Notes for Invigilators
Summer Term 2016
Summary of changes since the last Session:
1) The Summer term exams will be held in the following locations, with maps
available at: www.reading.ac.uk/exams/student/exa-map.aspx
London Road Campus
•
•
The Great Hall
Building 22, rooms G06 and G07
Whiteknights Campus
•
•
•
Palmer Building
Agriculture Building
Sports Park
Thank you for your assistance with invigilation this summer.
An invigilator has two principal functions:
• to assist the students
• to ensure the correct conduct of the exams
Exam Administration
The exam system at the University of Reading is run from the Examinations Office, Room
207, Carrington Building.
Each Exam Centre is managed by a Chief and Deputy Chief Invigilator. As an Assistant
Invigilator, you will be sent a personal rota to tell you the dates, times and locations that
you have been scheduled to invigilate.
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Arrival at the Exam Centre
Please arrive at your allocated centre at least 35 minutes before the start of each exam.
The majority of exams start at either 9am or 2pm and you should therefore arrive no
later than 8.25am or 1.25pm respectively, unless you are specifically advised of a
different start time.
A prompt arrival is essential because there will be considerable work to prepare for the
admission of candidates. Please wear your name badge and report to the Chief
Invigilator.
Prior to the Exam Starting
The Chief Invigilator will probably allocate you to a particular room, or to a portion of a
larger hall, for the whole of your invigilation period.
The Chief Invigilator may ask you to help prepare the exam room:
(i)
Lay out answer books, treasury tags and special requirements (e.g. log paper, data
books) for the papers to be sat. Stocks of the necessary items will be available in
the room or from the Chief Invigilator.
(ii)
Layout the specified number of answer books on each desk. These may be pink or
white. The front cover of the exam paper will tell you how many are required.
The Chief Invigilator may ask you to distribute question papers:
(i)
A label on each envelope containing question papers will inform you on which
desks a copy of that paper should be placed. Please take care to distinguish
between individual seat numbers (e.g. 23, 25, 29, 31) and broken sequences (e.g.
23-25, 29-31);
(ii)
When laying out question papers, please check that the answer books and special
requirements specified in the top right-hand corner of the paper (under the
module-paper code) have been correctly provided on the relevant desks;
(iii)
Put one spare copy of each question paper on the Invigilator's desk, and return the
rest to the Chief Invigilator.
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Seat Numbers
Copies of the seating list will be displayed outside each exam centre for the information
of candidates. The seating list will indicate to which room and desk a candidate has been
allocated. In addition, the seating list records each candidate's examination number
(also to be found on their personal timetable) which they will need to write on every
answer book. Seat numbers in a room are normally arranged in a zigzag fashion to
reduce the amount of walking necessary when distributing papers or collecting scripts.
It is essential that candidates sit in the correct seat. If someone sits at the wrong desk,
please move them to the correct one.
Personal Belongings
Candidates are expected to provide their own writing and drawing instruments. Bags,
notes and other personal belongings should normally be left at the front of the exam
room.
Candidates are not permitted to have a pencil case or other container in the vicinity
of their exam desk, unless it is transparent.
Permitted Texts
For some question papers, candidates may be permitted to use specified texts such as
play scripts, atlases, dictionaries or law statutes. If a text is permitted, this will be
indicated under the module-paper code on the front of the question paper.
Invigilators should select several copies of a permitted text at random and quickly flip
through the pages to check that no notes or inserts are included. It is rarely feasible to
check all copies of a text, either in the time available or without causing unnecessary
disruption to candidates. Wherever possible, arrangements will be made for School or
Department staff to inspect texts during the exam.
“Open Book” Examinations
In an “open book” exam, candidates may bring any written materials which may prove
useful. There is no need to check any such items.
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Calculators
Information on whether calculators are permitted in exams, and, if so, the types of
calculators which are permitted, is shown at the top of the exam paper under the
module code.
All non-programmable calculators used by candidates should have been certified as
appropriate by the relevant School/Department by the application of a tamper-evident
sticker to the front of the calculator.
If a label has been removed from a certified calculator and applied to another calculator,
the foil backing of the label will have been partially removed so the interference with the
label will be evident.
