations. Individual provision can include the
following: extra time, rest breaks, use of a computer, amanuensis, reader, etc. These
candidates take their examinations in designated individual examination rooms.
16.2 One of the invigilators responsible for a room of candidates with individual
requirements will be asked to collect the question papers from Records and
Examinations Reception. At the end of the examination one of the invigilators will
return the completed examination answer books, attendance sheets and attendance
slips, together with any equipment that was required (e.g. clocks, statistical tables) to
the Records and Examinations Reception.
16.3 The invigilators will be informed of any individual provisions that the candidate is
allowed for the examination. Some guidance on dealing with candidates with
individual requirements is given at Appendix 4.
16.4 For all individual requirement candidates, other than dyslexic candidates, the
invigilator should ask them if they are happy with the examination environment, e.g.
where they are seated with regard to the lighting, is the computer suitably positioned?
A few minutes should be allowed before the examination starts to make the
examination environment as comfortable as possible for the candidate.
17. Use of dictionaries in examinations
17.1 As stated in Regulation 8/10 (see Appendix 2) the use of dictionaries is not permitted
in any examination unless it specifies otherwise on the rubric of the examination
paper. This applies to all candidates, of whatever nationality. This includes electronic
spell checkers.
17.2 An English Dictionary is provided by the Records and Examinations Team for use by
dyslexic students in the small examination rooms for candidates with individual
requirements. These must not be removed from the examination room.
18. Use of Electronic Aids in examinations
18.1 Regulation 8/9 (see Appendix 2) outlines the use of electronic aids in examinations.
Spare calculators are not available in the examination room so candidates are
informed that they should ensure that they have spare batteries and that their
calculator is working properly.
19. Emergency procedure during examinations
19.1 Senior Invigilators are responsible for co-ordinating the preparation of every
examination room. In particular they will ensure that the exit doors, which have been
15
secured for security reasons between examination sessions, are unlocked and
available for use.
Fire
19.2 Invigilators must read the fire action notice displayed in each room, which clearly
states the procedure for summoning the Fire Brigade in the event of a fire. Fire
Action notices read as follows:
1. Sound the alarm
2. Dial 9 – 999 to call the Fire Brigade.
3. Dial 888 to inform Security (so that they can arrange for the fire service to be met
at Main entrance)
4. Attack the fire only if safe to do so.
5. On hearing the fire alarm leave the building by the nearest safe route.
6. Close doors behind you.
7. Report to assembly point ………(assembly point will be indicated on the Fire
Action Notice)
Do not return to the building for any reason until authorised to do so.
Do not use lifts.
19.3 Invigilators must ensure that they are aware of the location of the nearest telephone.
If there is only an internal telephone (with no direct line out of the University) the
invigilator will need to ring Security on 888 to make arrangements for the emergency
services to be called.
First Aid
19.4 Invigilators should note that Security staff are trained in first aid and can be contacted
by calling 888. Where it is judged that an ambulance is required, the number to dial is
9 – 999 to summon the ambulance service. Immediately after this, Security should
also be informed on 888 that the ambulance service has been summoned so that they
can arrange for the ambulance to be met at the Main entrance.
Procedure to be followed for emergency evacuation of the examination room
19.5 The Senior Invigilator is responsible for initiating evacuation procedures in the event
of an emergency, such as a fire, bomb scare, gas leak, etc. This could be as a result
of hearing the fire alarm or receiving communication from Security or the Records and
Examinations Team. In such cases the Senior Invigilator should make the following
announcement:
"Ladies and Gentlemen - an emergency has arisen which makes it necessary
for you to leave the building. Please walk out calmly by (whichever exits are
useable). Do not stop to collect your belongings. Leave all examination scripts
16
and papers on your desk. Please assemble at [give local assembly point] and
please do not leave this area until you are told to do so.”
Local assembly points are as follows:
o
o
o
o
Exhibition Suite – Chancellor’s Building Car Park
New Sports Hall and Gymnasium – Leisure Centre Car Park
Lindsay Studio – Outside Hexagon Building
Dorothy Hodgkin Building – Front of Huxley Building
19.6 Invigilators should make sure that all available exits are opened and that students
abide by the announcement given.
19.7 When evacuating an examination room the Senior Invigilator should remove the
attendance sheets. At the Assembly Point a register (using the attendance sheets)
must be taken to ensure, as far as is possible, all candidates and invigilators have left
the building.
