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Guidelines for Scribing in Examinations - Disability Liaison Unit (DLU)

Guidelines for Students

  • It is strongly advised that student practise using a scribe (eg. family member or friend) under exam conditions before sitting the exam.
  • Students who use a scribe under exam conditions should conduct themselves in the same manner as any other student undertaking the same examination, with the exception that they are exempted from actually writing responses to test/examination questions. Students are not permitted to speak to the scribe during an examination except to:
    1. describe the diagrams and dictate responses to examination questions; or
    2. instruct the scribe about the manner in which this material should be presented; or
    3. respond to any inquiry from the scribe to confirm what was dictated or spell terms used by the student, or
    4. request the scribe to read aloud what has previously been dictated.
  • The student must sit close enough to the scribe to read everything that is being written down so that the student can make sure that the information being written is correct.
  • The student should speak clearly and slowly so that the scribe can hear and write at a comfortable pace.
  • If the student is unsure of a word or loses his/her train of thought, s/he can ask the scribe to read out what has been written.
  • It is also the student's responsibility to indicate punctuation, use of headings, paragraphing etc.
  • In most cases, students who use a scribe in examinations will be allowed extra time due to the extra demands when using a scribe.
  • Where possible, the DLU will endeavour to provide the same scribe for successive exams.
  • The student must provide any special equipment eg: calculators, rulers etc.

Guidelines for Scribes

  • It is important that the scribe has reasonable knowledge of the subject area, (where permitted by Faculty regulations), especially if there are special terms or vocabulary.
  • The student and scribe should arrive 15 minutes before the exam time.
  • If the scribe is right-handed he/she should sit on the right side of the student, or the left, if left-handed.
  • Scribes need to maintain good communication with the student. The scribe must gain confidence of the student quickly.
  • Scribes are required to respond only to directions from the student in regard to writing, drawing, or typing responses to the test.
  • Writing speed is important for a scribe. A scribe needs to keep up with the student and document what is communicated.
  • The exam script produced must be clear and legible.
  • The scribe must document all information accurately. The scribe must not re-word or re-structure what is being dictated.
  • A scribe must not prompt the student, or provide any written or verbal information which may influence the student's response to the exam paper.
  • A scribe must have good spelling. The scribe can ask the student if unsure of how to spell a term.
  • A scribe should take into the exam venue spare pens, pencils and erasers etc.

Employment Conditions

  • Scribes are employed as casual staff, at Higher Education Worker (HEW) level 3, step 7 base salary, including a 20% loading on the time worked.
  • Scribes will be required to complete a timesheet for each student and ensure the timesheet reaches the DLU by 12 noon on Wednesday mornings before the following pay week. If the timesheet is not received by this time payment in the following week will not occur. Timesheets should be fully completed and signed. Incomplete time sheets will be returned. Black or blue pen should be used in completion of timesheet, not pencil.
  • Support workers at Clayton are to collect their payslips from the DLU. All others will be posted to the address provided on the Expression of Interest form.

Professional Conduct

When working in an exam situation scribes are employees of Monash University and should perform professionally and maintain a professional working relationship at all times when dealing with students and staff.

Confidentiality

Respecting a student's right to confidentiality is vitally important. Working within the Disability Liaison Office requires knowledge of confidential information regarding the student. It is vital that this information not be shared or discussed with anyone, including lecturers and other students, without the student's permission. All support workers will be asked to sign a confidentiality agreement.

At the End of the Exam

At the completion of the exam, it is the responsibility of the student to read through the whole exam paper to ensure all information is correct. This is also important with multiple choice exams to ensure all the correct boxes have been ticked. The student should also ensure that their name and appropriate details have been completed.

The student, not the scribe, is responsible for the information presented on the exam script.