EXAM INVIGILATOR HANDBOOK

 
EXAM INVIGILATOR HANDBOOK
EXAM INVIGILATOR
   HANDBOOK
    UPDATED MAY 2019

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EXAM INVIGILATOR HANDBOOK
TABLE OF CONTENTS                                             PAGE
1. INTRODUCTION AND CONTACTS                                  04
         i.   Important contacts
        ii.   Line Management
       iii.   Notice of Absence
      iv.     Contacting Teams & Schools During an Exam
        v.    Handbook
      vi.     Ambiguity in the Rules or Handbook
      vii.    Other Important Contacts

2. EMPLOYMENT INFORMATION                                     04
        i.    Induction and Training
       ii.    Before Each Exam Diet
      iii.    Availability for an Examination Diet
      iv.     Invigilation Allocation and Schedules
       v.     Pay – Additional Payments
      vi.     Travel and Parking Arrangements

3. ROLE AND RESPONSIBILITIES OF AN INVIGILATOR                05-06
        i.    Your Role
       ii.    Responsibilities
      iii.    Teams & Teamwork
      iv.     Breaks
       v.     Relief Invigilators
      vi.     Contacting a Relief Invigilator

4. EXAM INFORMATION                                           06
         i.   General Note
        ii.   Number of Students Sitting Exams
       iii.   Additional Equipment Used in Exams

5. STUDENTS WITH ADDITIONAL SUPPORT REQUIREMENTS              06-08
         i.   Additional Requirements
        ii.   Examples of Additional Requirements
       iii.   Separate Rooms and Computer Clusters
      iv.     Use of a Scribe or Reader
        v.    Assistance for Students with Impaired Hearing
      vi.     Failure to Supply Additional Support
      vii.    Short Term Disabilities

6. SEPARATE ROOM INVIGILATION                                 08
         i.   Students
        ii.   Procedure
       iii.   End of the Exam

7. BEFORE THE EXAM                                            08
        i.    On the Day of the Examination (step-by-step)

8. ADMITTING STUDENTS TO THE EXAM                             09
        i.    Late Arrivals
       ii.    Wrong Exam Venue
      iii.    Student Belongings
      iv.     Exam Times
9. DURING THE EXAM                                            09-11
        i.    Attendance
       ii.    Supervision
      iii.    Errors in an Exam Paper
      iv.     Minimising Disruption
       v.     Bathroom Breaks for Students
      vi.     Food and Drink
     vii.     Exam Materials
     viii.    Use of Additional Equipment in Exams
      ix.     Use of Dictionaries
       x.     Use of Calculators
      xi.     Borrowing in Exams

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EXAM INVIGILATOR HANDBOOK
10. BEHAVIOUR OF STUDENTS                                                           11
         i.   Unacceptable Behaviour
        ii.   Students Seeking to Gain an Unfair Advantage
       iii.   Procedure Regarding Improper Behaviour

11. DEALING WITH INCIDENTS                                                          12
         i.   Report Forms
        ii.   The Importance of Reporting Incidents
       iii.   Recordable Incidents
       iv.    Fire Alarm

12. STUDENT ILLNESS                                                                 13
        I.    Student Illness
       II.    Our Process

13. ENDING AN EXAM                                                                  13-14
         i.   Procedure for Ending the Exam (students)
        ii.   Removal of Exam Papers
       iii.   Collecting Exam Material
       iv.    Exam Scripts/Tele forms – Security – Collection by Schools
        v.    School Assistance in Exams

14. INVIGILATOR CODE OF CONDUCT                                                     14-15
         i.   Conduct
        ii.   Timekeeping
       iii.   Preparation
       iv.    Be Aware
        v.    Students
       vi.    Distracting Students
      vii.    Enquiries
      viii.   Reports

15. CONFIDENTIALITY – HARASSMENT – SECURITY                                         15-16
         i.   Students
        ii.   Team-members
       iii.   General Security

16. CHAPTER_SIXTEEN                                                                 16

17. APPENDIX (Job Aid Flowcharts)                                                   16-21
         i.   Late Arrivals - [page 15]
        ii.   Before the Exam - [page 16]
       iii.   Reporting on the EIR – Confiscating Prohibited Material - [page 17]
       iv.    Disruptions During the Exam - [page 18]
        v.    Separate Room Invigilation - [page 19]
       vi.    End of the Exam – [page 20]

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EXAM INVIGILATOR HANDBOOK
1      INTRODUCTION AND IMPORTANT CONTACTS                                       1         (index)

1.1 Important Contacts
The Exams Team is a division of The Registry (based in the Fraser Building) and part of Student
Services. We are responsible for facilitating the examination process for degree exams. Invigilators
should email reg-invigilation@glasgow.ac.uk for all invigilation related enquiries.

All members of the Exams Team are involved with invigilation and can help with
enquiries.

