Examination Invigilator Training

March 2012

WELCOME AND INTRODUCTIONS

• Format of today's session

• Presenters

• Exams team - Introductions

• New & existing invigilators

• The new website! (all training materials can be downloaded

here(http://arstaff.glam.ac.uk/examinations/invigilators/)

AGENDA

• Summary of Changes for 2012

• General Information

• Duty allocation

• Types of Examination Venue

• Roles of Invigilators

• Excluded Students

• Disability & Dyslexia

• Invigilator Duties - Overview

• Examination Pack – Outline of paperwork

• Returning paperwork to the Exams Office

• Unfair Practice

• Claiming for duties

• Questions

Summary of Changes for 2012

• New invigilator packs

• New website

• Expanded team in D34

• RC (Recreation Centre) is now called the Sports Hall

• Small amendments to the invigilators report

• New complaints procedure

• Registers MUST be annotated

• Excluded students

• Paperwork must be collated in a particular order on return to the Exams Office

GENERAL INFORMATION

Locations of examinations

• Atrium, Cardiff School of Creative Industries (all rooms with

CA prefix)

• Glyntaff (all rooms with GT prefix)

• Treforest (all other prefixes)

Room usage

If unsure of room location – please check in advance of the day

Campus maps are available online

Parking - student car park at Treforest/Glyntaff

- student/staff car park at Atrium – Cardiff

DUTY ALLOCATION

• Importance of returning availability chart

• 2012 statistics:

1259 examinations (this is inclusive of DDS provision)

8260 students

14 day timetable

• Full availability given priority

• Peaks and troughs in timetable – due to demands

• Reserve duty – sickness / absence, unexpected student

issues

• Unexpected changes to availability – in advance

• Unavoidable unavailability – day of duty

TYPES OF EXAMINATION VENUE

• Main examination – large venue

• Main examination – standard venue

• Disability & Dyslexia extra time venue

• Disability & Dyslexia own room venue

• Computer laboratory

o Disability & Dyslexia

o Online examinations

ROLES OF INVIGILATORS

• Invigilator

• Senior Invigilator

• Scribe

• Reader

• Typist

• „Reserve‟ invigilators

Excluded students

• Excluded students have been financially excluded by the University

• Excluded students are not permitted to be in attendance on a University site

• Excluded students are not permitted to sit examinations

• Excluded students – re-direct to the Exams Office, D34

Disability Exam Support

• Why?

• The Process

• Implications for you

• Types of Support

Why?

• The Equality Act 2010

To remove, where reasonably possible the disadvantage faced by a disabled person.

• Best Practice & University Core Value

“Promoting social inclusion and increasing participation in and progression…”

The Process to agree support

• Disabled student agrees the type of support with a Disability Adviser:

– Supported by independent recommendations

– Compatible with module learning outcomes

• Individual Support Plan (ISP) compiled

• Student confirms attendance and support required

• Student takes a copy of their ISP to each exam

Implications for you

• You may be invigilating a general exam in which a student claims to require disability provisions.

• You may be invigilating a number of students or just one student with disability provisions.

• You may be scribing or reading for a disabled student.

NB: where support has been agreed, specific instructions to invigilators will be included on the front of exam packs and the student should have a copy of their ISP.

Types of Support

• Extra time

• Rest Breaks

• Using Computers/Laptops

• Scribe

• Reading

• Modified papers

• Specific furniture or hardware

• Split exams

Other personal support

• The need to have reasonable food, drink and medication during the exam.

• Reading their paper and answer aloud. • Falling asleep and the need to be woken up. • Prompting for time every 15 minutes. • Prompting to refocus on work if becoming distracted. • Female/male support staff.

Please note that some students may be identified through invigilator instructions as having a hearing impairment and dependant on lip reading. However, you should be aware that in any group of students there may be individuals who depend on lip reading and appropriate clear communication where all students are able to see your face is essential.

DDS Examination Packs

Example of a Specific Needs pack label

PH2S09 (OR, R, PC)

ANON, A 01010202

01/05/2012 B138(OR)

9:30 AM Duration 2:30

25% et, scribe, pc, reader, rest breaks to be included in extra time, separate

room, stable solid chair with cushioned seat and back and arm rests

Invigilator Duties - Overview

• Sign in at least 30 mins before each exam, collect and check pack and go straight to room

• Set out the exam materials

• 15 mins before start of exam, allow candidates into room, check register when they are in their allocated seats

• Read the invigilators announcement

• Check the students‟ ID and Collect the attendance slips

• Periodically walk around the room

• Make announcement when 10 mins of exam time is remaining

• Clear the room

EXAMINATION PAPERWORK

• Exam papers and Examination Answer Booklet

Attendance Slip (tear off slip at the front of the booklet)

Remaining booklet and possibly continuation paper

• Invigilator Warning announcement

• Invigilator Report

• Examination Attendance Slip Envelope (A4 envelope)

• Examination Answer Book Envelope (A3 envelope) – each of these

should hold up to 30 annotated exam booklets

• Register

Examination Answer Booklet

- Attendance Slip

• Coloured attendance slip

• Tear off sheet

• Student completes

Examination Answer Booklet – Remaining

book

• Outside of answer booklet

• Student fold over the flap in

accordance with the

University policy for

anonymous marking

Invigilator warning Page 1

• Coloured sheet

Invigilator warning Page 2

• Coloured sheet

Invigilator report Page 1

• Pre-populated sheet

• Complete all information

Invigilator report Page 2

• Note everything and if no

incidents occurred, sign the

declaration

Examination

Attendance

Slip Envelope

• A4 white envelope

• Complete all information

Examination

Answer Book

Envelope

• A3 white envelope

• Complete all information

Returning the paperwork to the Exams Office Bundle the scripts envelopes, attendance slip envelopes, attendance register and Invigilators report together Bundle all „spare‟ and reusable materials together Bundle all spare exam papers and other waste materials together DO NOT place anything in any bins – hand everything in to the Exams Office

UNFAIR PRACTICE

• Definition

• Examples

• Procedure

CLAIMING FOR DUTIES –

EXAMPLE TIME SHEET

• Electronic submission

preferred

• Complete at the end of the

examination session

• Timesheets are available on

the website

CLAIMING FOR DUTIES

• Late starting examinations

• Submission Deadlines for timesheets

• Reserve duties – claim two and half hours

• No show students

• Late arriving students

• Travel between campuses

• Completing timesheets – example

ANY QUESTIONS