Notes for Invigilators of Candidates Requiring Alternative Arrangements
Updated September 2008
Exam Papers
1. Collect the papers from the Exams Office (E Floor Portland Building) approx 45
minutes before the start of the exam. Check your Schedule carefully, as you may
be invigilating exams with alternative start times.
Note: After collecting the papers from the Exams Office you must go straight to
the examination room and stay there.
2. If you are to invigilate an exam clash (indicated on the schedule) please read the
notes section explaining what you need to do. If you have any questions, please
contact the Exams Office before the examination period starts.
3. You will have copies of the exam papers for each student and any special stationery,
e.g. statistical tables, Law statutes, blank discs, audiotapes, etc. You will also be
given an alternative locations/alternative register, desk cards, attendance registers
(with name and no name), Dyslexic labels and a Register of Dyslexic students in the
room you will be invigilating in (see page 4 for further details)
4. All details regarding the arrangement for a candidate will be noted on the alternative
locations/alternative registers, including the details of any extra time to be allowed.
The total amount of writing time allowed is calculated in the “duration” section. If a
student is permitted to take breaks this is calculated in the “with breaks” section.
Setting Up
1. Lay out the desks with the question paper, answer books (these will be provided in
the room), desk cards and any special stationery before the candidates come in
and sit down.
It is important to check you have been given the correct
examination papers and that the examination/module code on each paper
corresponds with the examination/module code on each attendance card. You
should also check the rubric of the paper for any handout or special stationery and
ensure that it has been provided (if not please ring the Exams Office as soon as
possible).
2. Check the alternative locations/alternative register and place those candidates who
will leave first nearest the door. You may also wish to consult your register of
dyslexic students to place them conveniently for requesting dyslexic labels.
3. Admit the candidates into the examination room five minutes before the
examination is due to start.
4. Make the following announcement before as the students are entering the
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examination room: 'Please ensure your mobile phone is switched off and is not on
your examination desk. All coats and bags should be left at the back/front of the
room. Once you have found your seat, there should be no talking'
Please also ensure your own mobile phone in switched off!
5. Once the candidates are all seated, make the following announcement:
“You may complete the front cover of your answer book and sign your attendance
card, but do NOT turn over your exam paper OR begin writing your answers until
the start of the examination is announced. Please do not seal the fold over flap on
your answer book until the end of the examination”.
6. Start the exam promptly at 9.00, 13:30 or 16:30, or at the alternative time
specified in the case of candidates with exceptional schedule arrangements (e.g.
students with clashes). by announcing 'The examination starts now'
7. Ensure that each student does not have any unauthorised materials e.g. books,
notes etc. If a student is taking an ‘open book’ exam, the information concerning
what they may bring into the examination will be clearly stated in the rubric of the
paper.
8. Students whose names do not appear on the register may be admitted provided
that sufficient examination papers and places are available.
Make out an
attendance card in such a case, using one of the blank cards provided. The
students name and Student ID Number (if known) must be added on to
the attendance registers. Contact the Exams Office immediately to obtain
details of the student’s alternative arrangements.
Setting Up – Students Using Computers
I.
If you are the first person in the examination room for a 9.00am exam, please
switch on and boot up the computers (no password is needed for Windows, so
click OK if this prompt comes up) and also switch on the printer if applicable.
II.
Ensure that if you are in a room with more than one computer, the student with
the least time is using the computer with the printer, so that it will be easy for
other candidates to access at the end of their exams. You may also wish to
consult your register of dyslexic students to place them conveniently for requesting
dyslexic labels.
III.
Allow the candidate(s) to label their disc and Word script before the actual start
of the exam.
Visually Impaired Students
Some visually impaired students may use their own laptop computers with either
screen magnification or screen reading software. A desk should therefore be identified
which is near an electric socket. Two desks may be required to accommodate both
exam paper and computer. As it can take some time to set up the computer and to
check that the computer disk/CD is working and contains the appropriate paper, please
allow the student into the room approximately 10/15 minutes early. This will enable
them to set up their computer and specialist software before the exam starts and
without using up any of their examination time. Support may be required to enable
them to locate appropriate electric socket and/or to plug in the laptop computer.
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Some visually impaired students will not be able to independently write their details on
the front cover of the answer book and may therefore require the invigilator to do this.
Ask the student if they require this assistance. Most students will be able to sign their
name although may need the invigilator to show them where to sign by putting their
finger alongside the appropriate line.
Invigilating
Please note: It is not acceptable practice to allow candidates to call out. If a
candidate requires your assistance at any time before, during or after the
examination, candidates should raise their hand and wait for your assistance
1. Candidates must not be allowed to leave the room within the first hour. If a candidate
wishes to leave the examination before the end of the full time allowed (as specified
on the alternative locations/alternative registers under the “duration” section) you
should note the time at which they leave on their exam script.
