2004 – 05 Higher Colleges of Technology Abu Dhabi Men’s College Part 1 - ADMC Exam Policy & Exam Codes i Policy i Exam Codes Part 2 - Examination Administrators

2004 – 05

Higher Colleges of Technology

Abu Dhabi Men’s College

Part 1 - ADMC Exam Policy & Exam Codes

PolicyExam Codes

Part 2 - Examination Administrators

Exam Advisor

Head InvigilatorsInvigilators

Part 3 - Essential ProceduresInvigilator / Student RatiosStudent ID ProcedureDealing with Late ArrivalsDealing with Power / Equipment FailuresHandling cheating

Part 4 - Examination Forms

Examination Forms

Assessors

Computer Exams



In relation to all assessments, conduct should be positive, supportive and professional. Appropriate care must be taken to ensure confi-

dentiality is maintained for all assessment materials. Students’ rights must be protected, their morale maintained and information

given must be timely and accurate.

All college exams which are Final Comprehensive are centrally scheduled by the Campus Co-ordinator. The procedures for College exams mirror those set by the HCT Central Academic Services.



EXAM CODES MEANING

FCA –S Final Comprehensive Assessment – Supervised by Central Academic Services

FCA-NS Final Comprehensive Assessment – Not Supervised by Central Academic Services

NFCA-S Not Final comprehensive Assessment – Supervised by Central Academic Services

NFCA-NS Not Final comprehensive Assessment – Not Supervised by Central Academic Services

C College

SA (FCA-S) Supplemental Assessment (FCA-S)

SA (FCA-NS) Supplemental Assessment (FCA-NS)

SA (C) Supplemental Assessment (College)

CH Challenge

AA Alternate Assessments (extenuating circumstances only, must be approved by College Director)

EXT External (IELTS, PET)

Assessors



Faculties are involved in exams asExam Advisors, Head Invigilators, Invigilators or AssessorsExam Advisors, Head Invigilators, Invigilators or Assessors

Exam Advisors

Exam Advisors are nominated by Program Supervisors and are responsible for delivering the exam paper to the Campus Co-ordinator at least 48 hours before the exam.

48 Hours before Exam48 Hours before Exam

USEUSE

ADMC Standard Exam Paper Cover SheetADMC Standard Exam Paper Cover Sheet for each exam. Envelope CoverEnvelope Cover for front of envelope Enclose a Development ChecklistDevelopment Checklist (signed by Supervisor) Be available on CampusCampus during the Exam duration Provide a Sign-in-sheetSign-in-sheet (on Standard Form, printed from CIS) Meet with the Head InvigilatorHead Invigilator at the Campus Coordinator’s office one hour before the exam. Liaise with the ADM-IT TeamADM-IT Team to provide equipment.

NB:-

If you are the Advisor for a FCA-NS (Final Comprehensive Assessment - Not Supervised by ALSU), it is your responsibility to deliver the Exam papers to the Campus Coordinator.

If you are the Advisor for a Practical Exam (including Project), where there are no Exam papers, you must deliver a Practical Assessment Development ChecklistPractical Assessment Development Checklist to the Campus Coordinator.

Assessors – Practical AssessmentsHigher Colleges of Technology


An Assessor should be a ‘content expert’, someone who has at least taught the course being assessed.

A teacher should not act as an Assessor of the students in the course section that he or she is teaching. However, in particular circumstances this may not be possible. In such circumstances staff from an allied program area in the same college and / or staff from the program area from another college should be used.

For all practical assessments, a Head Invigilator who is neutral to the program area of the assessed course must be present to act as an impartial observer, ensuring that HCT assessment policies and procedures are followed and that each student is treated fairly.

Exam Advisors for Practical Assessments must ensure that the Campus Co-ordinator has details of all practical assessment administrative requirements by providing a Practical Assessment Development Checklist before the assessment.

See HCT– Assessment Handbook 2004-05 p 36 and 86



During the ExamDuring the Exam

Head Invigilators must remain in the exam room throughout the exam duration and are responsible and accountable for (1) the overall administration of the exam (2) maintaining the correct student / invigilator ratio and (3) all the exam papers.

