NATIONAL POLICY ON THE CONDUCT
OF THE SENIOR CERTIFICATE
EXAMINATIONS

June 1999

CONTENTS

Preface

1. Introduction
2. Examination Board
3. Examination Rules

3.1 Admission

3.1.1 Full-Time Candidates
3.1.2 Part-Time Candidates

3.2 Entries

3.2.1Full-Time Entries
3.2.2 Part-Time Entries
3.2.3 Accurate Capture of Registration Details
3.2.4 Change of Grades
3.2.5 Cancellation of Entries of Full-Time Candidates
3.2.6 Transfer of Candidates from one Province to the other
3.2.7 Unregistered Candidates who present themselves for an Examination
3.2.8 Learners from Public Schools who want to write the Examinations of the Independent Examinations Board (IEB)

3.3 Fees

3.3.1 Entrance Fees
3.3.2 Re-mark Fees
3.3.3 Viewing of Scripts
3.3.4 Supplementary Examination

3.4 Examination Manual
3.5 Language Medium
3.6 Orals, Practical Work, Assignments and Year Marks
3.7 Pass Requirements
3.8 Absentees
3.9 Supplementary Examinations

3.9.1 Rules governing entry to the Supplementary Examination

4. Preparation for the Examinations

4.1 Management Plan relating to Examinations
4.2 Advance Planning of the Examinations
4.3 Examination Timetables
4.4 Setting of Examination Papers

4.4.1 Individual Examiners/Panel of Examiners
4.4.2 Criteria for the Appointment of Educators for Examination-related Work
4.4.3 Remuneration for Examination-related Work
4.4.4 Responsibilities of Examiners and Internal Moderator
4.4.5 Moderation of Question Papers
4.4.6 External Moderation

4.5 Typing, Editing, Printing, Storage and Distribution of Question Papers

4.5.1 Typing, Editing and Printing of Question Papers
4.5.2 Storage of Question Papers
4.5.3 Distribution Mechanism

5. Conducting the Examinations

5.1 Examination Centres

5.1.1 Establishment and Registration of Examination Centres

5.1.1.1 Centres for Full-Time Candidates
5.1.1.2 Centres for Part-Time/Private Candidates

5.2 Appointment and Duties of Chief Invigilators and Invigilators
5.3 Return of Scripts
5.4 Examination Monitoring Team

5.4.1 Functions of the Monitoring Team
5.4.2 Composition of the Monitoring Team

6. The Marking Process

6.1 Appointment of Markers
6.2 Marking Centres

6.2.1 Decentralised/Centralised Marking
6.2.2 Marking Venues 6.2.3 Control Section at Marking Centre
6.2.4 Marking Procedure

7. Processing of Marks

7.1 Computer Systems
7.2 Data Capture
7.3 Mark Adjustments
7.4 Release of Results

8. Re-Marking and Re-Checking of Scripts
9. Dealing with Irregularities
10. Viewing of Scripts
11. Security and Confidentiality
12. Use of Outside Agents/Institutions in the Examination Process
13. Accessibility of Examination Information
14. Document and Document Control of the System
15. Historical Records and Data Retention
16. Minimum Requirements for a Computer System

Annexure A: Examination Board
Annexure B: Individual/Panel of Examiners
Annexure C: Typing, Editing and Printing of Question Papers
Annexure D: Appointment and Duties of Chief Invigilators and Invigilators
Annexure E: Return of Scripts
Annexure F: Marking Procedure
Annexure G: Dealing with Irregularities
Annexure H: Minimum Requirements for a Computer System

Glossary

PREFACE

The Senior Certificate Examination in its present form serves a critical role in the current education system. It is the culmination of twelve years of educational endeavour and serves as the entrance into Higher Education by accrediting school leavers with a certificate of achievement. In view of this it has become the critical concern, not only of education planners, learners and educators, but also of parents, employers and all institutions in the higher education band. The new curriculum, which was phased in at Grade 1 in 1998, will result in major changes to the present assessment practice and particularly to the role and structure of examinations. However, the Senior Certificate Examination in its present form will have to be maintained for the next five years at least, during which period the new approach to assessment will be phased in up to Grade 12.

In terms of the Constitution of South Africa, the Minister of Education is responsible for norms and standards in education, and the provincial authorities are responsible for the actual provision of education. The provincial authorities are responsible for matters relating to the running of institutions in the General and Further Education bands and conducting examinations is therefore a provincial responsibility. The national Department of Education is not directly involved in the administration of examinations, it does, however, have a monitoring function to ensure that national standards are maintained.

Provincial education departments have inherited a disparate array of physical and human resources from the ex-Departments of Education and this impacts on the examination processes executed by the provincial examining bodies and this could have consequences on the maintenance of national standards. It is not only the standard of question papers set by the provincial education departments that must be closely monitored, but the implementation of the examination process as well, to ensure that national standards are maintained. In view of the variations that exist in the provinces in terms of practice, structures and resources, it has become necessary for a national policy to be formulated to ensure that provincial examining bodies subscribe to certain minimum national standards.

It is envisaged that this National Policy on Examinations will serve a supportive rather than a prescriptive role. It will assist examining bodies in administering an examination that is credible and efficiently managed. All personnel involved in examinations should readily consult the National Policy for guidance and direction.

The National Policy on the conduct of the Senior Certificate examinations was developed in consultation with all the provincial examining bodies. This policy sets minimum standards and is flexible enough to cater for all the provincial examining bodies. The National Education Policy Act, Act No. 27 of 1996, empowers the Minister of Education to determine national education policy in accordance with the provisions of the constitution and also creates a mechanism to enforce the standards contained in this and other national policy documents.

The National Education Policy Act (Act 27 of 1996) states that the "Minister shall direct that the standards of education provision, delivery and performance throughout the Republic be monitored and evaluated by the Department annually or at other specified intervals, with the object of assessing progress in complying with the provisions of the Constitution and with national education policy...". If the national Department of Education has to accomplish this function of monitoring with regard to examinations, there has to be a clear policy against which the process of monitoring can be executed. The monitoring of examinations, however, must be carried out in conjunction with the South African Certification Council whose responsibility, in terms of the South African Certification Council Act (Act No. 85 of 1986), is to "ensure that the certificates issued by the council at a point of withdrawal represent the same standard of education and examination".

This National Policy focuses particularly on the maintenance and administration of the Senior Certificate examination in public schools in its existing form and therefore may not conform in totality to the principles of an outcomes-based education. The issues relating to quality management are the responsibility of the South African Qualifications Authority (SAQA) and the Department of Education. As the implementation of quality management in terms of the SAQA Act and the School's Act is still in a transitional stage, this policy does not necessarily reflect an outcomes-based approach but addresses the realities of the current system and is aimed at achieving an outcomes-based education system.

It should also be noted that this policy applies specifically to the provincial examining bodies and the intention of this policy is to assist the provincial examining bodies to conduct their examinations in a co-ordinated fashion.

National Policy on Examinations is also contained in:

1. A Resume of Instructional Programmes in Public Schools, Report 550(97/06);
2. Formal Technical College Instructional Programmes in the RSA, Report 191 (97/07);
3. Regulations under the SAFCERT Act; and
4. Regulations under the Universities Act.

All examining bodies must comply with the prescriptions as set out in these policy documents.

1. INTRODUCTION

The National Policy on Examinations provides rules and conditions relating to the conduct and administration of the Senior Certificate examinations. This will serve to govern the rights and privileges of all persons involved with the examination process. These include all the officials who are involved in the administration of the examination, the candidates, parents and institutions that require examination results.

Since the conducting of examinations in public schools is a provincial competency, and with the focus of the policy being the administration of examinations, it will seek to be prescriptive on matters that are essential to the conducting of a successful examination. However, on a wide range of issues this document will serve as a guideline to assist provincial examining bodies in drafting their detailed plan of action.

2. EXAMINATION BOARD

Each province must create or acknowledge an examination board to advise the Head of Department and Member of the Executive Council (MEC) on all matters relating to the Senior Certificate examinations in public schools as well as other examinations under the jurisdiction of the provincial education departments.

Annexure A is a guideline to the provinces regarding the establishment, composition and function of such a board.

3. EXAMINATION RULES

3.1 ADMISSION

3.1.1 Full-time Candidates

A full-time candidate who enters for the examination must comply with the following requirements:

1. Enrolment for tuition as a full-time reamer at a public/independent school or any other registered institution, offering a Senior Certificate course of study;
2. enrolment for a Senior Certificate course of study which will be completed before sitting for the examination; and
3. enrolment for six or more Senior Certificate examination subjects.

A candidate may be enrolled at an institution as a full-time reamer but may offer fewer than six subjects (e.g. Finishing Schools). Such a reamer, by virtue of his/her full-time attendance, shall fulfil all requirements of a full-time candidate in the subjects he/she is entering, even though he/she is a part-time candidate.

