A 7-Day Checklist for Students Using a Scribe

The final week before an exam can feel intense, especially when you are coordinating with an exam scribe. A structured plan helps reduce last-minute pressure and gives everyone involved—students, families, educators, and volunteers—a clear path forward. This one week scribe checklist breaks the preparation into daily actions.

Important: Exam authorities, schools, universities, and testing bodies set their own accommodation rules. This checklist is a general guide. Always verify current requirements, deadlines, and paperwork with your specific institution or awarding body.

Day 7: Confirm Approvals and Paperwork

Start by making sure the official side of your arrangement is solid.

• Verify approval: Confirm your accommodation letter or approval email is current and matches the upcoming exam session.
• Check scribe eligibility rules: Some authorities require the scribe to be a neutral party (not a relative, tutor, or close friend). Confirm the specific criteria for your exam.
• Gather ID and forms: Collect any required identification for yourself and the scribe, plus declaration forms the testing center may need on the day.
• Save digital copies: Store PDFs in a clearly labeled folder on your phone and computer. Email a set to a trusted backup contact.

Day 6: Establish Communication with Your Scribe

If you are working with a volunteer or arranged scribe, open a clear line of communication now.

• Share the exam timetable: Send the date, start time, duration, venue address, and room number (if known).
• Agree on a pre-exam meeting: Schedule a brief video call or in-person meet-up for Day 3 or 4 to practice.
• Discuss logistics: Confirm how you will travel, where you will meet, and what happens if one of you is delayed.
• Clarify the role: Remind each other that a scribe records exactly what you dictate. They do not answer questions, prompt answers, or interpret questions.

Day 5: Request and Confirm Venue Details

The physical environment affects how well you and the scribe work together.

• Ask for the room layout: Will you sit side-by-side? Is there a separate table for the scribe? Is there a power outlet if you use a laptop?
• Check assistive technology compatibility: If you use speech-to-text software, a specific keyboard, or ergonomic equipment, confirm it works in that room or is permitted.
• Confirm rest-break policy: Know the procedure for supervised breaks and whether the scribe stays in the room or leaves with you.
• Note the invigilator contact: Get the name or contact point for the lead invigilator or disability coordinator on site.

Day 4: Practice Dictation Session

A focused practice run is the single most effective way to build rhythm.

• Use a past paper or sample questions: Set a timer for a realistic block (e.g., 45–60 minutes).
• Practice key commands: "New paragraph," "strike that," "spell [word]," "bold this heading," "read back the last sentence."
• Test formatting: Practice dictating math notation, chemical formulas, code snippets, or diagram labels if relevant to your subject.
• Debrief for 10 minutes: What felt smooth? Where did you hesitate? Adjust your shared vocabulary list.

Day 3: Build Your Shared "Cheat Sheet"

Create a one-page reference for exam day. Keep it simple.

• Subject-specific spellings: Technical terms, author names, formulae variables.
• Formatting conventions: How you want headings, bullet points, numbered lists, and indentation handled.
• Correction protocol: The exact phrase you will use to delete, replace, or move text.
• Pacing signals: A subtle cue (e.g., a tap on the table) if you need the scribe to slow down or pause writing.
• Print two copies: One for you, one for the scribe. Leave a third with your backup contact.

Day 2: Pack and Prepare Physically

Reduce cognitive load on the morning of the exam by packing tonight.

• Your bag: Approved ID, water bottle (label removed if required), medication, snacks for breaks, earplugs (if permitted), comfort items.
• Scribe kit: Spare pens (black/blue per exam rules), highlighter for their own reference, the cheat sheet, a simple watch (if phones are banned).
• Tech check: Charge laptop/tablet fully. Pack charger and any approved adapters. Turn off auto-updates.
• Travel plan: Confirm transport times, parking, or walking route. Add a 30-minute buffer.

Day 1: Exam Day Routine

Stick to a calm, repeatable sequence.

• Morning: Light meal, hydration, medication routine. Avoid cramming new material.
• Travel: Aim to arrive at the venue 30–45 minutes before the official start time.
• Check-in: Present ID and paperwork to the invigilator. Introduce the scribe. Confirm seating and equipment.
• Final sync: Spend 2–3 minutes with the scribe reviewing the cheat sheet and correction protocol.
• Breathing reset: Two minutes of slow breathing before the paper starts helps regulate nerves.

Contingency Planning (Do This Anytime This Week)

Life happens. Have a Plan B for common disruptions.

• Scribe illness/no-show: Ask your disability office now what the backup procedure is. Do they have a pool of approved scribes? Is a deadline extension possible?
• Tech failure: If using a laptop, know the process for switching to handwritten papers mid-exam.
• Venue change: Save the disability coordinator’s phone number in your favorites for quick contact.
• Health flare-up: Know the process for applying for mitigating circumstances or a deferred sitting before you need it.

Practical Next Steps

1. Download or print this checklist and tick items off daily.
2. Contact your disability/exams office today to confirm any outstanding approvals or venue details.
3. Reach out to your scribe to schedule the Day 4 practice session.
4. Create the shared cheat sheet (Day 3 task) collaboratively during that practice.
5. Pack your bag the night before the exam (Day 2 task).

Consistent, small actions across seven days build a smoother experience than a single frantic afternoon. Good luck with your preparation.