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nvigilator Roles and Responsibilities

The role of the Invigilator


Note: You can download this guide as a PDF.

The examination invigilator is the person in the examination room with responsibility for
conducting a particular examination session in the presence of candidates. Invigilators have a key
role in upholding the integrity of the examination process.

The role of the invigilator is to ensure that examinations are conducted in accordance with
regulatory requirements, in order to:

Ensure that all candidates have an equal opportunity to demonstrate their abilities

Ensure the security of the examination papers and completed response sheets, before,
during and after the examination

Prevent possible candidate malpractice

Prevent possible administrative failures

Ensure that NOCN identity requirements are adhered to

Invigilators must:

Be appropriately trained in their duties

Give all their attention to conducting the examination properly

Be able to observe each candidate in the examination room at all times

Be fully conversant with NOCN requirements for confirming candidate identity

Inform the head of the centre if they are suspicious about the security of examination
papers, completed response sheets or any other issue that threatens the integrity of the
examination process. (In such cases, the head of the centre must inform NOCN
immediately, and send a full written report within five working days of the suspicion
arising).

Invigilators must not:


Carry out any other task (for example, reading a book) in the examination room.

Who can invigilate?

Approved Centres must ensure sure that invigilation is carried out by a person who has not
prepared the candidates for the examination. This means that the trainer cannot act as the
exam invigilator, and should not be present in the examination room.

It is also inappropriate for invigilation to be carried out by a person related to a candidate sitting
the examination.

It is the responsibility of Centres to:

Appoint exam invigilators, to make sure that the examination is conducted according to
regulatory requirements

Make sure all invigilators are responsible adults, appropriately trained in their duties.

At least one invigilator must be present for groups of up to 30 candidates for written
examinations and a maximum of 12 candidates for Physical Intervention Practical Assessment
(Security Qualifications only). When only one invigilator is present, they must be able to
summon help easily, without leaving the examination room, and without disturbing candidates.

Invigilation Requirements
Starting the examination:

Before the examination starts, the examination invigilator must:

Ensure the seating arrangements prevent all candidates from overlooking (intentionally or
otherwise) the work of others. The minimum distance in all directions from centre to
centre of candidates' chairs must be 1.25 metres.

Ensure that all candidates will face in the same direction

Ensure each candidate has a separate desk or table big enough to hold question papers
and answer booklets. Candidates who are not working at individual desks must be far
enough apart so that their work cannot be seen by, and contact cannot be made with, other
candidates

Ensure the following are prominently displayed:

o A poster advising candidates that mobile phones should be switched off


o Examination warning notice for candidates

o Centre Appeal Procedure

o Emergency/evacuation procedures

o Examination in Progress notices outside of the examination roo

o Ensure a board/flipchart/whiteboard should be visible to all candidates showing


the centre number, subject / Unit title and paper number; and the actual starting
and finishing times of each examination.

o Ensure a reliable clock is visible to each candidate in the examination room. The
clock must be big enough for all candidates to read clearly

o Ensure all display material (such as maps, diagrams, wall charts and projected
images etc.) which might be helpful to candidates is not visible in the examination
room.

o Check all candidates have the required identity documents and photograph, in line
with NOCN qualification examination requirements, and that the relevant section
of the Candidate Information Sheet (where appropriate) has been completed

o Advise candidates who are unable to provide the required identity documents and
photograph that they cannot sit the examination and that they must leave the
examination room

o Advise candidates of emergency/evacuation procedure

o Inform candidates that they must follow the regulations of the examination

o Ensure questions papers are never left unattended

o Open the packets of examination papers, in the examination room in front of the
candidates, and distribute to candidates

o Check that candidates have the correct paper

The invigilator must advise candidates that:

They should write in blue or black ink

They should not use correction fluid

They should not make any marks on the examination paper


All mobile phones, or other electronic devices, should be switched off

They must not have access to items other than those stated in the instructions on the
question paper, the stationery list or the specification for that subject in the examination
room.

Mobile phones, electronic communication or storage devices are not permitted,


including:

o iPods

o MP3/4 players

o wrist watches which have a data storage device

o Any other products with text or digital facilities.

