GUIDELINES ON EXAMINATION PROCEDURES FOR INVIGILATORS

Transcription

1 GUIDELINES ON EXAMINATION PROCEDURES FOR INVIGILATORS RECORDS AND EXAMINATIONS TEAM Revised November 2012

2 CONTENTS Page 1. Introduction Contact names and numbers in the Records and Examinations Team Allocation of Invigilation Duties Responsibilities of Senior Invigilators and Invigilators Access to the Examination Room Preparation of the examination room Admission of candidates to the examination room Identity and attendance verification of candidates Late admission to the examination room Anonymous marking procedures Queries on the examination paper General invigilation procedures during the examination Examination incidents Temporary absence from the examination room and early departures Procedure for the end of examinations Procedures for candidates with individual requirements Use of dictionaries in examinations Use of Electronic Aids in examinations Emergency procedure during examinations Appendices Appendix 1 Appendix 2 Appendix 3 Appendix 4 Examination announcements (start and end of examinations)..19 Examination regulations 22 Guidance to invigilators on dealing with suspected academic misconduct (cheating) in an examination...25 Guidance to invigilators on dealing with candidates with individual requirements 27 2

3 1. Introduction 1.1 This set of guidance notes is intended to inform invigilators of regulations and procedures with regard to University examinations. If you have any queries or need advice on some aspects of the invigilation process you should contact the Records and Examinations Team on the telephone/ numbers listed below. 2. Contact names and numbers in Records and Examinations Team Tel Deputy Head of Records & Exams: Joanne Hicks Records & Exams Assistant: Katharine Blackburn Records & Exams Assistant: Narumon Clark Records & Exams Team Records & Exams Reception (after 5pm enquiries) In an emergency, or if any problem arises during an examination, the Records and Examinations Team should be contacted immediately on any of the above numbers. There will be someone available at one of these telephones during examination sessions specifically to deal with enquiries connected with the examinations. The nearest telephone to examination rooms are as follows: New Sports Hall & Gymnasium Reception Desk in the Leisure Centre Lindsay Studio In the exam room Exhibition Suite Just outside the exit door of the Exhibition Suite (near to the Chancellor s Building Reception Desk). 3. Allocation of Invigilation Duties 3.1 Invigilators and Senior Invigilators for University examinations shall be appointed by the Records and Examinations Team. There should be at least two invigilators in an examination room and the recommended ratio is at least one invigilator to every fifty candidates. It is also recommended that, where possible, there is at least one male and one female invigilator. 4. Responsibilities of Senior Invigilators and Invigilators 4.1 The responsibilities of Senior Invigilators are outlined in Regulation 8/7 as follows: 1. The collection of papers from Records and Examinations Reception; 2. The conduct of the examination, from the admission of the students to the 3

4 examination room until the scripts are collected by examiners or their representatives or are returned to the Records and Examinations Team for later collection; 3. The distribution of the question papers and answer books to the examination desks before the start of the examination (see Section 6); 4. Commencing the examination promptly, making all announcements (see Appendices 1-4), noting the time that the examination commences on the whiteboard provided and subsequently ending the examination at the appropriate time; 5. Completing the attendance record of students in the examination room (see section 8); 6. The verification of the identity of students in the examination room (see section 8); 7. Keeping a record of any incidents or circumstances that may need to be taken into consideration by the Board of Examiners (see section 13); 8. The collection of all the answer books and verifying that the number of answer books collected matches the number of attendees; 9. Ensuring all unused answer books are returned to the invigilators' desk and that all question papers not used by students for recording their answers are collected from desks and placed in the confidential waste sacks in each examination room; 10. Ensuring that only materials permitted by the examination rubric are brought into the examination room; 11. Ensuring that all regulations and procedures are adhered to and that students are kept under constant supervision; 12. Determining whether emergency procedures for evacuation should be initiated (see section 19); 13. Contacting the Records and Examinations Team in the event of a suspected breach of regulations; 14. Deciding whether to exclude a student from the examination room. 4.2 Senior Invigilators have overall responsibility for the examination room and will direct the other invigilators to support them in carrying out these duties. 4

