Invigilation Services for the 2017 Patent Agent Qualifying Examinations

1.0 PURPOSE

 The department of Industry Canada requires invigilation services for the administration of the April 2017 patent agent qualifying examination. The services will be required from contract award to April 28, 2017, last day of examination.

 2.0 TITLE OF PROJECT

 Invigilation Services for the 2017 Patent Agent Qualifying Examinations

 3.0 BACKGROUND

 The Patent Agent Qualifying Examination is a certification exam designed to assess the candidate’s knowledge of the Patent Act, the Patent Rules, patent application drafting, case law and the Canadian Intellectual Property Office (CIPO) Practice required in order to practice independently as a patent agent. This year, the examinations will be held on April 25, 26, 27 and 28, 2017 (“scheduled exams”) in multiple locations across Canada.

4.0 PROJECT REQUIREMENTS/OBJECTIVES

The Contractor will provide professional invigilation services for the 2017 patent agent qualifying examination in the following twelve (12) cities: Victoria, Vancouver, Edmonton, Calgary, Saskatoon, Winnipeg, London, Toronto, Gatineau, Montréal, Québec City and Moncton. The Contractor will also be responsible for the shipping of the examination material back to CIPO from the twelve (12) cities following the last exam on April 28nd, 2017, as detailed in Shipping.

5.0 SCOPE OF WORK

The Contractor will provide the following services to the Canadian Intellectual Property Office:

Provide one invigilator for each city, as detailed in 5.6 Date and Venue Schedule.

 Before all the exams – instructions and reception of material prior to the exams.

1. Invigilators should refer to the Instructions to Invigilators document that will be provided to them in advance of the examination date for precise instructions for what is required by them. Invigilators must be available to participate in a telephonic discussion prior to the examination. The date(s) will be confirmed after contract award.
2. Receive and securely store box(es) of copies of exams (see Shipping), Patent Act, Patent Rules and Answer booklets until the day of exam.
3. Verify the contents of the box(es) containing the above materials against the packing list upon receipt. Notify the responsible at the Canadian Intellectual Property Office to confirm the reception of the material and to indicate if something is missing.

On each day of the scheduled exams (April 25 to April 28, 2017):

 Before each exam

d) Invigilators to arrive at each exam location no later than 8:00 am.

e) Ensure that accommodations are adequate (i.e. that there are enough tables and chairs for the candidates and the invigilator(s).

f) Ensure that a clock is visible to all candidates.

g) For e) and f) if the accommodations are inadequate or the clock is missing invigilators must rectify the situation with the facility management and notify the Canadian Intellectual Property Office immediately (contact in c))

1. h ) Greet candidates as they arrive.
   • Confirm candidate identification;
   • Check names off attendance sheet;

The candidates are permitted to bring their own unmarked hard copy of a French dictionary, English dictionary or French/English dictionary. The dictionary is inspected by flipping the pages.

• Distribute exams.
  1. Paper A is to be distributed on April 25th
  2. Paper B on April 26th
  3. Paper C on April 27th, and
  4. Paper D on April 28th.

i) 8:55 am – Read provided instructions to candidates (should take approximately five minutes to read)

j) 9:00 am – Instruct candidates to commence the exam.

** Candidates are allowed four (4) hours to write each paper. Therefore, please confirm for candidates the time when four (4) hours will elapse.

** Candidates may still write the examination if they arrive late, however they will not be read the instructions and they will not have additional time to write the exam (i.e. their exam ends at the same time as the other candidates exams: 1:00 pm).

During each exam

• Periodically circulate the room, monitor and address any invigilation–related issues (ex. cheating)
  • Confiscate any unauthorized material;
  • Report afterwards to ic.cipoagentexams-opicexamenagent.ic@canada.ca regarding instances of confiscated materials, any use of electronic devices or any other unusual events.
• 10:00 am – Announce the time, and the time remaining to write.
• 11:00 am – Announce the time, and the time remaining to write.
• 12:00 pm – Announce the time, and the time remaining to write.
• 12:45 pm – Announce the time, and the time remaining to write.
• 1:00 pm – Instruct candidates to put down their pens. Collect the candidate number of any candidates not following this rule, and report afterwards to ic.cipoagentexams-opicexamenagent.ic@canada.ca

After each exam

Collect the sealed envelope from each candidate containing the examination paper and answer book(s). It is the candidate’s responsibility to ensure that the examination paper and answer book(s) have been inserted into the sealed envelope and that the assigned candidate number has been indicated on each of these. Candidates may take their dictionary home, but the Patent Act and Rules must remain in the room, as they will be re-used by other candidates the next day. For the last examination, also refer to Shipping.

On the last day of the examinations, April 28th, 2017, following the final examination, the invigilators will make the arrangements to have the boxes shipped back to CIPO from their homes in the eleven (11) cities via courier services to Isabelle Picard’s attention. The copies of the Patent Act and Rules must not be sent back to CIPO; they are to be disposed of by the invigilators. Once they have been shipped, contact CIPO to confirm how many boxes CIPO should expect to receive from each of the eleven (11) cities. Shipping labels will be provided to the invigilators to cover the cost of the return shipping.

The exam material will be sent directly to the invigilators personal address, where it must be stored in a room that can be locked. The exam material is protected and must not to be shared with anyone.

When transporting the exam material, the invigilators will be responsible for ensuring that the material it not left unattended.

Since the exam materials should be treated as Protected B material, shipping of the exam material must be done via courier services.

Period of Work

The Contractor will, from contract award to April 28, 2017, perform and complete with care, skill, diligence and efficiency the work that is described in the clause entitled “Scope of Work”.