19.8 If there is a fire and remaining at the Assembly Point becomes unsafe then it may be
necessary to withdraw further from the building. Usually Security staff would be able
to offer advice, but if not the Senior Invigilator should make a decision whether to
allow candidates to disperse.
19.9 When the Fire Brigade arrives, the Senior Fire Officer will take control of the situation
and his/her instructions must be followed. No one must re-enter the building for any
reason until the Senior Fire Brigade Officer has given permission to do so. NB any
contravention of these procedures must be reported.
19.10As soon as it is possible and safe to do so the Senior Invigilator should alert the
Records and Examinations Team that the examination has been stopped. This could
mean one of the invigilators being released to walk to another building that is not
affected by the emergency in order to access a telephone.
19.11The invigilators should ask all students to remain at the assembly point until a
decision has been taken by the Records and Examinations Team as to whether or
not the examination will be abandoned. For example if the emergency turns out to be
a false alarm and permission is given to re-enter the building it may be decided to
restart the examination, depending on how much time has elapsed since the
examination was stopped and also how much examination time is left. Any decision
taken will be done in consultation with the Fire Officer and Security as the safety of
the students must take priority.
Power Failure
19.12 If there is a power cut which results in visibility being reduced to such an extent that
the students ability to write is impeded, the examination must be stopped. The
Senior Invigilator should note the time and make the following announcement:
17
“Due to the power failure the examination is being halted. Please stop writing,
keep silent and remain in your seats while we ascertain how long the power
failure is likely to last .’’
19.13 One of the invigilators should contact the Records and Examinations Team to inform
staff of what has happened. The Records and Examinations Team will immediately
contact Estates and Buildings to find out why the power failure has occurred and
how long it is likely to last. Upon receipt of this information a decision will be made
as to whether or not the examination will be re-started on the basis of how long the
power failure is likely to last and how much examination time has elapsed.
19.14 If the power is restored within a short period of time the Senior Invigilator will
announce that the examination is to be re-started and will inform the candidates of
the new end time.
19.15 If the decision is taken not to continue with the examination then the invigilators
should collect all the examination scripts in the usual way. The Senior Invigilator
should then give candidates permission to leave. However due to the reduced
lighting levels candidates should be asked to leave a few rows at a time and to be
very careful when leaving the room.
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APPENDIX 1a
EXAMINATION ANNOUNCEMENTS (START OF EXAMINATION)
The following instructions are to be issued to candidates by the Senior Invigilator:
(Please use the microphone in the large venues if one has been provided)
Welcome to this morning/afternoon/evening examination session at Keele University. Can I
please have your full attention for the following important announcement:
(a)
You are now subject to the University examination regulations; candidates must
remain silent at all times, unless permitted to speak by an invigilator. You must not
attempt to communicate by any means with another candidate or indulge in any kind
of behaviour which may disrupt the smooth progress of this examination.
(b)
You are reminded that all personal belongings must be left either at the designated
space in this examination room or on the invigilators’ desk. This includes mobile
phones, pencil cases and revision notes. You should note that possession of any
form of notes, either on your person, or on or around your desk is not permitted. If
you have any unauthorised materials either on your desk or on your person then
now is your last chance to hand them in without penalty. Please check your desk
and your pockets, and either bring any remaining materials to the designated space,
or hand them to an invigilator.
(c)
All mobile phones must be switched off and any alarms deactivated. If your phone is
in your bag and you think there is a possibility that it could still be switched on then
you may leave your seat to check this now. Anyone who has a mobile phone on
their desk or person should hand it to an invigilator now. You will be given a
numbered receipt and you may collect your phone when you leave the exam.
(d)
Dictionaries, including electronic ones, are not permitted and should be brought
to the front immediately.
(e)
Unless otherwise stated in the rubric of the paper, if you have a calculator it must
have no facility for the storage of alphabetical information other than hexadecimal
numbers and no communications facility. If your calculator does not conform to
this specification it must be brought to the front now.
(f)
Please note that if, after this announcement, you are found to have a mobile phone,
notes or any other non-permitted materials on your desk or person, this will be
viewed as a serious breach of University examination regulations. You will be asked
to leave the exam venue and a report will be forwarded to the University Academic
Misconduct Panel. If the Panel subsequently decides that there is a proven case
against you, they will make a recommendation to the Vice-Chancellor; the maximum
penalty is withdrawal from the University.
