The following regulations are meant to provide guidance to faculty and staff in the School of PT in order that we take a consistent approach to the invigilation of examinations. Many key points are noted in the Examination Regulations, which can be found on the website, but the purpose of this document is to highlight the section related to invigilation, and provide further details regarding operationalization within our environmental context.
Updated from University of Saskatchewan Academic Courses Policy on Class Delivery, Examinations, and Assessment of Student Learning June 18, 2015.
Invigilation of Exams
Regulations for invigilation of written final and midterm examinations at the School of Physical Therapy are:
1. Students can be denied entrance if they arrive later than 30 minutes after the start of the examination. A student denied entrance under this regulation can apply to the Academic Affairs Committee for a deferred examination which will be subject to consideration under the usual criteria. A student cannot leave the examination room until 30 minutes after the start of the examination.
2. Students should bring only essential items into an examination room. Personal belongings such as book bags or handbags, purses, laptop cases and the like may be left, closed, on the floor beneath a student’s chair or table or in an area designated by the invigilator; coats, jackets and the like may be placed similarly or on the back of a student’s chair. Students should not access any such personal belongings except with the permission of and under the supervision of the invigilator. Students should not collect their personal belongings until after they have handed in their examination. The University assumes no responsibility for personal possessions lost in an examination room.
Students also shall not have in their possession during an examination any books, papers, dictionaries (print or electronic), instruments, calculators, electronic devices capable of data storage and retrieval or photography (computers, tablets, cell phones, personal music devices, etc.), or any other materials except as indicated on the examination paper or by permission of the invigilator. Students also may not take anything with them if they are granted permission to leave the room by the invigilator. For examinations requiring the use of a calculator, unless otherwise specified by the invigilator, only non-programmable, non-data storing calculators are permitted. For examinations requiring the use of a computer and specific software, unless otherwise specified by the invigilator students may not access any other software or hardware.
3. Students sitting for examinations are required to confirm their identities by providing their student ID numbers and names on their examination papers, and by presenting their University-issued student ID cards during the examination and upon signing the Tally Sheet when leaving the examination, or both. During the examination, invigilators can require students to place their student ID card on the desk or table where the student is writing the examination, in plain view for invigilators to check. Invigilators may ask for additional photographic ID if the student does not have a student ID card or if they deem the student ID card insufficient to confirm a student’s identity.
Students who do not present a student ID card, or other acceptable photographic identification, during an examination will be permitted to finish sitting the examination, but only upon completing and signing a University Failure to Produce Proper Identification at an Examination form. The form indicates that there is no guarantee that the examination paper will be graded if any discrepancies in identification are discovered upon investigation. Students will then have to present themselves with a student ID card or other acceptable government-issued photographic identification to the invigilator within two working days of the examination at a time and place mutually agreeable to the invigilator and the student. Such students may also be asked to provide a sample of their handwriting. Failure to provide acceptable identification within two working days will result in an academic misconduct charge under the Regulations on Student Academic Misconduct.
If a student refuses to produce a student ID, or other acceptable photographic identification, and refuses to complete and sign the University Failure to Produce Proper Identification at an Examination form, the invigilator will permit them to continue writing. However, the student shall be informed that charges will be laid under the Regulations on Student Academic Misconduct and that there is no guarantee that the examination paper will be graded if any discrepancies in identification are discovered upon investigation. Invigilators need not require identification if the student’s identity can be vouched for by the instructor. To assist with identification, students wearing caps, hats or similar headgear of a non-religious or cultural nature can be asked to remove them.
Invigilators are permitted to take a photograph of any student if there is any question about the student’s identity. Invigilators should take a photo in such a manner as to not cause a disruption in the examination room and respects the religious/cultural beliefs of the student. The Registrar will arrange for any photographs taken by invigilators to be compared to student ID photos of record. Photographs will only be used for the purposes of verifying the identity of the student and will not be used or disclosed for any other purposes, and will be retained in a secure manner for a limited period of time period. Invigilators are also permitted to take the student ID card of any student whose identity is in question.
4. Students shall hold no communication of any kind with anyone other than the invigilator while the examination is in progress. This includes not leaving their examination paper exposed to view to any other student.
5. Students who need to leave the examination room for any reason require the permission of the invigilator. Invigilators may also use a sign-out/sign-in sheet for students who are given permission to leave the examination room and may record the amount of time a student spends outside of the examination room, frequency of requests to leave, etc.
Students must leave their examination paper, examination booklets, and any other examination or personal materials either in the custody of the invigilator for retrieval upon their return, or at the desk or table they were writing at, at the discretion of the invigilator. Normally, only one student should be permitted to leave the room at one time. This prevents a student from discussing the examination with other students and enables invigilators to be aware of the whereabouts of their students.
Invigilators may choose to escort students to and from washrooms at their discretion, and can check washrooms for indications of academic misconduct (e.g., hidden notes or materials, books or other papers, etc.). Invigilators may designate a nearby washroom for use by the students during the examination. However, invigilators may not deny students access to washrooms.
6. It is expected that invigilators will be present while students are sitting for examinations, readily available to answer questions from students, and will monitor and report any instances of academic or non-academic misconduct according to the Regulations on Student Academic Misconduct and the Standard of Student Conduct in Non-Academic Matters. Invigilators shall familiarize themselves with all related regulations and policies.
7. Students who have completed their examination are not permitted to leave the examination room until they have signed out and provided their student ID number on a University Tally Sheet confirming their attendance at the examination and their submission of the examination paper, examination booklets, and any other examination materials.
8. Students are not permitted to leave the examination room with the examination paper, examination booklets, or any other examination materials unless permitted to do so by the invigilator. It is also the responsibility of an invigilator to ensure that no such examination materials are left unattended in an examination room before, during or after an examination.
Operation of the Guidelines
1. Normally faculty would invigilate their own exams. In the event that the faculty member is away or ill, they are responsible for finding a substitute. Normally the invigilator should be full-time faculty/course coordinator or a sessional lecturer; however under certain circumstances (i.e. private exams for disability services or deferred or supplemental exams) a clerical or administrative staff may be asked to take on this role.
2. For students who are writing a supplementary or deferred exam in a private room at the SPT, normally the instructor of the course is responsible for coordinating invigilation. Students, who have requested accommodation due to a disability, must complete the appropriate forms, and invigilation in this case, if a private room is needed, is arranged by the Director and the clerical staff in charge of receiving exam accommodation requests. Faculty will be notified of timelines when the exam is needed for Disability Services invigilation. The same invigilation guidelines apply to these situations including presentation of student ID card. Specifically, the following should be applied:
- All bags, cellular and electronic devices should be stored in another secure room (i.e. General Office)
- If the invigilator is in another room, the student must check in or sign in a request to go to the bathroom (this can be done in the General Office, record time left and returned).
- Clarify the process, if any, regarding answering of questions during the exam
- All examination materials, notes must be returned upon completion, and a sign out sheet completed
- A confidentiality document must be signed prior to leaving the examination if the examination is not at the same time as the regular exam.
3. Clerical staff will ensure that a tally sheet is part of the package of material included with the examination when photocopying along with a MCQ computer analysis request if necessary.