2. If a candidate wishes to go to the toilet during the exams session they should be
allowed to do so. If you are invigilating one candidate only you should accompany
them to the toilet; otherwise they should go on their own.
3. Rest Breaks. Please note that there has been confusion at a couple of
examinations, because the arrangement for breaks has not been properly applied.
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Students who have this arrangement may take a maximum of 15 minutes
break per hour of the student examination duration
Students do not have to take this time if they choose not to
Students may choose themselves when in the examination they take these
breaks, eg they may take one break of the entire time or they may take
several shorter breaks - it is entirely their choice when they take the
breaks
The break time does not count as part of the student examination duration as
it is "pen down time", ie the students should not be writing
Students should stay at their desk while they take a break, unless it
specifically states in their arrangements that they can move around during
the exam
It is the invigilators responsibility to be aware of how long overall the student
can take as breaks, make sure that they don't exceed this, and make sure
that the time isn't counted as part of the examination duration
It is not the invigilator's responsibility to insist that students take breaks
If you are invigilating a single student with breaks, do not talk to the student
during the break, unless they initiate a conversation
4. If you are invigilating a candidate with an examination clash and are supervising a
break between two exams, please be aware that candidates are allowed to spend time
outside the room allocated (unless otherwise specified) in order to eat or take a break,
but that they must be supervised by the invigilator at all times. Candidates may
also revise for their forthcoming examination during their supervised break.
VERY IMPORTANT: during the examination you should not do anything to disturb the
candidates by making a noise (e.g. eating, talking etc) or by speaking to the candidates
other than to respond to a query. Please ensure that you do not use your mobile phone
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to take/receive calls or text messages during the examination unless you are contacting
the Exams Office.
Note: If there are two invigilators in the room, both invigilators should always
be in the room, unless one is dealing with a problem or supervising/escorting a
student outside the exam room.
In the first hour
1. There are two copies of the attendance register, one with name and number and
the other showing only the number of each candidate taking the paper.
2. Collect attendance cards from those present, checking that they have signed them
(trying not to disturb other students).
3. Use these cards to mark the attendance registers (2 copies). Mark ‘A’ for absent,
‘√’ for present.
4. Latecomers: if they are more than 15 minutes late, note on their scripts their
time of arrival. Update your collection of signed cards and the registers. No
candidates should be admitted after the first hour of the session has elapsed.
5. Ensure that no candidate leaves during the first hour. Where the exam paper
being taken is of one-hour duration, no candidate may leave the room
early even if they have completed the paper.
6. The name and number register and the attendance cards for each paper should
be banded together. These should be delivered back to the Exams Office at the
end of the session with the scripts, but NOT in the script envelopes.
7. Keep the second copy of the register for use at the end of the exam.
8. At the end of the hour collect the unsigned cards of any absentees and band these
with the name and number register for the relevant exam; do not admit anyone
who arrives more than one hour late.
9. If you are invigilating a single student and that student does not attend the
examination, complete the registers in the normal way and return the Register
showing the number of the candidate in the script envelope in the usual way.
Procedure for dealing with students not on exam register
Where a student attends for examination but does not appear on the printed register,
the student may be permitted to sit the examination at their own risk.
The student’s name and ID number must be added to the Register with names and
numbers and the ID number to the Register without names the student must be given
a “Green” attendance card to fill in.
At the end of the examination, the invigilator(s) should collect in the scripts of students
not on the register and these should be returned to the Exams Office with the other
scripts in the script envelopes. “Green” cards should be kept separate from the other
desk cards and should be returned to the Exams Office.
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The Registry will check the student’s records to ensure that the student is officially
registered on the module(s) and may contact the School/Department concerned to
resolve registration issues.
PLEASE NOTE – If there are two versions of the same paper (for example 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 doubt, please call the Exams Office for confirmation.
Extra students attending an examination may on occasion be given a ‘special paper’. Such
papers will have the names and/or IDs of students required to sit the paper indicated on the
front cover. Only the students identified should sit these papers.
At the end of the exam
1. Ensure that every candidate has been permitted the correct “duration” for their
exam and that Specific Learning Difficulty labels are given to those students who
request them, if they appear on the Register of students with Specific Learning
Difficulties.
2. Ensure each student has filled in all their details on the front of their answer book
and have fastened any supplementary books securely to their main answer book.
3. Ensure each student has sealed the fold-down flap in the top right-hand corner of
their answer book.
