For Invigilators / Faculty

Contact Information - Peterborough Campus

Contact Information - Durham Campus

1.    Preparation

Review the exam regulations below, paying particular attention to the section on electronic devices and procedures for handling cheating and academic misconduct cases.

      Peterborough Specific Instructions (for faculty)

• If you cannot attend your assigned time, arrange for an alternate and notify the Office of the Deans of Arts & Science.
• Bring attendance sheets: available from the Departmental AAA.
• Arrive 30 minutes early to meet with the Exam Assistant at the designated room to pick up exam booklets and blank worksheet paper. Note that scantrons are organized by academic departments, not Exam Assistants. For any assistance during the exam, contact the Exam Assistant. If the Exam Assistant is unavailable, wait at the designated rooms:  
  • ENW 110 and SC W3 in the Science Complex.
  • In front of the varsity change room in the Athletic Centre, where the Exam Assistant will confirm the seating rows for your exam. 

      Durham Specific Instructions (for faculty)

• If you cannot attend your assigned time, arrange for an alternate and notify the Departmental Chair and AAA, the Dean's Office, Trent Durham, and the Office of the Deans of Arts & Science.
• Bring attendance sheets: available from the Departmental AAA.
• Collect all ordered and printed exam materials from Durham campus mailbox (Thornton: A101.8 or PLZ: 201) or from Departmental AAA if notified to do so.
• Arrive 30 minutes early to assigned examination room(s) with all exam materials including exam booklets, scantrons, blank worksheet paper.

2.    Students will not be admitted into the exam room until faculty / proctors arrive

3.    Students’ Personal Belongings  

• Academic Integrity Bags: Students will receive an Academic Integrity Bag (13”x18”) to store electronic devices and valuables. All electronics must be shut off. The Bag should remain under the student’s chair and not be accessed during the exam. Bags will be provided at the door or on exam desks.
• Books, papers, bags, coats etc. are to be left at the front of the room.
• No cell phones or mobile electronic devices are allowed on one's person and/or to be used, including smart watches or ear buds. If a student is found to be in possession of an electronic device during the exam, the device will be confiscated until the end of the exam and the student may be charged with an Academic Integrity infraction (see the section below).
• The only items allowed on each student’s desk are: Trent student ID card, exam and answer books, pens, pencils, eraser (no pencil cases) and any other material approved by the instructor (e.g., calculator), and a water bottle.
• No paper may be detached from an exam book. A student may not take an examination book, or any part of an exam book, or scrap paper that is given by an exam proctor from the exam room.

4.    Exam Booklets

• Booklets may be distributed to the desks before students enter. Any materials to be used for the examination should be distributed with the examination papers.
• Count exams before distributing.
• Collect any unused exams as soon as possible after students sit down.
• Ensure that the numbers match when all completed exams have been submitted.

5.    Academic Integrity Issues During the Exam 

• Prevent cheating by remaining vigilant at all times. Avoid sitting at the front or chatting with other proctors; instead, walk around the room and monitor from the front and back.
• If you notice suspicious behaviour, continue observing to confirm. If possible, ask another proctor to watch as a witness. If the behaviour persists, follow the procedures below while remaining unobtrusive to avoid disturbing other students.
• Have a hall monitor (or proctor if there are enough proctors in the room) accompany students to the outside of the washroom, allowing only one student at a time leave the exam room.

6.    TrentU Student Cards and Attendance

• The TrentU Student ID card must be placed on the student’s desk; each student’s identification will be verified by faculty/proctors.
• Students will sign by their name on the exam sign in sheet. Verbal identification and a Driver’s License are not acceptable.
• If the faculty/proctor cannot confirm a student’s identity, the student must report to the Office of the Deans of Arts & Science or the Office of the Dean, Trent Durham by 1pm the next business day.
• If a student’s name is not on the attendance list, the student must contact the Registrar’s Office by 1pm the next business day.

7.   What if exams are cancelled or the university is closed during an exam?

• If the university is closed due to inclement weather that results in buses being cancelled and travel advisories issued by the OPP while an exam is underway, instructors or proctors are responsible to bring to the attention of students the location of emergency transportation and/or accommodation provided by the university, which will be broadcast via the Emergency Communication System. If the university is closed due to any other reason, instructors or proctors are to follow the directions broadcast via the Emergency Communication System and provide that information to their students.

