In preparation for exam day, as the Primary Instructor of the course(s) for which you have requested formally scheduled examination(s) in April, please read the following information. Please forward this message on to all TAs and departmental staff that will be assisting you with invigilation during your exam.

Table of Contents:

  1. General Reminders
  2. Invigilation
  3. Exam Date, Time, Location Details
  4. Examination Regulations
  5. Examination Procedures 

 General Reminders:

  • If you have assigned a designate (e.g. T.A.) to pick-up your exam papers on exam day, they will be required to sign for pick-up; as well as show Carleton University ID or government issued ID to maintain the security of the examination.
  • For the April exams, students will continue to bring their coats and small bags/purses to their desks. Coats will be placed on the back of their chair and bags/valuables under their seat. The contents should not spill into the aisle. For oversized bags, students will be asked to leave at the front of the examination room and remove the valuable contents (e.g. wallet, laptop, cellphone) and place under their seat. A communication will be sent to students to this affect. Signage will reflect this practice and SES support staff will be there to direct students appropriately.
  •  We have also changed the administrative announcement regarding the presence of unauthorized memoranda to read: “If you realize that you have unauthorized materials (e.g. cellphone, calculator) on your person after the exam has commenced, please notify your instructor or exam staff promptly.” Notification will not be grounds for an instructional offence. SES Support Staff can provide you with further guidance.
  • A photocopier will be provided in Athletics to communicate exam changes quickly and efficiently with minimum disruption. However, for classes with enrolments of 250 or greater, announcements can be made on the microphone.

Invigilation

Scheduling and Examination Services (SES) has minimal exam support staff; therefore, it is important that

  • you arrange for the appropriate level of assistance (to a recommended ratio of one invigilator for every 50 students).
  • you and/or your assistants arrive at least 30 minutes before the start of your exam to pick up your exam materials (this will ensure exams get started on time).
  • If you anticipate difficulty in providing this level of invigilation support or you are unable to invigilate, please consult in advance with the Chair/Director of your academic unit.
    • SES will provide in each room (AH & FH):
      • 1 Site Facilitator who will be responsible for bringing the exams to the site and to provide support for the exam process.
      • 1 Exam Distributor who will be available to hand out exams to you or your assistants prior to the start of exam.
      • 2 Staff for washroom sign-out and marshaling students at the start of the exam.
    •  SES will provide in classrooms:
      • 1 Site Facilitator to provide support for the exam process.
      • 1 Exam Support Staff.
      • Breaks during the exam should be limited to a few minutes as SES staff floaters are shared with other courses and therefore an extended absence would impact others negatively.

Exam Date, Time, Location Details

  • Details of the exam date, time, and location for your course(s) are available with the ‘Summary Class List and Exam Details’ under the ‘Faculty Services’ tab in Carleton Central.
  • If unforeseen circumstances arise ON EXAM DAY and you will not be able to get to your exam on time, please contact Examination Services at 613-520-4454 or email examinations@carleton.ca as early as possible.

Examination Regulations

  • Before the day of the exam, please review the Examination Regulations that are part of Carleton’s Academic Integrity policy (see Undergraduate Calendar regulations). A copy of these regulations is provided to each examinee at every exam.  In accordance with these regulations, there are several core procedures that are an essential part of exam invigilation:
  • monitoring what students can have at their seats during the exam and where they are to leave any other items they bring
  • regulating students’ entry to and exit from the exam room
  • recording attendance and verifying the identity of examinees
  • documenting students’ requests for cancellation of their exam due to illness
  • accounting for completed exams

Examination Procedures

The following information provides details of recommended exam day procedures.

On Exam Day:

  • If unforeseen circumstances arise ON EXAM DAY and you will not be able to get to your exam on time, please contact Examination Services at 613-520-4454 or email examinations@carleton.ca as early as possible.
  • Report to your exam site to Pick-up your exam papers and supplies:
    • AH (Alumni Hall, also known as Ravens’ Nest)  and FH (Field House):

Report directly to the Exam Distributor who will be located at the front of the room, to sign in and pick up your exams.  These sites open 45 minutes before the scheduled start of the exam.  Doors open for students 15-20 minutes prior to the start of the exam and it is recommended that you arrive at least 30 minutes in advance. 

Please check in with the Exam Distributor even if you are bringing your question papers yourself, so we know that a representative from your course has arrived.

Classrooms:

Please report well in advance to the Site Office for the building in which your exam is being written.  Site offices open one hour before the scheduled start of the exams. For April 2016, the exam sites and their respective offices will be:

Exam Site Site Office
AT 240 Tory Building
TB 240 Tory Building
UC 279 University Centre

Pick up the necessary paperwork along with your question papers (if printed by SES) and booklets and/or Scantron sheets (if required).

