TABLE OF CONTENTS
Page No Introduction 4 Examinations Office and Sub Office 4 Contact Details 4 Examination Periods 4 Examination Start times 5 Examination Rooms 5 Role and Responsibilities of an Invigilator 5 Conduct as Invigilators 6 Induction and pre-examination briefing sessions 7 Good Practice 7 DO 7 DO NOT 8 On the Day of the Examination 8 Collect examination materials 8 Check the examination facilities 8 Check examination materials 9 Dictionaries 9 Calculators 9 Pencil Cases 10 Admit candidates 10 Distribution of examination question papers 11 Announcements to be made at the start of each examination 12 Start the examination 12 Late arrival of candidates 13 During the Examination 13 Attendance slips and filling in the Examination Attendance Register 13 Checking candidates’ proof of identity 14 Female Muslim candidates wearing the full face veil (niqab) 14 Candidates’ queries 15 Candidates wishing to leave the examination room whilst the examination is in progress 15 Toilet visits 16 Illness 17 Temporary departure 17
Page 2 of 45 Permanent departure 17 Malpractice 18 Unacceptable behaviour 18 Fire Alarm 19 Mobile Phones 19 Incident Report Forms 19 What to do in the event of having to stop an examination before the end due to unforeseen circumstances 20 At the end of the Examination 21 Announcements to be made 15 minutes before the end of the examination and at the end 21 Collecting in all examination materials 22 Check the examination materials 22 Dismiss the candidates 22 Leave the examination room 23 Returning examination materials to the Examinations Sub-Office 23 Additional information on invigilation in the Sports Hall 23 Additional information on invigilation of on line examinations 25 Further information 29
Appendices
1. Announcement Card 30 At the start of the examination 15 minutes before the end of the examination At the end of the examination
2. Guide to Invigilation 32 Frequently asked questions 33
3. What if scenarios: on line examinations 34
4 A Quick Guide To Distinguish Between Programmable and Non- programmable Calculators 36
5. Useful Forms Late Arrivals Form (5.1) 37
Page 3 of 45 Student Information Slip (5.2) 38 Suspected breaches of Assessment Regulations (5.3) 39 Incident Report Form (5.4) 40
Page 4 of 45 INVIGILATING EXAMINATIONS A CODE OF CONDUCT FOR INVIGILATION 2012/2013 This step-by-step guidebook has been produced to provide you with relevant information that you will need to know in order to invigilate examinations. The information will also help you to understand and appreciate the role and responsibilities of an examination invigilator. The procedures outlined in this guidebook act as a Code of Conduct for Invigilation. It is important that you familiarise yourself with its contents and the resources available to you to help you perform your role in a consistent and effective manner. If you have any queries or concerns that are not covered in this handbook please contact staff in the Exams Office such matters with them.
1. EXAMINATIONS OFFICE AND SUB OFFICE 1.1 The Exams Office is situated on E Floor, Room E71 in the Richmond Building on the main City campus site located off Great Horton Road Bradford. 1.2 During the University examination periods an Exams Sub Office is set up for the purpose of collecting and returning all examination scripts to a central point. You will be advised of the specific location prior to each examination period.
2. CONTACT DETAILS 2.1 The exams team are responsible for ensuring that you can undertake your duties efficiently by providing information, guidance, training and support. Please do not hesitate to contact them. Mrs Julie Hodgson (Team Leader) (+44) 01274 235486 [email protected] Ms Hannah Adams (Clerical Officer) (+44) 01274 233030 [email protected] General enquiries [email protected] Web pages http://www.bradford.ac.uk/exams/
3. EXAMINATION PERIODS 3.1 2012/13 Semester 1 7-18 January 2013 Semester 2 3-17 May 2013*
Page 5 of 45 Supplementary 13-24 August 2013 *Bank Holiday 6 May (no exams scheduled)
3.2 EXAMINATION START TIMES Morning Afternoon Early Evening 09.15 – 12.15 13.00 – 15.00 16.00 – 18.00
4. EXAMINATION ROOMS 4.1 The University uses several rooms located across the campus for the purpose of examinations. Individual examination timetables are sent out to candidates via email no later than 4 weeks before the start of each examination period (except the August resit period which is less than 4 weeks as the timescales are shorter) 4.2 The seating arrangements and stationery requirements (colour coded answer books, graph paper, appropriate text books etc.) are the responsibility of staff in the ancillary services to provide in each examination venue prior to the start of the examination in question so you do not need to worry about this aspect of the practical arrangements.
5. ROLE AND RESPONSIBILITIES OF AN INVIGILATOR 5.1 The role of an invigilator is to ensure that examinations are conducted in accordance with the University’s Regulation on the Conduct and Invigilation of Examinations. Your responsibilities can be summarised as follows: to ‘sign in’ and collect relevant examination materials from the designated Exams Sub Office no later than 30 minutes before the start of the examination (45 minutes if in the Sports Hall). Please note that you may be required to invigilate more than one examination which has been scheduled in the examination room that you have been assigned to to arrive at the examination room no later than 20 minutes before the start of the examination(30 minutes if in the Sports Hall) to ensure that the conditions and facilities are conducive for examination purposes to check the Clock located in the examination room and contact the Exams Office (01284 233030/5486) immediately if the Clock in not working accurately to ensure that all the necessary examination materials are provided so that the examination can go ahead as scheduled. (Please note, the examination attendance slips are inserted in the examination answer books) to admit the candidates into the examination room no later than 10 minutes before the start time (20 minutes if in the Sports Hall) and
Page 6 of 45 ensure that candidates sit in their allocated seat accordingly to ensure candidates obey the University regulations as laid out in the University's Regulations on the Conduct and Invigilation of Examinations to ensure that examination papers and other appropriate examination materials are distributed correctly after the candidates have been admitted to the examination room to assist candidates to complete the required forms before the start of the examination if requested to do so. (Please note, there is no longer a need for candidates to complete and seal the flap in the right hand corner of the ‘old’ style answer books) to read instructions on the Announcement Cards before, during and at the end of the examination (see Appendix 1) to ensure that the examination starts punctually and that candidates have been informed of the end time as appropriate to supervise the examination by ensuring that there is no talking or disruption for the candidates once the examination has started to collect in the candidate examination attendance slips and record candidate attendance on the formal Examination Attendance Register provided to supervise the examination by patrolling the examination room to ensure that the University's Regulations on the Conduct and Invigilation of Examinations are implemented to report any incidents that may affect the performance of the candidates and/or suspected breaches of the University's Regulations on the Conduct and Invigilation of Examinations to the Exams Office as appropriate to arrange escorts/first aiders for candidates who need to temporarily leave the examination room during the examination (e.g. toilet visits or illness) to ensure that all worked scripts are securely collected back in candidate number order at the end of the examination and before candidates are dismissed from the examination room to leave the examination venue in good order ready for the next examination session to return the secured worked scripts back to the designated Examinations Sub Office
6. CONDUCT AS INVIGILATORS 6.1 Whilst invigilation involves preparing the environment for the student examination experience and overseeing the conduct of the examination candidates, invigilators must give candidates every opportunity, within the regulations, to attempt and complete an examination. 6.2 Once the examination is in progress, invigilators should only talk to candidates or to each other when absolutely necessary and then in a quiet manner so as not to disturb the other candidates. It is important that the examination room is as quiet as possible at all times. 6.3 Please also go about your administrative responsibilities as quietly as
Page 7 of 45 possible and remember to walk about the examination room invigilating as quietly as practical. 6.4 Invigilators must not eat, read a book/newspaper; or do any unrelated work; use a mobile phone or pager unless it is absolutely necessary and exam related. 7 INDUCTION AND PRE-EXAMINATION BRIEFING SESSIONS 7.1 A programme of induction and pre-examination briefing/refresher sessions on the University’s Regulations on the Conduct and Invigilation of Examinations and latest developments on examination policies and/or procedures is arranged each academic year. 7.2 The induction and pre-examination briefing/refresher sessions are delivered through the Exams Office and information about the programme of induction and pre-examination briefing sessions is disseminated via staff briefing and the Exams webpages 7.3 A checklist has been included in this Code of Conduct for Invigilation as a quick ‘guide to invigilation’ and ‘frequently asked questions’ to support staff in this role (Appendix 2)
8 GOOD PRACTICE DO be punctual and arrive at the examination room no later than 20 minutes before the start of the examination (30 minutes if in the Sports Hall) to set out the examination materials use clear audible speech when making announcements to the candidates ensure that candidates are under constant scrutiny be alert for candidates wanting assistance ensure that no-one other than the candidates and University staff involved in the administration of the examination enters the examination room be aware that any item (biro, pencil case, handkerchief, etc.) may be used for dishonest purposes patrol the whole examination room regularly and quietly (soft-soled shoes, please!), taking a different route on each occasion be aware that candidates find it disturbing if you stand close enough to be able to read their work and/or stand behind them for long periods keep conversation with candidates and your fellow invigilators to a minimum and only related to the examination in question note that it is helpful to carry spare answer books as you walk round the room collect examination material (especially coloured examination
Page 8 of 45 question papers) from unoccupied desks when the examination has started as you walk quietly round the room try to ensure that, where there is more than one invigilator, one of you is at the back of the room as often as possible be alert but discreet as you invigilate especially if you suspect malpractice be professional at all times DO NOT arrive at the examination room at the last minute turn your back on the candidates whilst at the front of the examination room say anything to any candidate that might be regarded as directly assisting them to answer any examination question offer any advice on the interpretation of the questions TALK unnecessarily with your fellow invigilators – even whispering disturbs the candidates stay at the front of the examination room throughout the examination engage in the following forbidden practices e.g. - reading of personal material (books, newspapers, crosswords etc.), disruptive activity - i.e. writing, leaving the room when no other invigilator is present, marking other examination papers or gazing out of the window allow candidates to communicate in any way with each other allow any candidate to disrupt the smooth running of the examination, if necessary you may instruct the candidate to leave the examination room make telephone calls not related to the examination in progress receive incoming telephone calls
