Table of Contents

1Introduction to guidelines for exam invigilators

2Confidentiality

3Roles and Responsibilities

3.1Chief Invigilators: (Used during finals only)

3.2Float

3.3Invigilators

4Before the Exam

4.1Report to the OSD office

4.2Before leaving the OSD

4.3When you arrive to the exam room

4.4Exams on Computers

5Admitting students into the exam room

5.1 General guidelines……………………………………………………………5

5.2 Exams on computers………………………………………………………….6

5.3 Script………………………………………………………………………….6

6Invigilating the exam...... 8

7End of the exam

7.1 General guidelines…………………………………………………………...9

7.2 Exams on computers…………………………………………………………9

8Exam Interruptions...... 10

8.1Stop-Watch Time...... 10

8.2Medical Incidents

8.3Visits from T.A or Professors

8.4Questions for the Professor

8.5Washroom Breaks

8.6Request to be moved

8.7Emergency Scenarios

9Signs of Cheating

9.1While taking the exam

9.2Excessive washroom Breaks

9.3Calculators

9.4Dictionaries

9.5Eraser, water and medication bottles

9.6Fidgety Students

10Helpful Guidelines

11 Important documents

11.1 Invigilator Breaks

11.2 Invigilator Check-off sheet

11.3 Incident Report

11.4 Timing codes

11.5 Student washroom breaks...... 20

11.6 Professor contact log

11.7 Script

11.8 List of absent students

1

Office for Students with Disabilities

1Introduction to guidelines for exam invigilators

Until the 1990’s, universities didnot provide students with accommodations- students had access to education but had to arrange their own support. In the 90’s, fundamental changes in policy and funding meant that students were able to receive accommodations and support past high school.

The Office for Students with Disabilities (OSD) at McGill University provides reasonable academic accommodations to students with documented permanent disabilities, such as mobility and coordination impairments, hearing or vision impairments, chronic physical or mental health problems, learning disabilities, Attention Deficit Disorder, as well as documented temporary disabilities such as illness or accidents resulting in temporary mobility or health issues affecting aspects of normal school access and participation.

Students who write exams with the OSD make use of various accommodations such as extra time (see “Timing Codes”), taped or enlarged exams, and computers. These accommodations are not special privileges, but rather measures taken in order to minimize the impact of a disability on a student’s academic performance.

The duty of an invigilator is to ensure that students may write exams and demonstrate their academic ability under circumstances that are as conducive as possible to this exercise.

2Confidentiality

Respecting a student’s right to confidentiality is crucial when working as an Invigilator for the OSD. Working in the OSD requires knowledge of confidential information about the students and their accommodations. It is imperative that this information not be shared or discussed with anyone, including professors and other students, without the consent of the student.

3Roles and Responsibilities

3.1Chief Invigilators: (Used during finals only)

  • Chief Invigilators are the Principal Supervisors of the various exam office locations;
  • Chief Invigilators are present during the whole exam period and will supervise all floats and invigilators;
  • Chief Invigilators are responsible for answering any questions invigilators may have before, during, or after the exam;
  • Chief Invigilators will contact OSD staff for any questions or concerns that might arise;
  • Chief Invigilators are responsible for all documentation (check-off sheet, incident reports, washroom logs and invigilators break log) that invigilators must submit at the end of each exam period;
  • Chief Invigilators are responsible for students (and their McGill ID cards) who have to stay until a specific time past their exam time (i.e. must stay until 7pm);
  • Chief Invigilators are in charge to make sure that the students with proofreading services receive such service as soon as the Proofreader is made available;
  • Chief Invigilators must sign all Incident Reports (see Appendix C) and hand them to an OSD Advisor.

3.2Float

  • Float must communicate effectively between Invigilators and Chief Invigilator;
  • Float must pick up his clip-board with the Logsat the beginning of the shift;
  • Float will check how many students are in each exam room once the exam has started;
  • Float will help bring materials to and from exam rooms when needed;
  • Float will relieve invigilators for 5 minute breaks per every hour, and keep track of the “Invigilators break log” (see Appendix A);
  • Float will make sure that the “Check-off sheet” (see Appendix B) has been signed by the invigilators once the exam has started. Floater must initialize;
  • Float will make sure the “Check-off sheet” (see Appendix B) has been signed once the exams are over and the invigilators are ready to turn in ALL exams. Floater must initialize;
  • Float will collect any Incident Reports (see Appendix C) written by Invigilators and give them to the Chief Invigilator.

