Invigilators – conducting the exams series

User guide

• This PowerPoint presentation has been created to assist you in delivering training to invigilators.

• You can pick and choose which slides you wish to use in your training material. The presentation is divided into four sections:– centre-specific information– generic content– new invigilators– experienced invigilators.

• All slides can be edited and the slides indicate where you should insert centre-specific information.

• The notes section of each slide provide information that may be useful in preparing your presentation. These can be removed or edited as speaker notes for presenters.

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Order, Bring to the Front.

Welcome

• Today’s presentation is designed to give you the tools, knowledge and experience needed to successfully invigilate an exams series.

• This is also an opportunity to meet your colleagues and key members of staff.

• In your handout pack you will find support materials to help you on your way.

• Please feel free to ask questions at any time throughout the presentation.

Our centre [REPLACE WITH CENTRE NAME]

Our centre

[PLEASE INSERT CENTRE-SPECIFIC INFORMATION UNDER THE FOLLOWING HEADINGS]• Type of exams• Who’s who• Identification badges• Dress code• Signing in and out – start times• Payroll information• Criminal Records Bureau (CRB) arrangements• Evacuation procedures• Parking arrangements• Teamwork

Evacuation procedures

• Stop candidates from writing.• Make a note of the time the exam was stopped.• Collect the attendance register.• Advise candidates to leave all papers, scripts and belongings in the room

and to leave the room calmly in silence – candidates must not talk to each other.

• Await further instructions.• Remember – health and safety is paramount• The centre evacuation procedure can be found at: [PLEASE INSERT

DETAILS]

Exam details

• [INSERT CENTRE’S EXAM STARTING TIMES – AM/PM]• [INSERT TYPES OF EXAMS INVIGILATORS WILL CONDUCT]• Invigilator responsibilities – before, during and after the exam.• Clash candidates.

Generic content

Candidate identification

• Written exams – [INSERT CENTRE PROCEDURE]• On-screen exams – [INSERT CENTRE PROCEDURE]• External or transferred candidates – [INSERT CENTRE PROCEDURE]

The Disability Discrimination Act (DDA)

• Discrimination can occur by treating disabled candidates less favourably than others, or by failing to make a reasonable adjustment when they are placed at a substantial disadvantage to others.

• The Disability Equalities Duty came into force on 4 December 2006. It required all public bodies including schools to look at ways of ensuring that disabled people are treated equally under the Disability Discrimination Act 1995 (DDA).

• It required them to ensure that disabled learners are always treated fairly and equally.

• These provisions are now contained in the Equality Act 2010 which received royal assent in April 2010.

• [LIST SPECIFIC ARRANGEMENTS/ISSUES FOR THE CENTRE].• Don’t be afraid to ask for help.

Access arrangements and special consideration• Access arrangements are pre-exam arrangements made on behalf of a

candidate with specific needs. – For example, an extra time allowance, use of a reader, scribe, word

processor or modified question paper.• Special consideration - a post exam adjustment made to the candidate’s

mark by the awarding body as a result of temporary injury, illness or indisposition at the time of the exam.

• The invigilator’s role is to keep a record of events. This information may be required by the awarding body when processing applications for special consideration.

• Candidates with access arrangements will be marked on the seating plan.• Invigilators must understand the rules for prompters, readers and scribes.

On-screen testing

• Both JCQ ICE regulations and individual awarding body regulations apply for on-screen tests.

• Make sure you understand how to use the IT involved and have had all the training you need.

• Test time may be determined by a clock counting down on the candidate’s screen.

• In case of IT failure always summon help as necessary. • Signed records of seating and invigilation must be kept.• In emergencies speak to an exams officer who will consult awarding body

guidelines.

Modular exams

• [INSERT CENTRE PROCEDURE FOR MODULAR EXAMS]• Science practical tests – the teacher will be present at the start of the

exam to assist candidates with technical difficulties and to support invigilation.

