Class Test Organisation & Invigilation Procedure
Contents
1.
2.
3.
4.
5.
Types of Class Tests
Students with Special Requirements (SSRQ)/ Use of PCs
Suspected Cheating in a University Test
Invigilation
Emergencies and Fire Alarms
This document relates to all WBS UG and PG class tests. Students taking tests are referred to as candidates, programmes organising the
tests are referred to as the organisers, and Academic Services is referred to as AS. This document takes guidance from, the University’s
Examination and Degree Conventions, Calendar and Teaching Quality Unit and the University’s Assistant Registrar (Examinations).
1. Types of Class Tests
WBS typically holds two types of class test:
1) ‘Summative’ departmental class tests that contribute to award credit
- Should be conducted in accordance with the regulations for the conduct of centrally administered
credit-bearing examinations (“a piece of work that contributes to the overall mark for a module or course which
is undertaken in a controlled environment under the supervision of either examiners and/or invigilators and within
a set time-frame.” University Senate minute 116(a)/05-06).
- Specifically, candidates should be asked to:
a) bring photo ID for inspection (student ID card, driving licence and passport are all acceptable)
b) complete their details CLEARLY AND SIGN class test white attendance slips (available from AS)
*Where practical, b) above may be waived where candidates are marked present on a register (which must be kept
securely after the test) on production of acceptable photo ID.
c)
d)
e)
f)
complete their details CLEARLY on answer booklets or in space provided on the question paper
avoid bringing bags with them into the test room
switch off mobile phones
refrain from talking until the test has ended and they are outside the test room.
- Specifically, organisers should:
g) ensure adequate invigilation and arrangements for students with special requirements
h) ensure a master copy of all credit-bearing test is provided to AS for archive alongside formal exam papers.
2) ‘Formative’ departmental class tests that do not contribute to award credit
- Should be held under appropriate conditions stipulated by the department, with reference to the
regulations in 1) above as required.
- Points c), e), f) and g) above should be followed.
For all tests
A suitable venue should be used to allow seating of candidates at adequate intervals to reduce over-crowding
and the possibility of cheating. Although the University does not usually consider lecture theatres to be suitable
accommodation for formal tests/ exams, most WBS class tests involve large numbers of candidates, require
each candidate to have the use of table space and occur within scheduled class time. Within these constraints,
WBS considers lectures theatres to be acceptable, but not ideal, spaces for class tests.
Wherever possible, class tests should be run in the normal class slot for the module. NIEs should be realistic
about the time available, WBS Programme Quality Committee (PQC) recommend that a 45 minute test is the
maximum that can be successfully and logistically achieved within a one-hour lecture slot.
NIEs are advised, where possible, to present test papers with space provided for answers to be written on the
test paper itself, to avoid unnecessary partial use of exam answer booklets. If answer booklets are needed, they
should be sourced from AS. Unused answer booklets MUST NOT be removed from the test room by candidates
or anyone other than the organisers (see section 4 below on cheating) and must be returned to AS promptly.
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It is recommended that NIEs produce two or three versions of all class test with questions in varying order,
distributed alternately, to reduce the chance of ‘over-the-shoulder’ cheating, particularly in a crowded venue.
IT Services can help NIEs to develop and mark m/choice answer sheets (contact Natasha Nakariakova ext 22337).
2. Students with Special Requirements (SSRQ)/ Use of PCs
All arrangements for SSRQ who sit class tests outside of the main venue will be coordinated by AS at your
request (contact exams@wbs.ac.uk). It is fine to make the arrangements yourself if you wish, but you MUST
FIRST CHECK with AS that the candidate(s) in question has/have been granted formal University permission to
sit exams/ class tests outside the main room, and what permissions have been granted.
The most common permissions are:
Extra time (25%)
- Permitted to candidates with different learning needs (e.g. dyslexia).
- 25% extra time is added to the end of the test (e.g. an extra 11.25 mins for a 45-min test etc).