If you find a student using a calculator for a paper where a calculator is forbidden, or if
you suspect that an inappropriate type of calculator is being used or that the label has
been tampered with, do not remove the calculator from the student but note the time,
the seat number of the student, the model of the calculator, and inform the Chief
Invigilator straight away.
Where a paper permits any calculator, calculators need not have been certified with a
label by a School/Department. Arrangements for the checking of such calculators will be
made by the Chief Invigilator.
Dictionaries
Each exam centre will be provided with at least one English Dictionary that candidates
may ask to consult. If candidates wish to use a bilingual dictionary, they must bring a
letter on headed paper from their school granting permission to use the dictionary. If
you are unsure whether a dictionary is allowed in a particular exam, check with the Chief
Invigilator. Electronic dictionaries are never permitted. Please check paper dictionaries
for notes or annotations which are not allowed.
Mobile Phones & Smart Watches
It is essential that candidates do not have a mobile phone or Smart Watch on their
person or in the vicinity of their desk. Students should be instructed to switch off their
mobile phones and smart watches, cancel any alarms, and place them in their bag at the
front of the room, if they have brought a bag.
If they do not have a bag, they should be provided with a self-seal polythene bag and
asked to write on the white panel
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- their name
- their student number or candidate number
- their desk number
and place the bag on the table at the front of the room or area designated by the
Invigilator. Candidates should collect their phones after the examination and deposit the
bag in a box provided.
The message about mobile phones should be repeated frequently before the start of
each exam. Possession of a mobile phone is the most common form of academic
misconduct.
Once the exam has started, if you find a candidate with a mobile phone in an
examination centre do not remove the mobile phone, but note the time, the seat
number of the student, and inform the Chief Invigilator immediately.
Rough work
Scrap paper is not permitted and candidates should be instructed to use the answer
book for all of their work, including any rough work. Candidates should strike through all
notes that are not intended for consideration by the Examiners.
Candidates with specific learning difficulties who are sitting examinations in the special
arrangements venue are the only exception where the Chief Invigilator will supply the
rough paper.
Admission of Candidates
Candidates are admitted to the examination room ten minutes prior to the start of the
exam. They may read the question paper but may not start writing until told to do so by
the Chief Invigilator or the Room Invigilator at the official start time of the exam
(normally 9am or 2pm). Any student without a seat or with a query should be referred
to the Chief Invigilator. Candidates will be allowed five minutes at the end of the exam
to complete the front of their answer books.
Once candidates are seated the Chief Invigilator or the Room Invigilator should make a
series of announcements. These are noted below, and are noted again in the
Invigilators’ Formulations appended to this document. Please use these formulations
to ensure that guidance and instruction is given to candidates in a consistent manner.
“Until the start of the exam at [time] you may read the question paper, but you
must not write anything. You will be given 5 minutes at the end of the exam to fill
in the front covers of the answer books which you use. You may not leave the
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exam in the first half hour or the last half hour. If you wish to go to the toilet or
need assistance, please raise your hand to alert an invigilator.
You are not allowed a mobile phone or Smart Watch on your person, in your
pocket or in the vicinity of your desk. If you have left a mobile phone or Smart
Watch in a bag or coat at the front of the room, please make sure it is switched
off and any alarms have been cancelled. If you do not have a bag, please put it in
one of the plastic bags provided at the front of the room, and label the plastic
bag with your name, seat number and candidate number.
Pencil cases and other containers are not permitted in the vicinity of your desk
unless they are transparent.
Please place your Campus Card or other ID on your desk next to the seat number.
Rough workings and notes should be written in the answer books. You should
strike through rough work and notes that you do not wish the Examiners to
consider.”
Starting the exam
At the official start time of the exam (normally 9am or 2pm), the Chief Invigilator or the
Room Invigilator should announce to the candidates that they may start writing.
“You may now start writing; you will be given a time warning 30 minutes and 10
minutes before the end of the examination.”
Reporting of Absentees
After five minutes of exam time has elapsed (allowing time for latecomers to find their
seats) you should walk around the room and note the seat numbers of any empty desks
which have a question paper on them. These seat numbers and the corresponding
module-paper codes should then be entered on the Room Absentee Form. The form
should be completed even when there are no absentees. Shortly after you have filled in
the form, the Chief Invigilator will collect it from you. This information is used to
communicate absentees to the Examinations Office and it is important that the form is
completed accurately.