Head Invigilators and Invigilators must give their whole attention to the exam and conduct themselves in a business-like manner with no talking, eating or drinking. No other work such as marking is to be taken into the exam room.

The Head Invigilator must announce the time remaining at half hour intervals and write this on the flipchart / board.

All invigilators must be vigilant that no cheating is taking place. Student queries must be answered promptly.

All Students must stay for the first 30 minutes. No student is allowed back into the room if he leaves. No student is allowed to leave in the last 5 minutes.

After the ExamAfter the Exam

The Head Invigilator must ensure all papers are collected from students and nothing leaves the exam room with students or is left in the exam room. The scripts must be returned in the order on the sign in sheet, or in candidates number order, or seat number order (if candidate numbers are not used).

The Head Invigilator is accountable for all the papers signed for and received and is responsible for returning all exam papers and materials on the Campus Co-ordinator. He must not hand the papers to any other person.

Invigilator / Student Ratios

Dealing with Late Arrivals

Dealing with Power / Equipment Failure

Handling a Cheating Incident in the Exam Room

Computer Exams

Essential Procedures



Before the ExamBefore the Exam

Head Invigilator(One Hour Before the Exam)(One Hour Before the Exam)

One Hour before the exam, the Head Invigilator meets the Exam Advisor in the Campus Coordinator’s office to review the exam paper and to discuss how the exam will be managed, any special arrangements and to collect and sign for the exam paper. An Exam Administration Form is completed at the same time.

For large and complicated exams, Head Invigilator should consider a planning meeting with Invigilators well in advance.

Head Invigilator, Invigilators & Assessors (Half and Hour Before Exam)(Half and Hour Before Exam)

The Invigilator meets the Head Invigilator in the Exam Room to prepare the room and discuss the running of the Exam.

Head Invigilator, Invigilator (s) & Assessors go to the Exam site-

Welcome Students. Take a head count of Students - if missing students, see if anyone can account for them. Tell the students how much time they have before the exam and that once in the exam room they will not be

allowed to leave. Arrange for students to sign on the Sign-in-Sheets as they enter the room (The Sign-in-Sheet is prepared by

the Exam Advisor). Allow students into the exam room only with after their HCT ID card is checked . Students without a valid HCT

ID card are not allowed to enter the exam room. Inform such students to go to Academic Services to obtain a replacement card. During the exam period, a fee is charged for issuing replacement cards immediately.

No mobile phones, pagers or personal calculators (except permitted by the Exam advisor are allowed into the exam room.

(Fifteen Minutes Before the Exam)(Fifteen Minutes Before the Exam)



The Head Invigilator is responsible for maintaining the correct ratio in the exam room throughout the duration.

There must be at

TWO PROCTORSTWO PROCTORS In the room (including the Head Invigilator) for up to 20 students.

For 1 - 201 - 20 Students there must be at least

twotwo invigilators

For 21 - 3521 - 35 Students there must be at least threethree invigilators


fourfour invigilators


fivefive invigilators


sixsix invigilators


sevesevenn

invigilators

And there must be

One further Proctor for every 1 - 15 students above that One further Proctor for every 1 - 15 students above that number.number.

NB:- In a large hall, a ratio of 1 to 25 is acceptable.



ALWAYS REFER TO THE EXAM ROOM CLOCK

Student who arrive at the exam room after the exam has started must NOT be admitted, but referred to the Campus Co-ordinator.

NB: Before closing the exam room door, check if there are any students approaching the room. Such students should be allowed to enter.

Late arrivals may be upset and agitated. They should be dealt with sympathetically but firmly and advised that the correct procedure is for them to go to the Campus Co-ordinator’s Office.



Minor Failure

Keep the Sudents in the room.

Tell Students to stop working and turn over their work so it is faced down (or collect in the papers as appropriate)

Instruct the students not to talk

Stop the clock and notify the Campus Co-ordinator immediately.

