1. PROCEDURE TO BE FOLLOWED FOR COMPLAINTS AND COMMENTS REGARDING QUESTION PAPERS
1.1 Please note that all comments and complaints regarding national question papers must reach the Directorate: Examinations Administration within two days after the examinations in the specific subjects have been written.
1.2 This arrangement is necessary as the panels of examiners for the national question papers discuss the memorandum within three days after each examination has been written. The impact of complaints/errors on the marking process must be discussed as soon as possible to prevent candidates from being disadvantaged.
1.3 The letter addressed to the Directorate: Examinations Administration must not refer to the name of the school at all, but only to the centre number in order to facilitate preparations for the national Department of Education.
1.4 All relevant documentation must be submitted to the Directorate: Examinations Administration, for the attention of Mrs MM Ludick at mmludick@pgwc.gov.za or Mr CC Botman at cbotman@pgwc.gov.za or faxed to 021 461 5637.
2. PROCEDURE TO BE FOLLOWED FOR THE HANDLING OF IRREGULARITIES

In the case of assessment irregularities identified while the question paper is being written, the following procedures apply:
2.1 The invigilator must remove the candidate's answer script and write the word "IRREGULARITY" on the front cover, the type of irregularity and the date, time and place where the irregularity occurred.
2.2 The words "Answer script confiscated on …………………………. at …:……………….(time)" must also be written on the front cover in clear print.
2.3 The invigilator must take possession of any unauthorised or incriminating material, such as notes or any other object in the possession of the candidate, which may have been used directly or indirectly to commit the irregularity.
2.4 Such material must be attached to the confiscated answer script, which then becomes the property of the department, and neither the candidate nor his or her parent(s) or guardians have the right to demand its return.
2.5 The invigilator must then give the candidate a new answer book which must be endorsed with the words "NEW ANSWER BOOK - REPLACES ANSWER BOOK CONFISCATED" and the date and time that it was issued.
2.6 The candidate must be informed that the fact that he or she is allowed to continue with the examination does not serve as condonation of his or her contravention of the examination regulations, but that a written report will be submitted to the chief invigilator at the conclusion of the examination and that the incident will be reported to the Provincial Examinations Irregularities Committee (PEIC).
2.7 The candidate may not use the new answer book to answer questions that have already been answered and may only continue from where he or she stopped when the irregularity was discovered.
2.8 The invigilator must not allow any additional time to compensate for time lost in the course of detecting and processing the examination irregularity.
2.9 After the candidates have finished writing the examination concerned, the invigilator must submit a full written report concerning the irregularity to the chief invigilator without delay.
2.10 After the examination concerned has been written, the candidate concerned must be confronted regarding the irregularity and given the opportunity to provide a written affidavit or response to the alleged offence.
2.11 Should the candidate concerned refuse to provide the required written affidavit or provide a response, this refusal must be confirmed in a written affidavit by the invigilator.The candidate must sign the written affidavit made by the invigilator.
2.12 Should the candidate refuse to comply with sub-regulation 2.11, another invigilator attached to the examination centre must provide a written affidavit confirming the refusal of the candidate to provide a written affidavit.
2.13 The answer script, any incriminating material and all applicable statements must then be submitted in the normal way via the IMG Manager to the department for the attention of the Director: Examinations Administration. The Invigilators' Report Form for reporting irregularities must also be faxed to 021 461 5637 for the attention of Mrs MM Ludick.
(All relevant documentation MUST be submitted as insufficient documentation will cause unnecessary delays in obtaining a result for the candidate.)
3. You are also referred to paragraph 12 (Irregularities) and paragraph 13 (Complaints) of the Procedure Manual for Principals and Invigilators of 2009 and Government Gazette Vol. 518, No 8944 of 29 August 2008 on the Regulations for the Conduct, Administration and Management of Assessment.
4. Principals and chief invigilators are urgently requested to ensure that the above instructions are carried out.


SIGNED: T SINGH
ACTING HEAD: EDUCATION
DATE: 2009:09:16