5 4.3 All invigilators must: 1. Be familiar with the contents of these guidelines, including the regulations in Appendix Arrive in good time at the examination room for the start of each session. This is normally twenty minutes before the start of an examination. 3. Before the start of the examination, make themselves aware of the location of all fire exits. 4. Before the start of the examination, ensure they are aware of the contents of the rubric of the examination papers, and of any special materials that are permitted by the rubric. 5. Ensure that only materials permitted by the examination rubric are brought to the examination desks. The only other permitted materials are essential writing materials. No pencil cases or similar are permitted at examination desks. Any other materials, bags etc. must be left at the front of the examination hall. 6. Give the examination their full attention. 7. Be aware of any conditions that may interfere with a student s concentration, and if possible take steps to remedy any distractions that are within the control of the invigilator. 5. Access to the Examination Room 5.1 Senior Invigilators are responsible for the security of examination rooms and for collecting and returning keys. Lindsay Studio 2 New Sports Hall Gymnasium The key is obtained from the Records and Examinations Team. The key is retained by the Leisure Centre; the Senior Invigilator should report to the Reception Desk in the main foyer and ask for the room to be unlocked and the lights switched on. The doors at both ends of the Hall should be unlocked for access by the students and for safety reasons. At the end of the examination the Senior Invigilator should ensure that the room is locked by Leisure Centre staff. The key is retained by the Leisure Centre; the Senior Invigilator should report to the Reception Desk in the main foyer and ask for the room to be unlocked and the lights switched on. The 5

6 door and fire exit should be unlocked for access by the students and for safety reasons. At the end of the examination the Senior Invigilator should ensure that the room is locked by Leisure Centre staff. Exhibition Suite The key is obtained from the Records & Examinations Team. (Chancellor s Building) 6. Preparation of the examination room 6.1 The Senior Invigilator is responsible for collecting the examination papers and attendance sheets from Records and Examinations Reception at least thirty minutes before the start of the examination and taking them to the examination room. The Senior Invigilator will be met at the room by the other invigilators. Invigilators from the previous session should have posted the new seating lists on the boards outside the venue. 6.2 Invigilators will put out the following on the desks: 1. Question papers FACE UP on the desks (unless otherwise stated on the rubric of the paper) numbered as shown on the packets prepared by the Records and Examinations Team. 2. Answer books, FACE DOWN unless the candidates are required to answer only on the question paper, in which case an attendance slip should be placed on the desk. 3. Any special requirements (as indicated on the rubric of the question paper) should be placed on the desks indicated. 6.3 When the Senior Invigilator is satisfied that the room is prepared for the examination and that the invigilators are aware of any special requirements (e.g. candidates being permitted to use texts, no calculators being allowed) the candidates should be admitted to the room. 7. Admission of candidates to the examination room 7.1 Each candidate has been allotted a desk number for each examination. Seating lists are displayed outside the examination room at least thirty minutes before the examination. Candidates are responsible for obtaining their desk number in advance of entering the examination room. Invigilators must resolve any disputes between candidates regarding their allotted desk number, prior to the examination commencing. 7.2 NO PERSONS OTHER THAN CANDIDATES, INVIGILATORS, AND STAFF OF THE 6

7 PLANNING AND ACADEMIC ADMINISTRATION DIRECTORATE SHOULD BE ADMITTED TO THE EXAMINATION ROOM. IT IS PERMITTED FOR A STAFF MEMBER FROM AN ACADEMIC SCHOOL WHOSE EXAMINATION PAPER IS TAKING PLACE TO BE PRESENT AT THE START OF THE EXAMINATION IN CASE THERE IS ANY QUERY ON THE QUESTION PAPER. At the end of each session, no one should be allowed into the room until the examination has ended. 7.3 The Senior Invigilator is responsible for admitting candidates into the examination room, five to ten minutes before the examination is due to begin (depending on the number of candidates to be seated), and ensuring that candidates are silent once they have entered the examination room. 7.4 Invigilators should ensure that students leave bags and other personal belongings well away from their desks in a designated area. In cold weather candidates may prefer to wear coats at least to start the examination. 7.5 Students are only permitted to take the following items to their examination desk: Small plastic bottles of water Essential writing materials Calculators, provided that they are not prohibited in the rubric and that they conform to Regulation 8/9 (see Appendix 2). Details of the permitted calculators are printed in the instructions on the cover sheet of the answer books. 7.6 For certain examinations, students are permitted to bring authorised texts but this will be clearly stated in the rubric on the top of the cover sheet of the question paper. 7.7 The following items are not permitted at examination desks: Food, drink other than water and sweets (however diabetic students are permitted to eat, the Records and Examinations Team will make these students known to the Senior Invigilator). Mobile phones either on the desk or in a pocket (see the Examination announcement). Any notes or texts, unless permitted in the rubric. Dictionaries and electronic spellcheckers. For dyslexic students, and in certain cases where stated in the rubric, dictionaries may have been authorised but these must be provided by the Records and Examinations Team: students may not bring their own. Pencil cases For the regulation regarding the use of dictionaries and electronic aids in examinations please refer to sections 17 and Any student that hands a mobile phone, or any other item of value, to an invigilator should be issued with a numbered receipt. The item is then placed in a clear plastic 7