Student Identification
Candidates are required to display their Campus Card or another form of photo ID. They
should be instructed to place their card on their desk next to the seat number. Using a
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seating list (which links student names to seat numbers) you should check the identity of
all candidates.
It is important that you do not disturb candidates while checking their identity and the
check should be conducted preferably before or, where this is not possible, early, in the
exam. If you are suspicious about the identity of a candidate you should make a note of
the seat number and inform the Chief Invigilator. If a student does not provide photo ID,
they should be given a ‘confirmation of identity form’ to complete.
Admission of Late Candidates
Candidates may be admitted freely up to half an hour after the start of the exam but you
must inform the Chief Invigilator. Thereafter, late arrivals can only enter at the Chief’s
discretion. Extra time is not normally permitted for late arrivals. It is important to
remind the late candidates to hand over their mobile phones/Smart Watches, and any
other instructions that they may have missed. (“I missed the instructions at the
beginning of the exam” is the most common excuse provided by candidates later caught
breaking the rules).
Candidates Leaving Early
Candidates may not leave during the first half-hour of the examination (to prevent
opportunities for cheating) or, normally, the last half-hour of the examination (to avoid
disturbance to other candidates). They may leave between these times with your
permission, but, if a candidate wishes to leave early in the session (and particularly if he
or she appears distressed), try to seek a reason for their departure and if you are
concerned call the Chief Invigilator. You should note the seat number and time when a
candidate leaves on the appropriate form. Any candidate who attempts to leave within
the first half hour of the examination should always be referred to the Chief Invigilator.
Toilet Breaks
Candidates must seek your permission if they wish to leave the room to go to the toilet,
by raising their hand. They should not get out of their seats without prior permission.
On the appropriate form, you should record the time a candidate leaves the room, the
time he or she returns and the relevant seat number. If you feel that a candidate’s
absence from a room is unduly prolonged, or if the candidate leaves the room more than
twice, you should inform the Chief Invigilator.
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Supervision
During the exam it is important to walk occasionally between the rows of desks to
maintain effective supervision. It is also advisable to stand in different corners of the
room to observe from different angles. Watch particularly for sudden guilty movements
of paper. Never leave a room unattended. Please read the section on cheating and
other misconduct for further information.
Breaks for Invigilators
During the course of the exam there may be an opportunity for a mid-session tea-break.
To cover for a colleague on a mid-session tea-break, you may be asked to look after an
area adjoining your own as well as your own.
Unavoidable Absence of Invigilator from an Exam Room
In the event that you have unavoidably to leave your room, please alert a neighbouring
invigilator who will be required to cover your room as well as his/her own until your
return. Never leave a room unattended.
Invigilator conduct
Invigilators must not use laptops while invigilating. It is very important that as an
invigilator you do not make any unnecessary noise that may disturb candidates. Please
wear soft shoes and switch off your own mobile phone. Do not wear watches that beep,
or type on a keyboard during exams – such noises disturb candidates and cause
complaints.
When talking to candidates or colleagues during an exam, please be aware of your
own volume!
Illness or Disability of Candidates
Any student who becomes unwell during an exam should be taken out of the room and
seen by the Chief Invigilator. If the disability is brief, the candidate may be allowed back
into the exam room and, if appropriate the Chief invigilator may give them a small
amount of extra time. However, if the period of disability is likely to be prolonged, the
Chief Invigilator will normally make alternative arrangements. If the candidate recovers
sufficiently, arrangements may then be made for them to complete the paper later the
same day in the special arrangements venue. In this case, the candidate’s script should
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be given to the Chief or Deputy Chief Invigilator. Please write on the script the time the
candidate stopped work, so that the correct amount of additional time can be given
later.
End of the Exam
The Chief Invigilator or the Room Invigilator should give candidates a time warning 30
minutes and 10 minutes before the end of the exam. Candidates may not leave the room
during the last half hour.
“You have [30/10] minutes until the end of the examination and you may not
leave during this period.”
At the end of the examination, the Chief Invigilator or the Room Invigilator should make
the following announcements:
“Please stop writing in your answer books.
