Procedures Relating to Examinations Administration

Title: Examination Administration Procedures

Document Type: Guideline

Location: Teaching and Learning Portal Pages

Version: 1.0

Publication date: 30 August 2012

Author: Academic Services

Approved by: Head of Student Operations

Last updated: August 2012

1 Academic Services August 2012 SOUTHAMPTON SOLENT UNIVERSITY

Procedures relating to examinations administration

These procedures will apply to all University set examinations, and for external professional examinations where procedures are not previously established by external professional bodies.

1. Responsibilities

Academic Service

The Dean of the Academic Services (AS), has overall responsibility for the academic integrity of the examinations process. During the examinations period, the Head of Student Operations will act on behalf of the Dean to monitor the examinations process and take responsibility for the co-ordination of University level decisions as required.

Faculties

Faculty Registrars, in liaison with Assessment Officer as appropriate, are responsible for:

 the preparation and moderation of examination papers;  the scheduling of faculty examinations to meet course assessment requirements;  the allocation of Invigilators to examination venues;  provision for special needs students as advised by the Learning and Information Service (LIS);  the dissemination of examination timetables to students;  resolving operational issues relating to individual examinations or venues during the examinations period, and;  liaison with the Head of Student Operations in AS to ensure action is taken at University level when required.

Chief Invigilator

Faculty Registrars will arrange for the appointment of a Chief Invigilator to act as the Senior Supervisor for one or more examinations in a specific location. Chief Invigilators are responsible for ensuring that the examination is carried out in accordance with University guidelines (see Annex 1) and will complete “Chief Invigilator’s Report” (see Annex 2) for each examination.

Invigilators

Faculty Registrars will arrange for the appointment of sufficient Invigilators to support the Chief Invigilator in supervising individual examinations. The normal ratios are defined within the Duties of Invigilators Annex 1.

2 Academic Services August 2012 Invigilators will normally be members of academic staff. They may also be suitably qualified external invigilators. Permanent members of support staff will only act as Invigilators in exceptional circumstances.

Reserve Invigilator

Faculty Registrars will arrange for the appointment of sufficient Reserve Invigilators for each examination venue. A member of the academic staff designated by the relevant Dean of Faculty, in liaison with the Faculty Registrar, or an External Invigilator identified by the Faculty Registrar or nominated representative.

Unit Leader

Unit Leaders will normally act as Chief Invigilator for their unit examinations. Where they are unable to invigilate their unit examination they, or a nominated member of their teaching team, must be contactable for the duration of the examination to respond to any questions that may arise regarding the examination paper.

Academic Rooming

The Academic Rooming Office is responsible for the provision of examination venues and a University level examinations timetable. The Academic Rooming Office will liaise with Faculty Registrars or their nominees to plan the scheduling of examinations.

Estates & Facilities Service

The Estates and Facilities Service is responsible for the preparation of examination venues, including supporting faculties with the provision of specialist equipment e.g. ergonomic chairs. The Service will ensure that examination venues are laid out in preparation for examinations using desks of a size that provide a minimum space of one metre between the centre of each desk.

Examination Timetables

Faculties are responsible for the compilation and accuracy of the examination timetables made available to students via the University portal.

2. Registration Procedures

Edexcel Awards

Edexcel deals with all students on programmes leading to an award of a BTEC Higher National Certificate (HNC), Higher National Diploma (HND), or a National Vocational Qualification (NVQ).

The detailed arrangements for the registration of students are contained in the Edexcel Information Manual, a copy of which is available from AS. Annual registration fees for individual students are set by Edexcel.

3 Academic Services August 2012 All Edexcel registrations are valid for a maximum period of 5 years for the award of the qualification.

If a registration lapses prior to certification, individual students will be required to re- register on, and complete the requirements of, a currently approved programme with credit for previous satisfactory completion being given where appropriate.

Student numbers must be registered with Edexcel by the dates specified in the Edexcel Information Manual. Registration of University students within the Licence Agreement will be undertaken by AS (Awards Manager, Student Operations) drawing on enrolment data from the University’s Student Records System. AS is also responsible for producing the parchments for students graduating with an Edexcel award.

