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INVIGILATION TRAINING MANUAL

January 2015

Exams Office,Curriculum Services,Academic Services Division,The University of Nottingham

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MAPS, CONTACT NUMBERS, CAMPUSES, SCHEDULES AND RULES & REGULATIONS (4-15)

Page 4-6| Campus maps

Page 7| Invigilating at The University of Nottingham

Page 7| Contact numbers

Page 8| Invigilating at Sutton Bonington/Derby Medical School

Page 9| Glossary of key terms for main exams

Page 10-11| Your invigilation schedule explained

Page 11-12| Invigilator exam rules and regulations

Page 12-14| Student exam rules and regulations

MAIN EXAM LOCATIONS (15-26)

Page 16-17| Announcements

Page 18-19| Main locations: before the exam

0| Admitting students and starting the exam

Page 20-21| Invigilation duties in the first hour

Page 21-22| Marking the register

Page 23| Permitted items

Page 23-24| Further duties during the exam

Page 24-26| Ending the exam

ALTERNATIVE EXAM ARRANGEMENTS LOCATIONS – WRITTEN (27-46)

Page 28| Key terms

Page 29-31| Types of AEAs

Page 32| AEA pink sheets

Page 33| AEA green sheets

Page 33-34| Clash arrangements and supervisions

Page 35-36| Announcements

Page 37-38| Before the exam

Page 38| Admitting students and starting the exam

Page 39| Invigilation duties in the first hour

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41| Marking the register

Page 41-42| Permitted items

Page 42| Toilet breaks

Page 43| Further duties during the exam


ALTERNATIVE EXAM ARRANGEMENTS – COMPUTER ROOMS (47-58)

Page 48| Key terms

Page 49| Before the exam

Page 50| Admitting students and starting the exam

Page 50-51| Opening and saving a document

Page 52| Invigilation duties in the first hour

Page 53-54| Marking the register

Page 54-55| Permitted items

Page 55| Toilet breaks

Page 56-57| Further duties during the exam


Page 57-58| Printing scripts and saving the script to the Exams drop folder

INVIGILATING Rogō EXAMS (61-73)

Page 62-73| Invigilating Rogō exams

ACADEMIC MISCONDUCT, USE OF CALCULATORS AND DICTIONARIES (74-77)

Page 75-77| Academic misconduct and the use of calculators and dictionaries

ILLNESS, EMERGENCY SITUATIONS AND FIRE ALARM PROCEDURES (78-80)

Page 79-80| Procedures for illness, emergencies and fire alarms

TERMS AND CONDITIONS OF EMPLOYMENT (81-82)

Page 82| Allocation of work, rate of pay, logging your hours, cancelling a slot, parking

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Exam invigilation at The University of Nottingham Please ensure that you have read the contents of this training manual before you invigilate an exam. All earlier versions should be discarded.

Invigilation staff may not use the personal data or other information about a student obtained through their role as an invigilator for any purpose other than that of invigilating in the relevant invigilation slot.

If an invigilator wishes to raise a concern or issue in relation to a student, please speak to a member of Exams Office staff (or the Chief Invigilator in the Sports Centre).

The University’s campuses are large and exams take place in a variety of rooms so please familiarise yourself with the campuses you will be working on. We have provided maps for your reference and you can find online versions at – http://www.nottingham.ac.uk/about/visitorinformation/mapsanddirections/mapsanddirections.aspx.

CONTACT NUMBERS DURING EXAMSPlease add the following telephone numbers to your mobile phone contact list.

Main exam locations: Leanne Cartwright: 0115 951 5747

Alternative Exam Arrangements locations: Caroline Teece: 0115 846 8591 Lauren Dodgson: 0115 748 4466

Rogō (online) exams: Sarah Seeley: 0115 951 5881 Margi Godfrey: 0115 74 84990

Invigilating at other campuses7

http://www.nottingham.ac.uk/about/visitorinformation/mapsanddirections/mapsanddirections.aspx

http://www.nottingham.ac.uk/about/visitorinformation/mapsanddirections/mapsanddirections.aspx

Sutton Bonington Lead invigilators must collect exam papers from the Biosciences School Office in the Main Building (see page 5 and building number 11 on the map) 45 minutes before the exam. Assistants should report to the room 30 minutes before the exam.Your main contact at SB will be Linda Eaves. If you are running late to an exam based at SB, please contact Linda directly on 0115 951 6001.

TRAVELLING TO SUTTON BONINGTON

The University provides a free Hopper Bus service which runs from University Park to Sutton Bonington. The Hopper Bus timetable can be found at –http://www.nottingham.ac.uk/about/visitorinformation/busservices.aspx

There are also facilities for cyclists and parking for those who wish to drive. Casual worker parking permits can be purchased through the Exams Office at University Park and used at Sutton Bonington campus.

The satellite navigation post code address for SB is LE12 5RD. Please note that there are security operated barriers to the campus.

Derby Medical SchoolLead invigilators must collect exam papers from the Derby Course & Student Centre 45 minutes before the exam (see page 6 and building number 16 on the map). Assistants should report to the same place 30 minutes before the start of the exam.Your main contact at Derby is Anne-Marie Dwyer. If you are running late, please contact Anne-Marie directly on 01332 724 623

TRAVELLING TO DERBY MEDICAL SCHOOL

The Medical School is located at the back of Royal Derby Hospital. The University provides a free Hopper Bus service which runs from University Park to Derby Medical School. The Hopper Bus timetable can be found via the following URL –http://www.nottingham.ac.uk/about/visitorinformation/busservices.aspx

The satellite navigation post code address for Derby Medical School is DE22 3DT.

Glossary of key terms for main examsMain exams Exams for students without special arrangements.

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http://www.nottingham.ac.uk/about/visitorinformation/busservices.aspx

http://www.nottingham.ac.uk/about/visitorinformation/busservices.aspx

AEA exams Referred to as ‘Alts’ or ‘AEA’ by the Exams Office. Exams taken by students who require additional exam arrangements such as extra time, rest breaks etc.

Sports Centre Number 34 on the University Park campus map.Chief Invigilator(one permanent member of staff)

Manages the Sports Centre exams operation.

Lead invigilator(one per room)

Collects exam papers, manages individual exam rooms and returns completed scripts to Exams Office.

Pool invigilator Replaces late/absent invigilators.Assistant invigilator Assists lead invigilator.Rubric Instructions for students and invigilators on front of

exam paper.Answer books Green answer books supplied to students (colour can

vary depending on the School).Supplementary answer books Additional lined paper booklets.Desk cards (white) A5 cards supplied to each desk which students must

sign. Lists student’s name, date/time of the exam, the exam code and exam title.

Green desk cards Blank, green desk cards for students who arrive but are not on the register.

Lead invigilator report form Report completed by lead invigilator. All incidents, no matter how small, must be documented.

‘Alternative Locations’ list List of exam locations, in exam code order, showing students with alternative exam arrangements.

Clash arrangement When exams have to be moved to avoid a clash on a student’s exam timetable. Student will be supervised between two exams

Supervision Students who must be supervised between 2 exams. Contact allowed with the Invigilator.

‘Names’ register Register displaying names and student ID numbers. Must be banded around desk cards.

‘No names’ register Register displaying student ID numbers only. Slotted into white envelope with completed exam scripts.

White envelopes White envelopes provided by exam code for completed exam scripts and all spare exam question papers.

Special paper Papers that have been specifically written for one (or more) student(s). Special papers are provided in envelopes with a yellow cover sheet and must only be distributed to the student identified on the front.

Announcements Announcements to read aloud to students at specific stages of an exam. All announcements are numbered to indicate when they should be read aloud.

Academic misconduct Improper actions/behaviour by a student that gives them an academic advantage over another student.

Your invigilation schedule explained

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You will receive your invigilation schedule electronically by Friday 19th December 2014. On your schedule will be your name and a list of the slots that you have been allocated.

Invigilator ID

Invigilator Name Exam Date Exam Time Location Number of

students Duration

1272 Roberts, Alan 13/01/2014 09:00:00 Trent Great Hall 103 2hrs 0mins

1272 Roberts, Alan 13/01/2014 15:45:00 Pool

1272 Roberts, Alan 15/01/2014 13:30:00 Trent Senate Chamber 53 2hrs 0mins



1272 Roberts, Alan 17/01/2014 16:30:00AEA C27, Portland Building* 1 3hrs 7mins

1272 Roberts, Alan 20/01/2014 10:00:00AEA C13, Trent Building* 1 2hrs 10mins

1272 Roberts, Alan 20/01/2014 16:30:00 Trent Great Hall 46 2hrs 0mins

1272 Roberts, Alan 22/01/2014 09:00:00AEA E134, Portland Building* 1 3hrs 7mins

1272 Roberts, Alan 22/01/2014 13:30:00AEA B46, Trent Building 10 3hrs 19mins

POOL INVIGILATIONPool invigilators are required to sign in at the Exams Office 45 minutes before the start of the exam session, i.e. 08:15/12:45/15:45. Invigilators who are unable to attend at short notice or are reported as absent will be replaced by a pool. Pools will be paid for the one hour they are scheduled to be in the pool plus the duration of the exam they are sent to. If you are services are not required, you must sign out after one hour. On occasion, we may ask you to stay until 10:00 if we have a number of exams scheduled at this time.

