Updated October 2016
INFORMATION BOOKLET
FOR
EXAMINATION INVIGILATORS
This reference material has been created by the University of Southampton’s
Exams team and is only to be used by University of Southampton Invigilators.
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Exam Invigilation: Procedures and Requirements at the University of Southampton, Summaries of Printing
The roles and responsibilities of invigilators during exams at the University of Southampton. It covers various aspects such as ensuring exam integrity, accommodating additional exam requirements, and using exam software. It also provides contact information for the Exams team and appendices with instructions for candidates.
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Updated October 2016
INFORMATION BOOKLET
FOR
EXAMINATION INVIGILATORS
This reference material has been created by the University of Southampton’s
Exams team and is only to be used by University of Southampton Invigilators.
Contents
- General
1.1 Service statement
It is the responsibility of the Exams team to appoint at least two Invigilators in each room in which University Exams are taken.
1.2 Role of the invigilator
1.2.1. To maintain the integrity of the examination
Ensuring candidates take the correct exam Ensuring candidates take the exam in their allocated seat Ensuring candidates behave appropriate to exam conditions Completing attendance lists Reconciling numbers of scripts Giving out extra exam stationery as required Escorting candidates to the toilet Maintaining candidate safety and wellbeing at all times Ensuring all candidates are treated equally Promptly solving any problems by contacting the Exams team by radio
Invigilators achieve this by: Displaying a mix of authoritative and supportive behaviour to candidates Committing to the University of Southampton’s equal opportunities and diversity policy Liaising and working with academic colleagues when appropriate Communicating with candidates and colleagues in a sensitive and discreet manner Using the radio, microphone or any other public communication system in a professional manner Being organised and reliable Being detail-conscious
1.3. University of Southampton equality and diversity policies
The University is bound to the Equality Act 2010 and requires all persons representing the University to act accordingly. This has practical implications for invigilators:
Every candidate must be treated fairly and with respect. It is important to follow the procedures laid out in this booklet so that all candidates receive a comparable experience. Candidates often make complaints about what they perceive as unfair advantages given to others such as being allowed to write after the exam has finished, being allowed to converse with colleagues during exams, and being able to rewrite their answers after the exam has finished. None of the complaints received in the last few years have been proven, but invigilators should be aware that their actions can be perceived as being unfair.
Invigilators must not show bias on the grounds of: Age Ethnicity Sex Sexual orientation Faith, religion or belief Disability
This does not just apply to the examination room but also to any communication between peers, with the Exams team, either in person, by phone, or by radio. If you have any doubts, please contact the team to discuss them in private.
The University of Southampton’s ‘Dignity at Work’ and Study, Religion and Belief policies can be found on the university’s website at
http://www.southampton.ac.uk/diversity/policies/dignity_at_work.page
http://www.southampton.ac.uk/diversity/policies/religion_belief.page
Printed copies of the above policies can be requested by emailing Invig@southampton.ac.uk
1.4. Timetabling and schedule
1.4.1. Availability
Invigilators are asked to submit their availability about 2 – 3 months before the start of the exam period. Scheduling preference is normally given to those invigilators who offer the most flexibility. The Exams team makes every effort to schedule appropriately – for instance, we try and schedule people who share a car in the same sessions – but we cannot normally meet requests such as full days only, no Saturdays, late starts and so on. We also ask for invigilators who are willing to do non-standard style exams: those at the- - Southampton General Hospital (SGH), long-duration Law exams and others. Although we can usually satisfy these non-standard exams with volunteers, invigilators are expected to undertake and commit to attending any session including computer aided assessments (CAAs), additional requirements (AERs) and multiple choice exams (MCQs).
1.4.2. Scheduling
The Exams team use this information to build the schedule. A ratio of about 30:1 is used ( invigilator to 30 candidates) but there are never fewer than two invigilators in each room. Invigilators should note that the schedule is completed some time before the exam period and so any changes to availability should be submitted as soon as known. We manipulate our scheduling system so that all invigilators get a similar number of sessions, although this is dependent on individual’s availability and the general structure of the exam timetable. For instance, we tend to have fewer sessions in the afternoons and in the latter days of the exam period, so if an individual is only available during those times, their schedule will not be as full as one of their colleagues who can commit to being more flexible.
1.7. Radios
1.7.1. Allocation
The Exams team will normally allocate one radio per room. This must be signed out at the beginning of the session and signed back in again at the end. All invigilators in that exam room are responsible for its return in a fit state. Radios should not be dropped and not carried by their aerial. Replacement radios are charged at £300 each. The radio should be switched on until the exam starts, and then switched off unless it is required for communication to the Exams team. If so, it should then be switched off again when re-entering the exam room. It should also be switched back on at exams end. It is important that radio traffic is not heard by candidates. Any calls should be made outside the exam room and, if necessary, outside the building.