SQA Awards

The Scottish Qualifications Authority (SQA) act as an agency for The Maritime and Coastguard Agency who are responsible, among other things, for the issue of Certificates of Competency for Deck Officers and Marine Engineer Officers in the Merchant Navy and the Certificate of Competency for Deck Officers and Marine Engineering Officers for Fishing Vessels.

Administration of SQA courses is undertaken at the Warsash Maritime Academy, by the Course Administrator.

Other Awards

The University offers a range of professional courses for which registration is required on an individual basis.

Faculty administrative staff are to liaise with AS to ensure that all necessary arrangements are in place for registration.

4 Academic Services August 2012 3. Timetabling, Preparation, Security, Typing and Production of Examination Papers

Responsibility for the preparation of internally set examination papers

Responsibility for the preparation of examination papers remains lies with the faculty which delivers the unit.

Faculty Registrars will arrange for examination papers to be produced to a University format and to an agreed faculty timetable that will meet established deadlines for the internal and external moderation of papers and the co-ordination of examination scheduling across the University. Faculty Registrars will make appropriate arrangements for security of production, storage and transmission of papers by personal delivery within the University, or by recorded delivery to external examiner(s).

If it is known that a member of staff or relative is undertaking a particular examination as part of a course of study at the University then the Faculty Registrar will ensure that member of staff is not involved in the production of the paper and that appropriate security arrangements are put in place.

The following procedures have been set out to assist Faculty staff in the preparation of examination papers. Some of these procedures are offered as ‘good practice’ to facilitate the presentation of questions for typing and to monitor each stage in the preparation of papers. Faculties may wish to modify certain aspects, but the following must be observed:

i. the paper numbering scheme; ii. the security of papers; iii. the format of papers (including the font size); iv. the examination envelope label to be kept up to date; and v. moderation by internal and external examiner(s).

All examination draft question papers, answers, and marking schemes should be provided to the relevant Faculty Office by the Unit Leader in an electronic format, clearly indicating the question number and subject and to the deadlines specified by the faculty.

Rubric for Examination Paper (see Annex 3)

Once the drafting examination paper has been produced the Unit Leader should ensure that the front rubric is completed, noting that:

i. Reading time is not normally allowed, with the exception of existing courses that have been validated with reading time specified in the course documentation; ii. Use of dictionaries/thesauri is not normally permitted. Exchange students visiting the University are permitted to use bi-lingual dictionaries in examinations, provided they produce their authorisation letter at the examination, and after the dictionaries have been examined by an invigilator; and iii. Students are permitted to use templates, pens, pencils, rulers, rubbers, and general writing equipment unless specifically prohibited. The use of calculators may also be allowed for certain examinations. Where this is the case students will be informed in

5 Academic Services August 2012 advance by the Unit Leader that these are permitted. This information will also be included in the rubric for the examination paper.

The draft examination paper, together with the rubric should be placed in an envelope with a label attached to the front (Annex 4). This will form the official record of progress of the preparation of the examination paper to final approved (signed off) version.

All documentation appertaining to the examination (e.g. draft papers, original hand-written copies and answer schemes) is to be retained in the envelope.

Once the draft examination paper is received by the Faculty Office, a paper number must be allocated as follows:

Unit Number/Period Number (1, 2 or 3)/Session Year (2010-2011)/E1 indicating the first examination of this unit.

Where more than one examination takes place per unit, E2 etc would be substituted.

Production of Examination Papers

All examination papers are to be produced electronically and stored under the appropriate section on the S:\ drive and password protected. Appropriate security must be observed, to ensure no unauthorised sight or access to papers, memory sticks, or screens.

