Invigilation Guidelines

(This guideline aligns with and is a supplement to the invigilation guidelines within the Academic Courses Policy on Class Delivery, Examinations, and Assessment of Student Learning - University of Saskatchewan Amended: June 22, 2017). All University procedures and regulations with regard to courses, examinations and academic performance apply to Graduate courses. 

All regulations for the invigilation of final examinations can apply to the invigilation of mid-term examinations. 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 School of Rehabilitation Science (SRS) regulations and policies.

Normally, the class instructor of record is expected to invigilate their examinations.  If the instructor is not available, in so much as it is possible it is the responsibility of the instructor and the Director of the SRS or designate to ensure the examination is invigilated by a qualified replacement that is familiar with the subject of the examination.  The process by which backup or additional invigilation will be established by the Director or designate. Invigilators may use a seating plan for their examinations which requires students to sit at a particular desk or table.  In addition, invigilators may move any student to another desk or table in the examination room at any time before or during an examination.

Proctors provided for deferred and supplemental examinations, for examinations accommodated by Access and Equity Services, for religious accommodation, or by any other academic or administrative unit for any similar examination invigilation situation exercise the same authority to enforce these regulations as the instructor of the class.  However, in such invigilation circumstances, proctors cannot be expected to provide answers to questions specific to the examination in the same manner as the class instructor.

Students should not be allowed to leave the examination room until 30 minutes after the start of the examination. The invigilator may also deny entrance to a student if they arrive later than 30 minutes after the start of the examination.  A student denied admission to the examination under this regulation may apply to the Chair of the SRS Academic Affairs Committee (Director) for a deferred final examination as per the Examination Regulations; With the exception of use of the washroom, invigilators can, at their discretion, deny students leave of the examination room for a period of time prior to the end of the examination. Students who are finished during this time should immediately leave the vicinity of the exam location.

Invigilators need not require identification if the student’s identity can be vouched for by the instructor. This is typically the case for MPT students. However, students should be aware that they may be asked to produce identification given situations where the invigilator or proctor does not know the students.  According to University regulations, students 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.

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.

In the situation where a student ID card is requested, and the student does not  present a student ID card, or other acceptable photographic identification, during an examination, the student will be permitted to finish sitting the examination but only upon completing and signing a 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.

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. 

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, smart watches 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.

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.

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, as per 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.

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.

If the examination is interrupted by fire alarm, power outage, or similar emergency requiring evacuation, the invigilator should lead the students out of the examination room in an orderly fashion and keep the students together as much as is possible.  The invigilator should, to the extent that this is possible, advise the students not to communicate with each other about the examination and supervise the students until the resumption of the examination.  If the situation requires cancellation of the examination, it will be rescheduled by the SRS executive administrator or designate  at the earliest practical date and time.

Food and beverages other than closed beverage containers are not allowed in the SRS classrooms or labs unless required for a special circumstances such as a medical purpose. Requests for food or beverages must be made to the instructor in advance of the exam and are at   the discretion of the instructor or invigilator. 

Where there are reasonable grounds for an invigilator believing that a violation of the Regulations on Student Academic Misconduct has occurred, the invigilator has the authority to:

• remove anything on the desk or table not authorized for use in the examination.
• ask to examine any bookbags or handbags, purses, laptop cases, dictionaries (print or electronic), instruments, calculators, electronic devices capable of data storage and retrieval or photography (computers, tablets, cell phones, personal music devices, smart watches etc.), and any other personal belongings  if there is a reasonable suspicion that they contain evidence of academic misconduct.  If allowed by the student, any such searches must be done in the presence of the student; the presence of another invigilator as a witness is recommended but not necessary. 
• once examined, any personal belongings (e.g. cell phones, text books and book bags) shall be returned to the student to be put back under the student's desk, with, in so much as it is possible, the evidence retained by the invigilator.  Notes or similar unauthorized materials will be confiscated and attached to the incident report to be evaluated by the instructor for possible academic misconduct procedures.  If the student requires a photocopy of any evidence discovered, a copy will be provided as soon as is reasonably possible with the original to be retained by the invigilator. 
• the invigilator may also take photographs or video recordings of any evidence. Photographs or video recordings will only be used in support of a charge under the Regulations on Student Academic Misconduct 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.  
• require the student to move to a seat where the invigilator can more easily monitor the student.
• ask a student to produce evidence where the invigilator believes that student has hidden it on their person.  If the student refuses, respect the refusal but note it when reporting. Under no circumstances can the student be touched or physically searched.
• if thought reasonably necessary, take a photograph of the student.
• If the student refuses to cooperate with any request of the invigilator, note the refusal when reporting.

In all the above cases, the student is allowed to finish sitting the examination.  Any interaction with the student should be as discrete and quiet as is possible, so as to avoid disruption to the examination room; if practical, any conversation with the student should take place outside of the examination room.  If the student is disruptive, the invigilator can require them to leave the examination room.

As soon as possible, either during or following the conclusion of the examination, the invigilator is expected to:

• make a note of the time and details of the violation, the student’s behaviour, and, if a student’s identity is in question, their appearance (age, height, weight, hair and eye colour, eyeglasses, identifying features, etc.)
• explain to the student that the status of their examination is in question, that the incident will be reported, and that possible charges under the Regulations on Student Academic Misconduct could be forthcoming
• identify  the student’s examination paper, examination booklets, and any other examination materials and set them aside
• inform the instructor (if the invigilator is not same) of the circumstances and turn over all of the evidence available. In the event that the instructor is not available, the invigilator will inform the SRS Director or Designate.