TABLE OF CONTENTS - University of Canterbury · Web viewPut out answer books and any other required...

Supervisors (also known as invigilators) play a critical role in the examination process by ensuring all students are given the best opportunity to succeed in formal examinations.

This handbook is designed as a reference document for supervisors invigilating examinations at the University of Canterbury.

Supervisors are expected to be fully conversant with the University examination regulations and the procedures contained in this Handbook, and to ensure that these procedures are followed at all times. Supervisors who do not comply with these requirements and fail to maintain the standards required cannot be permitted to undertake these duties.

Generally speaking the major tasks examination supervisors undertake for the University are:

The administration of examinations. Providing the best possible conditions for all students to

undertake their examinations. Deterring, detecting and reporting actual and alleged

instances of student misconduct occurring in examination rooms.

A comprehensive Table of Contents is provided overleaf.

Please take the time to read this Handbook thoroughly before the start of each examination period and ensure that you carry it with you at all times when performing duties.

Supervisors of Examination Special Arrangements (ESA) by students registered with the Disability Resource Service: The information in this manual refers to supervisors in main examination rooms. ESA Supervisors should refer to the information for ESA invigilators.

If you have any queries, please contact me or the Examination Control Room.

Barbara AlbertsonExamination Arrangements Senior Co-ordinator

University of Canterbury

Table of Contents1. CONTACT DETAILS..........................................................7

2. EMPLOYMENT OF SUPERVISORS/ INVIGILATORS......8

2.1 Availability of Supervisors...............................................92.1.1 Changes to your availability:........................................................9

2.2 Remuneration....................................................................9

2.3 Superannuation..............................................................10

3. DESIGNATION OF SUPERVISORS................................10

3.1 The Categories of Supervisors:....................................10

4. GENERAL........................................................................11

4.1 Tea/Lunch Breaks...........................................................11

4.2 Smoking...........................................................................12

4.3 Parking.............................................................................12

4.4 Personal Security...........................................................12

4.5 Health and Safety............................................................12

5. BEFORE THE EXAMINATION........................................13

5.1 Reporting Times.............................................................13

5.2 In-charge (IC) Supervisors.............................................145.2.1 On arrival in examination room the Supervisors should:............15

5.3 Assistant Supervisors....................................................17

5.4 Items which students may bring into the exam room.175.4.1 An EQ amendment to the regulations above:............................18

5.5 Open, Closed and Restricted Examinations................18

5.6 Calculators and Dictionaries.........................................185.6.1 Department-supplied Calculator.................................................19


5.6.2 “UC Approved” or “Civil Approved” Calculator Policy.................20

6. EXAMINATION ANNOUNCEMENTS..............................20

7. DURING THE EXAM........................................................24

7.1 Recording Student Attendance.....................................24

7.2 Late Arrivals....................................................................24

7.3 Tea Breaks.......................................................................25

7.4 General Duties throughout the Examination................25

7.5 Incidents Occurring in the Examination.......................267.5.1 Dishonest Practice Log..............................................................267.5.2 Other Examination Issues..........................................................26

7.6 Alleged Misconduct........................................................27

7.7 Dealing with Alleged or Actual Misconduct.................27

7.8 Cell Phones.....................................................................29

7.9 Queries about Examination Papers..............................307.9.1 If there is no error in a question:................................................307.9.2 If there is an error in a question:................................................31

7.10 Supplementary Paper.....................................................31

7.11 Messages for Students..................................................31

7.12 Students Leaving the Room during the Examination. 317.12.1 Toilet Visits..................................................................................327.12.2 Early Departure...........................................................................327.12.3 Student Illness.............................................................................337.12.4 Aegrotat Consideration................................................................34

7.13 Medical Conditions.........................................................34

7.14 15 minutes before the end of the examination.............34

8. AT THE CONCLUSION OF THE EXAM..........................34

8.1 At the conclusion of the examination...........................348.1.1 In a lecture theatre:....................................................................35


8.1.2 In flat rooms:..............................................................................35

8.2 Collection of Answer Books..........................................358.2.1 What students can remove from the exam room.......................368.2.2 What students may not remove from the exam room. Check the Daily Sheet:............................................................................................36

8.3 Student Identification.....................................................368.3.1 Acceptable Identification............................................................368.3.2 Students without appropriate ID.................................................37

9. AFTER THE EXAMINATION...........................................37

9.1 Checking the Scripts......................................................37Sort the answer books into alphabetical order, if this is specified on the Daily Sheet.............................................................................................37Remove any Scantron sheets in a systematic way................................37Count the answer books into bundles of 20 and secure with a band.....37Tally the numbers of answer books against the roll...............................37

9.2 Checking the Room........................................................38

9.3 General............................................................................38

10.1 Timesheets......................................................................3810.1.1 Electronic Timesheets................................................................39

11 ADDITIONAL EXAMINATION INFORMATION...............39

11.1 Students Wearing Head Scarves...................................39

11.2 Examination Clash Candidates.....................................39

11.3 Special Arrangements....................................................40

11.4 Exams in Computer Rooms...........................................40

APPENDIX A...............................................................................41

A.1 Examination Instructions for Candidates....................41

A.2 Aegrotats.........................................................................44

A.3 Missed Examinations.....................................................45

APPENDIX B...............................................................................46


B.1 Allocated Seating for Exams for Lecture Theatres......46

B.2 Students who have requested a special seat for medical or other reasons..........................................................47

APPENDIX C...............................................................................49

C.1 Emergency Procedures..................................................49C.1.1 Know what to do before an emergency happens.......................49C.1.2 Pre-exam organisation...............................................................49C.1.3 Pre-exam announcements.........................................................50

C.2 If an event occurs that is not earthquake related........50

C.3 If an earthquake or aftershock occurs..........................51C.3.1 If an evacuation is not necessary:..............................................51C.3.2 Summary of likely order of events if evacuation is required:......52C.3.3 If a mass evacuation of the University is ordered:.....................52

APPENDIX D...............................................................................54

D.1 Key Messages for Students...........................................54

APPENDIX E...............................................................................55

E.1 Scantron Sheet Instructions..........................................55

APPENDIX F...............................................................................56

F.1 Map of the University campus.......................................56

APPENDIX G..............................................................................57

G.1 Web-site links..................................................................57

APPENDIX H...............................................................................58

H.1 Lifting technique.............................................................58

APPENDIX I................................................................................59

I.1 Electronic clock instructions.........................................59


1. CONTACT DETAILSBarbara Albertson Examination Arrangements Senior [email protected] Office: 364 2997, extn 6997027 436 4165 (during exam periods only)

Jenny MayoExam Special Arrangements [email protected]: 364 2987 extn 4089027 022 06263 (during exam periods only)

Postal AddressExaminations OfficeUniversity of CanterburyPrivate Bag 4800Christchurch 8140

Examination Control RoomOpen Monday to SaturdayTelephone: 364-2987Barbara extn 8102Jenny: extn 6045Main rooms: extn 6133 & 6990 Special Arrangements rooms: extn 6972, 6265 & 6282

Security (corner Ilam & Science Roads) Emergency: extn 6111, 0800 823 637Non-emergency: 364 2987, extn 6888

Health Centre (across the bridge on University Drive)extn 6402

Services available Monday to Friday onlyUniversity Switchboard 364 2987, or 0 if ringing from within the

University


2. EMPLOYMENT OF SUPERVISORS/ INVIGILATORS

New supervisors are required to complete an application form, availability schedule and attend an initial orientation/briefing session.

Attendance at this session is mandatory, but there is no guarantee that after that time employment as an examination supervisor will be automatically offered by the University. This will depend on the demand for supervisors, which is not constant.

It must be emphasised that the primary task for examination supervisors, in addition to detecting any misconduct, is to ensure optimal examination conditions in their rooms. This means that a calm and cheerful disposition is essential.

All supervisors are assessed by the Examination Arrangements Senior Co-ordinator or her deputies and performance quality will ensure continued employment and perhaps promotion. The assessment will include:

punctuality and reliability attentiveness to duties and knowledge of procedures capacity to work under pressure suitability as a supervisor in small and large rooms possible future suitability as an In-charge Supervisor ability to function as part of a team.

Supervisors should inform the Examinations Office or the Control Room if they feel correct procedure is not being adhered to in particular rooms. Such advice will be treated confidentially. Positive feedback is also welcome, as are any suggestions regarding ways in which we can improve or streamline our service.