Full-time candidates are required to enter for at least six subjects at one and the same examination sitting for matriculation endorsement purposes. An examination sitting refers to the October/November examination sitting only, but in exceptional cases candidates who are medically unfit or absent for other valid reasons, may have the supplementary examination regarded as part of the same sitting.

The entry of a candidate who does not attend school after registering for the examination may be cancelled unless the examining body is satisfied that the reasons for the candidate not attending school are of such a nature that the candidate may still be allowed to write the examination. In such a case, alternative arrangements should be made for the candidate to write.

3.1.2 Part-time Candidates

1. A part-time candidate is a reamer who does not attend a public or independent school registered with the Department of Education.
2. A part-time candidate who registers for a Senior Certificate may enter for one or more subjects at each examination sitting.

Part-time candidates are required to pass in at least two Higher Grade subjects

selected from at least two groups at one sitting, and satisfy the other requirements for endorsement at two sittings, in order to obtain a matriculation endorsement.

This implies that a candidate can pass one, two or more subjects at one sitting, provided all other endorsement requirements are satisfied in the second sitting.

An unsuccessful full-time candidate who passed at 40% or better in a minimum of three recognised subjects at a sitting is deemed to have sat as a part-time candidate and may therefore retain credit for one or more of the subjects he or she passed at 40% or better.

3.2 ENTRIES

To write the Senior Certificate examination, a candidate must register with an examining body in the province he/she resides in, before the prescribed date.

3.2.1 Full-time Entries

The Head of the Institution is responsible for the submission of entries of candidates by a date to be determined by the examining body.

3.2.2 Part-time Entries

Entry forms for part-time candidates must be made available by the examining body. A closing date for the submission of these entries must be clearly announced.

3.2.3 Accurate Capture of Registration Details

The accurate capture of the registration details of the candidate is fundamental to the processing of the candidate's final results and therefore examining bodies must ensure that candidates' information is accurately captured. The information furnished on the entry forms must be processed and sent to examination centres for checking prior to the examination date. Final amendments, including changes to candidates' grades, should be made at this stage. The format of the entry form and the detailed procedure to be followed in the registration of candidates should be determined by each province.

3.2.4 Change of Grades

No candidate is permitted to change the grade on which he/she will offer subject/s after the due date for submission of final entries. Should a candidate change grade/e after the final submission date, (i.e. at the examination centre) such a change will constitute an irregularity and will therefore be dealt with as an irregularity.

Examining bodies should seek to ensure that candidates are placed on the appropriate grades. Candidates should be provided with appropriate advice and guidance with regard to grade choices at school and this should commence in the Grade 10 year.

The candidate and his/her parents/guardian will have the final right to decide the grade on which the candidate writes the examination in a particular subject.

3.2.5 Cancellation of Entries of Full-time Candidates

The Head of the Institution may recommend to the Provincial Head of Department the cancellation of an entry of a candidate after the entry has been accepted, if the candidate is irregular in attendance and/or has committed a serious misdemeanour.

3.2.6 Transfer of Candidates from one Province to the other

Transfer of candidates from one province to the other may be mutually agreed upon by the examining bodies concerned.

3.2.7 Unregistered Candidates who present themselves for an Examination

In respect of unregistered candidates who present themselves for an examination the following will apply:

1. Learners should be informed well in advance that unregistered candidates will not be permitted to write the examination.
2. In cases where the non-registration of the candidate can be attributed to an error or omission by the Head of the Institution or any other official, the candidate should be allowed to write the examination and thereafter it should be handled as an irregularity.
3. In cases where the refusal of permission to an unregistered candidate to write an examination may lead to a possible disruption of the examination at the centre, the candidate should be allowed to write the examination, but thereafter it should be treated as an irregularity.

3.2.8 Learners from Public Schools who want to write the Examinations of the Independent Examinations Board (IEB)

All reamers attending public schools should be obliged to write the Senior Certificate examinations of the provincial education departments, except in cases where the subject studied by the learner is not examined by the provincial education department and/or in cases where the provincial education departments in collaboration with other examining bodies are involved in development work that will be beneficial in the long term to the development of public examinations. In such cases the learner/institution would be obliged to obtain written permission from the Head of the Department.

3.3 FEES

3.3.1 Entrance Fees

The Minister of Education, after consultation with the Members of the Executive Councils (MECs) of the provinces, may levy an examination fee which should be subjected to review.

3.3.2 Re-mark Fees

The Minister of Education, after consultation with the MECs, may also levy a fee for the re-marking of scripts. If the re-marking process results in an improvement of the symbol obtained by the candidate, the fee must be refunded to the candidate.

3.3.3 Viewing of Scripts

A fee must be levied for the viewing of scripts. Such a fee shall be determined by the Minister of Education after consultation with the MECs of the provinces.

3.3.4 Supplementary Examination

A fee must be levied for the supplementary examination and such a fee shall be the same as for the October/November examination. In a case where a candidate is absent from the October/November examination owing to medical or other special reasons, the examination fee paid for the October/November examination will be carried over to the supplementary examination.

3.4 EXAMINATION MANUAL

Examining bodies must draft an examination manual, which must be approved by the Head of Department in the province. The manual must address, amongst others, the following issues:

• Subjects that will be examined
• The number of examination papers per subject
• The format of examination papers
• The duration of examination papers
• Mark allocation

3.5 LANGUAGE MEDIUM

1. Examination question papers must be set in the language of instruction. Unless otherwise directed in the question paper, candidates must answer all questions in the language of instruction applicable to the candidate.
2. Questions in other languages must be answered in the language specified by the examining body.

3.6 ORALS, PRACTICAL WORK, ASSIGNMENTS AND YEAR MARKS

1. Oral work, practical work and assignments, if prescribed by the syllabus, must be assessed and hence form part of the examination.
2. The composition of the oral or practical mark and the method of assessment must be clearly outlined to learning centres by the provincial education departments. It is the responsibility of the examining bodies to ensure that all educators comply with the method of assessment of oral/practical work.
3. If the examining body desires to include a year mark component in the final mark, such a body must provide SAFCERT with details regarding the composition of the year mark, the weighting of the year mark with regard to the other components and the processes to be applied to ensure that the appropriate standards of the examination will be maintained, along with evidence that these processes will function satisfactorily. The endorsement of SAFCERT must be obtained before the examining body decides to embark on the inclusion of a year mark component in the final mark.
4. The oral/practical and the year mark must be subjected to a moderation mechanism put in place by the examining body and the SAFCERT standardisation process. Clear and detailed guidelines must be agreed upon by the moderators before they undertake the moderation process so as to ensure that uniformity of standards is maintained.
5. The year mark component must not exceed 50% of the total mark. The practical/oral mark may be in excess of 50% of the total mark.

3.7 PASS REQUIREMENTS

The details relating to the pass requirements in the Senior Certificate examination is contained in A Résumé of Instructional Programmes in Public Schools, Report 550 (97/06).

3.8 ABSENTEES

1. All medical certificates are to be countersigned by the Head of the Institution concerned before submission to the examining body. Where the authenticity of a candidate's claim is in doubt, the Head of the Institution is to advise the Head of Department in writing, and then investigate the matter further.
2. If a candidate is unable to write (or complete) the examination for reasons other than illness or injury, a written report in which the circumstances are set out, must be submitted by the Head of the Institution.
3. Candidates who absent themselves from an examination for no valid reason, must not be permitted to enter the supplementary examination.

3.9 SUPPLEMENTARY EXAMINATIONS

3.9.1 Rules governing entry to the Supplementary Examination

The following candidates will be allowed to write the supplementary examination:

Full-time Candidates

1. Only candidates who entered for the October/November examination of the previous year, qualify for the supplementary examination, including:

1. a candidate who becomes ill during the October/November examination, on condition that he/she produces a medical certificate;
2. a candidate who has failed the examination but requires one subject to obtain a pass. Such a candidate will only be allowed to register for a maximum of two subjects;
3. a candidate who obtains a conditional endorsement, i.e. one requirement short of a Senior Certificate with endorsement. Such a candidate will be allowed to register for a maximum of two subjects; and
4. a candidate who provides documentary evidence that he/she qualifies for admission to university or any other higher education institution but does not satisfy the higher education faculty/department/subject requirements. Such a candidate will be allowed to register for a maximum of two subjects.

2. In the case of a death in the family or other special reasons for absence, admission to the supplementary examination is at the discretion of the Head of Department.
3. In the case where an irregularity is being investigated, provisional entry may be granted to the candidate concerned, pending the outcome of the investigation.
4. In cases where the reason for admission to the supplementary examination needs to be supported by documentary evidence, it is imperative that the Head of the Institution be requested to recommend or not recommend the admission of the candidate concerned.

Part-time Candidates

Only a candidate who was ill during the October/November examination will be allowed to register for the supplementary examination, on condition that he/she submits a medical certificate.

