Invigilation and Proctoring
After the examination schedule has been established, the Registrar's Office shall contact professors asking one to serve as Chief Proctor for each examination session in the Gymnasium. Generally a professor will not be asked to serve as Chief Proctor more than once in an academic year. All other professors with examinations in the Gymnasium are Assistant Proctors.
Professors holding their examination outside the Gymnasium serve as Chief Proctor for that location and must supervise their own students during the whole examination.
Examination booklets and signature sheets are available at the Gymnasium. If an examination is held in a location other than the Gymnasium, the professor is responsible for bringing signature sheets and examination booklets to that location. These will be available from there Departments prior to the start of exams.
One copy of the examination is to be sent to the Registrar's Office two working days prior to the examination. Professors are responsible for bringing their test papers to the examination location and providing Accessible Learning with a copy if necessary.
Duties of Chief Proctors
- In advance of the examination date, devise a seating plan such that students writing the same examination are not placed in adjacent rows whenever possible.
- Distribute this plan to the Assistant Proctors prior to the exam session.The seating plan to be posted on the blackboard at the entrance to the Gymnasium prior to commencement of the examination.
- Be at the examination room 30 minutes before the examination and see that all examination papers and booklets are distributed.
- Make any general announcements required and announce the time 10 minutes before the end of the 3-hour period.
- Ensure that students do not leave the examination room during the first 30 minutes and after this time no students are admitted. Ensure that students having to leave the room (washrooms) in the course of an examination are accompanied by a proctor wherever possible.
- If there are several proctors, arrange a rotation schedule for the relief of proctors for a period of approximately 30 minutes. All proctors must be in attendance for the first and last 30 minutes of the examination period.
- Make arrangements to collect examinations when the students leave. It should be very clear where the students are to hand in their examinations or if they are to leave the examination booklets on the desk. No booklets (used or unused) may be taken from the examination room.
- Report any irregularities concerning examinations to the Registrar who will forward them to the Chair of the TIE Committee.
Duties of the Assistant Proctors
- Be at the examination room 30 minutes prior to the examination.
- Make any announcements concerning their specific examination.
- Distribute signature sheets at the beginning of the examination and return them to the Registrar's Office upon completion of the exam.
All proctors are reminded not to engage in conversations with colleagues which may be distracting to students or do any kind of reading or work which would distract their attention from attending to the needs of their students.