Patricia Diaz del CastilloMcGill University

20132014

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OSD Invigilators’ Manual

Table of Contents1 Introduction to guidelines for exam invigilators.............................................................1

2 Confidentiality.................................................................................................................1

3 Roles and Responsibilities........................................................................................1

3.1 Chief Invigilators: (Used during finals only)....................................................1

3.2 Float..................................................................................................................2

3.3 Invigilators........................................................................................................2

4 Before the Exam.......................................................................................................4

4.1 Report to the OSD office..................................................................................4

4.2 Before leaving the OSD....................................................................................4

4.3 When you arrive to the exam room...................................................................4

4.4 Exams on Computers........................................................................................5

5 Admitting students into the exam room...................................................................5

5.1 General guidelines……………………………………………………………5

5.2 Exams on computers………………………………………………………….6

5.3 Script………………………………………………………………………….6

6 Invigilating the exam................................................................................................8

7 End of the exam........................................................................................................9

7.1 General guidelines…………………………………………………………...9

7.2 Exams on computers…………………………………………………………9

8 Exam Interruptions.................................................................................................10

8.1 Stop-Watch Time............................................................................................10

8.2 Medical Incidents............................................................................................11

8.3 Visits from T.A or Professors.........................................................................11

8.4 Questions for the Professor.............................................................................11

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8.5 Washroom Breaks...........................................................................................11

8.6 Request to be moved.......................................................................................11

8.7 Emergency Scenarios......................................................................................11

9 Signs of Cheating...................................................................................................12

9.1 While taking the exam....................................................................................12

9.2 Excessive washroom Breaks...........................................................................12

9.3 Calculators......................................................................................................12

9.4 Dictionaries.....................................................................................................12

9.5 Eraser, water and medication bottles..............................................................12

9.6 Fidgety Students..............................................................................................12

10 Helpful Guidelines.................................................................................................13

11 Important documents..............................................................................................14

11.1 Invigilator Breaks...........................................................................................15

11.2 Invigilator Check-off sheet.............................................................................16

11.3 Incident Report...............................................................................................17

11.4 Timing codes..................................................................................................19

11.5 Student washroom breaks...............................................................................20

11.6 Professor contact log......................................................................................21

11.7 Script..............................................................................................................22

11.8 List of absent students....................................................................................24

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1 Introduction to guidelines for exam invigilators

Until the 1990’s, universities did not provide students with accommodations- students had access to education but had to arrange their own support. In the 90’s, fundamental changes in policy and funding meant that students were able to receive accommodations and support past high school.

The Office for Students with Disabilities (OSD) at McGill University provides reasonable academic accommodations to students with documented permanent disabilities, such as mobility and coordination impairments, hearing or vision impairments, chronic physical or mental health problems, learning disabilities, Attention Deficit Disorder, as well as documented temporary disabilities such as illness or accidents resulting in temporary mobility or health issues affecting aspects of normal school access and participation.

Students who write exams with the OSD make use of various accommodations such as extra time (see “Timing Codes”), taped or enlarged exams, and computers. These accommodations are not special privileges, but rather measures taken in order to minimize the impact of a disability on a student’s academic performance.

The duty of an invigilator is to ensure that students may write exams and demonstrate their academic ability under circumstances that are as conducive as possible to this exercise.

2 ConfidentialityRespecting a student’s right to confidentiality is crucial when working as an Invigilator for the OSD. Working in the OSD requires knowledge of confidential information about the students and their accommodations. It is imperative that this information not be shared or discussed with anyone, including professors and other students, without the consent of the student.

3 Roles and Responsibilities

3.1 Chief Invigilators: (Used during finals only) Chief Invigilators are the Principal Supervisors of the various exam office locations;

Chief Invigilators are present during the whole exam period and will supervise all floats and invigilators;

Chief Invigilators are responsible for answering any questions invigilators may have before, during, or after the exam;

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Chief Invigilators will contact OSD staff for any questions or concerns that might arise;

Chief Invigilators are responsible for all documentation (check-off sheet, incident reports, washroom logs and invigilators break log) that invigilators must submit at the end of each exam period;

Chief Invigilators are responsible for students (and their McGill ID cards) who have to stay until a specific time past their exam time (i.e. must stay until 7pm);

Chief Invigilators are in charge to make sure that the students with proofreading services receive such service as soon as the Proofreader is made available;

Chief Invigilators must sign all Incident Reports (see Appendix C) and hand them to an OSD Advisor.

