1. In terms of national policy and the regulations applicable to the conducting of the National Senior Certificate Examinations, it is of paramount importance that the integrity of the examination is maintained.
2. The National Senior Certificate Computer Applications Technology and Information Technology practical examinations pose a high risk as regards the security of data. This is because the examination takes place on the same computers that are used during lessons and because files have to be copied from individual computers for the examiners. Ensuring the security of data is therefore crucially important if we are to ensure the integrity of these examinations.
3. This circular contains very specific instructions which MUST be followed by all invigilators and other staff who have access to the examination venues for computer-based examinations. Principals and centre managers, who are the examination officers, must ensure that these instructions are adhered to at all times.
4. Please note that the invigilators must at no time leave the examination room until the important procedure described in Sections 7.6 and 8.9 below has been completed.
5. All invigilators who will invigilate the Computer Applications Technology or Information Technology practical examinations must receive training from the appropriate WCED official. Such training will be compulsory and trainees will be issued with a certificate confirming that they have been trained.

6. PEER-TO-PEER NETWORKS

Peer-to-peer networks (such as Windows 98 and XP) do not provide the same level of security as server-based networks (such as Windows NT, Windows 2000 Server and Novell). The use of PEER-TO-PEER networks is therefore not permitted and schools must dismantle them for the duration of the examination and use the computers in stand-alone mode.

7. STAND-ALONE COMPUTERS
7.1 Preparation for the examination
7.1.1 Teachers will receive the CD containing the data files to load on the computers two (2) days before the examination.
7.1.2 Setting up of the computers must take place in the presence of the chief invigilator, after which the computer lab must be inaccessible to candidates.
7.1.3 Folders and files containing work that was done during the year must be backed up and removed from the computers used for the practical examination.
7.1.4 On every computer, teachers must create a folder labelled Exam_data, to which the data files will be copied. When you copy the data files from the CD, the read-only attribute MUST be removed from all the copied files.
7.1.5 Computers MUST be allocated to candidates on a random basis. This is best done in the following manner:
7.1.5.1 Give each computer a code. Print these codes on labels (stickers) and give each candidate a label as he or she enters the computer room.
7.1.5.2 The label must provide a space in which the candidate may write his or her examination number, and the label must be handed back to the invigilator immediately after log-in. Should the candidate, for reasons such as a power failure, need to log in again, the label can be requested from the invigilator, but must be handed back to the invigilator immediately after log-in. (See Annexure A for a sample label.)
7.2 Second sessions
7.2.1 A maximum of only two examination sessions is allowed. Should it be necessary to have two examination sessions, ensure the following:
7.2.1.1 Candidates who are to sit for the examination in the second session are kept under strict supervision in a secure venue for the full duration of the first examination session. While there, they may not have access to cellphones or other forms of communication with persons outside the room, and they may not communicate with the candidates who are in the first session or who have just completed the first session examination. However, while waiting in this secure venue, second session candidates may have their books with them, may revise for the examination and may talk to one another.
7.2.1.2 The "Recycle Bin" on each computer is emptied between the sessions.
7.2.1.3 Where candidates have used the local hard drive for storing their files, these files are carefully copied onto another medium and then deleted from the hard drive. (Please check whether the files were copied correctly and completely BEFORE deleting them from the hard disk.)
7.2.1.4 No user files have been secretly left anywhere on the hard drive of any computer. This can be best done by "searching" each hard drive and looking for files that were changed in the previous 2-3 hours and, if they are user files, deleting them.

7.3 Create a new folder on each computer for the second session, labelled Exam_Data, and save the required data files in this folder. When you copy the data files from the CD, the read-only attribute MUST be removed from all the copied files.
7.4 Candidates MUST rename the Exam_data folder with their examination numbers, and save their files in the renamed folder on the local hard drive.
7.5 The use of stiffy disks is not permitted, as they are outdated and often give problems.
7.6 The teacher must, in the presence of the chief invigilator, write the candidates' folders to a flash drive (only supplied to schools using stand-alone computers) and to a CD, both of which must be handed to the chief invigilator. A copy of the CD must also be made and handed to the principal. The principal, teacher and chief invigilator must then complete the attached checklist together (Annexure B) and all three must sign it. The invigilator must then place the flash drive, one of the CDs, the seating plan, the Computer Applications Technology or Information Technology Mark Sheet for Paper 1 and the completed Annexure B checklist in an examinations bag, seal it and hand it to the school principal. The principal must then store the sealed bag in the safe or strongroom until it is submitted to the Examination Directorate of the WCED. The second CD plus the access labels (stickers) must be retained by the school and stored separately in the strongroom or safe.
7.7 Where schools do not have the infrastructure to copy the candidates' folders to a flash drive and want to use stiffy disks, permission must be obtained from Mr I Francis (Tel. 021 467 2549 or e-mail address ifrancis@pgwc.gov.za) at least 14 days before conducting the examination.
7.8 The statistical data associated with each file created in MS Office is of considerable value as it contains, inter alia, information detailing when files were created. Teachers must ensure that the system date and time of all the workstations are correct before the examination starts and that they DO NOT change the files in any way once the examination has been completed.