4. PREPARATION FOR THE EXAMINATIONS

4.1 MANAGEMENT PLAN RELATING TO EXAMINATION

Examining bodies must have a clear and detailed management plan which may include, amongst others, the following:

• Objectives or targets to be achieved
• Possible steps and processes that will lead to the achievement of the targets
• Persons responsible/accountable
• Time plan
• Monitoring of the plan

A management plan should be drawn up in conjunction with the key persons involved in the examination process, so that they develop a sense of ownership of the plan. This plan aims to instil a greater degree of accountability in the persons involved. It is this sense of accountability which is a vital ingredient for the organisation and implementation of a successful examination.

4.2 ADVANCE PLANNING OF THE EXAMINATIONS

Preparation for the examinations carried out by the provincial education departments should, as far as possible, commence at least fifteen months prior to the commencement of examinations.

The purpose of planning ahead is to eliminate undue pressure on the staff, to ensure that deadlines are adhered to and to allow for contingency plans, if necessary.

4.3 EXAMINATION TIMETABLES

Officials responsible for the co-ordination and the drawing up of timetables must try to ensure that no clashes occur on the timetable.

4.4 SETTING OF EXAMINATION PAPERS

Question papers that are set by the examining body must cover the syllabi adequately and must be of a standard acceptable to SAFCERT.

4.4.1 Individual Examiners/Panel of Examiners

Examining bodies may make use of individual examiners or a panel of examiners for the setting of question papers. The instructions and procedures which individual examiners or a panel of examiners must adhere to, must be determined by the examining body.

Annexure B is a guideline to provincial education departments on the use of Individual Examiners or a Panel of Examiners.

4.4.2 Criteria for the Appointment of Educators for Examination-related Work

The criteria for the appointment of educators for examination-related work are contained in the Personnel Administration Measures (PAM), determined by the Minister of Education in terms of the Employment of Educators Act, 1998, and the regulations made in terms of the Act. This is as follows:

"4.1 In selecting and appointing persons to the various examination-related positions, cognisance must be taken of the general need to build capacity among serving educators in order to attain equity in respect of race and gender, also taking into account the special needs of educators in rural areas. This should be pursued by reserving a certain minimum number of appointments for this purpose. The number of appointments that needs to be reserved for this purpose should correspond with the department's identified needs in this regard.

4.2 In addition to the general criterion referred to in paragraph 4.1, the following criteria should apply with regard to the selection and appointment of examiners (for the setting and moderation of question papers and accompanying memoranda) and internal moderators:

1. Advertisements for the posts of examiners and internal moderators should be included in a departmental circular or provincial gazette as well as in the national and/or local press.
2. A selection panel shall be appointed by the education department. Teacher unions, that are members of the Education Labour Relations Council, shall be allowed observer status on such a panel.
3. The following criteria will apply in respect of the selection and appointment of candidates:

The appointee must:

1. have at least a recognised three-year post metric qualification which must include the subject concerned at second or third year level;
2. have extensive experience as an educator in the particular subject or in a related area and at least two years' teaching experience within the last five years at the appropriate level; and
3. experience as a marker.
4. In addition to the above criteria, preference should be given to serving school and college-based educators.

4.3 In respect of an examination paper where no suitable candidate can be recruited with the set minimum qualifications or experience, the Head of Education concerned may approve the appointment of a suitable candidate with other appropriate post school qualifications or with less than the required experience, after consultation in this regard with the relevant teacher unions. The final decision with regard to the appointment of examiners and internal moderators rests with the Head of Department."

(Personnel Administration Measures (PAM), pp. 104 ~ 105)

An examiner and an internal moderator should be appointed for a minimum period of two years and a maximum period of four years with a mechanism in place to terminate the appointment of an examiner if he/she is unable to comply with the necessary requirements and standards.

4.4.3 Remuneration for Examination-related Work

The remuneration for the performance of examination-related duties and the compensation for travel and subsistence costs is contained in the Personnel Administration Measures (PAM) determined by the Minister of Education in teems of the Employment of Educators Act, 1998, and the Regulations made in teems of the Act.

4.4.4 Responsibilities of Examiners and Internal Moderators

Examining bodies must ensure that:

1. examiners in the respective subjects set the examination question papers and prepare the memoranda for the question paper concerned, for the final and the supplementary examinations as well as an additional question paper, if so required;
2. the October/November examination question paper and the supplementary examination question paper are set at the same time so as to ensure that the standard of both these papers is the same;
3. question papers conform to the syllabus and any other directives relating to the syllabus for the subject;
4. the internal moderator is satisfied that the question paper conforms to the requirements of the syllabus and that it is of the required standard;
5. and all examiners and internal moderators comply with all instructions issued to them by the examining body.

The examining body must provide examiners and internal moderators with a clear guideline relating to the setting of the question paper. This guideline may, amongst others, include the following:

• The duration of the question paper
• The maximum marks
• The number of question papers
• The format of the question paper

4.4.5 Moderation of Question Papers

1. The internal moderator should not be involved in the setting of the question paper, since he/she is required to provide an objective and critical review of the question paper in terms of its coverage of the syllabus and the overall standard.
2. It is the responsibility of the examining body to ensure that all question papers are approved by the internal and external SAFCERT moderators. The examining body must ensure that all changes recommended by the internal and the external moderator/s are made to the question paper. In the case of a disagreement between the examiner and the moderator the following procedure should be followed:

• If the disagreement is between the internal moderator and the examiner, the examining body should attempt to mediate a consensus position between the examiner and the internal moderator. If consensus cannot be reached, the decision of the examining body is final.
• If the disagreement is between the examiner/internal moderator and the external moderator, the Executive Officer of SAFCERT should mediate a consensus position between the examiner/internal moderator and the external moderator. If consensus cannot be reached, the decision of the Executive Officer of SAFCERT, in this case, is final.

4.4.6 External Moderation

Examining bodies must comply with SAFCERT's requirements regarding the external moderation of question papers.

Question papers should be submitted to the external moderator timeously so as to allow for thorough moderation of the question paper. It must also be home in mind that the external moderator needs to moderate question papers from other examining bodies and therefore the return of question papers in the shortest period cannot always be guaranteed.

4.5 TYPING, EDITING, PRINTING, STORAGE AND DISTRIBUTION OF QUESTION PAPERS

4.5.1 Typing, Editing and Printing of Question Papers

Examining bodies must have clear structures and procedures relating to the typing, editing and printing of question papers.

Annexure C provides a guideline to examining bodies on this matter.

4.5.2 Storage of Question Papers

The safekeeping of question papers prior to them being written is a key function of any examining body that seeks to administer a credible examination. Examining bodies must have a clear policy and management framework for the safekeeping of question papers.

4.5.3 Distribution Mechanism

1. Each province should select the distribution mechanism best suited to the conditions prevailing in the province.
2. Irrespective of the mechanism adopted by the province the following principles must be adhered to at all times:

1. The distribution chain should be as short as possible
2. The number of persons involved in the distribution process should be restricted to the minimum
3. The transfer of the examination question papers from one responsible officer to the other should be carefully checked and controlled on receipt
4. Any discrepancies that are detected during the transfer process should be reported to the provincial head office, immediately
5. All persons involved in the distribution process should complete a Contract of Confidentiality

5. CONDUCTING THE EXAMINATIONS

5.1 EXAMINATION CENTRES

5.1.1 Establishment and Registration of Examination Centres

Examining bodies must establish and register examination centres, in accordance with the following guidelines:

5.1.1.1 Centres for Full-time Candidates

1. All institutions registered with the provincial education department, and conducting Senior Certificate examinations for the first time, should register with the provincial department of education on or before a given date determined by the Head of Department.
2. Application for registration of an examination centre may be made on a prescribed form which should be available from the regional offices/district offices of the provincial education department.
3. Examining bodies must develop criteria for the registration of Examination Centres, which may include the following:

• Registration of centre as an educational institution
• Suitable venue to accommodate candidates, i.e. sufficient space and appropriate furniture to seat candidates
• Security of venue
• Clearance in terms of the local health and fire services by-laws
• Provision of proper lighting
• Availability of water and toilet facilities
• Suitably qualified teaching staff or members of the community who can be trained as invigilators
• Availability of a strong room for the safekeeping of examination material
• Provision of guarantees to cover the charges relating to electricity, water, rates, taxes and the rental of the premises for the duration of the examination, in the case of private centres

4. Examination centres must be visited by an official from the district office, regional office or head office, to verify that the necessary facilities required for conducting the examination, are available at the centre.
5. After the application has been processed by the examinations directorate of a provincial education department, and provided the examination centre complies with all the prescribed requirements, a centre number should be allocated to the institution and the Head of the Institution should be informed accordingly.

5.1.1.2 Centres for Part-time/Private Candidates

1. The provincial education department has no obligation to provide examination centres for private candidates registered with a private institution. However, private institutions may negotiate with the provincial departments to accommodate their learners, where possible.
2. Institutions registered with the provincial education department to provide tuition to part-time candidates must also apply to be registered as examination centres. These include, amongst others, adult education centres, community colleges, prisons and factories.

