2004 – 05

1. 2004 – 05

2. Higher Colleges of Technology Abu Dhabi Men’s College Part 1 - ADMC Exam Policy & Exam Codes i Policy i Exam Codes Part 2 - Examination Administrators i Exam Advisor i Head Invigilators i Invigilators i Assessors Part 3 - Essential Procedures i Invigilator / Student Ratios i Student ID Procedure i Dealing with Late Arrivals i Dealing with Power / Equipment Failures i Handling cheating i Computer Exams Part 4 - Examination Forms i Examination Forms

4. Higher Colleges of Technology Abu Dhabi Men’s College In relation to all assessments, conduct should be positive, supportive Þ and professional. Appropriate care must be taken to ensure confi- dentiality is maintained for all assessment materials. Students’ rights must be protected, their morale maintained and information given must be timely and accurate. Final Comprehensive All college exams which are are centrally Þ scheduled by the Campus Co-ordinator. The procedures for College exams mirror those set by the HCT Central Academic Services.

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6. Assessors

7. Higher Colleges of Technology Abu Dhabi Men’s College Faculties are involved in exams as Exam Advisors, Head Invigilators, Invigilators or Assessors Exam Advisors 48 Hours before Exam Exam Advisors are nominated by Program Supervisors and are responsible for delivering the exam paper to the Campus Co-ordinator at least 48 hours before the exam. USE • ADMC Standard Exam Paper Cover Sheet for each exam. • Envelope Cover for front of envelope • Enclose a Development Checklist (signed by Supervisor) • Be available on Campus during the Exam duration • Provide a Sign-in-sheet (on Standard Form, printed from CIS) • Meet with the Head Invigilator at the Campus Coordinator’s office one hour before the exam. • Liaise with the ADM-IT Team to provide equipment. NB:- If you are the Advisor for a FCA-NS (Final Comprehensive Assessment - Not Supervised by ALSU), it is your responsibility to deliver the Exam papers to the Campus Coordinator. If you are the Advisor for a Practical Exam (including Project), where there are no Exam papers, you must deliver a Practical Assessment Development Checklist to the Campus Coordinator.

8. Higher Colleges of Technology Assessors – Practical Assessments Abu Dhabi Men’s College See HCT– Assessment Handbook 2004-05 p 36 and 86 • An Assessor should be a ‘content expert’, someone who has at least taught the course being assessed. • A teacher should not act as an Assessor of the students in the course section that he or she is teaching. However, in particular circumstances this may not be possible. In such circumstances staff from an allied program area in the same college and / or staff from the program area from another college should be used. • For all practical assessments, a Head Invigilator who is neutral to the program area of the assessed course must be present to act as an impartial observer, ensuring that HCT assessment policies and procedures are followed and that each student is treated fairly. • Exam Advisors for Practical Assessments must ensure that the Campus Co-ordinator has details of all practical assessment administrative requirements by providing a Practical Assessment Development Checklist before the assessment.

9. Higher Colleges of Technology Abu Dhabi Men’s College During the Exam Head Invigilators must remain in the exam room throughout the exam duration and are responsible and accountable for (1) the overall administration of the exam (2) maintaining the correct student / invigilator ratio and (3) all the exam papers. Head Invigilators and Invigilators must give their whole attention to the exam and conduct themselves in a business-like manner with no talking, eating or drinking. No other work such as marking is to be taken into the exam room. • The Head Invigilator must announce the time remaining at half hour intervals and write this on the flipchart / board. • All invigilators must be vigilant that no cheating is taking place. Student queries must be answered promptly. • All Students must stay for the first 30 minutes. No student is allowed back into the room if he leaves. No student is allowed to leave in the last 5 minutes. After the Exam • The Head Invigilator must ensure all papers are collected from students and nothing leaves the exam room with students or is left in the exam room. The scripts must be returned in the order on the sign in sheet, or in candidates number order, or seat number order (if candidate numbers are not used). • The Head Invigilator is accountable for all the papers signed for and received and is responsible for returning all exam papers and materials on the Campus Co-ordinator. He must not hand the papers to any other person.

10. Essential Procedures • Invigilator / Student Ratios • Dealing with Late Arrivals • Dealing with Power / Equipment Failure • Handling a Cheating Incident in the Exam Room • Computer Exams

11. Higher Colleges of Technology Abu Dhabi Men’s College Before the Exam (One Hour Before the Exam) Head Invigilator • One Hour before the exam, the Head Invigilator meets the Exam Advisor in the Campus Coordinator’s office to review the exam paper and to discuss how the exam will be managed, any special arrangements and to collect and sign for the exam paper. An Exam Administration Form is completed at the same time. • For large and complicated exams, Head Invigilator should consider a planning meeting with Invigilators well in advance. Head Invigilator, Invigilators & Assessors (Half and Hour Before Exam) • The Invigilator meets the Head Invigilator in the Exam Room to prepare the room and discuss the running of the Exam. Head Invigilator, Invigilator (s) & Assessors go to the Exam site- (Fifteen Minutes Before the Exam) • Welcome Students. • Take a head count of Students - if missing students, see if anyone can account for them. • Tell the students how much time they have before the exam and that once in the exam room they will not be allowed to leave. • Arrange for students to sign on the Sign-in-Sheets as they enter the room (The Sign-in-Sheet is prepared by the Exam Advisor). • Allow students into the exam room only with after their HCT ID card is checked . Students without a valid HCT ID card are not allowed to enter the exam room. Inform such students to go to Academic Services to obtain a replacement card. During the exam period, a fee is charged for issuing replacement cards immediately. • No mobile phones, pagers or personal calculators (except permitted by the Exam advisor are allowed into the exam room.

