Exam/Test Invigilation

1. Exam Security
   
   
   The invigilator is responsible for the security of the exam package (loss, theft or unauthorized access) from the moment of receiving until it is returned to the college/university/company contact person by acceptable means as defined by the specific partner institution. No photocopying of the test or exam is allowed. If the exam was sent by e-mail, please delete the file from your e-mail and from the computer’s Recycle Bin after the test session is completed. Undergraduate students are not able to invigilate.
   
   
   
2. Disability Accommodation
   
   
   In situations of documented accommodation, invigilators will follow the specific accommodation requirements as stipulated by the institution.
   
   
3. Student Fails to Appear for the Scheduled Exam
   
   
   If the student does not show up at the date and time agreed to, the exam is to be returned within 5 days to the college/university/company contact person in the stamped self-addressed envelope/pre-paid courier/XPress Post provided in the exam package, unless the college/university/company contact person informs you that a new date has been scheduled.
   
   
4. Student Arrives Late for the Scheduled Exam
   
   
   If a student arrives more than 30 minutes late for the exam, the invigilator will not allow the student access to the test centre. The invigilator must complete an Incident Report to inform the instructor of these circumstances and determine if and when an alternate exam will be scheduled.
   
   If the student arrives within the allowed 30 minutes, he/she will be allowed to write the exam; however no additional time will be allowed to that student(s).
   
   
5. Student Arrives Ill Prepared for an Exam
   
   
   In those cases where a student arrives with children, pets, friends, etc. in no circumstances will these individuals/animals be allowed in the test centre.
   
   If a student arrives without the required materials for that exam for example, calculator, dictionary, textbook (for open book exam), the invigilator will determine whether the test centre can provide said requirements and if so, will allow the student to take the exam. However, if the invigilator cannot provide said requirements, the student will not be allowed to take the exam. If the student chooses to write the exam without the said requirements, the student’s decision will be respected.
   
   In all of the above situations, the invigilator will note the circumstances of the no test on the examination paper or in a separate incident report.
   
   
6. Exam Package Contents
   
   
   Confirm that this package contains the following:
   
   
   1. General instruction sheet for invigilators
      
      
   2. Exam in an envelope (with specific instructions on cover sheet for both the invigilator and the student) and a list of computer requirements and software versions, if needed
      
      
   3. Labelled data disks, if needed
      
      
   4. Contact information for the instructor during the exam if available
      
      
   5. Stamped self-addressed envelope or pre-paid Courier or Xpress Post bill of lading to return the exam to the instructor
   
   
   
   Please confirm that the contents of the envelope are meant for the specific student (student name, exam name, date, time, mid-term test or final exam) and that the version of software needed matches the computer at the testing centre. This is listed on the envelope.
   
   
7. Test Center
   
   
   1. The testing location should be of a suitable size with good ventilation, lighting, comfortable chair, table/desk.
      
      
   2. In all cases, the test centre will provide the computer and all software required.
      
      
   3. Ensure the area is quiet (post “Exam in Progress” sign if noise is likely to be a disturbance).
      
      
   4. Ensure that a working, accurate clock is visible in the writing area.
      
      
   5. Student should not be seated with their back to the invigilator.
      
      
   6. Invigilator must be physically present in the testing location or have direct visual or desktop video monitoring contact.
      
      
8. Procedures During the Test/Exam
   
   
   1. Look at the student’s photo ID to confirm his/her identity. If a student arrives without photo ID, the student will be allowed to write the exam, however the exam will not be forwarded to the institution until ID is provided or identity is confirmed. If the exam is online, an incident report will be completed and submitted to the instructor.
      
      
   2. The student’s coat, briefcase, laptop, backpack, purse, etc. must be located away from the writing area, but can be in visual sight of the student.
      
      
   3. No phones, pagers, Personal Digital Assistants (PDA), headphones, ear phones, or any electronic devices allowed. If a calculator is allowed, it will be indicated on the cover sheet of the exam.
      
      
   4. Only religious headgear allowed.
      
      
   5. Open the exam envelope and review the exam conditions (open or closed book, time permitted, resources to be used) as stated on the cover sheet with the student.
      
