1 Examination Invigilation Induction (2013/2014) Julie Hodgson Exams Team Leader

2 AGENDA Introduction Objectives Roles and responsibilities Code of conduct Good practice – dos and do nots Examination regulations Examination procedures – before, during and after Summary Contact details

3 Introduction This induction presentation provides you with all the information that you will need to know in order to invigilate University examinations. This induction presentation will also help you to understand and appreciate the important role and responsibilities of an examination invigilator This induction presentation aligns with the contents of the Code of Conduct for Invigilation 2013/14 This induction presentation forms part of the support and guidance materials that are available to you on examination invigilation

4 Objectives To help you develop a clear and consistent understanding of the role of examination invigilator and the kind of tasks that you will be required to undertake To help develop consistent and effective practice across the University which adheres to the University Regulations on the Conduct and Invigilation of Examinations To help develop a confident and competent approach to examination invigilation that safeguards security and integrity

5 Roles and responsibilities The role of a University examination invigilator is –to ensure that the examinations are conducted in accordance with the University’s regulations on the conduct and invigilation of examinations –to supervise and facilitate the examination policies and processes –to ensure that the examination procedures outlined in the Code of Conduct for Invigilation are followed in a consistent manner –To lead and manage the activities of the other invigilators in venues requiring several invigilators to be present (Chief only)

6 Roles and responsibilities The responsibilities of a University examination invigilator are –to undertake appropriate tasks and activities before, during and after an examination –to ensure that all candidates who sit examinations have a consistent experience within an environment conducive to examinations –To perform such tasks and activities in a professional manner –To follow the instructions as outlined in the Code of Conduct for Invigilation 2013/14 –To follow the instructions as provided by the academic School and central Exams Office

7 Code of conduct To be polite, punctual, discreet and confident in your approach to the role of examination invigilator To be empathetic and understanding of candidates under pressure who may act oddly due to nerves To be prompt and arrive at the specific venue(s) at the appropriate times indicated in the Code of conduct for invigilation duties

8 good practice - DO Arrange to pick up the examination materials promptly and at the appropriate times before the examination Aim to start the examination on time Be alert for candidates who require your assistance Carry spare answer books with you as you patrol the exam room Be aware that candidates may find it disturbing if you stand too close to them to be able to read their work Keep conversations with candidates or other invigilators to a minimum and only exam related

9 good practice - DO Undertake your tasks carefully to avoid potential errors Keep the desk area and examination materials neat and tidy Report back any incidents/suspected breaches on the appropriate forms Ensure you have collected all the worked scripts before you dismiss the candidates Leave the exam room as you found it ready for the next exam

10 good practice - DO NOT Be late on the day of your invigilation Start an examination early Help candidates with the answers or clarify the questions Chat or whisper to other invigilators unless exam related Wear inappropriate footwear which can cause a disturbance when walking around the examination room Make or receive telephone calls not related to the exam Leave the exam room unattended Let candidates go to the toilet unattended Undertake any other activities e.g. marking worked scripts, reading a newspaper/book or using a laptop Gaze out of the window

11 Examination structures Three main examination periods per academic year (January, May & August) Three examination slots per day –09.15 – –13.00 – –16.00 – Staff:candidate ratio 1:50 (1:35 in Sports Hall) Invigilators will be required to invigilate on their own in small examination venues with a capacity less than 50

12 Examination procedures Before the day of the examination On the day of the examination During the examination At the end of the examination

13 Before the day of the examination The Code of Conduct For Invigilation 2013/14 has been updated for this academic year There are no additional or revised examination regulations for implementation during 2013/14 Exams Office /5486 with ALL queries Please do not attempt to sort problems out directly Contact your academic School support team if you have any invigilation issues that you need to discuss Examination Resource Pack in each venue WWW -

14 Before the day of the examination Candidates receive individual examination timetables via their Bradford account 4 weeks before exams start The information outlines –The date –The start time –The end time –The venue –The seat number –The examination (module code and title) General examination timetable posted on the Exams website Academic Schools allocate invigilators to the main exams

15 On the day of the examination Arrive at Sub-Office Richmond D3 at least 30 minutes before the start of the examination to sign in and/or pick up examination envelopes (45 mins in Sports Hall) and without delay go to the venue to prepare for the exam Examination Envelope Label outlines –Exam Code, Exam Title, Date, Start, Finish, Colour Code (answer books) Location. Number of Candidates and Question papers enclosed in the envelope –Materials set out in Exam Room and/or enclosed in the envelope –Additional information Examination Envelope contains –Question papers, Examination Registers for all candidates attending the examination in all locations where exam is being held including the venue you are invigilating in