This means that:

all unauthorised items are left outside of the examination room;

any pencil cases taken into the examination room must be see-through;

any unauthorised items that have been taken into the examination room must be placed
out of reach of the candidates (and not under their desks) before the examination starts.
This would normally be at the front of the examination room or a similar arrangement
that enables the invigilator to control access to the items.

Any course material should be removed from desks and placed at the front of the room

They should not ask for, and will not be given, any explanation of the questions and
answers

If they leave the examination room, unaccompanied by a member of centre staff, they
will not be able to return during the examination

The invigilator must:

Specify the length, start and finish time of the examination, and the earliest time that
candidates can leave the examination room

Read the Instructions on the front of response sheet to candidates and demonstrate how to
complete the response sheet and advise candidates how to make changes to answers
Remind candidates that they cannot communicate in any way with, ask for help from or
give help to another candidate while they are in the examination room

Announce clearly to candidates when they may begin

Be present in the examination room at all times.

The invigilator must not:

Make any comment where a candidate believes that there is an error or omission on the
question paper. However, in this situation, the invigilator must refer the matter to the head
of the centre, who should send a report to NOCN.

Give any information to candidates about possible mistakes in the question paper, unless
there is an erratum notice, or permission has been given by NOCN

Comment on the content of the question paper

Read a word or words printed on the question paper to a candidate, other than the
instructions on the front cover

Offer any advice or comment on the work of a candidate.

During the examination:

Invigilators must supervise candidates throughout the whole time that an examination is in
progress. This means that:

Invigilators must give complete attention to this duty at all times

Invigilators must be vigilant and remain aware of emerging situations, looking out for
cheating and malpractice or candidates who may be feeling unwell. Any irregularities
must be recorded.

Invigilators must not carry out any other tasks in the examination room (for example
doing other work or using a mobile phone)

Invigilators are required to move around the examination room quietly and at frequent
intervals

Give regular time checks

Summoning help during an examination:


When one invigilator is present in an examination, they must be able to summon help, in case of
an emergency, without leaving the room or disturbing candidates. A mobile phone may be used
but must be switched to silent alert, so as not to disturb candidates.

Candidates who arrive late:


A candidate who arrives more than ten (10) minutes after the examination has started must not be
allowed to enter the examination room. Arrangements will need to be made by the Centre to
order examination papers for an alternative date.

Leaving the examination room:

Candidates are not permitted to leave the examination room until at least twenty minutes
examination time has elapsed (other than in an emergency/medical situation) and may not leave
in the last 10 minutes of the examination. Candidates who are allowed to leave the examination
room temporarily must be accompanied by a member of centre staff. Where candidates have
completed their examination and are permitted to leave before the finish time, they should be
instructed to do so quietly, without causing undue distraction to others. The invigilator must
ensure that all relevant sections of the examination response sheet (including the box indicating
the number of changes made) are fully completed and signed before candidates leave the room.
Those candidates must not be allowed back into the room.

Ending the Examination

When ending the examination, invigilators should give sufficient notice to candidates. This is
usually achieved by giving a fifteen minute and five minute warning prior to the published finish
time of the examination.

At the end of the examination the invigilator should:

Tell the candidates to stop working and remind them that they are still under examination
conditions

o Collect all examination papers and examination response sheets to place in secure
storage prior to submitting to NOCN for marking.

o Collect all the scripts/objective test sheets before candidates are allowed to leave
the examination room

o Do not allow candidates to keep the examination papers or response sheets.

o Candidates and invigilator to confirm number of changes on response sheets.


These should be entered in words and not numbers.
At no point should any indication be given to the candidates as to whether it is believed that
they have passed or failed the examination. This information can ONLY be confirmed by
NOCN. The marking of examination papers by the approved trainer/examination
invigilator to pre-empt awards is seen as malpractice and could result in the withdrawal of
Centre Approval / Recognition.

Additional requirements for e-examinations

Centres must have the expertise to access, administer and support the test/examination and be
available throughout the e-examination.

