Transcript External examiners induction workshop: 16th March 2005

Examination Invigilation
Induction
(2013/2014)
Julie Hodgson
Exams Team Leader
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AGENDA
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Introduction
Objectives
Roles and responsibilities
Code of conduct
Good practice – dos and do nots
Examination regulations
Examination procedures – before, during and after
Summary
Contact details
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Introduction
• This induction presentation provides you with all the
information that you will need to know in order to
invigilate University examinations.
• This induction presentation will also help you to
understand and appreciate the important role and
responsibilities of an examination invigilator
• This induction presentation aligns with the contents of the
Code of Conduct for Invigilation 2013/14
• This induction presentation forms part of the support and
guidance materials that are available to you on
examination invigilation
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Objectives
• To help you develop a clear and consistent understanding
of the role of examination invigilator and the kind of tasks
that you will be required to undertake
• To help develop consistent and effective practice across
the University which adheres to the University Regulations
on the Conduct and Invigilation of Examinations
• To help develop a confident and competent approach to
examination invigilation that safeguards security and
integrity
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Roles and responsibilities
• The role of a University examination invigilator is
– to ensure that the examinations are conducted in accordance
with the University’s regulations on the conduct and invigilation of
examinations
– to supervise and facilitate the examination policies and processes
– to ensure that the examination procedures outlined in the Code of
Conduct for Invigilation are followed in a consistent manner
– To lead and manage the activities of the other invigilators in
venues requiring several invigilators to be present (Chief only)
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Roles and responsibilities
• The responsibilities of a University examination invigilator
are
– to undertake appropriate tasks and activities before, during and
after an examination
– to ensure that all candidates who sit examinations have a
consistent experience within an environment conducive to
examinations
– To perform such tasks and activities in a professional manner
– To follow the instructions as outlined in the Code of Conduct for
Invigilation 2013/14
– To follow the instructions as provided by the academic School
and central Exams Office
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Code of conduct
• To be polite, punctual, discreet and confident in your
approach to the role of examination invigilator
• To be empathetic and understanding of candidates under
pressure who may act oddly due to nerves
• To be prompt and arrive at the specific venue(s) at the
appropriate times indicated in the Code of conduct for
invigilation duties
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good practice - DO
• Arrange to pick up the examination materials promptly
and at the appropriate times before the examination
• Aim to start the examination on time
• Be alert for candidates who require your assistance
• Carry spare answer books with you as you patrol the
exam room
• Be aware that candidates may find it disturbing if you
stand too close to them to be able to read their work
• Keep conversations with candidates or other invigilators
to a minimum and only exam related
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good practice - DO
• Undertake your tasks carefully to avoid potential errors
• Keep the desk area and examination materials neat and
tidy
• Report back any incidents/suspected breaches on the
appropriate forms
• Ensure you have collected all the worked scripts before
you dismiss the candidates
• Leave the exam room as you found it ready for the next
exam
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good practice - DO NOT
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Be late on the day of your invigilation
Start an examination early
Help candidates with the answers or clarify the questions
Chat or whisper to other invigilators unless exam related
Wear inappropriate footwear which can cause a
disturbance when walking around the examination room
Make or receive telephone calls not related to the exam
Leave the exam room unattended
Let candidates go to the toilet unattended
Undertake any other activities e.g. marking worked
scripts, reading a newspaper/book or using a laptop
Gaze out of the window
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Examination structures
• Three main examination periods per academic year
(January, May & August)
• Three examination slots per day
– 09.15 – 12.15
– 13.00 – 15.00
– 16.00 – 18.00
• Staff:candidate ratio 1:50 (1:35 in Sports Hall)
• Invigilators will be required to invigilate on their own in
small examination venues with a capacity less than 50
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Examination procedures
• Before the day of the examination
• On the day of the examination
• During the examination