12. Higher Colleges of Technology Abu Dhabi Men’s College The Head Invigilator is responsible for maintaining the correct ratio in the exam room throughout the duration. There must be at TWO PROCTORS In the room (including the Head Invigilator) for up to 20 students. 1 - 20 For Students there must be at least two invigilators For 21 - 35 Students there must be at least three invigilators four invigilators For 36 - 50 Students there must be at least For 51 - 70 Students there must be at least five invigilators For 71 - 85 Students there must be at least six invigilators 86 - 100 Students there must be at least seven invigilators For And there must be One further Proctor for every 1 - 15 students above that number. NB:- In a large hall, a ratio of 1 to 25 is acceptable.

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15. Higher Colleges of Technology Abu Dhabi Men’s College Major Failure Note that a decision to dismiss students and reschedule an examination can only only be made by the Campus Co-ordinator. Collect all the exam papers. Þ Keep the students in the room and maintain order while awaiting a decision. Þ Ensure that the students do not talk. Þ After receiving an announcement for the cancellation of the exam and rescheduling, maintain Þ security procedures for exam papers when checking out students before they leave the room. Document all action in writing on the and hand it to the Assessment Irregularity Report Þ Campus Co-ordinator

16. Higher Colleges of Technology Abu Dhabi Men’s College The HCT Definition Cheating is an attempt to gain grades dishonestly. Cheating includes dishonest or attempted dishonest conduct on assignments, tests or other forms of assessment, or actions which indicate an attempt to cheat. Examples:- • Speaking to another students • Signaling another students • Passing information in any way to all another Students • Using any disallowed information or equipment

17. Higher Colleges of Technology Abu Dhabi Men’s College • Any suspicion or accusation of cheating must be confirmed by at least two Invigilators in the room. • The Head Invigilator reporting an incident of cheating must sign and submit to the Campus Co-ordinator an HCT Assessment Irregularity Report. The form must be signed by the Head Invigilator and at least one other invigilator who confirms the cheating. • The procedure of dealing with the incident is different depending on whether the student caught cheating commits a breach of order. A breach of order includes arguing and other forms of disturbance as determined by the Head Invigilator If a student is caught cheating but he does not disturb others when the cheating is detected. • Allow him to finish the exam. Assign an Invigilator to watch him for the remaining duration of the exam. If a student is caught cheating and commits a breach of order. • The Head Invigilator must (without touching the student) ask him to hand over the exam papers and leave the room immediately. If the student does not comply, stop the assessment temporarily, ask someone to find a security person to remove the student, and resume the exam.

18. Higher Colleges of Technology Computer Exams Abu Dhabi Men’s College • The standard facilities provided for all exams using computers will be a computer lab room with network access disabled. Exam Advisors must inform the E-Learning Centre Supervisor of any exam that requires the use of student owned laptop computers or access to the college network. • Student-owned laptops are not allowed to be used for assessments scheduled through the Campus Co-ordinator unless approved by the Exam Advisor and the supervisor of the e-Learning Centre. • Where the network allows access to files from any location, students should be informed clearly, in writing, that use of any materials stored in the network drive will be considered cheating. • If laptop computers are used in an exam where network access is not allowed, the wireless connection must be disabled. • Where the exam allows access to the network, the room and equipment set up must be approved by the Exam Advisor. • Invigilators for computer assessments must actively monitor the actions of students. • Where a student is caught accessing the network and / or local drive, after being informed of their non-availability, the procedure should be followed on reporting a cheating incident. • (See HCT Assessment Handbook 2004-05 p100)

20. For Use by Exam Advisors only (Exam Paper Preparation) For Use in General Exam Administration by Campus Co-ordinator and Head Invigilator Higher Colleges of Technology Abu Dhabi Men’s College • College Exams Development Checklist • Practical Assessment Development checklist • Exam Paper Cover • Paper Delivery Envelope Cover • Sign-in-Sheet (print from CIS) • Examination Administration Form The Exam Advisor and Head Invig. complete this at the Campus Co-ordinator’s office one hour before and also after the exam. This is a record of (1) the meeting (2) the exams papers collected and returned (3) exam record including start & finish time, number of students attending and any other problems experienced. • Head Invigilators Form and Checklist This is optional and serves as a reminder of the important exam procedures. • The HCT Assessment Irregularity Report This is used to report any irregularities in connection with the exam. If reporting a cheating incident, it must be signed by the Head Invigilator and at least one other Invigilator.