Section 2: External Invigilator Role – Key Documents
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SECTION 2
External Invigilator Role – Key Documents
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Description of Duties for External Invigilators
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Guidance Notes for External Invigilators for Written Examinations
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Overview
Senior Invigilator
Supporting Invigilator
Coordinator in RGU Sport
Examination Diets
Conduct
Hours of Work
Rate of Pay
Checklist of Responsibilities
Introduction
Examination Administration
o Before the start of the Examination
o During the Examination
o At the Conclusion of the Examination
Standard Set of Announcements for Written Examinations
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Section 2: External Invigilator Role – Key Documents
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DESCRIPTION OF DUTIES FOR EXTERNAL INVIGILATORS
This should be read in conjunction with the Guidance Notes for External Invigilators for Written
Examinations
1.
Overview
Invigilation is the careful and watchful scrutiny of all candidates during an
examination. The purpose of invigilation is to provide the best environment for
candidates to achieve their full potential during their examinations and to ensure
that all candidates have an equitable examination experience. Key aspects of
the Invigilator role include:
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Helping to ensure that the right candidates are in the right place.
Ensuring that candidates are provided with the resources that they require
to perform well in an examination, responding quickly to enquiries.
Preventing any academic misconduct so that no candidate can take unfair
advantage over others.
Moving around the examination area quietly and at frequent intervals (this
can mean that Invigilators are on their feet for long periods of time).
Facilitating the smooth conduct of the examination, ensuring that all rules
and regulations of the University are observed.
Ensuring security of the examination process at all times - before, during
and after the exam.
Helping to ensure that possible administrative failures are prevented.
Supervising candidates throughout the whole time the examination is in
progress, giving complete attention to this duty at all times.
Working as a team (where appropriate) to ensure a calm environment for
candidates.
Ensuring all colleagues and candidates are treated with respect.
There will be a team of Senior and Supporting Invigilators who will report to the
Academic Affairs Department.
2.
Senior Invigilator
Senior Invigilators should, where possible, visit the School Offices and
examination venues beforehand to familiarise themselves with the locations. The
Academic Affairs Department is happy to facilitate visits where desired and will
normally offer tours of the campus to new Invigilators. Normally there will be
one Senior Invigilator allocated to each examination venue although for very
large examinations this number may increase. The Senior Invigilator will have
overall responsibility for the conduct of the examination. The table below gives
an indication of what time the Senior Invigilator is required to arrive at the exam
venue prior to the exam. However, it may be necessary, on occasion, to arrive
at a venue earlier in order to allow sufficient time for collection of papers from
various Schools e.g. multiple exams in one venue, multiple booklets to be
distributed etc.
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Section 2: External Invigilator Role – Key Documents
Number of Students
1-5
6-100
100+
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Time of Arrival at Venue
No less than 30 minutes before start of exam
No less than 45 minutes before start of exam
No less than 60 minutes before start of exam
The Senior Invigilator is responsible for collecting answer books, question
papers, attendance slips, the Examination and Invigilation Record, Attendance
Sheet and other stationery items for the examination from the relevant School
Office(s)1.
The Senior Invigilator is responsible for collecting the paperwork from the School
Office(s) in time to ensure that he/she can be in the examination room no later
than 30 minutes prior to an exam for 1-5 students, 45 minutes prior to an exam
for up to 100 students and 1 hour to an exam for over 100 students. For
examinations held in external venues the stationery will (unless otherwise
advised) have been pre-delivered to the examination venue (note: the question
papers will still have to be collected from the School by the Senior Invigilator).
If papers are not collected from School Offices within the timeframes indicated,
they will contact Academic Affairs who will then try to make contact with the
relevant Senior Invigilator. If you are running late, as a courtesy, please contact
the School directly to avoid any unnecessary concern.
Janitorial staff will normally visit each external venue before each exam and take
the relevant stationery out of the storage cupboard and lay it out for the
attention of the Senior Invigilator. Should the stationery not be laid out when
you arrive, and you are unable to locate the storage cupboard, please check with
a member of staff at the venue.
The Senior Invigilator should carry the Standard Set of Announcements,
Guidance Notes for Candidates and a date stamp. Upon arrival at the venue, the
Senior Invigilator should check that the room layout is appropriate and that
there is a visible clock, showing the correct time. He/she should be aware of the
fire exits and toilets in the building (consideration should be given to checking
toilets for any unauthorised materials in advance of the exam). The specific
needs of candidates (e.g. extra time, rest breaks, medical issues) and special
instructions on the question paper should be noted.