When typing examination questions: i. leave 3 line spaces before the question is typed; ii. leave 6 line spaces between each question; iii. a print margin of 1” (2.5cm) should be allowed at the top, bottom, left and right hand sides; iv. avoid splitting a question over two pages. If this unavoidable a clear indication must be given at the foot of the page (e.g. “continued overleaf”); v. the examination reference number (see above) is to be typed in the bottom right hand corner of each page of the examination paper; and vi. Trebuchet MS font in 11 point size should be used.

The name of the administrator producing the examination paper be shown on the examination envelope label. The examination paper must be checked and signed off by the appropriate internal examiner.

Moderation Procedure & Printing

When the examination paper has been produced and moderated internally in accordance with faculty policy it must be sent to the appropriate external examiner(s). The following paperwork will normally be enclosed: i. a copy of the previous year’s paper (if it is a newly appointed external examiner); ii. two copies of the examination paper; iii. a copy of the examination answer and marking scheme; and iv. a stamped addressed label.

6 Academic Services August 2012 The paper should be sent by recorded delivery and a record kept in the Faculty Office.

Once the external examiner has agreed the paper, nominated faculty staff will ensure secure arrangements are in place for the printing of the paper. Under no circumstances should examination papers be sent via the internal mail system.

Upon return of the printed examination papers the Faculty Registrar, or nominated representative, will check that the papers have been printed correctly and make up the examination packs that will consist of:

i. correct number of examination scripts (plus adequate spare copies); ii. ‘Instructions to Invigilators’; iii. ‘Chief Invigilators’ Report’ Form; iv. ‘Examination Evacuation Procedures’; v. ‘Procedures Relating to Academic Misconduct’; vi. the relevant examination register; vii. stationery as per the rubric (plus spares); and viii. examination answer books (plus adequate spare copies).

The Faculty Registrar, or nominated representative, will ensure that delivery of examination papers, together with associated documentation, to a named contact at other approved establishments in the United Kingdom or Overseas are made by secure means.

Final Examination Pack Check

Once the examination pack has been completed by faculty Staff it is essential that a final examination pack check is carried out by the Unit Leader.

The Unit Leader must satisfy himself/herself that all items required for the examination are correct and contained in the pack and then sign and date the pack check label (see Annex 4). The examination pack is to be securely retained in the Faculty Office until the day of the examination, when it is the responsibility of the relevant Chief Invigilator to ensure that the pack is collected and taken to the appropriate examination venue.

One copy of the final examination paper will be retained on a master file by the Faculty Registrar, or nominated representative.

Availability of Past Examination Question Papers

Students may gain access to copies of previous examination papers for reference by accessing the Library section of the Student Portal. At the end of the academic year Faculty Registrars, or nominated representatives, will provide the Library with electronic copies of all examination papers sat during the academic year.

4. Support for Disabled Students

Faculties will make appropriate examination provision for disabled students where support has been formally assessed and approved by the Learning and Information Service (Study Assistance). Support may include specialist equipment, scribes or extra time. However

7 Academic Services August 2012 notification of agreed support requirements must be with faculty offices at least four weeks prior to the start of formal examinations.

For students who, for reason of a disability/special needs, and/or dyslexia, have received formal approval to have additional time in a formal examination, an allowance of fifteen minutes per hour be allocated.

Fifteen minutes of extra time per hour are to be permitted when a scribe is used for an examination.

Students who have LIS (Student Support) approval to use a personal computer in an examination, will have an additional time allowance of fifteen minutes per hour allocated. The software for the personal computer would normally be that currently offered and maintained as standard by LIS.

Where students request particular software packages to support examinations these must be approved by LIS and normally supplied by the individual student who would have to personally ensure they are competent in the appropriate packages. The student will be given the normal fifteen minutes additional time allowances.

The time allowance set out in this scheme may not be applied cumulatively. Where the allocated normal duration includes a portion of an hour, most commonly half an hour, the time allocation will be rounded up to the nearest five minute period.

5. Examination Evacuation Procedures

The safety procedure to be followed in the event of a fire/emergency is detailed in the University’s Emergency Procedures.

Examination procedures to be followed in the event of an evacuation during an examination are set out at Annex 1.