9. ON THE DAY OF THE EXAMINATION 9.1 Collect examination materials go to the designated Exams Sub Office* no later than 30 minutes before the examination is due to start (45 minutes if in the Sports Hall) ‘sign in’ and collect the sealed examination packages and any mobile phones or room cards/keys (where relevant) that may be required for the examination venue do not open the sealed examination package until you arrive in the examination room please refer to the additional information on invigilation of on line examinations No 13 below and what if scenarios (Appendix 3) *Main Campus: Richmond Building (you will be notified of the specific venue)
9.2 Check the examination facilities
Page 9 of 45 arrive at the examination room no later than 20 minutes before the start of the examination (30 minutes if in the Sports Hall). Please DO NOT lock any internal door from inside the room as to do so may trigger a security alarm to sound and cause a disturbance and/or delay the start of the examination on arrival check the location of emergency exits and the internal telephone (unless you have been given a mobile phone) make sure you know where the nearest toilets are located in the building where the examination is being held check that the conditions of the room are conducive for examination purposes, clean and tidy, layout, etc. check that the Clock in the examination venue is accurate according to British local time. The accuracy of the examination Clock is very important because this Clock will be the formal timekeeper for the examination in question. if the Clock in the examination venue is faulty or inaccurate please contact the Exams Office without delay (01274 233030/5486) so that a replacement Clock can be brought over to the venue before the start of the examination check that seating arrangements and stationery requirements (colour coded answer books, graph paper, appropriate text books etc.) have been set out in the examination room as appropriate identify and designate a safe area of the examination room where candidates should leave large bags and outer coats during the examination if there is a problem with any of the above please contact the Exams Office (01274 233030/5486) without delay. Do not try to deal with any emerging issues yourself.
9.3 Check examination materials check the information outlined on the examination package that you have been provided with to ensure that all materials required for the examination(s) has been supplied* check with the Exams Office (01274 233030/5486) staff if anything is unclear or you need further advice or if any items appear to be missing if time permits read through the examination question paper(s) to check for accuracy and that all materials/instructions have been provided for the candidates * Colour coded answer books (containing the examination attendance slips) and other specified materials such as authorised text books; graph paper etc. will have been set out by Ancillary Services staff
Dictionaries candidates are not allowed to bring an English language dictionary (e.g. Collins, Concise Oxford) into an examination. They may be permitted to use other dictionaries (e.g. dual-language) as indicated on the cover of the examination question paper
Page 10 of 45 Calculators candidates are permitted to use their own electronic calculators in an examination, with the exception of those that have the facility for the full range of alphabetical characters to be input refer to the useful ‘quick guide to distinguish between programmable and non-programmable calculators’ (Appendix 4)
Schools may, in addition, place a limit on the capability of calculators to be used in a particular examination, provided that such restriction has been indicated to the candidates in advance. The rubric on the cover of the examination question paper should indicate when this is the case, and show the restrictions calculators which do not fall within these specifications should be confiscated until the end of the examination. The use of non- approved calculators is a suspected breach of regulations Regulations and you must take the prescribed action by completing an Incident Report Form. Any calculator with a full alphabetical keypad and/or a large display is almost certainly 'illegal' if there is any doubt, permit the candidate to use the calculator but instruct the candidate to note the make and model of calculator involved on the examination answer book if calculators are being used by the candidates please ensure that all detachable lids are removed from the calculator itself and placed on the examination room floor in view of the invigilator. This will help eliminate malpractice candidates are responsible for bringing their own calculator in good working order with them to the examinations. The University no longer provide ‘spares’ should a candidate forget to bring a non- programmable calculator with them to the examinations. If a candidate’s non-programmable calculator malfunctions during the examination or it is believed to be an illegal calculator (see above) you should contact the Exams Office (01274 233030/5486) to arrange for a replacement to be brought across to the examination venue. candidates who exceptional have been permitted to borrow a University calculator (e.g. due to technical failure of their own calculator) must sign a receipt slip. Please ensure that you retrieve the calculator(s) at the end of the examination and return it to the Exams Office with the worked scripts
Pencil cases candidates are only permitted to bring a clear plastic pencil case with them into an examination. The contents of the pencil case should be visible and displayed on the desk at all times ready for inspection by an invigilator the use of all other styles of pencil cases will not be permitted and must be left in a designated area in an examination room before candidates proceed to their allocated seat.
Page 11 of 45 invigilators should randomly check pencil cases when collecting in examination attendance slips. All other styles of pencil case in use during an examination should be placed on the floor beside the student until after the examination has ended 9.4 Admit candidates once all invigilators are ready you may proceed to admit the candidates to the examination room not later than 10 minutes before the scheduled start of the examination (20 minutes if in the Sports Hall) candidates must remove outer coats hats, caps and jackets and leave them in a designated safe area in an examination room before proceeding to their allocated seat at the point of admission (at the entrance to the examination room) remind candidates, before entry, that when they enter the examination room until when they leave they are under examination conditions and remind them to switch off mobile phones and place large bags and coats in designated areas also remind candidates as they enter the examination room to sit at the correct place - they should already know their seat number but you should assist them if they do not. Check that they are in the correct examination especially if they think someone is already sat in their seat (also check that this candidate is not in the wrong examination room) * if a candidate’s name does not appear on the Examination Attendance Register and you have checked that they are in the correct room/examination, s/he may still take the examination * candidates whose names do not appear on the Examination Attendance Register should be asked to sit at an unallocated examination desk and provided with the relevant examination materials * for candidates whose names do not appear on the Examination Attendance Register you should manually add their names to the list and put an orange label (you shall be provided with a sheet of these in the Resource Pack) in the top right hand corner of their examination answer books, so that the internal examiner is notified * check that no large items are on the floor within reach of any candidate which may cause an accident - all such items should be placed by candidates at the front or sides of the examination room in the designated safe area. If any large item remain by a desk you may move it * candidates are permitted to bring one small bottle of water (500ml) with them to an examination room for consumption during the examination unless it is stated that drinks are not permitted (for example in PC cluster rooms) * remember that you are responsible for ensuring that, as close as possible, the examination begins at the scheduled start time. NEVER start an examination early than the scheduled start time
9.5 Distribution of examination question papers
Page 12 of 45 all examination question papers should be distributed to candidates by the examination invigilators AFTER candidates have been admitted to the examination room and before the start of the examination. place the appropriate examination question paper(s) face down on each desk in front of the candidate and next to the pre-distributed examination answer books or MCQ Cards some examination question papers double up as answer books for certain types of examinations (e.g. multi choice questions) examination question papers printed on coloured paper must be collected in again by the invigilators at the end of the examination Under no circumstances should candidates be permitted to remove coloured examination question papers from the examination room the examination answer books are colour and symbol coded not only to enhance the security of the examination in question but also to help distinguish the different examinations being held in the same venue at the same time. candidate examination attendance slips are located in the examination answer books. make sure that the examination question papers for each examination being held in that examination room corresponds to the correct colour coded examination answer books candidates must not turn over the examination question paper before they are instructed to do so by the invigilator
9.6 Announcements to be made at the start of each examination the examination announcements to all Candidates are accessible for candidates to read on line before the start of the examination period. It is expected that all candidates will familiarise themselves with the information and instructions outlined in the examination announcements. a concise version of the examination announcements will still be read out by the examination invigilator at the start of each examination (Appendix 1) once all candidates have received an examination question paper and you are satisfied that the University’s Regulation on the Conduct and Invigilation of Examinations have been followed you should read out the information to candidates as detailed on the Announcement Card provided in each examination room and contained in this Code of Conduct for Invigilation (Appendix 1) separate announcement cards will be provided for examinations held in the Sports Hall, on line examinations and PC based exams.