Supervisors are allocated to particular rooms according to the University’s needs. While we do try to take supervisors’ preferences into consideration, it is not always possible to accommodate requests for particular venues or sessions. Supervisors’ duties and locations are often varied to ensure a degree of fairness in the allocation of work and also so that the


Examinations Office can respond more flexibly to the University’s needs.

2.1 Availability of SupervisorsThere are two main examination periods at the University of Canterbury: two weeks in June and three weeks in October/November.

Mid-way through each semester, all supervisors are invited to indicate the days they are/are not available. The University is only able to offer employment to supervisors who are physically fit, with good mobility and able to perform the various tasks allocated to them.

Duties are allocated by the Examinations Office and supervisors are advised about two weeks prior to the start of the exam period. Supervisors are expected to attend punctually on dates and at times stated in the Allocation of Duties advice.

2.1.1 Changes to your availability:Before the allocation of duties is sent outIf you find that you are not available for any session that you have indicated you are free, please ring or e-mail the Examinations Office. Do not wait until you receive your Allocation of Duties. It is easier to replace a supervisor before the Allocation of Duties is sent out.

After the allocation of duties is sent outIf, due to illness or unforeseen emergency, a supervisor is not able to carry out assigned duties, s/he must notify the Examinations Office as soon as possible.

Before the exams: phone or e-mail Barbara. During the exam period: speak with or phone the Control

Room.

Please do not swap informally with another supervisor. The Examinations Office will find someone to fill your place.

2.2 RemunerationSupervisors are paid about a fortnight after the conclusion of the examination period directly into their bank account. Supervisors must complete their on-line timesheet in People Soft. A user


name, password and instructions are available by e-mail, on paper from the Examinations Office or Control Room of from the Supervisor web-site. (Appendix G, p. 55.)

A paper timesheet must be returned to the Examinations Office or the Control Room after the last session attended.

In-charge (IC) Supervisors and Control Room staff should monitor timesheets and correct any obvious errors. Timesheets will be checked and certified by the Examinations Office and passed on to the UC Payroll Office for payment.

2.3 SuperannuationThe University of Canterbury offers employees, who are NZ citizens or permanent residents, a retirement savings scheme in the form of the NZUSS that meets the complying fund requirements of the KiwiSaver Act 2006. If you are a member of a KiwiSaver Scheme you will need to submit a completed KiwiSaver Deduction Form (KS2) which you can download from the KiwiSaver website (www.kiwisaver.govt.nz). If you are the member of a Scheme and have been granted a ‘contributions holiday’, you will need to include your Contributions Holiday Notice from the IRD Commissioner.

3. DESIGNATION OF SUPERVISORSThroughout this Handbook, the term “Supervisor” applies to all categories of supervisor, except where a specific category is mentioned.

3.1 The Categories of Supervisors:In-charge (IC) Supervisor: Responsible to the Examinations Control Room. Responsible for:

one or more assistants; provision of examination conditions as favourable as

possible to the students; safekeeping of students’ work, examination question papers

and materials; effective conduct of examinations; training and assessment of assistant supervisors;


reporting matters as appropriate; returning of all examination documentation the Examination

Control Room.

Sole-charge (SC) Supervisor: Duties as above but with no assistants.

Assistant Supervisors: Responsible to the IC Supervisor for the efficient and effective execution of tasks assigned to them before, during and at the end of the examinations.

Supervisors of Special Arrangements Examinations (ESAs): Supervision of students with Special Arrangements registered with the Disability Resource Service (DRS) may be entitled to special arrangments for examinations. This may include the supervision of reader/writers. Procedures for ESAs may differ from those used in the main room. Supervisors of ESAs should refer to the ESA Handbook.

Experienced supervisors who normally act as IC Supervisors may find, from time to time, that they are allocated duties as Assistant Supervisors. This is not a demotion. I do this to give other less-experienced people an opportunity to act as In-charge Supervisors and where possible to have an experienced supervisor in reserve in the event of last-minute cancellations.

4. GENERAL4.1 Tea/Lunch Breaks

For exams over two hours, supervisors may take a refreshment break of approximately 15 minutes, subject to the condition that the quality of supervision of students is not compromised. Please return promptly; other people may be waiting for you to return so that they may take their breaks.

Locations:

Upstairs in the Central Lecture Theatre block. KD1. Collect a swipe card from the Control Room. There are also plenty of cafes on-campus.


4.2 SmokingSupervisors are reminded that the University of Canterbury is a smoke-free campus; smoking within University grounds is strictly forbidden. All University buildings and grounds (including halls of residence, fields, regional campuses and field stations) are part of the smoke-free campus.

4.3 Parking Supervisors need to ensure that they have a valid parking permit clearly displayed on their cars whenever they come to the University to supervise exams. Supervisors who do not display a valid parking permit, or who park in the wrong area will be wheel-clamped. If a vehicle is clamped, the supervisor is responsible for any fees incurred; the Examinations Office will not write letters on behalf of supervisors who incur a parking infringement notice. (See Appendix F, page 55 for map information.)

4.4 Personal SecurityUC Security will provide immediate assistance to supervisors who consider that their immediate presence is required.

The Emergency number is extn 6111 or 0800 823 637.

Be prepared to give the following information: Your name, and that you are an examination supervisor. Your examination room. The reason for your call.

The Security Officer will tell you what to do.

See Appendix C (page 48) for information on Emergency Procedures.

(See Appendix F, page 55 for map information.)

See Appendix G (page 56) for a link to UC Security and Health & Safety from the Supervisor web-site (Link to other UC sites).

4.5 Health and Safety The Occupational Health and Safety of supervisors is paramount in all activities undertaken by the supervisors. Each member of staff and each student are responsible for ensuring that his or her


work environment is conducive to good occupational health and safety by:

Observing all safe work procedures and instructions. Wearing appropriate clothing, particularly footwear. Consuming or storing good and drink only in those areas

designated for this purpose. Being familiar with emergency and evacuation procedures

and the location of and, if appropriately trained, the use of emergency equipment.

Co-operating with directions from emergency wardens. Supervisors are advised to take care when lifting heavy

objects. See Appendix H, p 57. Where an accident or illness occurs, and the exam

supervisor requires medical treatment, arrangements should be made with the Senior Examination Arrangements Co-ordinator.

Where urgent medical assistance is required, contact the UC Security Office directly on 6111 or 0800 823 637 and then the Control Room.

Where an injury is sustained in the course of carrying out their duties as a casual University employee, this should be reported to the Senior Examination Arrangements Co-ordinator and an event report should be completed.

Because it becomes dark earlier during winter, if supervisors wish to be escorted to their cars, they should call University Security, extn 6888.

5. BEFORE THE EXAMINATION5.1 Reporting Times

Reporting times are dependent on the room:

In-charge Supervisors: Sole-charge and In-charge supervisors are required to report to the Examination Control Room:Dovedale: 8.00 and 1.00C1-3, A1-2, E8: 8.30 and 1.30Other rooms: 8.45 and 1.45.


Assistants: Report directly to your room.C1-3, A1-2, E8: 8.45 and 1.45Other rooms: 9 and 2

(See Appendix F, page 55 for Map information.)

5.2 In-charge (IC) Supervisors IC Supervisors hold the primary responsibility in the room for monitoring student conduct and providing students with a suitable environment for successfully writing an examination. They are also responsible for assigning tasks to the Assistant Supervisors and ensuring that assigned tasks are completed efficiently and correctly.

At the nominated time, the IC Supervisors should report to the Control Room (or alternative distribution point if advised) and collect the examination papers for the designated examination room.

Attached to the exam papers will be:

Class Rolls Supervisor Daily Sheets - this sheet lists information about

each exam assigned to the room. This information should be known by all supervisors in the room.

Course code and title Duration of exam Whether Open, Closed or Restricted exam (see page 17) Calculator designation (see page 18) Stationery requirements Special announcements Whether the question paper should be handed in at the end Any special equipment requirements A box containing: general stationery, Seating Cards... If

anything is missing, please notify the Control Room. A copy of the letter for any student who requires a special

seat. Additional stationery: Incident Report forms, “potty papers”,

door notices (alphabetical split and calculators)…


Sole-charge supervisors should arrange with the Control Room for assistance with toileting and breaks.

5.2.1 On arrival in examination room the Supervisors should: Direct any person not connected with the examination to

take his/her possessions and leave the room. Check lighting, ventilation, clock, phone and emergency exit.

