DIRECTORATE OF APPRENTICESHIP &
INDUSTRIAL TRAINING
MADIRELO TRAINING & TESTING CENTRE
EXAMINATIONS GUIDELINES
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October 2006
CONTENTS
Page
2
1.0
INTRODUCTION
2.0
2.1
2.2
2.3
2.4
2.5
PREPARATION FOR THE EXAMINATION
Safe Custody of Question Papers and other Examination Materials
Timetable Variations
Use of Calculators
Accommodation
Invigilation Arrangements
2
2
3
3
4
5
3.0
3.1
3.2
3.3
3.4
AT THE BEGINNING OF THE EXAMINATION
Identification of Candidates
Persons Present
Question Papers, Stationery, Materials and other Equipment
Starting the Examination
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6
6
6
7
4.0
4.1
4.2
4.3
4.4
4.5
4.6.
DURING THE EXAMINATION
Supervision of the Candidates
Late Arrival of Candidates
Completing the Attendance Register
Leaving the Examination Room
Irregular Conduct
Emergencies
8
8
8
9
9
9
10
5.0
5.1
5.2
AT THE END OF THE EXAMINATION
Finishing the Examination
Collection of Scripts
10
10
10
6.0
6.1
6.2
6.3
6.4
AFTER THE EXAMINATION
Packing of Scripts
Dispatch of Scripts
Unused Stationery
Requests for Special Consideration
11
11
11
11
11
7.0
7.1
SUPPLEMENT I
Checklist for Invigilators
12
12
8.0
8.1
SUPPLEMENT II
Examination Procedures and Regulations
14
14
9.0
9.1
SUPPLEMENT III
Learner Appeals
19
19
10.0
10.1
SUPPLEMENT IV
Examination Process
20
20
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October 2006
1.0
INTRODUCTION
The Head of a School or Principal of an institution approved by the Directorate of
Apprenticeship & Industrial Training / Madirelo Training & Testing Centre
(DAIT/MTTC) as an assessment Centre is defined for the purposes of this document as the
Head of Centre. The Head of Centre is responsible to DAIT/MTTC for the proper conduct
of the examination by observance of these Examination Guidelines. If a situation arises which
is not covered by these Examination Guidelines, the advice of DAIT/MTTC should be sought.
These Examination Guidelines refer to the conduct of examinations in all subjects. Additional
subject Examinations Guidelines are also issued, where appropriate, by DAIT/MTTC.
All correspondence relating to the examinations should be sent directly to The Co-ordinator
Assessment and Certification at DAIT/MTTC.
2.0
PREPARATION FOR THE EXAMINATION
2.1
Safe Custody of Question Papers and Other Examination Materials
2.1.1 Question paper packets and examination materials should be carefully checked on
receipt and DAIT/MTTC notified immediately if there are any problems such as:
(a) if there are any discrepancies between the material received and the
advice/delivery or dispatch note.
(b) if the material received appears not to meet the centre’s requirements.
(c) if the material has been significantly damaged in transit.
(d) if there appears to have been any possible breach of security whilst the material was
in transit.
(Question paper packets must be checked against the timetable and arranged in timetable order
so as to reduce the possibility of opening a packet of question papers at the wrong time.)
2.1.2 Question papers must be locked away in a place of high security, ideally a strong
safe. If a safe is not available or is of insufficient capacity, a non-portable, lockable,
reinforced steel or metal cabinet or other similar container must be used. The safe or
container must be in a securely locked room with access restricted to two or three key
holders. The room should preferably be windowless and on an upper floor. Where
windows are not secure, particularly those on a ground floor, arrangements must be
made for them to be fitted with an effective security device (e.g. metal bars, alarm
system, etc).
2.1.3 DAIT/MTTC must be informed immediately if the security of the question papers or
confidential ancillary instructions is put at risk by fire, theft, loss, damage,
unauthorised disclosure or any other circumstances.
2.1.4 The packets of question papers and other examination materials must not be opened
until the time appointed for the examination concerned, except where DAIT/MTTC
instructs otherwise. (See also paragraph 3.4.2(e)).