Lynn Henderson: (Exams Team Leader) 0141 330 6889
Susan Doherty: (Invigilation Co-ordinator) 0141 330 7620
Exams Team:
Dwayne Mulroy (Overseas Exams, Invigilation) 0141 330 8039
Marion Kerr & Heather Crichton (Disability, Invigilation) 0141 330 4229
Marian Reilly (Grade Roster, Overseas Exams, Invigilation) 0141 330 4413
Emergency contact during an exam: (Security) 0141 330 4282 & (Medical) 0141 330 4444
1.2 Notice of Absence                      IMPORTANT
  ALWAYS update Moodle detailing exams you are unable to cover and reason for your absence.
                           We require a minimum of 24hrs notice of absence.
    Even if there is only a possibility of you missing an exam, you must inform the Exams Team
1.2 Communication with the Exams Team (Contact during an exam)
Use the phone at the janitor’s station. Alternatively, one invigilator may leave the venue to use
his/her mobile. At least one invigilator must always stay with the students.
1.4 Handbook
This handbook provides all the information required to invigilate in a consistent and professional
manner. Familiarise yourself with this and our online resources.
1.5 Handbook cont.
Email: reg-invigilation@glasgow.ac.uk regarding ambiguity or errors in this document. If clarification
on a regulation or process is required during an exam, contact the Exams Team immediately.
1.6 Other Important Contacts
I.T. Services: http://www.gla.ac.uk/services/it/forstaff/ (0141 330 4800) – password, login, email.
Human Resources: http://www.gla.ac.uk/services/humanresources/ (0141 330 4726) contract, core.
Finance Office: finance-payroll@glasgow.ac.uk (0141 330 6515 & 4400) wages, pension.

2      EMPLOYMENT INFORMATION                                                             (index)

2.1 Induction and Training
New Invigilators have a full training day before their first exam diet. The session details; processes,
procedures and includes presentations from key services. It provides an opportunity to meet other
Invigilators, identify good practice and ask questions.
2.2 Before each Exam Diet
We will update Invigilators (via University email) on policies and procedures in relation to exams
2.3 Availability for an Examination Diet
Your contracted hours specifically cover University exam diets, with the expectation you will be fully
available to work. Other employment cannot be accommodated, as invigilation must take priority.
Therefore, we cannot guarantee allocation only on specific dates/times for individuals.
2.4 Invigilation Allocation and Schedules
We will email a schedule prior to each diet. If you are unable to invigilate any allocated shift, it is
important that you record your cancellation (and reason) on the relevant Moodle page immediately,

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EXAM INVIGILATOR HANDBOOK
2.4b Registry reserve the right to amend schedules at short notice. This is normally only necessary
to cover cancellations and to ensure sufficient exam cover.
2.5 Allocation of Invigilators is based on:
    a) The specifics of each exam diet (student requirements, venue size, number of exams etc.)
    b) To provide adequate cover for every examination
    c) Business requirements of Registry.
2.6 Pay – Payments
Payment is calculated (pro-rata) based on the grade 2 scale. All enquiries regarding terms &
conditions should be raised with the HR.
2.6b Invigilators will not receive additional payment to cover exams at the Vet and Dental School.
However, if an Invigilator is already on the main campus and cover is required at short notice, then
an additional 30 minutes (travelling time) will be approved.
2.6c If an exam overruns, report to the Fraser Building immediately after the exam to register
additional time. Only Invigilators attending Vet or Dental School exams do not need to visit in
person. They should email reg-invigilation@glasgow.ac.uk from their University account.
2.6d Salaries are paid on the last working day of each month. Payroll deadlines are usually in the
first week of each month; consequently, payment will be at the end of the following month. Email:
reg-invigilation@Glasgow.ac.uk with queries regarding pay/hours.
2.7 Travel and Parking Arrangements
The University is unable to provide parking for all staff. The most convenient way to travel to the
campus is by public transport. This link will direct you to the SPT website http://www.spt.co.uk/.
Metered parking is available; however, it is not recommended, as you cannot leave an exam to top-
up a meter. If you do decide to park on campus, Registry is not liable for any fines incurred.
2.7b Blue Badge holders are entitled to use disabled parking bays (when available), otherwise you
must follow the policy outlined above. Disabled parking spaces in barrier-controlled University car
parks may be available to blue badge holders. Direct any enquiries to 0141 330 6887
2.7c inappropriate use of disabled spaces is never justified. Parking regulations are clear: if you do
not hold a blue badge do not park in disabled spaces, Campus Security will enforce this policy.

3      ROLE AND RESPONSIBILITIES OF AN INVIGILATOR                                       (index)

3.1 Your Role
To facilitate the examination processes. Exam assessment is the mechanism used by the University
to measure learning, against programme outcomes. Invigilators safeguard this process.
3.1b Invigilators must be in place for the time stated on their schedule and remain until all exam
procedures are complete. On arrival, Invigilators should work through tasks on the Exam Planner.
3.1c Invigilators are required to complete reports for each exam. These will detail; task
management, student numbers, paper collection and incidents. Return reports to the Fraser
Building after each exam.
3.2 Responsibility (to the Exams Team)
You have a responsibility to:
 • Arrive promptly and prepared to carry out your role as an Invigilator
 • Ensure you check University emails daily and respond promptly
 • Notify the Exams Team immediately if there is a possibility you cannot cover your shift
3.3 Teams & Teamwork
Successful Invigilating relies on teamwork. There is no hierarchy; therefore, you will need to
communicate effectively with each other to ensure all tasks are undertaken efficiently.
3.4 Breaks http://www.gla.ac.uk/services/humanresources/all/worklife/wtrnonacad/
HR policy: employees are entitled to ‘one twenty minute daily rest period if the working day is longer

