Frequently Asked
Questions
[Link]
Table of Contents
TABLE OF CONTENTS 2
FAQ // ABOUT THE APP 3
FAQ // BEFORE THE ASSESSMENT 7
FAQ // DURING THE ASSESSMENT 9
FAQ // GUIDANCE FOR PHOTOS & AUDIOS 15
FAQ // QUERIES & SUPPORT 16
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FAQ // About the App
Herewith questions, answers, explanations and steps to help you use the app. Working through this guide
will assist you in having a positive Invigilator experience. Please also utilise the search function
(control+F) to find key words that can answer any question you might have.
Is the app user- friendly? Yes, the app has a logical layout and is very easy to use.
To further familiarise yourself with the app before the assessment you are
required to:
• Watch the short training video and
• Complete the mock assessment where you will become familiar with
the actions required by the app.
Will use of the app on the No, the app will not take up much of your time during the assessment.
day take up much of my
The tasks to be performed take less than 5 minutes. Students are advised
time?
to adhere to the time allocated for completion of their examination as
they would in a venue-based environment. Strict adherence to the
system closing time will be enforced.
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Is my personal data Once you finish your assessment and upload your required data at the
collected, stored and end of that assessment, the app will no longer beable to record any audio
safe? or take any photos.
The Invigilator app does not have access to any other data on your
phone/device.
User information is stored for as long as it is required by your institution.
Once this time has lapsed, the information will be permanently deleted
from the Invigilator database.
As is the case with Apple and Android policies, the Invigilator complies
with rigorous privacy policy requirements. All data will be securely stored
on servers and user information will ONLY be used for assessment/
invigilation purposes.
The Invigilator implements a variety of security measures to maintain the
safety of student information as required by the Protection of Personal
Information (PoPI) Act.
Is the app battery The app doesn’t use a lot of battery but you are advised to have your
intensive? phone/device fully charged before commencing your assessment and to
have your charger handy in case you need to charge your phone/device
during the assessment.
The app will warn you to plug your phone into charge should the battery
have 30% or less battery power remaining.
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Does the app need No, the app does not require constant internet connection during your
constant internet assessment.
connection?
Internet connection (thus connection to either mobile data or Wi-Fi) is
only required in the following two instances:
• Upon commencement of your assessment – when you log into the
app and you scan the QR code.
• Upon completion of your assessment – when you have to upload your
data.
For the rest of your assessment, your phone should be on airplane mode,
unless you have to contact the Invigilator support desk via WhatsApp.
Does the app use a lot of No, the app is not data intensive and all images and sound recordings
data? are compressed in order to use minimal data.
• The Android app requires roughly, 19MB of space and data to install.
• The Apple app requires roughly, 80MB of space and data to install.
• The data usage is less about 5Mb per examination session.
Will background noises Only audio recordings containing speech are flagged by the Invigilator
affect the audio system, thus background noises like cars passing, dogs barking or pages
recordings or do I need to turning, will not cause the system to flag your recording.
write my assessment in a
Note: No music or talking to yourself is allowed during the assessment as
completely quite space?
this will flag your audio recording on the system.
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To thus avoid any of your recordings being flagged by the app, please
follow the same examination rules you would normally follow during a
venue-based assessment.
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FAQ // Before the Assessment
Where or how do I get the Please visit your relevant app store, search for “The Invigilator” and
app? download it.
The app’s icon is an owl:
Please note, if you cannot find the app on your app store, a possible
reason can be that your phone’s operating system (OS) is outdated. In
this instance you should update your phone’s OS accordingly and then
search for the app again.
If I forgot my login details You will have to reset your password.
after I signed up, what
Click on the password reset link on the login page of the app.
should I do?
Alternatively, click on the following link:
[Link]
I did the demo test, but I Ensure the media volume on your device (not merely the ringtone
did not get sound volume) is turned all the way up.
notifications from the app,
This can be tested by playing a song on your device and then ensuring
what should I do?
that the volume is at its loudest.
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What is the deadline for Please refer to communication from your institution on the deadlines for
registering and testing the registering and testing the app.
app?
Should I check my Yes, your operating systems should be updated to their latest versions to
operating system before avoid download issues.
downloading the app?
This can be done by selecting the phone settings and then software
update.
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FAQ // During the Assessment
What do I need on the day • Have your cell phone/device fully charged and keep your charger
of the assessment? nearby for in case. You can charge your phone while using the app
ensuring battery life.
• Have your identification document with you (ID, driver’s license, or
student card).
• Ensure you have data on your cell phone/device to cater for each of
your assessments.
• Ensure the media volume on your device (not merely the ringtone
volume) is turned all the way up. This can be tested by playing a song
on your device and then ensuring that the volume is at its loudest.
How should I use the app Commencement of your assessment:
on the day?
• When you are ready to start the assessment, open the app and log in.
• Scan the QR code provided to you on your assessment paper, or in
case the QR code is not scanning, manually enter the Invigilator
access code visible below the QR code on your assessment.
During your assessment:
• After logging in with the QR code, put your phone/device on airplane
mode.
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• DO NOT CLOSE THE APP as the app’s algorithm monitors the instances
the app was exited for any reason other than to contact the Invigilator
support desk via WhatsApp.
• Follow the prompts on the app such as taking selfies and other
required photos.
Completion of your assessment:
• After completion of your paper, reconnect to the internet (via Wi-Fi or
via mobile data), by switching airplane mode off and ensuring you
have an internet connection.
• Upload your data only after you first uploaded your
script/assessment.
Can I minimise or close No, you should NEVER close the app for any reason other than to contact
the app during the the Invigilator support desk via WhatsApp, as the app’s algorithm
assessment? monitors the instances the app was exited for any reason other than to
contact Invigilator support desk.
