Transcript External examiners induction workshop: 16th March 2005

Examination Invigilation
Refresher
(2012/2013)
Julie Hodgson
Exams Team Leader
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Examination Invigilation
Refresher 2012/13
• Before the examination – practical arrangements, support
and guidance, resources, timetables, venues etc
• During the examination – main policies and procedures,
starting the exam, dealing with emerging exam
issues/incidents,
• After the examination - ending the examination
• Sports Hall – additional arrangements for invigilators
• On line examinations – additional guidance
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Before.......practical arrangements
• D3 Richmond Building will be used for signing in, picking
up and returning all exam scripts
• IT IS IMPORTANT THAT YOU SIGN IN PLEASE
• 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.
• Resource packs will be provided for each exam venue –
let us know if anything is missing so that we can bring
spares across to the venue before the start of the exam
• Clocks – please check before each exam for accuracy
• Attendance slips are located in answer books!
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Before.......support & guidance
• The Code of Conduct For Invigilation 2012/13 has been
updated for this academic year
• There are no additional or revised examination
regulations for implementation during 2012/13
• 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
• WWW - http://www.bradford.ac.uk/exams/
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During.....main policies and procedures
• Arrive at Sub-Office D3 at least 30 minutes before the
start of the examination to sign in and/or pick up papers
(45 mins in Sports Hall) GO STRAIGHT TO THE ROOM
• Note – there may be more than one examination being
held in the venue that you are invigilating in
• 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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During.....main policies and procedures
• 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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During.....main policies and procedures
• 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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During.....main policies and procedures
• 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.....main policies and procedures
• 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
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During.....dealing with emerging issues/incidents
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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.... 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
• 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 English Language dictionaries is not permitted
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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
–
–
–
–
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’
+
can be returned at the end of the exam
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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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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
• 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
• 15 minute warning announcement to help candidates
prepare to end the examination on time and complete the
appropriate paperwork ready for collection
• 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
• Collect in scripts (check number of scripts against Register)
• Dismiss candidates when you are satisfied all scripts are
accounted for and 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 24
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 on Great Horton Road
• Candidates will be informed to wait outside the side
entrance (next to Waterstones)
• 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
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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