AEA ROOMSIf an exam location is prefixed with ‘AEA’ this means that you will be invigilating in an alternative exam arrangements room. If the room is not prefixed with ‘AEA’ you will be invigilating in a main exam room. For Information about invigilating AEA exams see contents page.

START TIMESIn some cases, an exam start time will differ to the usual start times of 09:00, 13:30 and 16:30. Please ensure that you check your schedule carefully.

ASTERISK

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If an asterisk appears at the end of an exam location on your schedule, this indicates that you are the lead invigilator. You must collect exam scripts from the Exams Office 45 minutes before the start of the exam or report to the Chief Invigilator if in the Sports Centre

If you have not collected the exam papers by 45 minutes before the exam start time, you will be reported as absent and replaced by a pool invigilator.

If there is no asterisk, you are an assistant invigilator and must report directly to the exam room 30 minutes before the start of the exam.

DURATIONThis is how much time students are allowed to complete an exam. For alternative exam arrangements (AEA) rooms, this may be an unusual length of time, such as 1hrs 52mins. AEA rooms could have a shorter duration if students do not use all of their allocated time.

SUPERVISIONS/CLASH ARRANGEMENTSIf you have been allocated a supervision or clash slot, this will be emailed to you once allocated.

Further details of what students can and cannot do during supervisions can be found on page 34.

INVIGILATORS - exam rules & regulationsLEADS

Lead invigilators must collect exam papers from the Exams Office (E Floor, Portland Building) 45 minutes before the exam start time. You will be replaced if you have not collected the exam papers by 45 minutes before the exam start time.

ASSISTANTS Assistant invigilators must report directly to the exam room 30 minutes before the

exam start time. You will be replaced if you are late.ALL

Please be punctual. If you are running late, contact the Exams Office immediately using the contact numbers provided in this manual.

Report any missing invigilators to the Exams Office 30 minutes before the exam start time.

Ensure that your mobile phone is switched to ‘vibrate’ mode when invigilating in case the Exams Office needs to contact you.

Ensure students remain silent throughout the exam.

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Do not undertake any non-invigilation activities during an exam (reading, doing personal work, using your mobile phone etc).

Patrol the room regularly and remain vigilant.

You must only communicate with students when reading announcements and when they raise their hand for assistance.

Invigilators must remain in the exam room at all times unless supervising a student.

If you need to communicate with a colleague, please do so quietly and outside of the room if possible.

STUDENTS - exam rules & regulationsARRIVAL TIME

Students should arrive outside the exam room 10-15 minutes before the published start time.

LATE ARRIVALS Will be admitted into an exam up to one hour after the published start time.

If they arrive more than one hour late, they will be refused entry to the exam.

PRODUCING ID ID must be produced to invigilators when requested. Acceptable forms of ID are

those that display a photo, i.e. a UoN student ID card, a valid passport, photographic driving licence or other photographic national identity card.

If a student cannot provide ID, this must be noted on the lead invigilator report form.

VALUABLES It is recommended that students do not bring valuables to an exam room.

If a student is in possession of a mobile phone/communication device, this should be switched off and stored in their bag.

Wallets, purses and keys can be stored underneath a student’s exam desk and must not be accessed during the exam.

PERMITTED ITEMS Pens, pencils, highlighters, erasers, pencil sharpener, ruler, coloured pencils.

Suitable food/drink, i.e. no items that can cause a disturbance to other students. Packaging must not be annotated in any way.

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Students will be permitted to take any exam materials that are listed on the rubric to their desk, e.g. dictionaries, calculators, course notes etc.

NON-PERMITTED ITEMS Invigilators have the right to remove any unauthorised materials or devices from a

student. Items must be confiscated until any investigation into academic misconduct has been completed (except in the case of mobile phones and communication devices, which must be returned to the student at the end of the exam).

MOBILE PHONES/COMMUNICATION DEVICES These items are banned from use during an exam. They should be left in students’

bags and turned off. If such items are found on their desk or person, they must be confiscated until the end of the exam and an academic misconduct must be completed.

CHECKING EXAM PAPERS/EXAM MATERIALS It is the students’ responsibility to check that the question paper in front of them is

correct.

Students must report any problems with their question paper to an invigilator.

COMMUNICATING DURING AN EXAM There must be no talking once students have entered an exam room unless they

need to make contact with an invigilator.

Students must not call out during an exam. Instead, they should raise their hand to alert an invigilator.

They must not pass anything to another student during an exam.

Students must not share any exam materials.

TOILET BREAKS Students may leave the exam room to use the bathroom, but must be escorted by an

invigilator.

Only one student per exam code must be permitted to use the bathroom at any one time.

All toilet breaks must be noted on their exam script.

ILLNESS DURING AN EXAM If a student is feeling unwell during an exam, they must alert an invigilator.

If a student falls ill during the first hour, they cannot leave the exam site unsupervised. They may, however, be escorted outside the room and supervised.

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If they feel well enough to continue, they must be admitted back into the room but they will not receive any extra time to compensate for their absence from the exam.

If they cannot continue the exam, they will be permitted to leave the exam after the first hour has elapsed.

If a student falls seriously ill, call 8888 and request assistance from the Security Office.

LEAVING AN EXAM EARLY Students may leave the exam room one hour after the published start time. If they

have finished their exam, they must alert an invigilator and wait for their script to be collected.

If the exam is less than one hour in duration, students may leave once the exam has ended.

THE END OF AN EXAM Invigilators must announce when students have fifteen minutes of their exam

remaining. 15 minute announcements must not be made to AEA students.

Once the end of the exam is announced, students must stop writing. If they continue to write, an invigilator must note this on the exam script and complete an academic misconduct form.

Students must stay in their seats and remain silent until they are instructed to leave. Students must leave the room and building quietly and promptly.

Students with complaints about their exam experience should email [email protected].

Complaints with regards to the content of exam papers must be directed to their School, not the Exams Office.

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mailto:[email protected]

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Main exam

locations

Announcement 1Announce when students are entering the room. You may need to repeat this.

“Your mobile phone must be switched off and stored in your coat or bag. Belongings must be left at the front or back of the room. Any valuables will be left at your own risk.

Please find your seat promptly and in silence. Ensure that you have placed your student ID card on your desk.

Any candidate found in possession of a mobile phone or other device during the exam will be reported to their School for academic misconduct.”

Announcement 2Once students are seated, announce the following:

“Please check that you have the correct question paper and have noted the duration of the exam.

You may complete the front cover of your answer book and sign your attendance card.

Do not turn over your question paper or make any notes until the start of the exam is announced.

All toilet breaks and interruptions will be noted on your exam script.

If you have not already done so, please switch your mobile phone off and put it in your bag”.

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Announcement 3To start the exam, announce the following:

“You may not leave the exam room in the first hour or in the last 15 minutes.

You may turn over your question paper and begin the exam.”

Announcement 4“You have 15 minutes remaining”.

Announcement 5To end the exam, announce the following:

"Stop writing now.

Ensure you completed the front of your answer book.

If you have used extra paper, ask an invigilator for a treasury tag to secure it to your main answer book. You may not take the question paper with you.

Stay in your seat and remain silent until you are instructed to leave the room.

Please collect your belongings and maintain silence when leaving the building.”

Main locations: before the exam17

SPORTS CENTRE: Lead invigilators must report to the Chief Invigilator in the Sports Centre 45 minutes

before the exam start time. Assistants must report 30 minutes before. Exam papers are delivered to the Sports Centre by Security staff at the beginning of

the day. Security staff will also collect scripts once an exam has finished.

ALL OTHER MAIN LOCATIONS:

LEAD: You must collect the exam papers from the Exams Office 45 minutes before the

exam start time. You will be replaced if you have not collected the exam papers by 45 minutes before the exam start time.

ASSISTANT: Assistants must proceed directly to the exam room and report to the lead invigilator

30 minutes before the exam start time.ALL:

There should be a minimum of two invigilators in each room. Invigilation numbers are calculated by the ratios below where possible:

1 student 1 invigilator2-50 students 2 invigilators51-100 students 3 invigilatorsOver 100 students 4+ invigilators

Please phone the Exams Office 30 minutes before the exam start time if you are missing any invigilators.

MAIN LOCATIONS – INVIGILATION PACK CONTENTS Exam question papers + special stationery if specified on rubric Lead invigilator report form Announcements Illness form Academic misconduct form ‘Alternative Locations’ list ‘Names’ register ‘No names’ register White envelopes

Answer books, supplementary answer books, desk cards and treasury tags will be provided in the room.

