Assessment, Credit and Qualifications

Instructions for Invigilators and Amanuenses at Additional Centres 7 December 2016 Resit or Postponed Exams

This handbook is specific to exams where a student is resitting or has previously postponed. Some of the processes are different to those for Main exams. This handbook is a briefing document and reference source for invigilators and amanuenses appointed for Open University exams to be held on the 7 December 2016 at Additional centres in the UK and CE (Continental Europe).

Please contact the Invigilation Team for any further information about the arrangements for additional centre exams. You can contact them at ss-exam-invigilation@open.ac.uk or on 01908 332130.

Items of Special Note: Completing an EC22 does not replace the need for the student to provide ID. They will be contacted by the University after the exam if they have not produced valid ID. The “Absent” column of the Exam Attendance List (referred to in Section 4.2) is for noting (with an “A”), where a student is absent from the exam. This box should not be ticked where a student attends the exam.

Contents

Introduction 2

Copyright © 2016 The Open University Printed in the United Kingdom

2

1 General information 4 1.1 Additional centres 4 1.2 Anonymity of exam scripts 4 1.3 Your responsibilities to students 4 2 Actions prior to date of the exam 5 2.1 Receipt of exam materials 5 2.2 Contacting the student prior to a home exam 5 2.3 Actions when a student tells you they would like to cancel their exam 5 3 At the centre 5 3.1 Before the exam begins 5 3.2 Your conduct at the additional centre 6 3.3 Students using a computer 6 3.4 Rough notes and mind maps 7 3.5 Materials to be supplied by the student 7 4 Beginning the exam 7 4.1 Checking students’ identity 7 4.2 Record of attendance 9 4.3 Instructions to students 9 5 During the exam 10 5.1 Supervision 10 5.2 Queries about question papers 10 5.3 Spare stationery 10 5.4 Absence from the exam room 10 5.5 Admission of late students 11 5.6 Extra time 11 5.7 Early completion of an exam 11 5.8 Amanuenses 12 5.9 Unauthorised persons 12 6 Misconduct in the exam 12 6.1 Definition of misconduct 12 6.2 Penalties 13 6.3 Powers of invigilators 13 6.4 Reporting cases of misconduct 13 7 Emergencies 13 7.1 Evacuation of the exam room 13 7.2 Power failure 14 7.3 Severe weather 14 7.4 Advice to students 15 7.5 Personal safety 15 8 At the end of the exam 15 9 Invigilator’s report EC20/AC/FT 16 9.1 Special circumstances 17 10 Packing and despatch of exam materials 17

3

11 Exam Materials Distribution List and Special Instructions 18 11.1 Distribution of answer books, etc 18 11.2 Use of exam materials 18 12 General rules 18 12.1 Essential items 18 12.2 Optional items 18 12.3 Prohibited items 19 12.4 Calculators 19 13 Annotation of materials permitted in the exam 20 13.1 No annotation 21 13.2 Basic annotation 21 13.3 Restricted annotation 21 13.4 Special annotation 21 13.5 Indexing 21 13.6 Rules for individual modules 21 14 Spelling-check devices 21 15 Summary of invigilation instructions 23

Introduction It is very important that you familiarise yourself with the contents of this handbook before an exam. Late information Despite all efforts, a few errors are sometimes found after exam papers have been despatched. It may be necessary to advise you of late changes to the Invigilator Handbook, Exam Arrangements booklet, or individual Question Papers. In such cases, an errata sheet will be produced. If you have not received one by the beginning of the exam period please ask your exams contact to confirm whether or not you should have one. You should ensure that any announcements given on errata sheets are read out to students before the exam. Changes to procedures Since the University now has several exam periods a year and each invigilator will not necessarily work during every one, we show here the procedural changes that were made during the last year. Changes in December 2015 Section 3.3 has been updated to provide clarification on where an invigilator should sit when they are invigilating an exam where a computer is being used. Section 12.4 has been updated to clarify that if a student brings a lower specification calculator into an exam than the one specified in the module specific rules, they are still permitted to use the calculator.

4

Part 1: Duties of the invigilator

1 General information 1.1 Additional centres

Arrangements are made for students who are prevented by sickness, disability or other reasons from attending main exam centres to take the exam at home, in hospital or in other locations. Students may be granted extra time in which to complete the exam, or permitted to use PCs, audio equipment, or other facilities which are not available in main centres. Full details of the additional arrangements for each student will be included with the exam materials. You should ask the Invigilation Team if in any doubt about the instructions. The University wishes to respond sympathetically to students with additional needs, but it is extremely important that proper standards of supervision are maintained. For this reason the additional arrangements must not be varied without consulting the Invigilation Team.

1.2 Anonymity of exam scripts

All Open University scripts presented for marking are anonymous: students’ names are not shown on them, nor is any information given to markers about a student’s additional requirements or disabilities. The desk record has three pages, with the student’s name shown only on the first (although the personal identifier, exam number and module are shown on all three). Students must sign their name on the first page of the desk record only. Pages two and three have been specifically designed so that the signature does not carry through. Students are told that they must not write their name in any part of an answer book or on their printed script if using a PC. If you need to record a note about the student’s work, this should be done via the invigilator report form and not written on the student’s script. When the script is received at the University the first part of the desk record will be removed, and the script will be identified by the barcode on the second page. It is therefore important that at the exam centre students only sign and use the desk record showing their name, personal identifier and module. Identification that shows a photograph and a signature is now compulsory. Please be extremely vigilant when checking the desk record against the photographic identification provided by the student that the name, as well as the signature and photograph, matches (see section 4.1). Do not, in any circumstances, give a personalised desk record to another student. Students have been reminded in the Exam Arrangements booklet that they must check their desk record carefully and bring any discrepancy to an invigilator’s attention.

