Distance Education and Part Time Examination Invigilation Policy

AC-POL-031
Distance Education and Part Time Examination Invigilation Policy
DepartmentAcademic
Creation DateMarch 4, 2013
Approval DateJune 15, 2017
Effective DateSeptember 5, 2013

Organizational Scope

This policy and procedure applies to students who are enrolled in distance education or part time courses and who live more than 100 km from Michener.

Purpose

The purpose of the Distance Education and Part-Time Student Examination and Invigilation Policy is to establish clear standards, expectations and procedures for both students and invigilators/proctors

Policy

  1. Distance Education (DE) and Part-Time students who live within 100 km of The Michener Institute must write compulsory examinations at Michener’s campus. The DE Program Coordinator / Manager or Faculty, Administrative Assistants or Support Staff will be responsible for invigilating the examination as per The Michener Institute’s Examination Invigilation Policy.  Students who live within 100 km of Michener and who have an approved request to write the exam off campus will be required to adhere to this policy.
  2. Distance Education students who live outside 100 km of Michener will write compulsory examinations at an educational institution (high school, college, university) or at a Michener approved clinical site or at The Michener Institute.
  3. For Distance Education students who are writing at an educational institution other than Michener:
    1. All arrangements and associated financial fees related with the exam, proctor and institution are the responsibility of the student.
    2. Michener must approve the proctor and invigilation site. Students will receive follow-up within 3-5 working days.  Proctors who are approved will be forwarded examination packages by the Administrative Assistant from the course/program.  Students whose proctor and/or site are not approved will be required to secure another proctor and/or site.
    3. The proctor must indicate acceptance of responsibility and agree in writing to abide by the examination regulations by filling out the proctor form, signing it, having it witnessed, and returning it to Michener.
    4. Michener’s Examination Rules and Regulations and Examination Invigilation Policy will be strictly enforced.
  4. Proctors must be professional representatives from a university, college or high school, or regulated health care professional holding a current license from their respective regulatory college. A proctor must not be a direct supervisor, colleague, relative, friend, or another student.
  5. If, for any reason, a proctor cannot be arranged the student will make arrangements to write the exam at Michener’s campus or request suggestions from the Program.
  6. Should a change of examination date be necessary the student must send a letter or email clearly stating the reason for the change along with a $20 processing fee to Michener.
  7. The policy for the invigilation of supplemental examinations or missed compulsory evaluations will be the same as outlined above.
  8. Should a student be unable to locate a suitable location to write a computer-based examination due to the unavailability of appropriate computers the matter should be brought to the attention to the Program Administrative Assistant who would then discuss options to help problem solve the issue.

Procedure for Students

  1. The Proctor Form will be distributed to the students along with course materials at the start of their program.
  2. The student will locate a proctor and site and inform Michener, in writing, as per the deadline indicated in the course materials. Should Michener not approve the proctor and/or site the student must locate an alternate proctor and/or site. Note that sites must provide the appropriate technical equipment required for the course.
  3. The proctor will complete the Proctor Form and return it by fax or email to the Administrative Assistant of the program within 1 week of receiving it from the student.
  4. If approved, the student will pay the Invigilation Fee assessed to students writing an exam offsite. The exam will not be sent to the proctor until payment is received.
  5. Michener will then forward all examination materials to the proctor. For electronic exams, the Program will send the proctor an email confirming the time and date of the exam. Proctors are required to review Michener’s Invigilation Policy. By return email, the proctor confirms they have received the email and agree to proctor the exam as per the Invigilation Policy and maintain the confidentiality of the exam.
  6. During the exam the student will:
    1. Follow the Examination Rules and Regulations on the cover of the examination booklet.
    2. Sign the cover of the exam, acknowledging the Examination Rules and Regulations and the following statements on the cover of the examination booklet:
      1. “I have been informed of the examination regulations and am aware of any repercussions as a result of my actions during the examination.”
      2. “THIS EXAM WILL NOT BE MARKED UNLESS SIGNED BY THE STUDENT.”

Procedure for Proctors

Proctors are expected to follow the procedures outlined below to ensure that all students/candidates are treated equitably when writing examinations. Students with special needs will be accommodated as required.

Prior to the Examination

  • The proctor(s) will arrive at the examination room at least 25 minutes prior to the commencement of the exam in order to ensure proper set-up and exam distribution. For electronic exams, the proctor should print all the exam documents (if required) prior to the exam and have it ready for the start of the exam.
  • The layout of the room should be checked to ensure that students have adequate space in which to write and that clocks are functioning correctly.
  • Students are expected to appear at the examination room at least 5 minutes before the commencement of the examination for paper based exams and 15 minutes before the commencement of an on-line (computer) exam.

