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Written examinations — invigilation instructions
Information sheet 47

Information for invigilators about the conducting of written external examinations. See online external examinations.

Before each examination, carefully read:

  • the following instructions
  • the subject-specific day-by-day instructions for 2018 written examinations
  • the ‘Instructions to be read to students’, which accompany the day-by-day instructions.

Supervision

You must not invigilate any subject that you teach.

There must be at least one invigilator in each examination room throughout the examination and while any student is in the room. As an invigilator, you may be relieved from time to time, provided that there is always at least one invigilator in the room.

Students must be supervised at all times. Do not leave students or examination materials unattended.

No person other than the SACE coordinator, invigilators, an officer of the SACE Board, or students for the examination may be present in any examination room while it contains examination materials.

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Permitted materials

Dictionaries

The SACE Board allows students to use printed dictionaries during examinations.

Students who want to use a dictionary in their examinations must provide their own. The SACE Board will not supply dictionaries.

Schools may prefer to provide dictionaries for examinations.

Students may use printed English–English dictionaries, bilingual dictionaries, and monolingual dictionaries during examinations. This use is subject to the following provisions:

  • A dictionary must not contain any additional material that may provide information to help the student in the examination of the subject concerned, such as a thesaurus or maps.
  • An English–English, bilingual, or monolingual dictionary must be a printed standard  dictionary, not a special purpose dictionary such as a Physics or Chemistry dictionary.
  • A dictionary used in a language examination may contain grammar sections.
  • You are required to inspect any dictionary.

Dictionaries should be inspected at the start of each examination.

Electronic dictionaries are not permitted in examinations.

Notes

No notes of any kind are permitted in external examinations except for those subjects listed below:

  • Essential Mathematics and General Mathematics: students may bring one unfolded A4 sheet (two sides) of notes handwritten by the student to the examination.
  • Mathematical Methods and Specialist Mathematics: students may bring two unfolded A4 sheets (four sides) of notes handwritten by the student to the examination.
  • Information Technology: students may bring one unfolded A4 sheet (two sides) of notes handwritten by the student to the examination.
  • Musical Styles: students may bring unmarked scores, transcriptions, or charts to the examination.

Calculator manuals are not permitted in examinations; however, difficult key sequences may be included in the handwritten notes for mathematics subjects and Information Technology.

Notes, scores, transcriptions, and charts should not be placed in plastic sleeves. It is preferable that they are not laminated. Any plastic sleeves must be removed before they are used in the examination.

Check any notes, scores, transcriptions, or charts before they are used in the examination.

Calculators

Refer to the subject-specific day-by-day instructions for information relating to the use of calculators in external examinations. For general information about the use of calculators, see Information sheet 49.

Mathematical stencils

A number of stencils with mathematical formulae printed on them are available from commercial sources. Although these are not considered to give any specific advantage to students, the following stencils have been approved for use in examinations:

  • Mathaid
  • MULTIRULE
  • Super Rule 2000.

Students who want to use other mathematical stencils in examinations must get written approval from the SACE Board. Applications for such approval should be accompanied by a photocopy of the relevant stencil. Students must bring the letter of approval to the examination.

Computers in external examinations for mathematics subjects

A specific set of invigilators’ instructions will be provided to schools that have determined to use computers in external examinations for mathematics subjects.

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Before students enter the examination room

You should receive from the SACE coordinator:

  • a copy of the subject-specific day-by-day instructions for the particular examination
  • a copy of the ‘Instructions to be read to students’
  • materials as specified in the subject-specific day-by-day instructions
  • student name labels and SACE registration number labels
  • a CD and CD player, where necessary
  • two copies of the examination attendance roll, one of which details the special provisions that have been approved by the SACE Board (if any)
  • instructions for the administration of approved special provisions (if any)
  • forms for invigilators to provide feedback on the use of approved special provisions by each student (if any)
  • emergency contact details for contacting the SACE coordinator and the principal or the principal’s delegate during the examination.

Check:

  • you have the correct question booklets for the particular examination and that there are sufficient copies for the number of students expected
  • you have all other examination materials, as specified in the subject-specific day-by-day instructions
  • the duration of the examination, and of the reading time, on the front cover of the question booklet.

Note any special arrangements, as specified in the subject-specific day-by-day instructions.