• At the end of the examination
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Before the day of the examination
• The Code of Conduct For Invigilation 2013/14 has been
updated for this academic year
• There are no additional or revised examination
regulations for implementation during 2013/14
• Exams Office - 3030/5486 with ALL queries
• Please do not attempt to sort problems out directly
• Contact your academic School support team if you have
any invigilation issues that you need to discuss
• Examination Resource Pack in each venue
• WWW - http://www.bradford.ac.uk/exams/
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Before the day of the examination
• Candidates receive individual examination timetables via
their Bradford email account 4 weeks before exams start
• The information outlines
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The date
The start time
The end time
The venue
The seat number
The examination (module code and title)
• General examination timetable posted on the Exams
website
• Academic Schools allocate invigilators to the main exams
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On the day of the examination
• Arrive at Sub-Office Richmond D3 at least 30 minutes
before the start of the examination to sign in and/or pick
up examination envelopes (45 mins in Sports Hall) and
without delay go to the venue to prepare for the exam
• Examination Envelope Label outlines
– Exam Code, Exam Title, Date, Start, Finish, Colour Code (answer
books) Location. Number of Candidates and Question papers
enclosed in the envelope
– Materials set out in Exam Room and/or enclosed in the envelope
– Additional information
• Examination Envelope contains
– Question papers, Examination Registers for all candidates
attending the examination in all locations where exam is being
held including the venue you are invigilating in
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On the day of the examination
• Note – there may be more than one examination being
held in the venue that you are invigilating in and that you
may be responsible for the invigilation of this exam too –
this applies to examinations that may be from a different
academic School to your academic School
• Arrive at examination venue at least 20 minutes before
start of exam (30 mins in Sports Hall)
• Check facilities (clock and safe area for outerwear/bags)
• All examination materials should be set up by the porters
• Anything missing? Any queries? Any issues? - Ring
Exams Office (3030/30311/5486) ASAP
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On the day of the examination
• Admit candidates when satisfied venue is fit for purpose
at least at least 10 minutes before the start (20 mins in
Sports Hall)
• Remind candidates that they are under examination
conditions from when they enter the exam room until
when they leave it at the end of the examination
• Remind candidates to switch off their mobile phone and
place it in their bags which should be stored away from
their desk in a designated area in the exam room
• Get the candidates to go to their desk ASAP
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On the day of the examination
• The candidates should know where they are sitting as
this information is on their individual timetable
• Any candidate not on the Register and/or has not been
allocated a seat? - check they are in the right place,
sitting the right examination on the right day!
• If a candidate’s name does not appear on the Register
but they are eligible to sit the exam please find a spare
seat in the room and provide all examination materials
• You will need to put an orange label (in Resource Pack)
on their answer book(s) to denote ‘this candidate’s name
did not appear on the Register’ (this will be picked up by
School prior to marking)
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On the day of the examination
• Distribute the question papers and make announcements
from the CARD (in Resource Pack)
• Start the exam at the scheduled time on the timetable
• NEVER start early even if you are ready
• Once you have started the examination (this exam has
now formally started and you may begin writing) NEVER
let any candidate into the room NO EXCEPTIONS
• Late arrivals – fill in the Late Arrival Form (GREEN) and
provide the candidate(s) with a ‘hand-out’ (BLUE) – both
Forms are included in the Resource Pack
• Collect in attendance slips and check ID
• Headcount against slips and Register
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During the examination
• Times when candidates are permitted to leave an exam
which is in progress
– Under an hour candidates may not leave (except in emergency)
– One hour duration – leave after 30 minutes but not during last 15
minutes (except in emergency)
– More than one hour – leave after one hour but not during last 15
minutes (except in emergency)
• If a candidate leaves the examination in accordance with
the above they may not return later to continue the exam
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During the examination
Examples
• 09.15 – 10.15 – candidates can leave between 09.45 and
10.00 am only
• 09.15 – 12.15 – candidates can leave between 10.15 and
12.00 only
• 13.00 – 14.30 – candidates can leave between 14.00 –
and 14.15 only
• 16.00 – 16.30 – candidates can not leave (except in