1.3 Your responsibilities to students

As an invigilator you will have contact with students from a variety of backgrounds; including disabled students and students of different ethnicities, beliefs, ages, gender and sexual orientation. It is your responsibility to treat all students equally and fairly for the purposes of University invigilation, regardless of your personal opinions about their appearance, abilities or beliefs. More information about different types of disabilities can be obtained from your Invigilation Team. You should be particularly aware when querying a student’s identity or when reporting suspected misconduct that you can explain your reasoning fully and that it is not related to any personal characteristics of the student.

5

2 Actions prior to date of the exam 2.1 Receipt of exam materials

Shortly before the exam, you will receive a packet of materials for each exam, containing the Invigilator’s Instructions and Checklist, Individual Student Pack or ISP (a sealed separate plastic envelope containing the student desk record, question paper, answer book) and any other stationery and materials needed for the exam. Check that all the materials listed on the Invigilator’s Checklist are included, but do not open the envelope containing the question paper. Report any discrepancies immediately to the Invigilation Team. You must also inform the Invigilation Team immediately if you believe the security of the question paper has been put at risk. Check also the module specific additional materials a student may bring into the exam in the Checklist at the front of the Student’s Exam Pack. Each exam must be held on the date and time stated in your instructions. In no circumstances should an exam be held earlier or later than the time stated.

2.2 Contacting the student prior to a home exam

For students sitting their exams at home in the UK, this pack will also contain their contact details. These students need to be contacted, by telephone, at least 48 hours before the exam to confirm the arrangements. Ensure that any personal information you have been provided with relating to students is destroyed securely after completion of your duties. If you cannot invigilate an exam because of illness or other serious circumstances, telephone the Invigilation Team. Do not delay unnecessarily.

2.3 Actions when a student tells you they would like to cancel their exam

Where a student tells you that they would like to cancel their exam, advise the Invigilation Team by telephone straightaway. Keep the exam pack until the scheduled day of the exam, complete and return the paperwork using the separate envelopes as normal, making it clear that the student was absent. The Attendance Sheet should be marked with an “A”.

3 At the centre 3.1 Before the exam begins

You should arrive at the exam venue at least fifteen minutes before the scheduled start time. If you find that you are running late, contact the student to notify them of this. If the exam is held at the student’s home, you should ask to check the room where it is to be held, and the bathroom or toilet, to make sure that they do not contain items which might be of assistance to the student – such material may include maps, diagrams, text books or other similar items. If the student needs to visit other parts of the house during the exam (for instance to rest or to feed a baby) you should either accompany the student or make arrangements before the exam starts to inspect these rooms also. Students with certain disabilities may need to use a special writing surface rather than a conventional desk or table: they should be permitted to make whatever physical adjustments are most suitable for them, as long as you can see them clearly as they work. The University may provide alternative versions of the question paper such as audio or electronic versions on CD. Digital recorders are also provided by the University to audio record any exams where voice assisted software is used. These will be provided to you for the student in the pack of materials. Students who are permitted to use a PC, voice assisted software or any other equipment or aid are expected to provide these items

6

themselves unless otherwise stated. You will have been advised of the arrangements for each student, and the use of additional equipment. Some students may have the question paper supplied in an alternative format such as Braille, audio CD, in enlarged font, or containing alternative non-visual questions. A copy of the normal printed paper will be supplied for your reference. If the student is using a Braille-writer, digital recorder or personal computer and printer, the exam must not begin until they have set up the equipment satisfactorily, and have ensured it is in good working order. This should include a test document saved to the USB stick and printed out if using a PC with a printer. In some circumstances, this may mean that you need to start the exam late, but the student should still be given their full working time and rest breaks. Any such circumstances should be recorded on the Invigilator’s Report.

3.2 Your conduct at the additional centre

You should treat additional centre exams with the same professionalism as you would show in main centre exams. Students should not be disturbed after the start of the exam, unless there is a need to do so. Please be aware of your own behaviour during an exam, so that the student is not distracted by unnecessary noise. Please be aware that if you are reading or using an electronic device such as an iPad or laptop (which can emit noise) that you are as quiet as possible. If necessary, check with the student that this is not disturbing them. Your mobile phone should be switched off. If you intend to bring food to consume during an exam held in the student’s home, you should discuss with the student beforehand when and where it is appropriate to eat this, especially if the exam is scheduled over the lunch period. Remove the wrappings from any snacks or sweets, for your own consumption during the exam, so that the student is not disturbed.

3.3 Students using a computer

Students using a computer will be provided with a USB memory stick by the University on which to save their work. They should not use a CD to save their work. Work should be saved to the USB stick at regular intervals to safeguard against any work being lost due to the PC crashing or any other such incident. You may be asked to invigilate for students using certain types of specialist software, including software that will read back their work on the screen (screen reading software) or software used to dictate answers (voice assisted software). You will have been told by the what additional software the student will be using; they should not be allowed to use any software packages that are not specified on the letter from the University (including spellchecking tools). If the student is using any type of voice assisted software you will be provided with a digital recorder which must be used to record the whole of the student’s exam. If the student is provided with an electronic version of the question paper on CD, they must use this as with a standard question paper, and not record their answers on it unless there is specifically advised space in the paper for them to do so. If the student is permitted to type their answers these should be recorded in a separate Word document. If the student is using a computer but wishes to make rough notes by hand, these should be made in the University answer booklets supplied, not on paper supplied by the student. Any notes made during the exam, including mind maps or additional printed copies of the script used for proof reading, should be submitted with the script.

