The guidelines below outline the roles, responsibilities, and procedures to be followed by all exam proctors to ensure the proper, fair, and orderly conduct of examinations at Antonine University (UA).

1. Reception of Students and Seating Arrangement

Exam proctors are required to:

• arrive at the assigned examination room at least 30 minutes before the scheduled start time;
• begin seating students 5 to 10 minutes before the exam starts;
• ensure that all students are seated in their assigned seats;
• clearly inform students that they may not leave the examination room during the first 30 minutes of the exam.

2. Permitted Materials

• In accordance with UA examination policies, students may only use or keep visible on their desks materials explicitly authorized by the instructor or exam proctor.
• Proctors must remind students of what is permitted (e.g., writing tools, clear water bottles) and what may be used only with authorization (e.g., notes, books, calculators).
• All non-essential materials must be kept out of reach, usually in bags placed at the front or back of the room, depending on the room layout.
• Students must retain only their UA ID card and authorized materials at their desks.
• If a student refuses to allow verification of documents, devices, or materials, the proctor must immediately confiscate the item in question.

3. At the Beginning of the Exam

Exam proctors must:

• inform students that examination conduct is governed by UA’s Exam Rules and Regulations;
• clearly warn students that copying from others or exposing their own work is a violation of exam regulations and may result in disciplinary action, even if unintentional;
• ensure all mobile phones are turned off. If a phone rings, the student must turn it off immediately. Mobile phone use is strictly prohibited during exams;
• verify that students correctly write their full name and UA ID number on the answer sheet using blue or black ink.

4. During the Exam

Throughout the examination, proctors must remain attentive and actively ensure the integrity of the process. In particular, they are required to:

• remain in the examination room at all times and never leave exam materials unattended;
• supervise the distribution of question papers and ensure that no examination materials leave the room. Any unused papers must be collected immediately;
• verify students’ identities by checking their UA ID cards, which are mandatory for all examinations;
• monitor and control student movement in and out of the room.

Proctors must strictly enforce the following time-related rules:

• No student may leave the examination room within the first 30 minutes.
• No student may enter after the first 30 minutes.
• No additional time is granted to late arrivals.

In addition, proctors must:

• circulate frequently throughout the room to prevent cheating or collusion and conduct immediate checks in cases of doubt or irregular behavior;
• refrain from using mobile phones, except when strictly necessary for official communication;
• avoid discussions with students during the exam. Questions are not permitted unless an error in the exam paper must be addressed.

5. Cheating and Irregular Conduct

• Students are not permitted to ask questions during the exam, and proctors must not answer them.
• In cases of suspicious behavior (e.g., unauthorized materials, unusual body positioning), the proctor should address the student discreetly. If necessary, seating arrangements may be adjusted to prevent communication.
• If a student is caught cheating:
• The proctor must confiscate the question paper, answer sheet, and any unauthorized material.
• This must be done quietly to avoid disturbing other students.
• When an answer sheet is confiscated, the proctor must provide a written explanation of the incident.

6. At the End of the Exam

Before allowing students to leave the examination room, proctors must:

• instruct students to stop writing immediately when the exam time ends;
• ensure that students have returned both the question paper and answer sheet and have signed the attendance sheet;
• remind students that copying or photographing exam papers is strictly prohibited and may result in disciplinary action;
• carefully collect and count all exam papers to confirm that none are missing;
• remind students to check and collect all personal belongings before exiting the room.