Exam Scribe Request Checklist: Date, Venue, Subject and Approval

Preparing a clear scribe request helps everyone involved—students, families, educators, and volunteer scribes—move forward with confidence. Exam authorities, schools, universities, and testing bodies each set their own accommodation rules, so the details you provide must match their specific requirements. This checklist covers the core information most institutions ask for when you submit an application for scribe in exam settings.

Why a Complete Request Matters

A well-structured request reduces back-and-forth emails and gives potential volunteers the context they need to decide if they can help. It also protects your privacy by keeping sensitive medical or personal details out of the initial posting. Always verify current requirements with your exam authority before you submit anything.

The Core Checklist

Use this list every time you prepare a new request. Copy it into a document, fill in the brackets, and attach any required approval letters.

1. Exam Date and Time

• Date: [Day, Month, Year]
• Start time: [Include time zone]
• Expected duration: [e.g., 3 hours + 25% extra time]
• Check-in window: [When you must arrive at the venue]

2. Venue Details

• Building name and room number: [e.g., Main Hall, Room 204]
• Full address: [Street, City, Postcode]
• Access notes: [Step-free entry, elevator location, accessible restroom nearby]
• Contact person on site: [Name and phone number for the invigilator or disability office]

3. Subject and Paper Details

• Subject name: [e.g., Biology Paper 2]
• Exam code: [If applicable]
• Format: [Handwritten, typed on provided laptop, or typed on own device]
• Special materials: [Formula sheet, graph paper, calculator model allowed]

4. Approval Evidence

• Approval letter reference: [Case ID or letter date]
• Issuing body: [University disability service, school SENCO, exam board]
• Accommodations granted: [Scribe, reader, extra time, rest breaks, separate room]
• Expiry date of approval: [If the letter is only valid for one session]

5. Scribe Role Clarity

• Tasks required: [Write exactly what I dictate; read questions aloud; fill in multiple-choice grids]
• Tasks not required: [Explain concepts, prompt answers, manage time]
• Preferred working style: [Sit to my left, use blue pen, type directly into template]

6. Volunteer Logistics

• Number of scribes needed: [One primary, one backup]
• Briefing time: [e.g., 30 minutes before exam start]
• ID check required: [Photo ID, DBS/Working with Children check, university badge]
• Travel or parking notes: [Permit code, nearest drop-off point]

7. Student Contact (Keep Minimal)

• First name only: [e.g., Alex]
• Preferred contact method: [Platform message / email alias / phone on the day]
• Emergency contact: [Name and number for a parent or support worker]

Information to Leave Out of the Public Request

• Full legal name or student ID number
• Diagnosis, medical history, or disability category
• Home address or personal phone number
• Medication details or therapy notes

Share sensitive documents directly with the exam office or disability advisor, not in a volunteer-facing post.

Next Steps

1. Confirm the deadline your exam authority sets for submitting scribe arrangements.
2. Gather the approval letter and any venue accessibility maps.
3. Fill in the checklist above for each paper you are sitting.
4. Post the request on Scribe4Me or your institution’s portal using only the non-sensitive fields.
5. Arrange a short briefing with any matched volunteer before exam day to review the "Scribe Role Clarity" section.
6. Verify everything with the exams officer 48 hours before the test.

A complete, accurate request respects everyone’s time and increases the chance of a smooth exam writing support experience. If anything changes—venue, time, or approved accommodations—update the request immediately and notify your volunteer.