Document all action in wirting on the Assessment Irregularity Report and hand it to the Campus Co-ordinator at the end of the exam.



Major Failure

Note that a decision to dismiss students and reschedule an examination can only only be made by the Campus Co-ordinator.

Collect all the exam papers.

Keep the students in the room and maintain order while awaiting a decision.

Ensure that the students do not talk.

After receiving an announcement for the cancellation of the exam and rescheduling, maintain security procedures for exam papers when checking out students before they leave the room.

Document all action in writing on the Assessment Irregularity Report and hand it to the Campus Co-ordinator



The HCT DefinitionThe HCT Definition

Cheating is an attempt to gain grades dishonestly. Cheating includes dishonest or attempted dishonest conduct on assignments, tests or other forms of assessment, or actions which indicate an attempt to cheat.

Examples:-Examples:-

Speaking to another studentsSpeaking to another students

Signaling another studentsSignaling another students

Passing information in any way to all another StudentsPassing information in any way to all another Students

Using any disallowed information or equipmentUsing any disallowed information or equipment



Any suspicion or accusation of cheating must be confirmed by at least two Invigilators in the room.

The Head Invigilator reporting an incident of cheating must sign and submit to the Campus Co-ordinator an HCT Assessment Irregularity ReportHCT Assessment Irregularity Report. The form must be signed by the Head Invigilator and at least one other invigilator who confirms the cheating.

The procedure of dealing with the incident is different depending on whether the student caught cheating commits a breach of orderbreach of order. A breach of order includes arguing and other forms of disturbance as determined by the Head Invigilator

If a student is caught cheating but he does not disturb others when the cheating If a student is caught cheating but he does not disturb others when the cheating is detected.is detected.

Allow him to finish the exam. Assign an Invigilator to watch him for the remaining duration of the exam.

If a student is caught cheating and commits a breach of order.If a student is caught cheating and commits a breach of order.

The Head Invigilator must (without touching the student) ask him to hand over the exam papers and leave the room immediately. If the student does not comply, stop the assessment temporarily, ask someone to find a security person to remove the student, and resume the exam.

Computer Exams



The standard facilities provided for all exams using computers will be a computer lab room with network access disabled. Exam Advisors must inform the E-Learning Centre Supervisor of any exam that requires the use of student owned laptop computers or access to the college network.

Student-owned laptops are not allowed to be used for assessments scheduled through the Campus Co-ordinator unless approved by the Exam Advisor and the supervisor of the e-Learning Centre.

Where the network allows access to files from any location, students should be informed clearly, in writing, that use of any materials stored in the network drive will be considered cheating.

If laptop computers are used in an exam where network access is not allowed, the wireless connection must be disabled.

Where the exam allows access to the network, the room and equipment set up must be approved by the Exam Advisor.

Invigilators for computer assessments must actively monitor the actions of students.

Where a student is caught accessing the network and / or local drive, after being informed of their non-availability, the procedure should be followed on reporting a cheating incident.

(See HCT Assessment Handbook 2004-05 p100)



For Use by Exam Advisors only (Exam Paper Preparation)

College Exams Development Checklist Practical Assessment Development checklist Exam Paper Cover Paper Delivery Envelope Cover Sign-in-Sheet (print from CIS)

For Use in General Exam Administration by Campus Co-ordinator and Head Invigilator

Examination Administration Form

The Exam Advisor and Head Invig. complete this at the Campus Co-ordinator’s office one hour before and also after the exam. This is a record of (1) the meeting (2) the exams papers collected and returned (3) exam record including start & finish time, number of students attending and any other problems experienced.

Head Invigilators Form and Checklist

This is optional and serves as a reminder of the important exam procedures.

The HCT Assessment Irregularity Report

This is used to report any irregularities in connection with the exam. If reporting a cheating incident, it must be signed by the Head Invigilator and at least one other Invigilator.

Documents

2004 – 05 Higher Colleges of Technology Abu Dhabi Men’s College Part 1 - ADMC Exam Policy & Exam Codes i Policy i Exam Codes Part 2 - Examination Administrators