Regulations for the Conduct of Examinations

1.(a) At least two invigilators, of whom one shall be designated senior invigilator*, shall be on duty in each examination room.

(b) At least one invigilator shall normally be seated in front of the candidates and at least one behind to ensure proper supervision of the examinees.

2. It is the responsibility of the senior invigilator* to collect, or to arrange for the collection of, the question papers for the examination(s) at which he/she is officiating and to ensure that the packets of papers are properly sealed and labelled in accordance with the examination timetable.

3.It is the responsibility of invigilators:

(a) to arrive at the examination room at least fifteen minutes before the beginning of the examination;

(b) at the close of the examination, to collect the answer books in each subject, arrange them in alphabetical order, check the names against the list of candidates and record the names of any absentees on the forms provided. On each form the number of candidates who were present at the examination and submitted answer books shall be entered and signed by one of the invigilators. If any answer book is returned bearing the name of a student not included in the appropriate list, an endorsement to this effect shall be made on the form. In addition, the name of any candidate who has attended the examination but has not submitted an answer book shall be recorded;

(c) to deliver spare copies of question papers and all answer books not collected and signed for by departmental representatives to the University Reception, The Registry, 1 Airlie Place.

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4. The details of any case of cheating or impersonation which is suspected or of any other irregularity in the conduct of an examination, shall be reported by the senior invigilator*.

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5. (a) It shall be the responsibility of the head of a department involved in an examination to ensure that a member of staff of the department is instructed to be in attendance at the examination room at least fifteen minutes before the beginning of an examination in order to open the appropriate packet(s) of question papers, check them for errors and distribute them to the candidates. The member of staff shall remain for at least five minutes after the examination has begun to deal with any queries. He/she shall also leave a telephone number at which he/she may be contacted subsequently, should the need arise.

(b) Failure on the part of a departmental representative to attend an examination in accordance with the provisions of this Regulation constitutes an irregularity to be reported by the senior invigilator*.

(c) While responsibility for the distribution of question papers rests with the departmental representatives concerned, invigilators are expected to assist in performing this duty expeditiously when the number of candidates is large.

(d) It shall also be the responsibility of the head of department involved in an examination to make arrangements for a member of that department to uplift the appropriate answer books from the examination room after the books have been checked by the invigilators.

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6. Candidates shall be admitted to the examination room in sufficient time to enable them to take their seats and receive their papers before the beginning of the examination and in any case not later than five minutes before the official starting time of the examination.

7.(a ) Except in any emergency, a candidate may not leave an examination room within the first half hour or the last fifteen minutes of an examination period.

(b) A candidate who leaves the examination room before the end of an examination shall do so in such a way as to cause the minimum of disturbance to the other candidates.

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8. (a) A candidate who arrives at an examination room after the first half hour of any examination shall be admitted, provided that no other candidate for the same examination has left the supervision of the invigilators. If another candidate for the same examination has already left the supervision of the invigilators, the late comer shall not be admitted.

(b) The senior invigilator* shall report on the circumstances of any admission or refusal of admission of a late comer under this Regulation.

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9. A candidate who is admitted to an examination after the official starting time thereof shall not be granted any additional time in which to complete the examination. However, the examiners may, at their discretion, take into account the reduced time available to a latecomer when assessing his or her performance in that examination. It shall be the responsibility of the latecomer to draw any relevant facts to the attention of the examiners.

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10. A candidate may not take into an examination room any books or papers or information recorded in any form relevant to an examination except with the express authority of the head of departmen t concerned which shall be notified in writing to the Examinations Manager, Registry who will pass to the Director of Policy, Governance & Legal Affairs of the University.

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11. (a) Pocket calculators, provided that they are silent in operation and have an independent power supply may be used by candidates in an examination, subject to the terms of this Regulations.

(b) One of the following statements shall be included in the preliminary matter under the heading of each examination paper:

(i) No calculators may be used in this examination.

(ii) Calculators may be used in this examination.

(iii) Only calculators approved by the head of department may be used in this examination.

(c) A head of department who decides to restrict the type of calculators to be used in an examination shall require candidates to submit their calculators for inspection. Thereafter he shall arrange for the preparation of a list of all candidates for each examination showing the make and model numbers of their respective calculators which have been approved and shall forward such list or lists to the Examinations Office not later than one week before the beginning of the diet of examinations.

12. During the period of any examination candidates may not talk to one another nor leave their places except to obtain additional stationery or to speak to an invigilator.

13. (a) Every candidate shall inscribe his or her name and desk number on the front of all answer books submitted

(b) Every candidate shall display his or her student identity card on the desk. A candidate who cannot produce an identity card shall be required to complete a place card provided by an invigilator.

14. A candidate may not remove from the examination room any answer book or other item of examination stationery provided, except for any non-returnable question papers.

15. It is the responsibility of every candidate to ensure that he or she has received the correct examination paper.

16. (a ) It is the responsibility of every candidate to ensure that all their answers are recorded in a legible form.

(b) The examiner of any answer which is not in a legible form shall normally be entitled to disregard it for the purpose of assessing the marks to be awarded: provided that, in exceptional circumstances, the head of department concerned may make suitable arrangements for the transcription of any illegible answers submitted by a candidate in order that they may be marked.

17. All candidates shall stop writing when instructed to do so by an invigilator and shall deposit their answer books as directed.

18. Smoking is not permitted in any examination room.

19. Mobile telephones are not permitted in any examination room.

20. A report by the senior invigilator* of any irregularity in terms of these Regulations shall be made in writing and without delay to the Examinations Manager, Registry who will pass to the Director of Policy, Governance & Legal Affairs of the University, who shall submit it to the Dean of the appropriate College for consideration and presentation to the Senatus Academicus.

*denoted by an asterisk in the examination timetable

Notes for the Guidance of Invigilators