PREPARING THE EXAM ROOM Main exam rooms will be partially set up before you arrive.

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Distribute one exam paper to each desk. Ensure that the exam paper matches the code on the desk card.

Read the additional materials section on the front of each exam paper to establish if students require any additional materials to complete the exam.

If you are missing any additional materials, phone the Exams Office immediately.

Some students will require a ‘special paper’ which will be provided in an envelope with a yellow cover sheet. The cover sheet will clearly display an exam code and a student ID number. This paper must only be provided to the student whose ID number is displayed on the cover sheet.

NOTE – If there are two versions of the same paper (indicated by E1 and E2) taking place at the same time, please ensure the student is given the correct version of the paper. If you are in any doubt, call the Exams Office for confirmation.

Main locations: admitting students/starting the exam

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SPORTS CENTRE: Admit students at 8:45, 13:15 or 16:15, i.e. 15 minutes before the start of the exam.

ALL OTHER MAIN LOCATIONS: Admit students at 08:50, 13:20 or 16:20, i.e. 10 minutes before the start of the exam.

If you need to start the exam a few minutes late for any appropriate reason, please approach the students outside of the room and inform them of the delay.

Fire exits must not be blocked. Ensure that students leave any belongings in a safe place at the front or back of the room.

Once students are seated, they must not leave the room for any reason, including bathroom breaks, before the start of the exam.

ANNOUNCEMENTS:Lead invigilators must make a series of clear announcements to the students at various stages throughout the exam. All announcements, and guidance on when to read them, can be found on pages 16-17 of this manual.

NOTE – If you are invigilating in a large venue, ensure that all students hear the announcements even if this requires you to repeat them.

Main locations: invigilation duties in the first hour No student may leave the exam room in the first hour of an exam.

If a student arrives late, read to them all the announcements that they have missed and mark on their script the time they arrived. Try to read announcements outside the room.

If an AEA student arrives at the exam room, inform them that they must forfeit all of their AEAs in order to sit in the main location.

If a student is unsure of where they should sit the exam, consult the ‘Alternative Locations’ register.

If the duration of an exam is less than one hour, students may enter the exam room ONLY while the exam is in progress, i.e. if the exam is 30 minutes long, a student may enter the room in those 30 minutes.

No student can enter the exam room after the first hour of an exam has elapsed.

Ensure that all desk cards have been signed by those students present.

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Main locations: marking the registerThe register must be completed after the first hour has elapsed so late students are given the opportunity to arrive.

Collect all desk cards, ideally in ID number order, checking that those who have attended the exam have signed their desk card.

Use the desk cards to mark the ‘names’ and ‘no names’ attendance registers. Mark clearly with a ‘√’ for present or ‘X’ if the student is still absent after the first hour has elapsed.

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John Smith

4123456

After marking the registers, band the ‘names’ register around the desk cards.

STUDENTS NOT ON THE REGISTER: If a student enters the room but is not on the register or the ‘Alternative Locations’

list phone the Exams Office immediately.

If the Exams Office confirms that the student can sit the exam in your room, add their details to both registers and ask the student to fill in a green desk card.

If an AEA student wishes to take their exam in a mains location, they must not be allocated any of their alternative exam arrangements.

Main locations: permitted items22

An invigilator has the right to check any item on a student’s desk. Pens, pencils, highlighters, erasers, (not correction tape or fluid), pencil sharpeners,

rulers and coloured pencils are permitted and must be stored in a clear plastic bag.

Students are permitted to bring suitable food/drink into an exam room, i.e. foods that will not disturb other students by its aroma or noise.

Students can take their wallet/purse/keys to their exam desk. These items must be stored underneath the desk and students must not access them at any point during the exam. No other personal items are permitted.

Permitted materials will be listed on the rubric. All items must be thoroughly checked for any signs of misconduct. See the academic misconduct section for further advice.

Main locations: further duties during the exam Students may enter the exam up to one hour after the exam start time.

Late arrivals must not be given any extra time to make up for the time they have lost under any circumstances.

Students may leave the exam room after one hour. They cannot re-enter the room after this one hour unless they are accompanied by an invigilator. On their script, note the time they left the exam.

If the exam duration is less than one hour, students may leave once the exam has ended.

Be observant of any instances of academic misconduct.

Supply supplementary answer books and treasury tags to students who require additional paper. Students should write their ID numbers and not their names on supplementary answer books. These should be tied to the main answer book(s) with a treasury tag at the end of the exam.

Students should cross through any work they do not wish to be marked.

Announce to students when they have fifteen minutes remaining.

TOILET BREAKS Students must be escorted, by an invigilator, to the bathroom for toilet breaks. Only

one student per exam code can be escorted to the bathroom at any one time. Toilet breaks must be noted on the student’s exam script.

PAPER QUERIES

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Students may raise a query on an exam paper. If this happens, inform your colleagues and exit the room to phone the Exams Office immediately with the following information:

o Exam codeo Title of papero Page number and question numbero A concise account of the query raisedo Ask student to continue with exam if possible until a response is receivedo If module convenor is in the exam room and can answer the query, this must

be reported to the Exams Office to pass on to other exam locations

*NEVER GIVE ADVICE ON AN EXAM PAPER UNDER ANY CIRCUMSTANCES*

Main locations: ending the exam Students cannot leave the exam room during the final fifteen minutes.

At the end of the exam, read the corresponding announcement.

Students must stop writing once you have announced the end of the exam. If they continue to write, instruct them to stop. If they persist, indicate this on the student’s script and complete an academic misconduct form. See page 72-73 for instructions.

COLLECTING EXAM SCRIPTS

Collect the exam scripts in seat number order, i.e. as they appear on the register.

Ensure each student has completed, in full, the front of their answer book and that they have sealed the fold down flap which covers their personal details in the top right hand corner.

Ensure the students have fastened any supplementary answer books to the answer book using treasury tags provided. Check that students have not written their name on any supplementary answer books (if applicable).

If students are required to answer questions in separate answer books, ensure that all answer books are fastened together using a treasury tag unless the rubric states otherwise.

If a student is required to sign the exam question paper or a multiple choice sheet (MCQ), please ensure that this has been done.

Ensure students remain seated and silent until you have collected all exam scripts.

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Do not allow any scripts/question papers to be taken from the exam room unless there is explicit instruction on the rubric stating otherwise. If the rubric does not have any instruction, assume that the paper cannot be removed from the exam room.

Check that the number of scripts you have collected matches the number of students marked as ‘attended’ on the register. If there is a discrepancy, please report this to the Exams Office.

Place scripts in the corresponding white envelopes. Each envelope will have a sticker in the top right hand corner indicating the exam code. Please check that all scripts have been matched to the correct white envelope before undertaking any further work. Do not seal the envelope at this point.

Collect all spare question papers and slot them into the corresponding white envelopes. You should seal the envelopes once all question papers have been collected in.

Complete the lead invigilator report form. Please note all incidents on this form. Ensure that all invigilators have printed their names on the form and that you have written the date, time, room and ticked the boxes as applicable (see below).

If applicable, complete illness/academic misconduct reports.

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Scripts belonging to students suspected of academic misconduct should be returned to the Exams Office separately along with the academic misconduct form. See the academic misconduct section for further instruction.

All invigilators must remain in the exam room until all clearing up activities have been completed. If you need to leave an exam room early, please liaise with the Exams Office first.

Return the sealed envelopes and all other invigilation materials, without delay, to the Exams Office (or to the Chief Invigilator if you are situated in the Sports Centre).

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WrittenAEA

exams

27

AEA exam

locations

Invigilating Alternative Exam Arrangements (AEA) rooms – key termsWRITTEN AEA ROOMS

Alternative Exam Arrangements

Referred to as ‘Alts’ or ‘AEA’ by the Exams Office. Exams taken by students who require additional exam arrangements such as extra time, rest breaks etc.

Supervision Students who must be supervised between 2 exams. Contact allowed with the Invigilator supervising then only.

Clash arrangement When exams have to be moved to avoid a clash on a student’s exam timetable. Student will be supervised between two exams

Pink sheet Pink A4 sheet with list of students (by exam code), the duration they are allowed, details of rest breaks if applicable and a list of their AEAs.

Green sheet A green A4 sheet with list of students in the order of how much time they are allowed to complete an exam.

Extra time Additional time awarded on top of the standard exam duration.Rest breaks Periods of rest awarded on top of exam duration. Breaks are cumulative

and can be taken at any point during the exam. There must be no writing or typing during a rest break.

Yellow laminated sign

A5 laminated double-sided yellow card used to silently indicate to individual students that they have 15 minutes remaining on one side and to stop writing on the other side.

Dyslexia/Specific Learning Difficulty stickers

Stickers that must be attached to exam answer books to indicate to markers that the student has dyslexia/a specific learning difficulty.

Scribe Provided by Disability Support. A trained individual who writes on behalf of the student during an exam.