4. Ensure that you collect from each candidate their script (some may have more
than one answer book), including any special stationery or discs, and their
question paper where it states on the paper that it should be returned, and audiotape if applicable.
5. Check the number of scripts is the same as the number of attendees on the
register. If there is a discrepancy report it immediately to the Chief Invigilator if at
the Sports Centre, or to the Exams Office if elsewhere.
6. Seal all scripts, the numbers only register and all remaining copies of the
question paper in the envelopes provided (white envelopes labelled with exam
code).
7. If you wish to make a note of any problems that occur during the examination
please do so on the candidate’s exam script.
8. When the last candidate has finished and the appropriate scripts and the numbers
only register have been placed in the appropriate white envelopes. Then place
everything including the desk cards in the original brown envelope that everything
came in and return these to the Exams Office.
IMPORTANT INFORMATION FOR AUGUST/SEPTEMBER EXAMINATIONS ONLY:
Please note ALL exam papers must be collected from candidates at the end of an
examination. Students are not allowed to take examination papers out of the
examination room.
At the end of the exam - Students using computers
I.
Ensure that the candidate(s) save the script on the FLOPPY disc (a\:), not the
hard drive of the computer (c\:) and also that they print it in the examination
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room if there is a printer there. This is for their own protection as scripts on the
hard drive/floppy disc alone have been mislaid in the past.
II.
If the candidate has requested a dyslexia label, ensure that this is not placed on
the floppy disc.
III.
If you are the last person in the room for a 16:30 examination, ensure that the
computer and printer are shut down and switched off. Ask Trent Security to lock
the room on your way back to the Exams Office.
At the end of the exam - Visually Impaired Students
The student you are invigilating for may be unfamiliar both with the room and with the
building and may therefore need you to accompany them student to the front entrance
of the building or other identified location after the exam. If the student asks for this
support, offer them your arm and guide them out of the building. You will have to
advise them of any stairs, open doors or obstacles.
Trouble-shooting
What shall I do if a student has:
An Asthma attack
Get the student to use their inhaler immediately.
If this has no effect after 5 or 10 minutes call a doctor or ambulance immediately.
Epilepsy
If you are with someone who is having an epileptic fit you should call an ambulance
immediately:
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from an extension on the University Park exchange: 8888
from an external telephone: 0115 951 8888
This number will put you through to the University’s Security Office, which will contact
the required services on your behalf. The Security Office and the emergency services
have agreed on procedures for handling such situations.
Panic attacks
A panic attack can happen anyplace and anytime. They can be very frightening but are not
dangerous.
Symptoms include several of the following:
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dizziness or feeling faint,
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palpitations, increased heart rate,
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sweating, trembling or shaking,
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difficulty breathing,
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feeling of choking or nausea,
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chest pain,
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numbness or tingling sensations,
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chills or hot flushes,
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feelings of unreality and detachment,
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fear of losing control,
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fear of dying, and
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a sense of great danger and an urge to escape.
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The symptoms of a panic attack can last anywhere from several seconds to about ten
minutes. Occasionally the symptoms come in 'waves' for up to 2 hours.
Talk calmly to the student; suggest they try breathing in and out to a regular count and ask
them what strategies they normally use to control their attacks. If the problem persists you
could contact the Exams Office and someone will come over to you.
In case of a fire:
Lifts must not be used, unless specifically designated for this purpose.
If the alarm sounds you should leave the building using the nearest suitable exit to the
outside.
Visually impaired candidates can be guided on level surfaces by taking a personal
assistant’s arm. This should continue on stairways with the personal assistant
descending alongside or slightly in front of the visually impaired person.
Wheelchair or mobility impaired candidates who are on a floor from which they
cannot exit without using a lift, should make their way to the nearest refuge.
C Floor Portland – two emergency refuges one between C40 and C50 and the other
next to C11 which includes an evacuation chair. The nearest exit is between NatWest
and Blackwell’s.
B Floor Trent – two emergency refuges one next to B4 and the other next to B16.
Both emergency refuges have evacuation chairs.
C Floor Trent – three emergency refuges one next to C28, C12 and the other next to
C54 which includes an evacuation chair.
C Floor Clive Granger – evacuation chair outside C36.
A refuge is a temporary safe space to await assistance for evacuation. It comprises a
fire resisting enclosure that is served directly by a safe route to a storey exit,
evacuation lift or final exit.
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.
The overwhelming majority of fire alarm activations are due to reasons other
than a fire so you should not worry and remain calm.
If there are any problems, or you have any queries, before or during an
examination please phone the Exams Office
(0115) (84)67333/(95)15748/(95)15747 or (95)14792 for advice.
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