The Senior Invigilator should ensure that all Supporting Invigilators are present
and brief them, collectively where possible, about the examination procedure
and any special instructions. An academic member of staff should be present for
the first 15 minutes2. The Senior Invigilator should report any absences to both
the School and the Academic Affairs Department.
The Senior Invigilator shall instruct the candidates regarding entry, seating and
leaving the venue. Any candidate temporarily leaving the venue e.g. for a toilet
break, should be chaperoned to ensure that no unauthorised material is
consulted. The Senior Invigilator should use their judgement with regard to the
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Please always check the timetable carefully as papers may need to be collected from more than one School.
Where candidates with special needs are roomed separately from the main cohort, an academic member of
staff must at least visit each venue. It may not be possible for an academic to be in attendance for 15 minutes
in every venue but they must be easily contactable.
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number of candidates/Invigilators that will be permitted to leave the venue at
any one time.
All standard University announcements will be made by the Senior Invigilator.
At the end of an examination the Senior Invigilator must ensure that all answer
books are collected and the numbers checked against the attendance slips. The
Examination and Invigilation Record should be completed. All answer books,
attendance slips and excess stationery should be returned to the School Office(s)
and signed off by the Senior Invigilator.
Any unexpected incidents (e.g.
suspected misconduct, noise/disruption etc.) should be reported to the School in
writing, using the appropriate form.
Senior Invigilators will be required to use their own vehicle for transporting
materials from School Offices to examination halls and for returning them at the
end.
3.
Supporting Invigilator
There will be one or more Supporting Invigilator(s) present, depending on the
number of candidates in the venue. The role of this Invigilator is to provide the
necessary support to the Senior Invigilator who is in charge of the examination
venue. It is important to follow the instructions of the Senior Invigilator.
Supporting Invigilators are required to arrive at the exam venue prior to the
exam as indicated below:
Number of Students
6-100
Time of Arrival at Venue
30 minutes before start of exam
100+
60 minutes before start of exam
It is important to stress that the correct arrival time of a Supporting Invigilator is
crucial to the overall examination process. Under the guidance of the Senior
Invigilator the team must allow enough time to co-ordinate the set-up of the
examination room.
The Senior Invigilator will brief all the Supporting Invigilators. The duties of a
Supporting Invigilator include the seating of candidates, distribution of stationery
before and during the examination, checking identity cards, collection of
attendance slips and checking dictionaries. The Supporting Invigilators should
move around the room discreetly and report any suspected misconduct to the
Senior Invigilator. They should respond quickly to candidate enquiries and
requests, accompanying candidates to the toilet where required, ensuring that
no unauthorised material is consulted (if considered necessary, candidates can
be asked to empty their pockets before entering a toilet cubicle).
At the end of the exam, Invigilators should help to ensure that candidates have
checked their answer books to confirm that all necessary information on the
front page has been completed and that the folding strip is sealed. Where
appropriate, advice should be given on how to annotate answer books where
more than one book has been used for each question. Unless otherwise
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instructed by the School, candidates should not be asked to write their name on
additional pieces of stationery.
The answer books have to be collected and assistance should be provided to the
Senior Invigilator to check them against the attendance slips. The chairs and
tables should be tidied after an examination and Supporting Invigilators should
not leave the examination venue until the Senior Invigilator has confirmed that
all necessary duties have been undertaken.
4.
Coordinator in RGU Sport
The Coordinator will have a ‘cross-section’ role in the hall, as outlined below. On
the timetable, the Coordinator will normally be assigned to the section that is
scheduled to finish last. The Senior Invigilator assigned to each section will be
‘in charge’ of it; should the Coordinator have any concerns relating to a specific
section, this should be raised with the relevant Senior Invigilator. The key
duties of the Coordinator will normally include:
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Timing and Order of Entry – agreeing with each Senior Invigilator the time
and order in which the students will be brought into the hall, checking that
they are happy with the proposed arrangements and have their teams
organised to support it.
Attendance – checking with each Senior Invigilator that their team of
supporters has arrived and help to address any gaps, in liaison with Academic
Affairs where necessary.
Fire Exits – ensuring that each of the fire door exits are manned (this will
normally have been dealt with by the Seniors in Sections 1 and 3).
