1. This circular replaces Circular 0007/2005.

2. The regulations pertaining to the Conduct, Administration and Management of National Examinations, indicate that it is an irregularity for a candidate to use or be in possession of a cellphone, programmable calculator or any other electronic device that may be of assistance to candidates while writing the examination. It is immaterial whether the cellphone or electronic device is switched off or in use. Being in possession of a cellphone or electronic device in the examination venue constitutes an examination irregularity.

3. A candidate found in possession of a cellphone or unauthorised electronic device during the examination will have his or her results for that examination question paper declared null and void. The candidate concerned may be barred from a minimum of one (1) and a maximum of three (3) subsequent examinations, excluding the supplementary examinations.

4. In 2014, eleven candidates had their results declared null and void due to being in possession of a cellphone in the examination venue.

5. Advanced cellphone technology now makes it possible to load specific information onto a cellphone. Proof of this was discovered during the writing of the 2012 National Senior Certificate examination when three full time candidates were caught with cellphones that were connected to earphones. The three candidates concerned had their results in the subject concerned declared null and void. In 2013, another candidate was caught with a cellphone in his possession. On inspection, it was discovered that it had seventy five (75) images of textbook pages relevant to the examination he was writing.

6. During the reading of the rules of the examination before every session, chief invigilators should remind all candidates to check if they have not forgotten to hand in their cellphones or electronic devices. The chief invigilator must inform candidates that a cellphone or electronic device that is discovered in the possession of a candidate during the writing of the examination will be confiscated and an irregularity declared against that candidate.

7. It is important for the invigilators to ask a candidate who arrives after the chief invigilator has read the examination rules, if he/she does not have any cellphones or electronic devices in his/her possession before they commence with the writing of the examination.

8. In the event that a candidate is found with a cellphone or electronic device in his/her possession while the examination is in progress, the following procedure must be followed:
8.1 The invigilator must remove the candidate’s cellphone/unauthorised electronic device as well as the examination answer book and write the word "IRREGULARITY" on the front outside cover page of the answer book, the type/nature of the irregularity, date and time.
8.2 The invigilator must then issue the candidate with a new answer book. This answer book must also be endorsed with the words, "NEW ANSWER BOOK", date and time of issue.
8.3 The candidate must be informed that the fact that he/she is being allowed to continue with the examination does not serve as a condonation of his/her contravention of the examination regulations, and that a written report will be submitted to the Department at the conclusion of the examination.
8.4 The invigilator must not allow any additional time to compensate for the lost time in the course of detecting and processing the examination irregularity.
8.5 At the conclusion of the examination session, the invigilator that discovered the cellphone or unauthorised electronic device must immediately submit a full report, in writing, to the principal of the school. The candidate, following the completion of the examination, must be addressed regarding the irregularity and requested to provide a written affidavit or response to the alleged offence. The chief invigilator must complete an Irregularity Report Form regarding the irregularity concerned and this form must be signed by him/her, the school principal as well as the candidate concerned.
8.6 Should the candidate refuse to submit the required written declaration or provide a response, this refusal must be confirmed in writing by the chief invigilator.
8.7 The school principal must submit all reports in this regard to his or her circuit manager for submission to:

Directorate: Assessment Management
Attention: Assistant Director for Irregularities
Western Cape Education Department
Grand Central Towers
Lower Parliament Street
Room 5-19
8.8 The invigilator must check whether the confiscated cellphone or electronic device does not contain any incriminating material. If there is any incriminating material stored on the cellphone or electronic device, it must be handed in to the Directorate: Assessment Management together with the reports and answer books. However, the cellphone or electronic device may be returned to the candidate concerned, after the examination session if it does not contain any incriminating material.

9. Attached to this minute is the Irregularity Report Form which must be completed in order to report irregularities.

10. Principals and centre managers are requested to bring this information to the attention of all their candidates before the commencement of all examinations.


SIGNED: PENNY VINJEVOLD
HEAD: EDUCATION
DATE: 2015:03:12

Irregularities Report Form  (size: 51 KB)