(g)
Please now take a moment to check that you have the correct examination paper on
19
your desk, but do not open or turn over the paper until I instruct you to do so. If you
think that you do not have the correct exam paper, please raise your hand now and
an invigilator will assist you.
(h)
You should now turn over your exam answer book. Write the first 8 digits of your
student number in the appropriate space on the answer book, answer sheet or
examination paper, as required. Please check this number carefully against your
Keele card. If you do not have your Keele Card please raise your hand and an
invigilator will advise you of your student number. If you are using an answer
book you should also write your details in the top right-hand corner, then fold
and seal the flap to cover your name.
(i)
You must also complete an attendance slip. If you are using an answer book you
will find this in the bottom right-hand corner of your book: please complete it, tear it
off, and place it on the corner of your desk. If you are answering on the examination
paper or on an answer sheet please fill in the separate attendance slip provided.
(j)
Place your Keele card on the top right-hand corner of your desk. If you do not have
your Keele card please raise your hand now. A declaration form will be brought to
you, which must be completed and signed. This will be collected with your
attendance slip.
(k)
Begin each answer on a new page in the answer book. All rough work must be
completed in the answer book, pages must not be torn out of the book. You should
also write your student number at the top of each page where a new question has
been started.
(l)
You may not leave the examination room during the first 30 minutes or the last 15
minutes of the examination. If you require attention you must raise your hand and
wait until the invigilator comes to you. If you leave the examination early, you must
hand your script to the invigilator; please show respect for fellow students who are
still working and leave the room as quietly as possible.
(m)
At the end of the examination you will be asked to remain seated and silent for
further announcements and until all answer books are collected.
(n)
You must not remove any answer books or question papers from the examination
room.
Once it is time for the examination to start the following announcement should be
made
(o)
The time is <state start time>. Good luck everybody, you may now open your exam
paper and commence writing.
EXAMINATION ANNOUNCEMENTS (END OF EXAMINATION)
20
You should announce when there are only 15 minutes left of the examination and that
candidates are not allowed to leave the examination.
At the end of the examination announce that the examination time has finished then:
(a)
The examination has now finished, please stop writing now.
(b)
Ensure that you have completed the appropriate sections of the answer books. You
must not amend existing answers. Make sure the numbers of the questions you
have answered are written in the relevant section on the front of the answer book
and that you have also written the module title and module number on the cover.
(c)
Any supplementary books should be attached to the main book with a treasury tag.
(d)
Check that you have written the first 8 digits of your student number correctly.
(e)
You must remain seated and silent until all answer books have been collected and
you have been told to leave
(f)
You must not remove any answer books or question papers from the examination
room .
When all the answer books have been collected, ask the candidates if they have all handed
their examination scripts to an invigilator (just to check that none have been missed) and
then instruct the candidates that they may leave the examination room.
APPENDIX 2
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EXAMINATION REGULATIONS
General conduct in examination rooms is governed by Regulation 8 8 which is printed
below. The use of electronic aids and dictionaries in examinations are governed by
Regulation 8 9 and 8 10 which are printed below.
Regulation 8 8.
CONDUCT OF STUDENTS IN EXAMINATION AND IN-COURSE
ASSESSMENTS
8.1
Any student in breach of these regulations and/or committing any act which might
obtain for him/herself or for another student an unpermitted advantage shall be
regarded as cheating. Students must not, in any way, attempt to present an
examination script or in-course assessment as their own work when the script or
assessment includes, or would include, material produced by any unauthorised
means whatsoever. Any material quoted from other sources must be acknowledged,
and where the assessment has been authorized to be carried out in collaboration
with other students, the individual contributions must be indicated. Any conduct in
breach of the provisions of this paragraph may be deemed to constitute cheating
within the meaning of Ordinance IV.6., save that cases of plagiarism or collusion
deemed to be minor may be dealt with within departments in accordance with
University policy.
8.2
Personal belongings of students, including coats and bags, shall be left in the place
designated for this purpose at the examination venue. (In cold weather, invigilators
should allow candidates to wear their coats during the examination).
8.3
Smoking is not permitted in an examination venue at any time.