You may now spend up to five minutes filling in the front of any answer books
that you have used. Please check that you have included your name, your
candidate number, your seat number and the module-paper code of the paper
on any loose sheets.
Please make sure you have completed the strip down the right-hand side, then
fold and seal it down using the adhesive strip.
If you have used more than one booklet, or any loose sheets, please gather them
up in order, and fasten together with a treasury tag.
Please leave your script on your desk. You must also leave any unused answer
books. You may, however, take away the question paper [unless an instruction
has been issued that a question paper may not be removed by candidates or if
the questions are printed on coloured paper].”
If appropriate, please add:
“Please leave as quickly and quietly as possible to avoid disturbing candidates
elsewhere in the building.”
As candidates leave, please stand at the door and check that they do not walk out with
scripts, unused answer books or other examination materials (other than white
question papers).
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Exams of Different Durations
You may be invigilating in a room where exams of different durations are being taken. If
this is the case, please remember that a number of time warnings will need to given.
Candidates should be asked to leave as quickly and quietly as possible to avoid disturbing
those taking papers of longer duration. It may not always be appropriate to enforce the
‘last half hour’ rule if exams of different lengths are held in the same room.
Variations to standard announcements are listed in the Invigilators’ Formulations.
When Candidates Have Left
(i)
Collect the scripts and unused answer books from desks of absentees in order of
seat number. Ensure that 5 digit candidate numbers are on each script and that,
where a candidate has used more than one answer book, all books are held
together by a treasury tag. If a script appears to be missing, make a note of the
seat number and inform the Chief Invigilator immediately.
(ii)
Take the piles of scripts as soon as possible to the invigilator’s desk at the front of
the room or the Chief Invigilator’s office, as advised. The Chief Invigilator will
indicate where to leave them.
(iii)
If requested to do so, please check scripts against the script check lists.
(iv)
Please do not allow any Departmental/School Examiner to collect scripts from you.
The scripts must always be checked by the Chief Invigilator, who alone has the
authority to release scripts.
(v)
Prepare the room for the next exam. Lay out answer books and any special
requirements as indicated by the Chief Invigilator.
(vi)
If any student approaches you after the exam concerning factors which he or she
feels may have affected his or her performance, please refer the student to the
Chief Invigilator.
Cheating
The Senate has agreed that cheating, which is an attempt to gain an advantage for
oneself or another by deceit, and other misconduct are breaches of discipline under the
University's Regulations for Conduct (16), and are punishable by a range of sanctions.
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Cheating and other academic misconduct in written examinations (including tests and
examinations administered by a School/Department) include, but are not restricted to:
(i)
Taking into the examination hall, or possessing while in the examination hall, any
books, memoranda, notes or other similar material (including material held
electronically) except that students are permitted to deposit such material in an
area designated by the invigilator prior to the start of the examination. Material
which has been supplied by the invigilator or authorised by the Examiners is
exempt from this proscription.*
(ii)
Taking into the examination hall or possessing while in the examination hall any
device which permits communication with others or receipt of communication
from others or receipt of information;*
(iii)
Copying from, consulting or otherwise making use of another candidate’s script; or
attempting to copy from, consult or otherwise make use of another candidate’s
script;
(iv)
Improperly aiding or attempting to aid another candidate, or improperly obtaining
or attempting to obtain aid from any person;
(v)
Consulting or attempting to consult, any books, memoranda, notes or any other
similar material (including material held electronically) while present in the
examination hall during the period of the examination;*
(vi)
Impersonating or attempting to impersonate another candidate or being
knowingly impersonated.
* Note: For the purposes of these regulations, ‘examination hall’ includes the
examination room, the toilets and any other areas to which candidates have
access during the examination.
Other misconduct in written examinations
Candidates are not allowed under any circumstances to talk to each other or to behave
in a manner likely to disturb or distract other candidates during an exam. Candidates are
not permitted to smoke or eat in the exam room, and are permitted to drink still water
only. Candidates are not permitted to have a pencil case or other container in the
vicinity of their exam desk, unless the pencil case or container is transparent. It is
forbidden to remove an exam script or a part of an exam script from the exam room.
