Student
FAQ Guide
Frequently Asked Questions
for the Mobile App
Content
About the App 3-4
Before the Assessment 5
During the Assessment 6 - 10
Guidance for Photos & Audios 11
Queries & Support 12
Student FAQ Guide Page 2
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 keywords 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 demo (QR code available on page 8 of Student User
Guide) where you will become familiar with the actions required by the app without doing an actual test.
Will use of the app on the day take No, the app will not take up much of your time during the assessment. The tasks to be performed take only a few
up much of my time? seconds each. Students are advised to adhere to the time allocated for completing their examination as they would
in a venue-based environment. Strict adherence to the system closing time will be enforced.
Is my personal data collected, Once you finish your assessment and upload your required data at the end of that assessment, the app will no longer
stored and safe? be able to record any audio or take any photos. The Invigilator app does not have access to any other data on
your smartphone. 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 app 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.
Student FAQ Guide Page 3
About the App
Is the app battery intensive? The app doesn’t use a lot of battery but you are advised to have your smartphone fully charged before commencing your
assessment and to have your charger handy in case you need to charge your smartphone during the assessment. The app
will warn you to plug your phone into a charger should the battery have 30% or less battery power remaining.
Does the app need a constant No, the app does not require a constant internet connection during your assessment, unless you are using one device for
internet connection? the app and to access your assessment through the app’s in-app browser.
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 and 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 use the in-app browser or contact The Invigilator help desk via WhatsApp.
Does the app use a lot of data? No, the app is not data intensive and all images and sound recordings 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 approximately 5MB – 7MB per examination session.
Will background noises affect the audio Only audio recordings containing speech are flagged by The Invigilator system, thus background noises like cars
recordings or do I need to write my passing, dogs barking or pages turning, will not cause the system to flag your recording.
assessment in a completely quiet space? Note: No music or talking to yourself is allowed during the assessment as this will flag your audio recording on the
system. To 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.
Student FAQ Guide Page 4
Before the Assessment
Where or how do I get the app? Please visit your relevant app App store, Play store, or Huawei app gallery, search for “The Invigilator” and download
it. The app’s icon is an owl:
Please note, if you cannot find the app on your relevant 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 forget my login details after I signed You will have to reset your password in the app. Click on the password reset link on the login page of the app to do a
up, what should I do? password reset in the app.
I did the demo test, but I did not get Ensure the media volume on your device (not merely the ringtone volume) is turned all the way up. This can be tested
sound notifications from the app, what by playing a song on your device and then ensuring that the volume is at its loudest.
should I do?
What is the deadline for registering Please refer to communication from your institution on the deadlines for registering and testing the app.
and testing the app?
Should I check my operating Yes, your operating systems should be updated to their latest versions to avoid download issues.
system before downloading the
This can be done by selecting the phone settings and then software update.
app?
Student FAQ Guide Page 5
During the Assessment
What do I need on the day of the Have your smartphone fully charged and keep your charger nearby for in case. You can charge your phone while using the
assessment? app ensuring battery life. Have your identification document with you (ID, driver’s license, or student card). Ensure you
have data on your smartphone 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 on Commencement of your assessment:
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 Exam access code visible below the
QR code.
During your assessment:
After logging in with the QR code, put your smartphone on airplane mode unless you are using one device for the app
and to access your assessment. DO NOT CLOSE OR MINIMISE THE APP as the app’s algorithm monitors the instances the
app was exited for any reason other than to contact The Invigilator help 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. You will be given 10 minutes to take a photo of each of your answer
sheets (should your lecturer want you to upload your script to the app). Once you have taken a photo of each page you will
upload your data. Upload your data only after you first uploaded your script/assessment to your exam portal. Please
take note of your academic institution’s cut-off time for uploading data to The Invigilator app database, should they
have a cut-off time.
Student FAQ Guide Page 6
During the Assessment
Can I minimise or close the app No, you should NEVER close the app for any reason other than to contact The Invigilator help desk via WhatsApp, as
during the assessment? the app’s algorithm monitors the instances the app was exited for any reason other than to contact Invigilator help desk.
When the app is minimised, you will not receive notifications/prompts to perform the required actions such as taking a
selfie or other instructions. In summation, your smartphone should always be next to you with the app open (in other
words in the foreground) so that you can respond to the prompts.
Will my smartphone lock when I am in The app is running in the foreground and although it will dim your screen, it will ensure that your phone/device does not
The Invigilator app? lock. It is therefore important to note that you need not try and ‘unlock’ your smartphone when it is only dimmed.
Does the app lock/block my No, however when you minimise (leave) the app it will be flagged. You may leave the app for contacting the help desk.
phone and prevent me from using You can also access the LMS through the in-app browser.
it?
Do I have to take my phone with No. There will be an opportunity for you to action the prompts when you get back and thus it is important for you to
me if I go to the bathroom during check the app upon your return.
the assessment?
