Invigilator Actions and Print
As an invigilator, the following actions are available for you in the invigilator dashboard. This is accessible from the 'invigilation overview tab' (the first screen when you navigate to this sections). On the invigilator dashboard they can find the tools to monitor and action upon the specific schedule (session) that is in progress:
- Invigilator: Filter options
- Invigilator Action: Pause / Start
- Invigilator Action: Generate PIN code
- Invigilator Action: Give extra time
- Invigilator Action: Void
- Invigilator: Print Options
- Invigilator: candidate logs and connection status
- Access to the invigilator overview tab and candidate logs for non-invigilators
To carry out any of these actions, select one or all of the candidates you want the action to affect:
For large cohorts the invigilator (proctor) can filter on candidates that have not started, Ready (logged in to their assessment but not yet started), In progress, Paused, Void(ed) and that have 'Handed in'.
When your candidates take their assessment, the invigilator has the option to select one or more candidates in case their exam needs to be paused because of an interruption. Examples are a problem with the candidates computer or if there is an alarm going off in the building.
Using pause / start as an Invigilator:
- In the in the invigilator dashboard select the relevant candidates
- Click on Action > using the dropdown select 'Pause'
- The candidates screen will freeze showing a message that the exam has been paused by the invigilator
- Once the situation has been resolved, the invigilator can resume the assessment by clicking selecting them on the invigilator dashboard and clicking Action > Start.
When an exam is paused, the candidate's timer will pause also. This means the candidate does not lose any time while the exam is paused. Please note that the exam will never exceed the end time of the schedule. (This is why most exams are scheduled a little longer - to allow for unforeseen circumstances).
After pausing an assessment, often regulations will allow for granting some extra time.
Some schedules come with an automatically generated PIN code as an extra layer of security. If for any reason this needs to be reset use this option. You will see the PIN required to unlock the assessment listed next to each candidate. Note that the ‘PIN’ is the same for all candidates.
- This PIN will usually be distributed by the Invigilator (Proctor) at the start of the exam.
- Candidates can login, go to the assessment and read the introduction page.
- If they click start assessment after this they will be prompted to enter a 4 digit PIN.
- This adds an extra layer of security as only candidate present will receive the PIN (written on a whiteboard or similar means of mass distribution.
- Each candidate of course will have his/her own username and password unless the use Single Sign On.
- Tip: use this option after most of your other candidates have logged in as this will generate a new PIN code for all candidates in the schedule!
There are two main scenario's for giving extra time by the Invigilator:
- extra time based on the students circumstances (like dyslexia or other circumstances) - though this is usually centrally set by the assessment author. See 'Delivery: Extra time for candidates with particular needs'.
- In case of a disruption:
Extra time can be allocated to individual or multiple candidates using the ‘Give extra time’ option once the assessment has started. In the popup that appears, you will be able to leave a comment explaining why the extra time is being given.
However, in the event that the assessment is disrupted once it has already begun – for instance, if the fire alarm sounds – you may wish to allow candidates extra time to complete their assessments to compensate for this disruption.
You can also use the ‘Set for all candidates’ to save allocating time to candidates individually for all candidates that have started the assessment are being given extra time. (Any candidate that has not started will need to be given this extra time individually).
Please note that the schedules' end-time is always leading, which is to say no one can work on past this. See "Notes on time allotted to candidates and the assessment deadline".
This is why we recommend to set the assessment window taking into account the extra time needed (for example for special needs students / candidates with reasonable adjustments ).
Please note that if you use Timed Sections they do not automatically get extra time. In that case you can easily create a copy of your assessment setting extra time in the Timed Section.
If, for example, a candidate is found to be cheating, you may wish to void their assessment.
Select one or multiple candidates and select the ‘Void’ option from the list of available actions. A warning will show and if the invigilator clicks 'Yes' this action is immediate and irreversible. Please note: Voided assessments will be available for marking up to the point of the candidate being voided. It is up to the invigilator to notify the organisation to take the appropriate steps.
Setting the permission to print for invigilators is done via Admin > Roles > Site > Delivering > "Allow printing of assessments".
If this is the case the invigilator also has the following print options available when selecting candidates and clicking on 'Print' in the invigilator dashboard:
- Print login credentials: This will print the details of the exam URL, the PIN of the exam (when applicable), the username and a newly generated password one one page per candidate. A warning will pop up "Are you sure? This will generate a completely new password for each selected user! This action cannot be undone." as the password is reset for selected candidates, they will not be able to login using any previously set / communicated passwords!
- Print candidate list: This will print an attendance sheet for the Invigilator to sign of all candidates
- Questions: same page: this will print a paper version of the assessment for each candidate. However: you should be aware that not all question types can be converted to print. Also see the notes below on this.
- Questions: separate page: this will print a paper version of the assessment for each candidate, each question is printed on a separate page. However: you should be aware that not all question types can be converted to print. Also see the notes below on this.
- Printing questions (aka printing the assessment form) is a right granted to you by your Administrator via Admin > Roles.
- When working with e-assessments, Cirrus focuses on digital examination. Printing your assessment from Cirrus is possible, however you have to take into account that online assessment and print do not translate 1:1. This is why at the moment:
- Currently only regular Multiple Choice, Multiple Response and Either/Or questions are included in the printout.
- Any questions using for example Youtube video or sound-files will obviously not transfer these files to paper.
- Section pages in association with the relevant questions as set by the author do not transfer to print currently.
- For print you might need a separate introduction and finish sheet as the instructions might differ.
- Printing like this can take a considerable amount of time!
Invigilator: connection status shown on screen:
Invigilation: the candidate logs
When a user* clicks on a candidate listed on the invigilator dashboard, this will open up the Candidate Logs for that candidate.
Access to the candidate logs for Invigilators:
Invigilators of a schedule get access to candidate logs of their schedules.
Access to the invigilator overview tab and candidate logs for non-invigilators
Alternatively your Admin can grant you the right to view these via Roles > Site > 'View user logs'. This will allow the user with this permission to view all schedules that that have a hierarchy assigned of which the user is a a member.
Example screenshot of the candidate logs page after clicking on a candidate:
The candidate logs shows the actions / progress of the candidate:
- Timestamp - time and date of the action
- Attempt - shows the attempt number for the candidate - use the dropdown to see different attempt numbers if applicable.
- Action - list the action by the candidate - see below.
- Question number - this is the position of the question in the overall attempt.
- Item ID - lists the question ID as given by the author in the Collection / Library.
- Error - lists any front-end error
- IP address - lists the IP address logged at the time.
Actions listed in the candidate logs:
A typical exam would register the following actions for a candidate
- Page visited - candidate visited welcome page
- Exam started - The candidate has clicked start assessment
- Question visited - candidate opens the first question
- Question answered - client side message (front-end) that candidate answered
- Candidate save answer - server side message (back-end) that an answer was received and saved.
- Repeat of question visited, question answered and candidate save answer messages. For some questions like Essay questions a client side message may appear multiple times if the candidate changes his answer before the candidate save answer message.
- Exam completed - candidate handed in (this means the candidate clicked the 'Complete Assessment' button and subsequently clicked the 'Confirmed' and after that the 'Finish' buttons to hand in his work.
- Page visited - this means the finish page.