INVIGILATOR_HANDBOOK_KAS 2018

KING ALFRED SCHOOL

EXAMS OFFICE
Tel:02084575211

INVIGILATOR
HANDBOOK

Introduction

First may I thank you for agreeing to act as an invigilator and supporting the School in this
way.

Your work is highly valued by the School and I am sure by the students who will be looking
to you for your support in the conduct of the examination.
This handbook has been designed to help you to understand and contribute to the way that
examinations are organised at .King Alfred School. It lays out your role as an exam
invigilator explains the kind of tasks that will be expected of you. It also includes details
from the rules and regulations set by the regulatory authorities and examination boards
which we must apply. These are available in the document “Instructions for the Conduct of
Examinations” (ICE) which you must read.

Please be aware that whatever you see or hear in School is confidential and must be not be
repeated. If you hear or see anything of concern, or are told any confidential information
about the welfare or safety of a candidate, you must tell the Exam Officer.

It may be that you will be unavailable for duty on a day due to illness or some other reason.
If that is the case please contact 02084575211 or email [email protected]
immediately so that I can make other arrangements.

Finally can I re-assure you that you will be fully supported by both myself as Exams Officer
and the rest of the staff in the school.

Shyama Chandrasekhar
Examinations Officer

One of our main aims is to ensure that the candidates are secure and comfortable in the stressful
conditions of an examination.

You must address them with patience and good humour and always appear helpful and supportive.

You must not raise your voice when dealing with the candidates and you must not confront them –
report your concerns, if any, to the Exams Officer

What is an invigilator?

“The invigilator is the person in the examination room responsible for conducting a particular
examination session in the presence of the candidates. Invigilators have a key role in upholding the
integrity of the external examination/assessment process.
The role of the invigilator is to ensure that the examination is conducted according to these
instructions in order to:

• ensure all candidates have an equal opportunity to demonstrate their abilities;
• ensure the security of the examination before, during and after the examination;
• prevent possible candidate malpractice;
• prevent possible administrative failures.”

[JCQ Instructions for conducting examinations (ICE) 6]

The main duties of the Examination Invigilator are:

1. To support the Examination Officer with the day-to-day running of the
examinations. This means working in accordance with all regulations, policies
and procedures to maintain the integrity and security of the examinations and to
safeguard the health, safety and welfare of candidates.

 You should arrive for duty at 8.30 am for the morning paper and 1.15 pm for the
afternoon start of a session unless otherwise notified.

You will be expected to assist with :

 setting-up examination room(s) by laying out stationery, equipment and
examination papers in accordance with strict procedures;

 helping to direct candidates to their seats;
 checking that absences / late arrivals are reported to the Exam Officer;
 making sure that candidates do not talk once inside examination rooms;
 ensuring pupils are sitting facing the front at all times.
 invigilating during the examination and dealing with any incident or point raised

by candidates;
 reporting any examination irregularities immediately to me;
 escorting candidates to and from the examinations;
 collecting scripts at the end of the examination;
 supervising candidates leaving examination venues
 Printing any scripts for students that use word processor and collating the

scripts.
 Packing the scripts for sending to the exam board

Preparing for the exam

Keeping question papers and other examination materials secure
Once the question papers are in the safe keeping of the invigilator, the papers must
never be left unattended at any time, until the exam is finished and the papers are
returned to the safe keeping of the EO at the end of the exam.
Seating plans must be completed and signed preferably before start of the exam but
before you clear the room at the end of the exam session.

Timetabling of exams
Morning exams begin at 9.00 am and afternoon exams at 1.45 pm

Timetable variations
Students with an exam clash may either do the exams back to back in the morning
session or complete the morning exam and then are under supervision from end of
morning exam until start of afternoon exam, invigilators will supervise the students
through the morning and through lunch.

Using calculators
Programmable calculators are not allowed, students must erase anything stored in
memory before start of exams. If you find anything suspicious please let the EO know.
Calculators must not be used in non-Calculator exams and its use must be reported to
the exams officer immediately. The front of the question paper will have a no
calculator symbol. Calculator lids must be left in the bags or collected at start of the
exam.

Resources for examinations
Students are only allowed to have all equipment in clear cases and calculators/text
books only when allowed.

The examination room
The exams rooms are set up strictly according to JCQ guidelines. Invigilators must
check the room checklist every day to confirm that they are all in order. Name cards
must be placed on the table according to candidate order and must be collected at the
end of the exam in candidate order. Students must only be allowed in after the room
has been ready and papers are set up face up on the tables.

Invigilation arrangements
A mobile phone will be provided to call for assistance from exams office.

Invigilation arrangements for candidates with access or other arrangements
Students with extra time have a red coloured dot on their name card and a card with a
list of candidates with extra time is available in the front desk too.

At the beginning of the Exam:

 The exams officer will be present at the start of the exam to identify candidates
who will sit in their designated seats that has their name card.