Please check in with the Site Facilitator even if you are bringing your question papers yourself, so we know that a representative from your course has arrived.

During the exam:

Each site will have a Site Facilitator who will be able to answer questions and provide helpful information, updates and tips.

If you have brought additional people to assist you,

organize and supervise your staff by giving them instruction on how you want various situations handled, such as:

  • Answering exam questions; informing students about corrections to exam errors, etc.
  • Watching your examinees for attempts to access information that is not permitted during their exam.

If your exam is in a classroom, please bear in mind that breaks taken during the exam should be limited to a few minutes as SES floaters are shared with other courses and therefore an extended absence would impact others negatively.  Course instructors who are the sole invigilator of exams written in AH or FH will also have limited access to shared backup support and should plan accordingly.

Asking for SES Assistance

In all sites, Scheduling and Examination Services support staff will wear yellow (or orange) name tags.  Yellow flag cards will be provided at all sites for instructors to use when assistance is required from an Examination Services support staff member.

    • In AH or FH, hold up the card to get the attention of an SES support staff member.
    • In the classroom sites, place the card on the clipboard outside the room.
  • Admitting Students to the Exam Room
    • AH/FH

Doors will be opened 15-20 minutes before the scheduled start of the exam.

Classrooms

Aim to admit students approx. 10-15 minutes before the scheduled start of the exam.

At all sites,

As students enter, ask them not to talk and to bring their coats and small bag/purses to their desks. Coats will be placed on the back of their chair and bags/valuables under their seat. The contents should not spill into the aisle. For oversized bags, students will be asked to leave at the front of the examination room and remove the valuable contents (e.g. wallet, laptop, cellphone). Students who bring laptops, cell phones, or other electronic devices to the exam room should be instructed to turn the items off and place them (removed from their cases) under their seat. Students are not to touch these items until they have completed their exams.

Food and Drink

Please note that food and drink (other than water in a clear non-breakable container) are prohibited in all exam sites.  This rule applies to all faculty, students and staff.

In AH and FH, University Safety will be called if this condition of our contract with the Department of Recreation and Athletics is breeched.

Opening Announcements

A set of standard administrative announcements has been developed to inform students about rules and procedures for writing exams.

  • In AH and FH, these announcements will be read by the Site Facilitator. Help settle your students so that everyone can hear the announcements.
  • In classrooms, these announcements will be read by the course instructor.

Distribution of Exam Question Papers

Each student should receive a copy of the exam question paper as soon as possible after the announcements have been made and the start of the exam has been signaled.

Question Paper Changes

If there are any corrections/changes to the exam paper during the exam, please remember to notify PMC students by contacting the PMC Site Facilitator in SA 506 at ext 8695. The Site Facilitator at your exam site can support you with this task if needed (e.g. by providing access to a phone).

If your exam is being written in AH or FH along with other courses, please minimize disruption by circulating written corrections to students on-site with the help of your staff, rather than by making announcements. There will  be a photocopier in Athletics to communicate these changes quickly and efficiently.

Recording Attendance

Thirty minutes after the exam begins, start recording attendance using the signing sheets provided for each row or classroom.

  • Take the signing sheet to each student so that they can print their name and student number and sign the sheet.
  • Verify the identity of each student by checking his/her Campus Card or government-issued photo ID.

For students without Campus Cards or equivalent ID,

  • Identify the student by sight if you can.
  • If you have a mobile device, log in to Carleton Central to check the student against your class list.
  • You have the option of requesting that the student produce suitable ID within a specified period of time.

If you encounter a veiled student during sign-in, you should do the following:

  • if the picture on the student’s Campus Card shows the student fully veiled, verify that the name, student number and signature provided at sign-in are a match for the information on the Campus Card.
  • If the picture on the student’s Campus Card shows the student without a veil, advise the student that she will be asked to take her Campus Card and accompany a female Instructor or Scheduling & Examination Services support staff member to a private area where she will be asked to remove her veil to verify that she is the person pictured on the card.

Student Washroom Breaks

Students who must leave the room during the exam but intend to return (e.g. to take a washroom break) must sign an Examination Sign-Out Sheet which will be provided by the Exam Site Facilitator prior to the start of the exam.  Students are not to leave the room during the first 30 minutes of the exam (except in the case of emergency), and must sign the attendance roster before leaving.  No more than one student should be out of the exam room at a time.