Contact the SACE coordinator immediately if there are insufficient copies of the question booklets or other examination materials.

Distribution of labels

Distribute the student name labels and SACE registration number labels.

A pair of labels is provided for each student for each examination.

A student name label shows the student’s name and SACE registration number. This is used to identify the desk in the examination room where the student is to sit. It is not to be attached to examination material sent to the SACE Board.

A SACE registration number label shows the student’s SACE registration number, the name of the subject, and some batching information (SEQ and BIN) (see the example below). The student must attach the SACE registration number label to either a question booklet or a script book as instructed on the front cover of the first (or only) question booklet.

Before students enter the room:

  • Attach a student name label either to each desk or to a card that is then placed on each desk.
  • Place a SACE registration number label — intact — on each desk for students to attach to a question booklet or script book when instructed to do so.
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Admitting students to the examination room

After all the materials — except for the question booklets — have been distributed, about 15 minutes before the scheduled start time for the examination given in the day-by-day instructions, allow the students to enter the room. Read aloud the relevant instructions from your copy of ‘Instructions to be read to students’.

All students must bring their examination attendance slip to each examination. If any student is unknown to you, ask them to provide either their examination attendance slip or other suitable identification.

Should you have any concerns, contact the SACE coordinator, the principal, or the principal’s delegate.

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When students have entered the examination room

There are a number of announcements you must make before, during, and after the examination. Before starting the examination, read aloud the relevant instructions from your copy of ‘Instructions to be read to students’. In addition:

  • collect any prohibited materials (e.g. paper, notes, or mobile phones) that students may inadvertently have brought into the examination room
  • circulate the examination attendance roll that does not list the approved special provisions for the examination. The names are in numerical sequence on the roll, which should match the order in which students are seated
  • ensure that all students sign this copy of the roll, which will be returned to the SACE Board with the examination booklets
  • clearly indicate absentees on the roll with a red ‘A’. Do not rule a line through the names of absent students
  • check any dictionaries and remove any notes that may be inside the pages
  • ensure that students have turned off their watch alarms.

Distribution of question booklets

Before starting the examination and after reading aloud the relevant instructions from your copy of ‘Instructions to be read to students’:

  • open the sealed package and distribute the question booklets about 5 minutes before the scheduled start time for the examination. Question booklets should not be distributed to any person other than a student sitting the examination
  • ensure that all students attach their SACE registration number label to the correct question booklet or script book. When there is more than one book, students should copy the information from their SACE registration number label into the appropriate places on each question booklet and script book.

Any student for whom there is no SACE registration number label should also write his or her SACE registration number in the box where the number label would have been attached.

Checking for missing questions or pages, or unintentional blank pages

Ensure that the students check through their question booklets for any missing questions or pages. All pages in an examination booklet are numbered using ‘page X of Y’ to indicate the page number and the total number of pages in the booklet.

Note: On right-hand pages, a statement is provided to remind students to turn the page over.

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Starting the examination

Reading time

At the scheduled start time stated in the day-by-day instructions, tell students that the 10-minute reading time has begun. Refer to the relevant subject-specific day-by-day instructions for details of examination times, including reading times.

For most examinations with a listening section, the 10-minute reading time is included on the CD.

Students may begin writing in their examination papers during the 10-minute reading time, if they wish. Students may also use a calculator during the 10-minute reading time in examinations where use of a calculator is permitted.

Note: Reading time instructions are different for some languages examinations only. Refer to the specific day-by-day instructions for languages examinations for details.

Writing time

The writing time specified on the front cover of the examination begins after the 10-minute reading time. Students should be allowed the full period scheduled for the examination, after the end of the reading time.

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During the examination

You should: You should not:
  • keep conversation to an absolute minimum
  • contact the SACE coordinator immediately if a student does not conform to the school requirements or the SACE Board rules of conduct
  • arrange the supervision of any student who leaves the examination room with the intention of returning
  • supervise all students in the examination room with care and vigilance at all times
  • observe and monitor students who have been granted special provisions
  • make a time announcement as per the ‘Instructions to be read to students’.
  • do anything that distracts you or the students throughout the examination (e.g. reading, talking)
  • answer any enquiries from students about alleged inaccuracies or ambiguities in the question booklets*
  • offer interpretations of rubrics or examination questions
  • allow any student who has left the examination room unsupervised to re-enter
  • read students’ papers or make remarks about students’ work, either to students or to any other person.