9.7 Start the examination when all candidates have settled down after the announcements have been made and the scheduled start time for the examination has been reached, you may formally start the examination and instruct the candidates to begin writing collect in all examination materials from empty desks immediately
Page 13 of 45 after the examination has started display the ‘examination in progress late entry prohibited’ notice outside the examination room. NEVER start an examination earlier than the start time indicated on the examination question paper
Page 14 of 45 9.8 Late arrival of candidates candidates are NOT permitted to enter an examination room AFTER the formal start* of the examination you must report candidates who arrive late for an examination you are invigilating by completing a Late Arrivals Form and submitting the Form to the Exams Office for further action (Appendix 5.1) record the name and UB number of all candidates who arrive late on the Late Arrivals Form and provide the candidate(s) with an ‘information slip’ which provides further advice and guidance about what they need to do as a result of their late arrival for an examination (Appendix 5.2) NEVER under any circumstances permit a candidate to sit an examination which has formally started* No exceptions permitted
* An examination is deemed to have formally started when an invigilator announces ‘This examination has now formally started and you may begin writing’
10. DURING THE EXAMINATION 10.1 Attendance slips and filling in the Examination Attendance Register the candidate examination attendance slips are located in the examination answer books for ease of distribution. Candidates are required to complete an attendance slip on one occasion only at the start of the examination and not every time they use a new examination answer book you should collect in all the candidates’ examination attendance slips as soon as practical after the start of the examination you should also check candidate proof of identity at the same time as you collect in the examination attendance slips to minimise disruption to the candidates if a candidate is absent from an examination write the word absent on the Examination Attendance Register next to his/her name. Place a large tick alongside the names of all candidates who are present * it is important that the Examination Attendance Register is a true and accurate record of the names of all the candidates who attended the examination * carry out a headcount of the number of candidates actually present in the examination room - compare the total against the number of examination attendance slips you have collected in and against the Examination Attendance Register to ensure that all candidates are present and correct * it is helpful to make a note of the total number of all candidates present at the examination against the Examination Attendance Register to assist when collecting in and checking of scripts at the end of the examination
Page 15 of 45 10.2 Checking candidates’ proof of identity all candidates are required to bring their University of Bradford Student ID Card to the examinations as proof of identity and to display the University of Bradford Student ID Card on their desks at all times during the examination. candidates may provide an alternative form of evidence as proof of identity including a valid passport or driving licence. you should check the University of Bradford Student ID Card against the candidate sitting the examination. Please respect the dignity of the candidate whose photograph you are checking and be mindful of the need to be discreet if a candidate cannot verify their identity during the examination (i.e. they do not provide a University of Bradford Student ID Card, valid passport or valid driving licence) they should be instructed to stay behind at the end of the examination until their identity can be verified. you should contact the Exams Office (01274 233030/5486) whilst the examination is still in progress to arrange for photographic evidence of the candidate(s) whose identity cannot be verified to be brought over to the examination venue. you will need to provide the Exams Office with the name and UB Number of all candidates whose have failed to provide appropriate proof of identity. at the end of the examination; when all the candidates whose identity has been verified have been dismissed; you should check the identity of any candidate remaining whose identity was not verified during the examination against the evidence provided by the Exams Office. in the event that you cannot verify a candidate’s proof of identity you should contact the Exams Office (01274 233030/5486) to arrange for a member of staff to attend the examination room without delay in order to obtain appropriate evidence of the identity of the candidate who has sat the examination and before the candidate in question is dismissed If you suspect that the impersonation of a candidate has taken place then a suspected breach of assessment regulations Report Form (Red) should also be completed and submitted with the evidence to the Exams Office for further action to be taken (Appendix 5.3)
10.3 Female Muslim candidates wearing full face veils (Niqàb)
Female Muslim candidates who wear the full face veil (Niqàb) during examinations are required to verify their identity as part of the University’s normal examination procedures. ID checks for female Muslim candidate(s) should only be conducted by a female invigilator and should take place discreetly away from the proximity of the other candidates. it may be practical to check a female Muslim candidate’s identity in the exam room itself e.g. at the back of the examination room before the start of the examination or in the nearest female toilets
Page 16 of 45 ask the female Muslim candidate(s) to remove her Niqàb and check her face against the University of Bradford Student ID Card. Following verification of her identity, the female Muslim candidate(s) may go to their exam seat if it is not practical for the identification check to be conducted before the start of the examination either because you are invigilating on your own and/or you are a male invigilator you will need to arrange for verification of proof of identity to be undertaken after the examination has ended. when you are collecting in the candidate examination attendance slips and checking ID as part of the normal examination procedures ask the female Muslim candidate(s) to remain in the examination room at the end of the examination for the ID verification to be conducted. if you need assistance with any aspect of the checking process please contact the Exams Office (01274 233030/5486) before the end of the examination to arrange support. 10.4 Candidates' queries if candidates request further examination answer books, make sure that they have the same colour code as the original examination answer book candidates may be given extra graph paper and other stationery on request (NOT examination materials that they need to provide themselves e.g. erasers, rulers, pens and/or pencils) do NOT assist candidates with any queries they may have with the question paper candidates should be asked to work to the examination question paper as presented and instructed to make a note of any query or potential error(s) in their examination answer book(s) at the appropriate place for the internal examiner to note when marking.
10.5 Candidates wishing to leave the examination room whist the examination is in progress candidates are not permitted to leave an examination, except in an emergency, until one hour after the start of the examination, and may not leave during the last 15 minutes of the examination (for examinations lasting more than one hour). candidates are not permitted to leave an examination, except in an emergency, until 30 minutes after the start of the examination, and may not leave during the last 15 minutes of the examination (for examinations lasting one hour). candidates may not leave any examination lasting less than one hour in duration, except in an emergency. candidates who wish to permanently leave the examination room whilst the examination is in progress and within the time period specified above may not return to the examination room candidates wishing to leave the examination room whilst the examination is in progress and within the time period permitted should be instructed to leave quietly
Page 17 of 45 record the time that the candidate left the examination room on the examination answer book (if time permits) and remove all materials from the desk. candidates who wish to leave an examination outside the time period specified above without good cause are in breach of the University’s Regulation on the conduct and invigilation of examinations. Inform the candidate that permission is not granted for them to leave the examination early. if a candidate still refuses to stay in the examination room until the end of the examination despite the warning you have issued to them you should get the candidate’s details (name and UB Number) and complete a suspected breach of assessment regulations Report Form (Red) (Appendix 5.3) Any candidate wishing to temporarily leave an examination room whilst the examination is in progress, e.g., to visit the toilet or due to illness, will not be permitted to take any personal belongings with them and must be accompanied by an authorised person at all times. All temporary departures from an examination should be recorded in the candidate’s examination answer book(s) at the appropriate place for the internal examiner to note when marking and sign against the entry.