Stairs* – ensuring that an Invigilator is stationed at the top of the stairs and
that an Invigilator (normally the Senior) from each section is stationed at the
bottom of the stairs to direct students to the correct section. Supporting
Invigilators should be in their sections, ready to get students settled,
ensuring they are in the correct section etc.
Entry of Students to the Hall – going to ‘the street’ to call students into the
hall in the agreed order.
Finishing Times – where exams in the three sections have staggered
finish/departure times, ensuring that satisfactory arrangements are agreed
with all Seniors and communicated appropriately. All Seniors should be
primed to support earlier finishing sections as they complete, as appropriate.
Announcements – making the standard announcements to the hall, including
outlining, for the benefit of students, the intended procedure for sections
finishing at different times. Ensuring all exams start and finish on time. (As
an aide, an exemplar Coordinator’s Announcement is included in Section 8).
Start of the exam – ensuring that each section issues question papers at the
same time and identifying/helping, where necessary, to resolve any obvious
problems.
Late Arrivals – once the exam has started, waiting at the bottom of the stairs
to control the entry of late arrivals e.g. asking why they are late, checking
mobile phones are switched off, making sure they do not disturb students
already in the hall etc.
During the exam - providing cover if a Senior has to leave the hall for any
reason e.g. to contact a lecturer with a query outside the initial 15 minutes.
Departure from the hall – monitoring and controlling the departure of
students, ensuring that an Invigilator is positioned at the foot of the exit
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stairs to avoid students congregating outside the hall i.e. getting them up the
stairs as quickly and as quietly as possible.
*At the weekends, in particular, groups of children may be attending classes
at RGU Sport (e.g. swimming, climbing) and stair access may coincide with
student entry to the hall.
Additional activities include:
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5.
Stamping answer booklets in sections where the Senior has not yet arrived.
Ensuring that the toilets are in an acceptable condition before the start of the
exams (sometimes an issue in the afternoon e.g. towels might need
replaced). Contact a member of RGU Sport staff if necessary.
Checking that the microphone is switched on, ready for use and conducting a
sound check.
Reminding Invigilators on duty at the entrance doors that, for reasons of
health and safety, students should not leave bags and coats in this area of
the hall.
Discussing, with the section Seniors, the arrangements for the return of
papers to the various School Offices i.e. are these achievable, is anyone
under particular stress/time constraints?
Contact Academic Affairs or
Janitorial staff for support if necessary.
Checking, once announcements have been made, that no reference material
has been left open and within view of students sitting nearby.
Helping to return papers (including those from earlier sections), where
appropriate.
Examination Diets
The University holds three formal examination diets during an academic year.
The first diet is in January, at the end of the first semester. The second diet is in
May, at the end of the second semester and the third consists of a resit diet in
August. Some examinations are also conducted outwith these scheduled diets,
and are spread out over the academic year (these are referred to as ‘ad-hocs’).
The University may hold 3 sets of examinations in a day during the formal
examination diet. There is a morning session (starting at 1000 hours) an
afternoon session (starting at 1430 hours) and sometimes an evening session
(starting at 1800 hours). External Invigilators will never be requested to work
more than two sessions a day. Examinations are occasionally scheduled on a
Saturday.
6.
Conduct
All Invigilators must operate in a professional manner. They must not read,
write, talk loudly or involve themselves in any activity other than invigilating the
exam. Communication with fellow Invigilators and other personnel must be
done discreetly and only if required by the circumstances of the examination.
Smart/casual dress gives a more professional image. Please also make sure that
footwear is comfortable (Invigilators will often be on their feet for several hours
at a time) and bear in mind that shoes that tap or squeak can be distracting for
candidates, as can jangling of coins in pockets, rustling of pages/sweetie
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wrappers, rocking on chairs etc. Senior Invigilators should, where possible,
have a mobile phone, switched to silent. All other Invigilators must remember
to switch off their mobile phones before the start of the exam.
The only drink that is permitted in examination venues is bottled water.
other beverages are allowed.
No
Invigilators should be pleasant and sympathetic in their manner to candidates
whilst politely and firmly maintaining adherence to the University’s examination
regulations.
Anyone suspected of working under the influence of drink or drugs will be asked
to leave.
7.