7

Where you are invigilating for a student who is using a computer, you should, if possible, position yourself behind the student so that occasional, discreet observation and verification of the computer can be maintained. For the greater part of the exam period, the student will be producing text, editing or amending text, and then saving that text at regular intervals in a text file on the USB memory stick. If either the keyboard action or the display on screen do not appear to be related directly to the procedures already described for the production of text or the saving of text, then the student should be asked to describe the operation being undertaken. Time taken in such explanation or description shall be allowed as an addition to the agreed exam time. Any incident in which misconduct is suspected should be reported in full on the invigilator report form including a statement from the candidate. In all cases, at the end of the exam you should make sure that the student prints a hard copy of the script which should be submitted along with the USB memory stick. You must also make sure that the student has deleted any copies of their script from their computer (including deleting it from the recycle bin). Please complete the cover sheet for students using a PC in exams, usually supplied on blue paper. It is particularly important to confirm copies of the question paper have been deleted from the PC by ticking the relevant box. This cover sheet should be returned with the exam script.

3.4 Rough notes and mind maps

Students may wish to make notes or essay plans during their exam. This should be done in a University answer book, and submitted at the end of the exam along with the script. University stationery must be used for all rough work, and students must not use their own paper unless special permission has been granted. Students do not have to start rough work in a separate answer book. Students should cross out any work they do not wish to be marked, but are not obliged to do so; indeed, some modules encourage students to make plans in rough and may award marks for it. Some students at additional centres may be permitted to create mind maps either on paper or electronically. These must be submitted as rough work.

3.5 Materials to be supplied by the student The student(s) should have their exam centre allocation notification, a valid means of identification bearing their photograph and signature, and writing materials. Acceptable forms of photographic identification are listed in section 4.1. Students may also have an English and/or foreign language dictionary unless the Invigilator’s Checklist says they may not have this. They must be one-volume dictionaries and not annotated in any way.

4 Beginning the exam 4.1 Checking students’ identity

During the first thirty minutes of the exam you must carefully check each student’s identity documentation to make sure that each student has provided a valid form of identification. Acceptable forms of identification with a photograph and a signature include:

• photo driving licences

• passports

• some national identity cards

• Irish public services cards

8

Acceptable forms of photographic identification, which must be accompanied by a debit or credit card as proof of signature include:

• CitizenCards

• Validate UK cards

• Blue Badge permits

• Scottish National Entitlement cards

• Northern Ireland electoral cards

If the student is a member of the UK forces sitting an exam within a BFPO base, their military ID will be accepted as proof of identity. Please note that OUSA cards or NUS cards are not acceptable as proof of ID. Expired passports and driving licences are acceptable as ID provided the photograph still looks like the student. If there are any issues as a result of your checks on expired documents, please complete the Student Identity Statement (EC22) with details. Where students are in the process of changing their name they are advised to bring their deed poll certificate, marriage certificate or decree absolute/nisi, to support their identification documents. In the Exam Arrangements handbook students have been given the following advice: If you have recently changed your name, you should update your student record before the exam. Your SST will provide guidance on how to do this. If you have not told us of your name change, or told us less than six weeks before the start of the exam period, the name on your identity document(s) might not match the name on your desk record. In this case, you will need to take your deed poll certificate, marriage certificate, or Decree Absolute/nisi to the exam as well as your other identity documents. If students bring a deed poll certificate, marriage certificate or decree absolute/nisi to support their identification documents, you should check these additional documents to verify the name change. If you do complete an Identity Statement for the student you should ensure you indicate on the form all the documents presented by the student. It is vital that students provide identification in the required format at the start of the exam. If students fail to provide suitable identification their result will not be released until the matter has been satisfactorily investigated. This will involve the student taking valid ID to a solicitor or notary for verification, at their own expense. Failure to provide the University with an acceptable form of identification will result with the student being issued with a Fail: no resit result for their examined module. You should check that:

• Each student has signed the correct desk record;

• The names on the desk record and on the identification are the same;

• The photograph looks like the student;

• The signature on the desk record and on the identification bearing the signature are similar.

A student that fails to provide valid form(s) of identification showing both a photograph and a signature must complete a Student’s Identity Statement (EC22).

9

Only complete a Candidate Identity Statement (EC22) if the student has failed to provide one of the forms of identification listed above, or if there are issues as a result of the checks you have made. Check the information the student gives on the EC22 against the attendance sheet and, if it corresponds, attach the completed certificate to the Invigilator’s Report. You must ensure that form EC22 is fully completed and signed by the student. Please also ensure that you complete and sign part 2 of the EC22. Wherever possible, you should avoid disturbing students during their exam. If you need to query their identity, or ask them to complete form EC22, please do so at the end of the exam, prior to collecting their script. If there are any Muslim women attending the exam wearing a hijab with a veil covering the face, they should be escorted to a private room with a female invigilator or member of staff to check their identity at the end of the exam. If there are no female invigilators present or there is no suitable location for the identity to be checked, form EC22 should be completed at the end of the exam.

4.2 Record of attendance

If any student is absent, enter an ‘A’ in the box headed ABSENT on the attendance sheet against their names on the sheet. Do not make any entry on the sheet for students who have attended the exam. (Note: the desk record is enclosed in the sealed ISP which should not be opened if the student is absent). If only one student is expected to attend and has not arrived at the start of the exam, you should wait in the exam room for at least one hour in case the student has been delayed. A late student should not be given any additional time to complete the exam (see section 5.5).