8.4
Subject to such general directions as may from time to time be given by the Senate,
the Director of Planning and Academic Administration may authorize the use of
equipment, tables, texts or other aids in any examination. Any such authorization
shall be indicated on the rubric for the examination paper, and appropriate advance
notice shall be given to all students by the examiners.
8.5
Students shall not be permitted to take to an examination desk any pencil case or
similar receptacle (unless this is transparent).
8.6
Each student shall be required to place his/her Keele card on the desk in the
examination venue for the duration of his/her examination. Attempts at
impersonation of any candidate shall be deemed to constitute cheating within the
meaning of Ordinance IV.6. Both the impersonator and the student shall be deemed
to be in breach of the regulation and may be subject to disciplinary action.
22
8.7
Students shall be admitted to the examination venue five to ten minutes before the
start of the examination, as deemed appropriate by the Senior Invigilator.
8.8
No student shall be admitted to the examination venue later than thirty minutes
after the start of the examination unless the Senior Invigilator can confirm that no
student has already left the examination venue, either temporarily or permanently.
8.9
No student may leave the examination venue, either temporarily or permanently,
until thirty minutes after the start of the examination, save in exceptional
circumstances and with the permission of an invigilator.
8.10
No student may leave the examination venue, either temporarily or permanently,
during the last fifteen minutes of the examination, save in exceptional circumstances
and with the permission of an invigilator.
8.11
Any student who temporarily leaves the examination venue must be accompanied
by an invigilator. Any student who leaves the venue temporarily without being
accompanied by an invigilator shall not be readmitted to the examination.
8.12
Before commencing the examination, each student shall be required to complete
examination stationery in accordance with the instructions issued by the Senior
Invigilator.
8.13
No student shall communicate with any other student in an examination venue,
prior to, during or at the end of the examination on any matter or in any way
whatsoever.
8.14
All answers and rough work shall be completed on the stationery provided and
written legibly. With the approval of the Director of Planning and Academic
Administration, examiners shall be permitted not to mark an illegible examination
script or to require the student to have the script typed at the expense of the student.
8.15
The Director of Planning and Academic Administration or his/her authorized
representative, may, for good cause refuse to admit any student to the examination
venue and exclude any student from the venue. Whether "good cause" has been
established shall be at the discretion of the Director of Planning and Academic
Administration or his/her authorized representative; any breach of these regulations
may be deemed as good cause.
8.16
Any student excluded from, or refused entry to, the examination room under the
provisions of 8.15 above shall be deemed not to have attended that paper, and the
question whether the student was absent with sufficient cause shall be considered
by the Sub-committee for Awards under Ordinance IV.
8.17
When the Senior Invigilator announces the end of the examination students shall:
stop writing their answers immediately; and remain seated in silence until permitted
to leave the examination venue by the Senior Invigilator.
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Regulation 8 9.
9.1
USE OF ELECTRONIC AIDS
The use of electronic calculators will be permitted in University examinations unless
specifically prohibited in the rubric of the paper, subject to the following:
(i)
unless otherwise stated in the rubric of the paper, any type of calculator may
be used provided that the calculator is hand held, battery operated or solarpowered, noiseless and has no facility for the storage of alphabetical
information other than hexadecimal numbers and no communications facility;
(ii)
the type of calculator used must be declared on the examination script;
(iii)
calculators must be available for inspection by the invigilators;
(iv)
instruction books, or any other written material relating to the operation of the
calculators, shall not be permitted in the examination venue.
9.2
As far as possible, examinations shall be set and marked to avoid giving advantage
to students who possess one type of calculator rather than another.
9.3
No other electronic aids are permitted unless specified in the rubric of the
examination paper.
Regulation 8 10.
USE OF DICTIONARIES
The use of dictionaries is not permitted in any examination unless specified otherwise
in the rubric to the examination paper or provided for under the provisions of section 13,
which outlines how students apply for special provision in examinations.
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APPENDIX 3
Guidance to invigilators on dealing with suspected academic misconduct
(cheating) in an examination
1.
If an invigilator suspects a student of cheating during an examination or having
access to unpermitted material, this should be reported to the Senior Invigilator. The
student should NOT be challenged at this point. The Senior Invigilator should then try
to witness the suspected cheating. If it is the Senior Invigilator who has first observed
the suspected cheating, he/she should ask another experienced invigilator to see if
they can witness what the student is doing.
2.
The second invigilator, who is watching the student, should do so discreetly at a
distance.
