1. Introduction
1.1 Proper management and administration of examinations at all institutions is essential to ensure the integrity and credibility of the examination results. In terms of national and provincial policies, school principals and centre managers are accountable for all examinations conducted at their schools.
1.2 While it is not expected that the writing of the NSC or ABET Level 4 examinations will be disrupted in 2014, it is essential that a comprehensive risk management plan be developed by each institution in order to be able to deal with any disruption that might affect the management and conducting of these examinations.

2. Contingency plan to deal with emergencies
2.1 As types of emergencies vary, the Western Cape Education Department (WCED) has developed the following procedure aimed at covering situations where there is a need to minimise the effect of an evacuation caused by an emergency. It is essential that all institutions that prepare candidates for examinations follow the same basic procedure.
2.1.1 In the event of an emergency occurring before the candidates commence with the writing of the examination, they must not enter the examination venue(s) before being instructed to do so. They must, however, be isolated from other groups or learners and kept under strict supervision.
2.1.2 If an emergency occurs while candidates are writing, and should it prove to be absolutely necessary to evacuate the examination room, the candidates must be instructed as follows:

  • To leave all books or examination material closed on their desks

  • To evacuate one room at a time, under constant supervision of the invigilator(s) and chief invigilator, and under the overall control of the principal. Additional teachers (not those whose subjects are being written) may be asked to assist in the supervision of the candidates.

  • Not to communicate with one another in any way

  • Not to have any books, papers, etc. in their possession

  • Not to have cellular phones in their possession

  • To sit in silence in a suitable place in the grounds of the institution, spaced apart to prevent any communication

  • To return in silence to the examination room(s) when given permission to do so and to carry on writing where they left off.
2.1.3 Candidates must be given the rest of the designated time to complete the examination upon their return to the examination room(s), i.e. the total time allocated to the paper, less the time for which they had been writing prior to the evacuation.
2.2 The principal, chief invigilator and other invigilators must be in charge of the candidates at all times. Each invigilator must be responsible for his or her group of candidates.
2.3 In the event of an evacuation, the circuit team manager or district director must be notified immediately of the incident. The circuit team manager or another designated official from the education district office will endeavor to visit the school immediately in order to verify the procedures followed by the school. The designated official from the district office must monitor the situation closely from the time that he or she arrives at the school.
2.4 Failure to carry out the evacuation according to the set procedures will compromise the credibility of an examination and may result in alternative arrangements being made, such as the re-scheduling of the examination at a later date.
2.5 Principals must inform candidates of the school's contingency plan for evacuation and of the serious consequences if such an evacuation is not carried out in terms of policy.
2.6 In the unlikely event of a national or provincial examination having to be rewritten, the WCED will inform all principals immediately after the decision has been made.

3. Risk management
3.1 Principals must use the accompanying checklist to assist them in identifying potential risks to the effective conducting of the examinations and to develop their risk management plan accordingly.
3.2 Principals must make sure that they familiarise themselves with the following minutes which regulate the conduct and administration of the NSC examinations:
3.2.1 Examinations Administration Minute: 0004/2013
3.2.2 Examinations Administration Minute: 0006/2013
3.2.3 Assessment Management Minute: 0008/2013
3.2.4 Examinations Administration Minute: 0002/2014
3.2.5 Examinations Administration Minute: 0006/2014
3.3 Any disruption in the examination process or the opening of the incorrect question paper must also be immediately reported to one of the following WCED officials:

Mrs Z Modimakwane, tel. no. 021 467 2075, cell no. 071 683 6286
Mr AP Clausen, tel. no. 021 467 2945, cell no. 082 773 9980
Ms T Singh, tel. no. 021 467 2541, cell no. 084 312 8333
Mr BK Schreuder, tel. no. 021 467 2519, cell no. 082 373 5989

4. The WCED wishes you well for the coming examinations.


SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2014:10:09

Risk management checklist  (size: 106 KB)