Entry into the Examination Room

  • No person is to be allowed in an examination room during an examination except the students concerned and those supervising the examination.
  • Students are not allowed to enter the examination room after any student has left.
  • The proctor(s) has the discretion to allow a student to enter the exam room after the exam has commenced, but not after a student has left the exam room. In general, students will not be permitted to enter an examination room later than 15 minutes after the commencement of the examination, or to leave except under supervision until at least ½ an hour after the examination has commenced.
  • The proctor must inspect the ID cards of all students writing the examination and have each candidate sign the class list, if such list was provided.
  • The proctor has the discretion to assign seats to students.
  • The proctor must ensure that students do not bring any materials to their desks other than those directly required to write the examination. Coats/jackets, handbags, backpacks, water bottles, coffee cups, mobile phones, such as iPhones, androids, blackberries or any other electronic devices, such as scientific calculators, tablets, iPads, and similar devices, etc. must be left in an area identified by the proctor.
  • For online examinations, the proctor(s) must ensure that each student is seated at a separate computer terminal.
    • If space allows, candidates should be seated at every other terminal to minimize any temptation of looking at their neighbour’s answers.

During the Examination

  • The proctor will count the number of students in the examination room to cross-check with the number of exams handed-in at the end of the exam.
  • The proctor(s) will instruct the students not to eat or drink in the examination room.
  • The proctor(s) will instruct the students to enter their full name and student ID number in the appropriate places on the examination paper as well as the computer answer sheets.
  • If a portion of the examination is posted on Blackboard (i.e., online) the proctor(s) will instruct the students that they are only allowed to open the exam on The Michener Blackboard site in the indicated course being proctored. No other sites or tabs should be opened other than the exam itself.
  • The proctor(s) will be present during the entire exam to observe all students. Should a student be observed cheating (looking at another tab, page on the internet other than designated PDF exam questions located at https://michener.blackboard.com under the tab: Assignments ® Exam #, another candidate’s paper, copying from concealed notes, etc.) the proctor will, whenever possible, consult with the other proctor in the room to witness the act. The proctor must document the incident immediately. It is important that the proctor not confront the student during the exam as this may disrupt the other students in the room. At the end of the exam, the proctor must keep that student’s examination paper separate from the others’ and inform the student that the Program Coordinator/Manager will contact them to discuss the incident. The proctor will immediately inform the Program Coordinator/Manager of the incident.
  • The proctor will not permit any student to leave the examination room until twenty-five percent (25%) of the examination time has elapsed.
  • To avoid disruption to students still writing the exam, students will not be permitted to leave the examination room during the last ten (10) minutes of the examination period.
  • During the examination, the proctor will indicate the elapsed time or time remaining clearly.
  • The proctor is not responsible for answering any questions pertaining to the content of the examination. With such requests, the invigilator must direct the student to clearly note it on the examination paper.
  • If a student asks to leave the examination room for bathroom privileges, the invigilator may accompany the student, if necessary, only if another proctor is present.

Conclusion of the Examination

  • At the conclusion of the examination, the proctor will instruct the students to stop writing.
  • Students will hand their papers to the proctor as they leave the examination room.
  • Once all students have left the room, the proctor must count all papers to ensure none are missing.
  • Courier process:
    • The proctor will then place each exam in their perspective envelopes and then sign over the envelope flap indicating the invigilator was the one that sealed the envelope.
    • The proctor will place all examination materials in pre-paid Purolator envelope provided and return it to Michener within 24 hours (8 hours for electronic exams) of the exam date and sign the flap of the sealed exam as proof that the exam has not been tampered with.
  • Email process:
    • The proctor will email or fax the exam document(s) back to Michener within 8 hours after the end of the exam. The Administrative Assistant at Michener will confirm that all information has been received and is readable. Once this has been confirmed, the proctor is requested to destroy all copies of the exam and answer sheets, both electronic and hardcopy.

Definitions

Proctor:   person responsible for supervising students at an examination

Associated Documentation

Revision History

Date Reviewer Change(s) Made Policy Location(s)
March 6, 2013 Renata, Bradley, Gail Rodrigues, Lisa Rosenberg and Paul Smith policy creation
Catharine Gray updated to compkly with current practice (electronic delivery)