User information (DELETE SLIDE FROM FINAL PRESENTATION)

1. User information (DELETE SLIDE FROM FINAL PRESENTATION) How to use this PowerPoint presentation: The slides in this presentation are a guide to areas you might want to cover when training invigilators. Suggested content is there as a guide only and is not exhaustive. All slides must be edited to include a centre’s policy and practices and/or the current Joint Council for Qualifications (JCQ) guidance. You should choose which slides you wish to use in your training. Updated March 2014

2. Useful resources (DELETE SLIDE FROM FINAL PRESENTATION) These are some JCQ documents you may want your invigilators to familiarise themselves with: Instructions for conducting examinations (ICE) booklet General Regulations Suspected Malpractice in Examinations and Assessments. In order to access these hyperlinks when not in presentation mode, please right-click on the link and select “Open Hyperlink”.

3. Invigilator training presentation

4. Objectives for the session [EDIT AS APPROPRIATE] • List the objectives for the session. • List what the session will cover: [EXAMPLES BELOW ARE NOT EXHAUSTIVE] • the role of invigilators • information about the centre • information about what invigilation involves • exams procedures (before, during and after an exam) • how to manage candidate queries • preventing and managing malpractice • how to summon assistance.

5. What does an invigilator do? [EDIT AS APPROPRIATE] • As an invigilator you will help to: [EXAMPLES BELOW ARE NOT EXHAUSTIVE] • ensure all candidates have an equal opportunity to do well • ensure exam security before, during and after the exam • prevent possible candidate malpractice • prevent possible administration failures.

6. The centre[INCLUDE CENTRE-SPECIFIC INFORMATION] [EXAMPLES ARE NOT EXHAUSTIVE] • Who is who in the centre. • Identification badges. • Dress code / soft-soled shoes. • Signing in and out – start times. • Payroll information. • Criminal check arrangements. • Evacuation procedures. • Parking arrangements. • Teamwork. • Using mobile phones.

7. Types of exams [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • Written exams • what ratio of invigilators is required? • On-screen exams • what ratio of invigilators is required? • what JCQ ICE regulations and individual awarding organisation’s regulations apply for on-screen tests? • what IT is involved? • what to do in the case of IT failure and emergencies. • Practical exams • what ratio of invigilators is required? • what responsibilities do teachers have for practical tests?

8. Access arrangements and special consideration[INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • Access arrangements are pre-exam arrangements made on behalf of a candidate with specific needs. • What access arrangements are used in the centre and what will invigilators need to know about them? • Special consideration is a post exam adjustment made to the candidate’s mark or awarded grade by the awarding organisation as a result of temporary injury, illness or indisposition at the time of the exam. • What is the role of the invigilator in providing information to support special consideration applications?

9. Exam room set-up [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] [EXAMPLES ARE NOT EXHAUSTIVE] • How to manage displays and posters. • How desks will be set out. • How to use seating plansand place cards. • Where clocks will be positioned and how they will be checked for accuracy. • Where the centre number and start and finish times will be displayed. • Where the JCQ unauthorised materials poster will be displayed. • Where the JCQ warning to candidates will be displayed. • What to do with registers and how to record absences. • How to use an invigilator incident log. • How to use the JCQ invigilator’s checklists. • Which JCQ and awarding organisation subject specific instructions are required in a room.

10. Before the exam starts [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • What are the JCQ published starting times for examinations - AM and PM? • How do the starting times in the centre differ from these? • What to do if more than one exam is happening at the same time. • How to check that the correct exam question papers and materials are issued and how these will be kept secure. • What to do for a candidate with a modified question paper. • What checks need to be done to ensure the number of invigilators remains sufficient for the type of exam being run. • How to summon assistance.

11. Entering the exam room [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • How coats and bags will be handled. • How candidates will be seated. • How to identify candidates. • How to identify external/private or transferred candidates. • How to take the attendance register. • What items are not permitted in an exam room. • What food and drink containers are acceptable. • What pencil cases must look like.

12. Once candidates are seated [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • How to tell candidates: • what they can do under exam conditions • how mobile phones and other unauthorised materials will be managed. • How to open and issue exam papers according to the seating plan. • How to identify different subjects/tiers and access arrangements. • What to do if exam papers are named. • How to distribute answer booklets and any other stationery required.