emergency)
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During the examination – emerging issues
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Incident Report Forms
Checking candidates’ identification (ID)
Candidates requests for toilet breaks
Unwell candidates – temporary break and/or permanent
Calculators and/or exam materials
Queries with the question paper
Suspected malpractice
Unacceptable behaviour
Mobile phones
Fire alarm
Stopping an exam in progress
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During… Incident Report Forms
Three important Forms to complete as appropriate
• LATE ARRIVAL FORM (GREEN)
– For candidates who arrive after the formal start of the
examination and who are not permitted to enter the examination
in accordance with the University regulations
• SUSPECTED BREACH OF UNIVERSITY
ASSESSMENT REGULATIONS (RED)
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Suspected malpractice including e-devices
Mobile phone ringing during the examination
Inappropriate or unacceptable behaviour
Candidates attempting to communicate with each other
Reading the paper before the start and/or writing after the
examination has ended
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During… Incident Report Forms
• INCIDENT REPORT FORM (YELLOW)
– Any situation before or during the examination which it is
believed may affect the performance of all the candidates and/or
individual cases
– Unwell candidates
– Fire alarm
– Car alarm
– Intermittent drilling/banging outside the exam room
– Error on the paper spotted after the examination started
– Technical issues with on line examination
– Quality of the examination environment
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During.... checking candidates’ identification (ID)
• All candidates’ ID must be verified during the examination
• All candidates are required to bring their UoB Student ID
Card with them and display their ID at all times on the desk
• Candidates may provide a valid passport and/or driving
licence as alternative forms of ID
• If a candidate's ID cannot be verified you must contact the
Exams Office to arrange for ID to be brought to the exam
venue whilst the examination is in progress
• Tell the candidate to stay behind at the end of the exam so
that you can verify his/her ID with the evidence provided
• NEVER confirm a candidate’s ID based on personal
knowledge of the candidate (eg you are his/her tutor)
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During.... checking candidates’ identification (ID)
• If the candidate is a female muslim candidate you should
only conduct the verification of her ID if you are a female
invigilator
• You should conduct the verification of her ID in a discreet
area of the room away from the other candidates OR
outside the venue (eg ladies toilet)
• You should ask her to stay behind at the end of the
examination until her ID can be checked (if you are a
male invigilator on your own in the exam room)
• Contact the Exams Office (3030/30311/5486) if you
require assistance with checking a female muslim
candidate’s ID or advice
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During... candidates requests for toilet breaks
• Contact the Exams Office (3030/3031/5486) to arrange
for an escort to attend the exam room
• Provide the gender of the candidate and the venue (we
will try to provide an escort of the same gender)
• Record the time that the candidate left and subsequently
returned to the exam room with the words TOILET VISIT
in the answer book at the appropriate place for the
marker to note and sign the entry
• If you escort a candidate to the toilet check whether they
are in possession of a mobile phone or not, if so,
confiscate the phone whilst they are visiting the toilet and
hand it back when you return to the exam room
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During..... unwell candidates
• Candidates who complain they are feeling unwell can leave
the exam room either temporarily or permanently
depending on the nature of the illness
• Contact the Exams Office (3030/3031/5486) to arrange first
aid assistance to be sent to your venue promptly
• A candidate who wishes to leave the exam venue
temporarily may do so provided s/he is escorted at all times
by either the first aider, invigilator or Exams Office staff
• Record the time that the candidate left and subsequently
returned to the exam room with the words LEFT EXAM
DUE TO ILLNESS in the answer book at the appropriate
place for the marker to note and sign the entry
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During..... unwell candidates
• A candidate who is advised to leave permanently
because the nature of the illness is deemed to be severe
is not permitted to continue the exam at a later time on
that same day
• Arrangements should be made with the first aider/Exams
office for the candidate(s) to be supported until they
recover sufficiently to be left alone or they are
accompanied by a relative or friend
• Record the time that the candidate left the exam room
with the words LEFT EXAM DUE TO ILLNESS in the
answer book at the appropriate place for the marker to
note and sign the entry
• Complete an Incident Report Form (YELLOW)
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During..... calculators and/or exam materials
