Recruiting and retaining invigilators has become increasingly challenging for many centres – so how do you build and retain a robust invigilation team? With exam seasons growing in complexity and with access arrangements rising year‑on‑year, having a dependable invigilation team is more important than ever.
So how can you build and retain a robust invigilation team?
We have been asking the invigilators within our **online community** this question – What Do You Want From Your Role? Based on the feedback from our community – this is what they are asking for:
1 – Differentiate Yourself From Other Centres
Ask yourself why an invigilator would choose to work at your centre? Do you offer anything different than another centre?
Are you paying a minimum wage? Do you pay per session or for a set amount of hours – not many people want to come out and travel for an hour! Do you pay differently for your Access Arrangement Facilitators? Do you provide different training for your Access Arrangement Facilitators? Do you have a lead invigilator and if so are they paid more? Are you training your invigilators on new technology such as Exams Assist? Are you providing scenario-based training? Are you including them within the centre community?
Make your centre stand out. You may already be offering these things if so, are they highlighted in your job adverts?
2 – Getting Exam Organised
How early are you putting out your adverts?
Advertising early is one of the simplest ways to build a strong invigilator pool. Many centres start looking too late, but by then the best candidates have already taken roles elsewhere. Start advertising in January or even better before the festive break, so you reach retirees, university students and part‑time workers planning their spring schedules. Early recruitment also gives you time for interviews, training and vetting, which then reduces the “panic hiring” that leads to poor retention and having to use agency staff, which can be very costly.
Are your adverts up to date and appealing? Do you use internal staff – this should not be a permanent plan unless you are a specialist provision. If you do use internal staff is this an effective use of their time? Within specialist provision it is common practice to use internal staff to invigilate – always remember the JCQ regulations on who can invigilate!
Have you seen a rise in Access Arrangements? Do you need to hire more staff than in previous years? Speak to the SENDco or ALS team early in the academic year about numbers.
3 – Planning Your Invigilation Rotas.
Do you ask your invigilators ahead of time what sort of hours and days would they like?
Can you offer guaranteed set hours? Can you combine short sessions into half-day or full-day sessions?
Make it worthwhile. Do not offer a one-hour invigilation session – it is not worth the travelling time.
Can you save your shorter stints for internal exams?
Are you part of a trust? Can staff do invigilation at your other centres as well?
Can you provide a small incentive for a full season of availability?
Can you link up seasoned invigilators with new staff, provide a mentoring and buddy system for new staff giving support and confidence?
Reduce last minute changes where possible and pay if you cancel!
When are you actually sharing the rotas with your invigilators? – Help them plan ahead
4 – Keep in Contact
Are you keeping in contact with them all year? This does not mean constant emails. Are you emailing them when you have mock/internal exams s? Are you letting them know you will be asking for their availability soon? Are you offering them any refresher training? Ask for feedback after the exams have finished. You do not need to send them gifts to show your appreciation. A simple email, or a thank you, is perfectly fine.
5 – Offer a Pathway for Progression?
Are they interested in training for another role within the school? Do they want classroom experience? Are you offering them additional training? Some people may not want this and that is absolutely fine, but it is a question you can ask or something you can offer and put in the advert.
6 – Other Things to Consider When You Want To Build and Retain a Robust Invigilation Team
Are you providing exit interviews to anyone who does leave?
Are you linking your invigilators to the best room for their ability and strengths?
Are your daily exam briefings clear?
Do invigilators have a named contact for any questions or problems?
Are you gathering end of season feedback and importantly acting on it?
Invigilators who feel supported and connected are the ones who return – making it easier to maintain a strong, experienced, and supportive team.
It is not a bad thing to stop and realise you need support with invigilation before your exam season starts. Are you looking for online training courses for your invigilators? We have standard and lead invigilation courses and also an Access Arrangement Facilitator Course. You can also buy a course if you are looking for work as an invigilation. If you want more details click HERE .
Are you in the Hull and East Riding area looking for work? Or are you a centre looking for trained invigilators and/or access arrangement facilitators? Found out more HERE
** Are you a member of our FREE ONLINE COMMUNUNITY FOR EXAM PROFESSIONALS. With circa 3,500 found out more Exams Office Support & Community for Exam Officers
Written by Sara, the business development manager at Exam Officers & Data Solutions Ltd. Connect with her on Linkedin