Invigilator Information

Guidance for Invigilators

Invigilator Allocations

Producing and dispatching invigilators individual allocations is a huge task and therefore once the invigilation allocations has been dispatched we expect invigilators to commit to attending all of the shifts they have been allocated, except in the case of illness or emergency.

We appreciate that invigilators are not always able to provide full availability and therefore we try our best to accommodate any changes.

If after submitting your Availability on the exam system you find you are no longer able to cover a particular session, you can amend it on the system (before the closing date) or by email -  contacting us at examinations@ed.ac.uk

We expect invigilators to access their email frequently in order to check for any amendments or additional information to their allocations. As much as we try not to amend any details of any allocations provided to an invigilator, however there are factors out with our control that may affect them.

Information for Examination Invigilators

Invigilator Handbooks (Online)

We have complied a list of the resources used in the creation of both the Mains and Special Arrangements Invigilator handbooks which can be seen below;

Getting started as a new member of staff: https://information-services.ed.ac.uk/computing/comms-and-collab/office365/teams/get-started

 

Information on how to obtain a staff card: https://information-services.ed.ac.uk/help-consultancy/card/getting-first-card/first-staff-card

 

Useful information for new members of staff: https://information-services.ed.ac.uk/professional-services-staff/useful-info-staff

 

Guide on how to use People and Money: https://www.ed.ac.uk/staff/services-support/hr-and-finance/people-and-money-system

 

Maps of the various University of Edinburgh campuses: https://www.ed.ac.uk/maps

 

Exam Hall Regulations: https://registryservices.ed.ac.uk/sites/default/files/2024-07/The%20University%20of%20Edinburgh%20Exam%20Hall%20Regulations%20-%20September%202023.pdf

 

Mains Invigilator Handbook (514.32 KB / PDF)

 

Venues - Do you need to come to the Exams Office first?

 

Below is an overview of all the rooms we are using in the upcoming diets.  To ensure clarity, they are split into two pages - the first is the list of venues where we do not need you to come to our office at Outreach Centre (9b Holyrood Road).  The venues on that first page - highlighted in green - are Special Arrangement venues but you do NOT need to come to us as the School will be delivering the exam papers to the venues directly/the exam is computer based.

 

The second is the Special Arrangement venues where you MUST come to us at our office at Outreach Centre (9b Holyrood Road) there will be bags of papers to take to the venues.  We have trolleys for paper transportation, so hopefully that will help. 

 

You should also come to Outreach Centre if you are allocated to a Floater/Reserve session.

 

Note: You can use the free university shuttle bus from outside McEwan Hall to get to Kings Buildings, just show your staff pass.

JCMB is James Clerk Maxwell Building, Kings Buildings

PW is Peter Wilson Building, Kings Buildings

Ashworth, Murchison and Nucleus KB are all based at Kings Buildings.

 

 

 

Transport, Parking & Venues

For all enquiries relating to transport and parking at all of our campuses, please click the link below:

https://www.ed.ac.uk/transport

Please use the link below to view all of the relevant exam venue buildings throughout the University:

https://www.ed.ac.uk/timetabling-examinations/exams/exams-faq

 

 

Useful Travel Links:

ScotRail:

https://www.scotrail.co.uk/

Lothian Buses:

https://www.lothianbuses.com/

Traffic Scotland:

https://trafficscotland.org/

Cycling Scotland:

https://www.cycling.scot/

Stagecoach:

https://www.stagecoachbus.com/

 

 

Invigilators Duties

As exams can be spread across multiple buildings throughout the Universities 5 campuses it is important to be aware that you may be assigned to venues that require you to walk a distance with a bag of exam stationary. 

Special arrangement exam invigilators may be required to carry a laptop to an exam venue.

 

Invigilators Code of Conduct

Please use the file below to view the University of Edinburgh's Invigilators Code of Conduct.

Invigilators Code of Conduct (14.76 KB / DOCX)

 

Staff Card

For any queries regarding your staff card please use the link below:

https://www.ed.ac.uk/staff/services-support/card

If you are having an issue accessing certain buildings then please email examinations@ed.ac.uk

All queries relating to your contract, UUN details, email access or systems login should be directed to our Human Resources department:

https://www.ed.ac.uk/human-resources

 

Invigilator Sickness/Illness/Cancellations

On the day of an exam, if you are unable to attend due to illness then please contact a member of the exams team via telephone.

 

***If an exam you have been allocated to has been cancelled we will let you know as soon as possible.

 

University Health & Safety Policy

For all enquiries relating to the university Health and Safety Policy, please click the link below:

http://www.docs.csg.ed.ac.uk/Safety/Policy/Policy_2018.pdf

 

University Dignity & Respect Policy

For all enquiries relating to the University Dignity and Respect Policy, please click the link below:

https://www.ed.ac.uk/files/atoms/files/dignity_and_respect_policy.pdf

 

Red Folders

At all exam locations across the University where a main exam is taking place there will be a red folder. The folder will be present to assist the invigilators with any additional information required during the exam. Please keep this tidy and in order.

If you find that any of the below elements are missing then please email examinations@ed.ac.uk to let us know.

The contents of each folder consists of:

  • Exam Timetable Specific To That Venue
  • Announcements
  • Exam Hall Regulations
  • Invigilators Handbook
  • Servitors Details
  • First Aid Contact Information (Who and How to Contact)
  • Blank Seating Plans
  • Additional Information

 

Loud Speakers

In selected exam venues throughout the exam diet there will be portable speakers that can be used to make announcements. Some of the exam venues are large and require a microphone and speaker to assist the invigilator making the announcements, enabling them to project their voice to the students at the back of the room.

The speaker can be found in:

  • The Playfair Library
  • The Pleasance
  • St. Leonard's Land - Games Hall

 

Servitors Duties

During the exam diets Servitors will assist the Exams Department with various tasks. They will set up and maintain the room with tables and chairs, in exam conditions. They will lay out the correct and required number of exam script books before each exam takes place.

If you notice that an exam venue is running out of a certain type of paperwork or stationary, then please contact the servitor in that building in the first instance. If you are unable to locate the servitor then please contact the Exam office, using one of the phone numbers below:

 

Staff IT Account

Details on how to use your staff IT account is contained within the attached guide.

 

Staff IT account (1.79 MB / PDF)

 

Payroll

For any queries relating to your payslip and pensions, please use the link below:

https://www.ed.ac.uk/finance/about/sections/payroll

 

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