How UEW End-of-Semester Exams Will Be Invigilated by Lecturers in a Hall

 

At the University of Education, Winneba (UEW), preparations for the end-of-semester examinations are in full swing. As part of efforts to ensure the smooth and fair conduct of the exams, lecturers have been assigned the primary role of invigilating students during the examination period. This arrangement is designed to maintain academic integrity, minimize malpractice, and provide an organized exam environment.

Here’s a detailed explanation of how the invigilation process will be conducted by lecturers in the exam halls:

Assignment of Lecturers to Exam Halls

Before the start of the exams, the university’s Examination Committee releases an invigilation schedule. This schedule assigns specific lecturers to specific exam halls, dates, and times. Each hall will have multiple lecturers depending on the number of students and the size of the venue.

The assignment takes into consideration the lecturer's department, subject expertise, and availability. Priority is given to ensure that no lecturer supervises their own course to prevent any conflict of interest. However, in some cases where there are limited staff members, lecturers may oversee their own courses under strict regulations.

Preparation Before the Exam

Lecturers assigned as invigilators are expected to arrive at least 30 minutes before the exam start time. This early arrival allows them to collect the exam papers from the Exams Officer or designated center and set up the hall properly.

Before students enter, lecturers ensure that each desk is cleared of unauthorized materials and that the seating arrangement adheres to the examination rules—usually one student per desk with enough space between candidates to discourage any form of cheating.

Invigilators also prepare materials such as attendance sheets, answer booklets, graph sheets, or any other special materials needed for specific exams. In some cases, important announcements about exam rules are posted or read out loud.

Entry of Students

Students are typically allowed into the hall 15 to 20 minutes before the start of the exam. As they enter, lecturers will check their student ID cards and any authorization documents to confirm their eligibility to take the paper.

Candidates must leave bags, mobile phones, smartwatches, or unauthorized materials outside the hall or at a designated place. Only permitted materials like pens, pencils, erasers, calculators (if approved), and their student ID cards are allowed at their desks.

Distribution of Exam Papers

Once all students are seated and the start time approaches, the lead invigilator (usually the senior lecturer among them) gives the instruction for papers to be distributed. Invigilators hand out the question papers and answer booklets face down until all students have received them.

After distribution, students are instructed to check that they have the correct question paper and all necessary materials. Any issues must be raised before the exam officially begins.

Conduct During the Exam

At the announcement of the start time, students turn over their question papers and begin the exam.

Lecturers are expected to stay alert throughout the entire examination period. They walk quietly around the hall, monitoring students closely but discreetly to maintain a calm atmosphere.

Invigilators ensure that students:

• Do not copy from each other

• Do not communicate verbally or non-verbally

• Do not use unauthorized materials

• Remain seated unless given permission to leave for an emergency

If a student needs to use the washroom, an invigilator must escort them to prevent any unauthorized communication or access to prohibited materials.

In cases of suspected malpractice, lecturers are authorized to confiscate the illegal material, report the candidate, and record the incident according to UEW’s exam regulations.

Throughout the exam, invigilators make timed announcements (for instance, 30 minutes remaining, 10 minutes remaining) to help students manage their time effectively.

Handling Emergencies

Lecturers are trained on how to respond to emergencies such as:

• Power outages

• Medical issues (e.g., a student fainting)

• Fire alarms or security threats

In all cases, student safety comes first, and lecturers must follow the university’s emergency procedures.

If a student falls sick during the exam, the invigilator must alert the medical team on standby while ensuring the student’s paper is secured.

Ending the Exam

When the exam time is over, the lead invigilator announces the end of the exam. Students are instructed to stop writing immediately. Any student who continues writing after the stop announcement risks penalties according to the university’s rules.

Lecturers then collect the answer booklets carefully, ensuring that all scripts are accounted for. Students are asked to remain seated until all papers have been collected.

After collection, students may be allowed to leave row by row to avoid chaos at the exit.

After the Exam

Collected scripts are sorted and packed securely, usually according to department instructions. They are either taken directly to the department's exam office or handed over to the Exams Officer.

Lecturers must also sign off on the attendance sheet, confirming the number of students who sat for the exam and noting any absences or incidents of malpractice.

A written report is submitted by the chief invigilator summarizing how the exam went, including any irregularities observed.

Special Arrangements

For students with disabilities or special needs, UEW provides alternative arrangements. Lecturers invigilating such students are briefed beforehand and offer assistance such as reading questions aloud, giving extra time, or providing a scribe if necessary.

Special exam rooms are also allocated to reduce distractions and accommodate specific needs.

Importance of Lecturer Invigilation

Having lecturers serve as invigilators offers several benefits:

• Authority: Students are less likely to misbehave under the supervision of academic staff.

• Familiarity: Lecturers can easily spot unauthorized individuals or anomalies.

• Fairness: Faculty invigilators uphold exam integrity, ensuring all students have an equal opportunity to perform.

• Efficiency: Experienced staff can handle unexpected situations calmly and professionally.

Conclusion

At UEW, the involvement of lecturers in end-of-semester exam invigilation is crucial to maintaining a high standard of academic integrity and fairness. Through careful planning, vigilant monitoring, and professional conduct, lecturers ensure that the examination process is smooth, secure, and credible.

Students are therefore encouraged to prepare thoroughly, respect examination rules, and appreciate the hard work lecturers put into safeguarding the value of their academic achievements.