1.8 Expectations for Invigilators Administering Evaluations
At Fanshawe, the invigilation process is divided into three phases: pre-, during, and post-examination.
Note: This process is recommended for anyone invigilating an evaluation, including faculty who are invigilating tests and exams for their colleagues. Where possible, speak to your colleague before the testing day to ensure you have all of the necessary information for the invigilation of their test/exam.
Pre-examination
The pre-examination phase focuses on everything an invigilator needs to do before students begin an evaluation:
- Prepares the exam space by properly spacing seats, removing any materials not needed for the evaluation, and ensuring backup materials, such as scratch paper or pencils, are available.
- Reviews the exam rules and regulations, such as time limits, permitted materials, and special instructions.
- Verifies student ID to ensure correct students are taking the exam.
- Student sign-in may be required.
- Secures personal belongings, such as backpacks and cell phones, away from examinees to one side of the room or in lockers if available.
- Distributes exam papers and any other permitted materials.
- Clarifies the exam instructions and answer any questions.
During-examination
The during-examination phase includes everything an invigilator does while students are writing their evaluation:
- Actively monitors the room by walking around and observing students, looking for suspicious behaviour or signs of cheating.
- Minimizes distractions by keeping the testing environment quiet and free from interruptions.
- Assists if students have questions or need clarification while being mindful not to give away answers or hints.
- Discretely addresses suspected cheating and makes note of any incidents.
- Keeps track of time and updates students on how much remains.
Post-examination
The post-examination phase includes the invigilator’s responsibilities once an examination has ended:
- Collects all exam materials, including any scratch paper that was distributed.
- Calmly dismisses students and ensures that they exit the room quietly.
- Obtains student signatures if student sign-out is required.
- Secures the completed evaluations.
- Logs student end-times and any ‘no-shows.’
- Reports any irregularities to the faculty member, such as technical disruptions or incidents of cheating.
Supporting Students with Accommodations
Each student with accommodations has unique needs that invigilators should be familiar with. Invigilators should also understand the variety of services and technology available to students. This understanding will help ensure students with accommodations have a smooth testing experience.
Invigilating Outside of the Test Centre or Testing Sites
While Fanshawe College does have various dedicated testing sites throughout its London and regional campuses, there are many times when invigilation will take place in a multipurpose classroom, computer lab, or even a gymnasium. The above procedural phases would still apply in such cases.
Cultural/Religious Clothing and Invigilation
An invigilator’s role in monitoring clothing or religious items during an exam is to balance security and exam integrity with respect for students’ cultural, religious, and personal rights; an invigilator will not ask students to move or remove their clothing or religious items, as it is most important to avoid assumptions and promote a comfortable testing environment.
Coping with Negative Reactions
It is essential for invigilators to be able to cope with negative responses from students. Negative responses often stem from student stress or rule misunderstandings. Invigilators should respond with patience and professionalism. Staying Calm, offering brief explanations of procedures, and applying rules consistently can alleviate frustration and reassure students of fairness. When necessary, invigilators can calmly remind students to respect the testing environment and involve a supervisor in escalated situations. By remaining composed, invigilators help create a focused and supportive setting for all test-takers.
Intake Space
Creating a dedicated space where invigilators individually verify student identification, fill out attendance sheets, check permitted materials, and give general information about exam distribution and seating is ideal for instilling a sense of professionalism and accountability. The invigilator can achieve this by simply setting up a desk and chair at the front of the classroom or outside near the room entrance.
General Supplies
An invigilator needs to assume that extra supplies might be needed during an examination, so consider having some of these on hand:
- Scratch paper
- Pens, pencils
- Pencil sharpener
- A few calculators
- Facial tissues and hand sanitizer
- “Quiet – Testing” signage to be posted near the exam space
Privacy
Sensitive student, faculty, or test information is managed in accordance with Fanshawe privacy standards. All documentation is filed securely and, when needed, confidentially destroyed.