8. Following the Examination

• After the exam has been completed, examination booklets must be collected, and all students should be asked to leave the room.
• After all students have left, close the door and check all booklets for use before returning unused booklets to the appropriate location:
        Peterborough - return unused booklets to the exam attendant
        Durham - return unused booklets to the exam booklet bins in the
        mailbox room (Thornton: A160)
• All used booklets need to be kept with the exam materials in case further investigation of these booklets is required. If the booklets were used as scrap paper and you are confident in this, you may shred these damaged booklets.
• Once the exam room has been checked for any remaining items, advise the exam attendant (Ptbo only) that the exam is complete. You are then free to leave.
• Student Exam Assistants (in Ptbo) will ensure that the room is ready in advance of the next exam and that there is an Academic Integrity Bag on top of each desk (or every other desk if not in the gym).
• Completed attendance sheets should be taken to the Departmental office; course instructors may wish to keep a copy.

*If there is no Head Proctor identified, the faculty member assigned to each course will serve as the Head Proctor (previously Principal Invigilator).

Head Proctors assist exam administration, oversee the delivery of Trent University examinations, and ensure compliance with Trent University's Academic Integrity Policies. 

• Arrive 30 minutes before the start of the exam and meet with the course instructor to discuss exam administration.  
• Make announcements prior to, during and at the end of examinations.
• As per the faulty member's directions, assist with the distribution and collection of exam materials, including blank booklets and other required items, before and after the examination.
• Assist the faculty member with the recording of attendance and verifying student identification.
• Monitor the exam room. If you notice suspicious behaviour, continue observing to confirm. If possible, ask another proctor and/or the course instructor to watch as a witness. If the behaviour persists, approach the student as well as notify the faculty member. Prepare written description of any incidents.  
• Any electronic devices and/or student cards confiscated should be returned at the completion of the exam after the student speaks with the course instructor.  
• Resolve any issues that arise during the exam, e.g. academic misconduct. Identify and respond to suspected academic misconduct in accordance with Trent’s policies, including notifying suspected misconduct to the course instructor and documenting incidents. 

Announcements - Prior to Start of Examination (see example scripts in section below)

1. TrentU Student Card

• Remind students to place their Trent Student ID card on their desk; each student's identification will be verified by the faculty member or a proctor.

2. Electronic Devices and Unauthorized Aids

• All devices should be turned off.
• All electronic devices must be placed in the Academic Integrity Bags.  This includes cell phones, smartwatches, laptops, tablets, ear buds, and any wireless electronic devices. Valuables may also be placed in these bags. Academic Integrity Bags are to be placed under the chairs and should not be accessed during the exam.
• All other personal belongings should be placed at the front of the classroom.
• When students leave the exam room, students should empty the contents of their Academic Integrity Bag and place the empty bag on the desk. There will be bins provided outside of exam rooms should a student carry a bag out with them.

3. Behaviours

• The following behaviours are considered unacceptable under Trent's Academic Integrity Policy, and students engaging in these actions risk charges of academic dishonesty:
• Communicating with another student during a test or examination
• Bringing and use of unauthorized aids, including student notes and electronic devices such as cell phones,
• Communicating with others about the test or retrieving concealed notes when authorized to leave the exam room (e.g. for the washroom)
• Impersonating someone or allowing someone to impersonate you during an exam
• Copying from other students or allowing others to copy from your test or exam paper.

4. Departure from Examinations

• Students may not submit examination booklets or leave the examination during the first 60 minutes.
• No student will be allowed entry to the examination room after 60 minutes into the examination.
• Students may not leave in the last 20 minutes of the exam.

Announcements - During the Exam and Near the End (see example scripts in section below)

• Head Proctors must announce when there are 25 minutes remaining and give a 5-minute notice warning before the exam ends.

Following the Examination 

• Provide the faculty member with the completed attendance sheets, any and all exam materials, any written incident documentation. 

Proctors monitor examinations and ensure the academic integrity of the examination in alignment with Trent University’s Academic Integrity Policies.  

• Arrive 30 minutes before the start of the exam and meet with the course instructor to discuss exam administration.  
• As per the faulty member's directions, assist with the distribution and collection of exam materials, including blank booklets and other required items, before and after the examination.
• Assist the faculty member with the recording of attendance and verifying student identification.  
• Escort students who need to leave the examination room during the exam, including accompanying students to outside of the restroom.  
• Monitor the exam room (and hallways for hall monitors). If you notice suspicious behaviour, continue observing to confirm. If possible, ask another proctor and/or the course instructor to watch as a witness. If the behaviour persists, approach the student and/or escalate the issue to the faculty member and/or Head Proctor. Prepare written description of any incidents.

