KEY CONCEPT
What is an Invigilator?
An exam invigilator (or exam proctor in Canadian English) is someone appointed by an educational institution or examination board to oversee the conduct of an exam. Often, an invigilator is the professor of record for the course in which the evaluation takes place. However, at Fanshawe, invigilators can be support or administrative staff in the test center or other faculty colleagues appointed by your academic school to assist in the administration of your examination(s). Each academic school may have their own internal processes for administrating and selecting invigilators, especially for final exams. Nevertheless, an invigilator’s main responsibilities include the following:
- Ensuring the exam starts on time and that all students have the necessary materials.
- Monitoring the exam room to prevent cheating and ensure that exam regulations are followed.
- Assisting students with any issues that arise during the exam, such as technical problems or clarifying instructions.
- Collecting and securing exam papers at the end of the exam.
- Maintaining a fair and orderly environment during exams.
Types of Tests and Evaluation Scenarios
- Paper-based tests and exams that are written in person.
- Online tests and exams completed in person on personal devices through FanshaweOnline or another approved platform.
- Online tests and exams completed in person in a College computer lab on campus using Respondus Lockdown browser.
- Practicum/demonstrative/oral evaluations conducted in person.
Introduction
In-class proctored tests and exams provide a way to assess student learning in real time, under supervision. However, these assessments can create uncertainty when addressing suspected cheating on the spot. In-class proctoring can present several challenges, including:
- Maintaining Academic Integrity: Ensuring that students do not cheat during exams can be difficult, especially in large classes.
- Monitoring Multiple Students: Keeping an eye on all students simultaneously to prevent dishonest behaviour can be overwhelming.
- Addressing Suspected Cheating: Deciding how to handle suspected cheating in real time can be stressful and may disrupt the exam environment.
- Technical Issues: If the exam involves technology, any technical glitches can cause delays and confusion.
- Student Anxiety: The presence of a proctor can increase student anxiety, potentially affecting their performance.
- Fairness and Bias: Ensuring that all students are treated fairly and that proctoring practices do not inadvertently disadvantage any group.
The following are some best practices for in-class proctoring and additional strategies to ensure the integrity and validity of the assessment process.
Strategies to Overcome Common Challenges for In-person Evaluations
- Clear Communication: Clearly explain the rules and expectations to students before the exam begins. This can help reduce misunderstandings and set the tone for maintaining integrity.
- Seating Arrangements: Arrange seating to minimize opportunities for cheating. For example, space students apart or use alternate seating patterns.
- Multiple Proctors: If possible, have more than one proctor in the room, especially for large classes. This helps ensure better coverage and monitoring.
- Randomized Questions: For exams that use multiple-choice or short-answer questions, consider randomizing the order of questions or using different versions of the exam to reduce the chances of cheating.
- Create a Calm Environment: Try to create a calm and supportive environment to reduce student anxiety. This can include allowing short breaks or providing water.
- Prompt Action on Suspected Cheating: Have a clear plan in place for how to address suspected cheating. This might include discreetly noting the behaviour and following up after the exam to avoid disrupting other students.
- Feedback and Reflection: After the exam, gather feedback from students and proctors to identify any issues and improve future proctoring practices.
Promoting Academic Integrity
1. Prepare Students in Advance
- Ensure students are informed about what is expected ahead of the exam.
- Post the rules on FOL and review exam procedures in class.
- No cell phones are allowed on desks; students should bring a watch instead.
- Remind students to bring their ID.
- Only approved additional aids are permitted.
- Students should know their section number and professor.
- Remind students to bring pens and pencils.
2. Tell Them in Advance Not to Bring Valuables.
- Encourage them to store bags in the front of the room, where possible.
- No unauthorized devices on desks (no smartphones, tablets, smartwatches, laptops, etc.).
3. Take Ownership of the Testing Environment
- Arrive early to the testing space.
- Consider pre-assigned seating OR choose their seats as they enter.
- Ask students to wait outside; bring them in a few at a time.
- Ensure empty desk space in between students (where possible).
- Administer different versions of tests.
4. Examine the Testing Area in Advance
- During long exams, inspect the washrooms in advance and check for notes tucked behind pipes, tanks, or behind panels.
- If students ask to use the bathroom, they must be accompanied to the pre-inspected facility.
- Use floaters or additional invigilators where possible.
5. Prepare Exam Booklets or Bubble Answer Sheets (e.g., Akindi)
- Number, sign or mark their exam booklets or bubble answer sheets in advance.
- Mark them somehow so students cannot replace them with a pre-prepared version.
6. Actively Invigilate During the Exam
- Walk up and down, looking out for cheat sheets.
- Stand at the back where possible.
7. Take Control of the Exit from the Exam
Suggestions:
- Ensure the collection of examination booklets or bubble answer sheets is in order at the end of the exam.
- Have students hand their exams to you, and you put them in the pile, checking for the number or mark you put on the paper.
- Have students sign and witness you signing the receipt for the exam.
During the Exam
Have your attendance sheets ready and quietly circulate them to each student so they can print their first and last name and provide their signature. Check their IDs and look for unfamiliar faces. Inspect anything on the desk – water bottles, spectacles, clocks, calculator cases, etc.
Keep track of time. Display a clock on the screen, note major time chunks remaining on the board, and provide a warning 10 minutes before time is up.
It’s important to be assertive and confident when setting and reinforcing expectations with students. By clearly and consistently communicating these expectations, you help maintain integrity and foster student success in the testing environment. This approach not only ensures fairness but also creates a structured and supportive atmosphere where students can feel more confident during evaluations.
*Portions of this guide have been adapted from material originally created by the Lawrence Kinlin School of Business at Fanshawe College.
Microsoft CoPilot. Accessed 2024-09-07. Prompt: ‘Provide some strategies to overcome challenges for in-person evaluations. ‘ Generated using https://copilot.microsoft.com/.