Support worker Provided by Disability Support. A trained individual who supports a student during an exam.

Reader Provided by Disability Support. A trained individual who reads an exam paper to a student during an exam.

Writing slope A clear plastic piece of equipment used by students who may have difficulties writing on a standard exam desk.

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AEA rooms: types of AEAsBelow is a list of all current alternative exam arrangements.

EXTRA TIMEAdditional time added to the standard exam duration.

25% additional time – 15 mins per hour 25% added to standard exam duration33% additional time – 20 mins per hour 33% added to standard exam duration50% additional time – 30 mins per hour 50% added to standard exam durationExtra 15 mins per exam to read exam paper

15 additional minutes to read the exam paper. Students must not write or type during these 15 minutes.

REST BREAKSRest breaks are periods of rest where students must not type or write.

These breaks are calculated using the exam duration and extra time where applicable.

Breaks 10 mins per hour Student cumulates 10 minutes worth of rest breaks per hourBreaks 15 mins per hour Student cumulates 15 minutes worth of rest breaks per hourExtra 15 mins per exam to read exam paper

Student is allocated 15 minutes to read the exam paper at the beginning of the exam. There must be no writing or typing during these 15 minutes.

Students may choose when to take breaks. You must not advise a student when to take their breaks.

Students do not have to use their rest breaks.

Students must raise their hand and indicate to invigilators when they want to take their rest breaks.

Rest breaks will be displayed as a number of minutes per hour. These minutes are cumulative, meaning that the student can take the total number of rest break minutes in any way across the duration of the exam.

For example, if a student is sitting an exam for 3 hours and has been allocated 15 minutes rest breaks, they will have 45 minutes to rest. They can take their rest breaks all at once or they can take a series of smaller breaks.

It is the responsibility of the invigilator to note each rest break and to inform students how much time they have remaining. Invigilators should amend the projected end time written on the whiteboard each time a student has a break.

ROOM TYPES

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The following AEAs refer to specific room requirements.

Use of a computer Student sits exams in a computer lab and types their answers using a PC.

Use of own laptop Student is permitted to type their exam answers on their personal laptop.

Separate room Student sits exams in a separate room on a one-to-one basis with an invigilator.

Wheelchair accessible rooms/desks Student must sit exams at a wheelchair accessible desk in a wheelchair accessible room

Wheelchair accessible toilets/toilets nearby Student must sit exams in a room close to wheelchair accessible toilets.

Small room (20 or less) Student must sit exams in a room with a capacity of 20 people or less.

Small room (5 or less) Student must sit exams in a room with a capacity of 5 people or less.

START TIME

AM exams to start at 10:00am 09:00 exams to start at 10:00.EV exams to start at 1:30pm student to be supervised until 5:30pm.

16:30 exams to start at 13:30 and student to be supervised until 17:30.

ACADEMIC/DISABILITY SUPPORT

Use of a scribe A trained scribe will write the student’s exam answers for them.

Student to write own exam answers, to be typed by Scribe after the exam

A trained scribe will type up the student’s exam answers post-exam.

Use of reader A trained reader will read the exam to the student.

Accompanied by a Support Worker/Academic Support Tutor

A trained Support Worker or Academic Support Tutor will accompany the student to the exam and may remain in the room with them for the duration of the exam.

Scribes/support workers/readers are not invigilators and must not be left in an exam room alone with a student.

EQUIPMENT/FURNITURE

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Use of an angled work board An angled work board is provided to the lead invigilator upon collecting the exam pack.

Use of a copy holder A copy holder is provided to the lead invigilator upon collecting the exam pack.

Use of an appropriate high-backed chair A high-backed chair is provided in the room.Use of an appropriate padded chair A padded chair is provided in the room.Use of a Standard English Dictionary A Standard English Dictionary is permitted.Use of a non-programmable electronic spell checker

An electronic spell checker is permitted.

Use of a thesaurus allowed A thesaurus is permitted.Use of coloured filter Student may bring a coloured filter to place

over the top of exam materials.

ADDITIONAL REQUIREMENTS

Seat at the front of the room near the door Students must be seated at the front of the room near the door.

Seat at the back of the room Student must be seated at the back of the room.

Student to be allowed to get up and walk around, stretch or exercise

Student is permitted to stand up, walk around, exercise or stretch.

Student to have snack/drink/medication/toilet breaks

Student permitted to have snack, drink, medication, and/or toilet breaks.

Use of a computer for essay-based questions

Student to use PC to type essay-based exam answers.

Additional time only for written papers Student is only permitted additional time for written papers (not MCQ etc).

This student may have a seizure (e.g. epileptic) during the exam. If this happens, contact Security and the Exams Office

Student may experience a seizure.

The candidate’s examiners should be advised of the Specific Learning Difficulties. Wherever possible, examiners should not penalise errors in spelling and punctuation, untidy handwriting or clumsiness in English expression.

Students with Dyslexia or a specific learning difficulty are provided with a sticker that must be attached to their exam script This indicates to markers that the student has a specific learning difficulty which will be taken into consideration when the script is marked.

AEA rooms: pink sheetsEach AEA room is provided with one ‘pink sheet’ (see example below).

31

It is recommended that you read through the pink sheet thoroughly before setting up the exam room.

The pink sheet lists all students who will be taking an exam in your room, by exam code, along with details of their alternative exam arrangements.

The duration column indicates the total amount of time the candidate is permitted to write or type their exam answers.

The with breaks column indicates whether a student has been allocated periods of time where they can rest while writing or typing their exam answers.

32

AEA rooms: green sheetsThe green sheet lists the students who are taking exams in your room in order of exam duration.

The duration column indicates the total amount of time the candidate is permitted to write or type their exam answers.

The final duration inc. breaks column indicates that a student has been allocated periods where they can rest during their exam.

CLASH ARRANGEMENTS

A clash arrangement is put in place for students who have been added to an exam at a late stage. This, on occasion, causes two exams to take place at the same date and time thus producing a clash.

In these instances, one exam will take place as scheduled, leaving the other to be taken in the session immediately before or after. The student must be supervised as they are sitting an exam at a different time to the rest of the cohort.

The supervision prevents the student from communicating to fellow students to gain an advantage.

If you have been allocated a supervision slot, this will be emailed to you with the student ID number, a collection time and a room.

You must collect the student from the specified room at the specified time.

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You may be required to escort a student to their next exam. This will be detailed on your email

SUPERVISIONS

You may be required to supervise a student until 17:30. Details of this will be emailed to you.

STUDENT RESTRICTIONS DURING SUPERVISION

Students must submit any mobile phones or other communication devices to you or the Exams Office.

They must not communicate with anyone other than you or a member of Exams Office staff.

Students should be allowed to move freely and occupy themselves appropriately.

They may use the time to revise for the next exam.

They are permitted to eat, drink and have bathroom breaks. You do not need to report these breaks as they are not under exam conditions.

34

AEA Announcement 1Announce when students are entering the room. You may need to repeat this.

“Your mobile phone must be switched off and stored in your coat or bag. Belongings must be left at the front or back of the room. Any valuables will be left at your own risk.

Please find your seat promptly and in silence. Ensure that you have placed your student ID card on your desk.

Any candidate found in possession of a mobile phone or other device during the exam will be reported to their School for academic misconduct.”

AEA Announcement 2Once students are seated, announce the following:

“Please check that you have the correct question paper and have noted the duration of the exam.

If you are expecting any stationery on your desk and it is not there, please raise your hand.

You may complete the front cover of your answer book and sign your attendance card.

Do not turn over your question paper or make any notes until the start of the exam is announced.

All toilet breaks and interruptions will be noted on your exam script.

If you have not already done so, please switch your mobile phone off and put it in your bag”.

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AEA Announcement 3Announce when all students are seated.

“If you are entitled to rest breaks, these must be requested by raising your hand. Rest breaks are strictly ‘pen down’ time.

Writing time will be lost for all toilet breaks unless you are permitted toilet breaks during your rest breaks.

If you have a specific learning difficulty or Dyslexia, a sticker will be attached to your answer book before you leave the room.

AEA Announcement 4To start the exam, announce the following:

“You may not leave the exam room in the first hour. When you have 15 minutes remaining this will communicated to you.

You may turn over your question paper and begin the exam.”

AEA Announcement 5

To warn students they have 15 minutes writing time remaining, show them the A5 yellow laminated sign and ensure they have acknowledged you.

Once the 15 minutes is up, show them the “stop writing now” sign.

36

Written AEA locations: before the examLEAD

Lead invigilators must collect the exam papers from the Exams Office 45 minutes the start of the exam. You will be replaced if you have not collected the exam papers by 45 minutes before the exam start time.

ASSISTANT Assistant invigilators must report directly to the room 30 minutes before the start of

the exam.ALL:

There should be a minimum of two invigilators in each room unless you are invigilating a student on a one-to-one basis.

