Invigilation Training 2014/15

Exams Facts & Figures

• University scheduled examinations- January – 180 examinations scheduled overall, 143 held at the

Wrexham campus- May – 209 examinations scheduled overall, 178 held at the

Wrexham campus

• University also runs professional examinations throughout the year- CIM (Chartered Institute of Marketing)- NEBOSH (National Examination Board in Occupational Safety and

Health)- NCTJ (National Council for the Training of Journalists)

Roles within the Examination Team

• Lynn Jones – Deputy Academic Registrar: Regulations, Assessment & Awards

• Kate Cleaver – Senior Assessment Officer

• Elen Weston – Assessment Officer

• Rachel Jones – Certificates & Assessment Administrator

Role of a Chief Invigilator

• to collect the examination papers and candidate attendance lists from the Examination Office at least 40 minutes before the start of the examination

• to oversee the preparation of the examination venue and the distribution of examination papers, answer books and attendance slips

• to admit candidates into the exam venue no later than ten minutes before the exam start time and to ensure that candidates are kept under examination conditions from that point until the end of the examination.

• to give the instruction to begin the examination at the appointed time and ask candidates to check they have the correct examination paper

• to make any necessary announcements in respect of examinations, as advised by the Superintendent of Examinations or the relevant academic member of staff responsible for the preparation of the examination paper.

Role of a Chief Invigilator (cont.)

• to ensure that the examination is conducted in accordance with the examination rules and is properly invigilated.

• to deal with candidates’ enquiries in an appropriate manner.• to oversee the collection of attendance slips from desks and mark the

attendance lists indicating those candidates who are absent.• to deal with any alleged cases of academic misconduct in accordance

with the regulations.• to complete the Chief Invigilator’s Report Form• to advise candidates when there is fifteen minutes until the end of the

examination• to advise candidates when the examination is ended and to ensure that

writing ceases at that point.• to oversee the collection of examination scripts and to check that the

appropriate number of scripts have been submitted.• to hand over the examination scripts, Chief Invigilator’s report,

attendance register and slips to the Examination Office in a timely fashion.

Role of an Invigilator

• to assist the Chief Invigilator in their duties, as instructed by her/him

• to be present in the examination venue at least 30 minutes before the start of the examination

• to ensure that the examination is invigilated throughout in accordance with the regulations

• to report any suspected cases of academic misconduct to the Chief Invigilator in a timely fashion.

Examination Location & Set Up

• Use a variety of rooms across the University, the maximum number of candidates is restricted to 275

• Invigilators should set up the room in accordance with the University regulations- Attendance slip- Examination paper face up- Answer booklet- Multiple Choice Sheet- Graph paper

Admission of candidates• The Chief Invigilator will decide when students are to be admitted to the

examination venue. This will normally be no later than 10 minutes before the examination is due to begin and invigilators must ensure there is no talking amongst candidates from the time they enter the room.

• The Chief Invigilator will give candidates the following instructions as soon as they have been seated:

• that they are permitted only to have on or by their desks, writing implements, rulers, student ID card and other items where specified e.g. calculator;

• food and drink is not permitted, with the exception of bottled water which must have the label removed

• candidates are not allowed to wear hats or headgear unless it is for religious purposes

• that all bags and materials not specified for use in the examination are left in an area designated by the Chief Invigilator (candidates must remove pens etc. from their bags before approaching their seats)

• no coats are allowed to be on the back of chairs

Admission of candidates (Cont.)

• that notes, scrap paper etc. must be handed to the invigilator;• that all work must be written in the answer books provided; the use of scrap paper is

not permitted;• that candidates are not permitted to leave the room during the first 45 minutes or

the last fifteen minutes of the examination;• that candidates must remain seated and raise their hand if they require additional

paper or wish to leave the room;• make clear to candidates any special instructions on the use of answer books and any

special requirements for the examination such as reading time;• request candidates complete the front of their answer book and attendance slip• ask students who do not have their ID cards to raise their hands• Advise students that by sitting the exam they are confirming that they are in a fit

state to do so, and that, if they feel that their performance may be affected by any ill health they may be suffering, they should leave the exam venue and consult a GP so that an extenuating circumstances claim can be made.