Centres must have the relevant software installed to administer the tests and demonstrate that the
appropriate security systems are in place to prevent unauthorised access to the test/examination
materials.

The layout of the room for on-screen tests cannot be specifically defined since there will be a
number of solutions to organising work stations within the space available.

When planning the layout of the room, centres must consider the following limitations:

the distance between the screens

the division of the work space to allow any permitted additional materials to be used;

the use of booths, screens or partitions whether temporary or permanent

ratio of invigilators.

The invigilator must ensure:

Each work station is to be isolated by a minimum space of 1.25 metres measured from
the nearest outer edge of one screen to the next, unless the monitors are positioned back
to back or separated by dividers or protected by privacy screens. Under certain
circumstances 1.25 metres may prove to be an insufficient distance to prevent candidates
seeing, intentionally or otherwise, the work of others. The principal objective is to ensure
that no candidates work can be overseen by others.

Where required, candidate test password information is stored securely and only given to
candidates at the time of the examination.

Candidates are prevented from using computers/laptops in examinations which have


unauthorised external communication with other users of computers/laptops.
The arrangement of workstations and the position of the invigilators desk facilitates
detection of any unauthorised activity by candidates, for example communication with
others or use of unauthorised reference material.

Ensure that sufficient work stations are available, including at least one replacement
computer (and printers where required).

Unless otherwise stated by the awarding bodys subject specific instructions, remind
candidates that they must not have access to the Internet, e-mail, data stored on the hard
drive or portable storage media (e.g. floppy disks, CDs, memory sticks or pre-prepared
templates)

Make sure that candidates are familiar with the instructions, procedures and regulations
for the on-screen test, particularly on how to navigate and respond on-screen.

Check that candidates know how to request technical assistance.

Check that all candidates have logged on successfully, or have been logged on by the
centre.

Ensure that technical support is available throughout the on-screen test in relation to
malfunctioning of equipment, software or the on-screen test itself.

At the end of the examination the invigilator must:

Ensure that the software is closed as necessary (some may close automatically).

Check that any necessary back-ups have been made and stored securely.

Collect copies of candidates work, additional print-outs and question papers before
candidates leave the examination room.

If candidates are required to print work off outside the time allowed for the test, ensure
that candidates are supervised at all times.

Suggested wording for the invigilators announcement at the beginning of a


written examination:

You are now under examination conditions. This means that you must not talk to another
candidate and must now follow the regulations of the examination.

Do not open the examination paper until I instruct you to do so.


You are not permitted to leave the examination in the first 20 or last 10 minutes. You must not
leave the examination room without the permission of an invigilator. If you need attention raise
your hand and wait.

Only material listed on the question paper is allowed in the exam room. You must not have on or
near you any other material.

IPods, mobile phones or any other electronic devices must be switched off, and not to silent
mode, and handed to an invigilator, these will be placed at the front of the room Failure to do this
is a breach of the regulations and may lead to disqualification.

All unauthorised items in your possession, such as notes, books, papers, must be handed in to an
invigilator now and these will be placed at the front of the room. You must have nothing on,
under or near to your desk. Failure to do this is a breach of the regulations and may lead to
disqualification.

Please check that you have been given the correct paper for your subject, unit and level

Fill in all the details needed on the front of your answer book, sheet or question paper (as
appropriate).

Read the instructions on the front of the question paper.

Check that you have all the materials you need for the exam.

Remember, you must only write in black or blue ink.

You must not use correcting pens, fluid or tape, erasable pens, blotting paper. You must not use
highlighters or gel pens in your answers.

You must not communicate in any way with, ask for help from or give help to another candidate
while you are in the examination room. You must not ask for, and will not be given any
information regarding the wording of the questions and answers on the examination paper.