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Candidates are not allowed to leave the exam before it has finished without the
permission of the invigilator or to leave the exam room temporarily for any purpose
without the permission of the invigilator.
Invigilators are authorised to instruct candidates who are talking or behaving in a
disruptive manner to leave the room. Invigilators will report candidates whose conduct
appears to constitute cheating.
It is an offence to disregard a legitimate instruction given by an invigilator. Candidates
failing to comply with such instructions will be liable to disciplinary action.
Please note:
• If you suspect a student of cheating, you should observe the student carefully.
You should not approach the student at this stage, but should immediately inform
the Chief Invigilator who will decide what action to take. The Chief Invigilator is
responsible, in the first instance, for investigating cases of suspected cheating. The
candidate should not be prevented from completing the exam on the grounds of
suspected cheating.
• You are authorised to instruct candidates who are talking or behaving in a
disruptive manner to leave the room. You should report such candidates to the
Chief Invigilator immediately.
• Cheating or other misconduct in exams will be treated as a disciplinary matter as
set out in the Regulations for Conduct (36) to (45) in the University Calendar.
• The University reserves the right to confiscate from candidates mobile phones and
other items that are not permitted within the exam centre. Confiscated items will
not normally be returned to the candidate until the end of the exam period. You
should not confiscate the items yourself, but alert the Chief Invigilator straight
away, and confiscation beyond the end of the exam will be at his/her discretion.
• Smart Watches are increasingly popular amongst students. They are not
permitted in exams. Please check large digital watches carefully, and crucially look
out for suspicious over-use of a watch. Tell the Chief if you have any concerns.
Information provided to students
Students are informed of exam procedures in a document called “What you need to
know” which they are told to read when they receive their exam timetable. You may
wish to view the guidance at: www.reading.ac.uk/exams/exa-WYNTK.aspx
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Training for Invigilators
The training session is compulsory for all new invigilators. If you have invigilated in the
past but would like a reminder of the rules, you are also welcome to attend. The dates
of the next available sessions will be published on the Exams Office Website at:
www.reading.ac.uk/exams/exa-invigilation.aspx
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Fire alarms during the exam period
This document outlines the procedures for Chief Invigilators and their Deputies to
follow in the event of a fire alarm sounding during an exam. Other invigilators will be
briefed on this guidance before they start their duties and are instructed to familiarise
themselves with evacuation procedures.
The specific arrangements will differ depending on which building is in use; it is thus
important to locate all fire exits and know where the fire assembly points are for each
of the Exam Centres. In addition to the obvious health and safety implications, we also
need to ensure the integrity of the exam remains intact.
Responsibilities of Chief and Deputy Chief Invigilators
• To check that all fire exits are unlocked and that any obstructions are removed at
the beginning of each day;
• To brief any invigilators who are new to the exam centre on the locations of fire
exits and assembly points;
• To assist the invigilators to evacuate their room/section of the hall in the event
of an emergency;
• To ensure all the invigilators are accounted for following an evacuation.
• To ensure no one returns to an evacuated building until the alarm has been
switched off and the ‘all clear’ has been given.
Before the exam starts
Each invigilator should be confident that they know what to do in case a fire alarm
sounds. They should locate the nearest fire exits and be aware of the route to the
designated fire assembly point. When the students are seated before the exam begins,
they should read out the following formulation:
“In the rare event that the fire alarm should sound during this exam,
I will instruct you to evacuate the building. Your closest fire exits are
[indicate here] and there is an alternative route {indicate here]. The
assembly point is [indicate here]. You will remain under exam
conditions throughout and should leave the building in absolute
silence. “
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During the exam
If a fire alarm sounds during an exam, the most senior invigilator in the room will be
responsible for giving the instructions to evacuate the building. This is the
recommended wording:
“It is necessary to evacuate this room. Please leave in silence via the
fire exits [indicate direction] and make your way directly to the
assembly point [indicate where]. Do not talk to any other student.
Leave all your papers and belongings behind. Do not take anything
with you.” (Repeat if necessary)
If there is more than one invigilator in a room or hall, the invigilator nearest the exit
should lead the students out to the assembly point. In the case of the larger halls, each
invigilator should lead through different fire exits to reduce congestion. The most
senior invigilator in the room/hall should be the last one to leave the room (to ensure
that candidates cannot use the evacuation as an opportunity to cheat in their exam). If
there is only one invigilator in the room, s/he should instruct candidates to leave and
then follow the last one out, closing the door behind them.
