Exam Week Tasks

Before the Exam

Task Title Task details Due Date Assigned To:
Email students about exams Midterm Email: Monday/Tuesday Greg/Team

Dear students,

The mid-term exam for Module (insert nubmer) will be given on (date). The exam schedule is as follows:

Writing: 09:15-9:10:00
Written part*: 10:15-12:45

* Listening, Reading, Grammar and Vocabulary

- Late-comers will be accepted to the exam venues only in the first 10 minutes of the writing exam.
- Students will not be allowed to leave the exam venue in the first 10 minutes of the writing exam.
- There will be no classes on (insert date).

Good luck on the exam,

IHU School of Languages

English Preparatory Program

Make marking list/schedule Prepare list of who is marking what and where based on their level, availability and ability. Tuesday PM Greg
Send marking list/schedule/guidelines to teachers Email teachers to let them know who is marking what so they know which standardisation sessions to Tuesday PM Greg/Team
attend. Also include marking procedures for MAIN PAPER and ask teachers to read them before the
meeting on Thursday.
Make invigilation list Prepare list of who is invigilating what and when. Avoid using coordinators if possible for main papers so Wednesday PM Greg
that they can start marking.
Email teachers to stay late/Standardisation Email teachers to let them know they will be required to stay late on Thursday/Friday depending on the Tuesday Furkan
Sessions completion of 1st/2nd checks.

"Dear colleagues,

This week we will be marking the [mid-term/final exams] on [Wednesday/Thursday/Friday.]

Due to operational needs, we may have to stay at the university until 17:30PM on these days to finish the
first and second checks. If marking of your level finishes on time, the coordinator of your marking team will
let you know when you can leave. Please don't leave until the checks are done, come and speak to me
as early as you can if you have any problems with this. During marking, let either the level coordinator (or
Greg) know if anything is unclear or if you are having difficulties.

To prepare for the exams, there will be two briefing sessions:

Writing Marking Standardisation: [Wednesday afternoon at 14:30PM] in [Room], [Room] and [Room]
General Exams Procedure Briefing: [Thursday morning at 8:45AM] in [Room].

All the best,"

Collect HDMI cables from classes Go to each class and get the HDMI cable ready for Thursday morning Wednesday James/Ibtissim
Teachers Test Input Teachers looks over tests and give alternate answers for the answer key. NOTE: NOT CONTENT Wednesday Coordinators
Standardisation Meeting Look at sample writings for pre-int and intermediate and grade them together Wednesday PM Coordinators

Look at the rubric together and understand what each descriptor means

During the Exam

Task Title Task details Due Date Assigned To:
Building Email Furkan email 3rd floor to remind them an exam is happening Furkan
Teachers Meeting Meet with teachers at 8:45/9:00 to brief them about procedures/the day/rules in Furkan's email. Teachers Greg/Team
need to know what to mark/when/where/how and what to do afterwards with the scores.
Classroom Inspection Check all classrooms to make sure computers are working, sound working etc. Coordinators
Contact IT Call IT person to have them on standby during the meeting. Ibtissem
email marking Procedures Send out marking guide/info to teachers to refer to. Greg/Team

PASTE EMAIL HERE

During Marking
Manage Floor Greg to walk around various rooms monitoring how much work is done, when, and assigning more help During Marking Greg
as needed. Also spot checks that teachers are following procedures for main paper (eg alt answers on
board), and written paper (using rubrics, correction codes etc).
Manage Work Flow Level managers check progress of work and collect finished packs, letting Greg know when people are During Marking Coordinators
available/finished/in need of help.
Check First Checks Complete / Collect Papers Coordinators check, collect and monitor sign in/outs of their levels papers and let teachers know when Marking Day 1 5:30PM Coordinators
they can leave.
Check Second Checks Complete / Collect Papers Coordinators check, collect and monitor sign in/outs of their levels papers and let teachers know when Friday 12:00PM Coordinators
they can leave.
All Packs collected Signed off Greg accounts for all papers signed in. Friday 12:00PM Greg
Assign room leaders Main paper room leaders record answers on board/ensure added to answer keys. Marking Day 1 1:30 Greg/Team