4.3 Instructions to students

Check that the sealed envelope contains the correct question paper and place it in front of the student. Give instructions to the student(s) that are necessary for the smooth running of the exam (e.g. materials to be used, time, instructions on the question paper). Do not give any information about the interpretation of questions. Tell the student(s) that they may, before the exam begins:

• Read the instructions on the covers of the answer book and question paper but they must not read the contents inside the question paper until the exam begins;

• Write their exam number and personal identifier on their answer book(s);

• If a computer-marked exam (CME) form is to be completed, they may remove the CME form(s) from the question paper and, with an HB pencil, enter their name, personal identifier, and assignment number (not their exam number) on Part 1 of the form(s).

Start the exam at the time specified. Announce the time at the beginning of the exam, every hour, and also fifteen minutes from the end. The exact time of starting the exam should be noted. No extra time is to be allowed for reading the question paper, or for transferring answers to a CME form. Smoking is not permitted during the exam. Students are advised that if they wish to smoke prior to the exam they may do so only if there is a designated smoking area

10

outside the building and with permission from the invigilator. E-cigarettes or any other kind of hand held electronic delivery system are not permitted.

5 During the exam 5.1 Supervision

You must remain in the exam room with the student(s) for the whole period allocated for the exam, to ensure that the student(s) does not have an opportunity to consult books or notes. Absolute silence is to be maintained during the whole time the exam is in progress. If any student leaves the room see section 5.4.

5.2 Queries about question papers

Students may ask about alleged ambiguities or misprints in the question paper. Tell them to explain in writing at the beginning of their answer how they have interpreted the alleged ambiguity or misprint. In no circumstances should an invigilator attempt to answer these queries or telephone the University for an answer. If the query is to do with faulty reproduction of the question paper, reference can be made to the Invigilator’s copy (for alternative format question papers). Make a note of all such cases in Section 4 of the Invigilator’s Report form (EC20/AC/FT). Students cannot keep question papers at the end of the exam. Please record on the Invigilator’s Report form EC20/AC/FT any instances where the student has refused to return the question paper.

5.3 Spare stationery

On request, a student may be given a supplementary answer book for rough work. This booklet must be attached to the student’s work and given in at the end of the exam. University stationery must be used for all rough work, and students must not use their own paper unless special permission has been granted. All stationery issued to students should be collected at the end of the exam.

5.4 Absence from the exam room

If there is more than one student in the exam room, students may not leave the room during the first thirty minutes or the last fifteen minutes of the exam period unless they are ill, or the information supplied gives permission. After the first thirty minutes and before the last fifteen, students may leave the exam room for a short period to go to the lavatory, but:

• They must not take with them a question paper, answer book(s) or any other exam material.

• They must be accompanied outside the exam room by an invigilator (the level of supervision outside the exam room in such situations is, however, left to the discretion of the Senior Invigilator).

• You must be satisfied that they will not have access to books or other materials, or to other students outside the exam room.

Where a student starts an exam early, or finishes late because of additional arrangements, they will need to be supervised until half an hour after the scheduled exam time. If the student is taken ill during their exam, they should be kept under constant supervision. If they intend to continue the exam the student should be allowed to return to

11

the exam when they have recovered sufficiently, but should not be allowed any extra time. Details of each case must be recorded on Section 3 of the Invigilator’s Report form (EC20/AC/FT).

5.5 Admission of late students

You should admit without question any student who arrives during the first half hour of the exam. You should also admit any late student who arrives after the first half hour but you must make it clear that the University reserves the right not to mark their script. You must report each case of late admission (i.e. more than half an hour) on the Invigilator’s Report form (EC20/AC/FT). State when the student arrived, and the reason(s) the student gave for being late. Do not allow these students any extra time to complete the exam, however late they are.

5.6 Extra time

If extra time and/or rest breaks are permitted, these will be specified in advance. You should follow the instructions given exactly, and should not change them without consultation. The arrangements should be explained to the student before the exam starts. If the student wishes to finish the exam before the end of the allotted time, the actual finishing time should be noted on Section 5 of the Invigilator’s Report (EC20/AC/FT). If rest breaks and/or lunch breaks are permitted, students must be closely supervised throughout the break to see that they have no access to unauthorised materials, to other students, or to any other person who might offer assistance in the exam. You should also ensure that no other person has access to scripts and the question papers during the breaks. You should discuss with the student before the exam starts how they would like to use their rest time and how to indicate to you that they are taking a break. You should not remind students during the exam to take their rest breaks, unless they have asked you to do this. Time allocated for rest breaks should not be used as extra working time, or for checking or proof reading work. Any attempt by a student to use rest break time as extra working time should be recorded on the invigilator report form. All extra working time and rest breaks used by the student should also be recorded on this form. In a very few cases, the exam may be split over two or more sessions, for which separate portions of the question paper will be supplied for each session. You should take away the student’s script and the question paper at the end of each session. Instructions for the conduct of the exam on the subsequent session(s) will be included with the exam materials. Unless otherwise directed; a new answer book or USB stick must be used for each session; the script produced in each session should be sent back after that session; and the students must not be allowed access to their previous work.

5.7 Early completion of an exam

You should allow students who complete the exam before its scheduled end to leave the exam room early if there is only one student. If there is more than one student sitting an exam they should not be allowed to leave in the last fifteen minutes as in 5.4. They must hand in their scripts and question papers to you before they leave the room. Re-admittance to the exam room is not allowed.

12

5.8 Amanuenses

Some students are permitted to use the services of an amanuensis to transcribe their answers. (You will have been told about such students beforehand.) The duties of an amanuensis are as follows. The amanuensis will be appointed by the University to transcribe the answers of any student with a disability who is unable to write or transcribe answers. In most cases the amanuensis will also act as invigilator for the exam. If the amanuensis is known personally to the student, an invigilator will be appointed by the University to be in attendance throughout. The amanuensis must not give any help whatsoever to the student with the interpretation of a question or the answer to a question. The answers must be transcribed in the words of the student even if the amanuensis knows or thinks that the answers they are recording are incorrect. Although the University will supply the question paper in the most accessible format to each student, if they are still unable to read part or parts of the paper the amanuensis may read these parts out as many times as the student needs.