• For practical tests there must be at least one invigilator for every 15 candidates at all times.

Malpractice

• Under exam conditions the use of unauthorised materials, copying or attempting to copy, escaping from supervision or collusion (ie cheating) is not permitted.

• Unauthorised materials include:– mobile phones– iPods or MP3 players– food and drink (containers must be free from labels)– Tippex or correction fluid– gel pens.

• If a candidate is suspected of malpractice:– warn the candidate of the penalties and sanctions an awarding body

may impose– record what has happened and retain evidence– summon help if necessary.

Behaviour management

• Your role is to maintain the appropriate environment for the exam and to ensure that exams are conducted correctly. Invigilators must:– Be vigilant and remain aware of emerging situations.– Explain why you need to address a situation.– Remain calm and professional at all times, do not raise your voice.– Sympathise as appropriate, but be firm.– Reinforce the rules – JCQ warning notices.– Summon help as necessary.

• Our code of conduct can be found at: [INSERT LOCATION]

Mobile phones• [PLAY VIDEO CLIP – RINGTONE NIGHTMARE]• [INSERT CENTRE PROCEDURE FOR MOBILE PHONES]• If a mobile phone rings during an exam:

– find it as quickly as possible, switch it off, and remove it from the exam room

– allow the exam to continue in the normal way (the exams officer will take any necessary disciplinary action when the exam is over).

• Don’t forget to switch off your own mobile phone (including any pre-set alarms) before the start of the exam!

JCQ inspection

• Every centre will receive a visit from a JCQ inspector during one of its exams series.

• Familiarise yourself with the JCQ ICE regulations.• Be confident that you can identify all candidates.• Be confident that you are maintaining the integrity of the exam at all

times.• Challenge anyone who enters the exams room.• Do not view the inspector as an enemy – they should be seen as a

professional colleague!

For new invigilators

Today’s objectives

• To recognise the importance of, and have a clear understanding of, the invigilators role, and the kind of tasks you may be required to perform.

• Today’s session will cover:– the role of invigilators– exams procedures (before, during and after)– how to manage candidate queries– preventing and managing malpractice– how to summon assistance.

What is an invigilator?

• As an invigilator you will:– ensure all candidates have an equal opportunity to do well– ensure exams security before, during and after the exam– prevent possible candidate malpractice– prevent possible administration failures.

• In a written exam, there must be at least one invigilator for every 30 candidates at all times.

• In a practical exam or on-screen test, there must be at least one invigilator for every 15 candidates at all times.

Exam room set-up requirements• Displays and posters removed or covered.• Desks must be at least 1.25 m apart.• Seating plans identifying extra time candidates.• Seating place cards.• Clocks must be clearly visible and synchronised.• Board with centre number and start and finish times displayed.• Warning notices and mobile phone posters must be displayed.• Erratum notices/special announcements on display.• Notice to candidates must be in a prominent place outside the exams room.• Registers/absence record available.• Incident log available.• Invigilation record available.• Invigilator’s checklist available.• JCQ ICE regulations and awarding body subject specific instructions.

Before the exam starts

• There may be more than one exam happening at the same time.• Check that you have the correct exam question papers and materials -

these must be kept secure. • If a candidate has been identified as requiring a modified question paper,

check that the paper has been provided.• Double check that the number of invigilators allocated is adequate for the

expected number of candidates.• Check your means of summoning assistance. [INSERT DETAILS]

Entering the exam room

• The exam is in progress as soon as candidates enter the room!• Take the attendance register. Using the seating plan provided, seat

candidates by candidate number in a ‘snake’ pattern.• [INSERT CENTRE’S PROCEDURE FOR COATS AND BAGS]• The following items are not permitted in the exam room:

– mobile phones– iPods or MP3 players– food and drink (containers must be free from labels)– Tipex or correction fluid– gel pens.

• Candidates must have clear plastic pencil cases.• Know what to do when a candidate is absent.