3.3Invigilators

  • The primary duty of OSD Invigilators is to ensure that students write exams and demonstrate their academic ability under circumstances that are as conducive as possible to this exercise;
  • Ensure that there is no interference of any student by another student, that there are no distractions or disruptions in the student’s writing place, that constant attention be paid to those students under your surveillance, and that cheating not be permitted;
  • When needing to communicate with another invigilator, once the exam has started, please do so in writing. We want to maintain a disruptive-free exam session;
  • Invigilators are allowed to bring a book/printed documents to read while supervising. The use of cell phones, computers, ipads, ipods, or any sort or electronic devices are not permitted. This includes if you are invigilating in the Computer Labs;
  • It is also important to ensure that no materials other than those permitted by the instructions of the particular exam be brought to the student’s place in the exam room and that the “no cell phone” regulations be observed;
  • Invigilators can answer questions about instructions concerning the exam. However, if a student asks you a content question about his/her exam, you cannot answer it, even if you know the answer because the student is writing about your area of expertise. Offer the student a chance to ask their professor (bring the student down to the office and the professor will be contacted);
  • During busy midterms and final exams, the Float will relieve invigilators for 5 minute breaks. Five minutes is enough time to either go to the washroom, purchase a beverage, have a snack, take a short walk, or use your cell phone. Invigilators must initialize the “Invigilators break log” provided by the Float;
  • Invigilators are responsible to fill out every log that will be found in each of the envelopes;
  • Invigilators must allow students the accommodations listed. When a student asks for an accommodation not listed, bring him/her to the OSD reception immediately to have their request dealt with by an OSD advisor;
  • If you are uncertain of the best procedures to apply in any situation, please contact the Chief Invigilator. They are there to help;
  • If for some reason the Invigilator must leave the room, the Float or Chief invigilator must be contacted;
  • Invigilators are expected to dress and behave professionally. Please also be aware that because you will be working in smaller rooms, you should have good personal hygiene, wear deodorant and not use perfumes or colognes. ;
  • Sleeping is NOT allowed while invigilating;
  • Experienced invigilators may be assigned to various roles requiring more responsibility during the exam period;
  • Invigilators must write comprehensively and sign Incident Reports (see Appendix C) and give them to the Chief Invigilator or Float.

4Before the Exam

4.1Report to the OSD office

  • Invigilators must arrive at the OSD 30 minutes before the exam’s scheduled start time (15min before for Mid-term exams).
  • At the start of your shift, you have to sign in at the front desk: write down your name, time of arrival and sign. Upon doing so, you will be given:
  • The exam(s), including exam booklets (take extra booklets and computer scan sheets to the room with you), in an envelope.
  • Any additional required equipment, such as tape recorders, headphones, laptop computer, diskettes, USB, lamps, etc.
  • A key to the exam room.
  • A Badge.

4.2Before leaving the OSD

  • Count the number of exams (you will be responsible for bringing back the same amount of exams).
  • Double check that the exams you received (in the envelopes) correspond with the exams your students will be writing.
  • If you are administering exams that use multiple choice answer sheets, double check that the answer sheet and the exam are the same “version” (i.e., Version 1 exam with version1 answer sheet, etc).

4.3When you arrive to the exam room

  • Find the “Check-off sheet” (Appendix B) in the envelope that will help you prepare for the exam.
  • Prepare the tables, setting up the equipment as needed.
  • Write the date on the board and the words “Official Exam Time” and draw a line on the side.
  • Write the following on the board: “Do not turn over your exam until told so by the Invigilators”.
  • Make sure you read and understand the accommodations* for each student and that you have the documents needed (i.e., the “Stop Watch” form). *See Timing Codes Appendix D.
  • Make sure you read the special annotations (i.e., “student must be supervised over lunch”, or “student must stay until 7pm”).
  • Place the exams on the desk/table that correspond to the classroom layout.
  • Once the exams have been placed on the desks/tables, under no circumstances may the room be left unattended.
  • Make sure you are wearing your badge and that it is visible at all times.
  • Make sure the “Check-off sheet” (Appendix B) is signed by the invigilator/s, before admitting students into the exam room.

4.4Exams on Computers

  • Set up any laptops that you have been given with the floppy drive and mouse; ensure you have all the equipment you need.
  • Use the seating plan to determine who is sitting where, or if in the lab, decide where people are sitting and place exam envelopes on tables.
  • Insert USB into PC/laptops; if there is a file on theUSB, save it on the desktop.

5Admitting students into the exam room

5.1General guidelines

  • Once you have checkedoff all the items on the “Check Off” sheet, students can be admitted into the exam room.
  • Students may be allowed into the exam room 10 minutes prior to the start of the exam. They may sit at their desk, but may NOT have any study material.
  • Students must show their McGill University ID card and you must verify if the name corresponds to that on your exam list. Once identified, keep the card for the duration of the exam (this includes those students who must remain for example, until 7pm. in which case the Student ID must be given to the Chief Invigilator once the student has been escorted to the OSD at the end of the exam).
  • Students must write their name and sign the log before going to their assigned area.
  • Remind the student the start and end time for his/her particular exam and let them know if they are entitled to “Stopwatch”.
  • Have the students leave their personal belongings at the front of the room. This will avoid any attempt of cheating.
  • On the desk, the student should only have writing instruments, any instructor-approved materials (calculators, dictionaries, formula sheet, etc., unless otherwise stated by the professor) and any required medication. Students may also keep water or calming objects (prayer beads, stress balls, etc.) on their desks.

5.2Exams on computers

  • Please ensure that students writing their exams on a computer are logged into the Exam account.
  • Instruct students save their file to the computer BEFORE they start their exam. The save dialogue should automatically appear upon opening Microsoft Word. Failing to save their file can result in the loss of their exam. Files should be named with their name and student number.
  • e.g.janedoe260400000.docx
  • Students must also include their name, student number, course number and date in the header of their document. The header can be edited by double clicking on the top of the page.