Invigilation numbers are calculated by the ratios below where possible:

1 student 1 invigilator2-19 students 2 invigilators20 + 3 invigilators


Check your invigilation schedule carefully as you may be invigilating exams with alternative start times.

WRITTEN AEA LOCATIONS – INVIGILATION PACK CONTENTS

Exam question papers + special stationery if specified on rubric A pink sheet A green sheet Announcements Lead invigilator report form Illness form Academic misconduct form ‘Names’ register for each exam code ‘No names’ register for each exam code Desk cards White envelopes Treasury tags Yellow laminated sign

PREPARING THE EXAM ROOM

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Room-setters do not prepare AEA rooms – this is the responsibility of the lead and assistant(s).

You should use the pink sheet and green sheet to plot where you will sit students. Be aware that some students will have particular seating arrangements.

Provide each exam desk with:o An exam question papero Answer booklets (provided in the room)o Desk cardo Any special stationery (specified on the rubric)

Some students may be provided with a special formatted paper, e.g. larger font, coloured paper etc. These will be provided in a standard envelope with a bright cover sheet. Please ensure you give special papers to the correct students.

If there is a whiteboard in the exam room, write each student’s start time and projected finish time NOT INCLUDING REST BREAKS.

If students take rest breaks, amend the projected finish time accordingly.

Written AEA locations: admitting students and starting the exam

Admit students 10 minutes before the exam start time.


Fire exits must not be blocked. Ensure that students leave any belongings in a safe place at the front or back of the room


If a student’s name does not appear on the pink sheet, phone the Exams Office immediately stating the student’s ID number.

ANNOUNCEMENTSLead invigilators must make a series of clear announcements to the students at various stages throughout the exam. All announcements, and guidance on when to read them, can be found on pages 35-36 of this manual.

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Written AEA locations: invigilation duties in the first hour

Students are permitted to enter the exam room up to one hour after the exam has started.

If a student arrives late, read to them all the announcements that they have missed and mark on their script the time they arrived. Try to read announcements outside the room.




Ensure students have no unauthorised materials at their desk. All permitted items will be listed on the exam rubric.

Written AEA locations: marking the register

39

John Smith

4123456

The register must be completed after the first hour has elapsed so late students are given the opportunity to arrive.

Collect all desk cards, ideally in ID number order, checking that those who have attended the exam have signed their desk card


40


STUDENTS NOT ON THE REGISTER: If a student enters the AEA room but is not on the register phone the Exams Office

immediately.

AEA locations: permitted itemsAn invigilator has the right to check any item on a student’s desk.

Pens, pencils, highlighters, erasers, (not correction tape or fluid), pencil sharpeners, rulers and coloured pencils are permitted and must be stored in a clear plastic bag/case.


41

Students can take their wallet/purse/keys to their exam desk. These items must be stored underneath the desk and students must not access them at any point. No other personal items are permitted.

Permitted exam materials will be listed on the rubric. All items must be thoroughly checked for any signs of misconduct. See the academic misconduct section for further advice.

An AEA student may have with them a personal item that is linked to their AEAs, such as an insulin pen, medication or a piece of equipment. Such items will be listed on the pink sheet.

If you are unsure of whether an item should be permitted, please contact the Exams Office.

AEA locations: toilet breaksThe University has a strict policy on AEA students and toilet breaks. Please read the following carefully

Some AEA students will have the following AEA arrangement:

“Student to have snack/drink/medication/toilet breaks”

When this appears as an AEA, they should also have rest breaks listed:

“Breaks 10 mins per hour”


When a “rest break” and the “Student to have snack/drink/medication/toilet breaks” are listed together on the pink sheet, this means that students may have a bathroom break during their rest break.

o i.e. the exam will be paused for that student while they have a break and they will lose no writing time.

If these arrangements do not appear together then the student must use their writing time to use the bathroom, not a rest break.

o i.e. the exams must not be paused and the student will lose writing time while they use the bathroom, just as students would if seated in a main location.

o Amending finish times on whiteboard

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AEA locations: further duties during the exam Students may enter the exam up to one hour after the exam start time.


Students may leave the exam room after one hour. They cannot re-enter the room after this one hour unless they are accompanied by an invigilator. On their script, note the time they left the exam.

If the exam duration is less than one hour, they can leave once the exam has ended.




Remember to amend the projected finish time of each student on the whiteboard if they take any rest breaks.

INDICATING 15 MINUTES REMAINING Invigilators must silently signal when students have 15 minutes remaining because

AEA students will have a variety of different finish times.

Instead of making an announcement, you should hold the yellow laminated sign that says “You have 15 minutes remaining” up to the appropriate student. Please ensure that they acknowledge this. The same laminate also contains a “stop writing now” sign to use on individual students

TOILET BREAKS Students must be escorted to the bathroom for toilet breaks. Only one student per

exam code may be escorted to the bathroom at any one time. Toilet breaks must be noted on the student’s exam script in the margin.

PAPER QUERIES Students may raise a query on an exam paper. If this happens, phone the Exams

Office immediately with the following information:o Exam code/Title of papero Page number and question numbero A concise account of the query raisedo Ask student to continue with exam if possible until a response is receivedo If module convenor is in the exam room and can answer the query, this must



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AEA locations: ending the exam Students cannot leave the exam room during the final fifteen minutes.

At the end of the exam, you should use the yellow laminated sign that says “Please stop writing now” to signal to each student that their exam has ended. Do not make an announcement.

Students must stop writing once you have signalled the end of the exam. If they continue to write, instruct them to stop. If they persist, indicate this on the student’s script and complete an academic misconduct form. See page 72-74 for instructions.

COLLECTING EXAM SCRIPTS Collect the exam scripts in seat number order, i.e. as they appear on the register.

Ensure each student has completed, in full, the front of their answer book and that they have sealed the fold down flap which covers their personal details in the top right hand corner.

Ensure the student has fastened any supplementary answer books to the answer book using treasury tags provided. Check that the student has not written their name on any supplementary answer books (if applicable).

If students are required to answer questions in separate answer books, ensure that all answer books are fastened together using a treasury tag unless the rubric states otherwise.

If a student is required to sign the exam question paper or a multiple choice sheet (MCQ), please ensure that this has been done.

If a student requires a Dyslexia/Specific Learning Difficulty sticker be attached to their exam script, ensure that this has been done in view of the student before they leave the room (see overleaf). Stickers must not be attached to MCQ scripts.

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Check the number of scripts you have collected matches the number of students marked as ‘attended’ on the register. If there is a discrepancy, please report this to the Exams Office.



Complete the lead invigilator report form. Please note all incidents on this form. Ensure that all invigilators have printed their names on the form and that you have written the date, time, room and ticked the boxes as applicable (see below).

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Scripts belonging to students suspected of academic misconduct should be returned to the Exams Office separately along with the academic misconduct form. See the academic misconduct section for further instruction.

All invigilators must remain in the exam room until all clearing up activities have been completed. If you need to leave an exam room early, please liaise with the Exams Office.

Return the sealed envelopes and all other invigilation materials, without delay, to the Exams Office.

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AEAExams

Computer

47

AEA computer

roomexam

locations

Invigilating Computer AEA rooms – key terms

Computer room instructions (invigilator copy) Instructions for invigilators to follow when conducting AEA computer room exams.

Computer room instructions (student copy) Instructions for students to follow when sitting AEA computer room exams.

Computer users’ log A grid to be ticked and signed by students indicating the method in which they completed their exam.

Exams drop folder A shared folder where typed exam scripts are held and are visible to Exams Office staff.

AEA computer locations: before the examLEAD

Lead invigilators must collect the exam papers from the Exams Office 45 minutes before the start of the exam. You will be replaced if you have not collected the exam papers by 45 minutes before the exam start time.


the exam.ALL:



1 student 1 invigilator2-19 students 2 invigilators20 + 3 invigilators



AEA COMPUTER LOCATIONS – INVIGILATION PACK CONTENTS

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Exam question papers + special stationery if specified on rubric A pink sheet A green sheet Announcements Lead invigilator report form/Illness form/Academic misconduct form ‘Names’ and ‘no names’ register for each exam code Desk cards White envelopes Treasury tags Yellow laminated sign Computer room instructions for invigilators and for students Computer user log

PREPARING THE EXAM ROOM Room-setters do not prepare AEA rooms – this is the responsibility of the lead and

assistant(s).

You should use the pink sheet and green sheet to plot where you will sit students. Be aware that some students will have particular seating arrangements.

Students should be seated at every other PC or if the barriers are up, next to each other.

Wake up all PCs by pressing the spacebar.

Log into each PC using the ‘computer room instructions for invigilators’ instruction sheet.

Provide each exam desk with:o An exam question papero Desk cardo Any special stationery (specified on the rubric)o Computer room instructions

Some students may be provided with a special formatted paper, e.g. larger font, coloured paper, enlarged paper. Please ensure that you distribute the correct exam paper to each desk. If you are in any doubt, phone the Exams Office.