• Candidates are permitted to use their own non
programmable calculators in an examination UNLESS a
restriction has been placed on the examination and
stated as such on the question paper
• The candidate is responsible for providing all examination
materials s/he needs for the examination including
calculators, pens, rulers, pencils etc
• The University does not provide ‘spares’ of any exam
materials unless there has been mechanical failure (ie
battery not working in calculator)
• The use of Dual/English Language dictionaries is not
permitted unless outlined on the question paper
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During..... queries with the question paper
• Do NOT assist candidates with queries about the question
paper NO EXCEPTIONS
• Candidate who query the question paper should be
instructed to ‘work to the paper as seen’ and record a note
to the marker in the answer book at the appropriate place
• No error on the question paper will be rectified on the day
of the examination
• Any potential errors on the question paper should be
reported back to the academic School via the Incident
Report Form (YELLOW) for consideration by the
appropriate Assessment Committee
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During..... suspected malpractice
• If you suspect malpractice
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Observe the candidate(s) carefully and discreetly
Discuss the matter with another invigilator
Reach a decision before taking appropriate action
Contact the Exams Office for assistance if you are on your own
• If you are convinced malpractice has occurred
– Approach the candidate and confiscate any unauthorised
materials or e-devices+ that s/he has in their possession
– Confiscate the existing answer book and permit the candidate to
continue the examination in a new answer book
– Complete a Suspected Breach of Assessment Form (RED) and
submit the form to the Exams Office at the end of the exam
– The evidence MUST ‘stand up in court’
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can be returned at the end of the exam
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Anti - malpractice strategies
• Candidates must sit at the desk they have been allocated
• Coats and bags to be placed in a designated area in the
exam room away from the desks
• Calculator lids to be placed on the floor next to the desk
• Clear plastic pencil cases
• No unauthorised materials to be brought into the exam
room – this is announced before the start of the exam
• Toilet breaks to be kept to a minimum and monitored
• Unusual interest in sleeves, pockets, watches, etc
• Success depends on invigilators
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During..... unacceptable behaviour
• Any candidate who disturbs the smooth running of the
examination by displaying unacceptable or inappropraite
behaviour may be asked to leave the examination room
• If you feel that your dignity or respect is being violated by
a candidate’s unacceptable behaviour you should contact
the Exams Office (3030/3031/5486) to request immediate
assistance and/or request support from Security
• Any candidate who does not obey the invigilator should
be reported back to the academic School for further
action to be taken
• Complete a Suspected Breach of Assessment Form
(RED)
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Anti - unacceptable behaviour strategies
• Warn candidates as they enter the exam room that they
are under examination conditions from when they enter
the exam room until when they depart
• Warn candidates as you conduct regular invigilation to
‘nip it in the bud’
• Remind candidates that such behaviour is not
appropriate and is a breach of the dignity and respect
policy
• Lead by example and follow the code of conduct
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During..... mobile phones
• Candidates should be reminded to switch off their phones
and to leave them in their bags away from the desks
• As an additional precaution they should be instructed to
remove the battery and/or SIM Card from the phone
• Should a mobile phone ring during the examination
arrange to remove the offending bag (assuming the
phone is in a bag) away from the rest so that at the end
of the exam you can identify whose phone has caused
the disruption
• If the phone continues to cause a disturbance contact the
Exams Office (3030/3031) to arrange its removal
• Complete a Suspected Breach of Assessment Form
(RED)
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During..... fire alarms
• There are no planned fire drills scheduled to take place
during the main examination periods
• If a fire alarm is activated note the time and instruct the
candidates to leave the exam room immediately noting
the time
• Accompany the candidates out of the building to the
designated fire areas
• Return to the exam room when it has been declared safe
to do so, get the candidates settled back down and note
the time that has lapsed since the exam was halted
• Restart the examination allowing the extra time for the
disruption that has been caused
• Complete an Incident Report Form (YELLOW)
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During..... stopping an exam in progress
• In unforeseen circumstances you may need to stop an
exam in progress before the end time, e.g.