Check evacuation instructions. Check that the floor and room do not have paper lying

around. Start up the computer and the projector for the electronic

clock. See Appendix I (page 59) for instructions. Place the Room Door Notices on each door. These list the

examination paper/s to be sat and the alphabetical range of the candidates allocated to the exam room. Room notices should be removed after the latest time for entry has passed.

Put a plastic box near each door for students to put things in if they leave the room temporarily.

Write clearly on the board or onto the electronic display:

Room number Date Course code/s Course title/s Duration of exam Number of pages in exam Calculator not/allowed Any other special instructions Alphabetical room division

Cell phones must be switched off with the alarm disabiled. If your cell phone emits any sound during an exam or if you have an electronic communication or storage device on your person, you shall be liable for a fine of up to $120. Cheating is not permitted. The penalties for doing so are severe.

Organise seating arrangements. For the purposes of exams, the lecture rooms hold approximately half the number who can be accommodated. Students sit with at least one seat between each student in order to prevent sideways cheating. They are seated directly behind each other to attempt to prevent ‘overlooking’ cheating. If space permits, you should allow more room


between candidates (e.g. seat every second row, particularly in the case of Open Book exams. Leave some seats in the aisles for late-comers.

Check that sufficient supervisors are present to permit checking and setting up of the room. If there is any staff shortage approximately 20 minutes prior to the start of the examination, contact the Control Room.

Brief assistants and allocate duties: At the beginning : Collecting attendance slips/seating cards,

watching doors, directing students, checking permitted materials, tea breaks beginning 10.30 and 3.30 (for exams of over two hours), marking the rolls.

At the end : Watching doors, watching front desk, taking answer books from IC Supervisor.

Ensure assistants are aware of the emergency procedures & evacuation assembly points (Appendices C & D, pages 48 & 53) and given tasks to help an orderly evacuation.

Put out answer books and any other required material. Place question paper on top of the answer book, attendance sheet on top or partially tucked into the answer book. Ensure that all material for candidates is set out before the candidates enter the room.

Ten to fifteen minutes (depending on the number of candidates) before the examination is scheduled to start, the IC Supervisor will instruct the candidates to enter the room (Not KV or Arts South). As they enter an Allocated Seating Card (if available) is to be given to each student. The IC Supervisors should make sure that a Seating Card is kept aside for anyone who requires a particular seat location. See Appendix B (page 45) for detailed instructions on the Allocated Seating for Exams procedure.

Assistant Supervisors should be posted at the entrance and in other positions to ensure that:

Entry is as speedy and orderly as possible.


Items that the students may take into the room are checked and that no student takes any item/s that are not permitted. Refer to the Daily Sheets and 5.4. Where space permits (e.g. the Kirkwood Village) this should be checked once students are seated.

The students are sitting in the correct seats. Silence is observed by candidates from the time they enter

the room. Food is not taken into the exam room. Sweets (unwrapped

and in a plastic bag) and water bottles are permitted, providing the other candidates are not disturbed.

5.3 Assistant SupervisorsAssistant Supervisors are required to help with examination room preparation and the running of examinations. They must carry out any tasks assigned by the IC Supervisor. These may include the following:

Setting up the room. Place the exam paper on top of the answer book. Except where indicated on the Daily Sheet, one answer book is to be issued to each student. Place the Attendance Slip on top of the question paper or tucked into the answer book.

There must be at least one vacant desk space between students in lecture theatres. Where space permits arrange seating to allow maximum space between students.

Seating allocations. Observing the candidates to ensure that all rules are

followed. Accompanying students out of the room.

5.4 Items which students may bring into the exam roomStudents may take in only ID cards, pens, pencils, rubbers and other instruments permitted for the examination. These items must be held in the hand or in a clear zip-lock plastic bag. All other bags, writing paper, pencil cases, etc. must be left at the front of the room. Pencil cases brought to the desk in error must be placed on the floor. Cell phones and smart watches should be in bags, turned off and the alarms disabled. Calculators, notes and books are only allowed if specified on the Daily Sheet and must be checked prior to the students taking their seats.


Clear plastic bottles of water are permitted.

5.4.1 An EQ amendment to the regulations above:As a result of on-going risk of earthquake, students have been given the following advice:

You are encouraged not to bring your bags into the examination room. If there is a significant aftershock and the room is evacuated, you will not be permitted to take your bag with you. However, the following items may be taken to your desk: Cell phone, wallet and/or keys which must be contained in a named, clear plastic zip-lock bag. This is to be placed under your chair and must remain there for the duration of the exam session.

Supervisors should refer to their Briefing Instructions or the Control Room for updates on this rule.

Please report any breaches of this instruction on an Incident Report.

5.5 Open, Closed and Restricted ExaminationsOPEN – Any written/printed material is permitted. Excludes electronic equipment, e.g. laptops, tablets, mobile phones and iPods… Any type of calculator may be used in an Open-book exam. Students may not take bags to their desks; all materials must be carried in their hands.

RESTRICTED – Only specified material is permitted. This is indicated on the Daily Sheet.

CLOSED – No material may be brought into the exam room; only writing materials, e.g. pens, pencils, calculators (if permitted), etc.

5.6 Calculators and DictionariesUnless specified on the examination paper and/or the Daily Sheet calculators and/or dictionaries are not permitted. This includes electronic or foreign language dictionaries.


Where calculators are permitted, they must be: hand-held, self-powered, and noiseless; and in the case of restricted (see below) calculators, may not provide for the input or display of the full alphabet. The calculator must not have an audible alarm, not include facilities for “wireless” transmission or reception of information.

Where a student neglects to bring a calculator to the examination room, or the calculator has been confiscated as unauthorised, replacement calculators may be provided by the Control Room.

Under no circumstances are students permitted to share calculators or use them in such a manner that interferes with or distracts another candidate. No supplementary material (e.g. operating manuals) related to the use or operation of the calculator other than a spare battery pack will be permitted in the examination room.

All supervisors must make sure that they are conversant with the UC Calculator Regulations and know which option is in force for each examination:

No calculator is allowed. Department-supplied calculator. “UC Approved” calculator. “Civil Approved” calculator. Any calculator. The Daily Sheet may just specify:

“Calculator Permitted: Yes.”

5.6.1 Department-supplied CalculatorA department may supply standard non-programmable calculators to be issued to students in exams. Supervisors are required to ensure their safe custody and return.

The following instructions are to apply:

Number of calculators returned must be equal to the number provided.

Assistants should collect the calculators by row while the students are still seated. No candidate is to leave the room until all units have been collected and checked.


Under no circumstances are candidates permitted to bring their own calculators into the exam room if the instructions state “Department-supplied Calculator” for a particular exam.

5.6.2 “UC Approved” or “Civil Approved” Calculator PolicyWhere a Standard Non-programmable Calculator is approved for an exam, students must have their calculators pre-approved and a white/silver “UC” or “CIVIL” sticker attached to the back. This will be indicated on the Daily Sheet as calculator with “UC” or “Civil” approved. Where there is no sticker or the sticker appears to have been tampered with, the Supervisor should:

supply the student with one of the Room calculators, or send them to the Control Room to have their calculator

checked (if time permits), or ring the Control Room for assistance.

The Supervisor must not let the student use a calculator without a sticker, even if it is the same model as those with a sticker.

S/he should remember that, even though students have been told - they could have a serious disadvantage if they have no calculator at all.

6. EXAMINATION ANNOUNCEMENTSThe IC Supervisor must read the following announcements (printed in bold and indicated by an icon) to students. Do not announce any text that is not in bold.

Any student arriving in the exam room after the Announcements have begun must read and complete the Examination Sheet for Late Students.

The Supervisors should refer to the Daily Sheet for details of the particular exam/s in the room; amend announcements according to materials in use. Microphones provided in larger rooms should be used to ensure all students can hear the announcements.


May I have your attention for the following announcements?

Do not open your exam paper.

Read: exam code/s and name/s of papers will be sat in this room.

Check that you are sitting in the correct seat as printed on your seating card and that you have the correct exam paper in front of you.

Any candidates seated in front of the incorrect exam must change seats or leave the room. Please fill out your personal details on the attendance slip, the cover of your answer book/s and any other documentation that must be handed in. You should write your name (not exams using anonymous marking, e.g. Law...), ID number and your seat number on the front of your book.