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EXAM INVIGILATOR HANDBOOK
than 6 hours. This daily rest period is catered for by the normal lunch break’.
3.4b you may be scheduled to invigilate two exams in a row, with no natural break in-between. You
can take a break in either the first or the second exam. Organise this with your colleagues.
3.4c if you are invigilating two exams in a day with a natural break of 20 minutes or more, you are
not entitled to an additional break.
3.5 Detached Duty Invigilators
The allocation of Detached Invigilation is based on:
a) The specifications of each exam diet and individual exam
b) The necessity to provide adequate cover and support for invigilation teams
c) Business requirements of the Exams Team.
3.5b Detached Duty is a support role, not supervisory and is a grade 2 position. All instructions
relayed by Detached, come from the Exams Team.
3.5c Detached Duty support team members until the start of exams. They then move to their own
allocated exam venue to invigilate. There may be no Detached available after exams begin.
3.5d Detached Duty Invigilators should:
 1. Arrive promptly at the Fraser Building to collect paperwork relating to the days’ exams.
2. Complete a tour of their area before exams begin, ensuring; all invigilation positions are
   covered, paperwork is in place and to provide assistance as required.
3. Record details of absences, lateness, issues with exam papers etc. and identify venues which
   may require assistance (inform Exams Team)
4. When not allocated to exams, arrange a time to return and cover breaks (if appropriate)
5. When not allocated to an exam, Detached Invigilators should report to the Fraser Building
Detached Invigilators must report all incidents and issues, (lateness, misconduct, regulation
breaches etc.). Detached must not challenge the behaviour of Invigilators. Incidents must be
documented and submitted to Registry

4      EXAM INFORMATION                                                                 (index)

4.1 General Note
Examinations can be stressful, and students may be nervous, tired or irritable. It is important that
Invigilators remain professional, patient, calm and supportive at all times.
4.2 Number of Students sitting Exams
The number of students sitting an exam can vary (1-230). Senate guidelines state an
Invigilator/student ratio of 1-75; our preference is two Invigilators per venue whenever possible.
4.3 Additional Equipment Used in Exams
The Senate Office and Registry email students before each diet, regarding conduct expectations
during examinations. Schools also advise students on exam protocol and what (if any) additional
equipment has been authorised for their exams.
There are several types of assessment held under exam conditions, some of which permit the use of
additional material. However, if students have unauthorised material, the items must always, be
confiscated and an EIR submitted to Registry.
                              There are no exceptions to this rule
•   Unauthorised equipment (electronic devices, revision notes, subject specific dictionaries etc.)
    should not be available to students during an exam.
•   Students can use textbooks or handouts during the exam only if it is indicated on the front
    cover (rubric) of the exam paper.
    IF YOU HAVE ANY DOUBT REGARDING PERMITTED MATERIAL, CONTACT REGISTRY

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5      STUDENTS WITH ADDITIONAL SUPPORT REQUIREMENTS                                        (index)

5.1 Additional Requirements
Exam Packs will include a list of students who have been assessed by the Disability Service.
•   Information includes; individual requirements and what, (if anything), you need to do
•   Familiarise yourself with the disability list before the exam and prepare for students as directed.
•   Sometimes, invigilators need only be ‘aware’ that a student is in the venue, specific action may
    not be necessary.
•   Students with support requirements should contact you on arrival; however, this is not
    compulsory. Do not embarrass students by singling them out from their peers or calling them in
    for an early start.
•   When a student presents as an early start but is not on the list, allow them to begin and contact
    the Exam Team to confirm entitlement to extra time. If they have no additional time
    requirement, allow them to continue with the exam, and advise that they will finish earlier
    ensuring an unfair advantage has not been given.
•   If a student requests additional support, but is not on the list, contact the Exams Team for
    confirmation. Allow the student to sit the exam and accommodate reasonable requirements if
    possible (excluding extra time). Record; name, GUID and details of the incident (IRF).
5.2 Examples of Additional Requirements - include, but are not limited to the following:
 • Extra time (added at the start of an exam)
 • A separate room on own. (one-to-one exam)
 • Use of a computer (e.g. Computer Cluster)
 • Use of a Scribe and/or Reader
 • Specialised equipment or material
 • Additional bathroom breaks
 • Permission to eat, drink or move around during and exam
5.2b additional time is usually (but not always) 25%, equivalent to an additional 15 minutes per hour.
Extra time is added at the beginning of an exam, so a 09:30-11:30 exam will run 09:00-11:30.
Invigilators start 20 minutes before the first student. The time will be shown on your schedule
5.2c Ensure early start students experience minimum disruption when others arrive. This may mean,
seating them in areas less prone to disturbance, while still accommodating their requirements.
5.2d Early start students will be treated (administratively), the same way as other students.
Announcements and attendance slip collection will be at the start of their exam, not the main exam.
5.3 Separate Rooms and Computer Clusters
Computers clusters ensure students are not disadvantaged by disability or medical condition.
Separate rooms are for those who require a Scribe/Reader or cannot sit exams with other students
5.4 Use of a Scribe/Reader - Schools employ Scribes/Readers who must fulfil the following criteria:
 • Is familiar with the subject being examined
 • Is not related to the student
 • Is not a teacher involved in the students’ study
 • Is not studying on the same course as the student
 • Is a person acceptable to the student
 • Has been selected in good time prior to the examination
 • Has legible handwriting
 • Has good hearing
5.4b Scribes record exactly what is dictated by the student. The scribe must not read the question,
rubric or other information to the student, except when specifically employed as scribe and reader.
5.4c Scribes may read back a student's response, but only for clarification. When necessary,
Scribes will draw maps, diagrams, etc. but must follow the student's instructions exactly.