N.B.: Where the head of a full-time centre wishes to enrol part-time candidates, he is also required to register the centre as a part-time examination centre.

3. The head of a centre for private candidates must register with the provincial education department on or before the closing date which will be announced by the Head of Department. Centres for private candidates should register on an annual basis.
4. Should the centre/institution/venue be approved as an examination centre, a centre number should be issued and the head of the centre/venue/institution informed accordingly.
5. The total number of candidates at a part-time centre may not exceed 500 candidates for any one session.
6. Satellite centres or subsidiary centres of the registered centre may not be allowed. Every centre should be registered under its own name with the provincial education department. Prisons where examinations are administered may register as examination centres and prison officials should be trained as invigilators.

5.2 APPOINTMENT AND DUTIES OF CHIEF INVIGILATORS AND INVIGILATORS

Annexure D provides information which may be considered when developing this guideline.

The examining body must formulate guidelines with regard to the appointment and duties of chief invigilators and invigilators.

In respect of admission of candidates to the examination room, invigilators must ensure that every candidate produces his/her admission letter as well as proof of identity, preferably his/her official identity document, driver's licence or passport on admission to the examination room. However, a full-time learner at a school needs to produce only his/her admission permit since it is assumed that the learner is known to the invigilators. Invigilators must enforce this admission requirement rigorously.

If a candidate fails to produce the required documentation, an irregularity will be declared and the candidate will be allowed to present the required documentation to the invigilator after the examination, failing which the normal procedure pertaining to irregularities must be followed.

5.3 RETURN OF SCRIPTS

The return of scripts directly to the provincial head office or any other collection point, must be handled with the same care and security as the question papers, and therefore examining bodies must have clear procedures to be followed in the return of scripts.

Annexure E outlines certain principles that must be adhered to when developing a policy on the return of scripts.

5.4 EXAMINATION MONITORING TEAM

All examining bodies must establish a structure to monitor examinations. The following may be considered when establishing such structures:

5.4.1 Functions of the Monitoring Team

The main function of the examination monitoring team is to ensure that the examination is conducted in accordance with the rules and procedures determined by the examining body.

The monitoring team must visit the examination centres while the examination is in progress and report on, amongst others, the following:

• General management of the examination
• Invigilation
• Condition of examination rooms
• Seating of candidates
• Rectum of scripts

The marking process, as described in paragraph 6, should also be monitored. The monitoring team should also visit the marking centres to observe the marking process.

5.4.2 Composition of the Monitoring Team

The provincial education department must determine the composition of the monitoring team. The monitoring team may include representatives from outside the provincial education department so as to ensure the credibility of the monitoring team.

6. THE MARKING PROCESS

6.1 APPOINTMENT OF MARKERS

In terms of the Personnel Administration Measures (PAM) the criteria for the appointment of markers are as follows:

"4.4 The criteria to qualify for appointment as markers (including senior markers, deputy chief markers and chief markers) should, in addition to those referred to in paragraph 4.1, include the following:

1. A recognised three-year post school qualification which must include the subject concerned at second or third year level or over appropriate post metric qualifications;
2. Appropriate teaching experience, including teaching experience at the appropriate level, in the subject concerned;
3. Language competency; and
4. In addition to the above criteria, preference should be given to serving educators who are presently teaching the subject concerned.

The provision in paragraph 4.2 for the relaxation of requirements in respect of qualifications and experience also applies in respect of these appointments.

The selection of markers for a specific examination question paper should be carried out by a panel comprising:

• the chief examiner;
• relevant departmental officials; and
• teacher unions (as observers)."

(Personnel Administration Measures (PAM), p.105)

All selection panels should be chaired by a departmental official, since the provincial education department is finally responsible for the appointment of markers.

In order to ensure that the information provided in the application form is correct, all application forms must be verified and signed by the Head of the Institution/College or University Rector. Information in the application forms can also be verified by district managers. If provinces are not satisfied with this method of verification, then all application forms should be accompanied by a sworn affidavit confirming the qualifications and experience of the applicant.

It is recommended that provinces commence with this process early in the year so that adequate time is available for the verification of information and the actual selection procedure. It is also advisable to select additional markers who will be placed on a reserve list, in the event of the appointed markers failing to report during the marking session.

6.2 MARKING CENTRES

Each examining body must have clear guidelines relating to the establishment and running of marking centres. The following, amongst others, may be included in the guidelines formulated by the examining body:

6.2.1 Decentralised/Centralised Marking

If the number of markers exceeds 600, a decentralised approach to marking should be adopted. Marking can be decentralised in terms of geographic regions or groups of subjects.

6.2.2 Marking Venues

The marking venue must cater adequately for the needs of the marking personnel. The following aspects need to be considered before a marking venue is selected:

• Marking space
• Catering facilities
• Overnight accommodation (if required)
• Security
• Prevention of access to unauthorised persons
• Control centre

Phase one:

This phase entails a stock-take of all mark sheets and their respective scripts at the marking centre. All unregistered mark sheets/scripts are to be registered in a specific register.

6.2.3 Control Section at Marking Centre

The control section is the heart of operations at the marking centre. The operation of the control section can be divided into three phases, viz.:

Phase two:

Chief markers sign a control list when scripts are issued to them and when they return the scripts. (At this point it is possible to determine exactly how many scripts have not been marked/resumed.)

Phase three:

During this phase, copies should be made of the completed mark sheets that have been resumed by the chief markers. The original copy should be sent for data capturing. Control lists are checked at this stage to see whether chief markers have resumed all the scripts.

6.2.4 Marking Procedure

A marking procedure should be clearly formulated by the examining body, taking into consideration the following:

1. Marking question by question
2. Marking complete scripts
3. Staggered marking
4. Marking at the termination of the examination, i.e. after all the question papers have been written

Annexure F provides additional information regarding the above.

7. PROCESSING OF MARKS

An examining body must establish or have access to a fully-fledged Information Technology component which takes into consideration the following:

7.1 COMPUTER SYSTEMS

The computer system should be used to assist with the processing of marks and should provide an easy-to-use mechanism for the capture of marks. Direct capturing on the mainframe and decentralised printing should be done.

7.2 DATA CAPTURE

The marks obtained by students, as reflected on the mark sheets, should be captured by reliable staff. Verification of all data being captured, using the double capture method, is recommended.

7.3 MARK ADJUSTMENTS

Mark adjustments are done by the examining body in conjunction with SAFCERT after the capture of the marks. The distribution of raw marks on a data set should be provided at the mark adjustment meeting. A set of graphs that represents the distribution of the raw marks and the adjusted marks is also required at this meeting.

7.4 RELEASE OF RESULTS

With regard to the release of results, the release date shall be decided upon by the Heads of Education Departments Committee (HEDCOM) on an annual basis.

The computer system should use a uniform format when printing results taking into consideration that provinces have their uniqueness (e.g. different province names, signatures, etc.).

8. RE-MARKING AND RE-CHECKING OF SCRIPTS

1. A candidate may apply for the re-marking or re-checking of his/her examination scripts, within 30 days of the release of results. This applies to both the October/November and supplementary examinations.
2. A re-marking or re-checking fee, as determined by the Minister in consultation with the MECs, will be levied.

9. DEALING WITH IRREGULARITIES

Examining bodies must conform to the procedures relating to irregularities. Each examining body must establish an Irregularities Committee to investigate, confirm, and make recommendations to the Head of the Department regarding irregularities identified during the examination process.

Annexure G provides guidelines relating to the structure and functions of the Irregularities Committee and the procedures that should be followed when dealing with an irregularity.

10. VIEWING OF SCRIPTS

The candidate and/or the candidate's parent/guardian will be allowed to view the script/s of the candidate concerned, if the candidate, after having requested a re-mark, is still dissatisfied with the result provided. A written motivation must be submitted to the Head of Department by the candidate concerned, explaining why he/she considers a viewing of the script necessary. If the Head of Department is convinced that the reasons provided are valid and plausible, the candidate and/or the candidate's parents/guardian will be allowed to view the script to confirm the following:

1. The script belongs to the candidate concerned
2. The script has been marked completely
3. All parts of the script are intact

Viewing of scripts will therefore only be allowed under the following conditions:

• The request to view scripts will only be accepted after a re-mark and a re-check of the script have been carried out
• An application to view the script must be made in writing to the Head of Department within thirty days of the release of the re-mark results, providing clear reason(s) for the request
• The script will be viewed in the presence of an examination official and may not be removed from the viewing room
• A request for the script to be re-marked by an outside examiner will not be accepted
• No other document, except the script of the candidate, will be allowed in the room where the viewing takes place
• An administrative fee, as determined by the Minister in consultation with the MECs of the provinces, will be levied for the viewing of scripts
• The candidate and/or the candidate's parent/guardian will be given a period of seven days to lodge any complaint on the basis of the viewing. The provincial education department will respond to this complaint with a final decision on the matter.