You must put your pens/pencils down once this is completed.


Authorised materials announcement

This is an Open Book Examination: Any written/printed material is permitted in this exam. All electronic equipment apart from calculators is prohibited. All materials must be carried in your hand; you may not take bags to your desk.

This is a Restricted Book Examination: The equipment and materials which you have been authorised to bring into this room are.... Read out the list of materials (written on the Daily Sheet) this should have been brought into the examination room.

This is a Closed Book Examination: No notes or books should have been taken to your desks.

All audible electronic devices such as cell phones, watch & cell phone alarms must be turned off with the alarms disabled for the duration of the examination.

Cell phones, wallets and keys must be at the front of the room or in the zip-lock bag under your chair and not in your pocket.

If you have taken to your desk any unauthorised items, e.g. cell phone, smart watch, iPods/mp3 devices, extra papers, books, notes these must be handed in. Raise your hand and a supervisor will collect it from you and hold it at the front of the room until the end of the exam.

You must place items such as jackets and hats on the floor under your desk. They are not to be on the desktop or on your lap.Draw the students’ attention to the penalty where a cell phone emits any sound during an exam or if they are found will a cell phone in their pockets. A set alarm may still ring, even if the cell phone is turned off.

From now on, if you are found to have any unauthorised items, these will be confiscated and a


report will be filed. This may lead to misconduct proceedings and to withdrawal of credit for the examination.

Rough notes may be made on the inside of the answer book. Work not intended for marking should be crossed out. Extra paper or additional answer books will be available if necessary.

Please put your ID cards on your desk. If you need to go to the toilet during the exam, you must bring your ID card with you. At this time, you will be asked to turn out your pockets.

Please pass the attendance slips, your seating cards and any spare exam papers to the end of the each row for the assistants to collect.

At precisely 9.30 or 2.30 announce:

You have exactly “X” hours (as stated on the exam paper) from now in which to answer the examination paper.

No one may leave within the first hour or in the last 15 minutes.

Keep your eyes on your own work.

If you require anything you should raise your hand and a supervisor will attend to you.

Please begin the exam.

At this point the supervisor must start the electronic clock.

The procedure set out above must be followed and the exam is to commence after the announcements. These announcements must also be brought to the attention of students arriving late.

Note: If the Supervisor starts the exam late for any reason, the Supervisor must put the new start time and finish time on the whiteboard and draw the students’ attention to the change prior to starting the exam.


7. DURING THE EXAM 7.1 Recording Student Attendance

The supervisors must collect attendance slips and seating cards. Count heads and check total with number of attendance slips for each row as slips/cards are collected. Check all IDs if in smaller rooms.

Re-count total heads and tally with attendance slips. Sort the seating cards into alphabetical order. Bundle by

row in large rooms. Sort slips into alphabetical order and check off against the

Class Roll. When checking the Roll, mark the student’s seat number beside his/her name; write ‘A’ if the student is absent. Every name must then have either a Seat Number or an ‘A’ beside it.

If the exam is a Distance or “optional” examination, where only a small percentage of students will be attending (this should be marked on the Daily Sheet) and it is only necessary to place a mark beside those students actually present.

On marking the Roll, if you find any students designated “Clash” or “Special Arrangements” who have gone to the main room, please notify the Control Room immediately.

7.2 Late ArrivalsExams begin at 9.30 and 2.30. A late student may enter until 10.15 and 3.15. No extra time should be given.

Any student arriving in the exam room after the Announcements have begun must read and complete the Examination Sheet for Late Students.

There are always some students who, for a variety of reasons, arrive after the permitted time for entry, e.g. 10.17 or 3.25. They may not enter the exam room. Students who arrive for their exam after this time must be escorted to the Control Room by an assistant. Please advise what time the student reported and if anyone has left the exam.


7.3 Tea BreaksA 15-minute tea-break is provided in all exams of more than 2 hours in duration.

When an IC Supervisor leaves for his/her tea-break or for any other reason, s/he must appoint a deputy to collect scripts, etc. Brief the deputy about any tricky requirements. (This is particularly important if students leaving must hand in their question paper - exams printed on white paper - and answers.) If they have doubts they should ring the Control Room for guidance. There should never be more than two supervisors out of the room at any one time. Please call the Control Room if back-up is required.

7.4 General Duties throughout the ExaminationThe main focus throughout the examination, apart from taking students to the toilets, is to be on the lookout for any behaviour that looks suspicious. Supervisors should not congregate, but should move unobtrusively about the room and between rows if possible at 10-15 minute intervals. When doing this, the Supervisor should check for unauthorised material and/or breaches of regulations. Do not stand too close to the students as to be intimidating.

Extraordinary events do occur. Every exam room has a telephone which should be used to contact the Control Room if help is required. If there is any uncertainty or difficulty Supervisors should, phone the Control Room (phone numbers are on page 6). No students are ever to be left alone in an exam room, or allowed to leave the exam room without an escort if they intend to return to the exam.

Vigilance is paramount. During an examination full attention must be given to the supervision of students. Eating, knitting, reading, writing, or other activities which may divert attention, or disturb students, are not permitted.

In general, supervisors should be unobtrusive in an examination room, but should deal with students in a friendly but firm and authoritative manner.


Remember, you are here to ensure the examination period runs as smoothly as possible for the University and the student. Smiles and friendliness go a long way towards this.

Supervisors should be alert to deal promptly with candidates’ requests, check any disturbance and prevent or detect any infringement of the rules or any irregularity. Any disturbance or suspected irregularity should be reported immediately to the IC Supervisor and the appropriate Control Room and an Incident Report must be filed.

Supervisors should not wear noisy jewellery or shoes, or strong perfume or aftershave. Distracting noise must be avoided and there must be no more talking amongst supervisors than is absolutely necessary. Any whispering must be done as quietly as possible (write notes if possible). Supervisors should not use official examination stationery (e.g. supplementary paper or identification slips) to write notes or memos. Scrap paper for general use is provided with examination materials.

Never throw any official stationery in a rubbish bin. Return all unused stationery to the Control Room.

7.5 Incidents Occurring in the ExaminationAn Incident Report Form MUST be completed if anything out of the ordinary has occurred during the course of the examination. There are two sides to this Form:

7.5.1 Dishonest Practice Log Alleged Misconduct - including Cell Phone Fine (page 28).

7.5.2 Other Examination Issues Issues with the examination paper or attachments. A candidate was present at the wrong exam room. The examination was interrupted or disturbed in any way. The examination started late. Room issues. Student transferred to Health Centre because of illness.

If this is a case of Dishonest Practice: give the top part of the Incident Process Form to the student.


Keep the answer book that is subject to an Incident Report on top of the pile. Complete the bottom half of the Incident Process Form for the examiner and keep with the answer books.

7.6 Alleged MisconductExamination candidates must observe the Examination Rules set out in Appendix A (page 40). Although it should be remembered that most students will comply with these rules, some candidates may attempt to seek unfair advantage.

This may include: Unauthorised notes possibly concealed under or in answer

books or question papers, but also under watches, inside sleeves or other clothing. Notes may be written on wrappers of chewing gum and inside calculator cases, or on arms/legs!!!

Additional sheets of notes where one A4 sheet of notes is authorised.

Copying the work of another student. Talking or passing notes. Allowing another person to attempt their examination paper

fraudulently. Unauthorised calculator. Use of a calculator where none is

permitted or the wrong type of calculator. (See page 18- 19.)

Cell phone, smart watch, iPod/mp3 player or other electronic device.

7.7 Dealing with Alleged or Actual MisconductIf misconduct is suspected, observe the following procedures:

Observe the student, unobtrusively, to confirm your suspicions and ask another supervisor to do the same (referring to the student by seat number, rather than pointing him or her out).

Report to the IC Supervisor. If the student has unauthorised material: the IC Supervisor

should approach the student quietly, explain that s/he is acting upon suspicion of academic misconduct and remove from the student any notes, books or other materials being


used without permission. Care should be taken not to disturb other students in the vicinity.

If the student is unreachable in the middle of the room, the supervisor/s should continue observing at intervals and, just before the end of the examination, a supervisor should be stationed at the end of the row, so that immediately the examination ends, the IC Supervisor should ask the candidate for the material.

If a candidate appears to be copying from another candidate/s: the supervisor should stand near the candidate and let him/her know that he/she is under suspicion.