5.9 Unauthorised persons

Do not allow anyone other than officials of the University (or a carer/mentor where appropriate) to enter the exam room between the time that the packets containing question papers are opened and the end of the exam. Do not allow a question paper to be given to anyone other than a student or to be taken out of the exam room.

6 Misconduct in the exam 6.1 Definition of misconduct

The University considers the following behaviour by students to be misconduct:

• Possession at the student’s desk, or about their person, of a mobile phone/cell phone, smart watch, iPod, MP3 player or other means of electronic communication.

• Possession in the exam room of any materials other than those issued by an invigilator or authorised in the current edition of the Exam Arrangements Handbook and Part 2 of this Handbook. This includes permitted materials containing unauthorised or excessive annotation. Use of a student’s own rough-working paper is also prohibited.

• Helping or receiving help from another student.

• Consulting any materials or online resources outside the exam room during periods of absence while the exam is in progress.

• Attempting to influence a script marker or other University official (including writing messages in their script).

• Taking photographs or copies of any exam papers or scripts.

• Using any computer programme or equipment not specified.

• Conduct in the exam room, or elsewhere on exam centre premises, that constitutes a serious breach of regulations of the host institution or could be said to bring the name of the University into disrepute.

13

6.2 Penalties

A student found guilty of any of these kinds of misconduct may be liable to such penalties as the Central Disciplinary Committee of the University may determine. In dealing with a case of suspected misconduct, do not offer an opinion, solicited or not, on the possible penalty that might be a consequence of the student’s conduct.

6.3 Powers of invigilators

You are empowered to stop the exam of a student suspected of serious indiscipline, if you judge that this is necessary. This is in addition to any penalties that the Central Disciplinary Committee may subsequently impose. Stopping the exam should be used only as a last resort, when attempts to resolve the matter by other means have been tried and have failed. You are not empowered to make a personal search of students or to compel them to surrender handbags or other personal property when the use of unauthorised notes or other materials is suspected. If you suspect a student may be guilty of misconduct you should:

• Politely but firmly challenge the student straight away taking care to cause as little distress to the student concerned, and as little disturbance to others, as possible;

• If the suspected misconduct involves unauthorised notes or materials, confiscate these immediately. If you cannot persuade the student to relinquish them, confiscate the materials at the end of the exam. Return the materials to the University with the script;

• Complete the Misconduct Report form EC21;

• Report any significant disruption to the exam as a result of the incident on Section 5 of the Invigilator’s Report (EC20/AC/FT).

Always retain the evidence associated with the alleged misconduct, as without this the University’s ability to take action may be affected.

6.4 Reporting cases of misconduct

All misconduct cases must be reported, as follows:

• Enter full details of the incident(s) on the Misconduct Report Form EC21, including the time at which it was first noticed.

• If the incident involves unauthorised materials, attach them to the completed Form EC21.

• Form EC21 should be completed immediately after the incident and signed by all invigilators concerned.

• At the end of the exam ask the student to read the report of the incident on Form EC21 and, if he or she wishes, to make a written statement in Section 2 overleaf. If they decline, they should be asked to sign the section to confirm they have seen it but do not want to comment in writing.

• Return the completed EC21 and any confiscated materials to the University with the relevant batch of scripts. Please do not attach them to the student’s script.

7 Emergencies 7.1 Evacuation of the exam room

Very occasionally an exam room may have to be evacuated, for instance if there is a fire alarm or a bomb alert. In such circumstances you should do the following:

14

• Tell students to leave their question papers, answer books and other exam materials on their desks.

• Make sure that students are supervised throughout the evacuation, both to ensure their safety and to see that they do not talk to each other while out of the exam room.

• Note the time and duration of the evacuation.

• Contact the Invigilation Team.

• When the evacuation is over, allow students to complete the exam, adding the time lost to the time allowed for the exam. Students who wish to leave at the scheduled time should be allowed to do so, but their names and the length of time they have worked must be reported on the Invigilator’s Report (EC20/AC/FT).

• Enter full details of the evacuation on the Invigilator’s Report.

Students should be told that if they think they have been particularly disadvantaged by the evacuation, they should submit special circumstances (see the Exam Arrangements booklet) by midnight (UK local time) the day following the exam. Students who choose to leave a disrupted exam before it is officially abandoned must be told that they will not be eligible for a discretionary postponement of the exam. If the evacuation continues for more than one hour, or if there is no prospect that the exam can be resumed within a reasonable time, the exam should be abandoned and the Invigilation Team informed immediately. Scripts and other materials should be returned to the University in the usual way, and a full report of the incident made on the Invigilator’s Report. Students must be told that the University will give them information about alternative arrangements as soon as possible. Students whose disabilities necessitate additional exam requirements will have been identified to you, and you need to bear in mind that they may require assistance when evacuating the exam room. Extra working time should only be allocated in the case of an evacuation. Fire alarm tests and brief interruptions due to alarms being sounded should not be allocated extra time.

7.2 Power failure

If there is a power failure, students should be asked to carry on working as long as there is enough light. As soon as the light becomes unsatisfactory, stop the exam for all students. Tell them to remain in their seats and not to talk to each other. As soon as power is restored, they should be allowed to continue their exam, with the time during which it was stopped added to the time allowed for the exam. Students who want to leave at the scheduled finishing time should be allowed to do so, but you should note their names and the length of time they have worked. If the room has to be evacuated during a power failure, act as explained in section 7.1.