The procedure to be followed in the viewing of scripts must be determined by the provincial education department.

11. SECURITY AND CONFIDENTIALITY

Security of information and security of all venues utilised in the examination process is of utmost importance. The examining body must take all reasonable steps to ensure the security and confidentiality of the examination question papers, answer books/scripts, mark sheets and other examination documents.

There will be national prescription in respect of a security and confidentiality agreement relating to examination matters, which must be signed by all officials involved in managing and administering the examinations.

All employees, including examiners and moderators, involved in the Senior Certificate examination, and having children of their own in Grade 12 must disclose information relating to their own children participating in the Grade 12 examinations to the provincial education department. The Head of the Department will make a decision with regard to the involvement of the official in the Senior Certificate examinations for that year.

12. USE OF OUTSIDE AGENTS/INSTITUTIONS IN THE EXAMINATION PROCESS

The use of outside agents or institutions in the examination process is a provincial responsibility and issues relating to security, cost-effectiveness and capacity building within the province must be taken into consideration before an outside agency or institution is engaged.

13. ACCESSIBILITY OF EXAMINATION INFORMATION

Examining bodies must use a good filing system for examination scripts and mark sheets, since access to these documents after the marking process may be necessary. Scripts may be filed per subject, grade, paper, in centre order, etc.

These scripts are needed for re-checking, re-marking, finding of lost marks or resolving queries. The scripts should be filed for six months from the date on which results are released, and thereafter they should be shredded.

14. DOCUMENT AND DOCUMENT CONTROL OF THE SYSTEM

Documentation on the specifications of the system is essential for use by the provinces and should be available to them. This information is used for reference purposes in order to maintain and further develop the system.

Documents printed by the computer system are the responsibility of the provinces. The signatures and the descriptions on these documents must be checked by the accountable official.

15. HISTORICAL RECORDS AND DATA RETENTION

Historical records are a national asset and should be the responsibility of He national Department of Education.

Access to historical records is an integral part of the functioning of any examination section. The provinces need computer infrastructures that can access the centralised database. The retention of these records is to be used for queries, combination of results and checking of fraudulent cases.

16. MINIMUM REQUIREMENTS FOR A COMPUTER SYSTEM

An examining body must formulate the minimum requirements for a computer program used in the examination process.

Refer to Annexure H for requirements that may be considered when formulating the final list of minimum requirements.

 

ANNEXURE A

1. INTRODUCTION

The provincial examination board, which should be representative of the various stakeholders and role-players in education, assumes an essential role in the examination process in the province. A provincial examination board can only assume responsibility for examinations once it has been established in accordance with the legislation of the province.

2. FUNCTIONS OF THE EXAMINATION BOARD

The examination board may have the following functions:

1. To facilitate the process of policy formulation on examinations and related matters
2. To advise the Head of Department on all matters relating to examinations

3. SUGGESTED COMPOSITION OF THE EXAMINATION BOARD

The composition of the Board could be as follows:

• Head of Education in the province (Chairperson) or his/her designated nominee

Representative/s from the following stakeholders and role-players:

• Provincial examination directorate
• Other directorates in the department of education involved in examinations
• Heads of Institutions
• Teacher unions
• School governing bodies
• Universities
• Technikons
• Technical and community colleges
• Colleges of education
• SAFCERT
• Independent schools council
• Distance education colleges
• ELSEN

The MEC for Education will have the right to appoint additional members to the Board if he/she so deems fit.

4. SUGGESTED CONSTITUTION OF THE EXAMINATION BOARD

The following could serve as a guideline when drafting the constitution of the examination board:

1. Two ordinary meetings of the board should be held annually on dates and places determined by the Head of Education.
2. The Head of Education may convene a special meeting if deemed necessary.
3. At least fourteen days' notice should be given for all ordinary meetings.
4. In the absence of the Head of Education, the Acting Head or Deputy Head of Education may act as chairperson.
5. The Executive Committee should consist of the Head of Education, the Deputy Head of Education, the Head of Examinations and the Secretary.
6. A quorum should consist of fifty per cent of the members of the board.

7. (i) At least thirty days prior to the date determined for an ordinary meeting, a written notification should be given to members requesting items for inclusion on the agenda. The response to such a request must be submitted to the secretary in writing, within ten days of the date of such notification.

2. An urgent matter which is not included on the agenda may,however, be submitted to an ordinary meeting, and may be dealt with providing none of the members present raises an objection.

3. Notice of a special meeting should be given at least seven days prior to such a meeting. The agenda for such a meeting should be specified in the notice of the meeting, and no other matter may be discussed at the meeting.

4. The report of the Executive Committee may be submitted to the board by the Chairperson of the Executive Committee or by such a member of the committee as the chairperson may determine.

5. No member may comment without consent of the chairperson on any motion or amendment to the motion more than once, but the proposer of a motion or an amendment has the right to reply. Each member has the right to propose that a matter under discussion be dealt with by the committee and if seconded, the proposal must be presented without further discussion.

6. All matters dealt with by the board are decided by a majority vote of the voting members present. The Chairperson may have a casting as well as a deliberative vote.

7. The decision of the Chairperson on any question of order or procedure will be binding unless challenged immediately by a member, in which case it shall be put without discussion to the meeting, whose decision shall be final.

8. A decision of the board may not be changed or recalled within fifteen months except by a majority of two thirds of the members present.

8. Subsistence and travelling allowances, based on the prevailing tariffs, should be paid to members of the board for attendance of meetings.
9. Representatives on the board should be appointed for a period of three years and members should be eligible for re-appointment.
10. Resignations from the board should be submitted in writing to the secretary.

 

ANNEXURE B

1. Individual Examiners

If an individual examiner is tasked with the responsibility of setting a question paper for a certain subject on a particular grade, then a small reference group comprising teachers and subject advisors may be appointed to advise the examiner on:

• ˇ the possible format of the paper;
• ˇ certain variations that may exist locally;
• ˇ the latest developments in the teaching of the subject; and
• ˇ how this should impact on the setting of the examination paper.

It is advisable that the examiner be in contact with the school context. It is also important that learners and educators are informed about the format of the question paper. This can be done through a guideline document which is circulated to all schools.

2. Panel of Examiners

It is advantageous to appoint two or three examiners to set a particular question paper for the respective grades on which the paper is to be written. This allows for the perspectives of two or three experts in the particular subject to be utilised in the setting of the question paper, which is after all the most important aspect of the entire examination. If there are only two grades in a subject, the other possibility would be to appoint one additional examiner and increase the panel to three persons responsible for the setting of the two papers.

It is also suggested that, in the case of subjects like the languages, Physical Science, Geography, etc. where more than one paper is written, examiners appointed to set each of the individual papers for the particular grades, form a panel and work collectively in setting all the papers for the subject. Another advantage of the panel system is that it allows for capacity building by including one or two persons who lack prior experience in the setting of question papers. If a panel of examiners is used it is important that a chief examiner be appointed. The chief examiner takes final responsibility for the quality and standard of the question paper.

ANNEXURE C

1. Typing of Question Papers

The typing of question papers may be carried out by a team of selected personnel, not exceeding four to five typists and supervised by a chief typist. They may do their work on personal computers not linked to an external network and all their work should be done in a restricted area. This task should be supervised by a senior staff member, i.e. one of the officials in the department who has access to the question papers. The hard disks should be cleared and transferred to stiffy disks which must then be locked away on a daily basis.

2. Editing of Question Papers

Language editing may be carried out by specially appointed language editors. Alternatively, this function may be carried out by a select group of subject advisors who should also complete the Contract of Confidentiality document. The final editing should be the task of the chief examiner and he/she, together with the internal moderator (where possible), should sign to certify that he/she has checked the question paper in every respect and that the question paper is ready for printing.

3. Printing of Question Papers

Examining bodies should invest in a building with proper security that can be used for typing, printing, packaging and storage. All examination activities may then be carried out in this safe building, which allows access to certain persons only. Therefore, in terms of printing, examining bodies should move to establishing in-house printing facilities. Where in-house printing is done, the persons involved in the printing may also be involved in the packaging. The printing process must be carried out under close supervision of a senior official. If the examiner/senior examiner lives in close proximity to the printing venue, he/she should be contacted to inspect the first batch of printed question papers

personally, before the total number of question papers is printed. Alternatively, a senior official may be entrusted with the task of approving the quality and standard of the first batch of printed question papers. Where examining bodies choose to use external agencies for the purpose of printing, the agency concerned should be fully investigated by the examining body to ensure that, inter alia, strict security measures are in place, and the quality of the printing is good. Examining bodies should, however, attempt to move away from the use of external printers and seek to build capacity in the province.