8. SERVER-BASED NETWORKED COMPUTERS
If the school uses network facilities for conducting the practical examination, the following steps MUST be taken to prevent possible copying of files by candidates:
8.1 Teachers will receive the CD containing the data files to load on the computers two (2) days before the examination.
8.2 Setting up of the computers must take place in the presence of the chief invigilator, after which the computer lab must be inaccessible to candidates.
8.3 Separate folders, labelled Exam_data 001 to Exam_data n, MUST be created in total for each candidate on the appropriate network drive.
8.3.1 It MUST NOT be possible for the candidates to access any other data folder on the network. If this cannot be guaranteed, the network must be dismantled and the computers used in stand-alone mode.
8.3.2 The data files required by each candidate must be copied to each folder. When you copy the data files from the CD, the read-only attribute MUST be removed from all the copied files.
8.3.3 User profiles must be created to limit candidates' access to the applications they will need and the specific folder mentioned in 8.3 above. There must be NO ACCESS to work that has been saved on the network during the course of the year. If this cannot be guaranteed, then folders and files containing work that was done throughout the year must be backed up and removed from the network.
8.3.4 A separate user-ID and password MUST be created and linked to the specific folder mentioned in 8.3 above. The user-ID and password must differ from those used by the candidates in the normal course of their practical work.
8.3.5 These access codes should, preferably, be randomly generated, e.g. user ID: AxCyfDT, password: ShwOfT. DO NOT assign sequential and/or predictable user IDs and passwords, such as an abbreviation of the school name and sequential numbers.
8.4 Computers MUST be allocated to candidates on a random basis. This is best done by:
8.4.1 Giving each computer a code, printing these codes on labels (stickers) and then giving each candidate a label as he or she enters the computer room.
8.4.2 The label must provide a space in which the candidate may write his or her examination number, and the label must be handed back to the invigilator immediately after log-in. Should the candidate, for reasons such as a power failure, need to log in again, the label can be requested from the invigilator, but must be handed back to the invigilator immediately after log-in. (See Annexure A for a sample label)
8.4.3 On completion of the examination the access codes must be de-activated.
8.5 Internet, e-mail and messaging systems between workstations MUST be deactivated for the duration of the examination so that candidates cannot send messages or files from one workstation to another. If this cannot be guaranteed, the network must be dismantled and the computers used in stand-alone mode.
8.6 On some networks it is possible for a log to be kept of who has accessed which folders. If your network has this facility it must be activated during the examination and then retained after the completion of the examination in case queries concerning irregularities arise. This log file must be copied to the flash drive and CD, along with the candidates' folders.
8.7 The statistical data associated with each file created in MS Office is of considerable value as it contains, inter alia, information detailing when files were created. Teachers must ensure that the system date and time of all the workstations and the server are correct before the examination starts and that, unless otherwise instructed; the files are not changed in any way once the examination has been completed and until the results of the examination have been released.
8.8 Candidates MUST rename the Exam_data n folder with their examination numbers, and save their files in the renamed folder on the network drive.
8.9 The teacher must, in the presence of the chief invigilator, write the candidates' folders to a CD which must be handed to the chief invigilator. A backup copy of the CD must also be made and handed to the principal. The principal, teacher and chief invigilator must then complete the attached checklist together (Annexure B) and all three must sign it. The invigilator must then place one of the CDs, the seating plan, the Computer Applications Technology or Information Technology Mark Sheet for Paper 1 and the completed Annexure B checklist in an examinations bag, seal it and hand it to the school principal. The principal must then store the sealed bag in the safe or strongroom until it is submitted to the Examination Directorate of the WCED. The second CD plus the access labels (stickers) must be retained by the school and stored separately in the strongroom or safe.
8.10 Second sessions
A maximum of only two examination sessions is allowed. Should it be necessary to have two examination sessions, please ensure the following:
8.10.1 Candidates who are to sit for the examination in the second session are kept under strict supervision in a secure venue for the full duration of the first examination session. While there, they may not have access to cellphones or other forms of communication with persons outside the room, and they may not communicate with the candidates who are in the first session or who have just completed the first session examination. However, while waiting in this secure venue, second session candidates may have their books with them, may revise for the examination and may talk to one another.
8.10.2 The "Recycle Bin" on each computer is emptied between the sessions.
8.10.3 No user files have been secretly left somewhere on the hard drive of any computer. This can be best done by "searching" each hard drive and looking for files that were changed in the previous 2 - 3 hours and, if they are user files, deleting them.
8.10.4 The access codes of the folders used in the first session are de-activated.