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The following points are NOT negotiable and must be reported (EIR):
•   Scribes/Readers must not, under any circumstances, indicate by word or action if they suspect
    the student has made a mistake
•   Scribes/Readers must not, under any circumstances, prompt or help the student with the exam
Invigilators must not, under any circumstances, act as a Scribe or Reader. If a Scribe or Reader fails
to arrive, contact the Exams Team. If a School asks you to perform either role, politely decline.
5.5 Assistance for Students with Impaired Hearing
Hearing-impaired students are instructed to make themselves known to you. Offer these students a
hard copy of announcements and instructions. Additional copies will be in the exam pack.
5.5c if there are no extra copies, contact Detached, they will have spare copies with them
              Adequate time must be given for students to read the instructions
5.6 Failure to Supply Additional Support (Record on IRF)
If you cannot accommodate a student’s requirements contact the Exams Section immediately.
5.7 Additional Information
Students with short-term incapacity, temporary illness or are pregnant, are not included in this
category. You can offer them reasonable support, e.g. sit close to toilets (never allow extra time)

6      SEPARATE ROOM INVIGILATION                                                         (index)

6.1 Students
The Disability Service assess students to establish whether they require a separate room
6.2 Procedure
The exam procedure for separate rooms is exactly as in the main halls, with two exceptions. Papers
will not be delivered to the room (see quick reference guide for collection points).

6.3 Room Layout
 Before student arrives:
 When in a separate room (regardless of the students’ requirements) you should consider the layout
 of the room. Check there is no information relating to the student’s exam (e.g. on whiteboards) and
 that the room is a safe environment. All non-exam related items should be removed from sight. Sit
 away from the student and out of their eyeline. Always sit closer to the door than the student.

Once student has arrived:
Ensuring a student is situated away from the door means minimal disruption to the candidate
should you be required to leave the room (e.g. to check on noise), prevent entry of an unauthorised
person or if a staff member needs to enter the room to update you. (also see student illness 12.1)
6.4 End of the Exam
    a. Students with computers: once they have saved their answers, return the Schools flash-drive
       (never use your own). If you print the student’s answers, ensure, the student checks it has
       been printed in its entirety.
    b. When a School representative arrives, they should sign (IRF) confirming receipt of the
       paper/flash-drive. Return all other paperwork to room 224a the Fraser Building
    c. If no-one from the School has arranged with you (before the exam) to collect the paper/flash-
       drive, bring everything to the Fraser Building

7      BEFORE THE EXAM                                                                    (index)

7.1 On the Day of the Examination
Invigilators should be ready to start on time and ensure all exam materials are in place (script books,
Tele Forms, exam papers, attendance slips) before the first student arrives
7.1b Note emergency exits, phones & toilets. If you are unsure, ask the Janitor. First Aid and Fire
Safety notices are displayed at every exam venue, familiarise yourself with this information

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7.1c Janitorial staff will deliver exam papers and organise the room. Some Schools deliver their
exam papers direct to the venue; this is referred to on the IRF as BOP (Bring Own Paper). Papers
should be delivered 15 minutes before the *early starts (*5.2b). If exam papers have not arrived 10
minutes before the first student is to start, contact the Exams Team, not the School.
7.1e if there is more than one exam in a venue (hall split), Janitorial Staff will organise students
according to subject. Exam information is displayed at each venue.
7.1f Timing: A clock should be visible to students. If there is no clock, or it is broken, ensure half-
hourly time announcements are made. (Record on IRF)
7.1g Check the rubric (front of the exam paper) to verify what material has been authorised and
whether question papers should be retained by you. If you are unsure, phone the Exams Team.
7.1i if a student asks for clarification of a word, phrase or question, NEVER attempt to answer
7.1j if students highlight an error on exam papers, contact the Exams Team, not the School.
7.1k Do not phone the School if you think you are short of exam papers. Contact Detached to
confirm the number of students expected. If there are no Detached, phone the Exams Team

