Invigilators conducting the exam series

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Invigilators conducting the exam series
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User guide

• This PowerPoint presentation has been created to
  assist you in delivering training to
  invigilators.
• You can pick and choose which slides you wish to
  use in your training material. The presentation
  is divided into four sections
• centre-specific information
• generic content
• new invigilators
• experienced invigilators.
• All slides can be edited and the slides indicate
  where you should insert centre-specific
  information.
• The notes section of each slide provide
  information that may be useful in preparing your
  presentation. These can be removed or edited as
  speaker notes for presenters.

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Welcome

• Todays presentation is designed to give you the
  tools, knowledge and experience needed to
  successfully invigilate an exam series.
• This is also an opportunity to meet your
  colleagues and key members of staff.
• In your handout pack you will find support
  materials to help you on your way.
• Please feel free to ask questions at any time
  throughout the presentation.

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Our centre REPLACE WITH CENTRE NAME
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Our centre

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

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Evacuation procedures

• Stop candidates from writing.
• Make a note of the time the exam was stopped.
• Collect the attendance register.
• Advise candidates to leave all papers, scripts
  and belongings in the room and to leave the room
  calmly in silence candidates must not talk to
  each other.
• Await further instructions.
• Remember health and safety is paramount.
• The centre evacuation procedure can be found at
  PLEASE INSERT DETAILS

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Exam details

• INSERT CENTRES EXAM STARTING TIMES AM/PM
• INSERT TYPES OF EXAMS INVIGILATORS WILL CONDUCT
• Invigilator responsibilities before, during and
  after the exam.
• Clash candidates.

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Generic content
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Candidate identification

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

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The Disability Discrimination Act (DDA)

• Discrimination can occur by treating disabled
  candidates less favourably than others, or by
  failing to make a reasonable adjustment when they
  are placed at a substantial disadvantage to
  others.
• The Disability Discrimination Act 1995 has been
  amended to cover general qualifications.
• Adjustments represent provision for candidates,
  not concessions.
• LIST SPECIFIC ARRANGEMENTS/ISSUES FOR THE
  CENTRE.
• Dont be afraid to ask for help.

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Access arrangements and special consideration

• Access arrangements are pre-exam arrangements
  made on behalf of a candidate with specific
  needs.
• For example, an extra time allowance, use of a
  reader, scribe, word processor or modified
  question paper.
• Special consideration - a post exam adjustment
  made to the candidates mark by the awarding body
  as a result of temporary injury, illness or
  indisposition at the time of the exam.
• The invigilators role is to keep a record of
  events. This information may be required by the
  awarding body when processing applications for
  special consideration.
• Candidates with access arrangements will be
  marked on the seating plan.
• Invigilators must understand the rules for
  prompters, readers and scribes.

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On-screen testing

• Both JCQ ICE regulations and individual awarding
  body regulations apply for on-screen tests.
• Make sure you understand how to use the IT
  involved and have had all the training you need.
• Test time may be determined by a clock counting
  down on the candidates screen.
• In case of IT failure always summon help as
  necessary.
• Signed records of seating and invigilation must
  be kept.
• In emergencies speak to an exams officer who will
  consult awarding body guidelines.

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Modular exams

• INSERT CENTRE PROCEDURE FOR MODULAR EXAMS
• Science practical tests the teacher will be
  present at the start of the exam to assist
  candidates with technical difficulties and to
  support invigilation.
• For practical tests there must be at least one
  invigilator for every 15 candidates at all times.

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Malpractice

• Under exam conditions the use of unauthorised
  materials, copying or attempting to copy,
  escaping from supervision or collusion (cheating)
  is not permitted.
• Unauthorised materials include
• mobile phones
• iPods or MP3 players
• food and drink (containers must be free from
  labels)
• Tippex or correction fluid
• Pale-coloured gel pens.
• If a candidate is suspected of malpractice
• warn the candidate of the penalties and sanctions
  an awarding body may impose
• record what has happened and retain evidence
• summon help if necessary.

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Behaviour management

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

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Mobile phones

• PLAY VIDEO CLIP RINGTONE NIGHTMARE
• INSERT CENTRE PROCEDURE FOR MOBILE PHONES
• If a mobile phone rings during an exam
• find it as quickly as possible, switch it off,
  and remove it from the exam room
• allow the exam to continue in the normal way (the
  exams officer will take any necessary
  disciplinary action when the exam is over).
• Dont forget to switch off your own mobile phone
  (including any pre-set alarms) before the start
  of the exam!

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JCQ inspection

• Every centre will receive a visit from a JCQ
  inspector during one of its exam series.
• Familiarise yourself with the JCQ ICE
  regulations.
• Be confident that you can identify all
  candidates.
• Be confident that you are maintaining the
  integrity of the exam at all times.
• Challenge anyone who enters the exam room.
• Do not view the inspector as an enemy they
  should be seen as a professional colleague!

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For new invigilators
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Todays objectives

• To recognise the importance of, and have a clear
  understanding of, the invigilators role, and the
  kind of tasks you may be required to perform.
• Todays session will cover
• the role of invigilators
• exams procedures (before, during and after)
• how to manage candidate queries
• preventing and managing malpractice
• how to summon assistance.

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What is an invigilator?