Where a Centre conducts examinations in the same subject in more than one room, it is
permissible to open a packet of question papers in one of the rooms, in the presence of the
candidates, and to take some of the papers to the other room(s) on the same site. However, it is
not permissible to open the packet of question papers earlier than the time appointed for the
examination in order to take some of the papers to another site. Under these circumstances, the
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October 2006
Centre should make arrangements with DAIT/MTTC for separate packets of question papers to
be supplied.
2.1.5 Where confidential materials such as instructions for practical examinations may
have to be opened in advance of the examination, strict precautions must be taken to
safeguard them after they have been opened. They must not be removed from the
Centre and when not in use must be kept secure under the conditions described in
paragraph 2.1.2.
2.1.6 Where confidential material is pre-recorded on tapes or other media, arrangements
must be made, prior to the examination, for such material to be tested according to the
instructions issued by DAIT/MTTC and any deficiencies notified immediately to
DAIT/MTTC.
2.1.7 Examination stationery and materials must be stored securely at all times so that no
unauthorised person has access to them.
2.2
Timetable Variations
2.2.1The published timetable of examinations issued by DAIT/MTTC must be followed,
except as in paragraphs 2.2.2 and 2.2.3 below.
2.2.2 Examinations scheduled for the morning will normally start at 8.00 a.m.;
examinations scheduled for the afternoon will normally start at 2.00 p.m. However,
where circumstances demand, a Centre may start an examination up to 30 minutes
after the normal starting time without seeking permission from DAIT/MTTC.
2.2.3 Any deviation from the timetable, other than that in 2.2.2, can only take place if the
written agreement of DAIT/MTTC has been obtained in advance of the examination.
2.3
Use of Calculators
2.3.1 Calculators can be used in all examinations except where use is expressly prohibited
in the rubric of the question paper. Candidates must be informed in advance that:
(a) the calculator must be of a size suitable for use on the desk at which the candidate
will attempt the examination.
(b) the power supply for the calculator is the responsibility of the candidate and must
be integral.
(c) the working condition of the calculator is the responsibility of the candidate.
(d) a fault in a calculator will not normally be considered as justifying the giving of
special consideration to the user.
(e) calculator cases, instruction leaflets or other similar materials must not be in the
possession of candidates during the examination.
(f) calculators must not be borrowed from other candidates in the course of an
examination for any reason, although the invigilator may provide a candidate with
a replacement calculator.
(g) programmable calculators may not be used.
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2.3.2 Calculators with any of the following facilities are prohibited:
♦
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♦
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2.4
data banks
dictionaries
language translators
retrieval of text or formulae
QWERTY keyboards
built-in symbolic algebra manipulations
symbolic differentiation or integration
capability of remote communication with other machines
Accommodation
2.4.1 All candidates must sit for the examination at the Centre unless prior permission
has been obtained from DAIT/MTTC for candidates to take the examination
elsewhere.
2.4.2 Any room in which an examination is conducted must provide candidates with
appropriate conditions in which to take the examination. Due attention must be paid
to such matters as lighting, ventilation and the level of extraneous noise.
Practical examinations must be conducted under conditions that will provide all
candidates with the opportunity to complete their tasks and to display their true
level of attainment in the subject concerned.
2.4.3 No display material (e.g. maps, diagrams, wall charts) which might be helpful to
candidates must be visible in the examination room unless the rubric expressly states
that candidates are allowed to use reference materials during the examination.
Particular care must be taken with those examinations that are held in laboratories or
libraries.
2.4.4 A reliable clock must be visible to each candidate in the examination room. (Regular
checks should be carried out to ensure that all clocks used in the examination room are in
good working order.)
2.4.5 The 'Warning to Candidates' must be displayed both inside and outside the
examination room.
The poster version (A3 size) of the 'Notice to Candidates' must be displayed in a
public place outside the examination room.
2.4.6 A board must be visible to all candidates showing the Centre number and the
actual starting and finishing times of each examination.