Examples of Cheating and Responses

Scenario 1: For Electronic Devices (e.g. cell phone, tablet)

• If a student is found with an electronic device, determine if there’s evidence it was used during the exam.
• Possessing a device is a violation, but possession without evidence of use may be considered a minor offence.
• If there’s evidence of use (e.g., witnessed usage or answers obtained online) it is considered a major offence.
• Instructors cannot search the device and check for messages or history. The student should be told to turn off the device, hand it over to the invigilator, and be assured it will not be powered on before being returned at the end of the exam.

Scenario 2: Student Communication During an Exam

• Collect the ID cards and answer booklets of all students involved, along with any relevant evidence. Provide new answer booklets to continue the exam.
• Inform the students that you suspect cheating and ask them to stay after the exam to meet with the instructor, letting them know their ID cards will be returned then.
• If you didn’t observe the cheating directly but received a report, note the students’ locations. After the exam, separate their answer booklets and review them for evidence of collusion during grading.

Scenario 3: Student Copying from Another Student's Paper

• If Student A is unaware that their work is being copied, issue a warning to prevent their paper from being visible to others.
• For Student B, suspected of copying, take their exam booklet, provide a new one, and collect their ID card. If possible, move them to a different location. Inform Student B of the suspicion and explain they must stay after the exam to meet with the instructor to retrieve their ID card.

Scenario 4: Student with Unauthorized Aid (e.g. written notes, electronic device)

• Confiscate the unauthorized aid, the student’s ID card, and answer booklet if used. Provide a new answer booklet for the student to continue the exam. If possible, have the student sign the aid before confiscation.
• Ask the student to stay after the exam to discuss the situation with the instructor, returning their ID card at that time. Do not return the confiscated aid, as it may be needed as evidence for an academic dishonesty charge. Electronic devices are an exception.
• If notes are found on the student’s hand or clothing, ensure they do not wash them off before meeting with the instructor. At that meeting, photograph or copy the material for evidence.

Addressing Academic Misconduct Immediately after the Exam

• As soon as possible, prepare a written description of the incident. If witnesses (invigilators or students) are present, they should also provide statements. These reports will support the instructor’s discussion with the student(s) and be used for the Academic Dishonesty report submitted to the Department Chair.
• During the discussion with the student, the instructor should present evidence of the misconduct. If the explanation is unsatisfactory, inform the student that an Academic Dishonesty report will be filed with the Department Chair, with a copy sent to the student. Return the student’s ID card and any confiscated devices at this time.
• The instructor may opt to schedule a follow-up meeting instead of addressing the issue right after the exam. In all cases, speak to each student involved separately.

Consequences

Cheating on the examination could result in a zero grade.  When an allegation of academic dishonesty arises during an examination, the responsible invigilator will collect the available evidence, and if the invigilator is not the course instructor, will notify the course instructor who will proceed with the process outlined in the Academic Integrity Policy.

Announcements to make BEFORE entry into exam room 

“All electronic devices must be turned off before you enter. This includes cell phones, smartwatches, ear-pieces, headphones, tablets etc.

When you enter, place devices in an Academic Integrity Bag and put it under your chair and/or place your belongings at the front of the room before finding a seat.

Ensure you have your TrentU student ID card and place it on the desk.  

After entering the exam room, you will not be permitted to leave until 60 minutes after the start of the exam. If you need to use the restroom, please consider using the restroom now. You may use the restroom after entry and a proctor must accompany you to the restroom entrance.”

Announcements to make AFTER entry into the exam room 

“All electronic devices must be turned off. This includes cell phones, smartwatches, tablets, ear-pieces, headphones, and any other electronic and wireless devices.

Place devices and valuables in an Academic Integrity Bag and put it under your seat. This should not be accessed during the exam. Empty your bag when you leave and place bag on desk or in bin provided. Place all other belongings at the front of the room.

Ensure you have your TrentU student ID card and place it on your desk.

You may not submit your exam or leave the exam during the first 60 minutes of the exam. Students may not leave in the last 20 minutes of the exam.

The following behaviours are considered unacceptable under Trent's Academic Integrity Policy, and students engaging in these actions risk charges of academic dishonesty and receiving a grade of zero:

• Communicating with another student during a test or examination;
• Bringing and/or use of unauthorized aids, including notes and electronic devices such as cell phones;
• Communicating with others about the test or retrieving concealed notes when authorized to leave the exam room (such as going to the washroom);
• Impersonating someone or allowing someone to impersonate you during an exam;
• Copying from other students or allowing others to copy from your test or exam paper.”

Beginning the Exam

“You have [duration of the exam] to complete this exam. You may begin your exam now.”

Last 25 Minutes of the Exam 

“You have 25 minutes remaining to complete this exam. Please remain seated in the exam for the last 20 minutes until the exam is finished.”

“There are 5 minutes left before the exam ends.”