If the fire alarm sounds, please stay seated - wait for instructions from the invigilator.
1

MANUAL FOR EXAM


INVIGILATORS
Content
s
1.
THE PURPOSE OF INVIG
ILATION
................................
...............................
2
2.
DISABILITY
-
RELATED EXAM ARRANGE
MENTS
................................
........
2
3.
BEFORE THE EXAM
................................
................................
.....................
2
4.
EXAM ROOM SET UP
................................
................................
...................
2
4.1
Invigilators Arrival
................................
................................
....................
2
4.2
Examination Papers
................................
................................
................
2
4.2.1
Missing question papers
................................
................................
......
3
4.3
Desk Numbers
................................
................................
........................
3
4.4
Other Preparations
................................
................................
..................
3
5.
ROUTINE CONDUCT OF E
XAMINATIONS
................................
...................
3
5.1
Admission of Candidates to Examination Room
................................
......
3
5.2
Dictionaries and Calculators
................................
................................
....
3
5.2.1 Use of dictionaries
................................
................................
.................
3
5.2.2
Use of calculators/mobile devices
................................
........................
3
5.3
Late arrival of candidate
................................
................................
..........
4
5.4
Start of Examination
................................
................................
................
4
5.5
During the Examination
................................
................................
...........
4
5.6
Candidates Requiring to Leave the Examination Venue
..........................
5
5.7
What to do if cheating is suspected
................................
.........................
5
5.8
30 Minute Warning Before the End of the Exam
................................
......
5
5.9
End of the Examination
................................
................................
...........
5
6.
PROCESSING OF EXAMIN
ATION PAPERS
................................
.................
6
6.1
Collation of Papers
................................
................................
..................
6
6.2a
Collection of Papers by the School
................................
......................
6
6.2b
Delivery of Sealed Envelopes to Security Control Room for
exams at
Kings Campus
................................
................................
................................
6
6.3
Examination Security
................................
................................
..............
6
7.
RESPONSIBILITIES OF
SENIOR INVIGILATORS
AND INVIGILATORS
......
6
8.
USEFUL CONTACTS
................................
................................
....................
7
2
1.

THE PURPOSE OF INVIG

ILATION

This manual is intended to provide guidance for all invigilators, but in


particular new invigilators who may

not be familiar with the Universitys exam

arrangements.

Invigilators are appointed by both Schools and

Registry.

The main purpose of invigilation is to regulate the exam environment, so it


is as quiet, comfortable and as

relaxed as possible, so students can do their best in answering the quest

ions asked of them.

Invigilators are required to ensure that the regulations associated with


exams are acted upon; that the

instructions relating to the exam protocol are explained clearly and fully to
the students; and that illegal

activity is discourage
d by the use of a system that makes it obvious and likely that any cheating
will be

detected.

If cheating is detected, then it is the responsibility of the invigilator to deal


with the situation as quickly,

effectively and fully as possible, always acting

so as to minimise any impact on the other students present.

Judgement as to whether cheating has actually taken place will follow the
exam and will depend on the

evidence collected at the time, so invigilators must be scrupulous in the


gathering of this

evidence.

2.

DISABILITY

RELATED EXAM ARRANGE

MENTS

The Central Timetabling Team in Registry and Schools are responsible for
organising disability

related

exam arrangements including:

Provision of a computer

Extra time

Scribe/reader

Private exam room

Disability

related exam arrangements are managed on

a central

disability database.

Registry provide invigilators for the

main

extra time rooms

and the extra time computer rooms.

3.

BEFORE THE EXAM

The Head of School is responsible for ensuring there are a

sufficient number of invigilators for each exam,

usually two. For exams with over a 100 candidates there may be three
invigilators allocated.

If you are invigilating for your School c

heck with your School Office which exams you are expected to
invigilate

, noting dates, times and location.

The School Office will advise you if you are invigilating for a

student with disability

related exam requirements.

Find out if you are expected to take the exam scripts

to the venue and if the completed scripts should

be returned t

o the School Office

or

to Security (9A Dunbar

Street) for exams at Kings Campus.

Registry

provides

their invigilators with a rota

and candidates list(s)

the week prior to the start of the exam

4.

EXAM ROOM SET UP

4
.1

Invigilators Arrival

Invigilators should ensure they are present in the Examination Room

in plenty of time to ensure that all

arrangements are in place, and so should plan to arrive

30 minutes before the start of the examination.