      
   6. Start and end on time. Record the start time on the cover sheet of the test or exam.
      
      
   7. The exam remains with the invigilator during any washroom break. Note any breaks or illness on the exam.
      
      
   8. Pass the student’s writing area several times during the exam to ensure that plagiarism or other forms of cheating are not occurring.
      
      
   9. Remain present at all times. Do not allow any visitors.
      
      
   10. If a student has trouble with a question, ask them to note the difficulty beside the question and to answer the question as best as they can. If there is a contact number for the instructor, contact the instructor and have the student speak to the instructor in your presence. Do not interpret the content of any question. If there appears to be an error in the question, ask the student to note it on the exam or in the exam booklet expressing their concern.
       
       
   11. Any irregularities (fire alarms, power outages, academic irregularities) or deviations from the instructions should be noted; report incidents to the college by phone or e-mail. Exam should remain in the exam room in the event of an alarm (use discretion, depending on the circumstances).
       
       
   12. Once the exam envelope has been opened and the student has seen the exam, the student cannot choose to write the exam later. Student must spend a minimum of 30 minutes writing the exam.
       
       
   13. Student must sign the declaration on the cover sheet stating that they adhered to policy.
       
       
   14. During an online test, if there is a technology problem, the invigilator should help the student to save any work done so far, re-start the test, assist them to exit the software, and notify the technical help line so that they can re-boot and try again. If this is not successful, the student will need to contact the instructor to re-write the test at a later date.
       
       
   15. If you have any questions during the exam or afterwards, please contact the instructor directly at the contact number provided on the envelope.
       
       
9. Procedures After the Exam
   
   
   1. Record the time that the student finished the exam.
      
      
   2. Sign the cover sheet in the presence of the student.
      
      
   3. Place all materials, including scrap paper in the envelope provided. If no envelope is provided, please provide one.
      
      
   4. Seal the envelope in the presence of the student.
      
      
   5. If an incident report is generated, the incident report should be sealed in an envelope labelled ‘Incident Report, Attn. Instructor’ and attached to the student’s exam.
      
      
   6. The invigilator mails the envelope (the student cannot have access to it after it is written). Use stamped and self-addressed envelope/Xpress post to return to the instructor, record the tracking number. If no postage is provided, please ask the student to reimburse you for the cost of the postage.
      
      
   7. Failure to return all materials means the exam is not marked; any missing materials result in a grade of F.
      
      
   8. Return the exam package within 24 hours of the exam ending.
      
      
   9. Do not include any assignments in the package, the student should send assignments separately.
      
      
10. Invigilator Integrity
    
    
    Your role, as an invigilator, will be to supervise the test/s or examination/s specified in the course. It is of utmost importance to Campus Manitoba, our institutional partners, external partners and our students that all exams are administered fairly and with integrity, and are seen to be so. For this reason, you should decline to administer the exam if you are not at arm’s length to the student. (That means you should NOT be a relative, close friend, co-worker, fellow student, business partner or live at the same address as the student — these are only a few examples).
    
    
11. Exam Date and Location
    
    
    Following the posted CMB partner exam schedule, you will administer the exam at the designated CMB site OR you, the CMB partner institution contact person or the external partner contact person, and the student must arrange a mutually convenient time and place for the administration of the exam.
    
    
12. Protecting the Exam
    
    
    • The institutional contact person will send you the exam a few days beforehand.
      
      
    • You are responsible for the security of the exam (loss, theft, or unauthorized access) from the time you receive it until you return it to the institutional contact person by acceptable means.
      
      
    • At the time of testing, you will be asked to certify that the procedures for administering the exam were carefully followed. These will include such matters as the time allowed, the procedures for giving the test paper to the student and sending it to the institutional contact person afterwards, and whether or not the student is allowed to use books or notes during the testing. As these procedures may vary somewhat from course to course, specific instructions will be provided when the exam is sent to you.
      
      
    • Each invigilator should certify that they have an arm’s length relationship with each student taking an exam by filling in the Campus Manitoba Invigilation Form one time in a two-year period for each student unless your relationship changes. In situations with multiple invigilators, multiple signatures on the same form are acceptable. Undergraduate students are not able to invigilate.
      
      

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