9. MONITORING OF EXAMINATION VENUES
9.1 Monitors appointed by the WCED will visit examination venues on the day before the examination to ensure that all networks and stand-alone workstations have been set up properly.
9.2 WCED officials will visit examination venues on the day of the practical examination to ensure that instructions contained in this circular are being followed.

10. SUPERVISORY REQUIREMENTS Invigilators play a vital role in ensuring that candidates, whilst writing the examination, do not copy from one another or are not assisted by their colleagues or their teacher. It is therefore crucial that the minimum supervisory requirements are strictly adhered to. In addition to the above security measures, principals are reminded of the following:
10.1 Responsibilities of the invigilator
10.1.1 Prior to the commencement of the examination, all candidates must be informed by way of a general announcement that, if they are found copying files or saving files to places other than those indicated by the invigilator, they could have their results for the subject declared null and void and be barred from re-writing the subject for a period of THREE years. The exact wording to be used by the chief invigilator when making this announcement will be provided in the envelope along with the CD containing the data files.
10.1.2 Should there be any technical queries to be dealt with, the invigilator must act as the agent through whom the teacher communicates with the candidates.
10.1.3 The invigilator MUST be present when the data files are loaded to and copied from the stand-alone computers and/or networked server, as well as when the folders are written to a CD.
10.1.4 Labels (stickers) with the access codes must be collected from candidates immediately after log-in.
10.1.5 The invigilator must be present in the examination room at the end of the examination session to carry out the instructions given in Sections 7.6 and 8.9 above.
10.2 Responsibilities of the teacher
10.2.1 The Computer Applications Technology or Information Technology teacher must remain in the examination room for the duration of the examination in order to resolve any technical difficulties that might arise.
10.2.2 The teacher must be present in the examination room at the end of the examination session to carry out the instructions given in Sections 7.6 and 8.9 above.
10.3 Responsibilities of the principal
10.3.1 The principal must ensure that the CD containing the data files is handed over to the teacher or network administrator responsible for the preparation of the centre two (2) days before the conducting of the examination.
10.3.2 The principal must ensure that the said teacher or network administrator prepares the network and/or workstations on the day of receiving the CD. WCED monitors will check on the day before the examination whether the networks and/or workstations have been properly set up.
10.3.3 Immediately after the computer centre has been prepared, the principal must collect the CD containing the data files and keep it in the school's strongroom.
10.3.4 The principal must ensure that no teacher or learner has access to the computer centre after the data files have been copied and the network and/or workstations have been set up.
10.3.5 The principal must be present in the examination room at the end of the examination session to carry out the instructions given in Sections 7.6 and 8.9 above.

11. Power failures
11.1 If a power failure occurs during the examination, the following procedure should be followed:
11.1.1 Candidates are to remain in the computer room until the power supply is restored. Candidates may not communicate with each other while waiting for the power supply to be restored. The time lost during the power failure should be allowed as additional examination time.
11.1.2 When a power failure occurs, the centre manager should immediately inform the local authorities. He or she should also ascertain, if possible, how long the power failure is likely to last.
11.1.3 The WCED should immediately be informed of the power failure.
11.1.4 If, after two hours, the power supply has not been restored, the examination should be re-scheduled.
11.1.5 The work completed by the candidates is to be handed in and submitted to the WCED together with the documents.
11.1.6 In the case of an examination being cancelled because of a power failure, the learners should write the backup paper on another date.
11.1.7 In cases where two examination sessions are scheduled during an examination, namely in the morning and afternoon, the above procedure applies to both sessions.
11.2 In the event of computer breakdowns during the examination, the following procedure should be followed:
11.2.1 Candidates must immediately be moved to backup equipment, and appropriate additional time must be provided to the candidates.
11.2.2 No additional time will be allowed for work lost that was not correctly saved.
11.2.3 Candidates must complete the examination paper within the set time.

12. Non-adherence to the instructions contained in this circular could lead to disciplinary measures and possible charges being laid.
13. Kindly ensure that a copy of this circular is provided to all teachers and invigilators of Computer Applications Technology and Information Technology.
14. Please feel free to contact Mr I Francis (details in 7.7 above) for clarification and/or assistance.


SIGNED: BK SCHREUDER
HEAD: EDUCATION
DATE: 2008:10:22

Annexure A: sample access label  (size: 22 KB)
Annexure B: checklist  (size: 17 KB)