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Exam Procedures
The English Language Center at Bahrain University provides English language courses for all the colleges of the university. It is, therefore, responsible for administering a large number of midterm and final exams every semester. Course coordinators and instructors are entrusted with maintaining high standards in the administration of these exams. The course coordinators serve as head proctors while the course instructors have proctoring duties. The following procedures should aid in the administration process.
The Responsibilities of the Head Proctor
- Print exam booklets and place them in envelopes. The following information should be written on each envelope:
- section number
- number of students in the section
- number of exam papers
- name of instructor
Attached to the envelope should be the class list of the students in the section for taking attendance.
- Check the exam facility to ensure that the seating arrangement is appropriate and that all signs and directions are in place.
- Distribute proctors in the examination hall so that some are at the front, some at the back and some in the aisles.
- Bring the exam booklets to the exam hall at least 30 minutes prior to the exam. This is especially important in big halls since it takes time to have all the students seated.
- Monitor the admission of the students to the exam hall as soon as all the proctors are ready.
- Give the instructions which follow once ALL the students have been seated.
- Switch off your mobiles and put them away .
- You are not allowed to have books, dictionaries, notes or any other references during the exam ( apply as appropriate).
- When you receive your exam paper keep it face down until you are instructed otherwise.
- Advise the proctors to begin distributing the papers all at the same time.
- Supervise the process to ensure that all abide by the rules and intervene when necessary.
- Give the instructions which follow once the proctors complete distributing the exam papers.
- Turn your exam papers and make sure you have the right number of pages.
- Complete the cover page and make sure you indicate your section as well as the name of the instructor of the course.
- If you have a question, or need the assistance of a proctor in any way, raise your hand.
- If you finish the examination and wish to leave, raise your hand and remain seated quietly at your desk until a proctor comes to collect your exam paper.
- Do not leave your seat before your exam paper has been collected.
- Do not talk to other students.
- You have two hours to finish the exam.
- You may start now. Good luck.
- Record Start and Finish time and remind the students of the time during the last 30 minutes of the exam.
- Ensure that the examination ends promptly at the appropriate time.
- Ensure that all instructors receive their students’ exam papers.
The Responsibilities of the Proctor
- Arrive at the exam hall at least 30 minutes prior to the exam.
- Admit the students to the hall and direct them to their seats.
- Maintain quiet and controlled test conditions.
- Distribute exam papers face down.
- Monitor students to ensure that all instructions are followed.
- Take attendance by having the students sign next to their names on the class list.
- Prevent any cooperation between the examinees.
- Count and place all used exam papers back in their respective envelopes.
- Report any unusual circumstances to the head proctor.
- Ensure that the students who finish remain seated at their desks in silence until their exam papers have been collected.
- Alert the head proctor in case of any problems related to the exam.
- Ensure that all exam papers are accounted for.
- Assist in clearing all exam related material after the students leave the hall at the end of the exam.
- Proctors are NOT to assist the students in completing their exam.
- Proctors are NOT to read a book, drink tea or coffee, smoke, mark papers or chat with other colleagues during examination time.
Marking
According to university regulations papers should be marked and grades submitted to the Registration Department within 72 hours following the exam. Therefore, instructors should mark their papers and meet with their course coordinators to finalize their grades in due time to meet the university deadlines.
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