10.6 Toilet Visits any candidate wishing to go to the toilet whilst the examination is in progress must be accompanied by an authorised person at all times. If an invigilator is not available to escort a candidate, contact the Exams Office (01274 233030/5486)* stating the gender of the candidate and arrangements will be made for a toilet escort to come to the examination room as soon as practical toilet escorts (of the same gender wherever possible) should accompany the candidate into the entrance area of the toilet only When escorting a candidate to the toilet the invigilator/toilet escort should ask the candidate if they are in possession of a mobile phone and, if so, request that the candidate hands the mobile phone to the invigilator/toilet escort before the candidate enters the toilet area. The mobile phone can be returned to the candidate before they re-enter the examination room If the candidate is in possession of a mobile phone and refuses to hand it over then you should inform the invigilator upon returning the candidate to the examination room (if you have been asked to go to the exam room to act as a toilet escort )
The invigilator should record the name and UB Number of the candidate on a suspected breach of assessment regulations Report Form (Red) to record the fact that s/he refused to hand over a mobile phone in their
Page 18 of 45 possession whilst visiting the toilet. This incident constitutes a suspected breach of assessment regulations (Appendix 5.3)
record ‘TOILET VISIT’ and the time when a candidate left the examination and the time when they returned again in the candidate’s answer book(s) at the appropriate place for the internal examiner to note when marking and sign against the entry. * School of Management – School Support Team Manager; Tel: 4477, Snr Exams & Assessment Co-ordinator Tel: 6517:
10.7 Illness * candidates may become ill whilst an examination is in progress. The invigilator should contact the Exams Office (01274 233030/5486)* to arrange for medical assistance * depending on the severity of the illness, a sick candidate may be permitted to leave the examination room o temporarily, if the illness is deemed to be mild or o permanently, if the illness is deemed to be of a more serious nature Temporary departure if a sick candidate is deemed to be suffering a mild illness and s/he is permitted to withdraw from the examination temporarily s/he must be accompanied by an authorised person at all times. * sick candidates who leave the examination temporarily are permitted to return to the examination room provided that they have been accompanied during their absence at all times by an authorised person in the case described above, record ‘LEFT EXAM DUE TO ILLNESS’ and the time when a candidate left the examination and the time of their subsequent return in the candidate’s answer book(s) at the appropriate place for the internal examiner to note when marking and sign against the entry.
Permanent departure sick candidates who leave the examination room permanently are not permitted to return to the examination room to continue the examination. arrangements should be made with the Exams Office (01274 233030/5486) for an appropriate person or first aider to stay with the candidate until such a time as the sick candidate recovers; is supported by a relative or friend and/or the examination ends (to enable the sick candidate to retrieve her/his belongings from the examination room) in the case described above, record ‘LEFT EXAM DUE TO ILLNESS’ and the time when a candidate left the examination in the candidate’s answer book(s) at the appropriate place for the internal examiner to note when marking and sign against the entry.
Page 19 of 45 collect the sick candidate’s examination answer book and all examination materials in when they permanently leave the examination and file with the rest of the examination materials complete an Incident Report Form (Yellow) for all sick candidates who permanently leave the examination room with good cause as supporting evidence for extenuating circumstances (Appendix 5.4). Submit the Incident Report Form (Yellow) to the Exams Office who will arrange to process the incident as appropriate (Appendix 5.4) * School of Management – School Support Team Manager; Tel: 4477, Snr Exams & Assessment Co-ordinator Tel: 6517:
10.8 Malpractice If you suspect that malpractice has occurred, first: observe carefully and discreetly the candidate(s) concerned discuss the matter quietly with a fellow invigilator (if any) reach a clear decision before taking any action If you are invigilating on your own you will need to contact the Exams Office (01274 233030/5486)* for advice and/or assistance and for a witness to be present in the event that malpractice has occurred If you are convinced that malpractice has occurred, please consult with your fellow invigilators (if any); and then: warn the candidate involved that a report will be made regarding the suspected breach of regulations confiscate any unauthorised material and the existing examination answer book that the candidate is writing in normally permit the candidate to complete the examination and provide him/her with a new examination answer book in which to complete the examination complete a suspected breach of assessment regulations Report Form (Red) immediately after the examination and submit the Report to the Exams Office who will arrange to submit the suspected breach and accompanying evidence to the Appeals and Complaints Officer and the Head of Department concerned (Appendix 5.3) * School of Management – School Support Team Manager; Tel: 4477, Snr Exams & Assessment Co-ordinator Tel: 6517: 10.9 Unacceptable behaviour any student disrupting the smooth running of the examination or disturbing other candidates in any way is in breach of the University’s Regulation on the conduct and invigilation of examinations and may be required to leave the examination if it has been deemed necessary to require a candidate to leave an examination, complete a suspected breach of assessment regulations Report Form (Red) and submit the Form to the Exams Office who will arrange to notify the Appeals and Complaints Officer and the Head of Department concerned as appropriate (Appendix 5.3)
Page 20 of 45 10.10 Fire alarm If there is a fire alarm note the time accompany the candidates out of the building, using the emergency exits if circumstances permit, take the Examination Attendance Register and check that all candidates are present maintain silence as far as possible, and at least instruct candidates not to discuss the content of the examination if it is declared safe to do so, instruct the candidates to return, re- check the Examination Attendance Register, and allow appropriate extra time for the examination after the examination, complete an Incident Report Form (Yellow) and submit the Form to the Exams Office so that the information may be passed to the relevant departments (Appendix 5.4)
10.11 Mobile phones candidates have been informed that they must ensure that their mobile phone is switched off completely. It may be necessary for them to immobilise the alarm programme by removing the SIM card and/or battery from the mobile phone as an extra precaution to avoid the possibility that the alarm will ring during the examination. candidates must ensure that their mobile phones are switched off before they enter into an examination room and be instructed to leave their mobile phones with their belongings in a designated safe area in an examination room before proceeding to their allocated seat should a mobile phone ring during an examination it will be deemed a suspected breach of University Regulations and the offender should be reported by the invigilator to the Exams Office in the first instance complete a suspected breach of assessment regulations Report Form (Red) and submit the Form to the Exams Office who will arrange to submit the incident to the Appeals and Complaints Officer and the Head of Department concerned (Appendix 5.3) if candidates wish to go to the toilet whilst the examination is on progress and they are in possession of a mobile phone (because they did not bring a bag with them to the examination room) they will be required to hand the mobile phone to the invigilator/toilet escort before they enter the toilet area.
10.12 Incident Report Forms there are two types of Incident Report Forms o Suspected breach of assessment regulations Form (RED) o Incident Report Form (YELLOW) you may be required to report an incident that has occurred during the examination you are invigilating you will need to complete an Incident Report Form and submit the
Page 21 of 45 Form to the Exams Office to record an incident which may include the following issues: o suspected breaches of assessment regulations; o unacceptable behaviour by candidates; o unauthorised electronic devices including ringing mobile phones and/or non-approved calculators o major disruptions to the exam caused by unforeseen circumstances and/or incidents that may have impeded candidates’ concentration o illness which prevents the candidate from completing the examination ensure that you have noted all relevant details on the Report Form(s) to enable appropriate action to be taken later. This is to save time should it be necessary to follow up any action by the Exams Office acting on behalf of the University
10.13 What to do in the event of having to stop an examination before the end due to unforeseen circumstances. In unforeseen circumstances you may need to arrange to temporarily stop the progress of an examination before the end time. Stopping an examination will ensure that all the candidates are treated equitably. Reasons for stopping an examination on a temporary basis may include the following scenarios: a candidate suffers a serious illness (epilepsy, seizure, vomiting) which causes a disturbance which may affect the performance of all the candidates. there is a major disturbance outside the examination room (building works, excessive drilling etc.) which may affect the performance of all the candidate there is a major problem with the examination question paper that has only come to light after the start of the examination In the event that such unforeseen circumstances may cause an adverse and direct impact on the performance of the candidates sitting the examination you should take the following course of action. note the time consult with the other invigilators about the decision to temporarily stop the examination in progress due to the unforeseen circumstance (if appropriate) Contact the Exams Office (01274 233030/5486) and describe the situation clearly so that they can assess the situation appropriately. . make the following announcement to the candidates
Due to unforeseen circumstances which are causing an adverse effect on the normal progression of this examination I am declaring a temporary halt to this examination.
