FE Examinations Invigilation Policy 2024/25

FE Examinations Invigilation Policy 2024/25

This guide has been written to revise and refresh your knowledge of the role of the invigilator in an exam situation. Please read through it before you are due to invigilate. Staff should also read General, Vocational and Diploma Qualifications Instructions for conducting examinations. 

Please refer to the detailed guidance given in the current JCQ Instructions for the Conduct of Examinations (ICE), which supersede these instructions for all relevant examinations under JCQ.

For further guidance relating to other examinations not under JCQ requirements, please see relevant documentation from the appropriate examining body.

Note: proctored examinations are now available as an option for a small additional fee – check with the Awarding Body for further information on how these should be implemented.

If you have any questions please talk to the Exams Officer.

Invigilators

Who? No relative or candidate can serve as the sole invigilator. No teacher who prepared the candidates may serve as the sole invigilator. 

How many? At least 1:30 for a written examination. This number is reduced to 1:20 during a practical examination.

During the invigilation process the role of the invigilator is to:

Invigilators must:

Be familiar with the rules and regulations associated with organising an examination.

The examination room:

The day of the examination:

Checklist for Invigilators (for written examinations). 

A

Arranging the Examination Room

1

Check that any charts, diagrams, etc. have been cleared from the walls.

2

Check that you have the following on display.

  •  A clock that all candidates can see clearly.
  •  A board/display showing the centre number, subject title, paper number and the actual starting and finishing time of the examination(s).

3

Check that you have: 

  • For the examination room a copy of the current JCQ Instructions for conducting examinations.
  • Any subject-specific instructions and/or stationery lists issued by the relevant awarding body. 
  • A seating plan of the examination.

B

Identifying Candidate

1

Make sure you check the identity of every candidate in the examination room.

2

Check the documentary evidence that private candidates or transferred candidates provide. You must ensure that they are the same people who were entered/registered for the examination/assessment.

C

Before the Examination

1

Check the front of the question paper for the exact requirements for authorised materials, particularly calculators, dictionaries (see F below), anthologies and set texts.

2

Tell candidates that they must now follow the regulations of the examination.

3

Warn candidates that they must give you any unauthorised materials. This includes potential technological/web enabled sources of information such as iPods, iWatches, mobile phones, MP3/4 players and wrist watches which have a data storage device.

4

Tell the candidates: 

  • To fill in the details on the front of the answer booklet and any supplementary sheets, e.g. candidate name, (as per the attendance register) candidate number and centre number. 
  • To read the instructions on the front of the question paper.

5

Tell the candidates about any erratum notices.

6

Remind candidates to write in black ink and not to use highlighters or gel pens in their answers.

7

Remind candidates to write in the designated sections of the answer booklet.

8

Tell candidates when they may begin and how much time they have.

D

During the Examination

1

Accurately complete the attendance register – see section 15 of the instructions for conducting examinations.

2

See section 14 of the Instructions for conducting examinations if a candidate arrives late.

3

Be vigilant. Supervise the candidates at all times to prevent cheating and distractions.

4

Do not give any information to candidates about: 

  • Suspected mistakes in the question paper unless an erratum notice has been issued or permission has been given by the awarding body.
  • Any question on the paper or the requirements for answering particular questions.

5

See section 16 of the Instructions for conducting examinations as to when a candidate may leave the examination room.

6

Make sure that a question paper is not removed from the examination room during the examination.

7

Make sure that an appropriate member of staff is available to accompany any candidates who need to leave the room temporarily.

8

In an emergency see section 18 of these Instructions and any separate instructions issued by your centre.

9

Tell candidates to stop writing at the end of the examination.

E

After the Examination

1

Check and sign the attendance register.

2

Tell candidates to check that they have: 

  • Written all the necessary information on their scripts including supplementary sheets. 
  • Crossed out rough work or unwanted answers. 
  • Fastened any supplementary sheets, as instructed on the question paper or answer booklet.

3

Collect all scripts and all unused stationery before candidates leave the examination room.

4

Arrange scripts in the order candidates appear on the attendance register.

5

Make sure that scripts are kept in a secure place before being sent to the examiner or the awarding body.

F

Use of Calculators and Dictionaries

1

Candidates are allowed to use calculators, unless the specification for the subject says otherwise.

2

Candidates are not allowed to use dictionaries in any examinations, unless the specification says otherwise.

3

Candidates who meet the JCQ regulations may use bilingual dictionaries.

G

Access Arrangements

1

Check in advance with the exams officer which candidates, if any, have been granted access arrangements.

Seating the candidates

Learners must sit in candidate number order, with the exception being if two exams are taking place at the same time. Invigilators must refer to the Attendance Register and tell the learners where they should sit. Once learners have been seated the exam package should be opened and the papers handed out. Learners should then be informed of the examination rules and conditions. 

Please do this by reading the following script;

Suggested wording for the invigilator’s announcement at the beginning of a written examination:

1

You must now follow the regulations of the examination.

2

Only material listed on the question paper is allowed in the exam room. You must not have on or near you any other material.

3

Check your pockets now. Check for things such as notes, books, papers, iPods, iWatches and mobile phones. If you have any unauthorised items in your possession, you must hand them in to an invigilator now. Failure to do so may lead to disqualification.

4

(For examinations with books that are allowed, add “check that no notes or papers have accidentally been left inside any book you are allowed to have in the examination room and that you have the correct edition of the allowed set text(s)”.) 

5

(For examinations where a calculator is allowed, add “make sure that the lid, case, or cover of your calculator does not have printed formulas or instructions”.)