Hours of Work
The number of hours an Invigilator works varies from one diet to another. This
will depend on the number of examinations, the number of candidates and the
availability of the Invigilators. External Invigilator availability is monitored and
regular poor availability (i.e. over 2 or more diets) can result in removal from
the list.
8.
Rate of Pay
Information regarding current fees for Invigilators is available on request from
Lauren Adams, Academic Affairs Department.
All enquiries regarding External Invigilation should be made to:
Academic Affairs Department
Level 4, Central Services Building
Robert Gordon University
Garthdee Road
ABERDEEN
AB10 7FY
Tel Main Office: 01224 262150
or
Tel: 01224 262169
E-mail: l.adams2@rgu.ac.uk
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Section 2: External Invigilator Role – Key Documents
Checklist of Responsibilities
The table below provides an indicative overview of who should be responsible for which tasks.
Responsibility
Before the Exam
Confirming that the question paper (and other materials) has
been checked and is correct1
Collecting and transporting all relevant exam materials from the
School Office(s) to the exam venue
Ensuring enough Invigilators are present and briefed, preferably
collectively, on their duties
Ensuring the room is laid out as required2
Ensuring all additional stationery has been provided (this may
already be stored at an external venue)
Ensuring desks are laid out with the correct stationery, including
date stamped answer booklet(s)
Starting the Exam
Getting candidates seated in an appropriate manner
Ensuring correct identification of all candidates
Dealing with candidates not on the register
Ensuring candidates are aware they are under exam conditions,
retrieving mobile phones etc.
Attending for the first 15 minutes of an exam to answer any
questions from candidates3
Notifying candidates of exam start
Recording exam start and finishing times
During the exam
Ensuring attendance register is completed
Clarifying suspected errors on papers
Undertaking spot checks to ensure that no unauthorised
calculators/dictionaries are in use
Where
necessary,
contacting
an
academic
when
a
concern/problem is raised about a paper
Dealing with a subject area enquiry where an academic's
professional judgement is required
Remaining contactable, by telephone, for the duration of the
examination
Ensuring late candidates are briefed and seated exam with
minimum fuss (within first 30 mins only). Late entry is at the
discretion of the Senior Invigilator.
Supervising candidates in a quiet and unobtrusive manner ,
responding to queries as appropriate
Supervising any candidates who may need to leave the room, in
accordance with exam regulations
Distributing additional paper/equipment as required
Finishing an exam
Ensuring accurate timekeeping is maintained
Notifying candidates when the exam has finished
Ensuring exam conditions are maintained until candidates are
dismissed from the room
Collecting and counting scripts , ensuring none missing
Ensuring scripts are never left unattended and are safely
delivered to the School Office along with any unused stationery
Leaving the venue in a tidy state
1
Senior
Invigilator
Supporting
Invigilator
Academic
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Each School will have its own procedure for ensuring this is done in advance of the examinations.
This is primarily the responsibility of the Estates Department but the Senior is responsible for highlighting any problems with the local
janitorial/technical staff or with Academic Affairs.
3 Academic staff attending an exam should not engage unnecessarily with candidates once they have entered the examination venue.
Any information that needs to be passed onto candidates should be discussed with the Senior Invigilator in charge of the examination.
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GUIDANCE NOTES FOR EXTERNAL INVIGILATORS FOR WRITTEN
EXAMINATIONS
These should be read in conjunction with the Description of Duties for External Invigilators
1.
Introduction
Invigilation means careful and watchful scrutiny of all candidates for the
duration of an examination. Invigilators are responsible for the conduct of
the examinations and ensuring that rules are observed, in accordance with
guidance provided by Academic Affairs. The examining School, Estates
and Property Services Department and the Academic Affairs Department
are responsible for ensuring the adequacy of the examination stationery,
accommodation and the Invigilation Team.
The student : invigilator ratios are tabled below. A minimum of two
Invigilators (one male and one female) where possible, will be present in
an examination venue for all exams of more than one student. The
student : invigilator ratio will be approximately 35:1 although, again, this
may vary given on the type of exam with more Invigilators assigned as
necessary. An indication of numbers is given below:
Allocation of Students : Invigilators (35 : 1)
Student Numbers
1
2-70
Between 70 and 105
Between 105 and 140
Between 140 and 175
Invigilator Numbers
1 (1 senior)
2 (1 senior, 1 support)
3 (1 senior, 2 support)
4 (1 senior, 3 support)
5 (1 senior, 4 support)
The majority of examinations have a common start time: the morning
session starts at 1000 hours; the afternoon session starts at 1430 hours;
the evening session starts at 1800 hours. It should be noted that there
are exceptions to the regular start times for exams and where possible,
these times will be highlighted on the exam timetable. It is important that
start times are checked and observed at all times.