• As an invigilator you will
• ensure all candidates have an equal opportunity
  to do well
• ensure exam security before, during and after the
  exam
• prevent possible candidate malpractice
• prevent possible administration failures.
• In a written exam, there must be at least one
  invigilator for every 30 candidates at all
  times.
• In a practical exam or on-screen test, there must
  be at least one invigilator for every 15
  candidates at all times.

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Exam room set-up requirements

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

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Before the exam starts

• There may be more than one exam happening at the
  same time.
• Check that you have the correct exam question
  papers and materials - these must be kept secure.
  
• If a candidate has been identified as requiring a
  modified question paper, check that the paper has
  been provided.
• Double check that the number of invigilators
  allocated is adequate for the expected number of
  candidates.
• Check your means of summoning assistance. INSERT
  DETAILS

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Entering the exam room

• The exam is in progress as soon as candidates
  enter the room!
• Take the attendance register. Using the seating
  plan provided, seat candidates by candidate
  number in a snake pattern.
• INSERT CENTRES PROCEDURE FOR COATS AND BAGS
• The following items are not permitted in the exam
  room
• mobile phones
• iPods or MP3 players
• food and drink (containers must be free from
  labels)
• Tipex or correction fluid
• Pale-coloured gel pens.
• Candidates must have clear plastic pencil cases.
• Know what to do when a candidate is absent.

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Once candidates are seated

• Remind candidates that
• they are under exam conditions
• mobile phones must be switched off and handed in.
• Open and hand out exam papers according to the
  seating plan
• the seating plan may be colour coded for
  different exam / tiers of entry INSERT DETAILS
  OF CENTRE PROCEDURE
• where exam papers are named, distribute to the
  correct candidates.
• Distribute the answer booklets and any other
• stationery required.

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Starting the exam checklist

• Direct candidates to the instructions provided on
  the exam question papers.
• Ask candidates to check they have the right
  paper.
• Tell candidates to fill in all the details on the
  front of question papers/answer booklets.
• Advise candidates of the centres evacuation
  procedures.
• Remind candidates of when they can leave the exam
  room.
• Read the JCQ starting announcement (or
  centre-specific announcement).
• Complete the attendance register in pencil in
  case of late arrivals.
• Arrange for absentees to be contacted.
• Write start and finish times clearly on the board
  provided, including extra time allowances.
• Complete the invigilator record as necessary.

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During the exam

• Invigilators must give their full attention to
  invigilating the exam. A quiet, active
  observation creates a reassuring presence.
• Invigilators must not talk amongst themselves
  except to convey important information.
• Respond as quickly as possible when a candidate
  raises their hand for help.
• Only answer questions about the rubric on the
  front of the exam paper
• Offer no advice to the candidate check with the
  exams officer if you are unsure.
• Look out for cheating and malpractice, or
  candidates who may not feel well.
• Record every event in a log.

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During the exam

• Unexpected situations can arise at any time.
• Remain calm and summon help if necessary.
• If you have to leave the room, make sure the
  number of invigilators does not drop below the
  required ratio.
• written exam one invigilator for every 30
  candidates
• practical exam or on-screen test one
  invigilator for every 15 candidates.
• Ensure you have an alternative means of
  communication.

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Late arrivals

• Official published starting times. INSERT CENTRE
  START TIMES
• All candidates who arrive late may be allowed the
  full allocated time to complete their exam,
  however, they must be warned that their work may
  not be accepted by the awarding body.
• Late arrivals are within one hour of the
  published start time.
• Very late arrivals are more than one hour after
  the published start time.
• Remember to prompt late arrivals to switch off
  and hand in their mobile phones
• Candidates can leave the exam room one hour after
  the published start time. CHECK CENTRE POLICY

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If problems arise

• Know how to summon help.
• Always write down what has happened, record the
  candidates name and the time.
• Maintain the required number of invigilators at
  all times.
• Know the centres emergency procedures.
• Minimise the effect of any disruptions on other
  candidates, allow extra time for all candidates
  if the disruption is significant
• If you are unsure of what to do, consult the JCQ
  ICE regulations or the exams officer.

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Ending an exam

• Announce the end of the exam.
• Be clear about which exam is ending.
• Instruct candidates to stop writing when the time
  is up.
• Advise candidates to name and attach loose sheets
  of paper with a treasury tag.
• Be aware that some candidates may have extra
  time.
• Remind candidates that they remain under exam
  conditions until scripts have been collected and
  they have left the room.
• Ensure that candidate details have been completed
  on the scripts.
• Collect any equipment lent out.

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Collecting scripts

• Candidates cannot leave the exam room until
  scripts have been collected no exam papers are
  to leave the exam room.
• Collect scripts in order of the attendance
  register keeping tiers and options separate as
  necessary.
• Collect any unused stationary.
• Do not leave the scripts unattended at any time.
• Do not read or allow anyone else to read
  candidates scripts.
• Dismiss candidates row by row, in silence.
• Keep clash candidates with you and under
  supervision.
• Hand over the scripts to the nominated person for
  dispatch.

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Summary

• Always
• remain calm
• consider the security of the exam
• think of the implications for the candidates
• keep a written record who/what/when
• maintain the required invigilator candidate
  ratio at all times.
• Never assume! If in doubt, always consult the
  exams officer.

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Experienced invigilators
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Discussion points

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