8 bag with the second copy of the receipt and stored in the box at the front of the room. At the end of the exam the item is returned to the student upon production of the matching numbered receipt. 7.9 Any candidate who is not on the seating list should be found an empty seat and given the relevant examination paper and an answer booklet. Their name should be added to the relevant attendance sheet Students must not either turn over their exam answer book or open or turn over the exam paper until instructed to do so by the Senior Invigilator The examination must not begin until the Senior Invigilator has completed the announcements and informed candidates that they may start writing. 8. Identity and attendance verification of candidates 8.1 It is a requirement at examinations that candidates identities are verified when the attendance check is carried out. The procedure is as follows: 8.2 All candidates will be required to bring with them to examinations their Keele card as proof of their identity, which must be left on the top right hand corner of their desk. During the announcements the Senior Invigilator will ask any candidate who does not have their Keele card (which displays their image) with them to put up their hands. The invigilators will distribute declaration forms which must be completed by these students and left on their desk for collection during the attendance check. 8.3 When the examination has begun, the invigilators should collect the attendance slips from the candidates' desks, and at the same time check that the name on the attendance slip matches the name on the Keele card, and that the candidate is the person whose photograph appears on the Keele card. Where the candidate does not have a Keele card the declaration form must be collected in addition to the attendance slip. This declaration form should be countersigned by the invigilator who has collected it. The Records and Examinations Team should be contacted if an invigilator is in any doubt about a candidate s identity. 8.4 Attendance slips must be collected in alphabetical (desk number) order, and then checked against the attendance sheet, and a note made of any candidate sitting in the wrong seat. However, as the examination will have commenced at this stage, the candidate should not be asked to move seats. Examination entry lists should be amended for candidates marked absent, but who arrive late. Any absentees should be listed on the absentee sheet, which is returned to the Records and Examinations Team at the end of the examination. Any candidate who did not have a seat on the original list should be added to the attendance sheet with the desk number. 8

9 8.5 At the end of the examination the examination entry lists are given to the School representative with the completed answer books. Attendance slips and declaration forms are returned to the Records and Examinations Team. 9. Late admission to the examination room 9.1 Candidates arriving late are allowed to enter the examination up to thirty minutes after the start of the examination. The Senior Invigilator will need to use his/her discretion for any candidate arriving after the first thirty minutes: if no candidate has left the examination, then it is better to allow the late candidate to attempt the examination in the remaining time available. Under these circumstances there will have been no breach of security. However, the time of arrival of the candidate should be noted on the incident sheet, and the candidate must be informed that THEY WILL NOT BE PERMITTED TO CONTINUE WITH THE EXAMINATION AFTER THE OFFICIAL END TIME OF THE EXAMINATION. 9.2 If a candidate claims that their late arrival is due to misinformation provided by the School/Records and Examinations Team, this fact must be reported by an invigilator immediately to the Records and Examinations Team, who will investigate the matter and decide whether it is possible for the candidate to be allowed the full amount of time allocated to the examination. 9.3 The details of any late candidates must be added to the attendance sheet. 10. Anonymous marking procedures 10.1 An anonymous marking scheme operates for all examinations. As above, candidates are required to bring with them a valid Keele card on which is printed their registration number. Any candidate that has not brought a valid card with them can be given their registration number during the course of the examination. Alphabetical lists of all current students giving their registration number are kept in all examination rooms. If a candidate s name cannot be found on one of these lists then an invigilator should ring the Records and Examinations Team to request the number Candidates will be asked to write their name in the box located in the right-hand corner of the answer book and to seal the fold-down corner, they should also complete the tear-off slip at the bottom of the book. If any candidate writes their name in the answer book in error, then this can be eliminated at the end of the examination. 11. Queries on the examination paper 11.1 It is a requirement that all Schools provide the name of a qualified member of staff who will be available to answer any queries during the examination sessions when 9

