Protocol for examinations

Exam administration protocol: create the optimal assessment experience for everyone

Put yourself in the situation where you have to take an exam on which your future depends, such as pursuing your profession or admission to further education. In such a case, you want to be able to concentrate fully on your exam without being distracted by irregularities during the exam administration. Consider, for example, a participant arriving late and disturbing the peace or ambiguity about the ID check, taking you out of your concentration. These types of disruptions during exam administration can be avoided quite easily. The use of a protocol offers a solution to this.

Purpose of the protocol when taken

The main purpose of this protocol is to promote a peaceful environment in which candidates can, without disruption, take exams. Also, when taken, a protocol ensures optimal (as fair as possible) conditions that are the same for everyone. That is, a candidate is not disadvantaged by the circumstances during the exam administration, but also does not benefit from them. An example of disadvantage includes noise at the exam site from passersby or exam candidates who are late. An example of favoritism is a lack of supervision that would allow candidates to see each others answers.

Protocol contents

An examination administration protocol contains rules and regulations that apply during the administration, for both the candidate and the invigilator and/or supervisor. A complete exam protocol sometimes includes how grading is done, results are provided and how inspection, complaints and appeals are made. However, we will leave these topics aside for now. We limit ourselves here to the protocol on collection.

The content of a protocol during exam administration can be roughly classified as follows:

1. Using tools;
2. Oversight and confidentiality;
3. (Registration of) irregularities;
4. (Registration of) attendance and absence and person identification.

Examples

Below are some examples for a protocol that focuses specifically on exam administration:

• Checking the candidate’s identification, with the goal of preventing identity fraud. For example, do candidates have to show an ID card and provide a signature upon entry?
• Whether or not to use a court record and its contents. An official report contains a description of how the examination was conducted. Were there any special circumstances or irregularities that may have affected the exam? Also make a list of attendees if necessary.
• What to do in case of tardiness. In that case, will a candidate still be admitted to the exam? This is because of the annoying effect of latecomers on the other candidates.
• What should the supervisor do if a candidate suddenly falls ill? Illness during examination is very unfortunate for the candidate, but can also be a nuisance to the other candidates.
• What to do in case of disturbing noises from outside or computer and Internet failures (in case of digital capture). Should the supervisor then add extra time and/or record these issues so that the examination board can decide how to handle them?
• How will toilet visits be handled during exam administration?
• What aids, for example, a dictionary and reference books may be used in the exam?
• How to deal with exam fraud?

Follow-up to the protocol

For a protocol to work, it is important that the rules be followed properly. This requires, among other things, extensive familiarisation and instruction of (new) supervisors. What is their role and responsibility in following the protocol? To be able to act in case of unforeseen circumstances, it is necessary that they know the rules well and can apply them immediately. Training with case discussion can be helpful in this regard.

It is also advisable to periodically and randomly audit some examinations to see how the protocol is being followed. To ensure that the administration follows protocol and applicable (custom) agreements, the exam administration can also be outsourced to an external specialized organization.

Conclusion

There are many advantages to using a protocol in exam administration. You increase the likelihood that the takedown will proceed in a fair, orderly manner without disruptions. Moreover, by properly establishing rules and regulations in advance, you avoid discussions afterwards. Efficient and pleasant for all involved.