The IC Supervisor should advise the student that s/he is reporting the incident to the Examinations Office and that they should wait and see the IC Supervisor at the end of the examination.

The student should be allowed to complete the exam in the normal way.

In all cases of unauthorised material or behaviour, the supervisor/s should write a detailed Incident Report making it clear exactly what was seen and done by candidate/s and supervisor(s). The Report should include the candidates’ names, ID number, a diagram showing the position of the candidate/s concerned in the room and a detailed description of the infringement. As much detail as possible will assist the Proctor when investigating an offence. If the infringement is of a serious nature, notify the Control Room immediately; if minor inform them at the end of the exam.

The IC Supervisor should give the student the top part of the Incident Process Form which also has Support information on it. The bottom half, which is for the examiner, should be kept with the answer books.

At the end of the examination the IC Supervisor should ensure that the answer books of the candidates concerned are kept separate and handed to the Control Room supervisors with the Report.

Supervisors should note that they may be required to give evidence in the event of an enquiry to investigate allegations.


Supervisors must not return any confiscated items to the student or examiner if academic misconduct is suspected. The material should be returned with the Incident Report Form to the Control Room.

Supervisors must contact the Control Room if they are unsure of the correct procedure or if student/s involved is/are disruptive or threatening.

7.8 Cell PhonesAn Instant Fine process should be implemented in the following circumstances:

When a cell phone rings or the alarm sounds during an exam. The cell phone may be, in a bag at the front of the room, in the student’s plastic bag under the seat or on the front counter.

The student has a phone on his/her person both in the exam room and in adjacent areas, e.g. toilets.

Procedure: Confiscate the cell phone if possible. Try not to disturb the

other students. Write down the student’s name and seat number.

Describe the nature of the ring or when the phone was found.

If you can’t get to the student, take their seat number and ask him/her to turn out their pockets at the end of the exam.

Take the phone to the Control Room. If the phone is in a bag: take the whole bag to the Control

Room. Send a full Incident Report to the Control Room before the

student gets there. Where was the phone? What time/s did it ring? Describe the ring (how loud, how often…). Did the owner come forward/do anything?

After the exam: send the student to the Control Room.


If the student was observed using the phone, the Instant Fine does not apply, but the procedure above should still be followed. The report will be forwarded to the Proctor.

7.9 Queries about Examination PapersSupervisors must not, under any circumstances, answer any question raised by a student during an examination in relation to the examination paper or exam conditions. Neither, may the Supervisor express an opinion as to the interpretation of a question in an examination paper. All queries must be brought to the IC Supervisor’s attention; s/he will raise this with the Control Room.

Follow the guidelines below: It is essential that the query is specific: not ‘Some students

think this is wrong.’ Get as much information from the students as possible, preferably including what the students think the correction should be. This will save valuable time and enable a quick solution.

The Supervisors must make sure s/he has a copy of the question paper before calling the Control Room. The supervisor will be asked his/her name, the room, paper code, the page number, the question number and the problem will be requested.

The Supervisor may be asked to carry a correction to other rooms in the area.

Candidates raising the queries should be informed that a ruling will be sought and that, in the meantime, they should continue with the remainder of the paper. The examiner is to be the judge of the information to be given to the students.

The Control Room will contact the examiner for clarification.

7.9.1 If there is no error in a question: The IC Supervisor must tell the student/s who raised the question: “The question is correct as it stands.” Supervisors need not inform the whole room if there is no correction.

7.9.2 If there is an error in a question:An Incident Report must be completed.


If correction is minor: the IC Supervisor will write the correction on the whiteboard or on the electronic clock screen and make an announcement to explain the change to all students.

If the correction is complicated: the examiner may be asked to explain the change and write the correction on the board in each room.

If candidates query whether or not they have been given the correct examination paper then this matter must be reported to the Control Room immediately. Under no circumstances should students ever be told to attempt the examination regardless.

7.10 Supplementary PaperWhere candidates require additional stationery, it should be allocated accordingly:

Most exams: the student should be given one of the half-sized (grey) answer books.

Anonymous (e.g. Law): Issue another Lilac answer book.

Students should also receive a piece of string to tie the answer materials together.

Ensure students do not take unused stationery from the exam room.

7.11 Messages for StudentsUnder no circumstances is a message for a student to be given to him/her during an exam unless a supervisor has been specifically instructed to do so by the Control Room. Please wait until after the exam to pass on any messages.

7.12 Students Leaving the Room during the ExaminationCandidates, once admitted to the room, must not be permitted to leave temporarily, except for urgent reasons. Any candidate, who leaves the room temporarily, must be kept under supervision during this absence and a note made on the “potty paper” of the name, reasons for leaving and time of departure and return. Candidates shall not be re-admitted into the examination room after they have left, unless they have been under full supervision for the period of their absence.


7.12.1 Toilet VisitsWhen the student comes down to go to the toilet, they must bring their ID and their details recorded on the “potty paper”. Supervisors should indicate to the student that they need to turn out their pockets and place any items in a container near the door. The student should also be asked to pull up their sleeves enough to see if they have a smart watch. If a phone or smart watch is discovered, follow the directions for the Instance Fine described in 7.8 (page 28). Please do not touch the student, if you think s/he has something in his/her pocket, call the Control Room for help.

If possible, the person taking the student should be of the same gender. If of the same gender, the assistant must accompany the student into the hand basin area of the toilet. If the supervisor is of a different gender, s/he should not go into the hand basin area but should still ensure that the toilet door remains partially open by placing his/her foot in the door.

The Supervisor should not initiate a conversation with the student but may reciprocate if the student wants to chat. Be aware that the student may not wish to converse but may wish to be left in silence to think about his/her exam. Please take your cue from the student.

7.12.2 Early DepartureA candidate is not permitted to leave the examination room for 60 minutes after the official start of the examination, i.e. 10.30 and 3.30.

When a candidate insists on leaving the room before the minimum time has lapsed (for example, because of illness), s/he must be escorted immediately to the Control Room where s/he must remain under supervision until the above times have lapsed.

Students may leave (without wishing to return) after 10.30 and 3.30.

Students may not leave the room in the final 15 minutes of the exam.

7.12.3 Student Illness


If a candidate is taken ill during the examination, and the illness is of a minor nature (e.g. a nose bleed), the IC Supervisor may, at her/his discretion, direct an Assistant Supervisor to take the candidate outside for a short period, remaining with the candidate until ready to carry on with the examination. If a problem persists, contact the Control Room. Under no circumstances should you give a student any medication; not even aspirin or Panadol.

If a candidate is taken ill and it is deemed necessary for the candidate to go to Student Health, phone the Control Room immediately. If the illness is of a serious/complicated nature, the Supervisor should contact UC Security on 6111 and then the Control Room.

Security is able to send a car over to collect a candidate or the student may be escorted there by an Assistant. The student’s exam script must be left in the exam room.

If there is any possibility that the student will return to the exam: on arrival at the Health Centre, the student must leave his/her possessions with the Receptionist or a supervisor. If the student wishes to continue the exam, s/he should be escorted back to the exam room. Advise the student to indicate in the answer book where the break was taken. The IC Supervisor must write the leaving and returning time on the outside of the answer book at the completion of the exam and complete an Incident Report Form. This will be used in evidence for any aegrotat application made by the student.

Always have someone in attendance of an ill student, never leave them alone.

7.12.4 Aegrotat ConsiderationA student may apply for aegrotat consideration when illness either affects his/her ability to sit and/or study for his/her exam, or affects his/her performance.

Aegrotat forms are available from the Control Room, the Examinations web-site (page 43), the Information Desk (Matariki/Registry) and the Student Health Centre.


7.13 Medical ConditionsCandidates with a known condition will normally have informed the Examinations Office of their needs e.g. comfortable, special chair; extra time... Others will bring their support with them - e.g. medication for headaches, etc.

If special considerations are required in the main rooms, the student will have a letter and a copy should be included with your exam materials.

7.14 15 minutes before the end of the examinationAt 15 minutes before the end the IC Supervisor should announce: You have exactly 15 minutes until the end of the examination. No-one may leave his/her seat until given permission to do so. Please ensure you have your name on the front of your answer books.

8. AT THE CONCLUSION OF THE EXAM8.1 At the conclusion of the examination

Announce:

The examination is finished. Please stop writing and close your answer book. Check that you have filled in the required details on all

pages of your answer booklet & that the cover page is completed correctly. You should have your name, student number, seat number, question numbers and pages written on the front of your answer book.