3.
If there are two witnesses to the alleged cheating, the Senior Invigilator should
approach the student and tell them that they wish talk to them, and accompany them
outside the examination hall, so that they do not disturb other students. Ideally the
other invigilator who viewed the alleged cheating should also accompany them. The
Senior Invigilator should remove everything from the student’s desk, including coats,
jackets and anything on the floor near the student and take it outside with them.
4.
Once outside the Senior Invigilator should inform the student what has been observed
by two invigilators and that this would be reported to the Academic Misconduct Panel.
The student should be informed that it would be in their best interests to co-operate
and that their co-operation or lack of it will be reported to the Panel.
5.
The Senior Invigilator should then ask the student to hand over what they were
observed using. If the student denies that they were using or where in possession of
unpermitted material, the Senior Invigilator may ask certain questions which will
depend on what was observed: e.g.
i. if the student was observed putting notes in their pocket, the student could be
asked to empty their pockets;
ii. if the student appeared to be looking at something written on their hand/arm, the
student could be asked to show their hand/arm, which may mean asking them to
roll up their sleeves.
6.
If the student refuses to answer any questions or hand over any material the Senior
Invigilator should inform the student, that the refusal will be noted as part of the report
to the Academic Misconduct Panel.
7.
At no point should the invigilators make physical contact with a student or ask that
they remove any clothing.
The Senior Invigilator should check what he/she removed from the student’s desk to
ensure that no unpermitted material is hidden there.
8.
25
9.
If the student is found with writing on their person, the Senior Invigilator should
transcribe the material and ask the other invigilator to check that it has been
transcribed correctly.
10. Any unpermitted material should be retained by the Senior Invigilator and the student
should be informed that this will be given to the Records and Examinations Team. If
the student says that they would like the material/item back, they should be told that
they must go to Records and Examinations Reception after the examination to
request this.
11. The Senior Invigilator should then mark the student’s examination script to show the
point at which the student was spoken to about the suspected cheating. The student
should then be allowed to return to the examination hall and complete the
examination in the scheduled timeframe i.e. they will not be permitted any additional
time because of the investigation.
12. If the Senior Invigilator is satisfied that the student has offered a valid explanation to
show that they were not cheating, he/she should inform the student that an incident
sheet will be completed so that the Examiners are aware that the student was
disturbed during the examination and that this will be taken account of during the
marking process. The student should then be allowed to return to the examination
hall and complete the examination in the scheduled timeframe i.e. they will not be
permitted any additional time because of the investigation.
13. All the invigilators who observed the incident should complete a ‘Report of suspected
academic misconduct’ form. A brief note regarding this should also be made on the
examination incident sheet, located on the invigilators’ desk.
14. If a Senior invigilator is unsure of how to deal with an incident, the Records and
Examinations Team should be telephoned for advice.
15. A student must not be taken out of the examination hall unless two invigilators have
clearly observed cheating. If at the end of the examination, the second invigilator
has not been able to observe anything specific but is satisfied that the student was
behaving suspiciously, e.g. spending a lot of time watching the location of the
invigilators, the Senior Invigilator may choose to ask the student to remain behind and
talk to them about what was observed.
16. If there is insufficient evidence to challenge a student during or at the end of the
examination, but the Senior Invigilator believes that there was suspicious behaviour,
the matter should be reported to the Records and Examinations Team on the
examination incident sheet, located on the invigilators’ desk. The Director of Planning
and Academic Administration will take a decision whether the student should be
watched in their next examination.
26
APPENDIX 4
Guidance to invigilators on dealing with candidates with individual
requirements
1.
Dyslexia
1.1 Dyslexic students are permitted to use an English dictionary in the examination. The
dictionary is provided by the Records and Examinations Team.
1.2 Dyslexic students have the option to indicate that they are dyslexic on their
examination script. For this purpose they are issued with a set of numbered labels by
Disability Services which they are permitted to take to their examination desk. The
invigilator should ensure that no crib notes have been written on these labels. Not all
dyslexic students will choose to use the labels as the use of them can identify their
script to the examiners (thus losing the right to anonymity).
1.3 Some candidates will be supplied with examination papers in a particular colour as
this aids their reading. As an alternative to this some candidates may bring a colour
overlay to put on top of their examination paper.
2.