2.4.7 The seating arrangements must be such as to prevent candidates from overlooking,
intentionally or otherwise, the work of others; in particular, the minimum distance in
all directions from Centre to Centre of candidates' chairs must be 1.5 metres.
Wherever possible, for written examinations,
(a) all candidates should face in the same direction.
(b) each candidate should have a separate desk or table of sufficient size to
accommodate question papers, maps (as appropriate) and answer booklets.
(c) when candidates are working on a drawing board set on an easel or other nonhorizontal surface, they must, wherever possible, be arranged in an inward-
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October 2006
facing circle or in some similar pattern.
(d) where centres wish to use accommodation with screened booths, such as
language laboratories, less than 1.5 metres apart, such accommodation may be
used but only when the screens are such as to obstruct completely any sight of
neighbouring candidates' work.
(e) where candidates are not working at individual desks, they must be sufficiently
far apart such that their work cannot be seen by, and contact cannot be made
with, other candidates.
2.4.8 Any candidate suffering from an infectious or contagious disease must take the
examination in a separate room in which all regulations can be applied. The
candidate's script must be kept separate from other scripts from the Centre and it
must not be posted until advice has been sought from DAIT/MTTC.
2.4.9 Candidates should normally be seated in candidate number order.
2.5
Invigilation Arrangements
2.5.1 The Head of Centre must ensure that suitably qualified and experienced adults
carry out invigilation. Whilst the Head of Centre has discretion to decide who is
suitably qualified and experienced, any relative of a candidate in the examination
room is specifically not eligible to serve as the sole invigilator.
2.5.2 The invigilator is the person in the examination room responsible for the conduct of
a particular examination session in the presence of the candidates. Invigilators must
give their whole attention to the proper conduct of the examination. Invigilators are
not to perform any additional task (e.g. marking) in the examination room.
2.5.3 Sufficient invigilators must be appointed to ensure that the examination is
conducted in accordance with the following requirements:
(a) At least one invigilator must be present for every 30 candidates. (See also
paragraph 2.5.3(d) below).
(b) When one invigilator is present, he/she must be able to summon assistance
easily, without leaving the examination room and without disturbing the candidates.
Invigilators may be changed, provided that the number present in the examination
room does not fall below the number prescribed.
(c) A teacher who has prepared the candidates for the subject of the examination
during the academic year of the examination must not be the sole invigilator at any
time during a written examination in that subject.
(d) For practical tests, there must normally be one invigilator to every 15 candidates.
In these examinations it is essential that a teacher of the subject should also be
present in the examination room at the start of the test and as necessary thereafter to
deal with technical difficulties that may arise, including matters of safety, and to
assist with the invigilation in general.
(e) In examinations whereby questions or passages are required to be read to all
candidates, or to a group of candidates, it is essential that an invigilator is present in
addition to the reader.
(f) Arrangements must be such that each candidate in the examination room can be
observed by an invigilator at all times.
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October 2006
2.5.4 These Examination Guidelines must be available to each invigilator in the
examination room and the invigilators must be familiar with the Notice to Candidates,
the Warning to Candidates and any specific regulations relating to the subjects being
examined.
2.5.5 Centres must keep signed records of the siting and invigilation arrangements for
each examination session. It must be possible to generate a siting plan from this
record. The siting and invigilation records may be required by DAIT/MTTC at any
time up to the publication of results. The records should be submitted to The
Director at DAIT/MTTC immediately after the last examination has taken place.
3.0
AT THE BEGINNING OF THE EXAMINATION
3.1
Identification of Candidates
3.1.1The invigilators must be satisfied as to the identity of every candidate attending
each examination session. The Head of Centre must ensure that appropriate
arrangements are in place to enable all invigilators to carry out adequate checks on
the identity of all candidates.
3.1.2 Private candidates who are not known to the school or college authorities must be
required to present documentary evidence that they are the same persons who made
entry for the examination each time they attend an examination session.
3.2
Persons Present
3.2.1 Only persons authorised by the Head of Centre are to be allowed in the
examination room.