ALL material must be handed in and tied with your answer book.

Scantron sheets must be placed inside the front cover of your answer book with ½ cm protruding at the top. They should not be folded or tied in.

Remain seated until authorised to leave.

After allowing about two minutes for candidates to sort out their material, the IC Supervisor should collect the answer books.

8.1.1 In a lecture theatre:


Please line up: answer book in one hand, ID in the other and remain silent until you are outside the room.

There may be variations to this method, depending on the nature of the room. The IC Supervisor may decide that students should remain in their seats and be called down row by row.

8.1.2 In flat rooms:Please remain seated and silent while we collect the answer books.... When all material has been collected, the IC Supervisor should direct students to leave.

8.2 Collection of Answer BooksIt is crucial that students do not get the opportunity to take their answer books from the room, as when that occurs there is no guarantee that the returned work will be marked.)

Candidates must leave the room in a systematic and orderly manner.

Alternative exits must either be barricaded or kept under observation to ensure that no candidate leaves the room other than by the main exit. If answer books are also on the front desk, an Assistant must be stationed to guard these.

Ideally, students should hand in their answer books before collecting their bags.

The IC Supervisor is to collect the papers from one candidate at a time. The IC Supervisor may appoint a deputy to assist collecting books.

As each candidate hands in his/her answer book, the Supervisor must check that the cover has been correctly filled in (especially the prescription number and the candidate’s name).

The Supervisor must also check that the name/ID number of it is identical to that on the student card and that the photo matches the student.

In no circumstances may answer books, used or unused, be taken out of the examination room until the end of the


examination. It is most important, and the responsibility of the IC Supervisor, to ensure that s/he receives an answer book from every candidate, even though the answer book may bear only the candidate’s name and is otherwise blank.

After leaving the examination room, no candidate is permitted to re-enter until all other candidates have vacated the room.

8.2.1 What students can remove from the exam room Question papers printed on coloured paper.

8.2.2 What students may not remove from the exam room. Check the Daily Sheet:

Question papers printed on white paper. Answer booklets: Including blank or partially used. Scantron Sheets: See Appendix E (page 54) for instructions

on collecting. All other materials required for marking, e.g. graph paper...

8.3 Student IdentificationStudents must display current, clearly identifiable, photographic identification in every examination they attend. The ID cards are to be scrutinised carefully and any ‘doubtful’ cases must be followed up.

8.3.1 Acceptable Identification UC Student card Passport NZ driver’s licence Print out from Student Services showing photo, name and

student number and stamped with UC stamp.

If you have any doubts about the identity of a student, please escort the student to the Control Room.

8.3.2 Students without appropriate IDSupervisors must make a note of the student’s name and ID number that was written on the exam answer book. DO NOT just ask the student for his/her details.


Finishing during the exam : Should be escorted to the Control Room by an Assistant or asked to wait until the end of the exam.

Finishing at the official time : Should be asked to wait to one side in the care of an assistant and escorted to the Control Room once the other students have left.

9. AFTER THE EXAMINATION9.1 Checking the Scripts

Sort the answer books into alphabetical order, if this is specified on the Daily Sheet.

Remove any Scantron sheets in a systematic way.

Count the answer books into bundles of 20 and secure with a band.

Tally the numbers of answer books against the roll.

If any student’s work or a confidential paper is missing, conduct an initial thorough search of the room and re-check the books and other papers if necessary.

If the answer books and the list cannot be reconciled, notify the Control Room immediately by telephone. Do not take the scripts out of the room until authorised by the Control Room.

Beware of students seeking to return an answer book “mistakenly” taken from the room. If this happens, accept the book, but advise the student that the book will be forwarded to the Examinations Office with an Incident Report.

9.2 Checking the RoomWhen all answer books have been bundled, the room must be checked carefully to ensure that no books or portions of books have been left in the room. All unused answer books, loose sheets… must be collected, assembled in bundles or cartons and returned to the Control Room.

Cartons must be packed in the following order:


Scrap paper and unused answer books at the bottom. Spare exam papers. Used answer books. Scantron sheets. Incident Reports. Rolls on top.

Assistant Supervisors should check the room for stray paper or notes at the end of each session. Anything that looks like notes must be handed to the Control Room with an Incident Report.

9.3 General Please leave all tidying up activity until after the students

have stopped writing. Put the seating cards back in alpha/numerical order if you

haven’t already. Any personal property left by candidates must be brought to

the Control Room. The IC Supervisor will return the completed exam papers to

the Control Room. Building lock-up. Most buildings are locked automatically

on a time-lock from a central computer. If the doors are locked when you leave please press the green button near the door to exit.

10.1 TimesheetsBefore leaving the exam room complete your paper timesheet for that session.

After your last session, submit your paper timesheet to the Control Room or the Examinations Office.

Start times: Indicate the official start time for your room (see page 12). If you arrived after the official start time, write the time you arrived. Finish Times: Please write the time you finished. Maximum finish times are 30 minutes for Large Rooms and 15 minutes for Small Rooms.

10.1.1 Electronic TimesheetsEnter the total hours for each day into PeopleSoft


Instructions on how to do this can be collected from the Control Room, the Examination Arrangements Co-ordinator or from the Supervisor web-site.

See Appendix G (page 56) for links.

11 Additional Examination Information11.1 Students Wearing Head Scarves

It is important that we understand and respect students who wear head scarves for religious and cultural reasons. It is not appropriate for a non-family male to see a woman’s naked head or in some cases, face. To be thus seen can be very traumatic for the student. If you have suspicions, the student should be escorted to a private room (no male must be present) and asked to pull the scarf aside for checking.

11.2 Examination Clash CandidatesClashes occur where a student has two exams scheduled at the same time. The candidate will sit one exam in the morning and the other in the afternoon. To prevent contact with other students sitting the exam at the original time, the student will be supervised over the lunch-break between exams in a supervised room located near the Control Room. Clash students with enquiries should be escorted to the Control Room.

If, when marking the Roll, you find a clash student in a regular room this student must be escorted to the Control Room at the conclusion of the exam. Please inform the Control Room immediately.

11.3 Special ArrangementsStudents with a temporary or permanent disability, which affects their ability to sit examinations under the prescribed conditions, may apply (through the DRS) to sit examinations under special conditions which take account of the particular impairment. For example, someone who has injured a writing hand or arm may be supplied with a writer. Students must apply through DRS for approval.


Some students may elect to sit in the main room with their peers. These students will not be granted extra time. If the student needs any special assistance a letter will be included with your exam materials.

Some students with Special Arrangements will have been granted extra time for their exams and they will sit their examination in the Special Arrangements area. Any student wishing to have an extension of time sitting in any other exam room, is to be referred to the Control Room. There is extra time at the commencement of each session only, i.e. 9.00 am and 2.00 pm. There is no late finishing except in exceptional circumstances.

11.4 Exams in Computer RoomsSomeone from the department will come and assist you at the beginning of the exam.

It is important to monitor and ensure that the candidates are not using the spell-checker function or the Internet. This cannot be removed completely, but it can be disabled so that students are not alerted to spelling or grammar mistakes. However, this is easily re-enabled so it is important to be vigilant.


APPENDIX AA.1 Examination Instructions for Candidates

Available on-line. See Appendix G.

Infringement of the Examination Regulations is regarded very seriously. Please read the following instructions carefully and make sure you understand them.

You are encouraged not to bring your bags into the examination room. If there is a significant event and the room is evacuated, you will not be permitted to take your bag with you. However, the following items may be taken to your desk during the examination: cell phone, wallet and/or keys which must be contained in a named, clear plastic Ziploc bag. This is to be placed under your chair and must remain there for the duration of the exam session.

Cell phones and electronic devices

You are not permitted to have a cell phone or any other electronic communication device on your person or in adjoining areas (e.g. toilets) during the period of the examination. Cell phones must be switched off with the alarm disabled. If your device emits an audible sound during an examination/test you shall be liable for a fine of up to $120. If you are required to be contactable during the exam, in case of an emergency, your cell phone may be left with the Examination Control Room Staff who will pass on any message received.

As a result of earthquake contingencies, cell phones (keys and/or wallets) may be taken to your desk but must be contained in a named, clear plastic Ziploc bag. This is to be placed under your chair and must remain there for the duration of the exam session (see above). Other electronic communication devices (including but not limited to: laptops, iPads/tablets, iPods, mp3 players, etc) brought into the room must be left with your personal belongings at the front of the room or with the Room Supervisor.