Where there is a ‘floating’ invigilator, they will be responsible for evacuating the toilets
and should direct students to the fire exits and assembly points accordingly.
When outside
The invigilators should report to the Chief/Deputy so that the Chief is satisfied that all
the invigilators are accounted for, and that each invigilator can confirm their
room/area has been evacuated.
The invigilators should then remind the students that they are still under exam
conditions and that they should remain in silence. They must also ensure that no one
leaves without permission of the Chief Invigilator, even if the candidate feels they have
finished the exam and only a few minutes of it are remaining. This is to avoid confusion
over whether a student is still inside the building or absent from the exam.
Everyone must remain outside until the Chief invigilator is advised by the Fire Safety
Officer or Fire Brigade that it is safe to re-enter.
When all the candidates are settled in their seats, the invigilators should confirm how
much extra time will be added to the exams and inform the candidates of their new
finishing time before restarting the clock.
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INVIGILATORS’ FORMULATIONS
To ensure that guidance and instruction is given to candidates in a consistent manner,
please use the following formulations when making announcements. A copy of these
formulations will be available in the examination room.
As candidates are entering the room:
• Remind candidates to leave bags, notes and coats at the front of the exam room,
and particularly emphasise that mobile phones and Smart Watches cannot remain
on their person.
Once candidates are seated:
• “Until the start of the exam at [time] you may read the question paper, but you
must not write anything. You will be given 5 minutes at the end of the exam to fill in
the front covers of the answer books which you use.
• You may not leave the exam in the first half hour or last 10 minutes. If you wish to
go to the toilet or need assistance, please raise your hand to alert an invigilator.
• You must not have a mobile phone or Smart Watch on your person or in the vicinity
of your desk. If you do have a mobile phone or Smart Watch, cancel any alarms,
switch it off and place it in your bag at the front of the room. If you do not have a
bag, put it in one of the plastic bags provided at the front of the room, and label the
plastic bag with your name, seat number and candidate number.
• You may only keep a pencil case in the vicinity of your desk if it is transparent.
• Place your Campus card or other photo ID on your desk next to the seat number.
• Do all rough work inside your answer book. You should strike through rough
work and notes that you do not wish the Examiners to consider.
• In the rare event that the fire alarm should sound during this exam, I will instruct
you to evacuate the building. Your closest fire exits are [indicate here] and there is
an alternative route [indicate here]. The assembly point is [indicate here]. You will
remain under exam conditions throughout and should leave the building in absolute
silence.”
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At the official start time of the exam:
• “You may now start writing; you will be given a warning 30 minutes and 10 minutes
before the end of the exam.”
10 / 30 minutes before the end of the exam:
• “You have 10 / 30 minutes until the end of the exam. You may not leave during this
period.”
Or, if there are papers of different duration being taken in the same room:
• “If you are taking a [one/two etc.] hour paper, you have 30 minutes until the end of the
exam.”
End of exam:
• “Please stop writing in your answer books.
• You may now spend up to five minutes filling in the front of any answer books which
you have used. Check that you have included your name, your candidate number, your
seat number and the module code of the paper on any loose sheets.
• Make sure you have completed the strip down the right-hand side, then fold and seal it
down using the adhesive strip.
• If you have used more than one booklet, or any loose sheets, gather them up in order
and fasten them together with a treasury tag.
• Please leave your script on your desk. You should also leave any unused answer books.
You may take away only the white question papers, not any coloured ones.
• Please leave as quickly and quietly as possible to avoid disturbing candidates elsewhere
in the building”.
If a fire alarm sounds during an exam, the most senior invigilator in the room will be
responsible for giving the instructions to evacuate the building. This is the recommended
wording:
• “It is necessary to evacuate this room. Please leave in silence via the fire exits [indicate
direction] and make your way directly to the assembly point [indicate where]. Do not
talk to any other student. Leave all your papers and belongings behind. Do not take
anything with you.” (Repeat if necessary).
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