6. Examination Scripts

Following the examination, the Unit Leader, or individual member of the teaching team as appropriate, will collect and sign for the relevant scripts from the faculty office for marking.

External examination scripts will be processed by the relevant Faculty Registrar or nominated representative under the regulations of the relevant external body.

Examination scripts should not normally be returned to students. Scripts should be retained securely within the faculty for a minimum of one year.

7. Academic Misconduct

It is important that prompt action is taken when any student is suspected of cheating or undertaking any behaviour that might be considered academic misconduct. Attention is drawn to the guidance at Annex 1 (iv) ‘During the examination’. The faculty is responsible

8 Academic Services August 2012 for advising AS of the incident as soon as possible so that consideration can be given to initiating the Academic Misconduct procedure.

9 Academic Services August 2012 ANNEX 1

Southampton Solent University

Duties of Invigilators

1. Responsibility for Invigilation

A Faculty is responsible for providing sufficient invigilators to cover all examinations administered by that Faculty.

The invigilation of shared examinations remains the responsibility of the ‘parent’ Faculty.

Invigilators are normally academic members of staff designated by the Faculty but may also be appropriately trained external invigilators secured by the Faculty in accordance with University recruitment guidelines.

2. Instructions to Invigilators

The following instructions apply to both internal and external Invigilators. In some cases there may be regulations and instructions to Invigilators issued by a particular examining authority which supplement and/or replace the University’s own procedures.

For each examination the Faculty Registrar will appoint a Chief Invigilator, responsible for the conduct of the examination, and the appropriate number of Invigilators.

All Invigilators will take instruction from the Chief Invigilator throughout the period of the examination.

Reserve Invigilators are provided for each examination session and are required to familiarise themselves with all the duties of an Invigilator and act in that capacity when required. They must report to the Chief Invigilator/Faculty Contact at least fifteen minutes before the start of the examination to ascertain whether their services are likely to be required. They are to inform the Faculty Office where they may be contacted throughout the period of the examination.

For each examination room there will be a Chief Invigilator and at least one further Invigilator.

As a guide, the minimum number of Invigilators required is indicated as follows:

Number of Students Number of Invigilators

Up to 50 a Chief Invigilator with at least one other Invigilator.

50 to 100 a Chief Invigilator with at least two other Invigilators.

101 to 150 a Chief Invigilator with at least three other Invigilators.

151 to 200 a Chief Invigilator with at least four other Invigilators.

10 Academic Services August 2012 Over 200 a Chief Invigilator with at least five other Invigilators.

Prior to the Examination

i. the Chief Invigilator shall be responsible for the collection of the examination pack from the Faculty Registrar, or nominated representative, at least thirty minutes prior to the commencement of the examination; ii. Invigilators must arrive in the examination room at least thirty minutes prior to the planned commencement of the examination; iii. Invigilators must ensure that the examination room is suitably prepared in that:

a. a clock must be visible to all students; b. the room must be adequately lit and ventilated; c. there are sufficient places for the number of students, laid out in a manner appropriate to the examination, enabling invigilators to walk between them without disturbing students; and d. each place is provided with the materials, aids and equipment indicated on the rubric of the paper, and with an answer book.