13. Starting the exam [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • How to check if candidates have the right paper. • What to tell candidates about filling in the details on the front of question papers/answer booklets. • How to instruct candidates about reading instructions provided on the question paper. • What to advise candidates about the centre’s evacuation procedures. • What should be said to start an exam. • How the attendance register should be completed, including dealing with late arrivals. • What happens about contacting candidates that are absent. • What information needs to be displayed, and where, regarding start and finish times, including extra time allowances. • How to complete an invigilator record, if used.

14. During the exam [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • What is expected of an invigilator. • What an invigilator should do if they need to communicate with another invigilator. • How to respond when a candidate raises their hand for help. • How to look out for cheating and malpractice, or candidates who may not feel well. • How to record events that occur in an incident log.

15. Late arrivals [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • What are the official published starting times. • What does JCQ mean by late arrivals. • How to deal with candidates who arrive late: • what time will they be allowed to complete their exam • how to ensure they are able to hand in any unauthorised materials • What does JCQ mean by very late arrivals • How to deal with candidates who arrive very late: • what time will they be allowed to complete their exam • how to ensure they are able to hand in any unauthorised materials • how to complete the JCQ forms for late arrivals.

16. What to do if problems arise [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • How to deal with unexpected situations that may arise. • How to deal with disruptive candidates. • What to do in the event of an emergency. • How to summon help if necessary. • How to ensure the number of invigilators does not drop below the required ratio if one has to leave the exam room: • ratio for written exam = • ratio for practical exam or on-screen test = • What alternative means of communication are available if there is only one invigilator in the exam room. • How to minimise the effect of any disruption on other candidates.

17. Evacuation procedures [INCLUDE CENTRE-SPECIFIC INFORMATION] Areas that could be covered [EXAMPLES BELOW ARE NOT EXHAUSTIVE] • How to get candidates to stop writing. • What to do regarding attendance registers and noting the time the exam was stopped. • How candidates should leave the room and what to do with scripts and belongings. • How to keep candidates from talking to each other. • How to get further instructions. • What the centre’s health and safety procedures are that relate to exams. • Where the centre evacuation procedure can be found. • How to follow the guidance in the JCQ ICE booklet. • When an awarding organisation should be contacted for advice and by whom.

18. Malpractice [INCLUDE CENTRE-SPECIFIC INFORMATION] • What is malpractice? • Under exam conditions the use of unauthorised materials, copying or attempting to copy, escaping from supervision or collusion (i.e. cheating) is not permitted. • What to do if candidates are found with unauthorised materials. • What happens if a candidate is suspected of malpractice.

19. Ending an exam [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • How to end an exam. • How to manage exams that are ending at different times in the same room. • What candidates should be instructed to do. • How to manage candidates with extra time. • What candidates need to complete on exam scripts before they are collected. • What needs to be completed before candidates can leave the room. • What materials can be removed from an exam room by: • a candidate • a teacher. • How to dismiss candidates. • What to do with clash candidates.

20. Collecting scripts [INCLUDE CENTRE-SPECIFIC AND JCQ INFORMATION] • How to collect and compile completed exam scripts. • What should be done with unused stationery. • How to keep completed exam scripts and exam stationery secure. • What needs to be done to the completed scripts before they can be dispatched and by whom. • Who will be responsible for dispatching the completed exam scripts.

21. JCQ inspections [INCLUDE CENTRE-SPECIFIC INFORMATION] • Explain what a JCQ inspection will involve. • Explain how the invigilator can help during an inspection: [EXAMPLES BELOW ARE NOT EXHAUSTIVE] • familiarise yourself with the JCQ regulations • be confident that you can identify all candidates • be confident that you are maintaining the integrity of the exam at all times • challenge anyone who enters the exams room • do not view the inspector as an enemy – they should be seen as a professional colleague!

22. Summary • Review the objectives for the session. • Summarise the main points you want people to remember. • Explain what will happen next.

23. Discussion points for experienced invigilators[EDIT EXAMPLES AS APPLICABLE] Areas to consider [EXAMPLES BELOW ARE NOT EXHAUSTIVE] • Centre-specific changes. • Regulations changes. • Lessons learned from previous exam series. • Mentoring new invigilators. • Additional roles for invigilators.