If I do not action a prompt to take a The system will inform your institution if you did not perform a specific task in a reasonable timeframe.
selfie or another photo, what will
happen?
Student FAQ Guide Page 7
During the Assessment
Is it possible to miss a This should not happen as you will have the opportunity to action a prompt within a reasonable time and thus even if
prompt? 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.
How can I manage phone calls and Your smartphone should be on flight mode during your assessment (unless you are making use of the in-app browser to
messages disturbing me during the access/complete your assessment) with the exception of the following 3 instances for which you need an internet 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 help 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 affect the app, and thus you should always refrain from
doing so.
If you are using one device for the app and to access your LMS you should not put your phone on flight mode as you need
to stay connected to access your LMS.
Student FAQ Guide Page 8
During the Assessment
Can I read aloud, speak to myself or No, please note that normal exam conditions apply. You are NOT allowed to communicate with anyone during the
listen to music 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. You are not allowed to use headphones or airpods, etc. All of the above will cause the system to flag
your recordings.
What if I accidentally exit the If this were to happen, you then log in again and the app will calculate your remaining time and you will perform the
app? remaining tasks as the app prompts you. The time out of app will be analysed for reasonability.
Where will I find the QR code You will be required to scan the QR code to commence the assessment session on the app. You will receive the QR code
or exam access code on the day on Colcampus. If for some reason the QR code does not want to scan, manually type in the exam code below the QR
of the exam? code.
Note: if your QR code does not want to scan, please use the exam access code visible on your assessment just below the
QR code. Please do NOT input your module code or any other code.
Can I log into the app before the You can log into the app before the exam, however, please note that the QR code should only be scanned once the
start of the assessment? assessment officially commences.
What should I do if my smartphone All actions performed are saved by the app and thus if your smartphone turns off during an assessment, your data will not
goes off for any reason during the be lost. It is however imperative that you switch on your smartphone and open the app as soon as possible. The remaining
assessment? 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.
Student FAQ Guide Page 9
During the Assessment
Will the app prompt me to perform The app’s prompts are completely random and thus differ from assessment to assessment and from student to
the same actions at the same times student. This means not even The Invigilator help desk knows when the prompts for your specific assessment will be. Do
for different assessments and when not panic if it takes a while for a prompt to appear on the app.
will the app prompt me for action?
Upon completion of my Once you have completed your assessment, you will have 10 minutes to scan each page of each of your answer sheet.
assessment, what must I do When you have completed the scanning process, allow the app to automatically upload your data. You wll then be
first?
required to upload to Colcampus. You can either share the PDF from your app to your email or device for upload to
Colcampus, or you can scan your script again with another scanning app or scanner. Should you have any issues
uploading your Invigilator data, prioritise your script upload to Colcampus. This is where your script will be marked. You
can then return to the app to upload Invigilator data, as all data is saved in the app. Remember Invigilator data is for
Invigilation, Colcampus submissions are for marking. So make sure you upload both and contact the help desk for any
assistance. Should you need it.
Student FAQ Guide Page 10
Guidance for Photos & Audios
If I am wearing reading glasses, how The facial recognition software performs better on pictures taken without glasses. If removing your glasses
will this affect my use of the app? on registration and during the 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 mask or Wearing a mask or scarf does affect facial recognition. However if you cannot remove your mask or scarf for religious
scarf when taking selfies on the app? or health reasons facial 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 happen randomly throughout your
recordings are performed? assessment. It is thus paramount that you adhere to normal exam conditions under which no communication
with other persons are allowed and under which you must refrain from talking to yourself, reading the exam
aloud and playing music.
Student FAQ Guide Page 11
Queries & Support
How do I contact the help desk? You can send a WhatsApp message to the following number: +27 73 505 8273
Please be advised that this number CANNOT BE PHONED, but only WhatsApped.
When do I contact The Invigilator help The Invigilator help desk can be contacted at any time before, during or after an assessment by using the
desk? WhatsApp number.
Note: if The Invigilator help desk is contacted during an assessment, this is the only reason for you to
minimise The Invigilator App momentarily. The Invigilator help desk can assist with any app-related queries but
cannot assist you with assessment or university software-related issues. Any malfunctions in technology that are no
fault of the candidate will always be 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 through the normal channels of communications
Invigilator help desk? at your academic institution used throughout the year.
Note: It is advised that you ensure, prior to your assessment, that you have the email address or contact number of
the staff members at your institution who can assist you in case of an assessment-related emergency (i.e. your subject
lecturer or the institution helpline).
Do I need to update my app before It is best practice for you to check whether there is an app update in the app store before you start your assessment.
every assessment I do?
Student FAQ Guide Page 12
[Link]
For Technical Support
Contact our team via WhatsApp on +27 73 505 8273