Once candidates are seated

• Remind candidates that:– they are under exam conditions– mobile phones must be switched off and handed in.

• Open and hand out exam papers according to the seating plan– the seating plan may be colour coded for different exam / tiers of

entry [INSERT DETAILS OF CENTRE PROCEDURE]– where exam papers are named, distribute to the correct candidates.

• Distribute the answer booklets and any other stationery required.

Starting the exam – checklist

• Read out the instructions provided on the exam question papers.• Ask candidates to check they have the right paper.• Tell candidates to fill in all the details on the front of question

papers/answer booklets.• Advise candidates of the centre’s evacuation procedures.• Remind candidates that they are not allowed to leave the exam room until

one hour after the published start time.• Read the JCQ starting announcement (or centre-specific announcement).• Complete the attendance register in pencil in case of late arrivals.• Arrange for absentees to be contacted.• Write start and finish times clearly on the board provided, including extra

time allowances.• Complete the invigilator record as necessary.

During the exam

• Invigilators must give their full attention to invigilating the exam. A quiet, active observation creates a reassuring presence.

• Invigilators must not talk amongst themselves except to convey important information.

• Respond as quickly as possible when a candidate raises their hand for help.– Only answer questions about the rubric on the front of the exam

paper– Offer no advice to the candidate – check with the exams officer

if you are unsure.• Look out for cheating and malpractice, or candidates who may not feel

well.• Record every event in a log.

During the exam

• Unexpected situations can arise at any time.• Remain calm and summon help if necessary.• If you have to leave the room, make sure the number of invigilators does

not drop below the required ratio.– written exam = one invigilator for every 30 candidates– practical exam or on-screen test = one invigilator for every

15 candidates.• Ensure you have an alternative means of communication.

Late arrivals• Official published starting times. [INSERT CENTRE START TIMES]• All candidates who arrive late may be allowed the full allocated time to

complete their exam, however, they must be warned that their work may not be accepted by the awarding body.– Late arrivals are within one hour of the published start time.– Very late arrivals are more than one hour after the published start

time.• Remember to prompt late arrivals to switch off and hand in their mobile

phones• Candidates can leave the exam room one hour after the published start

time. [CHECK CENTRE POLICY]

If problems arise

• Know how to summon help.• Always write down what has happened, record the candidate’s name and

the time.• Maintain the required number of invigilators at all times.• Know the centre’s emergency procedures.• Minimise the effect of any disruptions on other candidates, allow extra

time for all candidates if the disruption is significant• If you are unsure of what to do, consult the JCQ ICE regulations or the

exams officer.

Ending an exam

• Give a five-minute warning before the end of the exam. • Be clear about which exam is ending.• Instruct candidates to stop writing when the time is up.• Advise candidates to name and attach loose sheets of paper with

a treasury tag.• Be aware that some candidates may have extra time.• Remind candidates that they remain under exam conditions until scripts

have been collected and they have left the room.• Ensure that candidate details have been completed on the scripts.• Collect any equipment lent out.

Collecting scripts

• Candidates cannot leave the exam room until scripts have been collected – no exam papers are to leave the exam room.

• Collect scripts in order of the attendance register keeping tiers and options separate as necessary.

• Collect any unused stationary.• Do not leave the scripts unattended at any time. • Do not read or allow anyone else to read candidates’ scripts. • Dismiss candidates row by row, in silence.• Keep ‘clash’ candidates with you and under supervision.• Hand over the scripts to the nominated person for dispatch.

Summary

• Always: – remain calm– consider the security of the exam– think of the implications for the candidates– keep a written record – who/what/when– maintain the required invigilator: candidate ratio at all times.

• Never assume! If in doubt, always consult the exams officer.

Experienced invigilators

Discussion points

• Centre-specific changes• Regulation changes• Lessons learned• Mentoring new invigilators• Additional roles for invigilators