3.2 Float Float must communicate effectively between Invigilators and Chief Invigilator;

Float must pick up his clip-board with the Logs at the beginning of the shift;

Float will check how many students are in each exam room once the exam has started;

Float will help bring materials to and from exam rooms when needed;

Float will relieve invigilators for 5 minute breaks per every hour, and keep track of the “Invigilators break log” (see Appendix A);

Float will make sure that the “Check-off sheet” (see Appendix B) has been signed by the invigilators once the exam has started. Floater must initialize;

Float will make sure the “Check-off sheet” (see Appendix B) has been signed once the exams are over and the invigilators are ready to turn in ALL exams. Floater must initialize;

Float will collect any Incident Reports (see Appendix C) written by Invigilators and give them to the Chief Invigilator.

3.3 Invigilators The primary duty of OSD Invigilators is to ensure that students write exams and

demonstrate their academic ability under circumstances that are as conducive as possible to this exercise;

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Ensure that there is no interference of any student by another student, that there are no distractions or disruptions in the student’s writing place, that constant attention be paid to those students under your surveillance, and that cheating not be permitted;

When needing to communicate with another invigilator, once the exam has started, please do so in writing. We want to maintain a disruptive-free exam session;

Invigilators are allowed to bring a book/printed documents to read while supervising. The use of cell phones, computers, ipads, ipods, or any sort or electronic devices are not permitted. This includes if you are invigilating in the Computer Labs;

It is also important to ensure that no materials other than those permitted by the instructions of the particular exam be brought to the student’s place in the exam room and that the “no cell phone” regulations be observed;

Invigilators can answer questions about instructions concerning the exam. However, if a student asks you a content question about his/her exam, you cannot answer it, even if you know the answer because the student is writing about your area of expertise. Offer the student a chance to ask their professor (bring the student down to the office and the professor will be contacted);

During busy midterms and final exams, the Float will relieve invigilators for 5 minute breaks. Five minutes is enough time to either go to the washroom, purchase a beverage, have a snack, take a short walk, or use your cell phone. Invigilators must initialize the “Invigilators break log” provided by the Float;

Invigilators are responsible to fill out every log that will be found in each of the envelopes;

Invigilators must allow students the accommodations listed. When a student asks for an accommodation not listed, bring him/her to the OSD reception immediately to have their request dealt with by an OSD advisor;

If you are uncertain of the best procedures to apply in any situation, please contact the Chief Invigilator. They are there to help;

If for some reason the Invigilator must leave the room, the Float or Chief invigilator must be contacted;

Invigilators are expected to dress and behave professionally. Please also be aware that because you will be working in smaller rooms, you should have good personal hygiene, wear deodorant and not use perfumes or colognes. ;

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Sleeping is NOT allowed while invigilating;

Experienced invigilators may be assigned to various roles requiring more responsibility during the exam period;

Invigilators must write comprehensively and sign Incident Reports (see Appendix C) and give them to the Chief Invigilator or Float.

4 Before the Exam

4.1 Report to the OSD office Invigilators must arrive at the OSD 30 minutes before the exam’s scheduled start

time (15min before for Mid-term exams).

At the start of your shift, you have to sign in at the front desk: write down your name, time of arrival and sign. Upon doing so, you will be given:

The exam(s), including exam booklets (take extra booklets and computer scan sheets to the room with you), in an envelope.

Any additional required equipment, such as tape recorders, headphones, laptop computer, diskettes, USB, lamps, etc.

A key to the exam room.

A Badge.

4.2 Before leaving the OSD Count the number of exams (you will be responsible for bringing back the same

amount of exams).

Double check that the exams you received (in the envelopes) correspond with the exams your students will be writing.

If you are administering exams that use multiple choice answer sheets, double check that the answer sheet and the exam are the same “version” (i.e., Version 1 exam with version 1 answer sheet, etc).

4.3 When you arrive to the exam room Find the “Check-off sheet” (Appendix B) in the envelope that will help you prepare

for the exam.

Prepare the tables, setting up the equipment as needed.