10 their papers are taking place. If there is a query on the examination paper the Senior Invigilator should contact the Records and Examinations Team who will get in touch with the member of staff responsible for that particular question paper. Some Schools may send a representative to the start of their examinations so that they are on hand in case there is a query on the examination paper. The Senior Invigilator should have been informed if anyone from a School is attending so that they are aware that the representative should be admitted into the examination room The Records and Examinations Team should always be informed of any problem with the question paper as there may be candidates taking the examination in a separate venue. 12. General invigilation procedures during the examination 12.1 At least two invigilators are required to be present in the examination room throughout the examination. Invigilators should: 1. Position themselves around the examination room so that all candidates can be seen by at least one invigilator. 2. Walk around the room periodically, whilst being mindful of creating unnecessary distractions for the candidates. 3. Ensure that any consultation required with other invigilators is conducted quickly and quietly Supplementary answer books will be kept on the invigilators desk in each examination room, and may be issued on request, with a treasury tag for attaching it to the main answer booklet At some point during the examination, the answer books and question papers should be removed from the examination desks where a candidate is absent. This ensures that these books do not get mixed up with completed examination books at the end of the examination and that none are removed from the examination room by candidates. 13. Examination incidents 13.1 Any incidents that examiners need to be made aware of should be noted on the incident sheet kept on the invigilators desk. This is subsequently copied to the relevant departments. Examples may include: undue noise that the invigilators have no authority or ability to cease; candidates reporting an intention to continue with an examination despite feeling ill; candidates leaving the examination unusually early; warnings to students for suspected breach of regulations, for example communication, use of notes or other suspicions of cheating (where cheating is suspected a Report of 10

11 suspected academic misconduct form should also be completed please refer to Appendix 3). Times should be recorded where appropriate. Invigilators should NOT write the time of leaving on the student s examination booklet. Illness 13.2 If a candidate believes that they are too ill to continue with an examination, or arrives but feels unable to start an examination, they should be told that they need to make arrangements to see a doctor immediately to obtain a medical note to confirm that they are unfit to take the examination and to take this note to their School. They should then speak to their School about completing an Extenuating Circumstances form. If a candidate starts an examination but is unable to complete it, it will be the examiners responsibility to take into consideration the circumstances when returning a mark for the examination. Therefore full notes on the incident sheet will be required, which can be taken into consideration in addition to their medical report Under no circumstances should an invigilator advise a candidate that they must continue with an examination, despite feeling ill. The decision to continue should be taken by the candidate, albeit an informed decision. Candidates should be informed of what will happen if they are absent from an examination (13.2 above), or if they take an examination when they are not on their best form If a candidate arrives and says that they have not been feeling too well but would like to take the examination, ask them if they would prefer a seat near to the exit at the front of the room and move them if required. Panic 13.5 If a candidate suffers a panic attack during the examination and does not feel able to continue, it may help if the candidate is allowed to temporarily leave the room for a few minutes in the company of an invigilator. If the candidate does not feel able to continue with the examination they should be advised that they need to make arrangements to see a doctor immediately to obtain a medical note to confirm that they are unfit to take the examination. They should then speak to their School about completing an Extenuating Circumstances form If an invigilator is concerned that a candidate has left the examination in a state of distress the Records and Examinations Team should be informed immediately. If it is felt necessary the Records and Examinations Team will contact the Student Support Division to ask for someone to get in touch with the student and check their condition. Cheating 11

12 13.7 If an invigilator suspects that a candidate is cheating in an examination, he/she should attempt to seek the opinion of another invigilator, and should report the matter to the Senior Invigilator. The procedure for dealing with such situations is given at Appendix 3. Mobile Phones 13.8 If a student is found to have a mobile phone on their person during an examination then the phone should be removed, they should be issued with a numbered receipt and asked to report to the front desk at the end of the examination. The invigilator should complete two copies of the unauthorised material in examination form and place these with the numbered receipt and the phone in a clear plastic bag. At the end of the exam the student is required to sign both copies of the form, and their phone is returned to them. One copy of the form should be issued to the student and the second copy returned to the Records and Exams Team. Other misconduct 13.9 It will be the judgment of the Senior Invigilator to exclude from the examination room any candidate who is behaving in such a way that causes disruption to other candidates and who does not correct their behaviour following a verbal warning. Any such action has the authorisation of the Director of Planning and Academic Administration. 14. Temporary absence from the examination room and early departures 14.1 In the interest of the majority of the candidates, unnecessary comings and goings must be forbidden. Candidates may ask to leave the room temporarily for good reason and should raise their hand if they need attention; candidates may not leave the room to smoke. Candidates may leave only one at a time, and must be accompanied by an invigilator. No student intending to return to the examination should be allowed to leave the examination room unaccompanied. If a candidate leaves the room then returns, they must complete the examination in the normal time i.e. they will not be given time at the end of the examination to compensate for time lost during their absence. If a candidate is absent from the room for a substantial amount of time because of illness or panic, then the invigilators should advise them of their options as in above If any candidate finishes their examination earlier than the scheduled time and departs, a note (with time of departure) should be made on the relevant attendance sheet (BUT NOT ON THE STUDENT S EXAMINATION SCRIPT). This is required for safety reasons (see Section 19). On completing an examination, a candidate should prepare their script for marking AND HAND IT TO AN INVIGILATOR BEFORE LEAVING THE ROOM Candidates are not permitted to permanently leave the examination in the first thirty 12

