exam_invigilator_rules_
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Exam Invigilator Rules:This document contains the rules and processes that invigilators need to be aware of when invigilating. Please familiarize yourself with this information.JOB DESCRIPTION:Exam InvigilatorReport To: Invigilator SupervisorMain Purpose:▪To provide support to the examination process.▪To ensure the fair and proper conduct of examinations in an environment that enables student to perform at their best.▪To assist the Invigilation Supervisor in the smooth and efficient administration of examinations, including the preparation of student entry, student invigilation, the distribution of examination materials, and the collection of the examinations. Duties/Responsibilities:▪To support the Invigilation Supervisor with the day-to-day operation of examination venues by being familiar with policies and procedures This may include:o assisting with setting-up examination venues by laying out equipment and examination materials in accordance with strict procedures;o assisting students prior to the start of examinations by directing them to their seats and advising them about possessions permitted in examination venues;o closely following and enforcing exam procedures and regulations;o offering advice and guidance to students without allocated seats;o checking attendance during examinations;o recording details of late arrivals and early leavers and collecting exams and materials from early leavers;o ensuring that students do not talk once inside examination venues;o invigilating during examinations, dealing with queries raised by students or referring them to an appropriate instructor and dealing with examinationirregularities in accordance with strict procedures;o monitoring, documenting, addressing and reporting incidences of misconduct;o escorting students from venues during the examinations as required (e.g: washrooms), and supervising students while outside examination venues;o collecting and collating examinations and materials at the end of the examination in accordance with strict procedures;o supervising students leaving examination venues, ensuring that students do not remove equipment or exam material from the venue without authorization andensuring that students leave venues in an orderly and quiet manner.▪To assist the Invigilation Supervisor with other examination processes. This activity may include:o organizing and labeling of completed examination materials for delivery to appropriate office;o ensuring that the examination room is clear and tidied for the next session and that the location is stocked with any needed materials. Checking examination desksfor any graffiti and ensuring all desks are cleaned for the next exam.________________________________________________________________________ Exam ProcessGetting students into the Exam Room•Invigilators must arrive at least half an hour before the exam is due to start (the time to be at the assigned shift will be given to you). You will have to sign in to each shift. •The Gym will all have Exam Managers managing the exam process for each exam period. They will be responsible for making all exam announcements and discussions with Instructors.•The xxx will have an Exam Supervisor who will assign invigilators to assist with the attendance process and the set up of the room prior to the exam.•If other exams have been held that day, it is important to check that the room and desks are tidy and free of papers or writing on the desk.•Students must have their ID cards on their desks. Invigilators will be responsible for checking these ID cards once students begin the exam. (In the gym, security will be checking ID cards at the entrance to the Hall and Invigilators will verify again at the desk).•Students have already been supplied with the following examination procedures prior to entering their exams.STUDENT EXAMINATION PROCEDURES :Student Examination ProceduresIn order to ensure the academic integrity of exams, students are asked to:∙Place all cell phones/ personal audio equipment and other electronic devices in bags ∙Place all bags and personal belongings in a designated area in the room. No personal belongings can be brought to the exam desk.∙Place student ID on the upper right hand corner of the desk for verification∙Have no pencil cases on desks, only writing utensils∙Have no food during the exam unless medically required. Students may bring water into the exam room provided it is in a clear plastic bottle without any label.∙Remove hats while writing the exam unless required by religious observance∙Conduct the exam in silence∙Be registered in the course to write the exam∙Raise their hands to ask a question, use washroom, or request additional supplies∙In the case of an emergency, leave all exam materials on the desk and follow the instructions of the invigilator∙Maintain all academic integrity standards during an exam∙Not leave the exam within the first 30 minutes, not enter the exam more than 30 minutes after it has begun or leave the exam within the last 15 minutes∙Not have any materials on the desk other than those designated by the instructor (i.e.: formula sheet, calculator etc…)________________________________________________________________________ “What preparations should be made in the exam room/hall before the students arrive?”•make sure the correct seating plan is followed. The correct seating plan will be outlined by the Exam Manager/Supervisor and or Instructor•checking that students’ work has been removed from the walls (where applicable)•making sure the clock is working and is visible to all students (if applicable)•checking that students’ seats are the correct distance apart (consult with Exam Manager/Supervisor or Instructor)•making sure exam papers, exam booklets and or TRS Scantron Sheets are ready •being aware of any special announcements that will be madeDistributing Papers:supporting material prior to distributing them.