| 1. |
A new system of printing and packaging with mainly the following purpose will be implemented this year.
Digital printing on A3 paper folded in book form Unique bar code on each individual question paper (will be tested this year on a limited group of question papers) Plastic sealing of all question papers The packaging and delivery of question papers to schools in session sequence. This will ensure that the correct question papers are taken out of the strongroom.
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| 2. |
Please note the following definitions:
Inner bag - Green (for HG) or yellow (for SG) plastic wrapping (This replaces the brown envelope and the transparent plastic bag.)
Outer bag - Transparent bag containing the inner bags of a session. (This replaces the small cardboard boxes in which question papers were packed in the past.)
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| 3. |
The new process is as follows: |
| 3.1 |
Printing and sealing of question papers
Question papers are printed on A3 pages and provided to schools in A4 book form. All inner bags are provided with a white label on which a bar code, the name of the subject and the number of papers appear. Question papers are first sealed in units of 2, 5, 10, etc. and then in a yellow plastic wrapping (inner bag) for SG and a green plastic wrapping (inner bag) for HG.
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| 3.2 |
Packaging of question papers |
| 3.2.1 |
Examination question papers are packed per centre, per consignment and per session. A session represents a date and the time, e.g. 11-10-2004 at 9:00, irrespective of the number of question papers to be written. Session 2 is for example, on 11-10-2004 at 14:00. |
| 3.2.2 |
Inner bags of a specific session are sealed in an outer bag/outer bags. A centre may receive several outer bags for one session, particularly when thick question papers and large numbers of candidates are involved. Each outer bag is provided with a large white label on which the contents are indicated. In addition to the outer bag, centres also receive a covering packaging list (per consignment) indicating the contents of the total consignment. |
| 3.2.3 |
The transparent outer bags are packed in large cardboard boxes which are firmly stapled and sealed with white plastic straps. |
| 3.3 |
Delivery of question papers at schools |
| 3.3.1 |
Principals are requested to count the number of boxes very carefully before they sign the delivery note. |
| 3.3.2 |
The circuit manager, principal and chief invigilator must be present when the question papers are checked after receipt. The outer bag must be cut open carefully with a pair of scissors along the dotted line so that the resealing sections of the outer bag and the sealed sections of the inner bags are not cut open. Inner bags may under no circumstances be opened during the initial checking process. (Please note that outer bags have two seals. The first sealing is used to seal question papers before they are dispatched to schools. The second sealing which can be reached only when the outer bag has been cut open, is for its resealing after the completion of the checking process.) |
| 3.3.3 |
As soon as the contents of each outer bag have been checked individually, it must be resealed under the guidance of the circuit manager and be packed in the strongroom according to the session number. The resealing of the outer bags is very important, since departmental, national and external monitors will, during their visits to examination centres, check how the question papers have been resealed in the outer bags. |
| 3.3.4 |
The following certification process must take place in the examination venue in front of the candidates on the day of the examination session concerned. The chief invigilator and the invigilator must certify on the designated place on the plastic inner bag (yellow/green) that the inner bag is intact, that the correct question papers are being opened at the proper time according to the examination timetable and that the examination is being conducted in accordance with the regulations. After this has been done on each inner bag, they may be cut open. The empty plastic bags must be placed in the outer bag again and after the completion of the examinations be kept in the strongroom of the institution for purposes of auditing purposes/investigation into any possible irregularities. |
| 4. |
Should you have any enquiries concerning the new process, feel free to contact Mr CA Berry at 021 467 2265 or Mr A du Toit at 021 467 2955. |
| 5. |
Please bring the contents of this minute to the attention of all concerned. |
SIGNED: A.P. CLAUSEN
HEAD: EDUCATION
DATE: 2004:09:20
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