8      ADMITTING STUDENTS TO THE EXAM                                                        (index)

8.1 Once the hall is ready, Janitorial staff (or an Invigilator) should admit students
8.1b exam conditions are in effect from the moment students enter the venue, until they leave.
Students should be reminded of this as they enter.
8.1c Admit students 5-10 minutes before an exam depending on the size of the venue and number
of students. Invigilators must ensure students sit in their allocated seat or section (when applicable).
8.2 Late Arrivals
Allow late arrivals to sit the exam, providing no student has (permanently) left the venue
Do not add extra time for late arrivals
Record the students GUID, name and exact time they entered the exam venue (IRF)
8.3 Wrong Exam Venue
If a student is unsure which venue to attend, contact Detached or the Exam Team for confirmation.
8.4 Student Belongings
 • Prohibited items (correction tape, calculator covers etc.) must be stored in closed bags
 • All other items must be stored under the desk except for: Pen, ID, calculator (if applicable),
    dictionary (if applicable) and clear water bottle, which can be kept on desks
 • Coats and jackets should be left in designated areas (if practicable)
 • Bags stored under student’s desk should be securely closed.
 • Prohibited items MUST NOT be stored in pockets. This is a breach of regulations.
    Students must not have phones or electronic devices on their person during an exam
8.4b
 • Consult the rubric regarding additional ‘authorised material’ which may be allowed in the exam
 • If there is any doubt as to what constitutes a prohibited item, contact the Exams Team
8.6 Exam Times
Ensure exams start promptly and students have been advised of the end time.
8.6b Exams times must be consistent across our campuses. Do not begin early, even if students
are ready. Invigilators must instruct students to wait in silence until the scheduled time.
8.6c if an exam is likely to be delayed, inform the Exams Team, immediately.
8.7 When students are seated, announcements made, and scheduled time reached, start the exam
by instructing students to begin writing.

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8.7b Students who begin writing before the start of an exam or continue writing after the exam has
finished, must be reported to Senate (EIR)

9      DURING THE EXAM                                                                  (index)

9.1 Attendance
Once the exam starts, check IDs, collect, count and stack attendance slips by row.
       ALLOW STUDENTS WITHOUT IDENTIFICATION TO CONTINUE WITH THE EXAM
      RECORD what ID (if any) is used, on their attendance slip. No further action is required
9.1c if an Attendance Slip is incomplete, leave it on the student’s desk until the end of the exam,
when you can instruct them how it should be completed.
9.2 Supervision of an exam must not be disruptive to students.
 • Invigilators should take up positions throughout the hall to observe effectively.
 • Patrol regularly, vary your route and increase your patrol if you suspect improper conduct.
 • Carry spare scripts or tele forms when you patrol
9.3 Errors on an Exam Paper (Contact the Exams Team and record details of any delay on IRF)
 • If students highlight an error, call the Exams Team immediately, we will inform the School
 • It is the School’s responsibility to attend exam venues and make all necessary announcements
 • If there is a hall split, it is the Schools responsibility to contact every venue, ensuring all
    students sitting the exam are given the correct information.
 • Details of delays and errors must be recorded (IRF)
 • Until Schools can be contacted, instruct students to continue and omit the ‘problem’ question.
 • If they cannot. The question should be answered based on how it is presented on the paper
 • The Exams Team will make decisions regarding additional time for delays, disruptions etc.
 • Any additional time should be given to the entire venue, regardless of the exam
9.4 Minimising Disruption (Exam venues must be kept quiet and free from disturbances)
 • Talking should be kept to a minimum. Communicate with each other in writing when possible
 • Do not: chat, eat, read, sleep, knit, text, phone or carry out work unrelated to invigilation
 • Mobiles must be on silent, only be used for work related issues and always outside venues
9.4b In accordance with Senate regulations: (this excludes illness)
 • Exams lasting less than 2hrs, students cannot leave until the exam is finished
 • Exams of exactly 2hrs or more, students cannot leave in the first hour or last half hour
Important: It is a breach of regulation for a student leave without permission. However, if a student
insists and it is less disruptive to allow them to leave, do so. Record the incident on an EIR. Never
attempt to restrain a student
9.5 Bathroom Breaks for Students (students will be escorted to the entrance area of the toilet)
 • Confirm the student does not have a phone/electronic device on them before leaving the venue
 • Ideally, the escort should be of the same gender; however, this is not mandatory
 • Only one student and Invigilator should leave the venue at a time
 • An exception to the ‘one student’ rule, may be made for students on the disability list
 • If you are invigilating alone, phone Detached to accompany the student
 • If Detached cannot be contacted, inform the Exams Team & allow the student to go alone. (IRF)
 • Ensure the toilet area is regularly checked for prohibited material once students have returned
9.6 Food and Drink
Students who are permitted to eat or drink during an exam (disability requirement) must not:
 • Disturb other students (ensure food is not noisy to open or eat e.g. crisps)
 • Have food which is excessively malodorous (strong smelling)
 • Causes disturbance to other students
If a student causes a disturbance eating or drinking, they must be advised to stop and reminded that
the item can be confiscated if it continues to disturb others. Record (IRF)