Page 22 of 45 Stop writing immediately and turn your examination question papers face down so that I can collect the question papers back in until such a time when this examination can restart.
You are still under examination conditions and therefore you must not talk. To do so will be a breach of assessment regulations and your names will be reported back to the Exams Office.
Collect all the examination question papers back in until such a time when the situation has been resolved and you can begin to re-start the examination.
Depending on the nature of the situation, the Exams Office will either arrange to send assistance to you or contact the Estates and Facilities/Security/Academic School (as appropriate) in order to help resolve the situation.
When the unforeseen circumstances has been satisfactorily dealt with and the situation is back to normal take a note of the time
Calculate the time that has lapsed between stopping the exam and resolving the problem and add the difference to the end of the formal examination time
Inform the candidates of the revised end time, redistribute the examination question papers and restart the examination.
Complete an Incident Report Form (Yellow) and submit the Form to the Exams Office so that the information may be passed to the relevant department(s) (Appendix 5.4)
11. AT THE END OF THE EXAMINATION 11.1 Announcements to be made 15 minutes before the end of the examination and at the end time Read out the announcements 15 minutes before the end of the examination from the Announcement Card so that the candidates can start to plan to finish the examination and finalise the paperwork in good time and by the end of the examination (Appendix 1) Do not permit any candidates to leave the examination during the last 15 minutes of the examination Read out the announcements at the end of the examination from the Announcement Card to ensure that the examination ends promptly at the appropriate time and that all candidates stop writing when requested to do so Any candidate who continues to write after the end of the examination is in suspected breach of assessment regulations and
Page 23 of 45 should be reported back to the University authorities Complete a suspected breach of assessment regulations Report Form (Red) (Appendix 5.3)
Page 24 of 45 11.2 Collecting in all examination materials instruct candidates to remain seated and silent until all examination materials has been collected in and accounted for ask candidates to ensure that they have put the appropriate form(s) of identification and any other necessary information on every piece of their worked scripts ask candidates to ensure that all answer books and additional sheets (graphs, etc.) are tied together with the string supplied. OMR cards, however, must stay separate collect candidates' work, and any question papers printed on COLOURED paper please keep OMR cards and worked scripts separate unless instructed otherwise collect in any authorised text books that were distributed by staff in Ancillary Services and leave on the front desk do not allow candidates to leave their seats until all worked scripts, including rough notes clearly marked as such, and coloured question papers have been received back and accounted for
11.3 Check the examination materials you will need to collect in and count all the examination materials BEFORE dismissing the candidates to ensure that all examination question papers and examination answer books have been accounted for and tally with the Examination Attendance Register and number of candidates sitting the examination count all items of worked material to ensure that the correct number of scripts, OMR cards, coloured question papers etc. is present and note the total of scripts on the envelope you will need to ensure that you collect in all the coloured question papers from the candidates together with any other materials i.e. MCQ cards after the exam has ended
11.4 Dismiss the candidates candidates must not remove from the examination room any examination answer books, text or reference books or other items of examination stationery including graph paper or calculators borrowed in exceptional circumstances, except for any examination question papers printed on white paper. candidates should be reminded that they must take all their belongings away with them at the end of the examination and remove all their rubbish including drinks bottles and empty sweet wrappers. when you are satisfied that you have collected in all the appropriate examination material from all the candidates you may dismiss the candidates from the examination room and ask them to leave the exam room QUIETLY
Page 25 of 45 11.5 Leave the examination room please ensure that all equipment and examination materials including any spare examination question papers (especially examination question papers printed on coloured paper) that you brought with you to the examination have been collected in and are returned to the Exams Sub Office. there is no need for you to return any unused examination answer books, Resource Packs or Clocks to the Exams Sub-Office at the end of the examination unless you are specifically asked to do so please leave the room promptly and in the same condition as you found it to enable the porters to set up the room for the next examination * ensure that, where it is possible, the room is locked before you leave the area
11.6 Returning examination materials to the Examinations Sub-Office enter the number of examination worked scripts collected in on the bottom half of the examination envelope i.e. the receipt section return the worked scripts and all other material that has been supplied by the Exams Office to the place from which the papers were collected (there may be exceptional arrangements for evening examinations) the scripts together with spare examination question papers and the Examination Attendance Register and candidate examination attendance slips etc. must be returned in the large brown envelope provided arrangements are made between the Exams Office and the academic Schools for a representative from the School to pick up the worked examination scripts from the Exams Sub-Office as soon after the examination as practical to take back to the academic Schools for internal processing
12. ADDITIONAL INFORMATION ON INVIGILATION IN THE SPORTS HALL
12.1 Invigilation in the Sports Hall, Unique: Fitness and Lifestyle The Sports Hall is located in the Unique Fitness and Lifestyle venue on the main University campus. The Sports Hall is the largest University venue used for holding formal examinations comprising a seating capacity of 240 candidates. The Sports Hall is used to support the January and May examination periods. The Unique: Fitness and Lifestyle Centre is a University commercial enterprise which serves both the University and wider local communities. Public members of Unique: Fitness and Lifestyle have access to the venue and its facilities during the University examinations (excluding the Sports Hall) and their needs must be respected during the examination periods. The invigilation of examinations in the Sports Hall requires additional information and arrangements to be in place in order to
Page 26 of 45 accommodate the large number of candidates and the volume of traffic that uses the space. If you are acting as an invigilator in the Sports Hall you will need to report to the Exams Sub-Officer no later than 45 minutes before the start of the scheduled examination to sign in, pick up examination packs and go straight over to the Sports Hall located inside the Unique Fitness and Lifestyle Centre. You should use the main entrance to the Unique Fitness and Lifestyle Centre located on Great Horton Road in order to proceed to the Sports Hall to prepare for the examination. It is important that the Exams Office has a record of your attendance at the examination so that they can monitor any absences. If you have not ‘signed in’ we will contact your academic School for a replacement. If, on the day of the examination, you are having difficulties getting to the University and wish to go directly to the Sports Hall you MUST contact the Exams Sub-Office (D3 Foyer 01274 235402) directly to inform us of this exceptional arrangement so that we know you intend to go directly to the Sports Hall.
12.2 Candidates arriving at the Sports Hall to sit an examination Candidates sitting an examination in the Sports Hall will be instructed to wait outside the Unique: Fitness and Lifestyle Centre by the side entrance (next door to Waterstones Bookshop) until a member of University staff opens the doors. The doors will normally be opened no later than 30 minutes before the start of the scheduled examination. Once inside the venue the candidates should be admitted into the Sports Hall and instructed to go to their seats without delay. At the point of admission remind candidates, before entry, that when they enter the examination room until when they leave they are under examination conditions and remind them to switch off mobile phones and place large bags and coats in designated areas along the side walls of the Sports Hall. CANDIDATES MUST NOT PUT THEIR BAGS OR PERSONAL BELONGINGS IN THE EMPTY LOCKERS LOCATED IN THE CORRIDOR OUTSIDE THE SPORTS HALL Follow the guidance outlined in this Code of Conduct on Invigilation to admit candidates and distribute the examination question papers. When you are ready you should read out the Examination Announcements for Examinations held in the Sports Hall which contains additional information for the candidates to obey and formally start the examination. Follow the guidance in this Code of Conduct on Invigilation for during the examination and at the end of the examination following normal examination procedures. Candidates who leave an examination before the end of the scheduled time (in accordance with the University regulations)
Page 27 of 45 should be instructed to leave by the main entrance to the building i.e. the Reception area on Great Horton Road. At the end of the examination when you have collected in all the appropriate examination materials you should read the Examination Announcements for Examinations held in the Sports Hall for dismissing the candidates and ensure that all candidates leave by the FIRE EXIT DOOR located in the Sports Hall itself (top right hand corner as you are facing the candidates) and NOT the entrance from where they were admitted and NOT the main entrance to the building i.e. the Reception area on Great Horton Road. When all the candidates have been dismissed and the Sports Hall cleared you should also leave by the FIRE EXIT DOOR located in the Sports Hall itself (top right hand corner as you are facing the candidates) and ensure that the fire doors are closed behind you. Follow the guidance outlined in this Code of Conduct on Invigilation for returning examination materials to the Examinations Sub-Office.