  • In AH and FH, SES exam support staff will oversee the washroom sign-out process.
  • In classrooms, the course instructor signs students out and back in.
  • Requests for Cancellation of Exam due to Illness

If a student becomes ill or receives word of a domestic emergency after starting an examination and cannot continue, course instructors should:

  • Complete a  Cancellation of Centrally Scheduled Exam form, available from the Site Facilitator. The Site Facilitator can assist with this process on request.
  • Collect the exam materials and write “Exam cancelled due to illness” on either the question paper (if answers are recorded there) or the exam booklet.
  • Emphasize to the student that it is his/her responsibility to follow the instructions on the form.
  • The course instructor retains the pink copy and gives the yellow copy to the student.  The white and green copies are returned to the Site Facilitator.
  • Completion of a Cancellation of Centrally Scheduled Exam form at the exam site is a strict requirement for the application to defer a final exam.
  • In the case of cancelled final exams, students must apply for a deferral through the Registrar’s Office and meet the requirements. Faculty cannot grant/deny a deferral of a final exam.

Alleged Instructional Offences

If you suspect that a student has attempted to cheat, collect any evidence and complete a Notice of Alleged Instructional Offence form, available from the Site Facilitator. Have the student sign the form and give him/her the pink copy.  Submit the white copy, along with the evidence and your report of the incident, to the Manager of Scheduling and Examination Services.  The Site Facilitator can assist with this process on request.


FIRE ALARMS

All students will receive written instructions at their exam desks detailing evacuation procedures, in the event of a fire alarm.  You are responsible for ensuring that you, and any staff you bring, assist your students to evacuate as quickly and calmly as possible, leaving ALL belongings behind.  SES staff will support evacuation, and have protocol instructions on how to manage communications between Fire Safety Officials and evacuees from start to finish.  During the entire period of an evacuation, both inside and outside the exam site, you (and any staff that you bring) are expected to monitor student behavior to discourage or detect cheating attempts.

In the (unlikely) event of a fire alarm, ensure that you and your staff:

  • Remind students to turn their papers over and leave their ID on their desk, and personal items under their seats;
  • Get all of your examinees to leave as quickly and calmly as possible by the closest exit;
  • Keep in visual and verbal contact with your students;
  • Maintain exam conditions as closely as possible;
  • Stay alert for post alarm instruction from SES exam support staff;

Collecting Completed Exams (while exam is still in progress)

Students may hand in their papers after the first 30 minutes have elapsed and they have signed the attendance roster.  Make sure that you collect everything that is supposed to be handed in, and that the students’ names and Student Numbers are on all booklets and/or Scantron sheets.  Put a check beside each student’s name on the attendance sheet he/she signed-in on.  Remind students to collect their belongings from under their seats and from the front of the room.

Ending the Examination

Students no longer receive a warning announcement 10 minutes prior to the end of the examination.

Another announcement is made to signal the formal end of the exam.

  • In AH and FH, this announcement will be made by the Site Facilitator
  • In classrooms, this announcement will be made by the course instructor.

When the exam has ended, collect all materials from the remaining students, making sure that you collect everything that is supposed to be handed in, and that the students’ names and Student Numbers are on all booklets and/or Scantron sheets.  Put a check beside each student’s name on the attendance sheet he/she signed in on.  Remind students to collect their belongings from under their seats and from the front of the room.

Accounting for Completed Exams

When you have collected all the exams,

  • Verify you have accounted for all exams by signing off each sheet.
  • Retain the yellow copy of the signing sheet and keep it with the completed exams.

After all exams have been collected and accounted for, course instructors should return the following:

  • to the Exam Distributor In AH and FH:
    • white copy/copies of the Examination Signing Sheet
    • white and green copies of any Cancellation of Centrally Scheduled Exam forms
    • yellow signal cards
    • any unused answer booklets and Scantron sheets.
  • to the Site Facilitator in the Site office at classroom sites:
    • white copy/copies of the Examination Signing Sheet
    • white and green copies of any  Cancellation of Centrally Scheduled Exam forms
    • yellow signal cards
    • any unused answer booklets and Scantron sheets
    • the Examination Sign-Out Sheet
    • Rules and Procedures sheets

At the conclusion of your exam, you will be required to remove all completed exams as well as any unused copies of exam papers.  Exams completed by students in the PMC alternate locations will be hand delivered by SES staff member to your academic department on the next business day

If you have any questions or concerns regarding this communication, please feel free to contact me at jamie.carmichael@carleton.ca or by phone at ext 3588.  For any other examination-related issues, please contact examinations@carleton.ca.