iv. Students are permitted to use templates, pens, pencils, rulers, rubbers and general writing equipment unless specifically prohibited. The use of calculators may also be allowed for certain examinations. Where this is the case students will have been informed by the Unit Leader of the calculator specification permitted. This information will also be included in the Rubric for the examination paper; v. The use of dictionaries/thesauri is not normally permitted. Exchange Students visiting the University will be permitted to use bi-lingual dictionaries in examinations, and will have a letter from the appropriate faculty to confirm this. The student(s) must take this letter to the examination venue, as failure to do so will prevent the dictionaries being used. The dictionaries must be inspected by an Invigilator for any unauthorised annotations prior to use; vi. Students shall not be admitted to the examination room until the Chief Invigilator is satisfied that all preparations have been completed. Entry to the examination room will not be permitted after the first thirty minutes have elapsed. For a one hour examination entry will not be permitted after the first fifteen minutes have elapsed; vii. An examination register will be provided to the Chief Invigilator by the Faculty Registrar, or nominated representative. Each student must be in possession of his/her University Identity Card. The Chief Invigilator is to check each student against the examination register. For large examinations it may not be possible to do this prior to the start of the examination. In this instance, students should be instructed to display their Identity Card on the desk so that the checking procedure may be carried out in a quiet fashion during the examination. When a student is not able to show their Identity Card and his/her name does not appear on the examination register, the Chief Invigilator must enter the student’s name on the register suitably annotated. Other documentary evidence must be provided bearing photographic identification. A member of staff may vouch for a student’s identity. Confirmation from other students is not acceptable. Such an incident must be recorded in the Chief Invigilator’s Report but the student must not be debarred from sitting the examination; viii. Students shall be seated as directed by the Invigilators;

11 Academic Services August 2012 ix. If a student should be taken ill (or a similar emergency) just prior to an examination, the Chief Invigilator should take whatever emergency action is necessary and the full details (student name, time of occurrence, circumstances, action taken, etc) must be reported to AS and recorded in the Chief Invigilator’s Report. The student is to be advised to contact the Faculty SSNO as soon as possible regarding their eligibility for claiming extenuating circumstances.

Before announcing the commencement of the examination the Chief Invigilator shall remind students that:

i. they must have their campus card available and invigilators must be able to visually identify students1, caps, scarves etc must be removed; ii. they must not communicate by any means with other students. Any attempt will be treated as academic misconduct; iii. participating in any academic misconduct is not permitted. Any occurrence will be subject to an inquiry with severe consequences if academic misconduct is proved; iv. they must be sitting in the correct place (if areas of the venue have been designated for specific examinations); v. they must check that they have the correct examination paper, stationery, materials, aids and equipment, and that the question paper is complete; vi. if there is more than one examination taking place in the venue they must check that they have the correct examination paper; vii. they must not bring any electronic equipment in to the examination venue including mobile phones; Note: the use of calculators may be allowed for certain examinations. Where this is the case students will have been informed by the Unit Leader of the calculator specification permitted. viii. they must not have material about them that might later be construed as an aid in the examination e.g. unauthorised notes, pencil cases, books, papers, mobile phones, and other personal electrical equipment (e.g. ipods, MP3 players etc). This will be considered academic misconduct and students found with any such material will be subject to the University’s academic misconduct procedures; ix. except as a medical requirement, they must not have refreshments (e.g. food, sweets, cans of drink) in the examination venue; a bottle of water ONLY is permitted. x. they must read the instructions on the question paper and answer books; xi. they must remain seated throughout the examination; xii. any student wishing to leave the venue and return for any reason will be accompanied; other than for medical reasons students are not expected to take more than one ‘comfort break’ during the period of an examination; xiii. if they wish to attract the Invigilator’s attention they should do so by raising their hand; xiv. they must maintain silence until all scripts have been collected and they are permitted to leave by the Chief Invigilator; and xv. they may not leave the examination room during the first thirty or the last fifteen minutes of the examination; xvi. If they do not follow the instructions of the invigilator they will be removed from the examination.

Reading time is not normally allowed but if permitted would be included on the rubric of the examination paper (see Annex 3).

1 Students wearing cultural dress will need to be identified by an invigilator of the same gender. 12 Academic Services August 2012 The Chief Invigilator shall announce the start and duration of the examination.

The University has adopted a procedure of anonymous marking for all formal examination scripts together with written time-constrained assignments that are included within the University’s formal examination timetable. Chief Invigilators are required to instruct students to:

i. write their full name on the top right hand corner of the examination answer book before folding and sealing the flap to conceal their name. They should also write their student number on the front of the examination answer book (as indicated on the right hand side of the bar code which is on the reverse of the University Identity Card); ii. if permitted to use an annotated case study or A4 notes, which are to be attached to the examination answer book, the student number must be placed on these and not the student’s name; iii. any additional pages should be attached to the examination answer book as normal, with the student number written at the top as the only identification; and iv. if a student fails to bring their Identity Card, and has no record of their student number, the space for the number should be left blank. If it is found that a student has entered their name on the outside of the examination answer book instead of their student number, a note will be made of this in the Chief Invigilator’s Report, but no effort should be made to alter this to a student number or erase the name.