16 On the day of the examination Note – there may be more than one examination being held in the venue that you are invigilating in and that you may be responsible for the invigilation of this exam too – this applies to examinations that may be from a different academic School to your academic School Arrive at examination venue at least 20 minutes before start of exam (30 mins in Sports Hall) Check facilities (clock and safe area for outerwear/bags) All examination materials should be set up by the porters Anything missing? Any queries? Any issues? - Ring Exams Office (3030/30311/5486) ASAP

17 On the day of the examination Admit candidates when satisfied venue is fit for purpose at least at least 10 minutes before the start (20 mins in Sports Hall) Remind candidates that they are under examination conditions from when they enter the exam room until when they leave it at the end of the examination Remind candidates to switch off their mobile phone and place it in their bags which should be stored away from their desk in a designated area in the exam room Get the candidates to go to their desk ASAP

18 On the day of the examination The candidates should know where they are sitting as this information is on their individual timetable Any candidate not on the Register and/or has not been allocated a seat? - check they are in the right place, sitting the right examination on the right day! If a candidate’s name does not appear on the Register but they are eligible to sit the exam please find a spare seat in the room and provide all examination materials You will need to put an orange label (in Resource Pack) on their answer book(s) to denote ‘this candidate’s name did not appear on the Register’ (this will be picked up by School prior to marking)

19 On the day of the examination Distribute the question papers and make announcements from the CARD (in Resource Pack) Start the exam at the scheduled time on the timetable NEVER start early even if you are ready Once you have started the examination (this exam has now formally started and you may begin writing) NEVER let any candidate into the room NO EXCEPTIONS Late arrivals – fill in the Late Arrival Form (GREEN) and provide the candidate(s) with a ‘hand-out’ (BLUE) – both Forms are included in the Resource Pack Collect in attendance slips and check ID Headcount against slips and Register

20 During the examination Times when candidates are permitted to leave an exam which is in progress –Under an hour candidates may not leave (except in emergency) –One hour duration – leave after 30 minutes but not during last 15 minutes (except in emergency) –More than one hour – leave after one hour but not during last 15 minutes (except in emergency) If a candidate leaves the examination in accordance with the above they may not return later to continue the exam

21 During the examination Examples – – candidates can leave between and am only – – candidates can leave between and only – – candidates can leave between – and only – – candidates can not leave (except in emergency)

22 During the examination – emerging issues Incident Report Forms Checking candidates’ identification (ID) Candidates requests for toilet breaks Unwell candidates – temporary break and/or permanent Calculators and/or exam materials Queries with the question paper Suspected malpractice Unacceptable behaviour Mobile phones Fire alarm Stopping an exam in progress

23 During… Incident Report Forms Three important Forms to complete as appropriate LATE ARRIVAL FORM (GREEN) –For candidates who arrive after the formal start of the examination and who are not permitted to enter the examination in accordance with the University regulations SUSPECTED BREACH OF UNIVERSITY ASSESSMENT REGULATIONS (RED) –Suspected malpractice including e-devices –Mobile phone ringing during the examination –Inappropriate or unacceptable behaviour –Candidates attempting to communicate with each other –Reading the paper before the start and/or writing after the examination has ended

24 During… Incident Report Forms INCIDENT REPORT FORM (YELLOW) –Any situation before or during the examination which it is believed may affect the performance of all the candidates and/or individual cases –Unwell candidates –Fire alarm –Car alarm –Intermittent drilling/banging outside the exam room –Error on the paper spotted after the examination started –Technical issues with on line examination –Quality of the examination environment

25 During.... checking candidates’ identification (ID) All candidates’ ID must be verified during the examination All candidates are required to bring their UoB Student ID Card with them and display their ID at all times on the desk Candidates may provide a valid passport and/or driving licence as alternative forms of ID If a candidate's ID cannot be verified you must contact the Exams Office to arrange for ID to be brought to the exam venue whilst the examination is in progress Tell the candidate to stay behind at the end of the exam so that you can verify his/her ID with the evidence provided NEVER confirm a candidate’s ID based on personal knowledge of the candidate (eg you are his/her tutor)

26 During.... checking candidates’ identification (ID) If the candidate is a female muslim candidate you should only conduct the verification of her ID if you are a female invigilator You should conduct the verification of her ID in a discreet area of the room away from the other candidates OR outside the venue (eg ladies toilet) You should ask her to stay behind at the end of the examination until her ID can be checked (if you are a male invigilator on your own in the exam room) Contact the Exams Office (3030/30311/5486) if you require assistance with checking a female muslim candidate’s ID or advice