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Write the date on the board and the words “Official Exam Time” and draw a line on the side.

Write the following on the board: “Do not turn over your exam until told so by the Invigilators”.

Make sure you read and understand the accommodations* for each student and that you have the documents needed (i.e., the “Stop Watch” form). *See Timing Codes Appendix D.

Make sure you read the special annotations (i.e., “student must be supervised over lunch”, or “student must stay until 7pm”).

Place the exams on the desk/table that correspond to the classroom layout.

Once the exams have been placed on the desks/tables, under no circumstances may the room be left unattended.

Make sure you are wearing your badge and that it is visible at all times.

Make sure the “Check-off sheet” (Appendix B) is signed by the invigilator/s, before admitting students into the exam room.

4.4 Exams on Computers Set up any laptops that you have been given with the floppy drive and mouse;

ensure you have all the equipment you need.

Use the seating plan to determine who is sitting where, or if in the lab, decide where people are sitting and place exam envelopes on tables.

Insert USB into PC/laptops; if there is a file on the USB, save it on the desktop.

5 Admitting students into the exam room

5.1 General guidelines Once you have checked off all the items on the “Check Off” sheet, students can be

admitted into the exam room.

Students may be allowed into the exam room 10 minutes prior to the start of the exam. They may sit at their desk, but may NOT have any study material.

Students must show their McGill University ID card and you must verify if the name corresponds to that on your exam list. Once identified, keep the card for the duration of the exam (this includes those students who must remain for example,

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until 7pm. in which case the Student ID must be given to the Chief Invigilator once the student has been escorted to the OSD at the end of the exam).

Students must write their name and sign the log before going to their assigned area.

Remind the student the start and end time for his/her particular exam and let them know if they are entitled to “Stopwatch”.

Have the students leave their personal belongings at the front of the room. This will avoid any attempt of cheating.

On the desk, the student should only have writing instruments, any instructor-approved materials (calculators, dictionaries, formula sheet, etc., unless otherwise stated by the professor) and any required medication. Students may also keep water or calming objects (prayer beads, stress balls, etc.) on their desks.

5.2 Exams on computers Please ensure that students writing their exams on a computer are logged into the

Exam account.

Instruct students save their file to the computer BEFORE they start their exam. The save dialogue should automatically appear upon opening Microsoft Word. Failing to save their file can result in the loss of their exam. Files should be named with their name and student number.

o e.g.janedoe260400000.docx

Students must also include their name, student number, course number and date in the header of their document. The header can be edited by double clicking on the top of the page.

5.3 ScriptOnce all the students have followed the instructions hereby stated, read the following:

“Good morning/good afternoon. Please note the following information as this will guarantee a smooth test-taking environment.

If you do not feel that you are in good enough health to write this exam, please leave now and go to McGill Health Services to see a physician and then see your Student Affairs Office. If you remain in the room after the start of the exam has been announced, it is assumed that you have made a commitment and that you will be graded on ALL material submitted.

You are not permitted to leave the exam room during the FIRST HOUR.

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If after the first hour you need to use the restroom, please signal an invigilator and an invigilator will escort you to the bathroom.

If you were told you are entitled to “Stop Watch”, please signal an invigilator when you are in need of a break: please whisper to the invigilator if you are staying or stepping out. If you are leaving the exam room, the invigilator will escort you out and stay with you.

If for any reason you need to leave the exam room during the exam period, or if you are unable to complete the exam, for example, because of illness, you must signal the invigilator. *

*FOR STUDENTS WRITING ON PC OR LAPTOP (to be read if you have students writing on PC or LAPTOP):

Please open a blank word document on the screen. Type your name, student ID number, course number and date into the header. Please save the file as your name and course number to both the desktop of the machine and to the diskette.

*CONTINUE HERE

When you have finished your exam, you must signal the invigilator and remain seated until the invigilator checks that you have signed the signature sheet, collects your exam paper, and returns your McGill student ID card to you.

We will keep the Official Exam Time. Once we start the exam, we will write the exact time on the board and follow the clock in this classroom. We will then write the time on the board every 30 minutes.

Please remember that all exams are governed by the University regulations. Conduct during exams is also governed by the Code of Students and Disciplinary Procedures in the Handbook of Student Rights and Responsibilities. Any suspicious behaviors will be reported.