3.2.2 DAIT/MTTC reserves the right to visit centres during the period of the
examinations (and at any other reasonable time) to inspect the arrangements made
for the security of confidential examination material and for the conduct of the
examinations.
3.3
Question Papers, Stationery, Materials and other Equipment
3.3.1 The invigilator must take all reasonable steps to ensure that:
(a) the official examination stationery for the particular subject examination is
issued to candidates and that no other stationery, including paper for rough
work, is provided.
(b) candidates may take into the examination room only those articles,
instruments and materials which are required for the examination. Such
articles and instruments include pens, pencils, rulers, erasers, mathematical
instruments and calculators (unless their use is expressly forbidden in the
rubric of the question paper). Candidates may also take into the examination
room any articles, instruments or materials that are expressly permitted in
the rubric of the question paper, stationery list or in the syllabus for the
subject being examined.
(The rubric of the question paper will state if calculators are prohibited. In the
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October 2006
absence of such a statement, calculators are regarded as standard equipment and may
be used by candidates)
(c) if unauthorised materials have been taken into the examination room, such
materials are placed out of reach of the candidates before the examination
commences. (See also paragraph 3.4.2(c) below)
(d) in a subject where there is an objective test and individual pre-printed answer
sheets are provided for each candidate, each individual answer sheet is given
to the candidate whose name appears on it and that the sheets relate to the
subject and the component concerned.
3.4
Starting the Examination
3.4.1 An examination is deemed to be in progress from the time that the candidates
enter the room until all the scripts have been collected.
3.4.2 Before candidates are permitted to start work the invigilator must:
(a) ensure that candidates are seated in accordance with the prescribed seating
arrangements.
(b) inform the candidates that they are now subject to the regulations of the
examination.
(c) warn candidates that any unauthorised material must be handed in.
(d) check that candidates have all the necessary material to enable them to
complete the examination.
(e) open the packets of question papers and issue the papers to candidates.
Question paper packets must normally remain sealed so that they may be
opened in the presence of the candidates (see paragraph 2.1.4).
(It is the responsibility of the invigilator to report to the Head of Centre any grounds for
suspicion about the security of the examination papers. In such cases, the Head of Centre
must immediately notify DAIT/MTTC and submit a full written report.)
(f) draw to the candidates' attention the instructions printed on the front of the
question paper, and ask them to check that they have been given the
examination paper for the correct subject and component.
(g) ensure that details of any erratum notices are brought to the attention of
candidates (see also paragraph 3.4.3).
(h) remind candidates that they must write in blue or black ink or ball-pen.
(i) instruct candidates to enter their names, Centre number, candidate numbers
and the component code/paper details on their answer booklets where
applicable, and to complete other details as required.
(j) advise the candidates that:
(i) unless instructions are given to the contrary on the question paper, all
work, including rough work, must be done on the examination stationery
provided by DAIT/MTTC; any rough work should be neatly crossed through
but not obliterated, as it will be forwarded to the Examiner.
(ii) correcting fluid/correcting pens should not be used.
(iii) in the case of multiple choice papers, any rough work should be done in
the question booklet.
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October 2006
(k) announce clearly to the candidates when they may begin to write their
answers, specifying the time allowed for the paper(s).
3.4.3 The invigilator must not give any information to candidates about suspected
errors in the question paper unless an erratum notice has been received.
3.4.4 The invigilator should remind candidates that they are forbidden to
communicate in any way with, seek assistance from or give assistance to
another candidate whilst they are in the examination room.
3.4.5 The invigilator must not offer any advice or comment on the work of the
candidates.
4.0
DURING THE EXAMINATION
4.1
Supervision of the Candidates
Invigilators must supervise the candidates throughout the whole time the examination
is in progress and give complete attention at all times to this duty.
During a practical examination, it is recognised that some movement by candidates
and spoken instructions may be necessary. These must be limited to those that are
essential to achieve the objectives of the examination.