1.7.2. Instructions
The on/off button is also used as the volume button and should be set at 12 o’clock. Invigilators’ radios can be used on any channel, from 1 – 16, unless otherwise stated. Before starting any radio call, the invigilator should ensure that no other people are calling; speaking at the same time merely drowns out everyone’s messages. The radio is activated by pressing the large button on its side; the call sign should be ‘Building xxxx/Room xxx to Exams’. Release the activation button immediately. You will then be acknowledged by either ‘go ahead’ or ‘go ahead room xxxx’. Wait a second or two until the radio ‘hiss’ stops and relay your message, ending with ‘over’. The Exams team will respond appropriately. If the query is about an exam paper, the Exams team will probably have to check with the author; the invigilator should go back in to the exam room, advise the candidates to carry on with another question if possible, and allow 5 – 10 minutes. At this point, the invigilator should go back out of the exam room and re-call the Exams team who will give instructions on what to do next. Pagers will be provided for – 67/1003, 67/1007, Glen Eyre, B58 (see Appendix M)
2. Exam regulations and standard exam processes
2.1. Regulations
The University exam regulations are recorded in the University Calendar (http://www.calendar.soton.ac.uk/sectionIV/exams-regs.html) and on the Exams website (http://www.southampton.ac.uk/studentadmin/assessment/assess-overview/exam- regulations.page?). Both pages are available to candidates. Additionally, when candidates access their on line timetables, they have access to the ‘Instructions to Candidates’.
2.2. Exam processes
There are 4 distinct types of exams: Standard Additional requirement exams (AERs) Additional requirements – use of PC (PC AERs) Computer aided assessments (CAAs) – also known as computer-based exams (CBEs).
We sometimes carry out other, more specialised, types of exam but these are infrequent and specific instructions will be given to invigilators as appropriate.
The basic guidelines are the same for all types of exams.
2.2.1. Collecting the exam pack and radio
Invigilators must report to the Exams team in Building 37, room 2061, no later than 60 minutes before the start of the exam to collect the pack (Exception SGH). In exceptional circumstances, invigilators can go direct to the exam room on the following conditions: You have already arranged with their colleagues in that exam room that someone else will pick up the pack You radio the Exams team no later than 60 minutes before the exam to advise that you are on site. Failure to satisfy these conditions may mean that we replace you for that session, as we have no other means of ensuring we have sufficient staffing.
Access should be via the Staff Entrance in Building 37.
The Exams team will give you the exam pack, containing exam papers, attendance lists and other advisory documents and ask you to sign for the radio. If the pack is heavy or awkward, you will be given a trolley for transporting it to the exam room.
You should exit via the Vice Chancellors exit in Building 37 where a ramp is available for trolleys. Under no circumstances should you ‘bump’ trolleys down the steps by the staff entrance.
The pack containing the exam papers must never be unattended.
At least one invigilator is responsible for collecting in the attendance slips and checking them against the candidate ID. If the rubric allows dictionaries and calculators, s/he should also check that only University-approved calculators are being used and that dictionaries do not have any notes written in them. This task may have to be continued once the exam has started.
You may start the exam when ready, although it is advisable to wait until the scheduled time in case you disadvantage any late arrivals. Write the start and end time on any white boards you have, ensuring that exams with different durations are clearly marked.
As soon as the exam has started, one of the invigilators should check the toilet block(s) to ensure no notes or books have been left.
2.2.5. Attendance lists
One invigilator will be nominated to complete the carbonised attendance lists provided with the pack. The process is usually: Collect all the attendance slips and put into candidate ID numeric order Tick the P or A box as appropriate (present/absent) Count the number of attendees and reconcile with the number of attendance slips If a candidate’s name does not appear on the attendance list, mark their details at the end of the list. If the attendance list is multi-page, annotate the number of attendees at the end of each page; this will help you when calculating the total Record the number of attendees at the end of the attendance list.
2.2.6. Issues during exams
2.2.6.1. Late candidates Candidates can only enter the exam room up to 30 minutes after the start. S/he should be fully briefed before being allowed to take the exam. S/he will finish at the same time as scheduled. If a candidate arrives after the cut off s/he should be referred to their faculty office immediately who will be able to make alternative arrangements.
2.2.6.2. Exam paper queries A candidate may identify that the exam paper is unclear or incorrect. Mark the query on a spare exam paper and advise the candidate to continue with another question while you check. Exit the exam room (or the building or corridor as appropriate) and turn the radio on. Contact the Exams team who will then phone the author. You will probably be advised to radio back in 5 minutes. Ensure you turn the radio off if you go back in to the exams room. If the paper has an error on it, you will have to tell all the candidates who are taking that paper. Depending on the number of candidates, you may have to make an announcement; if you do so using the microphone please remember to turn it off afterwards. Even if the paper author is present in your room, you must report any errors to the Exams team; remember there will be several different rooms where this exam is taking place.
2.2.6.3. Additional answer books Candidates are asked to raise their hands if they need another answer book. Ensure you only give one book at any one time.