Senior Invigilators will have been nominated b

y Registry

for the main exam venues

and have specific

responsibilities which are detailed in Section 7 of this manual.

The Senior Invigilator will u

sually

be

the

invigilator for the exam with the largest num

ber of candidates in the room.

.2

Examination Papers

There can be more than one exam taking place in an exam room.

Invigilators should ensure the


examination papers for the various examinations have arrived from the
Schools

3
4

.2.1

issing question papers

For any papers that fail to arrive,

contact the School Office to chase up the paper.

Even if the exam papers have not arrived on time, allow the candidates to
enter the venue and be

seated in their allocated seats in the examination room. Ask candidate

s to sit quietly and assure

them that extra time will be given at the end of the examination.

Start the rest of the students examinations being held in the exam hall (see
below).

When the papers arrive start the examination for the remaining students.

.3

Desk Numbers

In the main exam venues, t

he

porters
will have laid out desk numbers on all the desks in the exam venue,

and allocated a number of seats to each exam. Check which desks have
been allocated to your exam.

Registry

provides

their invigilators with desk numbers to use if required.

.4

Other Preparations

Invigilators should become familiar with the examination venue and ensure
the room has adequate

seating, lighting, ventilation and a working clock visible to all candidates.

Particular attention should be

given to the location of fire exits, toil

et facilities and spare statione

ry.

If you dont have your mobile phone with you, find

the location of the nearest telephone outside the

exam

venue.

Take with you a list of useful

telephone numbers including your School Office.

Identify an area of the room, usually at the front, for students to leave their
bags and other belongings.
5.

ROUTINE CONDUCT OF E

XAMINATIONS

.1

Admission of Candidates to Examination Room

Candidates should be allowed to enter the room prior to commencement of


the examination to allow

sufficient time for

them

to settle before the start time. In large venues, porters or other staff will be
able to

advise you of how long this will take.

An announcement should be made as students enter the hall, to inform


them where to leave bags and

other belongings; that mobile

phones

and devices should be switched off and left in their bags; which part

of the exam hall to find a seat; and that they shou

ld put their ID card on the corner of the desk.

Students are not permitted to use their mobile

phones

as a clock.

5
.2

Dictionaries and Calculators

.1 Use of dictionaries

Candidates

whose first language is not English

may refer to English/native tongu

e dictionaries,

when permitted by their Schools to do so. Electronic dictionaries are not


permitted in the

examination venue. Invigilators are entitled to request inspection of


dictionaries prior to the

examination

, thumbing through them to check that the

re is no extra written material present.

.2

.2

Use of calculators/mobile devices

Electronic devices, including mobile phones

and smartwatches
, are not allowed in examination

venues. It is not permissible to use such a device as a timepiece during an

examination.

Examination papers shall either prohibit calculators or allow those as


specified on the exam papers.

Calculators should be hand

held, quiet, self

powered and portable and not capable of connection

to any external source of information. Mobile phones and devices are not
permitted to be used as

4
calculators. When there is any restriction on the type and us

e of calculators permitted, examination

papers will state this.

No calculator instruction manuals will be allowed in examination rooms in

any circumstances.

Late

arrival of candidate
Candidates are not permitted to enter the examination more

than 30 minutes after the start.

Candidates

are

not

to be given extra time for late arrival.

Invigilators of sole candidates are required to wait 30 minutes from the


scheduled start of the examination.

If the candidate has not arrived, the invigilator m

ay then leave.

Start of Examination

The Senior Invigilator should generally be the person who makes the
announcements. The standard

announcement for the start of exams is below but can be tailored for
individual circumstances

(e.g.

disability

related

exam venues where there are many different exams in one room)

:
Good morning/afternoon. The examinations for _____________ are being
held in this room. Make

certain that you have the correct examination paper

Please read the instructions for your exam

carefully and follow these fully. Please raise your hand if you require
attention at any time during

the examination. Would you please place your identity card on the top right
hand corner of your

desk?

You are not permitted to leave the examination i

n the first or last 30 minutes.

When your time allowance is up, please leave your examination booklets
and question papers on

your desk and leave quietly.