When the app is minimised, you will not receive notifications/prompts to
perform the required actions such as taking a selfie or another photo.
In summation, your phone/device should always be next to you with the
app open (a.k.a. in the foreground) so that you can respond to the
prompts.
Will my phone/device lock The app is running in the background and although it might dim your
when I am in The screen, it will ensure that your phone/device does not lock.
Invigilator app?
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It is therefore important to note that your need not try and ‘unlock’ your
phone/device when it is only dimmed.
Does the app lock/block No, however when you minimise (leave) the app it will be flagged. You
my phone and prevent me may leave the app for contacting the help desk. You can also access the
from using it? LMS through the app.
Do I have to take my No. There will be an opportunity for you to action the prompts when you
phone with, if I go to the get back and thus it is important for you to check the app upon your
bathroom during the return.
assessment?
If I do not action a prompt The system will inform your institution if you did not perform a specific
to take a selfie of another task in a reasonable timeframe.
photo, what happens?
Is it possible to miss a This should not happen as you will have the opportunity to action a
prompt? prompt within a reasonable time and thus even if you went to the
bathroom, you will have the opportunity to action the prompt, as
explained above.
It is however critical to ensure the media volume on your device (not
merely the ringtone volume) is turned all the way up so that you hear the
prompts.
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How can I manage phone Your phone/device should be on flight mode during your assessment with
calls and messages the exception of the following 3 instances for which you need internet
disturbing me during the connection:
assessment?
• Commencement of your assessment – when logging in and scanning
the QR code
• Conclusion of your assessment – when uploading your data at the
end of the session
• When you are contacting the Invigilator support desk
If you receive an incoming call or message in one of the three instances
mentioned above, it will not affect the app but answering the call or
responding to the message would indeed effect the app, and thus you
should always refrain from doing so.
Can I read aloud, speak to No, please note that normal exam conditions apply.
myself or listen to music
• You are NOT allowed to communicate with anyone during the
during the assessment?
assessment
• You are NOT allowed to talk to yourself or read your questions aloud
• You are NOT allowed to play music during your assessment
All of the above will cause the system to flag your recordings.
What if I accidentally exit If this were to happen, you then log in again and the app will calculate
the app? your remaining time and you will perform the remaining tasks as the app
prompts you. The time out of app will be analysed for reasonability.
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Where will I find the QR or You will be required to scan the QR-code to commence the assessment
exam access code on the session on the app.
day of the exam?
This QR code will appear on your assessment.
If for some reason the QR-code does not want to scan, manually input
the exam code below the QR-code.
Note: if your QR-code does not want to scan, please do NOT input your
module code or any other code. Please use the code visible on your
assessment just below the QR-code.
Can I log into the app You can log into the app before the exam, however, please note that the
before the start of the QR code should only be scanned once the assessment officially
assessment? commences.
What should I do if my All actions performed are saved by the app and thus if your phone/device
phone/device goes off for goes off during an assessment, your data will not be lost but it is
any reason during the imperative that you switch on your phone/device and open the app as
assessment? soon as possible.
The remaining time will be calculated by the app once you open it again
and if the time is up, you will need to upload your data accordingly.
Will the app prompt me to The app’s prompts are completely random and thus differ from
the same actions at the assessment to assessment and from student to student.
same times for different
This means not even the Invigilator support desk knows when the
assessments and when
prompts for your specific assessment will be.
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will the app prompt me for Do not panic if it takes a while for a prompt to appear on the app.
action?
Upon completion of my FIRST UPLOAD YOUR ASSESSMENT/SCRIPT TO YOUR LMS.
assessment, what must I
Only once this is done can you upload your data on the app.
do first?
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FAQ // Guidance for Photos & Audios
If I am wearing glasses, The facial recognition software performs better on pictures taken without
how will this affect my use glasses. If removing your glasses on registration and during the
of the app? assessment is not too much of an inconvenience, please do so. If the
facial recognition fails, recognition will be done manually on selfies
uploaded.
Do I have to remove my Wearing a mask or scarf does affect facial recognition. However if you
mask or scarf when taking cannot remove your mask or scarf for religious or health reasons facial
selfies on the app? recognition will be performed manually based on the selfies received.
Am I notified when audio No, you will not be notified of audio recordings when they happen as they
recordings are performed? happen randomly throughout your assessment.
It is thus paramount that you adhere to normal exam conditions under
which no communication with another persons are allowed and under
which you must refrain from talking to yourself, reading the exam aloud
and playing music
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FAQ // Queries & Support
How do I contact the help You can send a WhatsApp message to the following number:
desk 073 505 8273
Please be advised that this number CANNOT BE PHONED, but only
WhatsApped.
When do I contact the • The Invigilator support desk can be contacted at any time before,
Invigilator help desk? during or after an assessment by using the WhatsApp line.
• Note: if the Invigilator support desk is contacted during an
assessment, this is the only reason for you to close the Invigilator App
momentarily.
• The Invigilator support desk can assist with any app related queries
but cannot assist you with assessment or university software related
issues.
• Any malfunctions in technology that is no fault of the candidate will
always being taken into account, ensuring the fairest possible exam
for both examiners and candidates.
When DON’T I contact the If you have any assessment related queries, you must address this
Invigilator support desk? through the normal channels of communications used throughout the
year.
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Note: It is advised that you ensure prior to your assessment, that you
have the email address or contact number of the people at your
institution who can assist you in case of an assessment related
emergency (i.e. your subject lecturer or the institution help line).
Do I need to update my It is best practice for you to check whether there is an app update in the
app before every app store before you start your assessment but in general your institution
assessment I do? should notify you if there is any urgent update.
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Contact our team via
WhatsApp on 073 505 8273
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