• Once students have been admitted, an invigilator should check the toilets to ensure that no contraband is present – eg. notes etc.

Exam Queries at the start

• Additional Candidates- If a candidate presents, check if they are a student with individual

requirements• Spare Stationery

- We do not normally provide spare stationery for students• Dictionaries

- Dictionaries are permitted for students whose first language isn’t English

- All dictionaries should be checked• Food & Drink

- Food and drink is not normally permitted, water is allowed but all labels must be removed

• Paper Queries- A member of academic staff should be present to answer any queries

Electronic Devices

• Calculators- Calculators are permitted but we do not allow programmable

calculators• Mobile Phones

- Mobile phones are not permitted in the examination venue- Students should leave phones in their bags, if they refuse to do so

they are asked to place it underneath their chairs• Electronic cigarettes

- Smoking is not permitted in venues, this includes electronic cigarettes

• Watches- Need to be aware of Smart watches

Academic Misconduct

• What is academic misconduct?- Introduction into an examination room, its environs or associated

facilities of any unauthorised materials such as a book, manuscript, data or loose papers, information obtained via any electronic device, or any source of unauthorised information. This will be deemed to be an offence whether or not they were used to gain advantage

- Copying from or communicating with any other person in the examination room and/or associated facilities except as authorised by the invigilator;

- Communicating electronically with any other person, either within or external to the examination venue, except as authorised by the invigilator;

- Impersonation of an examination candidate or allowing oneself to be impersonated;

- Presentation of an examination script as one’s own work when the script includes material produced by unauthorised means

• If an invigilator suspects that a student is engaging in academic misconduct he/she should initially advise the Chief Invigilator, who will contact the Regulations, Assessment and Awards Unit

Candidates who become unwell

• If a candidate becomes unwell during an examination, he/she should put up a hand. An invigilator should then:

• Offer the candidate a few minutes’ break outside the examination room, but make them aware that no additional time can be allocated to compensate

• Call for the nearest first aider or a member of the Student Services team, as appropriate.

• If the candidate is too ill to continue the examination you should:- Write the finish time on the front of the script book- Make a note on the Chief Invigilator’s Report that the student has left the

venue due to illness- Recommend to the candidate that he/she obtain a medical note to be

submitted with an extenuating circumstances claim.

Toilet Breaks

• When a candidate needs to go to the toilet during an examination they should put up their hand. The candidate must be escorted to the toilet; where possible we recommend using the disabled facilities. Invigilators will need to be vigilant to ensure that cheating has not taken place.

• A note should be made on the Chief Invigilator’s Report stating:- Candidate name/number- Time of comfort break- Initials of invigilator who accompanied the candidate.

Toilet Breaks

• When a candidate needs to go to the toilet during an examination they should put up their hand. The candidate must be escorted to the toilet; where possible we recommend using the disabled facilities. Invigilators will need to be vigilant to ensure that cheating has not taken place.

• A note should be made on the Chief Invigilator’s Report stating:- Candidate name/number- Time of comfort break- Initials of invigilator who accompanied the candidate.

Fire Alarms

• If the fire alarm is sounded during the period of an examination, the Chief Invigilator will instruct candidates to leave as quickly as possible. The Invigilators should take candidates to the designated assembly area and remain with them until instructed by the appropriate authorities that it is safe to return to the examination room.

• Candidates must obey the instructions of the invigilators and be advised that they are still bound by examination regulations. The examination will not be resumed unless all candidates have been kept under examination conditions by the invigilators during the event.

• If an examination is resumed candidates should be instructed to draw a line under the work which had been completed at the time of the disruption and to endorse their scripts with the words examination interrupted. Compensatory time will be allowed to candidates equal to the length of time of the disruption.

• If for any reason an examination cannot be resumed a decision will be taken by the Superintendent of Examinations and the Academic Registrar as to whether the examination thus suspended will need to be repeated, and at what point in time.

In Case of Emergency

Name Number

Reception (01978 29)0666

Examination room (01978 29)3033

Kate office (01978 29)3031

Elen office (01978 29)3142

Rachel office (01978 29)3385

Exam mobile 1 07593 540105

Exam mobile 2 07593 540101

Exam mobile 3 07593 540050