13 minutes. This is because candidates arriving late are allowed to enter the examination room up to thirty minutes into the examination, and ensures that late arrivals will not have communicated with any person who has seen the examination paper. Candidates are also not allowed to leave the examination in the last fifteen minutes. This minimises disruption at the end of the examination In many cases, candidates who are taking the examination in a separate room may have had an earlier start time than the normal scheduled time because they have been granted additional time to complete the examination. In this case, the candidate may not leave the examination until 30 minutes into the normal scheduled start. For instance, a candidate who starts their examination at 9.00 am where the main hall starts at 9.30 am will only be able to leave the room from am. This is to avoid breaches of examination probity. 15. Procedure for the end of examinations 15.1 The Senior Invigilator will announce when fifteen minutes of the examination time remains, and will end the examination at the appropriate time, making the necessary announcements. Candidates are allowed five minutes after the end of the examination for completing details on answer books and collating all their answer material. No additions may be made to answers during this period, and at the end of the five minutes all writing must cease Invigilators are responsible for collecting all the answer books before the candidates are permitted to leave the room. When collecting answer books invigilators should check that a registration number has been entered on the front cover. For ease of tracing any discrepancy, books should, as far as possible, be collected in desk number order. Any unused answer books and other materials distributed to candidates (e.g. periodic tables, Handbooks of Mathematics, Physics and Astronomy Data) should also be collected and returned to the invigilators desk When all the desks are clear of examination books, the Senior Invigilator will announce that the candidates may leave the room. UNTIL THAT TIME CANDIDATES MUST REMAIN SEATED AND SILENT Candidates are NOT permitted to remove any paper from their desk, including question papers, additional material supplied by the School (as detailed on the rubric etc.) nor any answer books. Invigilators are responsible for checking that candidates do not remove anything except their personal belongings When the candidates have left the examination room, the number of scripts within each subject should be counted and matched against the number of attendees to ensure that all the answer books have been collected A designated representative from each School will collect the answer books and any question papers used by students for recording their answers. The names will be 13

14 listed on the "Receipt for Scripts" form and the Senior Invigilator must ask the representative for identification. The representative must sign for the number of scripts taken. Storage cases are available for the answer books; the representative should also be given the examination attendance list and any spare question papers. Any examination scripts (along with question papers used by students for recording their answers) that are not collected by Schools should be taken to Records and Examinations Reception by the Senior Invigilator The Senior Invigilator must sign the absentees sheet to confirm that the number of returned, unused, answer books correlates with the number of absentees. It is important that unused answer books do not leave the examination room. All unused answer books should be returned to the appropriate stock pile Before leaving, the invigilators should ensure that everything is cleared away and that the examination desks have been cleared of rubbish (including question papers left behind by students) and are tidy. The Senior Invigilator is responsible for preparing for the next examination session by: (i) counting the number of full boxes of unused answer books remaining in the examination hall and if fewer than 5, to advise the Records and Examinations Team so that further stock can be delivered for the next session. Also, to advise the Records and Examinations Team if there is a shortage of any other stationery. (ii) taking down the Seating Lists for this examination and displaying the Seating Lists for the next examination outside the examination room The Senior Invigilator is responsible for ensuring that all doors are locked upon leaving (see section 4) and that all lights and the amplification system (if present) have been turned off The Senior Invigilator should ensure that the following is returned to Records and Examinations Reception: Any examination scripts (and attendance sheet) not collected by departments List of absentees List of any students added to the attendance list Attendance Slips Receipt for scripts forms Invigilators Attendance form Any completed incident sheets Key to the room (if applicable) 16. Procedures for candidates with Individual Requirements 16.1 There is a formal procedure for approving student applications for individual provision in examinations, covered by Regulation 8/13. Individual provision is arranged for a 14