Write your name on your exam and on the answer sheet, scantron or booklet. Remember to put your name on ALL of your answer booklets. Please read the cover page of your exam to verify the course number, section number, version number and professor name to ensure that you are writing the correct exam.

Remember that all cell phones, ipods, ipads and/or other web-access devices must be turned off and should be kept away and cannot be used under any circumstances during this examination time.

* AFTERNOON SHIFTS (To be read if you have students writing an afternoon exam)

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Students will have to stay until 7PM if their class is writing the exam in the evening. Due to university regulations, you will not be able to leave the exam room before this time. An invigilator will let you know if you must stay until 7PM.

You may now start your exam. Good luck.”

If a student comes in late to the exam room (no later than 60min), follow the same procedure as with the other students. Inform the student that she/he will not be granted additional time at the end of the exam. Have the student read the SCRIPT and initialize along with the time of arrival. If the student arrives later than one hour to the exam, ask the student to kindly step out with you of the exam room, and tell the student she/he cannot take the exam. If the student has any further questions, the student should go to the OSD office.

6 Invigilating the exam Be alert and always be ready to answer raised hands. Be courteous at all times.

Writing, eating, chatting with other invigilators and/or using any electronic devices are under NO circumstances allowed in the exam rooms. If there is more than one invigilator in the room, one of the invigilators should be at the back of the room. Maintain visual contact with the other invigilator and alternate from being in the front of the room to the back and vice versa.

NEVER leave the exam room unattended.

If a student fails to show up to write an exam, write “DNW” (Did Not Write) on the front of the exam envelope.

If a student informs you that they cannot continue the exam, show special care and concern when you question the student. The student may be ill, they may need to go to the restroom or they may be disturbed by some localized noise and may need to be moved to another area.

If a student needs to go to the restroom, you must accompany them. Invigilators must complete the Bathroom Log Form (Appendix E) with the name of the student, time out & and time in and then initial it. Make sure the times are accurate.

If a student signals for “Stop-Watch”, kindly whisper to them and ask if they want to remain at their desk or if they want to leave. If they choose to step out, make sure you write down the time in their logs and escort them outside the class and stay with them. Give them space and make sure they are within eye reach. If the student wishes to stay in the exam room, ask him/her to turn over the exam and record the

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time in the log. Once the break is over for both cases, make sure you write the end time in their logs.

If a student has a question regarding the content of the exam, please say you are not allowed to answer any questions and that you can escort him/her to the OSD to contact the professor. Please fill out the start time on the Professor Contact Log (Appendix F) and escort the student to the OSD. Once the student starts/ends talking to the professor, write the time down. Once back into the room, write down the time. Let the student know how much time will be added at the end of the exam to make up for the travel time. Make sure you write down the student’s name and the professor’s name in the Log.

If you are invigilating an exam done on computer, please remind the students to save their work on both the Desktop and to the USB, 30 minutes into the exam.

Toward the end of the exam, let each student know they have 30, 15 and 5 minutes left to the end of exam using time cards.

For students with “Stop Watch” or for students who contacted a professor, whisper to the student the amount of extra time they have. Remember that not all students have the same end time.

7 End of the exam

7.1 General guidelines Once the exam is over, the student must remain seated until their exam is picked up.

Hand back the student’s McGill ID card ONLY when the student has signed the “yellow or pink sheet” and that you have added the END TIME.

When the student finishes the exam and if the student cannot leave before a given time, please escort the student to the Chief Invigilator and give them the student’s McGill ID card as she/he will be responsible for such student at that point.

Some students may have to stay until 7PM if their class is writing an exam in the evening. When you get the students’ documents, there will be a note in the accommodations about whether they must stay until 7PM. Be mindful that until 7PM, you are responsible for that student unless you have already escorted them to the Chief Invigilator.

Make sure you place ONLY the exam, answer sheet and any additional papers, tapes, scrap paper, etc., that were used to write the exam in the envelope. All other logs must be handed in separately.

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When you have collected all the exams and answer sheets, count them and make sure they correspond to the same amount of students in the exam room.

Collect all material, turn off the lights and lock the door. Bring everything to the OSD and give the envelopes and logs to the chief invigilator. Once you have done so, write the time you are leaving at the front desk.