7.3 Severe weather

In exceptionally severe conditions, such as flooding or heavy snow, the Director Assessment, Credit and Qualifications or a nominee will issue instructions to exam centres in the affected area. Under these exceptional conditions, until confirmation of emergency procedures is issued, you are advised to act on the assumption that, if possible, the full exam period is to be permitted to late arrivals. Full details of late arrivals should be entered on the Invigilator’s Report.

15

7.4 Advice to students

It is in a student’s best interests to complete as much of their exam as possible. Students who appear to be seriously unwell should be advised that if they leave before completing one hour of a three-hour exam, they should obtain a medical certificate and ask their Student Support Team about discretionary postponement of the exam. If they stay longer, they should submit special circumstances immediately after the exam.

Students who appear to be seriously unwell should be advised that if they stay in the exam room for more than one hour they will not be allowed discretionary postponement of the exam.

Enter full details of the incident, including the exact length of time worked by the student, in section 5 of the Invigilator’s Report. If there is not enough room on the form, put full details on a separate sheet and attach it to the report.

7.5 Personal safety

In carrying out your duties as an invigilator, you should be as aware of personal safety as you are in your everyday life. Since you could be invigilating exams in remote areas, we recommend that you always tell someone (a friend or relative) where you will be and what time you expect to return. We ask students to complete a checklist if they are having a PC or home exam (or both), to confirm that their home will be a suitable exam venue. You will receive a copy of the checklist(s) before you attend the exam. Should you feel uncomfortable in a home exam situation, your safety is of primary concern. Leave the exam and contact the Invigilation Team as soon as possible to report it.

8 At the end of the exam At the end of the scheduled time for the exam announce the end of the exam and tell the student(s) to:

• Stop working and remain seated;

• Make sure that they have written their exam number, personal identifier, make and model of calculator (if they used one), on each answer book and CME form (the student’s name also needs to be on the CME form), as instructed on the question paper or answer book;

• Assemble their answer book(s) in the right order with the desk record securely attached to the front, using the plastic paper fastener provided;

• Record the number of answer books used in the box on the desk record. If the question paper is designed to record some answers, this should also be counted as an answer book.

Collect the answer book(s) and any other material as indicated on the Invigilator’s Checklist. The question paper must also be collected and attached to the back of the script using the paper clip provided. Make sure that:

• If a student has more than one answer book they are secured together with the paper fastener;

• If student(s) have used CME forms they are attached with paperclips to the script(s);

16

• A signed and completed desk record is attached to the first answer book for each student using the paper fastener;

• If a student withholds a script, CME form, or a question paper, you make a note of this on the Invigilator’s Report form EC20/AC/FT in Section 5.

When you are satisfied that all scripts have been collected, and all queries and other matters have been dealt with, you may dismiss the student(s) from the exam room. Ask them to leave the exam centre quietly if there are other students who have not yet finished their exams. Occasionally a student may request that the invigilator photocopies and retains a copy of a script or exam question paper. You must not do this.

9 Invigilator’s report EC20/AC/FT You must complete one copy of Form EC20/AC/FT for each exam session you invigilate. If you have been provided with a 2 page carbonised version of this form you must return one copy with the scripts in the C4 envelope, and the other copy using the pre-paid envelope provided. It is essential that you report all significant incidents or developments during the exam, including:

• Students who are ill or who show signs of serious distress. If they leave the exam within the first hour, you must note the exact time and reason for early departure, so that the University can decide what action should be taken. You should advise such students to obtain third-party documentary evidence and contact their Student Support Team by midnight (UK local time) on the day following the exam; they may then be eligible for a discretionary postponement of the exam.

• Misprints or alleged ambiguities in a question paper.

• Students reported on Form EC21 for suspected misconduct.

• Students who refuse to relinquish their exam question papers.

• Students who arrive more than thirty minutes late.

• Conditions in the exam room that might have adversely affected students’ performance. You must also inform the Invigilation Team as soon as possible so that the problem can be dealt with before the next exam session (if appropriate). Please ensure you provide a detailed written description.

• Any unusual occurrence.

• Any disruption to the exam (such as a power failure or evacuation).

• Shortages of exam materials.

• A delayed start or end to the exam. Your report should contain detailed information, including your own opinion of the effect on the student(s). Completed forms must be returned with the Attendance Sheets. Section 3 of the Invigilator’s Report should be used for additional issues that the students raise not to restate the errata that have been announced. In Section 5 of the Invigilator’s Report for additional centres (EC20/AC/FT) you are asked to comment on whether all the additional time was used and record the amount of time used for extra working time and rest breaks. Any attempt by a student to use time allocated for rest breaks as extra working time should also be recorded.

17

9.1 Special circumstances

The Exam Arrangements booklet advises students to submit special circumstances if they want to tell the University about anything that they think have adversely affected their exam performance. Students asking for details of how to submit special circumstances information should be referred to either the Assessment Handbook for their module, or the Exam Arrangements booklet, or to their Student Support Team for further advice. The submission of special circumstances information is the responsibility of the student. As an invigilator, you are neither required nor authorised to submit such information on any student’s behalf and you should not offer to do this. You should, however, use the EC20/AC/FT Invigilator’s Report form, as described in Section 9, to record details of any problems which arise during the exam. This may be used by the University to verify any special circumstances submission made by the student.