If there is a whiteboard in the exam room, write each student’s start time and projected finish time NOT INCLUDING REST BREAKS.

If students take rest breaks during the exam, amend the projected finish time accordingly.

AEA computer locations: admitting students and setting up the PCs

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Admit students 10 minutes before the exam start time.


Fire exits must not be blocked. Ensure that students leave any belongings in a safe place at the front or back of the room


If a student’s name does not appear on the pink sheet, phone the Exams Office immediately stating the student’s ID number.

ANNOUNCEMENTSLead invigilators must make a series of clear announcements to the students at various stages throughout the exam. All announcements, and guidance on when to read them, can be found on pages 19-22 of this manual.

BEFORE THE START OF THE EXAMBefore commencing the exam, students will need to open a Microsoft Word document as this is the method they will use to type their exam answers.

This may take a few minutes. If this means that the exam will start a few minutes late, please inform the students of this. Do not announce the start of the exam until all students have completed the instructions listed overleaf.

OPENING A DOCUMENT Ask students to follow the instructions on their computer room instructions sheet.

Students should do the following steps:1. Open Microsoft Word using the icon.2. When the document is open, go to ‘Insert’ then ‘Header’ (see example)3. Choose the top ‘Header’ option4. Type the exam code and then student ID (see example)5. Click ‘Close Header and Footer’6. Click ‘Save’ and save the document to the Desktop (see example)7. Name the document as the exam code and student ID

Advise students to save their work regularly

50

Step

AEA computer locations: invigilation duties in the first hour

Students are permitted to enter the exam room up to one hour after the exam has started.

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Step 6: saving to the Desktop

If a student arrives late, read to them all the announcements that they have missed and mark on their script the time they arrived. Try to read the announcements outside of the room.




Ensure students have no unauthorised materials at their desk. All permitted items will be listed on the exam rubric.

AEA computer locations: marking the registerThe register must be completed after the first hour has elapsed so late students are given the opportunity to arrive.

Collect all desk cards, ideally in ID number order, checking that those who have attended the exam have signed their desk card

52

John Smith

4123456


53


STUDENTS NOT ON THE REGISTER: If a student enters the room but is not on the register phone the Exams Office

immediately.

AEA computer locations: permitted itemsAn invigilator has the right to check any item on a student’s desk.

Pens, pencils, highlighters, erasers, (not correction tape or fluid), pencil sharpeners, rulers and coloured pencils are permitted and must be stored in a clear plastic bag.


54

Students can take their wallet/purse/keys to their exam desk. These items must be stored underneath the desk and students must not access them at any point. No other personal items are permitted.


An AEA student may have with them a personal item that is linked to their AEAs, such as an insulin pen, medication or a piece of equipment. Such items will be listed on the pink sheet.

If you are unsure of whether an item should be permitted, please contact the Exams Office.

AEA locations: toilet breaksThe University has a strict policy on AEA students and toilet breaks. Please read the following carefully

Some AEA students will have the following AEA arrangement:

“Student to have snack/drink/medication/toilet breaks”

When this appears as an AEA, they should also have rest breaks listed:



When a “rest break” and the “Student to have snack/drink/medication/toilet breaks” are listed together on the pink sheet, this means that students may have a bathroom break during their rest break.

o i.e. the exam will be paused for that student while they have a break and they will lose no writing time.

If these arrangements do not appear together then the student must use their writing time to use the bathroom, not a rest break.

o i.e. the exams must not be paused and the student will lose writing time while they use the bathroom, just as students would if seated in a main location.

o Amending finish times on whiteboard after each break

55

AEA computer locations: further duties during the exam

Students may enter the exam up to one hour after the exam start time.


Students may leave the exam room after one hour. They cannot re-enter the room after this one hour unless they are accompanied by an invigilator. On their script, note the time they left on the lead invigilator report form or type onto the script before printing

If the exam duration is less than one hour, students may leave once the exam has ended.




Remember to amend the projected finish time of each student on the whiteboard if they take any rest breaks.

MARKING THE COMPUTER USER LOG A computer user log will be provided to each AEA computer room.

All students in AEA computer rooms must complete and sign the log before they finish their exam and leave the room.

The student must tick the method(s) in which they completed their exam and then sign it.

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INDICATING 15 MINUTES REMAINING Invigilators must silently signal when students have 15 minutes remaining because

AEA students will have a variety of different finish times.

Instead of making an announcement, you should hold the yellow laminated sign that says “You have 15 minutes remaining” up to the appropriate student. Please ensure that they acknowledge this.

TOILET BREAKS Students must be escorted to the bathroom for toilet breaks. Only one student per

exam code should be escorted to the bathroom at any one time. Toilet breaks must be noted on the student’s exam script.

PAPER QUERIES Students may raise a query on an exam paper. If this happens, phone the Exams

Office immediately with the following information:o Exam codeo Title of papero Page number and question numbero A concise account of the query raisedo Ask student to continue with exam if possible until a response is receivedo If module convenor is in the exam room and can answer the query, this must



AEA computer locations: ending the exam Students cannot leave the exam room during the final fifteen minutes.

At the end of the exam, you should use the yellow laminated sign that says “Please stop writing now” to signal to each student that their exam has ended. Do not make an announcement.

Students must stop typing once you have signalled the end of the exam. If they continue to write, instruct them to stop. If they persist, indicate this on the student’s script and complete an academic misconduct form. See page 72-74 for instructions.

PRINTING AEA EXAM SCRIPTSAfter you have announced the end of the exam, students should do one final save to the desktop.

Please note that invigilators must print the exam script, not the student. Click ‘File’, then ‘Print’

57

Select ‘Q-Canon-Print Release’ then ‘Print’ Pick up the computer room instructions for invigilators Go to the printer The printer should display “Please touch your ID tag to the sensor or touch here to

begin”, a keyboard will appear Type the username as supplied in the instructions then click ‘Next’ Type the password and click ‘Logon’ Select the document you want to print and press ‘print’ (onscreen prompt) Ask the student to verify the printed document Staple the document and place inside corresponding white envelope Attached dyslexia/SpLD if listed on pink sheet Close the Word document

SAVING THE EXAM SCRIPT TO THE EXAMS DROP FOLDERPlease ensure that the script has been printed at this point.

Students should have been regularly saving their work to the Desktop throughout the exam.At the end of the exam, invigilators must save all exam scripts to the ‘exams drop folder’. This is a secure shared folder that holds all completed AEA typed computer room scripts.

Once scripts are saved to this folder, they will be visible to staff in the Exams Office and will be permanently removed from the PC in the exam room.

Click on the Windows 7 start button In the ‘Search programs and files’ field that appears at the bottom the menu, type:

\\uon6\apps01\e\ExamsDropFolder

Press ‘Enter’ and a new window will open Double click on the folder with the name of your exam room Drag the document from the Desktop to this folder Once saved to the folder, delete the exam script from the Desktop and empty the

Recycle Bin Ask the student to sign the computer user log

COLLECTING IN PAPERS If a student is required to sign the exam question paper or a multiple choice sheet

(MCQ), please ensure that this has been done.

If a student requires a Dyslexia/Specific Learning Difficulty sticker be attached to their exam script, ensure that this has been done in view of the student before they leave the room (see overleaf). Stickers should not be attached to MCQ scripts.


58


Check the number of scripts you have collected matches the number of students marked as ‘attended’ on the register. If there is a discrepancy, please report this to the Exams Office.



Complete the lead invigilator report form. Please note all incidents on this form. Ensure that all invigilators have printed their names on the form and that you have written the date, time, room and ticked the boxes as applicable (see overleaf).

59


Scripts belonging to students suspected of academic misconduct should be brought back to the Exams Office separately along with the academic misconduct form. See the academic misconduct section for further instruction.

All invigilators must remain in the exam room until all clearing up activities have been completed. If you need to leave an exam room early, please liaise with the Exams Office.

Return the sealed envelopes and all other invigilation materials, without delay, to the Exams Office.

61

Rogō exams

62

Rogō exam

locations

Invigilating Rogō exam rooms – key terms

Rogō University’s online exam application.Secure desktop A set of group policies that prohibits the PC from accessing

the Internet, Documents and USB ports.Invigilator screen Where invigilators can make notes about the exam while in

progress.Rogō handbook Invigilator handbook for guidance during exam.Log in instructions Slip of paper with log in instructions to be placed on each

student desk.Paper note When an issue affects all students, invigilators should click

this option to make a note.Individual note When an issue affects one student, invigilators should click

this option to make a note.Exam question clarifications Clarifications about a question are posted to the invigilator

and student screens.Guest account Temporary user account for students who cannot log in

using their University credentials.

63

Announcement 1

Announce when students are entering the room. You may need to repeat this.