27 During... candidates requests for toilet breaks Contact the Exams Office (3030/3031/5486) to arrange for an escort to attend the exam room Provide the gender of the candidate and the venue (we will try to provide an escort of the same gender) Record the time that the candidate left and subsequently returned to the exam room with the words TOILET VISIT in the answer book at the appropriate place for the marker to note and sign the entry If you escort a candidate to the toilet check whether they are in possession of a mobile phone or not, if so, confiscate the phone whilst they are visiting the toilet and hand it back when you return to the exam room

28 During..... unwell candidates Candidates who complain they are feeling unwell can leave the exam room either temporarily or permanently depending on the nature of the illness Contact the Exams Office (3030/3031/5486) to arrange first aid assistance to be sent to your venue promptly A candidate who wishes to leave the exam venue temporarily may do so provided s/he is escorted at all times by either the first aider, invigilator or Exams Office staff Record the time that the candidate left and subsequently returned to the exam room with the words LEFT EXAM DUE TO ILLNESS in the answer book at the appropriate place for the marker to note and sign the entry

29 During..... unwell candidates A candidate who is advised to leave permanently because the nature of the illness is deemed to be severe is not permitted to continue the exam at a later time on that same day Arrangements should be made with the first aider/Exams office for the candidate(s) to be supported until they recover sufficiently to be left alone or they are accompanied by a relative or friend Record the time that the candidate left the exam room with the words LEFT EXAM DUE TO ILLNESS in the answer book at the appropriate place for the marker to note and sign the entry Complete an Incident Report Form (YELLOW)

30 During..... calculators and/or exam materials Candidates are permitted to use their own non programmable calculators in an examination UNLESS a restriction has been placed on the examination and stated as such on the question paper The candidate is responsible for providing all examination materials s/he needs for the examination including calculators, pens, rulers, pencils etc The University does not provide ‘spares’ of any exam materials unless there has been mechanical failure (ie battery not working in calculator) The use of Dual/English Language dictionaries is not permitted unless outlined on the question paper

31 During..... queries with the question paper Do NOT assist candidates with queries about the question paper NO EXCEPTIONS Candidate who query the question paper should be instructed to ‘work to the paper as seen’ and record a note to the marker in the answer book at the appropriate place No error on the question paper will be rectified on the day of the examination Any potential errors on the question paper should be reported back to the academic School via the Incident Report Form (YELLOW) for consideration by the appropriate Assessment Committee

32 During..... suspected malpractice If you suspect malpractice –Observe the candidate(s) carefully and discreetly –Discuss the matter with another invigilator –Reach a decision before taking appropriate action –Contact the Exams Office for assistance if you are on your own If you are convinced malpractice has occurred –Approach the candidate and confiscate any unauthorised materials or e-devices+ that s/he has in their possession –Confiscate the existing answer book and permit the candidate to continue the examination in a new answer book – Complete a Suspected Breach of Assessment Form (RED) and submit the form to the Exams Office at the end of the exam –The evidence MUST ‘stand up in court’ + can be returned at the end of the exam

33 Anti - malpractice strategies Candidates must sit at the desk they have been allocated Coats and bags to be placed in a designated area in the exam room away from the desks Calculator lids to be placed on the floor next to the desk Clear plastic pencil cases No unauthorised materials to be brought into the exam room – this is announced before the start of the exam Toilet breaks to be kept to a minimum and monitored Unusual interest in sleeves, pockets, watches, etc Success depends on invigilators

34 During..... unacceptable behaviour Any candidate who disturbs the smooth running of the examination by displaying unacceptable or inappropraite behaviour may be asked to leave the examination room If you feel that your dignity or respect is being violated by a candidate’s unacceptable behaviour you should contact the Exams Office (3030/3031/5486) to request immediate assistance and/or request support from Security Any candidate who does not obey the invigilator should be reported back to the academic School for further action to be taken Complete a Suspected Breach of Assessment Form (RED)

35 Anti - unacceptable behaviour strategies Warn candidates as they enter the exam room that they are under examination conditions from when they enter the exam room until when they depart Warn candidates as you conduct regular invigilation to ‘nip it in the bud’ Remind candidates that such behaviour is not appropriate and is a breach of the dignity and respect policy Lead by example and follow the code of conduct

