by Matt Bromley
This article first appeared in SecEd on 14 April 2026. Read the original here.
It’s that time of year again when rows of desks are stationed like toy soldiers on parade in school halls up and down the land. More than a million students in England sit exams each year, equating to more than seven million results. And those results – more than anything else, rightly or wrongly – open doors to a young person’s future success, providing an entry to further and higher education and into employment.
It is therefore vital that schools get it right and exam invigilators play a crucial role in this process. The role of the invigilator is to:
- Ensure all candidates have an equal opportunity to demonstrate their abilities.
- Ensure the security of materials before, during, and after the exam.
- Prevent candidate malpractice and administrative failures.
The Joint Council for Qualifications (JCQ) document Instructions for Conducting Examinations – or ICE – mandates a minimum ratio of invigilators per number of candidates:
- At least one invigilator for every 30 candidates or fewer in written exams.
- At least one invigilator for every 20 candidates or fewer in practical exams and during online assessments.
If candidates have access arrangements such as a reader or a scribe, then extra invigilation back-up or specialist supervision might also be required. Further, a “roving invigilator” is often recommended (one who moves between rooms) to ensure consistency and to cross-monitor any irregular behaviour.
Before candidates enter the exam: Desks must be cleared of unauthorised materials while appropriate signage and visible clocks must be displayed and a stock of spare materials (pens, calculators, etc) must be provided. Seat labels showing the candidate’s name and their unique candidate number also need to be provided – either in the form of desk cards or signs taped to the back of chairs. These labels help invigilators quickly verify students’ identities and ensure that seating arrangements, including any special accommodations (like extra time), are correctly managed. Candidates need to be admitted in sufficient time to settle, have their identities checked, and receive instructions. Start times must be strictly managed; any delay or early starts must be justified and logged.
During the exam: Constant, active supervision is essential. Invigilators should circulate, scanning the room, and they should avoid clustering. There should be no communication with candidates except to clarify procedural matters (never content). Any unusual behaviour, for example frequent restroom requests, coughing, repeated looks, use of devices, and so on, must be noted on the exam room incident log.
At the end of the exam: Invigilators must collect scripts in candidate number order, check for loose pages, and make sure scripts are labelled. Scripts must then be sealed and moved toward despatch or storage.
Managing late arrivals, emergencies, and incidents
If a candidate arrives after the start time but before the exam has progressed to a certain point (often up to 30 minutes), they may be admitted, but the invigilator must log the time of entry. Typically, the exams officer, head of centre, or lead invigilator makes this decision.
The candidate must not be given extra time unless an access arrangement allows it or the awarding body approves it (as a special consideration).
If arrival is extremely late (beyond a threshold), the centre should notify the awarding body before admitting the candidate. The awarding body holds the final decision on whether to accept the exam script, although the centre makes the initial decision to allow the student to sit it.
Centres must prepare a Centre Emergency Evacuation Procedure specific to exam conditions. In event of a fire alarm or emergency evacuation:
- Exam scripts should be left in the room, but candidates should be asked to close their answer booklets before evacuating.
- Candidates must be led calmly out of the room – invigilators should not take question papers outside. Candidates should be supervised at all times to prevent them from conferring with each other.
- The supervisor should note exact times, location, and which candidates were outside at each moment.
- Exams must resume only once safety is confirmed. The amount of lost time must be recorded, and candidates may be offered compensatory time, subject to awarding body approval.
Any incident (cheating, use of mobile phone, disturbance, etc) must be immediately logged in the Exam Room Incident Log. The centre’s exams officer should also be informed immediately. Technical issues (e.g. power cuts, printer failures, IT malfunctions) should follow the centre’s contingency plan, and exam teams should notify awarding bodies as required.
Students sometimes have two exams scheduled at the same time or partially overlapping. Centres must identify clashes in advance and alert candidates and staff. A candidate must be supervised in-between exams (in a waiting room) but must never see papers from either exam.
Candidates should be given adequate break times when moving between exam rooms but invigilators should ensure that candidates do not collude.
The exams room
Invigilators need to check that any charts, diagrams, etc have been cleared from the walls and check that the following is on display:
- An analogue and/or digital clock that all candidates can see clearly when sitting down.
- A sign showing the centre number and subject title.
- The actual starting and finishing time, and date of each examination which all candidates can see clearly when sitting down.
Invigilators also need to check that they have:
- An electronic copy, accessible via a laptop or tablet, of the current ICE guidelines or alternatively a printed paper copy.
- Any subject-specific instructions and/or stationery lists issued by the relevant awarding body.
- A seating plan of the examination.
Access arrangements vs special considerations
Access arrangements are adjustments made before an assessment to ensure that a candidate with specific needs can access the assessment without changing its demands. Examples include extra time, readers, scribes, or modified papers.
A “special consideration”, meanwhile, is a post-assessment adjustment for candidates who have been affected by circumstances beyond their control during the assessment, such as illness or injury. It aims to ensure that the candidate is not disadvantaged in their results due to these circumstances.
The exams process
Here’s a more detailed step-by-step run-down of the exams process.
Before the exam
Before the exam, invigilators need to:
- Check the front of the question paper for the exact requirements for authorised materials, particularly calculators, dictionaries, anthologies and set texts.
- Tell candidates that they must now follow the regulations of the examination.
- Warn candidates that they must hand in any unauthorised materials, including earphones or earbuds (e.g. AirPods), mobile phones, MP3/4 players or similar devices, smart glasses, tablets (e.g. iPads or iPods), watches and any other smart devices.