Examinations shall commence at the time specified. If there is an unreasonable delay, the reason(s) for it, and the actual start time must be reported by the Chief Invigilator to the faculty office. AS should be informed. The Chief Invigilator should also record all the details in his/her Chief Invigilator’s Report.

The Faculty Registrar, or a nominated representative, will ensure that the delay of examination start times should be brought to the attention of the Chair of the relevant Examination Board.

During the examination

i. It is the responsibility of the Chief Invigilator to ensure that Invigilators are vigilant at all times. Invigilators are responsible for the orderly conduct of the examinations and must ensure that students observe the examination regulations. They must not engage in any activity in the examination room that interferes with the discharge of their duties. Undivided attention must be given to minimise the possibility of misconduct; ii. Normally, not more than one invigilator may leave the examination room for any purpose at any one time; iii. Invigilators must ensure that students observe the examination procedures; iv. A note must be made on the script of each student arriving late, or leaving early, and a report of the time of their arrival/departure made by the Chief Invigilator to the Faculty Registrar who will inform the Chair of the relevant Examination Board; v. If a student wishes to leave the examination early, his/her script must be collected before he/she leaves. Students will not be permitted to leave the examination room during the last fifteen minutes of the examination; vi. If a student wishes to leave the examination temporarily he/she must be accompanied by an Invigilator or authorised person throughout his/her absence;

13 Academic Services August 2012 students are not expected to leave the venue more than once during an examination. Names of students leaving the examination more than once should be recorded; vii. In the event of a query on the examination paper, the Chief Invigilator should first consult the Internal Examiner (who will normally be present in the room during the first fifteen minutes and available throughout in a named place). Any misprint should then be corrected by a brief announcement as authorised by the Internal Examiner. Under no circumstances should Invigilators otherwise attempt to elucidate or interpret an examination paper, and where a student believes there to be some other error or ambiguity, he/she should be advised to note his/her interpretation of the question in his/her answer; viii. In the event of a student causing a disturbance in the opinion of the Invigilators, he/she shall be warned, and required to withdraw by the Chief Invigilator if he/she persists. The examination script will be collected by the Chief Invigilator and the student shall not be re-admitted. The time of his/her departure, and the circumstances surrounding the incident must be recorded in the Chief Invigilator’s Report; ix. If an Invigilator suspects that a student has committed academic misconduct in an examination the Invigilator shall advise the Chief Invigilator. The script of the student involved must be endorsed by the Chief Invigilator at the point at which the alleged academic misconduct was suspected. In a practical examination, the Invigilator must note the stage reached when the alleged academic misconduct was suspected. The incident must be noted in the Chief Invigilator’s report and a separate written report must be passed to AS within one working day of the examination. The report should include the reason(s) for suspecting that academic misconduct has occurred, what exactly occurred, what action was taken and any comment made by the student at the time; x. If a student reports that he/she has inadvertently brought an unauthorised item to his/her desk, the Invigilator must remove the item, mark the page of the answer book with the time of the occurrence with his/her initials and also record the details in the Chief Invigilator’s Report. The student should be permitted to continue the examination; xi. In the event of a student being taken ill (or similar emergency) during an examination, the Chief Invigilator should take whatever emergency action is necessary and full details (student name, time of occurrence, circumstances, action taken, etc) must be reported to AS and recorded in the Chief Invigilator’s Report. The student is to be advised to contact the Faculty SSNO as soon as possible regarding their eligibility for claiming extenuating circumstances. The Faculty Registrar will ensure this information is reported to the Chair of the relevant Examination Board; xii. The procedure to be followed in the event of a fire/emergency is detailed in the University’s Fire Precautions and Emergency Procedures. The examination procedure is set out in the ‘Examination Evacuation Procedures’ below. If an evacuation has been necessary, students, on return to the examination venue, shall normally be permitted five minutes during which to re-read and review their work before the examination is resumed; and xiii. The Chief Invigilator shall remind students when there are thirty and fifteen minutes of the examination remaining.

