| 2. |
Heads and centre managers of educational institutions which enter candidates for the public examinations must note that they will also have to accept responsibility for the following additional duties: |
| 2.1 |
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Candidates must be correctly entered for the examinations. |
| 2.2 |
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All marks for school-based assessment activities (oral, practical, continuous assessment) must be moderated and submitted timeously. |
| 2.3 |
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In consultation with the school governing body, suitable members of the community must be nominated as chief invigilator and invigilator(s). These persons must be of good standing in the community, have good eyesight and general health, and be capable of understanding and implementing the examination instructions. |
| 2.4 |
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With the chief invigilator and the circuit manager they must check the examination stationery and question papers against the packing lists and all subsequent batches of question papers when they arrive during the course of the examination. |
| 2.5 |
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The plastic wrapping round the question papers must be intact, and the chief invigilator must be reminded that these plastic wrappings may NOT be removed before the commencement of the examination. |
| 2.6 |
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Question papers and relevant mark sheets must be stored in a sequence corresponding to the examination timetable. |
| 2.7 |
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The safe/strongroom key must be safeguarded and may only be given to the deputy head/centre manager if the head/centre manager cannot be at the school during an examination session. Under these circumstances a letter must also be given to the deputy head/centre manager delegating him/her as the responsible officer for the duration of the time that the head/centre manager is away from the school. A copy of this delegation of authority must be sent to the circuit manager. No person other than the head/centre manager, or his/her delegated deputy, may have access to the area where the question papers, answer books and scripts are stored. Any duplicate key(s) to the strongroom must be handed in at the EMDC, where the necessary receipt will be issued. Every school must ensure that a duplicate strongroom key is kept at the EMDC office. |
| 2.8 |
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The correct question papers must be handed to the chief invigilator before the commencement of each examination session and he/she, the head/centre manager and the subject head must ensure that the correct question papers have been made available. |
| 2.9 |
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Before each examination session all the candidates in the examination venue must be identified as the correct candidates who have been registered for the examination in question. Candidates who are not known to the head/centre manager must produce their identity documents.
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| 2.10 |
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Should full-time candidates not be present at the commencement of the examination, it must be established why they are late or absent, and a written record kept of such reasons. |
| 2.11 |
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All equipment required for examination purposes must be available and in good working condition. Appropriate and adequate security measures must be in place for the hardware and the network in the computer room in which the examinations in Computyping and Computer Studies will be conducted. |
| 2.12 |
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In the event of irregularities occurring in the writing of the examination, the circuit manager must be contacted immediately so that he/she can go to the centre to investigate the alleged irregularity without any delay. Together with the chief invigilator an attempt must be made to persuade the candidate(s) concerned to make a sworn statement regarding the incident. In the case of a minor, this statement must be made in the presence of parent(s) or guardian(s). The head/centre manager must also make a sworn affidavit about the alleged irregularity in the presence of the circuit manager. |
| 2.13 |
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At the end of each examination session the sealed answer scripts, attendance record and seating plans must be received by the Head from the chief invigilator, and locked away in the strongroom until they are collected by the department |
| 2.14 |
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If the school has an acting principal/centre manager at the time that the examinations are being written, he/she is responsible for obtaining a letter of authorization from the circuit manager appointing him/her as the accountable officer. |
| 3. |
All Heads/Centre managers must complete the reply slip attached to this circular and return it to the Senior Circuit Manager of the EMDC within 5 days of receipt of this circular as confirmation of having read the contents. |
| 4. |
Heads and their staff are thanked most sincerely for their support in ensuring the integrity and success of the examination system. |
SIGNED: P.A. VINJEVOLD
HEAD: EDUCATION
DATE: 2003:09:30
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