- Tell candidates to check the day, date, time, subject, unit/component and tier on the front of their question paper; read the instructions on the front of the question paper; fill in the details on the front of the answer booklet and any supplementary sheets, e.g. candidate name, candidate number and centre number and to do so in black ink.
- Ensure that candidates do not write anything else and do not open the question paper until they are told to do so.
- Tell candidates about any erratum notices – official, last-minute corrections issued by exam boards to rectify errors in question papers, such as missing words, incorrect numbers, or misprinted questions. Invigilators can announce these or provide printed copies to candidates before the exam starts.
- Remind candidates to write clearly using black ink, not to use highlighters or gel pens in their answers and to write in the designated sections of the answer booklet.
- Tell candidates when they may begin and how much time they have.
Handling and checking examination papers
Examination papers are normally distributed by the examinations team. However, invigilators may be asked to act as a “second pair of eyes” to reduce the risk of errors. This involves checking, immediately before opening the packet, that the date, time, subject, and component and/or tier match the examination scheduled to take place. Question paper packets must not be opened until these checks are complete. Once opened, packets must always remain in the examination room to maintain security.
Candidate identification
Invigilators are responsible for confirming the identity of all candidates using the attendance register, before the examination begins. Where a candidate cannot be identified due to religious clothing (e.g. a veil), identification must be carried outby a member of staff or invigilator of the same gender, in a private room, and in a polite and sensitive manner. Centres must inform candidates of this procedure well in advance. Once identification is confirmed, the candidate may return to normal examination conditions.
Distribution of papers and approved materials
Invigilators must ensure:
- Each candidate receives the correct examination paper, placed face up on the desk.
- Any modified papers or papers printed on coloured paper are issued to the correct candidates.
- Only official awarding body stationery is provided, such as answer booklets or additional answer sheets.
- No other paper, including rough work paper, is issued. Only materials supplied or approved by the awarding body may be submitted for marking.
Food and drink
The allowance of food and drink is at the discretion of the head of centre. Invigilators should confirm the centre’s policy before the examination, as this may vary between centres. Where food or drink is permitted, all packaging and labels must be removed and drinks must be in a transparent, label-free container.
Beginning the exam
Candidates must be instructed to check their question paper carefully to confirm that the date, time, subject, component and/or tier are correct before starting the exam. Any discrepancies must be reported immediately, before writing begins. Candidates must also be reminded to read the instructions on the front of the question paper carefully. These instructions often contain vital information, such as the number of questions to be answered and whether choices are offered between questions or sections. Failure to follow these instructions may disadvantage candidates, for example by attempting too many questions or misallocating their time. Invigilators may read aloud the rubric or front-cover instructions to ensure clarity but must not interpret or explain the content beyond what is printed.
Next, invigilators must ensure that candidates have all permitted equipment required for the paper, such as calculators, rulers, or other approved items listed on the front of the question paper. This helps prevent unnecessary interruptions once the examination has started. No additional stationery or paper may be issued unless specifically permitted by the awarding body.
Invigilators must instruct candidates when they may complete the front cover of their answer booklets. Candidates must not write anything until permission is given. Invigilators should circulate the room to check that candidates have correctly completed their full name (including surname), candidate number, centre number, and paper or component code. These checks must also be carried out on any additional answer sheets used during the exam.
The exam officially begins only when the invigilator clearly announces that candidates may start writing their answers. At this point, the invigilator should confirm the length of the examination, remind candidates that communication is not permitted, and state that candidates may only speak to an invigilator if necessary.
During the exam
There are several things that invigilators must not do during the exam, including:
- Direct candidates to specific questions or sections.
- Suggest time-management strategies.
- Comment on the content of the question paper.
- Confirm or suggest errors unless an official erratum has been issued.
- Read questions aloud or rephrase them.
- Explain technical or subject-specific terms.
- Give feedback on a candidate’s work.
For examinations lasting one hour or more, candidates must remain for at least one hour. For examinations shorter than one hour, candidates must remain for the full duration. Candidates who leave early must hand in all scripts and materials and must not return to the examination room under any circumstances.
If a candidate is disruptive or breaches regulations, they must be warned, the incident recorded, and the exams officer informed. Unauthorised materials must be confiscated and retained.
To bring the exam to a close, invigilators may give one time warning only: a five-minute warning before the end of the exam. This is the only permitted reminder of remaining time. Candidates are expected to manage their time independently using the clearly visible clock in the exam room.
After the exam
The invigilator must clearly instruct candidates to stop writing immediately. Candidates must remain under full examination conditions once writing has stopped. There should be no talking, no movement around the room, and no further writing or handling of papers or equipment. Candidates must remain seated and silent until instructed otherwise.
For late arrivals, or those candidates with extra time, invigilators must ensure they continue working for their full allowance.
Before scripts are collected, candidates should be instructed to check that their name, candidate number, centre number, and paper/component code are correctly completed on the front of the answer booklet and ensure that all additional answer sheets are clearly labelled with the same details. Invigilators must remain alert to ensure this has been done correctly.
Scripts must be collected and packed in attendance register order. Where candidates are not listed on the register but have sat the examination, their details must be added to the bottom of the attendance register, and their scripts must be placed on top of the script bundle. This ensures the exams team can correctly identify and process the scripts.
Spare or unused question papers must not be released to any teaching staff, centre personnel, or candidates.
Finally, invigilators must check and sign the attendance register, arrange scripts in the order candidates appear on the attendance register, and make sure that scripts are stored securely before being sent to the examiner or the awarding body.
