Remote invigilation for candidates unable to attend in-person exams

Information relating to the Coronavirus pandemic

For the most up-to-date advice and guidance about policies and processes relating to Exams and Assessments, please refer to the following webpages:

Advice for student-facing staff: https://academic.admin.ox.ac.uk/coronavirus
Advice for students: https://www.ox.ac.uk/students/coronavirus-advice

The Examinations and Assessments Framework (EAF) has been updated to reflect changes implemented due to the impact of the Coronavirus pandemic.

For Trinity term the residency requirement has been waived for all students and, should in-person assessment go ahead as planned, remote invigilation will be available to students who have not returned to Oxford and to whom one or more of the following apply:

  • Are self-isolating (but otherwise well).
  • Are residing outside of mainland UK.
  • Have a declared disability, including a mental health condition that can be defined as a disability.
  • On health grounds, including vulnerability or increased susceptibility to infectious diseases.
  • Do not have access to accommodation in Oxford.

The need to travel to Oxford from within mainland UK (including on public transport) will not, in itself, be considered a valid reason to request remote invigilation.

As soon as a student is aware that they will not be able to attend an in-person exam and they meet the eligibility criteria above they should notify their college and department.   

  • The college should complete the online form for remote invigilation of an in-person exam on the Proctors’ Office website. Once approved, notification will go to the college, E&A and the department to be actioned.

  • The Medical Sciences Division, working with their Learning Technologies Team, will make remote invigilation arrangements directly, for courses within the Division.

  • If an application is approved by the Proctors by midday on the working day prior to the exam taking place, it is expected that the exam will be able to take place remotely. Students who are unable to travel to Oxford or are self-isolating should notify their college of any in-person exams they have scheduled as soon as possible.  Beyond this point, excusal should be sought for that exam. However, if a student has exams on later days, an application should be made for remote invigilation for those.

  • If, despite best efforts, remote invigilation cannot be arranged or if a student is not able to access the exam remotely (e.g. unsuitable accommodation or lack of technology), colleges should apply for exam excusal for the student in the normal way. 

This is the outline protocol under which these exams will take place. Detailed practical guidance will be shared directly with students.

  • This is parallel to an in-person exam and as far as possible the same regulations and policy apply. Exams will take place as scheduled (regardless of the student’s time zone).

  • Exam papers will be hosted in Inspera using the same system for open book online exams. Candidates will access the exam paper on a screen in front of them.

  • Exams will be handwritten (unless exam adjustments are in place for the use of a PC) – this is to ensure parity with candidates undertaking the parallel in-person exams and also as a security measure reducing the likelihood that a candidate would be able to have any meaningful access to resources or communication tools.

  • Candidates will have to sign up to an honour code specific to remote invigilated closed-book exams.

  • The exam will be remotely invigilated using Zoom via a second device camera. Each invigilator will be able to supervise a maximum of 9 candidates.

  • Writing time for the exam will be the same as for the in-person exam, including for candidates with individual exam adjustments who will receive their normal allowances.

  • At the conclusion of the writing time, candidates will photograph and upload their answer sheets. When they have confirmed with the invigilator that they have done this they can leave the exam. Candidates will need to retain their scripts until they have been marked.

  • Candidates will not be able to leave the room in which they are sitting the exam for the duration of the exam with the exception of toilet breaks. Candidates will have to notify the invigilator and the time taken will be recorded.

  • For technical or other reasons, if a candidate does not attend the exam on the day the exam excusal process should be followed. If the candidate leaves or does not complete the exam or their exam is interrupted, the mitigating circumstances notice to examiners (MCE) process can be followed.

Central provision for cohort-wide remote invigilation cannot be offered due to resourcing constraints, but departments are able to put local arrangements in place, for example as contingency for in-person exams not being able to go ahead. 

  • Permission to provide cohort invigilation should be sought from the Proctors’ Office.

  • Departments would need to source and pay for their own invigilators.

  • Please contact invigilation@admin.ox.ac.uk for guidance notes on putting in place remote invigilation arrangements.

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Examination Schools
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Oxford
OX1 4BG
Exam Admin and Services: eas@admin.ox.ac.uk

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