Ending the Examination

At the conclusion of the examination:

14 Academic Services August 2012 i. the Chief Invigilator will announce the end of the examination and instruct students to stop writing; ii. students will be reminded to ensure that they have completed the front of their answer books and continuation sheets correctly, and to attach all continuation sheets to the answer book; iii. the Chief Invigilator will remind students that all work including rough work must be handed in and no answer book, rough work, official stationery or equipment should be removed from the examination room; iv. Invigilators will check that the number of scripts collected corresponds to the number of students who attended, taking particular care when several answer books/continuation sheets are collected from each student; and v. Students will be reminded that they must remain seated and silent until all scripts have been collected and they are dismissed by the Chief Invigilator.

After the Students have left

When the examination room has been vacated:

i. completed answer books and unused examination papers are to be returned to the Faculty Registrar or nominated representative; ii. the Chief Invigilator will complete his/her Report and submit this to the Faculty Registrar. This report should include such items as:

a) any student who did not have a University Identity card with his/her name not appearing on the examination register; b) the start time of the examination, if different from the scheduled time, and the reason(s) for the delay; c) the name of the student(s) who may have arrived late, or left early, the time of their arrival/departure and any further information on this matter; d) the name of the student(s) wishing to leave the examination room temporarily, the reason and time involved; e) all queries made about the examination question paper and the time of any announced corrections; f) the time that any student causing a disturbance left the examination room; g) a detailed note of the circumstances arising from any student being suspected of alleged academic misconduct; h) a detailed note, giving the time, when a student reported that he/she had inadvertently brought an unauthorised item to his/her desk; i) a note of any student becoming ill (or similar emergency) and the emergency action taken; j) details of a fire/emergency evacuation; k) any irregularities which may have occurred after the students have left the examination room, i.e. number of scripts not corresponding to the number of students attending; and l) details of any unusual occurrences appertaining to the smooth running of the examination.

15 Academic Services August 2012 iii. the Faculty Registrar or nominee is to ensure that AS is advised of any irregularities that may have occurred before, during or after the examination.

Examination Evacuation Procedures

The safety procedure to be followed in the event of a fire/emergency is detailed in the University’s Fire Precautions and Emergency Procedures.

This section sets out the additional examination procedure to be taken in the event of an evacuation during an examination.

The Chief Invigilator should address the students on the following lines:

“Stop work. You must leave the premises and go to the assembly point which……... Leave the question paper and your work script face down on your table. If at all possible you will be allowed to resume after this evacuation. Wait at the assembly point for further instructions. Do not engage in conversation with fellow students or other interested parties regarding the examination.”

After clearing the room, the Chief Invigilator shall proceed to the assembly point, taking the examination register with him/her and noting the time of the evacuation.

Subsequent to an evacuation, options for consideration may be:

i. if the emergency situation is completed within 30 minutes the exam will reconvene. ii. if the evacuation is going to be for more than 30 minutes the examination will be rescheduled using the resit paper. iii. if the evacuation takes place within 15 minutes of the exam completing, it will not be reconvened and will be considered completed. iv. the examination can be considered terminated; v. the examination can be resumed, possibly in alternative accommodation, provided the delay and inconvenience to the students is minimal. In such circumstances, students shall normally be permitted five minutes in which to re-read and review their work before the examination is re-started; vi. if the question papers had not been distributed to students, the examination may be deferred to another date.

The Chief Invigilator should notify the students of the action to be taken and ensure that all details are recorded in the Chief Invigilator’s Report.

If a fire/emergency occurs under the arrangements for collaborative provision or at an external venue it is the responsibility of the senior member of staff present at the time to immediately contact the University’s relevant member of AS staff.