2.
Examination Administration
The following instructions are set out for the guidance of Invigilators and
they must be strictly observed on the occasion of all examinations:Before the start of the Examination
2.1
The Senior Invigilator shall be responsible for collecting answer books,
question papers, attendance slips, Exam and Invigilation Record, and
Attendance Sheet for the examination from the School Office(s) in time to
ensure that he/she can be in the examination room at least thirty minutes
prior to an exam for 1-5 students, forty five minutes prior to an exam for
up to 100 students and one hour prior to an exam for over 100 students.
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It is the responsibility of the Head of School or his/her nominee, to ensure
safe keeping of examination question papers prior to the exam being held
and to arrange for the safe keeping of answer books following their return
to the School and prior to their transmission to markers. As such,
Invigilators will not be able to collect papers early i.e. the day before an
examination, or to keep them overnight prior to returning them.
2.2
For examinations held in external venues there are locked stationery
stores at each external site containing labelled boxes relevant to
examinations held at that site. Do not take anything from a box that is
not labelled for the exam you are dealing with. Once the examination is
over the answer books, ancillary materials and the remaining contents of
the box should be returned to the School Office. Do not leave “used”
boxes at the site.
2.3
Desk numbering: where numbered desks are to be used in an exam, this
will be highlighted on the timetable and two separate packs of numbered
cards will be issued by the School along with the examination pack. The
Senior Invigilator should brief his team on the procedure for using ‘desk
numbering’.
Where time and staffing issues allow, if possible, the
numbered cards should be returned to the School in numerical order.
However, the invigilation process must remain the priority, and diverting
staff to arrange cards in numerical order is to be done only at the
discretion of the Senior Invigilator. NB – The School of Pharmacy and Life
Sciences do not require the cards to be returned in numerical order.
2.4
Permanent desk numbering in RGU Sport: where permanently numbered
desks are to be used in an exam, the timetable will highlight which exams
have been allocated to which set of seat numbers.
2.5
The Senior Invigilator shall ensure that the other Invigilators are present
and should brief them, collectively, on their duties. Academic Affairs
should be informed if any of the Supporting Invigilators have not turned
up, or if they have turned up late without reasonable explanation.
2.6
The Senior Invigilator should ensure all desks are correctly arranged to
prevent cheating and that there is a clock visible to all students in the
room.
2.7
The Invigilator(s) shall date stamp sufficient answer books and any
supplementary answer papers and distribute these and attendance slips to
each desk. If examination answer books are to be re-used from a
previous diet, these should only be used at on-site examinations (i.e. not
for exams in external venues). Previously stamped answer books should
have the incorrect date crossed through with black ink from corner to
corner on the date box. This should be done by the School(s) before the
books are issued to Invigilators. The answer books should be re-used at
the next diet and not at the corresponding diet the following year i.e.
January 2015 books could be re-used in May 2015, but not in January
2016. Previously stamped answer books should not be used for re-sits.
Invigilators should stamp the new date adjacent to the crossed through
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date. Candidates who object to using a re-stamped answer book should
be given at least one answer book stamped only for that day.
2.8
The Senior Invigilator shall instruct candidates when to enter the
examination area - normally 15 minutes prior to the start of the
examination. For exams in RGU Sport students will be called from
‘University Street’ 20 minutes before the start of the exam.
2.9
Candidates will not normally be allowed to enter the examination venue
late. However, at the discretion of the Senior Invigilator, students may be
permitted to enter the venue late but only during the first 30 minutes of
the examination.
No candidates should be permitted to enter the
examination venue after 30 minutes have elapsed and Invigilators should
not enter into discussion with students about this.
2.10
Invigilators shall ensure unauthorised materials (including bags and coats)
are removed to the front, back or side (as appropriate to the venue) of
the examination area and that candidates are seated promptly.
Candidates may take into the examination area only those pens and other
items specifically authorised for the examination in question. Small,
valuable items such as wallets and switched off mobile phones may, at
the Invigilator’s discretion, be stored under the front of the candidate’s
desk.