– a candidate suffers a serious illness (epilepsy, seizure, fainting)
– there is a major disturbance (excessive building works)
– a major problem with the exam paper
• Contact the Exams Office ASAP (3030/3031/5486) and
describe the situation in detail so that they can assess
the problem and offer appropriate advice and support
• Note the time and make the appropriate announcement
to the candidates (see Code of Conduct page 20)
• Collect back in the question papers until the unforeseen
circumstances has been resolved
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During..... stopping an exam in progress
• Calculate the time that has elapsed between the time the
examination was stopped and the time that the
examination is to restart
• Add on the time to the duration of the examination and
inform the candidates of the revised end time so that they
are aware of the timescales involved
• Redistribute the question papers and re-start the exam
following normal University procedures
• Complete an Incident Report Form (YELLOW)
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After - ending the examination
• Announce a 15 minute warning towards the end of the
examination to help candidates prepare to end the
examination on time and complete the appropriate
paperwork ready for collection (CARD)
• Remind candidates to fill in all the sections on the answer
book especially their UB number and the numbers of the
questions they have attempted
• End exam accordingly by firmly instructing the candidates to
stop writing NOW and remain silent until dismissed
• To continue writing after the formal end of the examination is
a suspected breach of assessment regulations
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After - ending the examination
• Collect in all worked scripts, question papers (as
appropriate) and/or other examination materials used by the
candidates (graph paper, text books MCQ sheets etc
• Check number of worked scripts against Register – the
numbers should tally with the headcount
• When satisfied that all scripts are accounted for dismiss
candidates instructing them to take all their belongings
including litter with them
• Leave the exam venue as found please
• Return to Sub-Office Richmond D3 with worked scripts
• Your School support team will have made arrangements for 41
picking up the scripts for marking
Sports Hall - additional information
• Pick up examination papers from the Exams Sub-Office
Richmond D3 at least 45 minutes before the start time
• If you are running late and/or wish to go straight to the
exam venue please inform the Exams Office ASAP
x5402/x3030 so that we know this is the case
• Go across to the Sports Hall promptly and enter through
the main entrance situated on Great Horton Road
• Candidates will be informed to wait outside the side
entrance (next to the former Waterstones bookshop)
• A member of staff will attend to let candidates in at least
30 minutes before the start so that they can go in the
Hall and prepare for the examination
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Sports Hall additional information
• Admit candidates and get them seated promptly
• No personal belongings to be left in the lockers located in
the corridor outside Hall
• Announcements to inform candidates that if they leave
before the end of the examination they must exit the
building from the front entrance (not the entrance they
came in)
• At end of the exam – dismiss the candidates and exit
from the FIRE DOOR in the Hall (right hand corner of
Hall)
• Ensure that the FIRE DOOR is closed behind you
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on line examinations - additional guidance
• Venues include Richmond F42 and F41and Student
Central SC0.38
• Support on the day of the on line exam provided by
– IT Services
– Centre for Educational Development
– Exams Office
• Candidates may sit anywhere in the PC room
• Need to write the PC number on the attendance slip as
well as normal details
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on line examinations - additional guidance
• Venues include Richmond F42 and F41and Student
Central SC0.38
• Support on the day of the on line exam provided by
– IT Services
– Centre for Educational Development
– Exams Office
• Candidates may sit anywhere in the PC room
• Need to write the PC number on the attendance slip as
well as normal details
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on line examinations - additional guidance
4 logging in steps:
1. Logging in to the PC (user name and password)
2. Double clicking a desktop icon
3. Logging in to the QMP software (user name and
password)
4. Accessing the on-line paper
Further guidance included in the Code of Conduct For
Invigilation pages 25 - 28
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Contact details
Exams Office
Julie Hodgson 01274 235486
[email protected]
Hannah Adams 01274 233030
[email protected]
General email
[email protected]
Webpages
http://www.bradford.ac.uk/exams/
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