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EXAMINATION INVIGILATION POLICY

1. POLICY TITLE

Examination Invigilation Policy

2. POLICY NUMBER

SCT-AC-009-V2

3. PURPOSE AND NEED

This policy is intended to ensure that examination invigilation is properly


conducted in the College.

4. SCOPE OF APPLICATION

Examination Invigilators
Examination Committee

5. POLICY STATEMENT

Examination invigilation should be conducted in a professional manner and


a high standard has to be maintained at all times. The College is committed
to safeguard the integrity and quality of student examinations by strictly
following college rules and regulations.

6. PROCEDURE TITLE

Examination Invigilation Procedures

7. PROCEDURE DETAILS

The examination invigilators should ensure that the following procedures


are complied with:

A. Before the Examination

1. Collect the envelopes containing exam papers from the examination


coordinator at least 30 minutes before the scheduled start of the
examination.
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2. Paste the class list provided by the course tutor on the door of the
examination room at least 15 minutes before the start of the
examination.

3. Make sure the examination room is ready.

4. Check each students ID card before they enter the examination hall.

5. Make sure the student does not carry any material which is not
permitted in the examination room and complies with the prescribed
dress code.

6. Read all the rules and regulations to the students.

7. Promptly start the examination on time.

B. During the Examination

1. Monitor the students to make sure that they are complying with the
examination rules.

2. Maintain discipline and silence and report any irregularities to


members of the examination committee.

C. After the Examination

1. End the examination at the scheduled time and collect the exam
papers.

2. Count the exam papers to make sure they tally with the number of
students who have signed to take the examination.

3. Sort the exam papers and put them in appropriate envelopes with the
number of exam papers enclosed and number of absentees indicated.

4. Submit the envelopes to the examination coordinator at the end of the


examination period.

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8. GUIDELINES

A. Invigilation Duty

1. An invigilator may be a teaching or a non-teaching staff. The chief


invigilator should be an experienced invigilator who should ensure
that (MU, 2011):

The examination is conducted properly and the students are


provided with an environment conducive for examinations;
All examination papers are secure and delivered safely to the
examination room; and
All examination-related documents (e.g. attendance sheets,
cheating case reports, etc) are accurate, properly completed and
submitted to the examination committee.

2. The invigilators must be vigilant in monitoring the examination. They


are not supposed to do any other work that is not related to their
responsibility as an invigilator during the examination period.

3. An invigilator must not leave the examination room unattended at any


time during the examination period. A minimum of two invigilators
should be in the examination room at all times. If deemed necessary
for one of the invigilators to leave the examination room, the
examination coordinator must be informed to provide a replacement.

4. The examination committee should ensure consistency and the best


practices in adhering to the examination regulations.

B. Invigilation Schedule

1. The examination committee should inform the invigilators of their


scheduled duties well in advance before the start of examination
period.

2. All invigilators must be in the examination room at least 20 minutes


before the examination starts.

C. Invigilation Assignment

The examination committee should assign at least two invigilators in


one each examination room. However, if the examination is held in the
multi-purpose hall, there will be one chief invigilator who will oversee

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the duties of the other invigilators in the hall. It is his/her responsibility
to see that the arrangements for the examination meet the standards.

D. Student ID and Dress Code

1. Students without college IDs should not be allowed to take the


examination until they are positively identified. The time used for
identifying students without proper identification will not be
considered for requesting for extra time during the examination
period.

2. Student undertaking/warning. If a student is able to produce a photo


ID other than the college ID (driving license, National ID, passport,
etc.), the invigilators are advised to allow the student to take the exam
after he/she gives the undertaking and sufficient warning is given to
bring the college ID for the next exam.

3. Students who do not follow the college dress code will not be
permitted to take the exam. If the invigilators feel that the breach of
the dress code is not so severe, an undertaking should be taken from
the concerned student to come in the Omani national dress for the
next exam.

E. Examination Papers

Examination papers should be prepared by the course tutor according to


the guidelines set by the examination committee.

F. Examination Period

1. Examinations must begin and finish punctually based on the timing


shown on the examination schedule and should last for the duration
indicated, after which the students must be made to stop writing.

2. No extra time should be allowed or given to students for coming late.


Students should not be allowed to enter the examination room 30
minutes after final examination started (or 15 minutes for mid-
semester examinations). No extra time should be given for students
who came late for the examination.

3. It is normal practice for the students to be admitted to the room 5


minutes before the advertised starting time, but for larger
venues/examination halls, the students can be allowed to enter the
examination room/hall 10 minutes before the start.