2.11
Candidates are not allowed to have mobile phones or any other kind of
electronic device (e.g. iPod, MP3 Player, Smart Watch etc.) or earpiece on
their person during examinations. Anyone found with an unauthorised
device must be reported to the School.
2.12
Unless it is stated on the examination paper that calculators are
permitted, calculators may not be used. Where they are permitted, the
paper may specify a restriction on the models or type of calculator allowed
in an examination. Where such a restriction has been imposed, students
may only use the approved type or model of calculator. All calculators
must be silent.
It is the student’s own responsibility to equip him or herself with the
approved type or model of calculator, the University will not normally
provide spare calculators. Under no circumstances should calculators be
shared amongst students. The University reserves the right to carry out
spot checks on any calculators used in exams, normally undertaken by the
member of academic staff present at the start of the examination, or by
the Invigilators. Both have the authority to confiscate any unauthorised
device.
Invigilators are not expected to ensure that programmable
calculators have been reset. If in any doubt about a device being used,
the Invigilator should contact the School for guidance. Refer to the
Guidance on the Use of Calculators in Examinations for further
information.
2.13
Students whose first language is NOT English may use a simple, paperbased translation dictionary which only provides translation from their
own language to English and vice versa. Electronic dictionaries may not be
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used. A translation dictionary is defined as a dictionary that simply gives
equivalent words or phrases in two languages, without further explanatory
text or description. These dictionaries require prior approval by the
School and the student must show a copy of the signed Translation
Dictionary Approval Form in every examination. Should a student be
unable to show a copy of the signed form, he/she will not be allowed to
use their dictionary, unless the academic in attendance can formally
approve this and sign it off. The Senior Invigilator should record this on
the attendance list alongside the student’s name stating - ‘Dictionary
approval form not presented’, and the academic must also sign his name
alongside this entry. Please refer to the Guidelines on the use of
Dictionaries in Examinations in Section 3. The Translation Dictionary
Approval Form is included as an exemplar in Section 8.
2.14
Students are responsible for ensuring that any dictionary they are using
does not contain any hand-written notes or additional pieces of paper.
Should anything of this kind be identified, the user of the dictionary must
be reported to the Head of School on the suspicion of Academic
Misconduct. Please refer to the Guidelines on the use of Dictionaries in
Examinations.
2.15
The Senior Invigilator shall open the sealed envelope containing the
examination question papers in the examination area. These should then
be counted to ensure there are sufficient question papers available. These
should be placed on the desks face up so that students can refer to the
cover sheet and ensure that they have the correct paper.
2.16
The Senior Invigilator shall read out the Standard Set of Announcements
and start the examination on time.
2.17
When seated, each candidate shall write his/her name, Student ID
Number, course, module, and date and sign the attendance slip provided.
The slip shall be left on the top corner of the candidate’s desk, along with
his/her Student ID Card for spot checking by the Invigilators and
subsequent collection of the attendance slips by Invigilators.
If the student has not brought a valid Student ID Card, the Examination
Attendance Slip should be scored through. The student should be asked
for another form of identity; a driving licence or passport is an acceptable
form of identity for exam purposes, no other type of photo ID should be
accepted.
Alternatively, the visiting academic may be asked to
corroborate identity. The nature of the corroborating evidence should be
entered on the Examination Attendance Slip under the section “Student ID
No”, for example, passport, driving licence, (name of) academic. There is
no requirement to write the passport/driving licence number on the
attendance slip.
Where ID is not verified to the satisfaction of the Invigilator nor the
academic present, the candidate should be asked to stay behind at the
end of the examination and accompany the Senior Invigilator back to the
School Office whereby a formal identification can be made using student
records. Failure to comply with this request is a serious disciplinary
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matter which must be reported immediately after the examination to the
Head of School, via the School Office and to Academic Affairs.
Other candidates should not be disturbed or delayed by Invigilators
dealing with a candidate without a Student ID Card.
2.18
The Senior Invigilator shall advise candidates that a member of academic
staff will be present in the examination area for the first 15 minutes at the
start of the examination, to answer appropriate questions regarding the
examination paper. The academic member of staff will leave a contact
phone number in case of any further queries during the examination.
During the Examination
2.19
It shall be deemed that a candidate has started the examination once they
commence reading the question paper.
