About this guide
Invigilation workflow overview
Weeks before the exam
Plan to review the university’s undergraduate calendar statement on examinations, emergency procedures (e.g., evacuation due to fire alarm), and academic integrity policy (sections to consider reviewing include: “Principles of academic integrity” and “Academic integrity violations – Cheating on work, tests and examinations”).
Plan a time to meet and discuss the invigilation expectations with the course instructor.
Questions can include:
- What is the date and time of exam?
- Where is the exam held?
- Who will be bringing exam materials to the exam room?
- What time do I need to arrive?
- What will my role as the invigilator (and will I be the only one)?
- How will student questions be answered during the exam?
- How will washroom requests be handled?
- What materials (if any) will the students be able to bring into the exam with them?
- If not in the same room, how will I contact you if issues arise?
- Are there any UVic policies I should be aware of or keep in mind?
Days before the exam
Once you know the exam room location, visit the room a couple days before the exam time to understand the room environment, and be prepared to bring any necessary supplies such as a clock, white board markers and/or chalk if not available. Remind students of UVic’s recommendations on scents, and provide them any other information that may help prepare them to arrive on time.
Day of the exam
Arrive early to help set up, the room will be booked 30 minutes before and after the exam. Refer to the document on what to do if the exam room is locked upon your arrival.
Upon arrival and access to the room:
Prepare with extra pens/pencils, erasers, and a pencil sharpener in case students need to borrow them during the exam.
Write the course code, instructor name and room number on the blackboard/whiteboard.
Assist with placing exams on the desks based on instructor’s directions, skipping seats where possible, to avoid students looking at their classmates’ exam.
Designate an area in the room where students can store their belongings during the exam.
As the invigilator you may be required to setup a distraction–reduced environment for the exam (e.g., placing carrels on desks, monitoring the noise outside of the exam room).
Outlining the seating plan and directing students on where they should store their belongings.
Reminding students to turn off all electronic devices (e.g., cell phones, wearable technology, headphones) before entering the exam room.
Ensuring they have their UVic ONECard ready.
Advising they cannot leave the room until 30 minutes after the exam starts, so they should use the washroom beforehand.
Once seated, one invigilator should announce the exam environment and expectations to students, which might include:
Ensure students have all necessary materials, including their ONECard visible on their desk to confirm identity.
A statement on violations of the university’s academic integrity policy and the consequences.
Explain any time related requirements (e.g., duration of exam, when they can leave, etc.)
Communication expectations, including:
- How announcements will be delivered during the exam
- How student questions will be addressed (e.g., raising hand)
- Students may not communicate with each other
- Protocol for washroom breaks
During the exam
Once started, exercise active invigilation by circulating throughout the room quietly to ensure students are not communicating with each other (e.g., verbal, hand gestures, passing notes, etc.), looking at another student’s exam, and conducting any unusual behaviour. At least one invigilator should remain in the exam room throughout the exam. Collect completed exams and ensure students leave the exam environment upon completion.
Additionally:
At the beginning of the exam, you will need to check student’s UVic OneCard and verify student identity using OneCard and course list. Students may be required to sign the class list as well.
Update students on the time and set a reminder when the exam is about to end, they may be required to sit quietly for the last 15 minutes of the exam.
Students may not enter the room after the first 30 minutes as stated in the undergraduate calendar. Assist students in finding and escorting them to their seat while minimizing disruption.
End of the exam
As the invigilator, help collect all exam materials from students and give them to the instructor. Students may not leave the exam room without first delivering their exam booklet/document to the invigilator.
After the exam
Make sure the blackboard/whiteboard and room are clean before leaving. Assist the instructor in scanning/uploaded exams when applicable. Ensure exams are secured in a safe location. Report any academic misconduct, health related incidences, disruptions, etc. immediately using UVic’s incident reporting guidelines and report form.
Responding to special circumstances
Anomalies
Anomalies are events that occur in the exam environment during the exam. When these occur, please inform the instructor or note it down for that specific student. If the student is suspected of breaching academic integrity, this will be noted as an anomaly. Possible anomalies include:
Before exam
- If a student has no photo ID for check-in
- If the ID does not match the student’s name or face
- If a student arrives late after the scheduled start time of the exam
During exam
- If a student is using a device (or materials) that were not previously approved
- If a student is holding their exam booklet/document upright, upside down or slanted
- If a student is communicating with another student
- If a student leaves early due to illness
- If there is an emergency disruption
Answering student questions, student breaks during exam, or sudden illness/medical emergency
In the event of answering student questions, navigating student breaks, or a sudden illness/medical emergency, follow the procedures outlined in the undergraduate calendar.
Extreme weather, power failure or evacuation of the exam room
In the event of extreme weather, a power failure or a room evacuation, follow the procedures outlined in the invigilation assignment and information document.
