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Examination Invigilation Guidelines
Definitions
Assessment Administrative Program Assistant (APA) — The Undergraduate Medical Education office employee responsible for overseeing all aspects of examination invigilation which includes:
- Scheduling invigilators
- Organizing examination rooms and times
- Ensuring learners are aware of appropriate examination conduct
Invigilator — An individual responsible for ensuring the proper conduct of Learners during an examination. Invigilators are present during the entirety of the examination and must monitor learners to prevent academic misconduct.
Late Arrival Window — The Late Arrival Window for a final assessment is 30 minutes following the start of the assessment. For all other assessments, the Late Arrival Window is 10 minutes following the start of the assessment.
Summative Assessment — A process used to assess learner achievement at the end of a period of instruction.
Procedure
Overview
The University Senate approved instructions regarding the conduct of exams. All learners are expected to be familiar with the university-wide Guidelines for In-Person Invigilated Assessments. While these are appropriate for most settings, certain aspects do not fully address the unique requirements of examinations conducted within the Faculty of Medicine. As a result, these supplementary guidelines provide clarification and direction. The Faculty of Medicine (FoM) remains committed to the fair, consistent and accessible invigilation of examinations for all learners in the Doctor of Medicine (MD) program.
Learners who are registered with Accessibility Services (Blundon Centre) and have exam accommodations should refer to the information provided by that office and refer to the Memorial Accessibility for Students with Disabilities policy and related procedures. examinations will be administered as per the rules and regulations stipulated by the NBME.
Purpose
To establish clear guidelines specific to the administration of examinations in the Faculty of Medicine.
Scope
These guidelines apply to all summative assessments conducted in the Doctor of Medicine (MD) program.
Guidelines
1.0 Prior to the examination, Learners must present their photo identification cards to the exam invigilator and sign the attendance list.
2.0 The Undergraduate Medical Education (UGME) office will ensure there are at least two (2) invigilators in each examination room with two or more learners.
3.0 Learners will be assigned to a computer station by the invigilator.
4.0 Learner conduct during an examination
4.1 Learners writing in the examination room must arrive 15 to 30 minutes before the scheduled start of the examination. Learners who write in private rooms must arrive 10 to 15 minutes early.
4.2 Learners must leave books, bags, coats, hats, etc. in their locker or away from their seat in a designated area (front, side, or back of examination room).
4.3. Learners are not permitted to wear hats or hoods during an examination.
4.4. Learners are permitted to bring pencils, pens and erasers to the exam seat however pencil cases are not permitted.
4.5 Learners who arrive within the Late Arrival Window to an examination will not receive additional time at the end of the examination unless there are extenuating circumstances supported by the Phase Lead. If the learner arrives after the Late Arrival Window, they must submit a Medical Learner Leave and Assessment Deferral Request for the examination.
5.0 Examination question challenge cards will be available at every theme examination and are available to learners until they leave the examination room.
5.1 No extra examination time is permitted for learners completing challenge cards.
5.2 Challenge cards are not provided during the National Board of Medical Examiners (NBME) examinations.
6.0 In the event of an unexpected interruption of the examination for an individual learner or group of learners, the Assessment APA will work with the Instructional Designer or other appropriate staff from the Health Science Information and Media Service (HSIMS) team to resolve the issue.
6.1 If the web-based assessment is not available to the learner 30 minutes after the examination start time, the Assessment APA (or delegate) will provide the learner (s) with a printed copy of the examination.
6.2 If a learner is unable to start or continue with the examination due to illness, they must be directed a to submit a Medical Learner Leave & Assessment Deferral Request. All learners leaving an exam early will be encouraged to seek support from the Office of Learner Well-Being and Success and/or 糖心APP鈥檚 Student Wellness and Counselling Centre. The invigilator must note the names of learners leaving the examination room.
6.3 Invigilators will be assigned their duties by the Assessment APA. During the examination, they will be required to continuously monitor the learners assigned to them.
7.0 If academic misconduct is suspected by an invigilator, every attempt should be made to have a second invigilator observe the learner(s). The delivery of the examination is not to be interrupted.
7.1. If academic misconduct is suspected, it should be brought to the attention of the Phase Lead after the examination is complete.
7.2. In the event of an allegation of academic misconduct, the Phase Lead is to refer to the University Regulations - 6.12 Academic Misconduct.
8.0 In the case of an emergency evacuation of the examination room, the Assessment APA will consult with a member of the leadership team (i.e., the Phase lead, Phase Assessment lead or Curriculum lead) and decide whether the examination can be resumed. The Phase Lead, in consultation with Student Assessment Subcommittee, will determine whether the examination is valid or an alternative assessment is necessary.
Related Links
糖心APP: Guidelines for in-person exam invigilation
Summative Assessment Policy for Phases 1-4
Policies using this procedure:
There are no policies using this procedure