2.20
Within the first 30 minutes, Invigilators shall move around the desks and
collect the attendance slips. Whilst attendance slips are being checked
and collected, it is important that the invigilation process is not put into
jeopardy – invigilators must remain vigilant and observe the conduct of all
candidates. The Senior Invigilator may decide to assign the task of
collecting attendance slips to certain invigilators, whilst ensuring other
invigilators keep a watchful eye on students. The Senior Invigilator shall
check the attendance slips against the Attendance Sheet and indicate on
the Examination and Invigilation Record any special circumstances.
2.21
Candidates will be required to remain in the examination area until the
examination has been in progress for at least 30 minutes and may only
leave at the discretion of an Invigilator. Candidates who have left the
examination area, having handed in their answer books, may not return.
2.22
The Invigilators must be present at all times during the examination,
except on those occasions when one Invigilator is required to accompany
a candidate who requires to leave the examination area.
2.23
Candidates shall not be allowed to temporarily leave the examination area
once the examination has started unless accompanied by an Invigilator.
An Invigilator should always accompany a candidate to the toilet and, if
considered appropriate, can request that a candidate empties their
pockets before entering a toilet cubicle. If the Senior Invigilator is
concerned that numerous toilet breaks are being made, it may be prudent
to record/monitor visits.
2.24
Invigilators must be alert to candidates wishing to attract their attention
by raising their hands.
2.25
Senior Invigilators and Supporting Invigilators must operate in a
professional manner. They must not read, write, talk loudly or involve
themselves in any activity other than invigilating the exam.
Communication with a fellow Invigilator must be done very discreetly and
be limited to the business of the examination.
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2.26
Invigilators should always be discreet when dealing with candidates with
alternative arrangements, and avoid any action which draws undue
attention to them. Some candidates with alternative arrangements may
be in an “extra time room” situated either at the same venue as their
cohort or on their own School site.
It is important that any
issues/problems with an examination paper/questions are relayed to ALL
students sitting the examination.
2.27
Fire Alarm - If the alarm should sound the Senior Invigilator shall instruct
candidates to leave all examination papers and materials at their desks,
and proceed to the nearest exit. No person shall be allowed to use the
lift. When candidates are permitted to return to the examination area,
they shall await instructions from the Senior Invigilator with regard to the
re-start time and length of additional time (if any) to be allowed for the
examination. Refer also to the Guidance on Fire Evacuation Procedures.
2.28
Invigilators shall move discreetly amongst the candidates to ensure that
they are not employing unfair means. It may be necessary to check
labels on water bottles or look for notes hidden inside pencil cases (the
latter should be transparent, otherwise they must remain on the floor). If
an invigilator has any doubt about whether a candidate has infringed the
examination regulations he/she will consult with the Senior Invigilator who
has the authority to remove the answer book and any unauthorised
material e.g. notes, electronic device. The candidate will then be issued
with a new answer book and instructed to continue the examination from
the place where he/she was interrupted.
The time of any alleged
misconduct should be noted against the candidate’s name on the
Attendance Sheet. The Head of School must be informed and will deal
with it in line with the University’s Academic Regulations; the Senior
Invigilator will be asked to complete a short form (Academic Misconduct at
University Examinations) upon returning to the School. A sample of this
form can be found in Section 8.
Normally the candidate(s) will be allowed to complete the examination
unless the infringement directly affects the conduct of the examination.
2.29
Any unruly, inappropriate or disruptive behaviour, for example, talking to
fellow candidates during an examination, must result in the candidate(s)
receiving a verbal warning from the Senior Invigilator. The candidate(s)
Student ID Number should be noted and a report made to the Head of
School (i.e. on the Attendance Sheet).
Any further inappropriate
behaviour should result in the student being issued with a second and
final verbal warning advising them that any continued inappropriate
behaviour may result in them having their examination papers removed
and being asked to leave the examination venue. In all cases, the Senior
Invigilator is obliged to report the incident to the Head of School.
It is anticipated that it will rarely be necessary to ask a student to leave
an examination venue. Given that this could have serious repercussions
for the student, this should be a last resort only where their behaviour is
causing persistent and serious disruption to the rest of the cohort. Where
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15
a Senior Invigilator believes that the situation may progress to this stage,
they should seek advice from the School concerned i.e. by phoning the
academic contact following the issue of a second/final verbal warning, and
outlining the grounds for potential removal of the candidate(s).