15 range of circumstances including dyslexia, visual, physical and sensory impairment or chronic illness. Only candidates whose applications have been successful are permitted individual provision in examinations. Individual provision can include the following: extra time, rest breaks, use of a computer, amanuensis, reader, etc. These candidates take their examinations in designated individual examination rooms One of the invigilators responsible for a room of candidates with individual requirements will be asked to collect the question papers from Records and Examinations Reception. At the end of the examination one of the invigilators will return the completed examination answer books, attendance sheets and attendance slips, together with any equipment that was required (e.g. clocks, statistical tables) to the Records and Examinations Reception The invigilators will be informed of any individual provisions that the candidate is allowed for the examination. Some guidance on dealing with candidates with individual requirements is given at Appendix For all individual requirement candidates, other than dyslexic candidates, the invigilator should ask them if they are happy with the examination environment, e.g. where they are seated with regard to the lighting, is the computer suitably positioned? A few minutes should be allowed before the examination starts to make the examination environment as comfortable as possible for the candidate. 17. Use of dictionaries in examinations 17.1 As stated in Regulation 8/10 (see Appendix 2) the use of dictionaries is not permitted in any examination unless it specifies otherwise on the rubric of the examination paper. This applies to all candidates, of whatever nationality. This includes electronic spell checkers An English Dictionary is provided by the Records and Examinations Team for use by dyslexic students in the small examination rooms for candidates with individual requirements. These must not be removed from the examination room. 18. Use of Electronic Aids in examinations 18.1 Regulation 8/9 (see Appendix 2) outlines the use of electronic aids in examinations. Spare calculators are not available in the examination room so candidates are informed that they should ensure that they have spare batteries and that their calculator is working properly. 19. Emergency procedure during examinations 19.1 Senior Invigilators are responsible for co-ordinating the preparation of every examination room. In particular they will ensure that the exit doors, which have been 15

16 secured for security reasons between examination sessions, are unlocked and available for use. Fire 19.2 Invigilators must read the fire action notice displayed in each room, which clearly states the procedure for summoning the Fire Brigade in the event of a fire. Fire Action notices read as follows: 1. Sound the alarm 2. Dial to call the Fire Brigade. 3. Dial 888 to inform Security (so that they can arrange for the fire service to be met at Main entrance) 4. Attack the fire only if safe to do so. 5. On hearing the fire alarm leave the building by the nearest safe route. 6. Close doors behind you. 7. Report to assembly point (assembly point will be indicated on the Fire Action Notice) Do not return to the building for any reason until authorised to do so. Do not use lifts Invigilators must ensure that they are aware of the location of the nearest telephone. If there is only an internal telephone (with no direct line out of the University) the invigilator will need to ring Security on 888 to make arrangements for the emergency services to be called. First Aid 19.4 Invigilators should note that Security staff are trained in first aid and can be contacted by calling 888. Where it is judged that an ambulance is required, the number to dial is to summon the ambulance service. Immediately after this, Security should also be informed on 888 that the ambulance service has been summoned so that they can arrange for the ambulance to be met at the Main entrance. Procedure to be followed for emergency evacuation of the examination room 19.5 The Senior Invigilator is responsible for initiating evacuation procedures in the event of an emergency, such as a fire, bomb scare, gas leak, etc. This could be as a result of hearing the fire alarm or receiving communication from Security or the Records and Examinations Team. In such cases the Senior Invigilator should make the following announcement: "Ladies and Gentlemen - an emergency has arisen which makes it necessary for you to leave the building. Please walk out calmly by (whichever exits are useable). Do not stop to collect your belongings. Leave all examination scripts 16

17 and papers on your desk. Please assemble at [give local assembly point] and please do not leave this area until you are told to do so. Local assembly points are as follows: o Exhibition Suite Chancellor s Building Car Park o New Sports Hall and Gymnasium Leisure Centre Car Park o Lindsay Studio Outside Hexagon Building o Dorothy Hodgkin Building Front of Huxley Building 19.6 Invigilators should make sure that all available exits are opened and that students abide by the announcement given When evacuating an examination room the Senior Invigilator should remove the attendance sheets. At the Assembly Point a register (using the attendance sheets) must be taken to ensure, as far as is possible, all candidates and invigilators have left the building If there is a fire and remaining at the Assembly Point becomes unsafe then it may be necessary to withdraw further from the building. Usually Security staff would be able to offer advice, but if not the Senior Invigilator should make a decision whether to allow candidates to disperse When the Fire Brigade arrives, the Senior Fire Officer will take control of the situation and his/her instructions must be followed. No one must re-enter the building for any reason until the Senior Fire Brigade Officer has given permission to do so. NB any contravention of these procedures must be reported As soon as it is possible and safe to do so the Senior Invigilator should alert the Records and Examinations Team that the examination has been stopped. This could mean one of the invigilators being released to walk to another building that is not affected by the emergency in order to access a telephone The invigilators should ask all students to remain at the assembly point until a decision has been taken by the Records and Examinations Team as to whether or not the examination will be abandoned. For example if the emergency turns out to be a false alarm and permission is given to re-enter the building it may be decided to restart the examination, depending on how much time has elapsed since the examination was stopped and also how much examination time is left. Any decision taken will be done in consultation with the Fire Officer and Security as the safety of the students must take priority. Power Failure If there is a power cut which results in visibility being reduced to such an extent that the students ability to write is impeded, the examination must be stopped. The Senior Invigilator should note the time and make the following announcement: 17