•Invigilators should not hesitate to contact the Exam Manager/Supervisor or Instructor if there seems to be a discrepancy that they do not know how to resolve.•No papers should be removed from the exam room until the end of the exam session.“What would you do if the wrong exam paper had been given out to students?”•inform Exam Manager/Supervisor/Instructor immediately•check if other students have the wrong papers•check the class list to make sure that the right students are present for the right exam•if applicable collect the wrong exam and hand out the correct examStarting the Exam:•Emphasize that cell phones and any other audio equipment should not be brought into the exam. One last verbal indication of this before the exam is started ishighly recommended.•Remind students of the Examination Procedures including rules on water, food, no pencil cases, etc (as outlined above in Student Examination Procedures) •Be aware that students may arrive late. If it is within the first 30 minutes, they will be allowed in. After the 30 minutes, they must contact their Instructor todiscuss the situation. (In the Gym, late students up to 30 minutes will not beallowed to enter the room until all students have started to write the exam).•The Exam Manager/Supervisor or Instructor will advise you how to check each student against the registered class list. If a student is writing the exam and theirname is not on the registered class list, inform the ExamManager/Supervisor/Instructor immediately.If a student turned up to the exam unable to write, what would you do?”•if an unexpected circumstance occurs, the invigilator should not make any decisions about access arrangements themselves and should contact the ExamManager/Supervisor/Instructor•do not unnerve the student•keep in mind that security or medical assistance may need to be contactedDealing with Studen ts’ Questions•The invigilator must be quick to respond to a student’s raised arm. It is always a good idea to carry additional exam booklets or pencils with you as this is usuallywhat they are requesting.•All responses to a student must be using the English language even if the invigilator and student can speak other languages•Just because the student suspects an error, that does not mean there actually is one.The Exam Manager/Supervisor and or the Instructor should be contacted in asituation like this.“What is the right course of action if a student asks for an explanation of something in the paper?”•never answer any question relating to the content of the exam paper, let the instructor know and they can handle it•answer queries relating to authorized stationery: for example requests for additional paper or another pencil“What would you do if a student claims that because they can't answer the question, there must be an error in the paper?”•remain calm and do not panic•ask the student to continue and you then check with the ExamManager/Supervisor and or Instructor“What would you do if a student insists that there is a mistake in the paper?”•never confirm that there is an error in the paper unless this has been issued formally by the Exam Manager/Supervisor or Instructor•ask the student to continue and contact the Exam Manager/Supervisor and or InstructorBeing Aware of Breaches to Academic Integrity Standards:through: MP3 players, IPODS, calculators, cell phones, writing on their arms,hands or other body parts, having small pieces of paper with information,exchanging in conversation, copying from other students, bringing in exambooklets they have obtained prior to the exam, notes on liquid paper or erasers or even Kleenex. The creativity is unlimited.•Always be aware of what students are doing, paying close attention to their hands and body language•Students must NEVER leave the exam unsupervised if they intend to return and continue the exam. In addition, they must stay in the exam room for the first 30minutes.•If cheating is suspected, the invigilator must inform the ExamManager/Supervisor and Instructor.•If the student is seen using aids that are not permitted, these aids must be removed immediately from the student and given to the Exam Manager/Supervisor and/orInstructor and should be included as evidence. The details need to be recorded on the Examination Incident Report Form (provided below). Mark the stu dent’sexam paper/booklet at the appropriate point to indicate the time of discovery and refer the situation to the Exam Manager/Supervisor/Instructor.•If it is suspected that students are copying material from other students, the names of those students should be noted. The invigilator must then record the details on the Examination Incident Report Form.•In most instances of confirmed or suspected cheating, the student must be allowed to finish writing the exam. In some instances it may be suitable to move the student to another desk. Exam Manager/Supervisors or Instructors are only to ask the student to withdraw from the examination in extreme circumstances: forexample when a student’s continued presence would disrupt the examinationprocess for others.•Any student requesting to use the washroom is to be escorted. If doing so leaves the room short of an invigilator, students will have to wait till assistance arrives.The Gym will have rovers in the room at all times.•It is important to report student academic misconduct (cheating). Failure to do so is unjust to the University and towards every other student sitting the exam.•The Exam Manager/Supervisor must return all Examination Incident Report Forms to the instructor. The instructor is responsible for following up on theacademic misconduct.。