                                                                                     Page 10 of 21
9.7 Use of Additional Equipment in Exams Some exams require the use of additional materials.
•    Precise information on what materials are allowed, will be on the rubric
•    School staff should be available to confirm whether specific material is permitted
•    If no School staff are present at the exam, phone the Exams Team. Record (IRF)
9.8 Use of Dictionaries
Subject specific dictionaries are prohibited. Translation dictionaries are allowed for students whose
first language is not English, with approval of the Head of School.
 • All dictionaries should be inspected by Invigilators (once the exam has started)
 • If you are unsure whether a type of dictionary is permitted, contact the Exams Team.
 • If annotations are discovered, confiscate the dictionary. Draw a line under the last thing written
      by the student in the script book or teleform, record the time and sign it. Allow the student to
      continue with the exam without the dictionary. (Record on EIR)
 Do not accept, a student’s word that material in their possession is authorised. Check the rubric.
                             Always record possible breaches (EIR)
Remember a separate report is required for each student even those involved in the same incident
9.9 Use of Electronic Calculators
Calculators may be used in some exams; this will be on the rubric. Currently, only two Schools have
lists of approved calculators.     These lists are available on the invigilation webpage:
https://www.gla.ac.uk/myglasgow/registry/staff/exams/invigilators/news/headline_521458_en.html
9.10, Sharing of Equipment (is never permitted)
If students arrive for an exam without the correct equipment (calculator, dictionary etc.), do not
contact the School for replacements. Students have a responsibility to arrive prepared.
Key reasons why sharing is not permitted:
 • Communication between students is not allowed during exams
 • Equipment could be given to a student who is not entitled to use that item

10      BEHAVIOUR OF STUDENTS                                                                (index)

10.1 Unacceptable Behaviour: (e.g. action, language, gestures & written word – record on EIR)
Exam stress may lead to some students behaving out of character. While allowances can be made,
unacceptable behaviour cannot be condoned and must always be reported.
10.1b Unacceptable behaviour, includes, but is not limited to the following:
    • Aggression and/or threats
    • Discrimination; gender, sexual orientation, race, age, religion, belief, disability etc.
    • Indecent or offensive gestures and language (e.g. name calling, swearing etc.)
    • Disorderly conduct which is disruptive to other students
    • Unreasonable demands, undue persistence, bullying or harassment.
    • Ignoring instructions from, or arguing with, Invigilators
In extreme cases, Invigilators should contact Security (ext.4282) to remove the student.

                            IMPORTANT - Do not allow an incident to escalate
                   Our key concern is to protect students and minimise disturbances.
                  If it is less disruptive to allow a student to continue the exam, do so.
       Invigilators must note the students’ details and record all unacceptable behaviour (EIR)

10.2 Students Seeking to Gain an Unfair Advantage (this is improper behaviour – record on EIR)
10.2b improper behaviour, includes, but is not limited to the following:
 • Possession of unauthorised material (i.e. phone, notes etc.)
 • Communicating with another student (giving or receiving information)
 • Copying from another student
 • Writing before or after the set exam time
 • Attempting to remove exam papers that should not be taken from a venue

                                                                                         Page 11 of 21
IF A STUDENT IS LATER INTERVIEWED BY SENATE, THEY WILL RECEIVE A COPY OF THE
INVIGILATOR’S REPORT FORM. THEREFORE, BE FACTUAL, CONCISE AND PROFESSIONAL

10.3 Procedure Regarding Improper Behaviour - Your actions should not disrupt other students.
If you suspect improper behaviour:
 • Alert another invigilator (if possible) to confirm your suspicions
 • Corroboration is useful, however is not required for a Senate hearing
 • Observe the student(s) carefully and discreetly to confirm improper behaviour has occurred
 • Describe what you have observed (e.g. concealed notes) discreetly, to the student.
 • Confiscate all unauthorised material
 • If a student has written on a part of their body which you are able to photograph (e.g. an arm),
     take a photo on your phone and accompany the student to wash off the writing.
 • If you do not have a phone, contact Detached or the Exams Team. Someone will attend ASAP.
 • If a student has a phone or smartwatch on them. Confiscate and take a photo. Include the
     students ID card or attendance slip in the photo for identification purposes
 • Phones and smartwatches are the ONLY prohibited items that can be returned to students
     AFTER the exam. All other confiscated items must be taken to Registry
 • Draw a line under the last item written by the student in the script book or tele form.
 • Record the time, sign and return to the student to continue with the examination
 • If the student approaches you after the exam, advise that Registry will pass the report to the
     Clerk of Senate and Head of School. Direct all further enquires to their School
 • Record the incident promptly (during the exam).
 • Do not allow the student to read the report at this point.
 • Keep your report specific, factual and concise as it may be used at a Senate hearing
 • Under Article 5 of the General Data Protection Regulation 2018, an individual has the right to all
     personal information held by the University, whether hand written or electronically stored.
 • Therefore, do not record feelings, opinions or personal comments about a student
 • NEVER state that a student did not use prohibited material. That is an assumption not a fact