6

Check that you have been given the correct paper for your subject, unit/component and tier.

7

Fill in all the details needed on the front of your answer book (or question paper). Make sure you fill these details in on any additional answer sheets that you use.

Pause to allow time for candidates to fill in the details.

8

Read the instructions on the front of the question paper. (You may read these out to the candidates, if required.)

9

Check that you have all the materials you need for the exam.

Pause to allow time for queries.

10

Tell the candidates about any erratum notices.

11

Remember, you must write in black ink. You may use pencil for drawings and rough notes.

12

You must write in the designated sections of the answer booklet.

13

You must write all rough work in your answer book and neatly cross it through with a single line. For multiple-choice papers, add “you must do any rough work in the question booklet.”

14

You must not use correcting pens, fluid or tape, erasable pens, blotting paper. You must not use highlighters or gel pens in your answers.

15

You must not communicate in any way with, ask for help from or give help to another candidate while you are in this exam room. You should put up your hand to attract the invigilator’s attention.

16

If the fire alarm sounds, please stay seated – wait for instructions from the invigilator.

Tell the candidates when they may begin and how much time they have.

During the examination

As an invigilator you must remain vigilant throughout and devote your whole attention through the exam:

If the Exams Officer cannot collect the examination papers please collect everything together and return it to the Director. No question papers or examination stationery must be left in the exam room. 

Extra time

Since some of our learners have English as a second language, some of them qualify for an additional 25% to compensate for the time they lose using a dictionary. If you have any questions please speak to the Exams Officer. If a student brings a dictionary into the exam room the invigilator must check it for any additional writing or pieces of paper. Learners who are NOT entitled to extra time will have a rest piece of paper placed on their desk and their names will be listed on a piece of paper left on the invigilator’s table. 

Learners arriving late

A candidate who arrives after the start of the examination is allowed to enter the examination room and sit the examination and should be allowed the full time for the examination. 

A candidate will be considered very late if they arrive:

For examinations that last less than one hour, a candidate will be considered very late if they arrive:

Where a candidate arrives very late for an examination you must inform the Exams Officer immediately.

Multiple exam papers

If the candidate is taking two or more examinations in a single session they are allowed a supervised rest break of no more than fifteen minutes between papers. 

If the candidate is taking two or more papers and the total time (including extra time) is more than three hours, the candidate is allowed to sit one of the papers in an earlier or later session within the same day. Strict supervision rules apply and teachers must bear in mind that a rest break is not always beneficial as it may affect the student’s concentration. 

The Exams Officer will inform you if a student is entitled to a supervised break.

Leaving the room

For examinations that last one hour or more, candidates must stay under supervision until one hour after the awarding body’s published starting time for that examination. 

For examinations that last less than one hour, candidates must be supervised and question papers must be kept in secure storage until the published finishing time of the examination or 30 minutes after the awarding body’s published starting time, whichever is later. 

Candidates who are allowed to leave the examination room temporarily must be accompanied by a member of staff. Those candidates may be allowed extra time to compensate for their temporary absence. 

Candidates who have finished their work and have been allowed to leave the examination room early must hand in their work before they leave the examination room. Those candidates must not be allowed back into the room.

Malpractice 

If a candidate is suspected of malpractice, the invigilator must warn the candidate that he/she may be removed from the examination room. The candidate should also be warned that the awarding body will be informed and may decide to disqualify the candidate. 

The invigilator must record what has happened and wherever possible, the invigilator should remove and keep any unauthorised material that a candidate may have in the examination. If necessary, the invigilator should summon assistance. 

The Exams Officer has a duty to monitor and report potential malpractice by invigilators.

Contacting another member of staff 

If you are the sole invigilator you must always be able to contact another member of staff, to do this we ask that staff bring their mobile phones and if they need help they call one of the numbers below and someone will come to the examination room straight away. The call will not be answered, so it will be free to the member of staff.

The people present in the examination room

The head of centre has a duty at all times to maintain the integrity of the examination and to ensure that fully trained invigilators are in place for examinations and tests. Invigilators must have been trained to undertake their duties as per Section 6, page 14, of the JCQ document Instructions for conducting examinations. 

The following rules relate to centre staff other than exams officers and invigilators. 

Members of centre staff may be approved by the head of centre to be present at the start of the examinations. When members of centre staff enter an examination room, they must identify themselves and their purpose for being there to the senior invigilator and/or exams officer.

Where specifically approved by the head of centre and agreed with the exams officer, members of centre staff have a very clear role. Principally:

Under no circumstances may members of centre staff:

Support and encouragement may be offered at any point up until the time that candidates enter the examination room. From that moment onwards they are under examination conditions and the strict protocols must be adhered to.

WHAT TO DO IF THERE IS AN EMERGENCY DURING YOUR EXAM

ON THE SOUND OF THE FIRE ALARM (CONTINUOUS RING):

Learners must follow the instructions given by the exam invigilator(s). Exam conditions continue to apply so talking or gesturing to the other candidates is not allowed. Invigilator instructions:

EXAM ROOM FIRE EVACUATION SHEET

Exam Title

  

Exam Board

  

Exam Room

  

Length of Exam

  

Start Time

  

Exam Stopped At

  

Time Remaining

  

Exam Restarted At

  

Please ensure that this sheet is collected in the event of a fire evacuation.

RESTARTING THE EXAMINATION

Originator: Quality Manager

Issue: FE/AFS_V7 2024

Approved: SMT September 2024

Review Date:August 2025

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