2.30
Candidates who finish the examination early are allowed to take the
question paper with them when they leave the room, unless otherwise
specified.
2.31
Candidates shall not be allowed to leave the examination area during the
last 15 minutes of the examination unless they are being invigilated on a
one to one basis, when they are free to leave at any time after the first 30
minutes.
2.32
Candidates should be advised when there are only 15 minutes of the
examination left.
At the Conclusion of the Examination
2.33
Candidates shall stop writing when advised by the invigilators. Any
student(s) failing to stop writing should be warned that failure to stop
immediately will result in them being reported to their Head of School.
2.34
Candidates shall remain seated while the invigilators collect the completed
answer books.
2.35
The Senior Invigilator shall count completed answer books to ensure the
numbers are reconciled with the list of registered students provided, as
well as with completed attendance slips.
2.36
Candidates leaving the examination area should do so only when told by
the Senior Invigilator and should go quickly and quietly.
2.37 Candidates who have not produced a valid form of identification shall
return with the Senior Invigilator to the appropriate School office (ref para
2.17).
2.38
The Senior Invigilator shall personally return the signed Examination and
Invigilation Record, the Attendance Sheet, the completed answer books,
and attendance slips to the School Office.
2.39
The attendance slips and Examination and Invigilation Record will be
retained in the School Office for at least a year or until the period within
which any appeal could be heard has passed.
2.40
The Invigilators shall be responsible for collecting and returning to the
School Office any unused answer books and for leaving the examination
room neat and tidy. Normally, candidates will be allowed to retain the
question paper for future reference, unless otherwise advised by the
School.
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Section 2: External Invigilator Role – Key Documents
Section 2: External Invigilator Role – Key Documents
17
STANDARD SET OF ANNOUNCEMENTS FOR WRITTEN EXAMINATIONS
These announcements must be read out by the Senior Invigilator at every
examination - please refrain from unnecessary embellishment. Ensure you allow
enough time to read the announcements and start the exam at the specified
time.
PRIOR TO THE EXAMINATION
As the students are being seated:
1.
Say “All notes, coats, bags and switched off mobile phones should be
placed at the front, back or side of the room; fire exits must not be
blocked.
You should have no electronic devices on your person.
Remember to place your Student ID Card on your desk for checking by
the Invigilators. If you have no valid form of identification you must
remain after the end of the examination.”
Once all seated introduce yourself and the Supporting Invigilator(s)
2.
Say “This is the (title).................................... examination”
or
“The following examinations (titles).................................... are being
held in this venue.”
3.
“Please now complete the Attendance Slip on your desk together with the
cover of your answer book following the instructions carefully. Please
ensure you print your name and Student ID Number where required along
the right hand edge of the yellow booklet but PLEASE DO NOT REMOVE
AND CLOSE THE SEALED STRIP UNTIL YOU ARE ADVISED TO DO SO AT
THE END OF THE EXAMINATION.”
4.
“Please read the instructions on the back page of your answer book, in
particular, paragraph i) relating to extenuating circumstances.”
5.
“In the event of a fire alarm sounding you should not remove anything
from the room and must leave all examination papers, answer books and
other materials at your desk then proceed to the nearest exit which is
situated .....................”
6.
“You must comply with all instructions issued by the Invigilators; any
inappropriate behaviour will be reported.”
7.
“There must now be silence and you should all remain seated whilst the
examination papers are handed out. Please do not open them until you
are told to do so. Raise your hand if you need any assistance.”
When all the papers are distributed and the start time has been reached, say:
“You may now start and good luck in your examination.”
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AT THE END OF THE EXAMINATION
Supporting Invigilators should circulate amongst students to ensure all
have stopped writing.
1.
“The examination has finished and you must stop writing now.”
2.
“Please ensure that you have entered your name and Student ID Number
in the right hand section of the yellow answer booklet – you may now
remove the strip and fold this over as indicated. Also ensure you have
circled the questions answered.”
3.
“Tag all your answer books together. If you have more than one answer
booklet, place any additional booklets inside the back page of the first
booklet and use the treasury tag to secure them all.”
4.
“Remain seated until all the answer books have been collected and
counted and I will tell you when you may leave.”
5.
Before letting the students go, remind them to pick up their Student ID
Cards and all their belongings and that students failing to show a valid
form of identity must remain seated.
Reviewed: March 2015