If a candidate is found to have an electronic communication or storage device on their person in an examination room or in an adjoining area (including toilets) during an examination, the


candidate shall be liable to a fine of up to $120. If a candidate is seen attempting to use an electronic communication or storage device the matter will be referred to the Proctor.

IdentificationStudents must display current, clearly identifiable photo identification in every examination they attend.

While your Canterbury Card is preferable; other acceptable forms include:

passport NZ drivers’ licence Verified printout from Student Administration showing

photo, name and Student ID number.

If you need to leave the exam room (e.g. to go to the toilet) please bring your ID to give to the Room Supervisor.

What you may take in with youOnly the below items may be taken into the examination room:

Canterbury card or suitable alternative. Pens, pencils, rubbers and, where authorised, drawing

instruments. These should either be held in your hand or in a small, clear plastic bag.

A bottle of water. Additional course materials (e.g. course books, notes,

calculators...) may be taken into the exam room only if the Examiner has notified the Room Supervisors in advance of the exam.

Entering and leaving the examination roomExam rooms will be published on the last day of lectures for each semester.

UC examinations start at 9.30am and 2.30pm. You should report to your assigned room 5-10 minutes before the official start time.

You may not enter an examination room later than 45 minutes after the start of the examination.


On entry to the exam room you may be given a card with a seat number printed on it (not Kirkwood Village rooms). You must sit in this seat. If, for medical reasons, you need to sit on an aisle seat, please e-mail the Examination Arrangements Senior Co-ordinator at least five working days before the exam is scheduled.

Immediately after taking your seat, fill in the attendance slip and answer book cover with your name, student number, course code and course title in the spaces provided. (Law students do not write their name on the answer book.)

Do not start reading the examination questions or writing answers until the Room Supervisor announces that you may begin.

You will not be permitted to leave the room:

During the first hour of the examination. During the final fifteen minutes of the examination.

During the examination

The Room Supervisor will announce:

when you may begin working on the examination; when only fifteen minutes remain when you must cease work. Do not continue to write after

time is called.

CheatingThis is considered an extremely serious offence which may lead to expulsion from the University.

If you have accidentally taken revision notes or other unauthorised material into the examination room, hand them immediately to the supervisor.

Do not: look at other candidates’ answers; talk or communicate in any way with other candidates.


Answering exam questionsAnswer in English and write in ink unless the question paper gives other instructions. (You may answer in Maori provided you have made prior arrangements. See use of Maori for more information.)

Write clearly; illegible answers will not be marked. Start a new page for each question and take care to identify

each answer clearly with: the number of the question; where appropriate, the part you are answering.

Do not copy out the question.

Do not tear any pages out of the answer book.

Rough working may be done in the answer book or you may request extra sheets from the supervisor. Clearly cross out rough working before handing in your book.

Tie all extra sheets including rough working into the answer book at the end of the examination.

At the end of the examinationOnce the supervisor announces the end of the examination do not add anything more to your answers.

You must hand in your answer book together with any other paper to the supervisor before you leave the room.

Do not attempt to discuss any aspect of the examination with any of the examiners for the course before the results are published.

Lost property: Check the Examination Control Room or Security.

If you have any queries or comments, or require further information please contact the Examinations Office.

A.2 AegrotatsA student prevented from completing any major item or items of work for assessment in a course, or who considers that his or her performance in completing any major item or items of work for assessment in a course has been impaired by illness or injury or


bereavement or any other critical circumstance may apply for aegrotat consideration for the course. A student may apply on the basis that disrupted revision through one of these causes has resulted in impaired performance.

How to apply: Following the exam the student must: Visit a doctor within 24 hours. Submit the application form to the Records, Examinations &

Graduation Office, Level 0, Matariki/Registry within 7 days.

For more information contact: Vanessa Meehan, Phone: +64 3 364 2987 ext 8979, [email protected]

Application forms can be collected from: Student Health Records, Examinations & Graduation, Level 0,

Matariki/Registry. From the Examinations web-site (See Appendix G, page 56).

A.3 Missed ExaminationsStudents may enter an exam up to 45 minutes after the published start time of the examination.

A candidate who reports late or misses an examination must contact the Examinations Office as soon as possible. Contact must be made within 72 hours (excluding weekends and statutory holidays) from the starting time of the missed examination:

Report to the Examinations Control Room (open 8am - 6pm throughout the exam period) or contact the Examination Arrangements Senior Co-ordinator.

Submit a completed statutory declaration outlining your situation to the Examinations Office

Report to the Head of Department/School which set the examination paper.

Please contact the Examination Arrangements Senior Co-ordinator for further information.


APPENDIX BB.1 Allocated Seating for Exams for Lecture Theatres

Kirkwood Village and some other smaller rooms do not have seating cards or seating stickers.

Allocated Seating Cards have been generated for every second seat. Stickers have been put on each place to correspond with the seating cards. Room plans are available on request from the Examination Arrangements Senior Co-ordinator or the Control Room.

The room supervisors will lay out the books before the exam starts in accordance with the plan.

If there is more than one exam in the room the IC Supervisor will make the decision as to how the exams are laid out in the room. S/he will also divide the cards to correspond with the room lay-out.

The seating cards will be divided into separate groups to correspond with the seating structure and randomised. Please remove a small group of cards which corresponds to the aisle seats. These are to be kept for people who have reserved a particular seat and for latecomers.


Randomise the cards. Do not shuffle the cards as you would for playing cards; over time, the plastic starts to come apart.

Issue a card to each student as s/he enters the room, taking care to note if students are exchanging cards.

If there is more than one exam in the room do one of the following:

Bring both exams in together, ask the student which exam s/he is sitting and choose a card from the correct bundle.

Bring one exam in first. When most people are in for that exam, call in the other exam.

Assistant supervisors will direct the students to their seats.

If any students are seen swapping cards, an Incident Report should be written.

Students are to write the row & seat number on the front of their answer book and on the attendance slip. The IC Supervisor must tell them to do this at the beginning of the exam and also remind them at the end of the exam before they leave their seats.

Students should be instructed to put cards with their attendance slips for collection.

B.2 Students who have requested a special seat for medical or other reasons

Each of these students has been sent an e-mail by the Examinations Office. A copy will be with the exam documentation. Please make sure a card is kept aside for that particular student.

The e-mail instructs the student to show the e-mail at the door.

Select one of the cards from the bundle of “special seat” cards.


Keep the remainder of the aisle seats for late entries. (Again, distribute these so that people coming in at the same time do not sit together.)


APPENDIX CC.1 Emergency Procedures

C.1.1 Know what to do before an emergency happens.All supervisors must make sure they know the Evacuation Procedures for all venues that they attend. Emergency Procedure boards which cover a full range of events, are located in all UC facilities. Supervisors should ensure that they read and understand the emergency procedures relating to each venue.

A link to the UC guides on Emergency Management may be found under Health & Safety on the Supervisor site (Appendix G, page 56).

In the event of an emergency, it is essential that Room Supervisors (particularly the IC Supervisor) should assume immediate responsibility for an orderly evacuation of the examination room. Assistants and students should take their direction from her/him.

C.1.2 Pre-exam organisation All supervisors should know where the assembly points are

for the room. These differ depending on the event. All rooms should have this displayed by the door.

Organise which doors should be used to exit in rooms with more than one door and which staff members will monitor each door.


C.1.3 Pre-exam announcementsAs part of the Pre-exam announcements the IC Supervisor should:

Inform the students of the procedure should an earthquake occur during the exam. See Key Messages for Students (Appendix D, page 53).

Tell the students that in the event of an emergency, they should following the instruction of the senior supervisor.

Inform the students where they should meet if the room is to be evacuated.

C.2 If an event occurs that is not earthquake relatedThe fire alarms will sound.

The IC supervisor should instruct the students to stop work, place their question paper inside the answer book and close it.

Supervisors can collect up the exam materials if time/room size permits.

In other rooms, leave all of the examination materials, including question paper and answer books, on the desk. Students should not take personal possessions (apart from the zip-lock bag) and leave the room in an orderly manner as quickly as possible, to assemble outside the building and not to talk to each other in the designated area. Supervisors should assure the students that the room will be secured.

Students in small rooms, e.g. the Kirkwood Village may have time to get their bags. (Supervisors should use their discretion.)