18 Due to the power failure the examination is being halted. Please stop writing, keep silent and remain in your seats while we ascertain how long the power failure is likely to last One of the invigilators should contact the Records and Examinations Team to inform staff of what has happened. The Records and Examinations Team will immediately contact Estates and Buildings to find out why the power failure has occurred and how long it is likely to last. Upon receipt of this information a decision will be made as to whether or not the examination will be re-started on the basis of how long the power failure is likely to last and how much examination time has elapsed If the power is restored within a short period of time the Senior Invigilator will announce that the examination is to be re-started and will inform the candidates of the new end time If the decision is taken not to continue with the examination then the invigilators should collect all the examination scripts in the usual way. The Senior Invigilator should then give candidates permission to leave. However due to the reduced lighting levels candidates should be asked to leave a few rows at a time and to be very careful when leaving the room. 18

19 EXAMINATION ANNOUNCEMENTS (START OF EXAMINATION) APPENDIX 1a The following instructions are to be issued to candidates by the Senior Invigilator: (Please use the microphone in the large venues if one has been provided) Welcome to this morning/afternoon/evening examination session at Keele University. Can I please have your full attention for the following important announcement: (a) (b) (c) (d) (e) (f) (g) You are now subject to the University examination regulations; candidates must remain silent at all times, unless permitted to speak by an invigilator. You must not attempt to communicate by any means with another candidate or indulge in any kind of behaviour which may disrupt the smooth progress of this examination. You are reminded that all personal belongings must be left either at the designated space in this examination room or on the invigilators desk. This includes mobile phones, pencil cases and revision notes. You should note that possession of any form of notes, either on your person, or on or around your desk is not permitted. If you have any unauthorised materials either on your desk or on your person then now is your last chance to hand them in without penalty. Please check your desk and your pockets, and either bring any remaining materials to the designated space, or hand them to an invigilator. All mobile phones must be switched off and any alarms deactivated. If your phone is in your bag and you think there is a possibility that it could still be switched on then you may leave your seat to check this now. Anyone who has a mobile phone on their desk or person should hand it to an invigilator now. You will be given a numbered receipt and you may collect your phone when you leave the exam. Dictionaries, including electronic ones, are not permitted and should be brought to the front immediately. Unless otherwise stated in the rubric of the paper, if you have a calculator it must have no facility for the storage of alphabetical information other than hexadecimal numbers and no communications facility. If your calculator does not conform to this specification it must be brought to the front now. Please note that if, after this announcement, you are found to have a mobile phone, notes or any other non-permitted materials on your desk or person, this will be viewed as a serious breach of University examination regulations. You will be asked to leave the exam venue and a report will be forwarded to the University Academic Misconduct Panel. If the Panel subsequently decides that there is a proven case against you, they will make a recommendation to the Vice-Chancellor; the maximum penalty is withdrawal from the University. Please now take a moment to check that you have the correct examination paper on 19

20 your desk, but do not open or turn over the paper until I instruct you to do so. If you think that you do not have the correct exam paper, please raise your hand now and an invigilator will assist you. (h) (i) (j) (k) You should now turn over your exam answer book. Write the first 8 digits of your student number in the appropriate space on the answer book, answer sheet or examination paper, as required. Please check this number carefully against your Keele card. If you do not have your Keele Card please raise your hand and an invigilator will advise you of your student number. If you are using an answer book you should also write your details in the top right-hand corner, then fold and seal the flap to cover your name. You must also complete an attendance slip. If you are using an answer book you will find this in the bottom right-hand corner of your book: please complete it, tear it off, and place it on the corner of your desk. If you are answering on the examination paper or on an answer sheet please fill in the separate attendance slip provided. Place your Keele card on the top right-hand corner of your desk. If you do not have your Keele card please raise your hand now. A declaration form will be brought to you, which must be completed and signed. This will be collected with your attendance slip. Begin each answer on a new page in the answer book. All rough work must be completed in the answer book, pages must not be torn out of the book. You should also write your student number at the top of each page where a new question has been started. (l) You may not leave the examination room during the first 30 minutes or the last 15 minutes of the examination. If you require attention you must raise your hand and wait until the invigilator comes to you. If you leave the examination early, you must hand your script to the invigilator; please show respect for fellow students who are still working and leave the room as quietly as possible. (m) (n) At the end of the examination you will be asked to remain seated and silent for further announcements and until all answer books are collected. You must not remove any answer books or question papers from the examination room. Once it is time for the examination to start the following announcement should be made (o) The time is <state start time>. Good luck everybody, you may now open your exam paper and commence writing. EXAMINATION ANNOUNCEMENTS (END OF EXAMINATION) 20

