22 Apr 2022
As a recent survey* revealed that 83% of centres are still experiencing a shortage of invigilators ahead of this summer’s exams series, in this article we provide some suggestions which may help centres to manage a shortage of invigilators.
The possible solutions listed below are not an exhaustive list, and it is also appreciated that not all suggestions will be relevant to all centres. It may also be that some suggestions have limited impact or lead to other considerations within your centre.
Centres are also encouraged to utilise the Invigilator Recruitment and Vacancy Map to advertise their invigilator vacancies.
Maximise the invigilator to candidate ratio
Centres should consider rooming examinations so that the invigilator to candidate ratio is maximised – 1 invigilator to 30 candidates or fewer, 2 to 60 or fewer etc. for written timetabled examinations, and dependent on the nature of the test and the layout of the room, 1 invigilator to 20 or fewer candidates, 2 to 40 or fewer etc. for on-screen tests. (This is assuming the invigilator/candidate ratios as stated by the JCQ in April 2022).
If adapting the above, a centre should note any issues associated with staging an examination in one subject across several rooms, or examinations in different subjects being taken in the same exam room. Although this is common practice in many centres, but in the case of examinations in different subjects being taken in the same exam room, exams officers will need to make their invigilators aware of any issues which may occur as a result of different finishing times.
Use the largest rooms
Consideration could be given to using the largest rooms within the centre for all examinations at all times throughout the exams series. By amalgamating all examinations within an exam session into one larger space, rather than smaller numbers of candidates across several examination rooms, centres may be able to maximise the invigilator to candidate ratio (as detailed above).
If adopting this option, centres should ensure that invigilators are aware of any differing finishing times, the range of instructions which may need to be given across different examinations, and the possibility of a range of examination materials which may need to be disseminated for each examination.
Splitting a cohort
In exceptional circumstances, for example during an exam day where a centre has insufficient invigilators due to multiple subjects being timetabled on the same day or where the numbers of candidates taking exams was particularly high due to core subjects taking place, an option may be to explore a timetable variation where the cohort is divided into two groups so that the examination is scheduled twice during the same session. The relevant awarding body should be contacted to discuss/confirm this arrangement.
Whilst considering this option, centres should be aware of the following:
- The security of the exam(s) must always be maintained, thus requiring the group in the second sitting to be kept under centre supervision from 30 minutes after the published starting time to the time they begin the examination in question.
- If the duration of the exam would mean that two sittings would take the finishing time of the second into the afternoon session, then an 8.30am starting time - or even earlier - may need to be explored for the first sitting. However, dependent on the duration of the exam, this would require the group to be supervised until the published finishing time for that exam.
- The (extended) length of time for which your invigilators will be required to invigilate this arrangement.
Access arrangements
Option 1
Wherever possible and where permitted, centres should ensure that the invigilator also acts as the facilitator (e,g reader, scribe etc.) for an access arrangement as this will save on the requirement to have another separate invigilator present in the room. However, exams officers and the SENCo should be aware that by adopting this measure all facilitators of access arrangements also need to be trained as invigilators, and that an increased number of examination rooms would be required.
Option 2
The SENCo could review the rooming of some candidates - for example, those who require supervised rest breaks and/or 25% extra time. If these candidates are accommodated in smaller rooms, perhaps they could be appropriately seated in the main exam room(s) (providing these candidates would not be placed at a disadvantage) to reduce the number of invigilators who would be required in the smaller rooms?
A shortage of facilitators
If centres are also experiencing a shortage of trained facilitators to support access arrangements, then the option of using one reader across several candidates should be considered – it should be noted that this only permitted where candidates only require occasional words or phrases to be read, thus allowing three or four candidates to share one reader. However, this arrangement will also require a separate invigilator to be present in the examination room.
Utilise/train all non-teaching staff (including Governors)…and senior members of staff
Centres may have to consider the possibility of recruiting internal staff. This may include Governors (who are retired/have availability), part-time non-teaching staff, or administrative staff who could be trained to invigilate. Some centres have already trained all non-teaching staff as a contingency measure.
Another consideration is to utilise senior members of staff as invigilators in subjects that they do not teach. Regardless of their status within the senior leadership team, these members of staff must be trained in line with JCQ regulations if they are to act as invigilators.
If internal staff are to be utilised as invigilators, then it should be a senior member of staff or the head of centre who approach staff and confirm arrangements – not the exams officer – as there may be contractual/workplace issues to clarify/resolve. See the NAEO CEO message for May for further guidance on recruiting staff within their centre and possible contractual/workplace issues.
Working around invigilator availability
Where external invigilators are only available to a certain point/time of the day, consider utilising (trained) internal staff to cover the latter end of an examination session.
Recruit via current invigilators
It is always advisable to ask current external invigilators to approach their friends and colleagues to consider invigilation at your centre. Existing invigilators will be able to explain the main aspects of the role and many centre-specific issues which they need to be aware of.
As a priority, all current external invigilators should be contacted and asked if they are aware of anyone who is suitable and available to invigilate during this summer’s exams series.
Rescheduling mock/internal examinations
If centres are considering staging any mock/internal examinations during the summer exams series/common exam timetable dates (e.g. for year 10/12) which utilise external invigilators, then these should be rescheduled to reduce the pressure on the number of invigilators required for external examinations.
Summary
With the summer exams series only a matter of weeks away, any centres which are still experiencing an invigilator shortage will naturally be becoming increasingly desperate to address the situation. The areas highlighted in this article provide options and solutions to centres, but those with experienced exams officers may find that these have already been considered and have failed to rectify the situation.
If exams officers find their centre in this position then they should follow the guidance offered by the CEO of the NAEO in his May message and ask their head of centre and/or senior members of staff to lead on and advise upon finding a resolution.
*survey conducted via social media from 14-19 April 2022 (1,025 responses). Full responses:
- Our centre still has a shortage of invigilators – 848 responses
- We did have a shortage of invigilators but we have now recruited enough invigilators – 147 responses
- We have always had enough invigilators – 30 responses