13. ADDITIONAL INFORMATION ON INVIGILATION OF ON LINE EXAMINATIONS
13.1 At the start of the on line examination The on line examination paper and computer room will have been set up by staff in the Centre for Educational Development and IT Services ready for use on the day of the examination. The PCs will have been switched on and a ‘log in’ screen displayed. An examination CARD will have been inserted into each PC by IT Services staff as part of the set up. If a PC does not show the ‘log in’ display screen this may be because the CARD has not been inserted correctly or is not reading the information. You should discuss this potential problem with the IT Services staff who will be present at the start of each on-line examination. In the unlikely event of a major IT systems failure on the day of the examination, and, following advice from the IT Services and academic School concerned, an on-line examination may have to be postponed and the candidates notified. The Exams Office will arrange to reschedule the on-line examination at the earliest opportunity and inform all candidates and invigilators of the revised date and time. Examination invigilators should follow the University’s regulations on the conduct and invigilation of examinations http://www.brad.ac.uk/exams/invigilation/regulations-on-invigilation/ and instructions to invigilators as outlined in A Code of Conduct for Invigilation 2012/13 as appropriate. You should report to the Exams Sub Office to sign in and pick up the examination materials provided for the on-line examination no later than 30 minutes before the start time. You should then go directly to the computer room to check the facilities and PCs. Before the candidates are admitted to the computer room place an
Page 28 of 45 attendance slip, scrap paper and any ‘Directions to Candidates’ required for the examination on each PC desk for the candidates attention. Only candidates registered for the on-line examination in question will be able to log-in and gain access to the paper. Accessing the on-line examination paper normally comprises 4 steps that require the candidate to take
1. Logging in to the PC using a University of Bradford user name and password 2. Double clicking a desktop icon located on the screen 3. Logging in to the question mark perception software using a University of Bradford user name and password 4. Accessing and starting the on-line examination paper
When you are ready admit the candidates to the computer room. Candidates should be instructed to ‘log-in’ to the PC as soon as they are seated at the PC desk using their normal Blackboard or web mail University of Bradford user name and password (not email accounts or UB numbers), click the OK button which takes them to the desktop screen. They should be told at this stage to wait for further instructions (Step 1). By staggering the initial ‘logging in’ process this helps to mitigate the risk that the IT system may crash if all candidates attempt to ‘log-in’ simultaneously. Candidates may sit anywhere within the computer room. They will need to display their University of Bradford Student ID Card on the desk at all times ready for checking during the examination. An IT Support Co-ordinator and Adviser on Technology Enhanced Assessment will normally be on hand at the start of the on-line examination to assist with any emerging technical problems and/or candidates who may have problems logging-in If technical problems persist it may be necessary to move a candidate to another PC desk... There will be a few spare unallocated computers located in the computer room to mitigate the potential risk that not all PCs will be working on the day of the examination. Arrange to move any candidate(s) with technical problems to one of the spare computers instead. When the Chief invigilator is satisfied that all candidates have successfully logged in to the PC and that the desktop is displayed on all screens, s/he should instruct the candidates to ‘double click’ the icon that is visible on the desktop (Step 2). This action will take them to another logging in screen (question mark perception). At this point candidates should be told NOT to proceed any further until instructed to do so. Before the candidates ‘log in’ again to access the question paper you should read the appropriate announcements from the Announcement Card
Page 29 of 45 Exceptionally a Chief invigilator for an on-line examination may put an additional restriction on the time when candidates can or cannot leave an examination room whilst the examination is in progress. This exceptional restriction would apply if, for example, to permit candidates to leave when they have submitted their examination paper would significantly disturb the other candidates or if the on- line examination is being held over more than one sitting and the potential for collusion with candidates from other sittings may exist. Any change to the normal regulations must be applied to all sittings and across all venues. If an exceptional restriction has been placed on when the candidates can or cannot leave an on-line examination whilst the on-line examination is in progress, the invigilator must inform the candidates at the start of the examination when the announcements are read out After the announcements have been read out you may instruct the candidates to log in to the question mark perception site using the same University of Bradford user name and password as before by clicking the ENTER and YES buttons when prompted (Step 3). The candidates can now access the on-line examination paper and start the examination (Step 4) At this stage the examination has formally started and normal University regulations for candidates who arrive at an examination after the formal start will apply.
13.2 During the on line examination Candidates work through the on-line examination paper and can go back and change their answers at any point in the examination paper – nothing is submitted until the candidate clicks the SUBMIT button located at the end of the examination paper Candidates are required to complete an attendance slip and include the PC machine number located on the base of the screen on their attendance slip. You should help collect in the completed attendance slips and check the names against the Examination Attendance Register. To prevent opportunities for malpractice, on-line examinations have been designed to randomize the questions and/or response options. Each candidate will therefore usually have a different selection of questions on display on the PC screen during the on- line examination. If, in the unlikely event, a candidate experiences technical problems during the examination that cannot be immediately resolved the following course of action should be taken. The invigilator should remove the Card from the broken PC and move the candidate to a spare unallocated computer. The Card can be inserted into the replacement PC and the candidate should log in as before. The Card will have saved the candidate’s work at the point where the candidate had reached in the paper. If not contact IT services (ex.3333) or the exams office.
Page 30 of 45 During the on-line examination you should regularly check the tool bar located at the foot of the candidates’ PC screen for any unauthorized weblinks. You should ensure that you are able to invigilate the examination from a good viewpoint and regularly walk about the room. If you suspect malpractice follow the instructions outlined in A Code of Conduct for Invigilation 2012/2013 and make a note of any irregularities. Candidates are not normally permitted to leave an examination in accordance with University regulations except in an emergency and/or to visit the toilet or they are unwell
13.3 After the on-line examination When a candidate has answered all the questions and s/he is satisfied that they have completed the examination paper within the permitted time they scroll to the bottom and click the SUBMIT button. A prompt will ask the candidates ‘Do you want to submit your answers now?’ Clicking the OK button at this prompt ends the examination paper and the candidate cannot return to the examination paper to change any answers A confirmation message will appear on the PC screen informing the candidate that the examination has ended. The candidate is then prompted to close the window. After closing the window, they will see the desktop screen. They then need to log off the PC by clicking and confirming the log off prompts from the Start button displayed in the corner of the desktop screen. The Welcome Screen will then be displayed and the candidate may be dismissed from the computer room when appropriate to do so In the unlikely event that a candidate experiences technical problems whilst submitting his/her examination paper or a message on the screen states ‘access denied’ you should arrange to call 3333 for assistance. The Centre for Educational Development will check the database to confirm the candidate’s submission. You will need to provide his/her University of Bradford username. When all candidates have submitted their responses and logged off the PC you may dismiss them and instruct them to take all their belongings and rubbish away with them when they leave the computer room. Please ensure that all the PCs have been logged off by the candidates before you leave the computer room. This is particularly important if there is another on line examination scheduled in the computer room afterwards. Return all the examination materials contained in the examination envelope(s) to the Exams Sub-Office for processing by the Exams Office and collection by the academic School administrative staff An e-assessment video has been produced at the following weblink for further information about on line assessments
Page 31 of 45 http://www.bradford.ac.uk/exams/Invigilation/E-AssessmentVideo/
Page 32 of 45 14. FURTHER INFORMATION
This Code of Conduct for Invigilation 2012/2013 has been produced to help staff fulfil their role and responsibilities as University examination invigilators. Further information is available on the Examinations website http://www.bradford.ac.uk/exams/
Page 33 of 45 ANNOUNCEMENT CARD Appendix 1 Announcements to be made at the start of the examination 1. These announcements support the detailed information on University examinations that you are expected to have read before this examination. 2. You are under examination conditions at all times. You must not try to communicate with each other during this examination. 3. In the event of a fire alarm, you must leave all the examination materials and personal belongings and proceed quickly but quietly to the nearest designated Fire Exit. 4. Please place your University of Bradford Student ID Card on your desk and in clear view at all times. Your identity will be checked by an invigilator during this examination. 5. Candidates are bound by the University's regulations on the conduct of examinations. The regulations forbid candidates to have in their possession during an examination any unauthorised material. For this reason any candidate in possession of such material must hand it over now before the examination commences." (pause for any response) 6. You should not have any unauthorised electronic devices in the examination room. If you have a mobile phone on your possession please ensure that it is switched off. All owners of mobile phones that ring during this examination will be reported back to the University. 7. If you require assistance or need to go to the toilet please raise your hand and continue your work until an invigilator can help you. 8. The duration of this examination is ...... hour(s) and the time now is...... This examination will end at ...... I will inform you when you have 15 minutes remaining (announce appropriate times) 9. Candidates may not leave this examination until the end (for examinations lasting less than one hour) 10. Candidates may not leave this examination during the first 30 minutes or last 15 minutes (for examinations lasting one hour) 11. Candidates may not leave this examination during the first hour or last 15 minutes (for examinations lasting more than one hour) 12. Candidates must carefully read the instructions outlined on the paperwork provided for this examination. 13. This examination has now formally started and you may begin
Page 34 of 45 writing.