7.2 Exams on computer If the student receives proofing as an accommodation, ask them to save their work

on both the desktop and the USB as “student name / course number / DRAFT.” Take the USB and escort the student to the OSD to print their exam on a departmental printer. Ask the student to double check that the whole exam is there. Staple and put in the envelope, and hand it with the USB to the Chief Invigilator or OSD staff. Tell the Chief Invigilator and she/he will assign a proofreader and give her/his the envelope and McGill ID card.

When a student has completed their exam, save their file to the computer and then save an additional copy to the USB key found in the computer. Leave the USB keys in the computer; they will be collected by Jeff at the beginning of every day.

Print the final exam from the network printer. Instruct students not to leave until they have verified that all pages of their exam have been printed.

8 Exam InterruptionsIn the event that a student needs to leave the exam room, they MUST be accompanied by an invigilator. However, an invigilator cannot leave the room unless there is another invigilator present, who can manage the remaining students. If another invigilator is not present, the student must wait to leave until another invigilator returns to the room.

8.1 Stop-Watch TimeIf a student is using Stop-Watch Time, she/he is permitted to take breaks from exam writing. During their break, the student IS allowed to:

1. Use the washroom (not during first hour unless it has been approved by an advisor and listed in the student’s special accommodations)

2. Take required medication

3. Eat a snack outside the exam room

4. Sit quietly at the desk with the exam turned over

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5. Walk around the halls of the building

The student is NOT allowed to:

1. Work on their exam

2. Refer to their notes

3. Talk to the other students about the exam

4. Make phone calls

5. Smoke

6. Eat a meal

7. Surf the internet (if taking a computer exam or on their personal cell phone)

8. Put money in a parking meter (or have an invigilator do this on their behalf)

9. Leave the building

8.2 Medical IncidentsIn the event that a student feels they absolutely cannot continue to write their exams for medical, psychological or other reasons, quietly collect the student’s examination materials and personal belongings and escort him/her to the OSD. Do not disturb the other students writing exams and quickly return to the exam room. You will need to fill in an incident report form (see Appendix C).

8.3 Visits from T.A.s or ProfessorsIf a professor or teaching assistant stops by to check on their student(s), ensure that they speak quietly and do not disturb the other students writing exams. If the student and professor need to speak at length or there is more than 1 student taking that exam, politely ask them to converse in the corridor.

8.4 Questions for the ProfessorIf a student has a question for their professor, bring the student to the OSD and the receptionist will contact the professor. The time spent waiting to contact the professor can be added to the end of the examination; however, once the student has made contact, the consultation happens on exam time. If the professor cannot be contacted, the student needs to answer the question to the best of their abilities and should make a note on the side of their exam stating their reasoning as to how they answered the question. The Invigilator should fill in an incident report should this situation arise.

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8.5 Washroom BreaksWhen a student needs to use the washroom, she/he must be escorted to the facilities and back to the exam room. The invigilator does not need to accompany the student into the washroom. Only students who are on “Stop-Watch Time” get their washroom break time back. Please refer to Signs of Cheating for additional information.

8.6 Request to be movedOn occasion, a student will ask to be moved to an alternate location for a reason. If the issue is noise or excessive light (on a computer screen or page), do your best to accommodate the student without disturbing other students.

If it is clear that it’s going to be difficult to accommodate a move request, notify the Chief Invigilator (during Finals) and/or an OSD Advisor and write an incident report.

8.7 Emergency ScenariosIn the event of a fire alarm, mark the time of the alarm (exam writing time “stops” at the point), tell the student to leave all exam materials behind and instruct the students not to discuss their exams during the alarm. In winter, invigilators and students should take their coats and books; always take purses, wallets, and personal belongings in the case of a real fire. Calmly lead the students out of the examination room to the nearest exit. Lock the door and bring the key with you. The students must remain under your supervision at all times. Once exams resume, inform the students the amount of time for the evacuation will be added to their end times. An Incident Report must be filled out.