36 During..... mobile phones Candidates should be reminded to switch off their phones and to leave them in their bags away from the desks As an additional precaution they should be instructed to remove the battery and/or SIM Card from the phone Should a mobile phone ring during the examination arrange to remove the offending bag (assuming the phone is in a bag) away from the rest so that at the end of the exam you can identify whose phone has caused the disruption If the phone continues to cause a disturbance contact the Exams Office (3030/3031) to arrange its removal Complete a Suspected Breach of Assessment Form (RED)

37 During..... fire alarms There are no planned fire drills scheduled to take place during the main examination periods If a fire alarm is activated note the time and instruct the candidates to leave the exam room immediately noting the time Accompany the candidates out of the building to the designated fire areas Return to the exam room when it has been declared safe to do so, get the candidates settled back down and note the time that has lapsed since the exam was halted Restart the examination allowing the extra time for the disruption that has been caused Complete an Incident Report Form (YELLOW)

38 During..... stopping an exam in progress In unforeseen circumstances you may need to stop an exam in progress before the end time, e.g. – a candidate suffers a serious illness (epilepsy, seizure, fainting) –there is a major disturbance (excessive building works) –a major problem with the exam paper Contact the Exams Office ASAP (3030/3031/5486) and describe the situation in detail so that they can assess the problem and offer appropriate advice and support Note the time and make the appropriate announcement to the candidates (see Code of Conduct page 20) Collect back in the question papers until the unforeseen circumstances has been resolved

39 During..... stopping an exam in progress Calculate the time that has elapsed between the time the examination was stopped and the time that the examination is to restart Add on the time to the duration of the examination and inform the candidates of the revised end time so that they are aware of the timescales involved Redistribute the question papers and re-start the exam following normal University procedures Complete an Incident Report Form (YELLOW)

40 After - ending the examination Announce a 15 minute warning towards the end of the examination to help candidates prepare to end the examination on time and complete the appropriate paperwork ready for collection (CARD) Remind candidates to fill in all the sections on the answer book especially their UB number and the numbers of the questions they have attempted End exam accordingly by firmly instructing the candidates to stop writing NOW and remain silent until dismissed To continue writing after the formal end of the examination is a suspected breach of assessment regulations

41 After - ending the examination Collect in all worked scripts, question papers (as appropriate) and/or other examination materials used by the candidates (graph paper, text books MCQ sheets etc Check number of worked scripts against Register – the numbers should tally with the headcount When satisfied that all scripts are accounted for dismiss candidates instructing them to take all their belongings including litter with them Leave the exam venue as found please Return to Sub-Office Richmond D3 with worked scripts Your School support team will have made arrangements for picking up the scripts for marking

42 Sports Hall - additional information Pick up examination papers from the Exams Sub-Office Richmond D3 at least 45 minutes before the start time If you are running late and/or wish to go straight to the exam venue please inform the Exams Office ASAP x5402/x3030 so that we know this is the case Go across to the Sports Hall promptly and enter through the main entrance situated on Great Horton Road Candidates will be informed to wait outside the side entrance (next to the former Waterstones bookshop) A member of staff will attend to let candidates in at least 30 minutes before the start so that they can go in the Hall and prepare for the examination

43 Sports Hall additional information Admit candidates and get them seated promptly No personal belongings to be left in the lockers located in the corridor outside Hall Announcements to inform candidates that if they leave before the end of the examination they must exit the building from the front entrance (not the entrance they came in) At end of the exam – dismiss the candidates and exit from the FIRE DOOR in the Hall (right hand corner of Hall) Ensure that the FIRE DOOR is closed behind you

44 on line examinations - additional guidance Venues include Richmond F42 and F41and Student Central SC0.38 Support on the day of the on line exam provided by –IT Services –Centre for Educational Development –Exams Office Candidates may sit anywhere in the PC room Need to write the PC number on the attendance slip as well as normal details

45 on line examinations - additional guidance Venues include Richmond F42 and F41and Student Central SC0.38 Support on the day of the on line exam provided by –IT Services –Centre for Educational Development –Exams Office Candidates may sit anywhere in the PC room Need to write the PC number on the attendance slip as well as normal details

46 on line examinations - additional guidance 4 logging in steps: 1.Logging in to the PC (user name and password) 2.Double clicking a desktop icon 3.Logging in to the QMP software (user name and password) 4.Accessing the on-line paper Further guidance included in the Code of Conduct For Invigilation pages

47 Contact details Exams Office Julie Hodgson Hannah Adams General Webpages