“Your mobile phone must be switched off and stored in your coat or bag. Belongings must be left at the front or back of the room. Any valuables will be left at your own risk. Please find your seat promptly and in silence. Ensure that you have placed your student ID card on your desk.Please follow the log in instructions provided on your examin desk. Do not click the start button until you are instructed to do so.Any candidate found in possession of a mobile phone or other device during the exam will be reported to their School for academic misconduct.”

Announcement 2

Once students are seated, announce the following:

“Please ensure that your workstation and chair have been adjusted to ensure comfortable working.If you have not already done so please log in following the instructions provided. Please read the instructions on the screen but do not click start until instructed to do so. If you encounter any difficulties logging on please raise your hand and an invigilator will provide assistance. Do not make any notes until the start of the exam is announced.

64

All toilet breaks and interruptions will be noted on your exam script.If you have not already done so, please switch your mobile phone off and put it in your bag”.

Announcement 3

To start the exam, announce the following:

“You may not leave the exam room in the first hour or in the last 15 minutes.You may submit your exam before the full duration has elapsed, but you can only do this once. If you do wish to submit your exam, you must be sure that you do not want to answer or amend any answers. At the end of the exam I will instruct you to submit your answers if you have not already done so. If you experience any difficulties with your PC please raise your hand and speak to an invigilator. You should not attempt to speak to anyone other than an invigilator during the exam.You may begin, please click start.”

Announcement 4

To advice students that they have 15 minutes remaining, announce the following:

“You have 15 minutes remaining”

Announcement 5

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To end the exam, announce the following:

"You must stop answering questions now.Please navigate to the last screen and click the finish button in the bottom right hand corner. Log out of the PC by pressing Ctrl, Alt and Delete. Stay in your seat and remain silent until you are instructed to leave the room.You should take no exam materials away from the exam room including scrap paper.Please collect your belongings and maintain silence when leaving the building.”

Rogō locations: before the examLEAD

66

Lead invigilators must collect the exam pack from the Exams Office 45 minutes the start of the exam. You will be replaced if you have not collected the exam papers by 45 minutes before the exam start time.


the exam.ALL:



1 student 1 invigilator2-50 students 2 invigilators51-74 3 invigilators75+ 4 invigilators



MAIN LOCATIONS – INVIGILATION PACK CONTENTS Log in instructions Rogō handbook (for invigilators) Door signs and blu tak Plain paper Pencils Lead invigilator report form Illness report Academic misconduct report

PREPARING THE EXAM ROOM

Read the rubric on the front of the exam pack. Check the additional materials section on the front of each exam paper to establish if students require any additional materials to complete the exam.

If you are missing any additional materials, phone the Exams Office immediately. Check all blue barriers between PCs are assembled. Reassemble where needed. Fix signs provided in the pack to the door/walls.

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o Distribute one log in instruction sheet and one piece of plain paper to each desk.

o Students are not allocated a seat number in Rogō exams so no desk cards are provided. They may choose where to sit.

o Using the invigilator handbook instructions:

o Log all PCs into the secure desktop using the details provided in the invigilator handbook which you will receive on the day of an exam.

o The secure desktop disables students from accessing the Internet, Outlook, USB ports and any Documents.

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If you encounter any difficulties logging into Rogō, please ring Sarah Seeley/Margi Godfrey in the Exams Office immediately.

If any PCs are not working or damaged, flip the keyboard over so that students know not to sit at these desks.

Rogō exams: admitting students and starting the exam

Admit students at 08:45, 13:15 or 16:15, i.e. 15 minutes before the start of the exam.


Fire exits must not be blocked. Ensure that students leave any belongings in a safe place at the front or back of the room.

Students sitting Rogō exams are not allocated a seat number. They are permitted to sit at any PC.


ANNOUNCEMENTS:Lead invigilators must make a series of clear announcements to the students at various stages throughout the exam. All announcements, and guidance on when to read them, can be found inside the invigilator handbook provided to you on the day of the exam.NOTE – If you are invigilating in a large venue, ensure that all students hear the announcements even if this requires you to repeat them.

INVIGILATION SCREEN Used by the lead invigilator to add notes about the exam.

Log in details are provided in the invigilator handbook.

You can only log into this screen 15 minutes before the exam start time.

All incidents should be noted on the invigilation screen as a paper note or an individual note.

LOGGING INTO THE EXAM Students must log into Rogō using their University username and password.

If they cannot remember this information, you will need to allocate a guest account. An option to open a ‘Guest Login’ will be available on the log in screen (see page 64). Click this button and ask the student to fill in their details.

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o The student will then receive temporary log in details. They must write this down.

If a student encounters difficulties with their PC, they should be moved.

STARTING THE EXAM Once all students are at the start screen, announce the beginning of the exam.

INVIGILATION SCREEN The invigilator screen will display the following for each exam.

Rogō exams: invigilation duties in the first hour No student may leave the exam room in the first hour of an exam. If the exam

duration is less than one hour, students may leave once the exam has ended.

If a student arrives late, read to them all the announcements that they have missed and attach an individual note to their exam record to indicate the time they arrived. Try to read announcements outside the room.

If an AEA student arrives at the exam room, inform them that they must forfeit all of their AEAs in order to sit in the main location.

If a student is unsure of where they should sit the exam, consult the ‘Alternative Locations’ register.



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Rogō exams: ID checkStudents are automatically marked as attending as soon as they log into Rogō.An ID check must be carried out once the first hour has elapsed to give late students the opportunity to arrive.

Walk around the room and check each ID card one at a time.

If the student matches the ID card, mark clearly with a ‘√’.

If the student does not match the face/name on the ID card, mark a ‘X’, make an individual note on Rogō and on the lead invigilator report form and inform the Exams Office immediately.

If they have no form of ID, you must log this on the register and as an individual note against the corresponding student on Rogō.

STUDENTS NOT ON THE REGISTER: If a student enters the room but is not on the register, consult the ‘Alternative

Locations’ list.

If they do not appear on this list, phone the Exams Office immediately.

If the Exams Office confirms that the student can sit the exam in your room, add their details to the ID check and make an individual note on Rogō and on the lead invigilator report form.

If an AEA student wishes to take their exam in a mains location, they must not be allocated any of their alternative exam arrangements.

Rogō exams: permitted itemsAn invigilator has the right to check any item on a student’s desk.

Pens, pencils, highlighters, erasers, (not correction tape or fluid), pencil sharpeners, rulers and coloured pencils are permitted and must be stored in a clear plastic bag.


Students can take their wallet/purse/keys to their exam desk. These items must be stored underneath the desk and students must not access them at any point during the exam. No other personal items are permitted.


Rogō locations: further duties during the exam71

Students may enter the exam up to one hour after the exam start time.

If the exam is less than one hour in duration, students may only enter while the exam is in progress.


Students may leave the exam room after one hour. They cannot re-enter the room after this one hour unless they are accompanied by an invigilator.


Announce to students when they have fifteen minutes remaining.

TOILET BREAKS Students must be escorted, by an invigilator, to the bathroom for toilet breaks. Only

one student per exam code can be escorted to the bathroom at any one time.

Toilet breaks must be noted on Rogō by clicking on the relevant student and selecting ‘toilet break’.

PAPER QUERIES Students may raise a query on an exam paper. If this happens, inform your

colleagues and exit the room to phone the Exams Office immediately with the following information:

o Exam codeo Title of papero Screen number and question numbero A concise account of the query raisedo Ask student to continue with exam if possible until a response is receivedo If module convenor is in the exam room and can answer the query, this must



Rogō exams: ending the exam Students cannot leave the exam room during the final fifteen minutes.

Announce the end of the exam.

Students must stop typing once you have announced the end of the exam. If they continue to type, instruct them to stop. If they persist, indicate this on the student’s script and complete an academic misconduct. See pages 72-74 for instructions.

SUBMITTING EXAM SCRIPTS

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The exam will not end automatically. The start and end of the exam remain under the control of the invigilators.

Read announcement 5 which will instruct students how to submit their answers and log out.

After they have logged out, students should then shut down their PCs. Once you are happy this has been done, you can allow students to leave.

If a student encounters technical issues and has been awarded extra time, they should be allowed to continue working while the rest of the students are dismissed. The extra time should be commenced once the room is clear.

POST-EXAM Complete the lead invigilator report form. Please note all incidents on this form.

Ensure that all invigilators have printed their names on the form and that you have written the date, time, room and ticked the boxes as applicable.


There are no physical exam scripts so no envelopes will be provided. All exam materials, including scrap paper, must be returned to the Exams Office.

All invigilators must remain in the exam room until all clearing up activities have been completed. If you need to leave an exam room early, please liaise with the Exams Office first.

Return all invigilation materials, without delay, to the Exams Office.

Rogō exams: alternative exam arrangementsMAIN LOCATIONS – INVIGILATION PACK CONTENTS

Pink sheet Log in instructions Rogō handbook (for invigilators) Door signs and blu tak Plain paper Pencils Lead invigilator report form Illness report Academic misconduct report

AEA students will sit their Rogō exams in a separate room to main Rogō exam students and each AEA room will be supplied with a pink sheet that lists each student’s AEAs.