Examination Scripts

Upon completion of an examination the Chief Invigilator shall return all examination scripts to the Faculty Registrar or nominated representative, where staff will ensure that the total number of scripts handed in tallies with the number collected, as shown on the Chief Invigilator’s Report.

16 Academic Services August 2012 17 Academic Services August 2012 ANNEX 2

Chief Invigilator’s Report

Examination Session ______

Please refer to Instructions to Invigilators before completing this form.

Examination Reference Number ______

Course Level/Year ______

Unit ______

Date ______

Venue ______

Name of Chief Invigilator ______

Name(s) of Invigilator(s) Present ______

Provide details regarding matters which may have occurred as listed below a. any student who did not have a University ID Card with his/her name not appearing on the examination register; b. the start time of the examination, if different from the scheduled time, and the reason(s) for the delay; c. the name(s) of any student(s) who may have arrived late, or left early, the time of their arrival/departure and any other relevant information; d. the name(s) of any student(s) wishing to leave the examination room temporarily, reason and the time involved; e. all queries made about the examination question paper and the time of any announced corrections; f. the time that any student causing a disturbance left the examination room; g. a detailed note of the circumstances arising from any student(s) being suspected of alleged academic misconduct; h. a detailed note, giving the time, when a student reported that he/she had brought an unauthorised item to his/her desk; i. a note of any student becoming ill (or similar emergency) and the emergency action taken; j. details of fire/emergency evacuation; k. any irregularities that may have occurred after the students have left the examination room, i.e. number of scripts not corresponding to the number of students attending; and l. details of any unusual occurrences appertaining to the smooth running of the examination.

18 Academic Services August 2012 You are to ensure that as much detail is provided as possible as this information may be used at a later date for such reasons as an appeal.

Number of Scripts Collected ______Number of Students ______

Chief Invigilator’s Signature ______Date and Time ______

Notes:

1. Where more than one examination is held in the same venue, a separate report is required for each examination.

19 Academic Services August 2012 2. When completed this form is to be handed in to the relevant Faculty Office together with the examination register, completed answer books and unused examination papers. ANNEX 3 Southampton Solent University

Rubric for Examination Paper

A Heading

Title of Course ______Level/Stage ______

Title of Unit/Subject ______Exam Paper Ref No ______

Proposed Date of Exam ______Time ______

B Instructions to Students

Time allowed for this examination ______hours

Is Reading Time permitted? YES/ NO

If the answer is ‘YES’ state how many minutes ______minutes

The paper contains ______questions

Students are required to answer ______questions

Indicate which, if any, are compulsory ______

Figures, Diagrams, Drawings, or Data provided in addition to the question paper

______

Instructions concerning any special stationery or materials to be used

______

Special instructions concerning use of reference materials allowed, e.g. calculators, dictionaries

______

C Name of Internal Examiner(s) and contact telephone extension number(s)

______

D Estimated Number of Students ______

Faculty ______

20 Academic Services August 2012 Notes: 1. One of these forms must be completed for each examination paper. 2. Items above, which do not apply, should be deleted or a ‘NIL’ entry made.

ANNEX 4

Examination Paper Details

Exam paper Reference Number ______

Faculty/School ______

Subject ______

Course Level/Stage ______

Estimated Number of Students______

Names of Internal Examiner(s) ______

Faculty ______

Room Number ______Extension Number ______

Please advise if this paper is required to be sent to a collaborative provider YES/NO

Contents:

ITEM 1 Examination paper 2 Drawings or Figures - State number 3 Data Sheets – State number 4 Answer and Marking Scheme 5 Examination Material 6 Previous Year’s Question Paper 7 Other Items – Please state

Initial and Date as actioned:

Received in Faculty ______Typed ______Checked by Internal Examiner ______Corrected ______Final Check by Internal Examiner ______To External Examiner ______

21 Academic Services August 2012 From External Examiner ______Consultation with Internal Examiner ______Action Required ______Final Acceptance ______

22 Academic Services August 2012