9 Signs of Cheating

9.1 While taking the examIf you suspect a student is cheating while taking the exam, approach the student and tell her/him that you have witnessed a suspicious act and that if it should happen again, you will have to report the incident. Inform the other Invigilator in the room to serve as witness of the act should it happen again. If both Invigilators observe the same incident, contact the Chief Invigilator and report the incident. Let the student(s) continue writing the exam, collect any incriminating evidence and write an Incident Report (Appendix C). Both Invigilators should sign the Report. Make sure your handwriting is legible and that the language you use is objective and accurate. Submit the Incident Report and the Chief Invigilator will report it to an OSD Advisor.

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9.2 Excessive Washroom BreaksIf a student is visiting the washroom quite frequently and you become suspicious that the student may be cheating, notify the OSD. Fill out an Incident Report.

9.3 CalculatorsCalculator cases may contain crib sheets. If you suspect a student has done this, you may inspect their calculators. Please note that normally, only simple calculators without memory storage functions are permitted during exams.

9.4 DictionariesThe exam should indicate whether or not a dictionary is permitted (University regulations state that translation dictionaries are permitted except in courses where knowledge of the language is one of the course objectives). If in doubt as to whether or not a dictionary is allowed, notify the OSD, who will then contact the professor.

9.5 Eraser, water and medication bottlesSome students have written exam answers on their erasers and on the back of bottle labels.

9.6 Fidgety StudentsPast experience has shown that students who keep their eyes on the Invigilators more than their exam booklet may have a crib sheet concealed somewhere (either on their person or underneath the exam). Watch the student and notify the circulating Invigilator when they arrive. She/he can then inform the OSD.

10 Helpful Guidelines Wear soft-soled shoes, such as sneakers, so as not to make noise when walking

around the room.

Bring a sweater in case the heating is inadequate or light clothes in the event it is too warm.

Wear a watch.

Bring a pen and a pencil.

Wear the name badge at all times and make sure it is visible at all times.

Please do not bring any electronic devices into the exam room. Cell phones are only used in case of emergency to contact the OSD or to dial 911.

Do NOT leave the exam room unattended.

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Arrive at the OSD 30 minutes before the start of your exam (15 minutes for mid-terms) and make sure you write your name and time of arrival on the log found at the front desk.

Please remember to mind personal hygiene and wear deodorant when invigilating an exam. This is critical as exams are written in small, enclosed classrooms.

Please do not eat any food while invigilating an exam. You can use your breaks to have a snack, but absolutely no food is permitted within the exam room.

If you are unable to work an upcoming shift, notify the OSD at LEAST 24 hours in advance.

All Invigilators, Floats and Chief Invigilators are required to attend a paid training session prior to the examination period.

11 Important documents

11.1 Invigilator BreaksAppendix A

Invigilator Breaks

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Name of Float: ___________________________

Date:____________

NameTime out Time in Signature

11.2 Invigilator Check-off sheetAppendix B

Invigilator Check-off sheetInvigilator’s name/s: _____________________________

_____________________________

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Room number: __________ Date ______________________ AM / PM

Before admitting students into the exam room, please check the following:

Exam schedule: ____

Right # of exams: ____

Student accommodations: _____

Additional info for students (i.e., must stay until certain time): _____

Exam booklets, scantrons: _____

Bathroom log: _____

Student signature sheet: _____

Floor plan: _____

Stopwatch sheets: _____

The words “Official Exam Time: _____” are written on the board _____

The words “Do not turn over your exam until told so by the Invigilators” are written on the board _____

Do you have the Script ready to be read? _____

Script read by? _________________________________________

Are you wearing your badge? _____

11.3 Incident Report

Appendix C

REPORT OF INCIDENTS DURING EXAMINATIONS

(illness, cheating attempts, talking to professor or advisor, etc.)

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TO: Chief Invigilator FROM: ___________________________

Student ID: ______________(Invigilator) Phone#: ___________________________

This is to report the following:

DATE: _________________________ HOUR: ___________________________

Student Name: ___________________ Student ID(s): ________________________

Faculty/Program: _________________ Examination: _______________________

Description of incident – If you require more space, please write on the back and also be specific

(mention time and the outcomes) and written with a clear legible handwriting.