*You should respond as follows to any such enquiries: ‘Use your own judgment when answering that question’.

Late arrival of students at the examination room

Students are expected to arrive at the examination room in sufficient time to be able to begin the examination at the scheduled start time. Students are also expected to complete the examination within the time allotted. For various reasons, a student may arrive late for an examination. For any student who arrives late, immediately contact the SACE coordinator, the principal, or the principal’s delegate, who will advise you of the appropriate protocols.

For any student who arrives late, and where the principal or the principal’s delegate has recommended that the student be admitted to the examination room, record the student’s time of arrival on the examination attendance roll. Invigilators highlight and sign the progress made by the student in all sections of the examination at the scheduled finish time.

For external examinations that require students to complete a listening component, the SACE coordinator or principal’s delegate will advise you of the appropriate protocols.

Early departure of students from the examination room

Students are not permitted to leave the examination room before 40 minutes has elapsed from the scheduled start time for the examination (this includes 10 minutes’ reading time).

Students who leave the examination room before the scheduled finish time for the examination must not remove any examination materials from the examination room. They must hand all materials to you.

Students who are sick during an examination

Students who take ill and miss a small portion of an examination should be allowed extra time at the end of the examination to make up the time they have missed. Provide the SACE coordinator with the following information at the end of the examination:

  • The time the student left the examination room and the time he or she returned
  • How the student was supervised when he or she was outside the examination room
  • Which question the student was answering when he or she was taken ill
  • The nature and severity of the sickness, and the action that was taken
  • Observations of the student’s condition for the rest of the examination.

Emergencies

If the entire group is disrupted by an emergency (e.g. evacuation because of a fire), let the SACE coordinator know immediately, and seek advice on the action to be taken.

Students must be supervised and must not communicate with each other while they are outside the examination room. If the examination can continue, students should be allowed extra time at the end of the examination to make up the time missed.

Provide the SACE coordinator with all relevant information (i.e. the time and nature of the disruption, its effect on the students, and any extra time provided to students).

Absentees

Complete an absentee notice for each student who is absent, including any student known to have withdrawn from the subject, but whose name is still on the attendance roll.

Attach the SACE registration number label to the absentee notice or write on all details from the SACE registration number label.

Mark the examination attendance roll with a red ‘A’ (in place of the student’s signature) against the SACE registration numbers of absent students. Do not rule a line through the names of absent students.

Breach of rules

Report any unforeseen activity or any irregularity on the part of a student to the SACE coordinator as soon as possible. If the circumstances represent a breach of rules, complete Form 2 and give it to the SACE coordinator. Do not include such information with the examination materials.

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End of the examination

At the end of the writing time specified on the front cover of the examination, read aloud the relevant instructions from your copy of ‘Instructions to be read to students’.

Students should place any extra books used and any multiple-choice answer sheets inside the back cover of the question booklet or script book to which they have attached their SACE registration number label.

Where a student does not attempt a section(s) or question(s) that requires a separate question booklet(s) or script book(s), they must write ‘BLANK’ on the cover of the question booklet or script book before handing it in.

For students who arrived late and have been given approval to continue writing beyond the finish time of the examination, indicate the progress they have made at the scheduled finish time by highlighting what has been completed by that time. Sign each highlighted section.

Before any students leave, collect all examination materials in numerical sequence. Check that all of the examination materials and scribbling paper have been collected.

Complete, as applicable, forms for providing feedback on the use of approved special provisions.

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After the examination

Place the students’ question booklets, script books, and so on, in numerical order, with the absentee notices (with the SACE registration number label attached) in their correct positions within the bundle.

Ensure that any question booklets/script books of students who were present but attempted no answers are marked with the word ‘BLANK’ in bold letters on the front cover, before inserting them in the correct sequence in the bundle.

Clearly label any question booklet/script book received from a student whose name and SACE registration number are not recorded on the examination attendance roll and place it on top of the bundle of script books/question booklets. Add the student’s name and SACE registration number to the examination attendance roll.

Check the bundle of question booklets/script books and absentee notices against the examination attendance roll and sign the copy of the examination attendance roll that was signed by the students.

Return the question booklets/script books and both copies of the examination attendance roll to the SACE coordinator.

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Forms

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