Supervisors should close and secure the room. UC Security will assist.

The IC Supervisor must make a detailed Incident Report, including what time the students stopped work.

Supervisor must keep the students under supervision until a decision is made as to whether the exam will continue.


Further action will depend on a variety of circumstances. In the case of a false alarm, it may be possible to resume the exam, allowing the students addition time.

Examination Supervisors do not make this decision; the Control Room will advise what to do.

Should a decision be made to abandon the exam, students should be told to check the Examinations web-site and their e-mails for further communication.

If the interruption is greater than 30 minutes and the exam re-commences) the afternoon session may have to be delayed until 3 pm.

C.3 If an earthquake or aftershock occursC.3.1 If an evacuation is not necessary:

The IC supervisor should instruct the students to stop work, place their question paper inside the answer book and close it.

If the earthquake is strong: ask the students to get under their desks and hold on to the table legs/upright struts or crouch and put their hands over their heads. Stop, Cover & Hold.

Security will check all exam rooms in their precinct to see if additional support is required and call in requests to the Security Office.

Once the shaking has stopped: If there has not been notification of a mass evacuation,

you must inform the Control Room before doing anything. The Exam Co-ordinator in conjunction with the examiner should decide whether the students should resume the exam.

Identify any distressed students. If one/two students are traumatised in that they can’t begin work again, they should be escorted to the Control Room and be given more time to calm down. They can then re-commence their exam in the ESA area to ensure that they get the full time.


On the Incident Sheet, take a note of the time when the students stopped work and when they commenced work again. Please wait until the students are settled.

Students should put a line through the answer book to indicate where the break occurred.

Advise the students the finish time will be extended to cover that time. Write the new finish time on the board.

C.3.2 Summary of likely order of events if evacuation is required: Decision made to evacuate. Security guards informed via radio. Security guards announce evacuation via megaphones.

C.3.3 If a mass evacuation of the University is ordered:The IC supervisor should instruct the students to stop work, place their question paper inside the answer book and close it.

Supervisors can collect up the exam materials if time/room size permits (Kirkwood Village only).

In other rooms, leave all of the examination materials, including question paper and answer books, on the desk. Students should not take personal possessions (apart from the zip-lock bag) and leave the room in an orderly manner as quickly as possible, to assemble outside the building and not to talk to each other. Supervisors should assure the students that the room will be secured.

Students in the Kirkwood Village may have time to get their bags. (Supervisors should use their discretion.)

Supervisors should close and secure the room. UC Security will assist.

The IC Supervisor must make a detailed Incident Report including what time the students stopped work.

Supervisor must keep the students under supervision until a decision is made as to whether the exam will continue.


Further action will depend on a variety of circumstances. In the case of a false alarm, it may be possible to resume the exam, allowing the students additional time.

Examination Supervisors do not make this decision; the Control Room will advise what to do.

Should a decision be made to abandon the exam students should be told to check the examinations web-site and their e-mails for further communication.

The IC Supervisor must ensure that the room has been fully vacated and write this on the Incident Report.

If the interruption is greater than 30 minutes and the exam re-commences) the afternoon session may have to be delayed until 3 pm.

The UC Evacuation Assembly Area is on Ilam Fields. Proceed, initially; to the nearest Holding Area (if in the Kirkwood Village, go to the Ilam School end). If students and assistants are all right, they may go home. The IC should report to Barbara at the EQ Assembly Area beside the toilet block on Ilam Fields.

Anyone requiring assistance should go to Ilam Fields. The security guards will assist.


APPENDIX DD.1 Key Messages for Students

“Drop, Cover and Hold” do not attempt to leave the building until the shaking stops.

If unable to take cover – stay in your seat and cover your head with your hands and watch out for falling objects.

Do not try to move around while the building is shaking.

Follow the instructions of your invigilator.

For your safety and the safety of your peers you should not attempt to leave the room until shaking stops.

If you as an individual feel the need to leave the room please make all attempts to talk to an invigilator first, as there are a number of options available to you e.g. aegrotat applications.

If required to evacuate, proceed to the Holding Areas (if there is one near you) and then to the EQ Assembly Area on Ilam Fields via the safest path watching for falling objects, debris (trees, power lines) and broken glass.

Do not isolate yourself; stay with others.

Do not enter any building until the all clear has been given.

Security personnel will follow up to ensure evacuation occurs smoothly and help where necessary.

The UC Evacuation Assembly Area is on Ilam Fields.


APPENDIX EE.1 Scantron Sheet Instructions

Handling the FormDo not bend, fold, tear, staple, punch holes in or attach to a answer book with ties. (There may be ties issued but this is only to be used to tie answer books and answer sheets.)

Any damage to these sheets means that they are not able to be electronically scanned.

Filling In the FormA dark pencil should be used. Spare pencils should be provided in the stationery allotment and should be returned to the Control Room afterwards.

Small boxes should be shaded carefully and completely.

All mistakes must be completely erased.

Name and ID number should be entered in the corresponding section of the form starting from the top and working down.

CollectionThe Scantron sheets must be placed inside the answer book (if used) but not tied in. Check that each exam book has a Scantron Sheet.

CheckingThe Scantron sheets must be removed from the answer book and placed in a separate pile.


APPENDIX FF.1 Map of the University campus

Examination rooms are subject to change. For an up-to-date map see the Dates & timetables, Appendix G, page 56.

You can also download the App: UC Finder on Google Play or Apple iTunes.


Engineering (E)

Central (C)

North Arts (A1-3)

Law (Law 108)South Arts (A4-9)

Examination Control Room PSYC151

Kirkwood Village (K)

APPENDIX GG.1 Web-site links

Examination web-pages for students

Examinations home pagehttp://www.canterbury.ac.nz/exams/

Dates and timetableshttp://www.canterbury.ac.nz/exams/dates.shtml

Examination instructions http://www.canterbury.ac.nz/exams/instructions.shtml

Examination web pages for examination supervisors

Supervisor home page http://www.canterbury.ac.nz/exam-supervisors/

PeopleSofthttps://ucpeople.canterbury.ac.nz/psp/ps/?cmd=login&languageCd=ENG&

Links to other UC sitesStudent web-site, Key Dates, campus maps, Health & Safety, UC Security, Emergency procedures...

http://www.canterbury.ac.nz/exam-supervisors/links.shtml


APPENDIX HH.1 Lifting technique

Do not use your back like a crane. Keep your back on a natural S position.

Take some time to examine the object that you will move. Keep the load close to your waist. Adopt a stable position. Ensure a good hold on the load Don’t bend your back when lifting Don’t twist when you lift Keep your head up. Move smoothly. Know your limits. Lower down, then adjust.


APPENDIX II.1 Electronic clock instructions

1. Turn on one projector by pressing the PC button on the Blue

Panel. You may hear a faint click. It may take a while

before it warms up.

2. Lower one screen so that the bottom of the screen, lines up

with the projector. Controls are on the Grey Panel.

3. Dim front lights slightly.

4. Turn on the computer screen (button at the top right-hand).

5. On the desk top is a file called: UC_Examination_Display.

Double click on this file to open. If this shortcut is not there

go to Point 16 on the back of this sheet.

6. Click on the button to maximize the display.

7.

8. Other text can be added as desired. However, additional

text will disappear once the clock is closed. Corrections to

the exam paper may be typed in here.

9. If you do find that you have deleted the text, close the clock

and go to Step 5.


Display shows:Current timeStart button. Will change to ‘Pause’ once activated.Reset button – to set back to 00:00:00

10. When you are ready to start the exam press:

11. The screen should stay on for 1 ½ hours but you should tap

the mouse every so often just in case.

12. At the end of the exam: Press Do not close the

programme.

13. Turn off the projector by pressing the OFF button on the Blue

Panel for 3 seconds. You may hear a faint click.

14. Turn off the computer screen (button at the top right-hand).

15. Instructions where the shortcut is not on the desktop:

Click on the little flag at the bottom left-hand corner of the

screen

Click on All Programmes

16. If you have a correction in the paper that you want to put on

the screen.

Open UC_Examination_Display. Place your cursor directly

after “severe”. Press Enter to go down a line. Type in your

new text.

Go to Step 7.


TABLE OF CONTENTS - University of Canterbury · Web viewPut out answer books and any other required...

Documents

Transcript of TABLE OF CONTENTS - University of Canterbury · Web viewPut out answer books and any other required...