The time is now _____ and this is the start of the exam period.

For exams in extra time venues, en

sure students are aware of their extra time allowance.

During the Examination

Invigilators should:

Remain vigilant at all times. Where possible at least one invigilator s

hould be present at the back of

the examination room.

Periodically patrol the

room

taking care not to disturb candidates.

Only talk to candidates or to each other when absolutely necessary and


then in a quiet manner to

avoid disruption.

Invigilators are responsible for:

Checking student identity cards against the Candidate List

during the examination and marking

candidates as in attendance at the examination. Any additional candidates


should be added to the

Candidate List.

Any student who cannot display a student identity card should be permitted
to take the examination

but a
note should be put on the examination book that no identity card was
displayed and the student

should be warned that an identity card must be displayed at all


examinations.

Ensuring that candidates do not consume any food or drink (except bottled
water)

in the exam

hall/room,

other than what may be medically prescribed, e.g. cough lozenges, etc

Ensuring that there is no communication, either spoken or written, between


the candidates during the

period of the examination.

Ensuring that the correct examinat

ion stationery is available

and

distributing refill books to candidates

as required.

Taking appropriate steps to curtail activities in the environs of the


examination hall, which they
consider detrimental to the performance of candidates.

Invigilators sho

uld not eat, read a book/newspaper, do any of their own work, use mobile
phones or other

electrical equipment during the examination.

5
5

Candidates Requiring to Leave the Examination Venue

If possible, o

ne invigilator should accompany the candidate out of

the venue

, as far as it is appropriate to

do so

The

invigilator should annotate the candidates script with the time of the
candidates departure and

re

entry

,
at the end of what is written. The candidate must not leave the venue with
any examination

sc

ripts.

You cannot prevent a candidate going to use the toilet, if they wish to do so,
bearing in mind that

some medical conditions may make this necessary.

Candidates cannot leave the exam venue in the last 30 minutes of the
exam, however, invigilators s

hould

exercise some discretion if the student requires a bathroom break.

What to do if cheating is suspected

If an invigilator has reason to suspect that cheating has occurred, then if at


all possible a second invigilator

should be immediately

involved, so that there is independent corroboration of the circumstances.

If cheating involves the use of extra written or electronic material then this
should be confiscated, labelled

and stored securely in a sealed exam book envelope, with the invigila

tors signature across the seal. If the

student will not give up the material, then a full note should be made
explain the circumstances, witnessed
if possible.

If the cheating involves communication between students, then both should


be warned that this

is illegal

and asked to desist and a full note made about the circumstances.

If a student is suspected of using a mobile phone during the exam it should


be confiscated for the duration

of the exam and returned to the student at the end

of the exam

. A second invigilator should witness the

removal and return of the phone

if possible

The candidate can be permitted to continue with the examination. If

the candidate

does not wish to

continue with the examination, then they can leave the exam room (b

ut not in the first or last 30 minutes

of the examination).

As far as possible, no disturbance should be caused to the other students


in the exam hall.

All evidence, plus a full account of the circumstances and any actions
taken, sh

ould be passed to th
e

relevant H

ead of School as soon as possible after the exam finishes.

Registry invigilators should report

back to the

Registry at the end of the last exam in their room, and their account will be
forwarded to the

relevant Head of School(s).

30 Minute

Warning

Before the End of the Exam

In the main exam venues, A

nouncement 2 should be made 30 minutes be

fore the

end of th

examination:

Please note that there are now 30 minutes remaining and so no

-
one is now permitted to leave the

exam hall until the

exam is finished.

This announcement is not

required

in disability

related exam venues where students finish at different

times.

5.9

End of the Examination

At the end of the examination

exam sc

ipts will either be collected before the students leave the ro

om, or

once the students have left the room.

nnouncement 3 should be made

Candidates. You must now stop writing. Please ensure you have written
your name, ID number
and any other details requested, for example question numbers answered,
on all your answer

booklets and that you have sealed the corner or edge to ensure anonymity

Please remain in your

seats and listen to the following instructions on how we propose to collect


your examination

scripts: