Exam management - some general suggestions

Please see also the TED IB Exam wiki for an example of the information we share with students.

Also, please remember that these suggestions are based on approximately 100 candidates per session. If your program is smaller you might not need some of these suggestions.

Conduct a pre-exam workshop for students

Click here for information and downloads for our pre-exam workshop.

Create your school's exam schedule

  1. Mark all relevant exams on the Examination schedule in the Handbook of Procedures, Section G.
  2. Create an exam schedule for your own school. In our school, the first morning session begins at 8:30, and the first afternoon session begins at 12:30. If there are two sessions in the morning or afternoon, we try to schedule at least 30 minutes in between.
  3. Assign invigilators according to their free periods (even though class periods won't match up with exam times). Make sure that a teacher does not invigilate for a subject that she teaches.
  4. Have all invigilators check the schedule a week or two in advance to confirm their availability

Conduct an orientation for invigilators

Review major points from the exam regulations (Handbook, Section G) and especially the Notice of Conduct. You might even give them the Mock Paper 1 from our pre-exam workshop for students. You can find the answsers to the questions at this link.

Get control of the calculators

Labels. During the pre-exam workshop, distribute large labels with candidate numbers (last 3 digits) printed large. Don't let students do their own labels: they will write too small, use weird colors, decorate them, etc. You will use these labels to sort calculators after you have checked for non-approved applications.
Checklists. Create checklists for each subject and paper. Use it to check off whether the calculator is cleared for that exam/paper or not.
Before the exam, organize the calculators roughly by candidate number (e.g. 001-020 together, 021-040 together, etc.)
As students enter the exam room, allow one small group to enter at a time (e.g. 10 people). Let them pick up their calculator, and find their seat quietly before letting the next small group in.
After the exam, allow students to leave quietly and in small groups. If they want to leave their calculators with you, fine. If they take their calculators with them, make a note on the next exam/paper's checklist so that you will remember to clear the memory and apps again.

Documents available from IBNET/IBIS:

Examination Question Paper Checklist. Use this to check the contents of the exam question papers shipment. Download from IBIS-->Subject-->Examination Papers. Click here for a sample: M08 exam paper checklist.pdf

Questionnaire Regarding the Exams. Form to provide information to IB about the location of your exams, in the event they send someone for a site visit. Watch the IBNET Latest News for a link to this questionnaire. Click here for a sample: M08 Exam questionnaire.doc

Examination Materials. Day by day chart of stationery requirements for each exam/paper. Download from IBNET/Library

Conduct of the Examinations: Notice to Candidates. Distribute this to all candidates. We ask the candidates to sign a statement that says they have read and understood this document. You can copy this page from the Handbook, download from IBNET Library --> Examinations) or download from here: M08 notice to candidates.pdf

School Allocation Report. Names and addresses of examiners for each subject/level/paper. Download from IBIS-->Subject-->Examiner Report.

Information booklets: Chemistry Data Booklet, Physics Data Booklet, Mathematics Information Booklet. These booklets are permitted for some exams, and can be downloaded from IBNET-->Library-->Examinations.

Other (home made) materials to download:

IB Examination supplies list (for TED): list of exam supplies.doc

Turkish translation of key portions of Section G of the Handbook of Procedures: Vademecum G_Turkish.doc

Session control sheets. We use these sheets to pull together information about exam sessions (invigilators, approved supplies, instructions to be read, etc) to make it easier for others to supervise the exam. This sample shows four different exam sessions, and is in MS Word so you can easily revise the sheets for your own use: Exam session control sheets.doc

Tom's instructions on how to use random numbers to create seating charts: random numbers for seating.pdf