2.2.6.4. Candidates wishing to leave the exam room early Candidates can leave the exam room when they have finished except: In the first 30 minutes of the exam In the last 15 minutes of the exam If you have been advised otherwise that they must remain Students taking CAA exams cannot leave the exam. They MUST remain in the room for the duration of the exam (unless informed otherwise). Ensure they hand their script(s) to you and they gather up all their belongings, including their phone and watch but to leave the plastic bag on the desk. Remind them to keep quiet until they are well away from the building.
2.2.6.5. Candidate behaviour Invigilators MUST be vigorous about monitoring candidates’ behaviour. If it appears a candidate is cheating, monitor them for a few minutes to ensure you are satisfied that they are deliberately misbehaving. If cheating is suspected: Challenge the candidate and tell them why you suspect they are not compliant with regulations. Confiscate any items you think are against regulations (phones, dictionaries, notes etc.) Remove their current answer book and replace it with a new one. The candidate can then continue the exam in the new book. Advise the candidate that you will make a full report to his/her faculty Make sure you treasury tag the new book with the old when the candidate submits his/her script. Ensure you enter the details of the incident on the Exam Incident Report form and return all items, including confiscated items such as phones, notes and PDA watches, to the Exams team at the end of the session.
2.2.9. Reconciling scripts and return to the Exams
Once candidates have left, sort the exam scripts in to different exams Count all the scripts and ensure the totals match those on the attendance lists. If they do not, and you have checked them several times, radio the Exams team for assistance. Put the scripts in the envelopes kept in the stationery crate. Write the exam code on the label on the front. Use as many envelopes as you need; each envelope usually holds 30. Annotate the envelope label with the number of scripts. Split the attendance list: put the carbonised copy (without candidate names) in the first envelope. Put the top copy of the attendance list with the envelopes and band them together, together with the attendance slips. Place the red ‘completed scripts’ sticker on all envelopes that contain completed scripts. Make sure the room is neat and tidy and put away any unused answer books. Any answer books that have been written on should be returned to the office so that they can be held until after the exam period. If you are returning to the Exams office with the scripts, bring all documentation back with you to room 2067, including exam papers, data books and handouts. The Exams team will ensure you have brought all exam envelopes back, the Exam Incident report and the radio, and you are then free to go. Alternatively, the faculty team or the marker may come to the room to collect the scripts. Ensure that: o You check their ID o They print their name and date the top copy of the attendance list. You should then bring the signed attendance list, the attendance slips and the incident reports back to the Exams office.
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4. Exam start (CAAs and PC-AER exams)........................................
Exam start is the entry process in to the computer aided assessment. You will receive training before you are expected to invigilate CAAs (usually after the end of your first whole exam period). When you pick up your exam pack, you will normally just have an attendance list or copies of the rubric (there some exceptions to this). The other stationery will all be in the pack and you still have to complete attendance lists.
Most candidates will know how to use it, but the following guidelines will help you assist them:
- Nearly all exams are now started in the same way; by logging into the computer with the username ‘Exam’ and using the Exam Start application.
- The University runs 2 distinct types of exam: o CAAs – a multiple choice exam completed on line or on an exam system. The most common system is Perception, but Health Sciences used an on line exam called Authentic World and other systems are available o PC-AER or ‘Word’ exam – candidates who are recommended to use a PC for their exam: for instance, they could have joint problems that make it difficult to write for long periods.
4.1. General overview
4.1.1 Logging in
- At the Windows log in page candidates should type exam as the username and press Enter. There is no need to use a password unless it is explicitly stated on your daily CAA invigilator guide.
2. ExamStart will load. Typically, ExamStart is a single screen with no “next” buttons;
everything is entered on the one page. The exception is if you are using a standalone
computer (i.e. not in a CLS workstation room). If this is the case you may be asked which
room you are in (this helps iSolutions staff fine you if there is a technical issue) and you may
6. The candidate should enter their username. They can then press tab, enter or click
on password.
7. The system will check that the username is valid and active. If it is the student’s ID
card will appear on screen. This may be useful if
a. They haven’t brought the required ID card with them, in which case you should check the virtual ID card
b. Their account is blocked
c. They don’t know their password and want you to log in on their behalf
- The student should then enter their password and press enter or click “Log in”
What if their account is blocked or they don’t know their password?
First check the identity of the student. The virtual ID card should match their physical ID card.
Compare the student’s appearance to the photo on the virtual ID card.
Invigilators should enter the override password into the password field (the same one as the
student would be expected to type in).
The override password is available from the Exams team or iSolutions and is changed frequently.
4.1.2 Starting the exam
ExamStart no longer shows all possible exam systems when loading. Using a scheduling system it will offer the student the specific scheduled exam type, often down to the exact exam required in the room.
If the pre-chosen exam system is not correct, or no exam is scheduled, then the students can see all exam systems marked as public (Perception / Word / Authentic World).
Some exams are now secured. This ensures that a student cannot gain an unfair advantage by looking at the exam environment in an un-invigilated room. These exams can normally only be taken when scheduled by iSolutions.