ANNEXURE D

1. CHIEF INVIGILATORS

1. An examination centre should be managed by a chief invigilator.
2. The Head of the Institution may be appointed as chief invigilator unless the Head has a son or daughter taking the examination. In such a case the next senior official at the institution may be appointed as chief invigilator.
3. Appointment of invigilators at ABET centres, where no permanent staff exist, may be made from unemployed educators, retired educators or select members of the community with the approval of the district manager/director and they are to be remunerated according to approved departmental tariffs.
4. When the chief invigilator is absent, his deputy should assume full responsibility. This responsibility should be delegated in writing. The Director: Examination Services in the province should be advised via the regional/district office.

2. INVIGILATORS

1. (a) At full-time centres suitably qualified educators from the teaching staff may be appointed as invigilators. At part-time centres invigilators are to be appointed in accordance with the instruction of the Head of Department.
2. (b) Invigilators may be appointed in writing before the commencement of the examination. The appointments may be made by the chief invigilators and the head office/regional/district office should be informed of all appointments.
3. Besides the chief invigilator, one invigilator may be appointed per 30 candidates or part thereof.

4. Under no circumstances should educators be appointed to invigilate or even to relieve other invigilators when the subject that they teach is being written.
5. Relief invigilators may be appointed for sessions of two hours or longer. The relief may be for a maximum period of 20 minutes during the session.
6. finder normal circumstances, no person is eligible for appointment as an invigilator or assistant invigilator if a near relative (son, daughter, brother or sister) is sitting for a specific examination session. If it is necessary to appoint such a person as an invigilator or as an assistant invigilator, then the Director: Examination Services must be informed immediately.
7. Where the need exists, private invigilators may be appointed to assist with the invigilation of private candidates. Private invigilators should be persons who are trustworthy and honest, preferably community leaders.

3. TRAINING OF CHIEF INVIGILATORS AND INVIGILATORS

Chief Invigilators may be invited to a meeting where they are thoroughly briefed regarding the procedures, rules and regulations relating to examinations. Invigilators should be fully trained in invigilation and examination administration,, by the chief invigilator before they assume duty in the examination room.

4. INVIGILATION

4.1 DUTIES OF THE HEAD OF THE INSTITUTION/CHIEF INVIGlLATOR

The Head of the Institution/chief invigilator is fully responsible and therefore accountable for the examinations written at his/her examination centre. He/she must be present at the examination centre for the duration of every examination session. His/her specific examination-related duties might include the following:

1. Select and appoint invigilators.
2. Draw up invigilation and relief invigilation timetables and submit these for approval of the district director/manager.
3. See to the preparation and readiness of the examination room(s), which includes the following:

• Candidates may not sit two to a desk or table.
• Candidates must be seated at least one metre apart.
• Subject matter such as drawings, etc. must be removed from the walls.
• Chalkboards must be cleared of writing, formulae or drawings, etc.
• Examination rooms must be sufficiently ventilated and illuminated.

4. Before the commencement of the first examination session, the chief invigilator should read the instructions relating to the examination and inform candidates that they could forfeit their results should they contravene any of the instructions.
5. Before opening the question papers in the examination room, the chief invigilator should ascertain that the question paper is correct, according to the time and date specified on the examination timetable (e.g. grade, paper number, language, etc.).
6. Open the question paper envelopes in front of the candidates and remain in the examination room until the question papers have been issued to candidates.
7. Visit the examination room(s) frequently during each session and make sure that a high standard of invigilation is maintained.
8. Draw up a seating plan, indicating the examination room(s) with the desk arrangement and the examination numbers of candidates. This must be submitted for each paper written. If the chief invigilator prefers to combine groups in one hall/room to economise, the arrangement will have to be reflected on the plan.
9. Ensure that there are no unauthorised persons in and around the examination room(s).
10. Ensure that all candidates are advised timeously of requisites such as rulers and drawing instruments to be used in the examination of specific subjects, e.g. Technical Drawing.
11. Ensure that the invigilators complete the absent/present column on the mark sheets correctly.
12. Assist with relief invigilation in centres.
13. Ensure that scripts are properly batched and packed according to the candidates' examination numbers once the session has ended. The mark sheet belonging to a certain batch of scripts must be included with that batch.
14. The collection of the scripts or the delivery of the scripts to the regional/district/circuit office, as arranged by the  regional/district/circuit office, is the responsibility of the chief invigilator.
15. Chief invigilators should ensure that all equipment (e.g. computers, printers, typewriters, drawing boards, etc.) to be used by candidates is serviced timeously and is in perfect working condition and available at the examination venue on the day of the examination.
16. Collect, check and sign all invigilation claim forms, if applicable.
17. Submit written reports on all suspected and other cases of irregularities to the district office without delay.

NOTE: The head office/regional office/district or circuit office must be informed in writing of any changes in venue, invigilation timetables, etc.

4.2 SPECIFIC DUTIES OF INVIGILATORS

4.2.1 Admission of candidates to, and their exit from, the examination room

1. Every candidate must produce his/her admission letter as well as proof of identity, preferably his/her official identity document, driver's licence or passport, on admission to the examination room. A full-time reamer at a school only needs to produce an admission permit. Invigilators must enforce this requirement rigorously.
   If a candidate fails to produce the required documents, an irregularity will be declared and the candidate will be allowed to present the required documents to the invigilator after the examination, failing which the normal procedure pertaining to irregularities must be followed.
2. A candidate should be seated at least 15 minutes before the commencement of the examination session. The invigilator should be present in the examination room from the time that the examination room is opened to the candidates until the end of the session.
3. Only in exceptional circumstances may a candidate be admitted to the examination room after the commencement of an examination, but not after an hour has elapsed.
4. A candidate may not leave the examination room during the course of the first hour of the examination session.
5. Only a candidate who has registered for the examination, the invigilator concerned, the chief invigilator and an authorised representative of the department may be present during an examination. An examiner who has to conduct an oral examination, or a reader of test passages may be present in the examination room/centre for the period required for the execution of his/her duties.
6. All persons not officially concerned with the examination should leave the examination room before the envelopes containing question papers are opened, and such persons may not enter the examination room during the examination.
7. In an emergency a candidate may leave the examination room temporarily but only under supervision.
8. The invigilator should move about continually in the examination room but without disturbing the candidates.
9. Any candidate contravening the rules and regulations of the examination should be referred to the chief invigilator without delay.
10. The invigilator must ensure that the candidate's examination number, which appears on his/her timetable, is written at the top of each examination answer book and at the top of each loose sheet of paper used by that candidate during the examination. '

4.2.2 Instructions to candidates

The following instructions to candidates must be discussed in detail during an information session before the actual start of the examination and, if necessary, at the start of each examination session.

The following is a guideline of what may be read out to candidates:

1. Examinations will now be conducted in this room in the following subjects: (the invigilator then announces the actual subjects, grades and standards e.g Biblical Studies HG, Mathematics HG & SG, etc.). Candidates who have not entered for these subjects must now leave the examination room.
2. No explanation of examination questions may be asked for or given.
3. As soon as you have handed in your examination script, you must leave the examination room. You will not be allowed to leave the examination room within the first hour from the start of the session. In an emergency a candidate will be allowed to leave the examination room under supervision.
4. A candidate must carefully read and comply with the instructions which appear on the front cover of his/her answer book and also those on the question paper.
5. You are not allowed to assist another candidate or try to assist him to get help or communicate with anybody other than the invigilators. Any questions should be directed at the invigilator.
6. You may not create a disturbance in the examination room or behave in an improper or unseemly manner.
7. You may not disregard the instructions of the invigilator.
8. Unless otherwise stipulated for an examination, you may not have a book, memorandum, notes, maps, photos or other documents or papers (including unused paper), or other material which may be of help to you in the examination, other than that provided to you by the invigilator and the admission permit in your possession, while you are in the examination room. The excuse that you have forgotten that you had it in your possession will not be accepted.
9. Only non-programmable calculators may be used by a candidate in the examination, except in subjects where these are indicated on the question paper as being prohibited.
10. If you do not obey these instructions, you render yourself liable to suspension from future examinations, and the Department may, in such a case, refuse to give you credit for other examination papers written.
11. All aids and answer books as well as answer sheets issued to you must be handed in before you leave the examination room.
12. Read any errata on a specific question paper to the candidate(s) concerned.

4.3 EXAMINATION SCRIPTS

1. All work, including rough work, is to be done on the script/answer book/papers provided. Candidates may not be given scripts especially for rough work and all used answer books, including spoiled answer books, are to be collected.
2. Strict attention is to be paid to the instructions, if any, printed at the top of an examination question paper on using separate answer sheets for particular sections or parts of a paper.
3. Invigilators may not issue a second answer book to a candidate before they have satisfied themselves that the first answer book is full, except where subparagraph (b) is applicable. Steps are to be taken to ensure that candidates do not receive more answer books than they require.
   Where more than one answer book is used, every answer book is to be numbered to indicate the number of the answer book and the total number of answer books handed in, e.g. 1 of 1 (only one answer book was handed in), 2 of 3 (the second answer book of a total of 3), etc.
4. Under no circumstances may the names of the candidates or the name of the institutions where they are enrolled, appear anywhere on their answer books.
5. Under no circumstances may a candidate be allowed to remove either a used or an unused answer script from the examination room.
6. Aerial photographs and topographic maps are to be collected on conclusion of the examination and these may become the property of the school concerned for future use in the teaching of Geography.