5.3Script

Once all the students have followed the instructions hereby stated, read the following:

“Good morning/good afternoon. Please note the following information as this will guarantee a smooth test-taking environment.

If you do not feel that you are in good enough health to write this exam, please leave now and go to McGill Health Services to see a physician and then see your Student Affairs Office. If you remain in the room after the start of the exam has been announced, it is assumed that you have made a commitment and that you will be graded on ALL material submitted.

You are not permitted to leave the exam room during the FIRST HOUR.

If after the first hour you need to use the restroom, please signal an invigilatorand an invigilator will escort you to the bathroom.

If you were told you are entitled to “Stop Watch”, please signal an invigilator when you are in need of a break: please whisper to the invigilatorif you are staying or stepping out. If you are leaving the exam room, the invigilator will escort you out and stay with you.

If for any reason you need to leave the exam room during the exam period, or if you are unable to complete the exam, for example, because of illness, you must signal the invigilator. *

*FOR STUDENTS WRITING ON PC OR LAPTOP (to be read if you have students writing on PC or LAPTOP):

Please open a blank word document on the screen. Type your name, student ID number, course number and date into the header. Please save the file as your name and course number to both the desktop of the machine and to the diskette.

*CONTINUE HERE

When you have finished your exam, you must signal the invigilator and remain seated until the invigilatorchecks that you have signed the signature sheet, collects your exam paper, and returns your McGill student ID card to you.

We will keep the Official Exam Time. Once we start the exam, we will write the exact time on the board and follow the clock in this classroom. We will then write the time on the board every 30 minutes.

Please remember that all exams are governed by the University regulations. Conduct during exams is also governed by the Code of Students and Disciplinary Procedures in the Handbook of Student Rights and Responsibilities. Any suspicious behaviors will be reported.

Write your name on your exam and on the answer sheet, scantron or booklet. Remember to put your name on ALL of your answer booklets. Please read the cover page of your exam to verify the course number, section number, version number and professor name to ensure that you are writing the correct exam.

Remember that all cell phones, ipods, ipads and/or other web-access devices must be turned off and should be kept away and cannot be used under any circumstances during this examination time.

* AFTERNOON SHIFTS(To be read if you have students writing an afternoon exam)

Students will have to stay until 7PM if their class is writing the exam in the evening. Due to university regulations, you will not be able to leave the exam room before this time. An invigilator will let you know if you must stay until 7PM.

You may now start your exam. Good luck.”

  • If a student comes in late to the exam room (no later than 60min), follow the same procedure as with the other students. Inform the student that she/he will not be granted additional time at the end of the exam. Have the student read the SCRIPT and initialize along with the time of arrival. If the student arrives later than one hour to the exam, ask the student to kindly step out with you of the exam room, and tell the student she/he cannot take the exam. If the student has any further questions, the student should go to the OSD office.

6Invigilating the exam

  • Be alert and always be ready to answer raised hands. Be courteous at all times.
  • Writing, eating, chatting with other invigilators and/or using any electronic devices are under NO circumstances allowed in the exam rooms. If there is more than one invigilator in the room, one of the invigilators should be at the back of the room. Maintain visual contact with the other invigilator and alternate from being in the front of the room to the back and vice versa.
  • NEVER leave the exam room unattended.
  • If a student fails to show up to write an exam, write “DNW” (Did Not Write) on the front of the exam envelope.
  • If a student informs you that they cannot continue the exam, show special care and concern when you question the student. The student may be ill, they may need to go to the restroom or they may be disturbed by some localized noise and may need to be moved to another area.
  • If a student needs to go to the restroom, you must accompany them. Invigilators must complete the Bathroom Log Form (Appendix E) with the name of the student, time out & and time in and then initial it. Make sure the times are accurate.
  • If a student signals for “Stop-Watch”, kindly whisper to them and ask if they want to remain at their desk or if they want to leave. If they choose to step out, make sure you write down the time in their logs and escort them outside the class and stay with them. Give them space and make sure they are within eye reach. If the student wishes to stay in the exam room, ask him/her to turn over the exam and record the time in the log. Once the break is over for both cases, make sure you write the end time in their logs.
  • If a student has a question regarding the content of the exam, please say you are not allowed to answer any questions and that you can escort him/her to the OSD to contact the professor. Please fill out the start time on the Professor Contact Log (Appendix F) and escort the student to the OSD. Once the student starts/ends talking to the professor, write the time down. Once back into the room, write down the time. Let the student know how much time will be added at the end of the exam to make up for the travel time. Make sure you write down the student’s name and the professor’s name in the Log.
  • If you are invigilating an exam done on computer, please remind the students to save their work on both the Desktop and to the USB, 30 minutes into the exam.
  • Toward the end of the exam, let each student know they have 30, 15 and 5 minutes left to the end of exam using time cards.
  • For students with “Stop Watch” or for students who contacted a professor, whisper to the student the amount of extra time they have. Remember that not all students have the same end time.

7End of the exam