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4. For final examinations, students should not be allowed to leave the
examination room within the first 30 minutes from the start of the
examination period.
For mid-semester examinations, students should not be allowed to
leave the examination room within the first 15 minutes from the start
of the examination period.

5. Announcements must be made at the last half an hour, 10 minutes


and then 5 minutes for reminding students of the time left to finish
the examination.

G. Using the Toilet

At least one member of the examination committee should be on hand


to accompany a student to the toilet if needed.

H. In Case of Emergency

In the event of an emergency, such as a fire, or in the event of


unsatisfactory circumstances, such as a failure of lighting or air-
conditioning, the invigilator may terminate the examination and ask all
students to leave. If this is done part-way through the examination, the
invigilators will (if possible) collect all student exam papers. The
invigilators will report the emergency or unsatisfactory circumstances
to the Dean, who is authorized to take whatever action he considers to
be appropriate, including a resit with a new examination paper at a
later date, or the marking of the partially completed papers from the
original, disrupted examination (SCT, 2006).

I. Cheating Case

1. If a student shows any sign of attempting to cheat during the


examination, the student should be given a verbal warning.

2. If the student is found to be copying from a paper, or any electronic


device (mobile phones, calculators, electronic watches, etc.) or from
any writings on the students body, the invigilators are to book a
cheating case against the student.

3. In spite of the warning if a student indulges in disruptive behavior or if


he/she is found cheating by talking to others, using signs, etc., the
invigilator should submit a cheating report clearly mentioning the type
of cheating observed with full description.

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J. Answering the Examination Paper

Students are only allowed to use pens with either blue or black ink or as
stipulated on the examination script.

K. Calculators

Students are not permitted to use programmable calculators.The use of


calculators is only permitted if it is specified in the examination paper. If
listed as a permitted material, calculators must be removed from their
cases, and may be checked by the invigilator prior to the examination.
Invigilators should inspect calculators for notes stored in the case or for
any unauthorised writing on the case.

L. Mobile Phones and Other Personal Effects

Mobile phones should be switched off and should not be used as


calculator/watch during the examination period. All personal effects
should be left at the front of the examination venue.

M. Seating Arrangement

1. Seats in the exam halls will be numbered in a given pattern so as to


discourage the students from sitting in clusters and also restrict them
from writing on desks or walls.

2. This numbering should be done before the exam starts (preferably the
previous day), the room will be locked and opened only 20 minutes
before the start of the exam.

3. The numbers used can be the students college ID number.

4. The patterns used for numbering the seats can be changed for every
exam.

9. CUSTODIAN

Assistant Dean for Academic Affairs

10. RESPONSIBILITY

Examination invigilators
Examination committees
Academic unit heads

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11. CONTACT PERSON

Assistant Dean for Academic Affairs

12. POLICY STATUS

New

13. SUPERSEDED POLICIES

None

14. KEY STAKEHOLDERS CONSULTED

Academic units
College Council

15. APPROVAL DETAILS

College Council Meeting number:


Meeting date: 20-2-2013
Agenda item: 9
Meeting minutes item:

16. EFFECTIVE DATE

Effective immediately

17. NEXT REVIEW DATE

January 2014 or any earlier date if necessary

REFERENCES

Middlesex University (MU). (2011). Guidelines on the administration of


examinations and invigilation. Retrieved from http://www.mdx.ac.uk/
aboutus/Strategy/quality-standards/ examples/ Guidelines/index.aspx

Swansea University (2013) Examination Regulations and Procedures.


Accessed on 9th Feb 2013. Available on line at

SCT-AC-009-V1 Page 7 of 8
http://www.swan.ac.uk/registry/academicguide/assessmentandprogress/ex
aminationregulationsandprocedures/12invigilation/

Salalah College of Technology (SCT). (2006). Quality assurance manual


(p.78).

Appendix

1. Guidelines to follow in case of any dispute between invigilators during


the course of examination.

a. All issue/dispute regarding invigilation issues should first be reported


to the Exam Committee by the invigilator. The concerned Exam Committee
Chairperson should get in touch with his counterpart in the other invigilators
department (incase both the invigilators are from different departments) or get
in touch with the other invigilator (if he is from the same department) and
resolve the issue to the mutual satisfaction.

b. In case the issue does not get resolved by the intervention of the Exam
Committee Chairpersons then it should be brought before the respective Head/s
of Department for a solution.

c. Even after the intervention of the Head/s of the Department if the issue
is not resolved it should be brought before the ADAA for final arbitration.

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