4.4 HANDLING OF EXAMINATION QUESTION PAPERS

1. Before the examination commences, the chief invigilator is to draw the attention of all candidates to:

1. the main instructions on the examination timetable and on the answer books; and
2. the fact that no recognition will be given to answer scripts or any other answer sheets which candidates omit to hand in immediately on conclusion of the examination session in the paper concerned.

2. After the question papers have been distributed to candidates, the invigilator must ask the candidates to go through the question paper with him or her, page by page, checking it against the certified copy, to ensure that on each page:

1. the number of the page is correct;
2. the name of the examination paper is the same on each page; and the frame/border around the printed matter is complete.

3. Invigilators are to check against a control list (mark sheet) that every candidate has received the correct question paper for the subject and level at which the candidate entered. A question paper is thus not to be issued simply on the show of hands.
4. Invigilators may not, on any account, read aloud to a candidate any question or part of a question, or draw attention to any error which he/she may have observed in any of the examination questions unless an errata is included in the question paper. They may not respond to any enquiry from a candidate in a manner which would be regarded as an explanation of the question.

4.5. INVIGILATION

1. Invigilators must ensure that candidates write their correct identity numbers/examination numbers on their scripts.
2. Chalkboards must be cleared of all writing, drawings, etc.
3. Each session must commence and terminate according to the specified on the examination timetable.
4. An invigilator may not knit, read, mark or do any work that will hamper him/her in the execution of his/her duties as invigilator.
5. An invigilator may not sit down but must move around the examination room without disturbing the candidates.
6. An invigilator may not help a candidate with the answering of any examination question or explaining any "unclear" part of the examination paper to the candidate.
7. An invigilator may not invigilate a subject which he/she teaches in any standard except where the subject demands it, e.g. Typing, Drawing, Computers, Shorthand, etc.
8. Invigilators may not speak to one another or cause a disturbance to candidates.
9. Invigilators may not leave the examination room or leave the candidates unattended.
10. An invigilator must position him/herself inside the examination room facing the candidates and may not invigilate from outside the examination room looking through the windows.
11. Invigilators may not allow candidates to copy.
12. Copies of question papers may not be given to anybody outside the examination room nor may they be taken out before the session has ended and the candidates have left the room.
13. Invigilators must adhere to the special examination requirements of certain subjects.

4.6 PACKING OF THE SCRIPTS BY THE INVIGILATORS AFTER EACH SESSION

Invigilators should:

1. Check that candidates who were present and wrote the paper are marked present and those who were absent are marked absent.
2. Arrange the scripts which belong to a specific mark sheet in numerical order according to the examination numbers appearing on the mark sheet, e.g. if there are 150 candidates, there should be three mark sheets and three piles of scripts.
3. Place the mark sheet which belongs to a pile of scripts on top of the pile of scripts.
4. Wrap the scripts and the mark sheets and write down the centre number, subject (HG or SG), and the number of scripts on the wrapper. Consideration should also be given to sealing scripts on return.
5. Make sure that all the scripts are handed in and that each parcel of scripts is accompanied by its relevant mark sheet.
6. Deliver the scripts to the district/circuit office or the official responsible for the collection of the scripts. Scripts should be returned to the district/circuit office on a daily basis.

4.7 DEALING WITH MARK SHEETS

This is one of the most important documents and it is of vital importance to the examination process. It must be completed correctly by the invigilators on duty in the examination room. The following should be noted about mark sheets:

1. There must be at least one mark sheet for each subject written at a centre.
2. Different mark sheets are provided for HG and SG subjects.
3. If there are more than 50 candidates writing a certain subject, there should be more than one mark sheet. (One mark sheet is used for every 50 candidates or part thereof.)
4. The examination numbers of the candidates should appear on the mark sheets.
5. It is imperative that mark sheets are accompanied by the correct set of scripts.
6. The ONLY "writing" which invigilators should include on the mark sheet, is the completion of the "absent/present" column.
7. All mark sheets must be resumed to the provincial head office via the regional/district/circuit office concerned, even if none of the candidates wrote the particular paper.
8. Under no circumstances should information be added to the mark sheet.
9. Information appearing on a mark sheet may not be deleted or changed.
10. If a mark sheet is not included with the question papers, this should be reported by the Head of the Institution/chief invigilator to the regional/district/circuit office. The regional/district/circuit office, in turn, has to report this to the provincial head office.
11. In instances where mark sheets are not included with the question papers, hand-written copies should be completed and submitted.

4.8 RELIEF INVIGILATION

1. All invigilators invigilating sessions longer than 2 hours should be relieved for a maximum of 20 minutes.
2. The Head of the Institution/chief invigilator acts as a relief invigilator for the first 6 (six) invigilators.

One relief invigilator may be appointed for each 6 (six) invigilators or part thereof.

ANNEXURE E

1. Examination scripts should either be fetched from the examination centre by an examination official or delivered to the regional/district office by the chief invigilator or by a designated official.
2. A register should be kept at all points where scripts are transferred.
   Officials involved in the transfer of scripts should sign this register, which should be kept at the regional/district office until the end of the examination and then transferred to the provincial head office.
3. Under no circumstances should scripts be kept at an examination centre overnight.
4. Examination scripts should also be sealed in a special envelope to prevent them from being tampered with.
5. When scripts are received at the provincial head office, they should be checked against the relevant mark sheet, before being transferred to the Marking Centre. A record should be kept of all examination scripts transferred to the marking centre and the marking centre manager must sign for the receipt of these scripts.
6. It is recommended that a control system that is accurate and reliable be put in place so as to allow officials to ascertain where particular scripts are at a given time.

ANNEXURE F

Marking can either commence at the termination of the examination or a staggered approach can be adopted where marking commences while the examination is in progress. In this approach the scripts are marked soon/immediately after they are written. The advantage of this approach is that it removes the pressure associated with marking at the end of the examination and the problems associated with assembling a large number of markers during a stipulated period at three or four marking centres. This approach to marking, however, has implications for schools as markers are withdrawn from schools while the school examinations are in progress. It also has repercussions relating to the conditions of service of educators, since marking is done during the school term.

The marking procedure in terms of the different subjects should be left to the chief examiner. "Script marking" may be used in certain subjects, rather than "question marking". The "question marking" approach creates logistical problems but it is advantageous in contributing to standardisation in the marking process.

ANNEXURE G

1. INTRODUCTION

It is essential that examination irregularities be handled in an appropriate and uniform manner. It is therefore necessary that a clear policy regarding the handling of irregularities is formulated. This policy should not only be applied uniformly in the province (i.e. regions, districts, circuits), but also across all provinces. Since all irregularities have legal implications, it is vital that there be a detailed policy, and secondly, that the policy be applied with great circumspection.

2. STRUCTURE OF THE IRREGULARITIES COMMITTEE

The Irregularities Committee should be responsible for the handling of irregularities and report to the Head of Department on all matters relating to irregularities. The Irregularities Committee must enjoy credibility and acceptance by all stakeholders in the examination process. The important role of the committee makes it necessary that senior officials in the department serve on this committee. The Director for Examinations may recommend to the Head of Department, or his delegate, the appointment of senior officials of the department to serve on the Irregularities Committee. It is also recommended that the Irregularities Committee includes representatives from the teacher unions, student organisations and the school governing bodies. The chairperson of the committee should be appointed by the Examination Board. The Irregularities Committee could also be established as a sub-committee of the examination board. The Irregularities Committee should also be decentralised to the regional or district offices.

3. FUNCTIONS OF THE IRREGULARITIES COMMITTEE

There are three main phases in dealing with irregularities:

1. Identification of an irregularity (i.e. at the examination centre, at the marking centre, etc.)
2. Confirmation of an irregularity (i.e. the gathering of evidence or the investigation required in respect of the irregularity)
3. Recommendation regarding the particular irregularity (i.e. the action to be taken with regard to particular irregularities)

4. NATURE OF IRREGULARITIES

4.1 IRREGULARITIES INVOLVING LEARNERS

The following is a list, amongst others, of the irregularities that may involve learners:

• Candidate caught in possession of unauthorised material in the examination room
• Candidate caught copying from notes or textbooks
• Candidate caught copying from fellow candidates
• Candidate caught obtaining help from or being helped by another candidate
• Assisting another candidate
• Receiving assistance from any other person
• Creating a disturbance, intimidation, drunkenness, disregarding the arrangements and/or the reasonable instructions of the invigilator
• Writing on the incorrect grade
• Failure to produce identification document or the presentation of improper documents
• Late arrival at the examination centre
• The erroneous handing in of blank examination scripts
• Assistance provided by invigilator to candidates
• Examination written by another candidate
• The answer book submitted being different from the one issued by the invigilator
• Different handwriting in script
• Two examination scripts submitted for one candidate
• Crib notes discovered in scripts at the marking centre
• Incorrect examination number or no examination number
• Script removed from examination room and submitted later
• Examination written outside the examination centre
• Leaked/Stolen question paper
• Examination script which is damaged
• Examination script lost or missing
• No examination number on the mark sheet
• Writing at another examination centre
• Bribery
• Registering at more than one centre
• Any other action which is in contravention to the rules governing the administration of examinations in the provinces.