15 minutes before the end of the examination
14. You have 15 minutes left before the end of this examination. You are not permitted to leave this examination until you are told to do so by an invigilator. 15. Please ensure that you have written your UB number and completed the examination details required on all the answer books that you have used before you are told to stop writing.
At the end of the examination
16. Please stop writing NOW and remain silent in your seat until all examination scripts have been collected in and accounted for by an invigilator before you are formally dismissed. 17. You are reminded that you are under examination conditions at all times and that you must not try to communicate with each other during the collection of examination scripts. 18. Fasten all your answer books together with the string that has been provided. Do not make holes in the MCQ cards/sheets. 19. You may take the examination question paper away with you UNLESS it has been printed on coloured paper in which case this paper must be collected in by an invigilator.
When all appropriate examination material has been collected in and accounted for you may dismiss the candidates
20. Please take all your belongings and rubbish away with you when you leave and remember to leave QUIETLY as there may be examinations in progress in other areas of this building. Thank you for your patience - you may now leave this examination room.
Page 35 of 45 Guide to Invigilation Appendix 2
The following activities are included in this Guide to Invigilation as a checklist to support staff acting as examination invigilators to enable them to fulfil the role consistently and effectively. 1. Go to Exams Office Sub-Office to sign in and pick up exam package (except exams located at School of Management where you should report to Reception).
2. Go to the venue and set out the appropriate materials. If anything appears to be missing contact the Exams Office on 3030/5486 for assistance.
3. Check that all the exam materials have been provided (e.g. answer books, graph paper, MCQ cards) Familiarise yourself with the question paper(s) as a reference
4. Admit candidates and remind them that they are under examination conditions from when they enter the examination room until when they leave it again at the end of the exam
5. Get candidates to fill in paperwork (answer books and attendance slips)
6. Hand out question papers ‘face down’ and read Announcements (from Card)
7. Start the examination promptly at the formal start time i.e. when you tell candidates to start writing (never start an exam early). The clock in the venue should be the formal timekeeper
8. DO NOT let any candidate in after the exam has formally started NO EXCEPTIONS
9. Fill in ‘Late Arrival Form’ (green) with late candidates details – name and UB No
10. Collect in attendance slips and check candidate identity (face against ID Card) at same time. Any candidate without proof of identity should be told to wait behind at the end of the exam until verification of identity is completed. Contact the Exams Office (3030/5486) during the exam to arrange for a photographic image of all candidates without ID
11. Complete the Examination Register by checking names against the attendance slips.
12. Do a headcount of all candidates in venue (should be same total as on Examination Register)
13. Invigilate the examination by walking quietly and inconspicuously around the room, pausing to observe the candidates from different aspects of the room (e.g. front, back,) do not stay in any one spot for too long or stand too close to candidates to be able to read their work.
14. DO NOT talk or whisper to other invigilators in the room unless exam related queries
15. Look out for candidates needing assistance (e.g. extra paper or toilet break).
16. Ring the Exams Office to arrange a toilet escort/first aider (3030/5486) if required (make a note of time candidate left and returned from toilet break/illness in answer book at the appropriate place and sign against this entry)
17. Fill in an appropriate Incident Report Form if required for the following:
a. Incident that may have impaired candidate(s) performance (yellow)
b. Suspected breach of regulations (red) – confiscate any unauthorised materials and let candidate continue the examination in new answer book 18. DO NOT help candidates with the question paper (i.e. do not clarify/explain text) or provide examination materials to candidates who should bring their own (pencils, calculators etc.)
19. Any errors on the question paper should be reported back to Exams Office (via Report Form) and candidates instructed to ‘work to the paper as seen’
20. Read Announcement 15 minutes before the end of the examination and at the end of the exam read Announcements to be made to all candidates at the end of exam (from Card)
21. Collect in all appropriate exam materials (answer books, MCQ cards, question papers printed on coloured paper, text books etc.)
22. Count the total number of answer books collected in against the Examination Register and against the headcount – should be the same total.
23. Dismiss the candidates, tidy the venue and return all exam materials (answer books/question papers) to Exams Office Sub-Office and sign out
Page 32 of 40
Frequently Asked Questions
Q. The examination package and question paper states that graph paper will be provided for the examination but there is no graph paper in the exam room. What should I do? A. Contact the Exams Office (3030/5486) who will arrange to bring some graph paper to the room
Q. The Clock in the exam room is not accurate/missing/stopped working. What should I do? A. Contact the Exams Office (3030/5486) immediately and they will arrange to bring a working clock over to the room
Q. A candidate‘s name does not appear on the Attendance Register. What should I do? A. Check that the candidate has turned up for the right examination on the right day at the right time and in the right room. If so, tell the candidate s/he can still sit the examination. There are always a few spare seats in each room. Show the candidate to an empty seat and provide him/her with the appropriate exam materials. Write the candidate’s name manually on the Attendance Register and stick an orange label (provided in Resource Pack) on the candidate’s answer book to alert the academic department that the candidate’s name did not appear on the Register
Q. A candidate has turned up for the exam during the reading of the Announcements. Is s/he late? A. If a candidate enters the exam room when you are still reading out the announcements then s/he is permitted to sit the exam. They should go to their seat quickly and quietly. Continue to read the announcements from the Card. After you have formally started the examination (at the point when you tell the candidates to start writing) then DO NOT let any candidate(s) enter the exam room. You should fill in a Form for any late comers who are not permitted to enter the examination room
Q. A candidate has turned up for the exam after the formal start. What should I do? A. They are not permitted to enter the examination room – record their details on the ‘Late Arrival Form’ and hand them an Information Sheet (blue) which explains to them what they should do next.
Q. A candidate has not brought their UoB ID Card with them as proof of identity. What should I do? A. Ask them if they have an alternative proof of ID e.g. valid passport or driving licence. If not, you should ask the candidate to remain at the end of the exam to get their identity verified. This will involve contacting the Exams Office (3030/5486) during the examination and asking for assistance. Provide the candidate’s name and UB number so that a photograph can be downloaded from SAINT as proof of ID. This evidence will be brought over to the examination room before the end of the examination for you to check against the candidate sitting the examination
Q. I need to check the ID of a female Muslim candidate in full veil but I am on my own in the room A. You should ask the female Muslim candidate to wait behind at the end of the exam for a female member of staff to check her ID. If you are a female invigilator then arrange to check her ID in a discreet place either in the exam room or nearby toilets. If you are a male invigilator you should contact the Exams Office (before the end of the exam) who will arrange to come over at the end of the exam to check her ID.