11       DEALING WITH INCIDENTS                                                             (index)

11.1 Report Forms
Invigilator Report Form (IRF) – to record issues which may affect student performance.
Exam Incident Report (EIR) – to record disciplinary issues. Use a separate EIR for each student
11.2 Recordable incidences include, but are not limited to the following:
 • Unacceptable or improper behaviour (EIR)
 • Possible breach of Senate regulations (EIR)
 • Emergencies (e.g. fire alarm, medical etc. (IRF)
 • Any issue which may affect student performance i.e. noise, excessive temperature, illness (IRF)
11.3 The Importance of Reporting Incidents
   • Below is an extract from a letter, sent by the Senior Senate Assessor for Student Conduct.
     •   A student had cheat notes in an exam which would normally merit a penalty for misconduct:
     •   ‘…The expected course of action following discovery of such prohibited materials is for the
         student concerned to be interviewed by the Senate Assessors for Student Conduct and a
         penalty applied. However, the Invigilator did not submit a report or confiscate the notes and
         therefore I am unable to take further action.’
     •   Reporting students may not be pleasant; however, it is a necessary part of invigilation
11.4 Fire Alarm - When the fire alarm is raised, you must start the evacuation procedure:
 • Read out the short fire announcement (2 lines) informing students where to assemble
 • Note the time and guide the students out of the emergency exit.
At the assembly point:
    Instruct students that, exam conditions still apply, and lost time will be added to the end.
    When it is safe to do so, inform the Exams Team there has been an evacuation.

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Once the Fire Officer has declared the venue safe:
• Instruct students to return to their desks. Reminding them exam conditions remain in place
• Calculate the time lost, including re-entering & seating students.
• Before restarting the exam, you should have checked with the Exams Team that adding extra
   time would not affect other scheduled exams.
• If instructed to do so, restart the exam, adding the lost time to the end

12     STUDENT ILLNESS                                                                     (index)

12.1 Student Illness (If a student becomes ill during an exam):
All Invigilators receive disability information for students in their venues. This information can
include anything from ‘Invigilator awareness’ or ‘student is anxious’ to ‘student has a heart condition’

Some of this information are recommendations regarding what action Invigilators should take if a
student faints/passes out. It includes waiting a few minutes before doing anything or waiting up to
ten minutes before calling an ambulance. Please disregard this advice and follow our process.

12.2 Our Process
If a student passes out or becomes ill. Invigilators should do the following:
        • Phone security on 4444
        • State clearly, what has happened
        • Tell security the building, room number and telephone extension number of where you are
           calling from (if using a landline)
        • Ask that a first aider be sent to the room and an ambulance be called
        • Inform Registry of the incident
        • Wait with the student until the first aider or ambulance arrive. The student is then given
           over to their care
If you are in a main venue, update Registry and then return to your invigilation duties. If you are in a
separate room, go to the Fraser Building, update Registry and complete your report.

12.3 Seating
When you are in a separate room with a student (regardless of the students’ requirements) ensure
you are seated between the door and the student. Emergency/medical support workers cannot gain
entry if a student collapses close to the doorway and blocks access

13     ENDING AN EXAM                                                                      (index)

13.1 Procedure for Ending the Exam (students)
 • Alert students when there are 15 minutes remaining till the exam ends
 • Stop the exam exactly on time, instructing students to stop writing
 • All equipment and exam materials should be collected
 • Students must remain under exam conditions until all exam paperwork has been collected
 • Ensure Registry paperwork has been completed and return to level 2 of the Fraser Building
13.2 Removal of Exam Papers
‘Exam Paper’ refers to the document containing questions set by the School, not the Script
Book/Tele form used to record answers, which should never be removed by students
       THE RUBRIC WILL STATE WHEN STUDENTS CANNOT REMOVE EXAM PAPERS
13.2b Students who choose to leave before the official finish time must NOT remove exam papers
13.3 Collecting Exam Material
Separate script books, tele forms, exam papers and any other material into piles for collection.
 • Attendance slips must be tallied with the number of students and scripts or tele forms
 • If a School only requires scripts or tele forms returned, ask Janitorial staff to remove all
    remaining material.
13.4 Exam Scripts/Tele forms – Security – Collection by Schools
Maintaining security and confidentiality at all times is paramount

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•      Scripts (& other paperwork to be retained) must be secured by you, until collection
•      Schools must arrive no later than 10 minutes after the exam end time, to collect paperwork
•      If a School is late, call the Exams Team. DO NOT wait any longer than 10 minutes
•      Do not pass over papers unless the person collecting them, has been identified
•      If you are in any doubt regarding someone’s identity, contact the School for verification

13.5 School Assistance in Exams
School personnel are not required to attend exams, but are welcome to do so as long as they abide
by the regulations followed by invigilators.
13.5b Invigilators do not work for Schools. Invigilators are employed by Registry to facilitate the
exam process (with all that entails) and gather exam materials in readiness for Schools to collect
13.5c if a School has questionnaires or other paperwork for students to complete after an exam,
they must arrange this through Registry. The Exams Team must approve (in advance) anything that
could affect the timing of subsequent exams. The Invigilator role is to supervise and facilitate the
examination process and does not extend to assisting Schools. Once exams have ended, Schools
may continue (after consultation with the Exam Team) and Invigilators can leave.
13.5d If a School asks you to deliver papers after an exam, you may do so if it is reasonable.
If it is a small exam of no more than 10 students, in the school building and it will not delay your
arrival at the next exam. Otherwise, politely decline and refer them the Exams Team
13.5e School staff may offer to help you collect papers at the end of an exam. This is acceptable as
long as it does not obstruct you in your duties. Do not feel pressured into rushing the process