4.2 IRREGULARITIES INVOLVING EXAMINATION OFFICIALS

Irregularities relating to examination officials may be identified during the following stages of the examination process:

• Setting and moderation of question papers
• Typing, printing and distribution of question papers
• Invigilation
• Marking i.e. incorrect information provided by markers; divulging confidential information to unauthorised persons
• Data processing

5. PROCEDURE TO BE FOLLOWED IN DEALING WITH IRREGULARITIES

5.1 IRREGULARITIES INVOLVING LEARNERS

The procedure to be followed when dealing with irregularities involving reamers would depend on when the irregularity is identified and the nature of the irregularity.

Irregularities may be identified:

1. before the examination paper is written;
2. while the examination paper is being written; or
3. while the scripts are being marked.

(a) Before the Examination Paper is Written

This will apply to candidates obtaining information on the examination paper before the paper is written. The first step will be to verify the leakage of the paper and the extent of the leakage, i.e. is it confined to a particular school, group of schools, a region or is it widespread? This can be done via the regional and district offices and in collaboration with the Heads of the Institutions. If the leakage is widespread, then the provincial education department must arrange for the question paper to be re-written on a date following the completion of the examination. If the Irregularities Committee is convinced that the leakage is confined to a single or extremely limited number of schools, then the committee may recommend to the Head of Department that the action taken be limited to candidates at those particular schools.

(b) While the Examination Paper is being Written

The following procedure should be followed when an irregularity is suspected by the invigilator:

1. The invigilator must remove the candidate's script and write the word "IRREGULARITY" on the cover, noting the time of the removal. The candidate should then be handed another answer book. The second answer book must also be endorsed with the words "NEW ANSWER BOOK" and the time.
2. The invigilator must also take possession of any unauthorised material which the candidate may have in his/her possession. Such material and the examination script/answer book become the property of the department and the candidate or his/her parent/guardian shall not have the right to demand the return thereof.
3. The candidate should be informed that the fact that he/she may continue with the examination is not a condonation of his/her contravention of the examination rules and that the incident will be reported to the provincial department.
4. Immediately following the examination the invigilator must completes full report concerning the irregularity. This report should be accompanied by a report from the Head of the Institution or Chief Invigilator.
5. The candidate must also hand in a written response to any charge of irregularity during the examination. This written response should be signed by one of the candidate's parents or guardian, should he/she be a minor. If the candidate refuses to submit a written response, this should be noted and the candidate should sign a document to confirm this.
6. A candidate who, having been subjected to the procedure described above, persists in contravening the rules of the examination, may be removed from the examination room and have his/her script confiscated. The same procedure should apply to a candidate who, after the first warning, continues to cause disturbance or continues to contravene other examination rules.
7. The provincial education department must stipulate a time period within which all irregularity reports must be submitted.

(c) While the Examination Scripts/Answer Books are being Marked

1. When a marker suspects that there has been an irregularity e.g. between candidates, he/she should consult with the examiner concerned.
2. If the marker and the examiner are convinced that an irregularity has taken place, then a report must be written concerning the matter. The whole examination script/answer book must be marked in the usual way regardless of the suspected irregularity. The candidate should not in any way be penalised by the marker. The report and the marked script should then be handed to the Irregularities Committee.
3. Scripts, which are being investigated for possible irregularities, must be handled separately.

5.2 ACTION TO BE TAKEN AGAINST LEARNERS WHO ARE INVOLVED IN IRREGULARITIES

After examining all reports on irregularities, the Irregularities Committee should decide on whether a particular case needs further investigation or whether a recommendation on the action to be taken, can be made to the Head of Department.

If the case requires further investigation, the committee may call upon any official in the service of the department, invigilator or any pupil, to appear before the committee to give evidence. The committee may question a candidate who is accused of an irregularity so that the candidate's side of the case may be heard.

The committee must also have access to any room or place at an examination centre and may examine any book, register or other document and may take possession of any book, record, document or any article which, in the committee's opinion, may in any way be connected with the investigation.

A report on each irregularity, together with a recommendation on the action to be taken, must be submitted to the Head of Department.

The following is a list of the irregularities and the actions that may be taken by the provincial education department:

IRREGULARITIES INVOLVING LEARNERS

5.3 ACTION TO BE TAKEN AGAINST EXAMINATION OFFICIALS INVOLVED IN IRREGULARITIES

All irregularities involving examination officials should be handled in terms of the procedures relating to misconduct of employees.

5.4 SPECIAL MEASURES TO BE OBSERVED IN DEALING WITH IRREGULARITIES

5.4.1 PEDs must compile and distribute a list of candidates' names, with their examination numbers, who are found guilty of irregularities. This will assist in identifying candidates who are guilty in another province.

5.4.2 The PEDs must also add the copyright clause on their question papers.

5.4.3 Candidates should not be allowed to register at more than one examination centre.

 

ANNEXURE H

1. Browse Information on Files: Enable the user to browse through information. available on all data files, e.g. took through candidates registered at a specific centre to find a candidate's ID numbers.

2. Entries: Candidate entries are registered per examination by means of electronic/magnetic media or directly within the on-line environment. Full candidate validation takes place according to the rules and regulations set out by National Education.

3. Mark Sheets: Generation of mark sheets, capturing and controlling of mark sheets. The mark sheets are also printed with bar codes for controlling the flow of mark sheets at strategic points.

4. Examination Results: All results are processed programmatically in accordance with the rules and regulations set out by the national Department of Education.

5. Mark Adjustment: Also known as "ogiving", compares the subject written marks to a five-year norm and recommends adjustment to give candidates a fair pass rate.

6. Subject information: All subject and paper information is carried forward from the previous examination and, where required, changes are made. Subject information has a direct influence on validation of candidate entries, candidate promotion and conversion, examination packing procedures, timetable, admission letters, etc.

7. Irregularities: Irregular candidates are suspended individually or per examination centre. This subsystem controls the correspondence and investigations into these irregularities.

8. Region. Area. Circuit or Examination Centres: All examination centres are registered and allocated to a circuit, area and region as well as their respective provinces.

9. Candidates and Document History: Candidates who enter on an ongoing basis and apply for certification, are processed along with their historical information for possible certification.

10. Document issuing and issues: Control and enquiries concerning all documents issued by the department via the computer system since 1907.

11. Preliminary number of candidate entries: Is an optional system that can be used by management to gauge the number of candidate entries per school so that up front planning, budgeting and stationery requirements can be made.

12. Recovery of Funds: Control of funds received from examination centres for examination fees paid.

13. Re-Marking and Checking: When a candidate applies for re-marking or rechecking his certificate is suspended and re-marking or re-checking takes place.

14. Supplement Examinations: Automatic registration of learners that qualify for supplementary examinations.

15. Stationery and Examination Aids: Controlling of codes and descriptions used by candidates during examinations.

16. Question Paper Stock Maintenance: Used to monitor the reproduction of examination papers and to highlight shortages.

17. Packing of stationery/question papers: Reports are generated to assist with the packing and distribution of question papers and examination stationery supplied by the department.

18. Statistics: All statistics pertaining to pass and fail rates, entry irregularities, etc. can be extracted per province, region or at a national level, and made available for press releases, subject advisors, planners and management.

19. Timetable: Dates, times and duration of each question paper are maintained for candidate admission letters, payment of examiners, etc.

20. System Parameter and System Index Maintenance Indexes: Standard names used etc. are maintained by the systems administrator.

21. Word Processor: Editing of letters for irregularities, examination results, candidate entries, etc.

22. Examination Marking Claims: Control and payment of examiners for marking sessions by means of cheque or direct payment.

23. Hand Claims: Indirect payment of examiners' claims and expenses incurred by means of cheque or direct payment.

24. SANMED Functions: Updating of sectors and magisterial codes per examination centre for statistical purposes for the national Department of Education.

25. Invigilators' Claims: Payment of invigilators' claims and expenses incurred by means of cheque or direct payment.

26. Question Papers (setting of papers): Control of the setting of examination papers and correspondence between the department, examiners and moderators.

27. Examination Officials: Appointment and control of all examination officials' personal information.

28. Job Control and General Functions: Control of batch processes, bulk printing, task scheduling, etc.

GLOSSARY