10 Packing and despatch of exam materials If students have used a braille sheet or printed out their answers, the sheets should be securely fastened inside a conventional answer book, and the invigilator should fill in the details required on the cover of the book. USB memory sticks will be labelled with the student’s name and module code, packed carefully and included with the other materials. Place in the C4 grey plastic envelope:

• The students’ scripts, with attached desk record and question paper (together with any USB sticks, digital recorders, etc);

• The white top copy of the attendance sheet;

• The ISPs of any absent student;

• Misconduct Report Form (EC21);

• Candidate Identity Statement (where no valid ID produced) (EC22);

• Spare stationery;

• Any spare copies of the question paper;

• The white copy of the EC20/AC/FT Invigilator report form; And in the pre-paid envelope (addressed to Walton Hall):

• The second yellow copy of the Attendance Sheet(s);

• The green copy of the Invigilator’s Report form (EC20/AC/FT); Seal the envelopes securely before mailing. You must ensure that a copy of the attendance sheet(s) and the white copy of the EC20/AC/FT form(s) are sent in an envelope separate from the scripts. The other copy of the attendance sheet and the green copy of the EC20/AC/FT Invigilator report form should be packed with the scripts. If you do not have carbonised copies, attendance sheets must be returned in the brown pre-paid envelope. Post the envelopes on the same day as the exam if you can, and not later than the day after the exam.

18

Part 2: Additional information

11 Exam Materials Distribution List and Special Instructions 11.1 Distribution of answer books, etc

The appropriate ISP, as indicated on the Checklist, should be placed on the desk of each student listed on the attendance sheet. Please note that on some modules, a single-question answer book is to be used for answering one part of the question paper, in some cases one part may in fact consist of a number of short answers. If any students notice the discrepancy between the rubric on the question paper and the instructions on the front of the answer book, please reassure them that the use of the single-question answer book is in order in these cases. Do not issue additional single-question answer books except on request. Issue the plastic paper fasteners and paper clips as indicated (one of each per student) during the exam. Please note that paper fasteners must not be used to attach CME forms, which are computer marked. A form that has been pierced by a fastener or damaged in any other way cannot be read by the University’s document reader. Students should use only flat paper clips to attach CME forms.

11.2 Use of exam materials

Students are told in the current edition of the Exam Arrangements handbook about the rules governing exam materials. There are both general rules, which apply to all exams, and rules for individual modules. Please note that the General Rules apply even where there are individual module rules. Exam materials are classified as essential, optional or prohibited according to the following general rules, which apply to all modules. Additions or exceptions to these rules are listed on the Checklist for each student.

12 General rules 12.1 Essential items

• Students should bring a valid form of identification as indicated in Section 4.1.

• A ball-point pen or pen and ink (blue or black). The Exam Arrangements booklet tells students that they must use pens for all answers, with the exception of answers on CME forms and drawn diagrams, unless they have sought and been granted permission to write in pencil (evidence to be provided).

• An HB pencil. Essential only for students who have to complete CME forms as part of their exams.

12.2 Optional items

• Students are strongly advised in the Exam Arrangements handbook to bring their allocation notification.

• A ruler, eraser, coloured pencils, fibre-tipped pens, highlighter pens.

• English and/or foreign-language dictionaries, unless expressly prohibited. They must be one-volume dictionaries. Annotation is not permitted unless allowed by module rules.

• A small handbag. Briefcases and other large bags must be left in a cloakroom or at the back or front of the exam room.

19

• Small amounts of food and drink, as long as the consumption of them does not disturb other students and is permitted by the host institution. Food should be unwrapped before the start of the exam.

12.3 Prohibited items

• Mobile telephones, smart watches and any other communication or photographic equipment. This includes; cameras, tablets, laptops and palmtop computers, wearable communication or photographic device, personal organisers, radio pagers, music players and iPods, electronic dictionaries or thesauri.

• Tippex, erasable pens or other correction fluids. Instead, rough work (not intended for marking) should be crossed through clearly.

• E-cigarettes or any other kind of hand held electronic nicotine delivery system.

• All module materials, unless specified otherwise in the module rules.

• Certain types of calculators, depending on module (see Invigilator Checklist and Section 12.4).

• Science, mathematical, technical and specialist dictionaries, unless the module rules say otherwise.

• Anything not listed as essential or optional in either these general rules or the rules for individual modules, including paper intended for use as rough paper. All rough work must be done in the answer book (see Section 5.3).

Students have been told that if they try to take unauthorised material into an exam they could be found guilty of misconduct and be liable to disciplinary action. You should be vigilant to ensure that prohibited materials are not brought into the exam room, referring to section 6 for advice on suspected misconduct. Any additional materials that may be used in an exam are shown in the module specific Checklist at the front of the Student’s Exam Pack.

12.4 Calculators

The University is currently introducing a change to the regulations on the use of calculators in exams. For most modules with an exam on 7 December 2016, if the module permits students to use a calculator in the exam it must be one of the following 3 types, as specified in the rules for individual modules (see Invigilator Checklist at the front of the Student Exam Pack):

X A non-scientific calculator i.e. with no functionality such as log, sin cos etc; Y A scientific calculator; Z A programmable calculator but without a set of dedicated alphabetic keys.

A type X, Y or Z calculator must not:

• Be designed or adapted to offer any of the following facilities: o Algebraic manipulation; o Differentiation or integration; o Language translation; o Communication with other devices or the internet;

• Have retrievable information stored in it such as: o Databanks; o Dictionaries;

20

o Mathematical formulas; o Text.

For some modules with an exam on 7 December 2016, if the module permits students to use a calculator in the exam it must be one of the following 3 types, as specified in the rules for individual modules:

A Non-programmable e.g. basic scientific; B Programmable e.g. most graphics calculators, without a QWERTY alphabetic

character set; C Programmable and capable of storing and retrieving text, e.g. with a QWERTY

alphabetic character set. On some modules, if students are resitting or have postponed the exam they are also permitted to use a type A, B or C calculator. A type A, B or C calculator must not:

• Have a disk drive; • Be capable of communicating remotely with other devices.