Visual Impairment
2.1 The level of visual impairment can vary considerably and so the type of special
provision provided will vary. Some candidates just require enlarged examination
papers together with extra time. Other candidates may require the aid of an
amanuensis, a reader, and/or Braille papers. If a Braille examination paper is
provided the invigilator will be supplied with a copy of the examination paper in case
the candidate has any queries when reading the Braille paper.
2.2 For severely visually impaired candidates it is important that the invigilator announces
both their arrival and departure (e.g. so the student is not left talking to ‘thin air’) and
lets the candidate know what they are doing.
2.3 Ask the candidate if they need any help in preparing themselves for the examination.
If you need to guide them across the room to a chair, you should let the candidate
take your arm (above the elbow), not the other way round. Once the chair is reached
the invigilator should put their arm that is being held by the candidate on the back of
the chair and allow the candidate to transfer their hand to the chair. The candidate
will then be able to seat themselves. The invigilator should not attempt to seat the
candidate as this is both undignified and unnerving.
2.4 If a guide dog is present please do not make a big fuss of it. Remember it is a
working dog, not a pet! Do make sure that the guide dog has adequate space and
ventilation whilst in the examination room.
27
3.
Rest Breaks
3.1 Some candidates may be permitted rest breaks during the examination. This may be
in addition to, or instead, of extra time. The candidate should indicate to the
invigilator if they wish to stop for a rest break. The invigilator should note each time
the examination is stopped on the incident sheet provided and the time the
examination is restarted. The stoppage time should then be added onto the official
end time of the examination. The invigilator will be informed of the maximum length of
time that is allowed for the rest breaks. If the candidate does not take any rest breaks
during the examination this should be noted on the incident sheet.
4.
Using a Computer
4.1 The candidate should be allowed time to familiarize themselves with the computer
and set it up according to their requirements. For example visually impaired students
may wish to adjust the font size. The invigilator should sit in a position so that they
can see what the candidate is doing on the computer at all times. It is not always
possible to provide a non-networked computer so this will enable the invigilator to
check that the student is not accessing any unauthorised files.
4.2 Logging on to the University network is NOT permitted. Students should use the C
drive only, and save their work on the memory stick provided unless other instructions
have been provided to the invigilator. The invigilator will be supplied with memory
sticks. The candidate should be advised to save their work on the memory stick,
approximately every ten minutes. This should ensure that if for any reason, there is a
computer failure, the amount of work lost should be minimised. The use of the spell
checker is permitted. The candidate has the option to return to Records and
Examinations Reception with the invigilator and request to see the printed version of
their exam script.
5.
Amanuensis
5.1 Some candidates will need an amanuensis, who will write the examination answers
from the candidate’s dictation. The amanuensis will normally also be the invigilator for
the examination. The amanuensis must not make any comment on what they have
been asked to write apart from asking for clarification on spelling e.g. for technical
words or proper names. The candidate must be allowed to check what the
amanuensis has written and ask for changes to be made if necessary; this must take
place in the allotted examination time. The candidate is permitted to use a
supplementary answer book for making notes/essay plan. This should also be
handed in with the completed answer script and clearly labelled as rough work.
28
6.
Hearing Impairment
6.1 For candidates with hearing impairments, invigilators must:
 attract the attention of the candidate before speaking;
 always face the candidate when speaking, standing about 3-6 ft. away, and
keeping their face and mouth clear to enable the candidate to lip-read;
 not shout, as it distorts sound and use clear and non-exaggerated lip movements
6.2 If the candidate does not understand you, repeat what you have said and try to
rephrase it. This is because some words look alike on the lips. Good, even lighting is
required for lip reading, e.g. close the blinds if bright sunlight is shining in the room.
6.3 A candidate may require the invigilator to wear a radio aid so that they can hear what
is being said. This works like a small induction loop system. The candidate wears the
amplifier round their neck and the invigilator wears the microphone. The invigilator
will be informed if they need to wear this radio aid which will be brought to the
examination room by the candidate.
7.
Panic
7.1 Some candidates may be taking their examination in a small room because they
suffer panic attacks if taking the examination with a large group of students. Normally
when they are with a small group or on their own there should not be a problem.
However, if for any reason, the candidate feels the need to get some fresh air, this is
acceptable provided an invigilator accompanies them. No additional time for the
examination is allowed for this, an incident sheet should be completed.
29