What a Volunteer Scribe Should Do Before, During and After an Exam

Acting as a volunteer scribe for exams is a meaningful way to support equitable access to education. The role requires focus, discretion, and a clear understanding of boundaries. Whether you are new to scribe opportunities or looking for a refresher, this timeline outlines what to expect before, during, and after the exam session.

Exam authorities, schools, universities, and testing bodies set their own accommodation rules. Always verify current requirements with the specific institution or exam board coordinating the support.

Before the Exam: Confirmation and Preparation

Preparation reduces stress for both you and the student scribe partnership relies on.

Confirm Logistics Early

• Verify the booking: Confirm the date, start time, expected duration, and exact location (building, room number, accessibility entrance).
• Check travel and parking: Plan your route. Allow extra time for parking, security checks, or navigating a large campus.
• Identify the contact person: Save the phone number or email for the exam coordinator or disability services officer in case of delays or emergencies.

Understand the Rules

• Read the guidelines: The exam authority will provide specific instructions for scribes. These cover permitted materials, formatting requirements, and communication protocols.
• Clarify the format: Ask whether answers are handwritten on paper, typed on a provided device, or entered into a specific software platform.
• Confirm ID requirements: Most venues require government-issued photo identification for volunteers. Bring it.

Prepare Yourself

• Rest well: Arrive alert. Exams can run several hours with limited breaks.
• Dress appropriately: Wear comfortable, quiet clothing. Avoid strong fragrances and noisy jewelry.
• Leave prohibited items behind: Phones, smartwatches, notes, and personal belongings usually must be stored outside the exam room or switched off and placed in a designated area.

On Exam Day: Arrival and Setup

Arrive Early

Plan to arrive at least 20–30 minutes before the scheduled start. This allows time for:

• Signing in at reception or the exam office.
• Collecting any badge or lanyard identifying you as a scribe for students.
• Meeting the invigilator and the student.

Meet the Student and Invigilator

• Introduce yourself calmly: Keep it brief and professional.
• Confirm the student’s preferences: Ask how they like to dictate (sentence by sentence, paragraph by paragraph) and how they want to handle punctuation or spelling queries.
• Review the paper together (if permitted): Some authorities allow the student and scribe to read the questions before the clock starts. Do not discuss answers or strategy.

Set Up the Workspace

• Ensure you have working pens, spare paper, or a charged laptop as directed.
• Position yourself so you can hear the student clearly without leaning in uncomfortably.
• Confirm the seating arrangement with the invigilator; they may have a specific layout for oversight.

During the Exam: Neutral Recording

Your sole function is to record exactly what the student dictates. You are not a tutor, editor, or prompter.

Writing Protocol

• Write verbatim: Record words exactly as spoken, including hesitations or corrections if the student directs you to keep them.
• Apply punctuation only as instructed: Some students dictate punctuation explicitly ("comma," "full stop"). Others prefer you to use standard conventions. Clarify this beforehand.
• Spell unfamiliar words phonetically or ask: If a technical term is unclear, ask the student to spell it. Do not guess.
• Maintain neutral formatting: Follow the exam’s layout rules (margins, question numbers, line spacing).

Communication Boundaries

• Do not interpret questions: If the student asks what a question means, refer them to the invigilator.
• Do not offer encouragement or correction: Avoid saying "Good," "Are you sure?" or "That’s wrong."
• Signal only for logistics: Raise your hand or use the agreed signal for bathroom breaks, equipment issues, or if the student needs the invigilator.

Manage Fatigue

• Stay hydrated: Sip water if permitted.
• Use micro-breaks: During natural pauses (student thinking, page turns), relax your hand and shoulders.
• Monitor the clock: Give the student time warnings only if they ask for them or if the invigilator announces them.

After the Exam: Review and Closure

Final Review with the Student

• Read back if requested: The student may ask you to read the script back. Read exactly what is written, without inflection that suggests judgment.
• Make corrections only on student instruction: If the student spots an error, they must dictate the change. You make the edit clearly (cross out, rewrite, or delete/type over).

Handover to Invigilator

• Ensure all pages are accounted for: Number them if required.
• Attach required coversheets: Fill in your details (name, signature, volunteer ID) where the exam paperwork asks for scribe verification.
• Hand everything to the invigilator: Do not give papers directly to the student to submit unless the invigilator directs otherwise.

Confidentiality Continues

• Do not discuss the exam content: Questions, answers, or the student’s performance remain confidential indefinitely.
• Do not share identifying details: The student’s name, disability, or specific accommodations are not for public conversation.

Close the Request

• Sign out: Return your badge, sign the volunteer log, or complete the digital check-out on the platform.
• Provide feedback if asked: Some coordinators appreciate a brief note on logistics (room temperature, noise, timing) to improve future sessions.
• Delete temporary files: If you used a personal device for any reason (unlikely but possible), ensure no exam data remains.

Practical Next Steps for Volunteers

1. Register with a reputable platform or institution: Look for organized scribe opportunities through university disability services, school districts, or recognized charities.
2. Complete required training: Many bodies mandate a short training module covering rules, ethics, and practice dictation exercises.
3. Get a background check: A current Working with Children Check, DBS, or equivalent is standard for school and university settings.
4. Build a small kit: Keep a dedicated folder with pens, a notebook for rough work (if allowed), your ID, and a copy of the general scribe guidelines.
5. Stay current: Rules change. Re-read the exam authority’s scribe handbook before every new exam season.

Supporting a student as a volunteer scribe for exams is a responsibility that directly impacts their academic record. By preparing thoroughly, following protocol precisely, and protecting confidentiality, you help ensure the result reflects the student’s own knowledge and effort.