- Candidates are not obliged to use this extra time, they may finish at the regular time if desired.
Rest breaks
- Permitted to candidates who need to rest from their work at regular intervals (e.g. muscle pain etc.).
- Candidates should be advised to alert an invigilator (e.g. raise their hand) when they are taking a break.
They will usually just rest their eyes or hands for a few minutes and stay at their desks, others may
stretch or walk around the back of the room. This is fine, but they should not disturb others.
- Breaks should be recorded on the whiteboard (e.g. ‘3 mins + 2 mins’). When there is 5 minutes test time
left, all the rest breaks taken should be totalled and added to the regular end time of the test, and
confirmed to the candidate(s).
- Although there is no formal rule on maximum total rest time allowed, candidates usually only take 5-20
minutes, and as above, are not obliged to use the allocated rest breaks.
Use of a PC
- Usually permitted to candidates with musclo-skeletal problems (e.g. arthritis, broken wrist).
- Candidates might also be permitted extra time or rest breaks as above in addition to the use of a PC.
- PCs are set up by WBS Solutions to ensure no file store, shared files or internet facility is available.
- Advice and full instructions on invigilation of these tests are available from AS (summary below at **).
If organising SSRQ tests yourself, it is recommended that an organiser attends the start of every session to greet
to the candidate(s), confirm their permissions and introduce the invigilator.
** For candidates using a PC:
a) It is recommended to book (via the normal room booking process) the PC Labs D0.04/ D0.05 for
larger numbers, if all have permission to use a PC for tests/ exams. Book the rooms well in advance
to avoid disappointment! Please liaise with WBS Solutions who are accustomed to setting up PC(s)
for exam candidates (i.e. not networked and with no access to the internet).
b) Check with candidates – in advance – that they are accustomed to using the relevant software.
c) Invigilators should ensure that a Word document (and/ or Excel spreadsheet if relevant) is preprepared on screen with a header in the format [student ID module code] and a footer in the
format [Page x of y]. The document should be saved to the desktop using the same name format.
d) Candidates should be advised not to spend too much time on formatting and spell-checking, but to
concentrate primarily on answering the questions.
e) Invigilators sourced by AS will have been instructed on the administration of tests held in this room
and will have received the University’s ‘Instructions to Invigilators’ document.
f) Printing candidates’ work at the end of the test. Invigilators should print a test page before
candidates are admitted. In rooms without a printer, candidates’ work should be saved to a
memory stick, printed by the organiser and shown to the candidate before the candidate leaves.
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3. Suspected Cheating in a University Test (University guidelines adapted for WBS class tests)
Although candidates are advised not to bring bags into test venues, organisers and invigilators should check that
candidates do not have with them, accidentally or deliberately, any prohibited materials, books or answer
booklets not distributed by the organisers. Be aware that candidates HAVE BEEN CAUGHT removing precompleted answer booklets from bags and swapping with blank answer booklets on their desks, hiding notes in
the pages of pre-approved dictionaries and even referring to writing on their arm!
Invigilators should also make a note of any candidate they find not in possession of a valid University ID card or
other photo-bearing ID and about whose identity they may be suspicious. Impersonating a fellow student in a
University test or exam is regarded as a form of cheating.
Where invigilators suspect cheating, they should inform the organiser immediately, who should consult with all
invigilators before warning the candidate that they are suspected of cheating and that a full report will be made.
The candidate may then be permitted to finish the test. Immediately after the test, a full written report should
be made by the organiser, who should consult with the relevant Programme Manager and AS, who will advise
on how to proceed if the allegation is to be taken further.
4. Fire Alarms & Evacuation
Ensure that all invigilators have access to a phone and a contact telephone number for an organiser in case of
emergency. Invigilators should be instructed to call Security on 02476 522 222 from a mobile phone or internal
extension 22222 in case of a medical, fire or other emergency. Organisers and invigilators are responsible for
ensuring they and all candidates exit the building if they hear a constant fire alarm and therefore should be
familiar with the nearest emergency exit(s) and assembly point(s).
