Invigilator Briefing Meeting MY16

1. Invigilator Briefing Meeting MY16

2. The Exam Control Room is located in PSYC151 near Café 101. http://www.canterbury.ac.nz/theuni/maps/ Find your way around campus with UC Finder. Control Room

3. Make sure that you know where your room is on campus; there continue to be changes. Arts North (A1-3), Central (C1-3), Arts South (A4-6) Kirkwood Village (KC & KG) Erskine (Er) Law (La) Engineering (E) Otakaro (Ot) Please check your evacuation zones. Location of the Exam Rooms

4. Make sure you know where your rooms are? Only one entrance to E8 and E9. One toilet on the landing which has been converted from men’s to women’s. Two Portaloos outside for men.

5. Where is Otakaro?

6. Where is Otakaro? Reporting times for Otakaro: Otakaro 236 L2: holds 124 students IC: 8am & 1pm Assistants: 8.45am & 1.45pm Otakaro 146 L1: holds 60 students IC: 8.15am & 1.15pm Assistants: 9am & 2pm Parking Parking Main entrance to Otakaro

7. 2015 Supervisor Handbook Familiarise yourself with the 2015 Supervisor Handbook (Lilac)

8. Ensure that EVERYONE knows what is on the Daily Sheets. If the Daily Sheets don’t agree with what the students expect or if there is any query you MUST contact the Control Room who will phone the examiner. If there is any uncertainty DO NOT start the exam. The exam experience has long-term impact on the students’ lives. If there is any doubt, starting late is the preferred option. The Daily Sheets Help! Open Restricted Closed

9. When giving the phone announcements you should add: If you leave the room for any reason during the exam, you will need to bring down your ID card and you will be asked to turn out your pockets. Please ensure there is a container by the door so that the students can put their things in it when they go out to the toilet. If the student puts a phone in the container or if you can see one in their pocket, they are liable for an instant fine of up to $120. Please inform the student when they leave the room and have an assistant take it to the CR with an Incident Report. If a cell phone makes any sound during an exam have an assistant take it to the CR with an Incident Report. Before the exam

10. A Gladbag containing the following: keys, phone, wallet may still be taken to the desk, but must be on the floor for the duration of the exam. The student must not open it until they leave the room. It is one of the UC regulations that students must have their possessions in a plastic bag if you can possibly help it. This information on all noticeboards and on the web. This will be come even more important once wrist watches are banned from Semester 2 2016. The Gladbag

11. Appendix I: Using the exam clock Enter Choose 1 or 2

12. Timing the exam

13. Don’t forget to start the clock. If you do forget, leave it. Don’t panic, you will be fine with the analogue and so will the students. The clock still says the important information. You can write on the board the start and the official finish time. Start the exam

14. Please make sure this is filled out prior to the exam starting. Tick the box to indicate which category the exam is: Open/Restricted/Closed Restricted exams: Write in the restricted requirements. This is very important. Two forms should be used in large rooms to save time for the students and supervisors. Late Students Examination Announcements form

15. Ask the student to turn out their pockets. If the student has a jacket or jersey covering their pockets ask them to lift it up. You need to ensure that the student does not have anything in their pockets when they go into the toilet. If they refuse to do so, do not touch the student, but report this to the IC Supervisor, who will make a note on the Incident Report. If the student spends some time in the toilet or goes repeatedly, please write an Incident Report or highlight the Potty Paper. Supervisors must go into the hand basin area for students of the same gender. For the opposite gender: you should prop the door open slightly with your foot. This is a condition of your employment. A large proportion of students now have smart-phones. Some of these are quite small but have large memory capacities. The student can store notes and all course materials that can be silently searched and downloaded at the press of a button. Wi-Fi (wireless internet) is available throughout the University. It is also important to watch for these during the exams. Toilet Visits

16. Let students see you patrolling the exam room. Research has shown that peer pressure and awareness of exam supervisors is important to deter cheating. Be unobtrusive. But vigilant. During the exam

17. During the exam: Use your peripheral vision. Often students relax when the supervisor is not close. So let your eyes cover several rows to pick up unguarded cheating body language. Avoid patterning your movements – making it harder for the cheater to anticipate your position and that will be reflected in their body language to detect you. Check as other supervisors pass students and look for subsequent body language changes afterwards. Watch for shoulder and eye movements by student towards another’s paper (e.g. especially multi-choice exams). What to watch for

18. When observing a suspected cheater: Watch discreetly, do not use stand over tactics. Use peripheral vision, don’t make it obvious. Watch student’s hands. Hands should be up on their desks. Watch for repetitive movements Body language. Take your time and aware of what is going on and if in doubt, watch how the more experienced supervisors operate. Suspected cheating

19. Additional items to watch out for

20. Additional items to watch out for Smart watches Are a mobile device with a touchscreen display. They are a wearable computing devise that offers functionality and capabilities similar to those of a smartphone. Watch for suspicious behaviour: • Hands on laps • Repeatedly looking/fiddling with a watch. • Looking at his/her lap under the desk. • If in doubt ask the student to remove the watch and put it on the floor. • Write an incident report.

21. KV: Collect the exam papers while the students are still seated. Lecture Theatres: It is preferable to collect the exam papers at the end of each aisle, before the students collect their bags, to avoid students putting some part of the exam/answer materials in their bags. Rather than get everyone to come down at the same time, it could be best to bring them down row by row. Students should remain in their desks until they are asked to come forward. If you are working in E8 and E9 you will be given a suggested collection routine with your exam papers. Check to make sure that you have all the necessary pieces that are required to be handed in. Check answer book and face against ID card. At the end of the exam

22. When ICs bring back their exams, please put the items in the following order: Scrap papers Spare exam papers Answer books Incident Reports Rolls on top At the end of the exam

23. Please check to make sure that your PS user name and password are still current. Do not wait until the end of the exam period. If you are unable to log on come and see me or e-mail me and I will have your password re-set by IT. There is a computer in the control room. Please feel free to come in and use it. We can give you help if you require it. Instructions sheets are available in the Control Room or electronically. Don’t forget to hand in or send in (post or electronically) your paper timesheet and Submit your electronic PS timesheet. Partially completed timesheets may mean that your pay is delayed. For the mid-year exam period, you must enter your hours and submit your paper timesheet by Thursday 30 June 8.30. Payment will be Thursday, 7 July. Instructions are available from the Supervisor web-site or from me. Timesheets & PeopleSoft

24. Class photo sheets have been added for the Otakaro rooms. Please use these where the student doesn’t have an ID. When using the Central tea area and you are the last to leave, make sure you lock the door after you and give the key back to the C1 IC. Tea rooms are Central upstairs kitchen and KD2. Tea, coffee and trim milk will be supplied. Please bring your own cups. There is no tea room available in Engineering and Otakaro. I will send out Daily Sheets to all ICs later this week. And any updates, so please check your e-mails. A few additional comments