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

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Signature (Invigilator): ____________________ Witness (es): _____________________________

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________________________________________________________

Deputy Chief Invigilator’s Observations

Date: _______________ Hour: _______________ ID #: ____________________________

Chief Invigilator’s Name: ______________________________ Phone #: ____________________

Comments:_______________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________ Signature: _______________________________

11.4 Timing codes

Appendix D

11.4.1 Timing Codes

11.4.1.1 RT indicates regular time- the same amount of time that the rest of the class is given

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11.4.1.2 T1/4indicates that the student is entitled to 25% more time than is normally allotted for the exam

11.4.1.3 T1/3 indicates that the student is entitled to 33% more time than is normally allotted for the exam

11.4.1.4 T1/2indicates that the student is entitled to 50% more time than is normally allotted for the exam

11.4.1.5 2T indicates that the student is entitled to double the time allotted to the rest of the class. This is usually used when the student needs a scribe.

11.4.1.6 SWindicates “Stop Watch” time- the student uses regular time to write the exam, but is permitted breaks that are not counted as part of the exam time. The student will indicate to you when she/he is beginning and ending a break. You keep a written record of the start and stop time of the break. Towards the end of the exam, add up the number of minutes used during breaks and tell the student how many more minutes they have to complete their exam. If a student is visibly upset during the exam or a break, bring them to see an advisor. If you have concerns about the length of a break a student is taking, see an advisor as well.

11.5 Student washroom breaksAppendix E

Student washroom breaks Date:____________

Invigilators ________________________________________________

Student Time out Student initials

Time in Student initials

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11.6 Professor contact logAppendix F

Professor Contact Log Date:____________

Invigilators ____________________________________________

Please note that travel time will be given back to the student. Once a student establishes contact with the professor, the Actual talk time will NOT be given back to the student.

StudentLeaving class at

Returning class at

Total travel time (time given back

to student)

Actual talk time (time NOT given back

to student)

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11.7 ScriptAppendix G

Script to read at the beginning of the Exam

“Good morning/good afternoon. Please note the following information as this will guarantee a smooth test-taking environment.

If you do not feel that you are in good enough health to write this exam, please leave now and go to McGill Health Services to see a physician and then see your Student Affairs Office. If you remain in the room after the start of the exam has been announced, it is assumed that you have made a commitment and that you will be graded on ALL material submitted.

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You are not permitted to leave the exam room during the FIRST HOUR.

If after the first hour you need to use the rest room, please signal an invigilator and an invigilator will escort you to the bathroom.

If you were told you are entitled to “Stop Watch”, please signal an invigilator when you are in need of a break: please whisper to the invigilator if you are staying or stepping out. If you are leaving the exam room, the invigilator will escort you out and stay with you.

If for any reason, you need to leave the exam room during the exam period, or if you are unable to complete the exam, for example, because of illness, you must signal the invigilator. *

*FOR STUDENTS WRITING ON PC OR LAPTOP (to be read if you have students writing on PC or LAPTOP):

Please open a blank word document on the screen. Type your name, student ID number, course number and date into the header. Please save the file as your name and course number to both the desktop of the machine and to the USB.

*CONTINUE HERE

When you have finished your exam, you must signal the invigilator and remain seated until the invigilator checks that you have signed the signature sheet, collects your exam paper, and returns your McGill student ID card to you.

We will keep the Official Exam Time. Once we start the exam, we will write the exact time on the board and follow the clock in this classroom. We will then write the time on the board every 30 minutes.

Please remember that all exams are governed by the University regulations. Conduct during exams is also governed by the Code of Students and Disciplinary Procedures in the Handbook of Student Rights and Responsibilities. Any suspicious behaviors will be reported.

Write your name on your exam and on the answer sheet, scantron or booklet. Remember to put your name on ALL of your answer booklets. Please read the cover page of your exam to verify the course number, section number, version number and professor name to ensure that you are writing the correct exam.

Remember that all cell phones, ipods, ipads and/or other web-access devices must be turned off and should be kept away and cannot be used under any circumstances during this examination time.

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* AFTERNOON SHIFTS (to be read if students are writing an afternoon exam)

Students will have to stay until 7PM if their class is writing the exam in the evening. Due to university regulations, you will not be able to leave the exam room before this time. An invigilator will let you know if you must stay until 7PM.

You may now start your exam. Good luck.”

11.8 List of absent students

Appendix H

List of absent students

Invigilators_______________________________________

Date _________________________ AM/PM

Location ______________________

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Student Name Student Name

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