WBS Scarman Road:
- Fire alarms are tested for 30 seconds at 8:45am every Tuesday morning.
- If a constant fire alarm is heard, EVERYONE MUST EVACUATE THE BUILDING Immediately. Candidates
should be asked to stop writing, leave their test papers on the desk in front of them, leave the room by
the nearest fire exit and leave the building to the fire assembly point in Radcliffe car park. If exit is not
possible, phone Security WITHOUT DELAY on 02476 522 222 from a mobile or internal extension 22222.
Scarman House & Radcliffe House Conference Centres, WBS Teaching Centre and all other University venues:
- Organisers and invigilators should familiarise themselves with the fire alarm testing and evacuation
procedures and assembly point(s) for the venue, whilst following the procedure above.
5. Invigilation
Adherence to University guidance is recommended, allowing at least one invigilator for every 40 students. In
lecture theatre environments, double that allocation is advised. Invigilators and organisers are asked to keep
conversation amongst themselves to a quiet minimum to avoid distracting candidates. Support staff may be
allocated as invigilators if resources allow.
Mobile phones: Students are not permitted to take mobile phones into examinations (see University Senate
ruling). Following previous cheating allegations, it is strongly advised that this ruling is applied to class tests. If
candidates have inadvertently brought their phone to the test room, they shall not be permitted any extra time
to make up for time lost while storing their phone outside of the test room
Doctoral student invigilators can be sourced from AS, who coordinate the allocation of experienced invigilators
throughout the year. All invigilators (whether sourced from AS or not) should be asked to report to the test
venue at least 15 minutes ahead of the test start to be provided with:
- specific test details (which may differ from others they have invigilated)
- spares if necessary (test question papers, answer booklets, white attendance slips)
- contact details in case of query or emergency (ensure all have access to a phone and are able to dial
external numbers (i.e. organiser or security).
Most formal class tests are held under exam conditions (the organiser will confirm if this is NOT the case) and
students (candidates) should be seated at a suitable distance apart to reduce the possibility of cheating.
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Instructions to Invigilators. Please take further advice for each test from the organiser.
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Ensure question papers are placed face down on desks with corresponding answer booklets, attendance
slips and any other material that has been provided.
Put up ‘Quiet Please’ notices in 2 or 3 locations outside the room.
Make sure that you are satisfied with your instructions, that you know exactly what is expected of you
and that you know who to contact in case of queries/ emergencies. ASK if you have any questions!
If you are invigilating alone, ensure that the test room door is closed/ locked if the test papers are left
unattended for any length of time before the test starts.
Starting the Test:
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5 minutes before the start of the test, say (loudly, slowly and clearly) to candidates:
Please remember that you are under University exam conditions and you must not talk during the test
Move all bags and coats to the front/ side of the room
Place your photo ID on your desk for inspection
Fill in your details on the attendance slip on your desk and on every answer booklet you use.
At the test start time, say to candidate(s): “You may start now”.
Make a note of the exact time that the test starts, so that you can work out the correct finish time; write the
start and finish times on the whiteboard VERY CLEARLY as a reminder for invigilators and candidates. If, at any
time during the test a candidate asks you for extra time, please alert one of the organisers immediately – all
candidates with approved extra time will be sitting the test in a separate location.
Ending the test:
5 minutes before the finish time invigilators should say (loudly, slowly and clearly):
 There are 5 minutes remaining.
 [Then at the finish time] Please stop writing now.
At the end of the test, please help the organisers with collecting test papers, tidying the room etc.
In case of problems or if you suspect cheating – see point 3. above
For medical emergencies – contact Security on 22222 (024 7652 2222 from a mobile)
Ensure that all invigilators have access to a phone and a contact telephone number for an organiser in case of
emergency. Invigilators should be instructed to call Security on 02476 522 222 from a mobile phone or internal
extension 22222 in case of a medical, fire or other emergency.
Academic Services
LB 21/08/14
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