21 You should announce when there are only 15 minutes left of the examination and that candidates are not allowed to leave the examination. At the end of the examination announce that the examination time has finished then: (a) (b) (c) (d) (e) (f) The examination has now finished, please stop writing now. Ensure that you have completed the appropriate sections of the answer books. You must not amend existing answers. Make sure the numbers of the questions you have answered are written in the relevant section on the front of the answer book and that you have also written the module title and module number on the cover. Any supplementary books should be attached to the main book with a treasury tag. Check that you have written the first 8 digits of your student number correctly. You must remain seated and silent until all answer books have been collected and you have been told to leave You must not remove any answer books or question papers from the examination room. When all the answer books have been collected, ask the candidates if they have all handed their examination scripts to an invigilator (just to check that none have been missed) and then instruct the candidates that they may leave the examination room. APPENDIX 2 21

22 EXAMINATION REGULATIONS General conduct in examination rooms is governed by Regulation 8 8 which is printed below. The use of electronic aids and dictionaries in examinations are governed by Regulation 8 9 and 8 10 which are printed below. Regulation 8 8. CONDUCT OF STUDENTS IN EXAMINATION AND IN-COURSE ASSESSMENTS 8.1 Any student in breach of these regulations and/or committing any act which might obtain for him/herself or for another student an unpermitted advantage shall be regarded as cheating. Students must not, in any way, attempt to present an examination script or in-course assessment as their own work when the script or assessment includes, or would include, material produced by any unauthorised means whatsoever. Any material quoted from other sources must be acknowledged, and where the assessment has been authorized to be carried out in collaboration with other students, the individual contributions must be indicated. Any conduct in breach of the provisions of this paragraph may be deemed to constitute cheating within the meaning of Ordinance IV.6., save that cases of plagiarism or collusion deemed to be minor may be dealt with within departments in accordance with University policy. 8.2 Personal belongings of students, including coats and bags, shall be left in the place designated for this purpose at the examination venue. (In cold weather, invigilators should allow candidates to wear their coats during the examination). 8.3 Smoking is not permitted in an examination venue at any time. 8.4 Subject to such general directions as may from time to time be given by the Senate, the Director of Planning and Academic Administration may authorize the use of equipment, tables, texts or other aids in any examination. Any such authorization shall be indicated on the rubric for the examination paper, and appropriate advance notice shall be given to all students by the examiners. 8.5 Students shall not be permitted to take to an examination desk any pencil case or similar receptacle (unless this is transparent). 8.6 Each student shall be required to place his/her Keele card on the desk in the examination venue for the duration of his/her examination. Attempts at impersonation of any candidate shall be deemed to constitute cheating within the meaning of Ordinance IV.6. Both the impersonator and the student shall be deemed to be in breach of the regulation and may be subject to disciplinary action. 22

23 8.7 Students shall be admitted to the examination venue five to ten minutes before the start of the examination, as deemed appropriate by the Senior Invigilator. 8.8 No student shall be admitted to the examination venue later than thirty minutes after the start of the examination unless the Senior Invigilator can confirm that no student has already left the examination venue, either temporarily or permanently. 8.9 No student may leave the examination venue, either temporarily or permanently, until thirty minutes after the start of the examination, save in exceptional circumstances and with the permission of an invigilator No student may leave the examination venue, either temporarily or permanently, during the last fifteen minutes of the examination, save in exceptional circumstances and with the permission of an invigilator Any student who temporarily leaves the examination venue must be accompanied by an invigilator. Any student who leaves the venue temporarily without being accompanied by an invigilator shall not be readmitted to the examination Before commencing the examination, each student shall be required to complete examination stationery in accordance with the instructions issued by the Senior Invigilator No student shall communicate with any other student in an examination venue, prior to, during or at the end of the examination on any matter or in any way whatsoever All answers and rough work shall be completed on the stationery provided and written legibly. With the approval of the Director of Planning and Academic Administration, examiners shall be permitted not to mark an illegible examination script or to require the student to have the script typed at the expense of the student The Director of Planning and Academic Administration or his/her authorized representative, may, for good cause refuse to admit any student to the examination venue and exclude any student from the venue. Whether "good cause" has been established shall be at the discretion of the Director of Planning and Academic Administration or his/her authorized representative; any breach of these regulations may be deemed as good cause Any student excluded from, or refused entry to, the examination room under the provisions of 8.15 above shall be deemed not to have attended that paper, and the question whether the student was absent with sufficient cause shall be considered by the Sub-committee for Awards under Ordinance IV When the Senior Invigilator announces the end of the examination students shall: stop writing their answers immediately; and remain seated in silence until permitted to leave the examination venue by the Senior Invigilator. 23