14          INVIGILATOR CODE OF CONDUCT                                                         (index)

14.1 Invigilators represent the University and must behave accordingly.
      a. Conduct: (during an exam) – Invigilators must:
       i.Have their full attention focused on the role of invigilation
      ii.Act professionally at all times (i.e. no casual chatting)
     iii.Not engage in unrelated activities (reading, emailing, texting, knitting, sleeping etc.)
     iv. The exception (to iii.) being, separate room invigilation, where you can read, but only with
         the permission of the student and only if it does not distract/disturb them
     v. Have all mobile devices switched off or on silent (not vibrate) before students arrive
     vi. Not eat in main hall or separate room exams, it is unprofessional and can be distracting
      b.    Timekeeping – Invigilators must:
       i.   Ensure they factor in sufficient travelling time to work, especially in the winter months
      ii.   Arrive no later than the time stated on their schedule
     iii.   Sign the Exam Planner on arrival to confirm we have sufficient invigilation cover
     iv.    Return punctually from any break

      c.    Preparation – Invigilators must:
       i.   Have a pen to complete paperwork
      ii.   Know where their allocated exam venue is, before the exam date
     iii.   Ensure the room is prepared in advance of the first student arriving for an exam
     iv.    Carry out all tasks in accordance with procedures (use the Exam Planner as a checklist)
     d.     Be aware – Invigilators must:
       i.   Patrol the room regularly, vary their route
      ii.   Watch for students who require assistance (carry additional scripts when you patrol)
     iii.   Be alert for improper behaviour and be discreet when observing students
     iv.    Ensure the team are positioned throughout the hall not huddled together in one area
     e.     Students – Invigilators must:
       i.   Never attempt to discipline or reprimand students
      ii.   Not; raise their voice, embarrass, harass or appear threatening to students
     iii.   Record all breaches of regulation, not lecture students on the consequences of any breach

                                                                                             Page 14 of 21
iv. Not single out students or detain them after an exam
      v. Always remain calm, professional and approachable
     vi. Not argue or enter into discussions with students regarding their reports
     f.     Distracting students – Invigilators must:
       i.   Avoid talking to each other during exams (communicate in writing or leave the venue)
      ii.   Be quick and discreet if leaving the venue (ensure at least one Invigilator remains)
     iii.   Not hover over, or stand too close to students
     iv.    Patrol the room quietly (do not wear heels)
     g.     Enquiries: – Invigilators must:
       i.   NEVER answer enquiries regarding the interpretation of a question
      ii.   NEVER define words or phrases for students
     iii.   NEVER assist students in answering exam questions
     iv.    Contact the Exams Team if students highlight an error in the question
     h.     Reports: – Invigilators must:
       i.   Complete all paperwork (Exam Planner, IRF and when applicable the EIR) for every exam
      ii.   Record the rows for which they are responsible on the Exam Planner.
     iii.   Record all incidences, even if you regard it as unimportant
     iv.    Write legibly, always use BLOCK CAPITALS
      v.    Only write in the sections indicated on each form
15          CONFIDENTIALITY – HARASSMENT – SECURITY                                         (index)
15.1 Students - Confidentiality
Protect the confidentiality of students who require additional support. Disability information must be
kept secure at all times. Return all documentation to Registry after every exam.
15.2 Team-Members - Confidentiality
All Invigilators are employed on the same grade and pay. All other information relating to
employment is confidential. No Invigilator should question or harass colleagues regarding their
exam schedule, or allocated hours. If you feel uncomfortable or upset by a colleague’s behaviour,
report the incident to the Exams Team immediately
15.2c This University operates a Dignity at Work policy. Anyone who would like more information,
can visit: http://www.gla.ac.uk/services/humanresources/equalitydiversity/policy/dignityatwork/ where
details of the policy, sources of support, advice and guidance are available
15.2e harassment is taken seriously. All complaints will be investigated, in accordance with the
University’s complaints procedure. The exception being anonymous allegations, which are unhelpful
and ineffective. The University, for obvious reasons cannot respond to anonymous complaints.
15.3 Security
Invigilators must always be identifiable with GUID displayed, while carrying out duties on campus.
15.3b Invigilators must always request identification before handing over exam papers or admitting
individuals into an exam room. Never allow unidentified individuals access to your exam venue

16          MISCELLANEOUS                                                                  (index)

16.1 Online Map:
https://frontdoor.spa.gla.ac.uk/spacett/location/buildingfrom.m
16.2 Moodle:
https://moodle2.gla.ac.uk/login/index.php
16.3 Invigilation Page:
http://www.gla.ac.uk/services/registry/staff/exams/invigilators/
16.4 Webmail (login to access your email):
https://mail.campus.gla.ac.uk/owa/auth/logon.aspx?replaceCurrent=1&url=https%3a%2f%2f
mail.campus.gla.ac.uk%2fowa%2freg-invigilation%40glasgow.ac.uk%2f

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17   APPENDIX – JOB AID FLOWCHARTS     (index)

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