Midterm Exam Briefing Semester 2 (2014- 2015) Special Jobs CBT Exam Exam Day Roles and Responsibilities

SPECIAL JOBS – CBT EXAM Exam Team Members Help Desk Attendants Hall Monitors Runners Policewomen

EXAM TEAM MEMBERS Exam Team Members are either members of the Assessment Unit or key figures from other departments who will be available to deal with any problems that come up during the delivery of the exams. If Hall Monitors or Runners receive any questions from students or Invigilators regarding the delivery of the exam that they are unable to answer or any questions about the content of the exam they should refer the matter to an Exam Team Member who will refer the matter to the Assessment Coordinator in charge. Also if there are any issues related to cheating, immediately contact an Exam Team Member if an Assessment Coordinator is not readily available.

EXAM TEAM MEMBERS: DUTIES The duties of the Exam Team Members are: to assist the Assessment Coordinators in the overall organization of exam day duties; to liaise with other departments (IT) and Deanship staff in order to ensure the smooth delivery of the exams; to liaise with Hall Monitors, Runners, Help Desk Attendants and Policewomen and to communicate information as and when required; to be available for backup invigilation if needed; to monitor the exam areas at all times.

HELP DESK ATTENDANTS The duties of the Help Desk Attendants are: to ensure that students have ID cards upon entering the building; to carry out appropriate ID verification procedures as and when required by filling out an Incident Report Form and send it with a Runner to the original lab; to answer students’ enquiries regarding the exam schedule and lab assignments (laptops will be provided with the exam schedule uploaded on them); to fill out the Help Desk Incidents Form (forgotten IDs, students who arrive more than 20 minutes late, etc.) and the Make-up Request forms for students who need to be re- scheduled for the make-up exam; to submit all Help Desk forms to the Assessment Coordinator or a delegated Exam Team Member after each exam session.

HALL MONITORS The duties of the Hall Monitors are: to check that Invigilators (English and IT) are in their assigned labs, record their arrival times on the schedule and have them sign the Invigilation Schedule, which must be returned to the to the Assessment Coordinator at the end of the Hall Monitor’s assigned shift; to fill out Event Logs in order to report any major incidents in their assigned exam areas and provide feedback to the Assessment Coordinators about any problems encountered during the delivery of the exams; to provide assistance to Invigilators and answer any queries from the students or Invigilators in their assigned exam areas; to oversee the entry and exit of students to and from the exam labs; to maintain exam conditions in their assigned areas at all times while the exams are in session;

HALL MONITORS (continued) to contact the Assessment Coordinators or Exam Team Members if necessary (e.g. in cases of cheating, requests for clarification about exam content from students, etc.); to contact the IT Supervisors (e.g. for technical problems, overbooked labs, headset malfunctions, etc.) or Support Services staff (e.g. for temperature control, water and tissues, behavioral problems from students or health- related issues, etc.) for additional assistance, if necessary and whenever the Assessment Coordinators are busy in other exam areas or with other exam duties. (A contact list will be provided in the HM pack). to staple Buffer Lab Slips to their original Exam Incident Report Forms after collecting them from the Invigilators; to archive all exam documents by placing the attendance sheet for each lab and all related IRFs in the labelled plastic sleeves in the black binders provided for each exam area; to collect (from each lab,) 2 student attendance sheets (the first one should be collected 30 minutes after the exam session has started and the second after the exam session is finished along with any relevant IRFs), one Admin Pack , badges, the stationery packs from the exam labs after each exam session and return them to an Exam Team Member; to make sure all students have signed the attendance sheets and IRFs and that all documents from the assigned exam area are complete and accurate.

HALL MONITORS (continued) Please Note: If a student is moved to a Buffer Lab, you need to inform the English Invigilator which buffer lab the student is in, so the English invigilator can write down the correct information on the IRF. If a student is moved to a Buffer Lab due to a technical issue, the English Invigilator needs to give the IRF to the HM, so the English Invigilator in the buffer lab can follow up on the issue and complete the IRF after which, the IRF needs to go back to the original lab to be archived with all of the other exam documents from that particular lab.

RUNNERS The duties of the Runners are: to accompany students to the Help Desk or Buffer Labs as necessary; to inform the Hall Monitor about which students are sent to the Buffer Lab; to accompany students to the bathroom, as necessary; to assist the Help Desk Attendants with ID verification procedures when asked to do so by the Help Desk; to be available to collect and deliver paperwork or any required items as instructed by Hall Monitors and Exam Team Members; to maintain exam conditions in their assigned exam areas; to assist Hall Monitors with their duties, as necessary (getting invigilators’ signatures, making sure Invigilators are in labs before the start of each session, etc….).

POLICEWOMEN The duties of the Policewomen are: to assist the Help Desk Attendants in checking students’ ID cards when they enter the building and not allow any students into the exam areas without an acceptable form of ID (KSU ID, national ID or iqama, passport); to monitor all entrances to the building in order to ensure students are not in exam areas unless they are scheduled for an exam; to allow students to enter the exam areas when instructed to do so by the Exam Team Members and Hall Monitors; to ensure silence in all areas around the exam labs and in particular in the canteen/cafeteria and the prayer room in the GB area (red quad) in Building 1, before, during and after each exam session; to usher students out of the PY buildings or into the cafeteria as soon as they have left the computer labs; to be alert at all times.