Instructions to invigilators
At the start
- People who have agreed to be on invigilator duty must attend in person. Report absence in good time to the Student and Academic Division (see the additional list).
- The chief invigilator must have control over the exam question papers at all times before the start of the examination.
- Unless otherwise specified, written exams start at 9:00 am. Invigilators must arrive in good time, at least 30 minutes before the exam starts. Each invigilator must immediately report to the chief invigilator, and follow the instructions given.
- Candidates who report late for an exam must be referred to the Student and Academic Division at the exam location.
- If the invigilator does not find the candidate in the attendance lists, the chief invigilator must find out whether the candidate is in the wrong room. If the candidate has arrived at the wrong place, the chief invigilator must contact the Student and Academic Division if necessary. The candidate must normally be accompanied by the invigilator to the correct place.
- If the candidate is not on any of the attendance lists and must thus take the exam with reservations, the candidate must remain seated. The chief invigilator ensures that the form for exams with reservations is completed. The completed form for exams with reservations must be attached to the attendance lists. The candidate can be moved to another room if necessary.
- The invigilators ensure that the candidates bring only food, writing implements and permitted exam support material to their seats. Bags and personal belongings, including mobile phones and other electronic aids that could be used for communication, must be placed in the designated place at the exam venue. Mobile phones must be switched off.
- Permitted exam support material, as well as other relevant information, is listed on the cover of the examination paper.
All exam support material, calculators and dictionaries that candidates have brought with them must be inspected.
- The chief invigilator asks the candidates to present valid identification that includes a photo and their date of birth. If a candidate lacks valid papers, the invigilator informs his or her chief invigilator, who in turn contacts the Student and Academic Division for clarification.
The chief invigilator informs the candidates of the time allowed for the exam. Permitted exam support material and the number of hours are listed on the cover of the examination paper.
During the exam
- If candidates have questions that concern the exam paper, these must immediately be reported to the responsible chief invigilator, who will then normally contact the course teacher.
- If a candidate discovers an error in the exam question paper, the Student and Academic Division must be contacted.
- The invigilators are responsible for ensuring quiet and order at the exam venue.
All unnecessary conversation between the invigilators and everything that disturbs the candidates must be avoided. If any noise disturbance occurs during the exam, this must immediately be reported to the Student and Academic Division. Invigilators are not permitted to use mobile telephones or tablet computers, or to read newspapers, etc.
- Invigilators must be helpful and provide candidates with what they are entitled to as quickly as possible.
- An invigilator may only go out with one candidate at a time.
The invigilator should not start a conversation with the candidate. It is up to the individual candidate to decide whether he or she would like to talk or prefers quietness and concentration. Any conversation about exam questions and exam subjects must be avoided.
Candidates must not under any circumstances communicate with each other or with other external parties. This also applies to toilet visits.
It is forbidden to take a candidate to a shop outside the exam premises or a phone/mobile phone. If a candidate wants to smoke, the invigilator must accompany him/her to a separate smoking area, away from entrances, windows, and air intakes.
- If there is a fire alarm, candidates and invigilators must immediately leave the exam room, and follow further instructions from the Student and Academic Division. Exam papers must not be taken out of the exam room.
- Give feedback to the Student and Academic Division if situations arise during an exam that could lead to complaints about procedural errors in the exam. These might include unnecessary noise, a cold exam venue, poor ventilation or other factors.
Suspicion of cheating
- If cheating is suspected, it is important that this be handled in a way that does not create unnecessary noise and disturbance at the exam venue.
- If an invigilator becomes aware or is made aware of activity that might cause suspicion of cheating, this information must be passed on to the chief invigilator. The chief invigilator immediately contacts the Student and Academic Division.
The chief invigilator writes a report to the Student and Academic Division about the incident. The report must include the course code and course name, the exam date, the room in which the candidate sat, the time of confiscation, the candidate's name, the candidate number, and the invigilator's name and phone number.
- The invigilator confiscates exam support material that is not permitted and passes this on to the chief invigilator. The confiscated material is marked with the candidate's name or candidate number, as well as the course code. This is not limited to the use of illegal support material, but also applies if there is suspicion that candidates are communicating with each other or with others.
- The candidate is given the opportunity to continue with his or her examination paper.
At the end of the exam
- The chief invigilator announces when there is 1 hour left of the exam time and when there are 15 minutes left of the exam time. When the exam time is over, candidates have 15 minutes to prepare for handing in the paper. At this time, all writing on the answer paper must stop, and any violations must be pointed out by the invigilators. If the candidate still carries on writing, this must be reported to the chief invigilator.
- When a candidate is ready to hand in his or her answer paper, the invigilator must check that all sheets are numbered consecutively, marked with the date and the candidate number as well as the course code. In addition, the invigilator must check that the correct number of sheets and the correct candidate number are marked on the front of the cover.
If there is not enough time to write out a clean copy, any rough drafts may be handed in. These draft sheets are then included in the total number of submitted pages noted on the cover.
The inspector signs the cover page and ensures that the candidate hands in the answer paper to the chief invigilator.
- All unused paper must be collected and the answer sheets must be checked for any carbon copies.
- At the end of the exam, it must be as quiet as possible at the exam venue in consideration for other students.
- Submitted answer papers must be sorted by course and ascending candidate number, if applicable in relation to exam committee lists. Papers for each course are placed in envelopes labelled with:
- Course code
- Examination date
- Number of answer papers in the envelope
- Applicable candidate numbers
- Responsible invigilator’s signature
The applicable candidate numbers can be recorded in two ways: Either only the first and the last candidate number for the answer papers in the envelope, or all the candidate numbers.