 Teachers are NOT allowed in the exam room without my permission or that of
the Head teacher. If a teacher attempts to enter the room or to remove a paper
please ask him / her to leave and if necessary show the teacher this page and
refer him / her to me. The teachers have been told about this rule. Please
challenge anybody who enters the room except the Head/Deputy Head.

 All candidate(s) personal belongings must be stored outside room during the
examination. No bags or mobile technology equipment are allowed in the
examination hall – no phones, no MP3s etc. they must be left outside.

 We do not allow food in the exam hall. Water bottles are allowed provided that a
clear bottle is used and that there is no label on the bottle.

 Exam papers will be set up on desks before exams begin except for CIE exams.
Care must be taken that students do not open the papers until they have been
instructed to do so. All starting instructions and announcements will be made
before start of exam.

During the exam:

 During the exam you will be expected to actively invigilate and you are
permitted to walk up and down the aisles so it is seen that you are active – but
avoid looking over their shoulders or at their scripts.

 You are not allowed to bring reading material with you or use your mobile
phone to check mail or any such activity.

 If any candidates put their hand up for attention during any part of the
examination you will be expected to go and assist them the best you can. You
are not allowed to help them answer the questions. If you are unsure how to
deal with their request then please seek advice from the Exam Officer – for
example if there is a misprint or mistake on the paper itself.

 All pupils have to be silent during the exam and so also do the Invigilators. Once
the candidates are sitting the examination no contact must be made with them
unless they request it. Report any suspicious activity to the Exam Officer.

 Candidates have been told to bring all they need for the examination, including
calculators where required– that is their responsibility. However, if a candidate
requests something then we will do our best to help in the circumstances. If you
do have to help try NOT to talk to them for more than necessary as that often
can distract others.

 Candidates who request to go the toilet will be allowed to do so but they must
be escorted by a member of staff. Use the mobile phone in the room to call for
help. The same applies to candidates who are ill – please call the Exam Officer.

 Although it is rare there have been cases of cheating. Look out for the usual
giveaways – pieces of paper, candidates talking, passing paper and in these
days of technology, watch out for gadgets such as mobile phones or MP3
players.
Be aware that these are often kept on the body or in pockets and look out for
anyone wearing an ear piece. They are not allowed in the exam room. If you
see candidates with phones or gadgets just ask them to hand them in. If you
suspect a candidate of cheating please do not approach the pupil yourself but
report it to the Exam Officer who will deal with the situation.

 Candidates can only leave an exam early where prior permission has been
given by the Examinations Officer and that will only be under such very
exceptional circumstances that you will be informed about it. If a pupil leaves
the room early unauthorised then the Exam Officer should be notified
immediately and the exam board has the right to disqualify their paper.

 Invigilators must NOT tolerate any form of disruptive behaviour. Where there is
an instance of disruptive behaviour please call the exams officer immediately.
Disruptive behaviour is not fair on the other candidates and will not be
tolerated.

 Please log all incidents even minor in the incident log book.

At the end of the exam

Finishing the examination
 At the end of the examination, ask students to stop working and issue
instructions for checking front of scripts and attaching supplementary sheets etc.
Remind them that they are still under exam conditions.

Collecting scripts
All scripts must be collected before dismissal of the
candidates.

Unused stationery
Please collect all unused stationery and bring them to the exams office after the end
of the session. They must not be left unsupervised.

Malpractice

Please log all incidents in the exam room in the incident book. If a malpractice has
occurred e.g. phone ringing in exams room, you must report it to the Exams officer,
make a note in the incident book and write a report at the end of the session.

Emergencies

If the fire alarm goes off, please ask students to stop writing, note the time on the board and
await further instructions from the EO.



Emergency Evacuation
of an Examination Room

On Hearing the Fire Alarm - the invigilator must take the

following action in an emergency such as a fire alarm:

 Tell students to stop writing and note the time on the board.
 Wait for member of SLT or Exams Officer to give instructions.
 Do not evacuate unless advised to do so.
 If required to evacuate follow the instructions below:
 Tell the candidates to stop writing and leave the question papers and scripts on their

desks.
 Evacuate the room in an orderly fashion without talking. The candidates must not

attempt to collect bags or coats.
 The invigilator should collect the exam register and evacuate the candidates by

following the emergency exit signs.
 DDA – CANDIDATES WHO HAVE A DECLARED DISABILITY WILL BE SUBJECT

TO THE Personal Evacuation Procedures in place
 Assemble the candidates in:

Near the Dining Hall away from rest of the school

 When assembled check the candidates against the exams register.
 The examination candidates must not have contact with other pupils and must

not have mobile phones in their possession.
 Make sure that the candidates are supervised as closely as possible while they are out of

the examination room.
 Make sure there is no discussion about the examination. Inform the candidates that they

are still under examination regulations.
 Make a note of the time of the interruption and how long it lasted.
 At the end of the emergency the Examinations Officer or a senior member of staff will

inform you when to return to the examination room.
 On return to the examination room allow the candidates the full working time set for the

examination.
 Make a full written report of the incident to the EXAMINATIONS OFFICER.