ROGO DOES NOT SHOW ALL AEAs. PLEASE REFER TO THE PINK SHEET DURING AEA EXAMS.

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COLOURED FILTERSSome students may require a coloured filter to complete their exams. For Rogō exams, the Exams Office changes the background colour to match the students’ requirements. The student will not bring a physical filter with them.

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Academicmisconduct

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Academicmisconduct

in exams

Academic misconduct in examsAcademic misconduct is defined as any improper actions or behaviour by a student that gives them an academic advantage over another student.

UNAUTHORISED MATERIALS Invigilators are allowed to check any item on a student’s exam desk.

If you suspect a student has unauthorised materials at their desk, you have the right to approach the student and confiscate these materials quietly. You may wish to get a second opinion from a colleague if you are unsure.

If you are not comfortable with approaching the student, ask one of your colleagues for assistance or phone the Exams Office who will be able to assist.

Once confiscated, annotate the student’s script with the time that you found the materials.

If the student refuses to give materials to yourself or a colleague, please phone the Exams Office.

At the end of the exam, attach both answer books together. Retrieve the student’s question paper and keep to one side with the completed academic misconduct form.

Ask the student for an explanation of their conduct and note down details of the conversation.

Fill in an academic misconduct form.

Do not put the script in the white envelope. Write on the front of the white envelope that one script has been removed due to alleged academic misconduct. Please note the ID of the student on the white envelope and make a note on the ‘names’ and ‘no names’ registers.

MOBILE PHONES/COMMUNICATION/STORAGE DEVICES If you find a student in possession of a mobile phone or a communication/storage

device, confiscate the device and mark the student’s script.

At the end of the exam, ask the student for an explanation of their conduct and note down details of the conversation.


Keep the student’s script to one side with the academic misconduct form. Do not put the script in the white envelope with all other scripts.

Return the device to the student at the end of the exam.

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When accompanying students to the bathroom, ask them if they have a mobile phone on their person. If they do, confiscate the device and repeat the steps above.

WRITING ON BODY PARTS If a student has any writing on any body part, approach them and ask for them to

show you what the writing says.

If it may be related to an exam, please escort the student outside of the exam room.

You, or a colleague, must take a photograph of the notes written on the body part and a second photograph of the student’s face with the body part. This is so that we can ascertain that the body part belongs to the student.

If you/a colleague does not have a camera phone, please call the Exams Office and we will send someone to take a photograph of the notes.

Instruct the student to wash the notes off their body part and admit them back into the exam.

At the end of the exam, ask the student for an explanation of their conduct and note down details of the conversation.


Keep the student’s script to one side with the academic misconduct form. Do not put the script in the white envelope with all other scripts.

STUDENTS WHO FAIL TO STOP WRITING/TYPING Students must not write/type anything before the start of an exam is announced.

Students must stop writing/typing once the end of an exam is announced.

You should fill in an academic misconduct form for any student who fails to adhere to your instructions to stop working.

DICTIONARIES If students are permitted to bring a dictionary to an exam (check the rubric to see if

this is the case for your exam), please flick through the pages to check that it is clean.

ALL OTHER MATERIALS Remember that you are permitted to check all materials that are placed on an exam

desk and that it is your responsibility to do so if you suspect academic misconduct may be taking place.

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The use of dictionariesThe following dictionary rubric should appear on all examination papers.

"Dictionaries are not allowed with one exception. Those whose first language is not English may use a standard translation dictionary to translate between that language and English provided that neither language is the subject of this examination. Subject specific translation dictionaries are not permitted. No electronic devices capable of storing and retrieving text, including electronic dictionaries, may be used."

Students must not use a subject-specific dictionary that may give them an advantage over other studentso For example, a Greek student may use a Greek/English dictionary in an exam unless the

subject of the exam is Greek or English Language.

Some exams will have different rules with regards to the use of dictionaries. Please ensure that you are clear on what is and is not allowed before admitting students to the room.

The use of calculatorsThe rubric will indicate whether students are permitted to use calculators in an exam. The exam rubric will state one or two of the following:

1. No calculators are permitted in this examination.

2. Only silent, self-contained calculators with a Single-Line Display are permitted in this examination.

3. Only silent, self-contained calculators with a Single-Line Display or Dual-Line Display are permitted in this examination.

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MINOR ILLNESS DURING AN EXAM Students may not leave the exam room in the first hour unless they are accompanied

by an invigilator or a member of Exams Office staff.

If a student asks to leave the exam room due to illness, you must accompany them outside and ask them if they wish to continue the exam. Please make a note of the time they left on their exam script.

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Illness, emergency situations &

fire alarm procedure

If they say no, you must stay with them until the first hour of the exam has elapsed. You may ring the Exams Office and request for a member of staff to come and supervise the student if you are needed in the room.

If they feel that they can continue, escort them back into the exam room and let them continue with the exam.

For either outcome, please complete an illness form.

Students should not be reimbursed with any time that was lost.

EMERGENCY SITUATIONSThe University telephone number for emergencies that require medical assistance, ambulance, fire or police is:

from a University telephone: 8888 from a mobile telephone: 0115 951 8888

This number will put you through to the University’s Security Office, who will contact the required services on your behalf. The Security Office and the emergency services have agreed on procedures for handling such situations.

Once you have contacted Security, please phone the Exams Office to inform us of the situation.

FIRE ALARM PROCEDURE All fire alarm testing is suspended during exam sessions so if an alarm does sound it

will be genuine.

If a fire alarm sounds please stop the exam and announce the following:

“Please make your way to the fire exit. You should leave your belongings and exam paper where they are. You are reminded that you are still under exam conditions. There should be no talking. You will be kept informed as soon as possible.”

Ensure that you note the time that the exam was stopped.

The assistant should lead students out of the nearest fire exit. The lead invigilator should pick up the register on the way out and follow behind the cohort to ensure that the room is clear.

Lifts must not be used unless they are to be used in the event of a fire.

When outside, the lead invigilator must take the register.

The lead invigilator should then ring the Exams Office for further instruction.

Visually impaired students can be guided on level surfaces by taking a personal assistant’s arm. When using stairs, the personal assistant should descend alongside or slightly in front.

Wheelchair/mobility impaired students who are located on a floor from which they cannot exit the building without using a lift should make their way to the nearest refuge.

Refuges are fire-resisting enclosures that are served directly by a safe route to an exit/evacuation lift. They are located in the following places:

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Portland Building – between C40 and C50, and C11. Nearest exit between NatWest bank and Blackwell’s bookshop.

Trent Building B Floor – next to B4, and next to B16.

Trent Building C Floor – C28, C12 and C54.

Clive Granger Building C Floor – C36.

Once in the refuge the candidate should contact Security Control using the telephone in the refuge where provided or a mobile phone (telephone 0115 951 8888) to indicate their presence in a refuge.

RESTARTING AN EXAM AFTER A FIRE ALARMIn the overwhelming majority of cases fire alarms are sounded for other reasons other than the outbreak of a fire. In these cases, students will be returned to the room to continue the exam.

The Exams Office will instruct you whether to restart the exam.

Invigilators must inform students that the exam is to be recommenced. Lead students back to the room and instruct them to return to their seats.

Students must not begin writing until the start of the exam is announced.

The lead invigilator must inform students, via an announcement, that the exam end time will be extended to make up for the time lost during the fire alarm. The lead invigilator must also inform students that their School will be made aware of the situation.

When all students are back in the room and present at their desk, the lead invigilator should announce the start of the exam and inform students of the expected finish time.

The lead invigilator must write up a full report at the end of the exam.

ABANDONING AN EXAM AFTER A FIRE ALARM If the Exams Office instructs you to abandon an exam after a fire alarm, invigilators

must collect in the exam scripts before re-admitting students to collect their belongings. Try to do this as quickly as possible and keep the students informed of your progress.

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Terms and

HOW WORK IS ALLOCATED

No contract No minimum or maximum number of hours per invigilator

ONE-TO-ONE EXAMS WHERE STUDENT DOES NOT ATTEND

You will be paid for the whole slot if the student does not attend.

RATE OF PAY (for January 2015)

Leads - £8.15 + holiday pay = £9.13 per hour82

Terms and

Assistants - £7.65 + holiday pay = £8.57 per hour

CANCELLING A SLOT

Please cancel only in an emergency Email [email protected] before the exams period. Telephone Exams Office, do not email during the exams period.

ADDITIONAL SLOTS

Emailed out daily if there are available slots.

LOG OF HOURS

All invigilators must complete a log of hours Log of hours compared to Exams Office records Pay calculated and submitted to payroll the following month (where possible).

PARKING

Casual worker vouchers now £2.50 a day available from Security Office in Hallward Library or Exams Office. Does not extend to Derby.

Book of vouchers available also via Security in Hallward Library.

The Exams Team look forward to working with you in January 2015!

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mailto:[email protected]