In all cases, the calculator must be:

• A separate dedicated device (Students will not be permitted to use the calculator feature of another device such as a mobile phone or a smart watch);

• Of a size suitable for use on a desk; • Either battery or solar powered.

Students are responsible for ensuring before the exam that:

• The calculator complies with the module’s requirements; • The calculator is in working condition (if the calculator is powered by batteries

students may bring spare batteries as these will not be provided at the centre); • They have the appropriate knowledge and skills to use the calculator during the

exam. If students use a calculator in an exam, they must write the make and model number on the front page of their answer book. Operating instructions, apart from those printed on the calculator lid or hard case, are not permitted unless specified otherwise in the module rules. It is the students’ responsibility to ensure their calculators meet module rules. You are not expected to make decisions about the suitability of a particular model or to prevent the student from using it, but you must ensure that the student has accurately recorded the make and model number on the front of the answer book. If the calculator a student brings to an exam is of a lower specification than the one given in the rules for individual modules (e.g. the module permits a type Y calculator but the student brings a type x), they are still permitted to use the calculator. However, the lower specification calculator might not be adequate for the requirements of the exam. If you have concerns about the type of calculator a student is using please enter details on your invigilator’s report.

13 Annotation of materials permitted in the exam It is the University’s policy that all students must be assessed on the same basis and that none should have an unfair advantage. In most exams no module or other materials are permitted. For some exams, however, students are expected to have part of the module materials, or other materials, with them. The texts or module units that are permitted are

21

listed on the checklist, and the amount of annotation allowed on these materials is also specified according to the levels below. The entry ‘General rules only apply’ implies that no module materials are permitted in the exam. Students have been told that the University reserves the right to decide what is an acceptable degree of annotation, and that invigilators have authority to remove any annotated or modified materials that they consider to be unacceptable. If you do remove any annotated material you feel is inappropriate, please return this with the student’s script.

13.1 No annotation

The text as printed without any form of annotation.

13.2 Basic annotation

The text as printed may be supplemented by handwritten highlights (for example by a highlighter pen or by ringing, underlining or side lining), and by corrected typographical errors. The addition of comments, marginal notes, notes in the blank spaces at the end of paragraphs and pages or on fly-leaves is not permitted.

13.3 Restricted annotation

The text as printed may be supplemented by handwritten (not printed) highlights, corrections and comments. The intention is that the annotation should complement the purposes of the text, so the inclusion of large amounts of additional material (for example, using the fly-leaves, end-papers or insides of covers for recording information) is not permitted.

13.4 Special annotation

Unrestricted annotation is allowed in module materials listed as permitted in the exam (including any end-papers or blank pages sent to you as part of the module materials), but no additional sheets of notes, inserts, index tabs or ‘post-its’.

13.5 Indexing

Students should not use additional items (such as post-its or paperclips) to index permitted texts, unless it is expressly permitted for a specific module. Some students may cut into permitted texts to create page marks, and as long as they have not inserted any additional pages or tabs, this is acceptable. If in doubt, check the module-specific information available in your copy of the Exam Arrangements booklet.

13.6 Rules for individual modules

Some modules, while subject to the general rules listed in Section 12, also have their own special requirements. These are set out in the checklist in the student pack.

14 Spelling-check devices Some dyslexic students will have a letter from their Student Support Team authorising the use of a spell-checker. An electronic spell-checker can be any brand, providing it is hand held, it is not programmable, and is not capable of communicating remotely with other devices. Alternatively the Ace Spelling Dictionary (paper-based spell-checker) may be used. This should not be annotated in any way. No other kind of spelling-check device is permitted. The use of these is permitted as long as:

• The student produces the relevant letter of authority from their Student Support Team.

22

• The module rules allow a dictionary to be used in the exam.

• The device is non-programmable.

• It is silent in use (if there are other students present in the exam room). If the device proves noisy the student should be asked to stop using it.

23

15 Summary of invigilation instructions Please refer to the relevant section of the invigilation instructions.

Before the exam (Section 2) • Check the room(s).

• Check the items permitted in the exam (see also Invigilator’s Checklist). Beginning the exam (Section 4)

• Make sure that the students do not have any prohibited items.

• Ask the students to check and sign their desk record.

• Start the exam on time.

• Check the student’s signature and the name on their desk record match those on their form of identity. (N.B. If there are a large number of students, this check may be carried out during the exam).

During the exam (Section 5) • Make sure the students are not using any prohibited items.

• Maintain silence.

• Remain in the room at all times. At the end of the exam (Section 8)

• Tell students to check that they have written their Personal Identification (PI) number, module code, questions answered and exam number on each answer book and have attached their desk record to the front.

• Make sure students have also noted the model number of any calculators used in the space provided on the front of their answer book(s).

• Tell students that if their question paper has a hole in the top left hand corner, it must be attached to the desk record and the answer books using the paper fastener provided. If there is no hole in the question paper, it must be attached to the desk record and answer books using the flat paper clip provided.

Invigilator’s Report form EC20/AC/FT (Section 9) • Complete the Invigilator’s Report form giving full details of any significant incidents.

Packing for additional centres (Section 10) • C4 grey plastic envelope: script (with desk record and question paper attached),

the white top copy of the attendance sheet(s), the green copy of the EC20/AC/FT Invigilator report form attached any completed Candidate Identity Statements (EC22), any USB sticks, digital recorders etc, misconduct form EC21, any spare stationery, materials, or question papers, and

• Pre-paid envelope addressed to Walton Hall: The green copy of the attendance sheet(s) and the white copy of the Invigilator’s Report form EC20/AC/FT.

• Post the two envelopes.