Q. I suspect a candidate is in breach of assessment regulations, what should I do? Ask another invigilator for a second opinion before you approach the candidate. You should warn the candidate that you suspect they are in breach of regulations and complete an Incident Report Form. Confiscate any unauthorised material that they have in their possession. Let them continue the examination provide a new answer book and keep the original answer book with the Report. If you are invigilating on your own contact the Exams Office (3030/5486) who will arrange to come over to the exam room to assist you Appendix 3 What if scenarios for on line examinations
BEFORE THE START OF AN ON LINE EXAMINATION
Q What if there are not enough PCs in good working order before the start of the on line examination? A IT Services should have someone on hand to resolve this issue; if not you should contact the Exams Office in the first instance on 3030 for further assistance Q What if too many candidates turn up at the start of the on line examination? A Need to ask everyone to check they are in the right room and/or right examination sitting Q What if there is a major IT systems failure on the day of an on line examination? A IT Services will notify the Exams Office at the earliest opportunity and the exam will have to be re-scheduled Q What if a candidate cannot ‘log in’ to the PC at the start of the on line examination? A A member of IT Services staff will be on hand and able to check the account and assist with IT issues around login. There are a number of reasons why an account may be disabled e.g. late payment to the University. The IT Services cannot guarantee that all issues will be resolved on the day of an exam. Q What if a candidate cannot access the on line examination despite the fact that s/he has successfully logged on to the PC? A IT Services staff will be on hand to assess the issue and take appropriate action Q What if the server crashes at the start of the on line examination when all the candidates are logging on simultaneously? A IT Services staff will be on hand to assess the issue, the exam start may need to be delayed slightly to allow systems to return to normal. It is important that candidates are instructed to ‘log on’ to the PC as they enter the computer room to ensure that the ‘logging on’ process is staggered.
DURING AN ON LINE EXAMINATION
Q What if a candidate accidentally switches off the PC during an on line examination? A If in a Sunray room (F41/F42/SC0.38), either re-establish power and re-login or move the ‘Card’ to another terminal, no work will be lost. If in a standard PC cluster room the paper will be lost and the candidate may either have to start again if time permits or be advised to submit a claim for extenuating circumstances for consideration by the academic School. In both scenarios the invigilator will need to complete an incident report form to be handed in to the Exams Office in the first instance. Q What if a candidate accidently ‘logs off’ during an on line examination and wishes to log back on again? A The Paper will be lost and the candidate may either have to start again if time permits or be advised to submit a claim for extenuating circumstances for consideration by the academic School. In both scenarios you will need to complete an incident report form to be handed in to the Exams Office in the first instance. Q What if the fire alarm is raised during the on line examination? A Normal evacuation procedures outlined in the Code of Conduct For Invigilation 2012/13 must be followed. When the candidates have returned to the computer room the following action will apply. Candidates sitting on line examinations in a Sunray room (F41/F42/SC0/28) will be able to continue from where they left off as the ‘Cards’ in the PCs will still be working. If the examination is held in a standard PC cluster room the candidates will have to re-start from the beginning or the exam may have to be postponed and rescheduled. In both scenarios. You will need to complete an incident report form for the academic School to consider as extenuating circumstances for the candidate(s). Page 34 of 40 AT THE END OF AN ON LINE EXAMINATION
Q What if a candidate ‘submits’ his/her paper and claims that the paper has not been saved? A If the student has seen the confirmation message and the close button, then you can be sure that the paper has been submitted. If there was an error message before this confirmation screen, the Centre for Educational Development team is able to check and the student can be informed as soon as possible. Contact the Exams Office on 3030 in the first instance and provide the specific details of the candidate(s) in question (name, user name. PC number???) whilst the examination is in progress or immediately afterwards. You should ask the candidate(s) to remain behind at the end of the on-line examination until you have a reply to this query. See below for further guidance Q What if a candidate’s work has not saved and is suspected as being lost? A The decision will rest with the academic department as to whether the candidate should be permitted another attempt in the remaining time or in another sitting, pending confirmation from the Centre for Educational Development. An incident Report Form should be completed to support the decision taken Q What if a candidate’s work has not saved and is confirmed as lost? A The decision will rest with the academic department as to whether the candidate should be permitted another attempt in the remaining time, in another sitting or at a later date. An incident Report Form should be completed to support the decision taken Appendix 4 A Quick Guide To Distinguish Between Programmable and Non-programmable Calculators
This guide is intended to be a quick reference to determine if a student maybe utilizing a calculator that is not permitted for use within an examination. Typical Non-Programmable Calculator Typical Programmable calculator (Permitted) (Not Permitted)
There are a number of rules of thumb on how to tell if the calculator is a programmable one. 1. If the display is relatively large, typically more than 2.5 cm by 6.5 cm.
2. If it has an enter or exe button instead of an equals button.
3. If there are an excessive number of function buttons, usually related to plotting graphs.
4. There are a buttons that allow use of the full alphabet from A to Z.
5. Programmable calculators tend to be bulky and heavy compared to the light weight non-programmable calculators.
6. Digital dictionaries tend to have a fully functional QWERTY keyboard layout. Appendix 5.1 UNIVERSITY OF BRADFORD
EXAMINATIONS
LATE ARRIVALS FORM
Invigilators should use this Form to report any candidate who arrives at the exam room AFTER the formal start of the examination and is therefore refused entry. The Exams Office will arrange to send this Form to the appropriate School so that the School has an accurate record for Exam Board purposes.
Date and time Room number Module/exam title Module code
NAME UB NUMBER
Name of Invigilator
Signature of invigilator
Please return this Form to the Examinations Office. Appendix 5.2
INFORMATION FOR CANDIDATES WHO ARRIVE TO SIT AN EXAMINATION AFTER THE FORMAL START TIME
You have been provided with this Information Form because you have arrived at the examination room to sit an examination after the formal start time. This means that you will not be able to enter the examination room whilst the examination is in progress. The University regulations state that ‘Candidates shall not be admitted to an examination room after an examination has formally started’ and the examination invigilators are required to abide by this ruling.
What do I do now?
You should give the examination invigilator your name and UB number so that the Exams Office can provide your academic School/Department with a formal record of your absence at the end of the examination period. Without delay, you should go directly to your academic School/Department to discuss the fact that you have arrived at an examination after the formal start time with them in person so that a member of staff there can advise you on what to do next e.g. whether you may have a case to apply for extenuating circumstances or not, how this situation may or may not impact on your overall progression and achievement and/or how you can get further support and guidance.
If you cannot go to your academic School/Department in person you should arrange to email or telephone them without delay so that they are aware of the situation and can provide further advice to you.
Academic School/Department contact details are available through this link http://www.bradford.ac.uk/exams/StudentInformation/SchoolExaminationContacts/.
Further information on the University’s Regulations on the Conduct and Invigilation of Examinations can be accessed at the following weblink http://www.bradford.ac.uk/exams/Invigilation/Regulations-on-Invigilation/ and the Exams homepage http://www.bradford.ac.uk/exams/ UNIVERSITY OF BRADFORD Appendix 5.3
EXAMINATIONS
BREACH OF ASSESSMENT REGULATIONS REPORT FORM
Invigilators should use this form to report any of the following situations they have witnessed which is an instance of a breach of University Regulations on the Conduct and Invigilation of Examinations to be reported to the Examinations Office for further investigation and action.
Inappropriate and/or disruptive behaviour (Regs: 2.2, 2.9, 2.13) Suspected serious academic misconduct including use of unauthorised devices (Regs: 2.4, 2.6, 2.7, 2.10, 2.11 2.12, 2.17)
Please detail as much information as possible. This report should also include all the necessary evidence on which the suspicion is based.
Date and time Room number Module/exam title Module code Student name(s) Student UB number(s) Student seat number(s) Name of Invigilator Name(s) of any other invigilators or members of staff who witnessed the incident Signature of one invigilator Nature of the suspected serious academic misconduct ( include any supporting evidence confiscated from candidate if available )
Please return this form to the Examinations Office. UNIVERSITY OF BRADFORD Appendix 5.4
EXAMINATIONS
INCIDENT REPORT FORM
Invigilators should use this form to report any situation before or during the examination which it is believed may affect the performance of the candidate(s). Please specify below the nature of the incident, the time of its occurrence, its duration and the stated effect upon the candidate(s). Please detail as much information as possible.
Date and time Room number Module/exam title Module code Student name(s) Student UB number(s) Student seat number(s) Name of Invigilator Name(s) of any other invigilators or members of staff who witnessed the incident Signature of one invigilator Nature of the incident
Please return this form to the Examinations Office.