4.2
Late Arrival of Candidates
4.2.1 A candidate who arrives after the starting time for an examination may be
allowed to enter the examination room and to sit the examination but should be
warned that DAIT/MTTC reserves the right not to accept the script. In
determining whether any of the work completed by a candidate who arrives late
can be accepted, DAIT/MTTC will pay particular attention to the extent to which
it can regard the security of the examination as having been maintained.
Particular regard should be given to the time at which candidates leave the
examination room and question papers cease to be confidential.
4.2.2 A candidate who arrives after the start of the examination must not be allowed
any time after the scheduled end of the examination and will finish at the same
time as all other candidates.
4.2.3 In all cases where a candidate who is admitted late into the examination room,
the following rules apply:
(a) the script must be sent to the Examiner in the normal way.
(b) a full written report on the form, 'Report on Candidate Admitted Late to
Examination Room', must be sent to DAIT/MTTC as soon as possible
containing the following information:
(i) the reason for the late arrival of the candidate, including any details of
special arrangements made for the candidate to reach the Centre,
(ii) the actual starting and finishing times of the examination,
(iii) the time at which the candidate started the examination,
(iv) a statement regarding any possible breach of examination security arising
from the candidate's late arrival, including information about the extent
to which the candidate was under staff supervision from the actual
starting time of the examination.
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4.2.4 Candidates arriving after the Examination
(a) Where a candidate arrives late for the examination and after the
scheduled finishing time, the candidate must be recorded as 'absent'.
(b) Where a candidate arrives late for an afternoon paper, re-scheduled with
the approval of DAIT/MTTC for a morning session, the candidate may
be permitted to take the paper at the published time provided the
candidate has not had any contact with candidates who sat the paper
early. Acceptance of the script will be at the discretion of DAIT/MTTC.
4.3
Completing the Attendance Register
4.3.1 The invigilator must complete the Attendance Register during the examination, in
accordance with the instructions of DAIT/MTTC.
4.3.2. If a candidate is not shown on the Attendance Register, he/she must be entered
on the supplementary Attendance Register and a formal entry made to
DAIT/MTTC if this has not already been done.
4.3.3 If a candidate has been entered but is not present for the examination, he/she
must be marked as 'Absent' on the Attendance Register.
4.4
Leaving the Examination Room
4.4.1 Candidates must not be allowed to leave the examination room (except in an
emergency) less than one hour (or a period equal to the duration of the
examination if less than one hour) after the official starting time shown on the
timetable.
4.4.2 A member of staff must accompany candidates who leave the examination room
temporarily. Such candidates should not be allowed extra time to compensate for
their temporary absence.
4.4.3 A candidate who has finished work and has been allowed to leave the
examination room early must hand in their work; the candidate must not be readmitted into the examination room.
4.4.4 No copy of a question paper may be taken from the examination room until the
end of the examination, and all question papers must be held securely in the
Centre until at least 24 hours after the published finishing time for the paper. The
papers may then be returned to the candidates.
Where papers are re-scheduled within a morning or afternoon session, the
question papers must not be released until at least 24 hours after the published
finishing time for the paper concerned.
4.5
Irregular Conduct
4.5.1 Wherever practicable, the invigilator should remove and retain any unauthorised
material discovered in the possession of a candidate in the examination. (See also
paragraph 3.4.2(c)).
4.5.2 It is the duty of the Head of Centre to ensure that all cases of irregularity or
misconduct in connection with the examination are reported to DAIT/MTTC as
soon as possible. The Head of Centre is empowered to expel a candidate from the
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examination room but such action should only be taken when it is felt that it is
essential or when the continued presence of a candidate would cause disruption
to other candidates.
4.5.3 Any infringement of the regulations may lead to a disqualification of the
candidate. The decision on disqualification rests with DAIT/MTTC.
4.6
Emergencies
4.6.1 The invigilator must take the following action in the event of an emergency such
as a fire alarm:
(a) evacuate the examination room in accordance with the instructions given by
the appropriate authority.
(b) ensure that all question papers and scripts are left in the examination room
(but see paragraph 4.6.1(g) below).
(c) ensure that the candidates are supervised as closely as possible whilst they
are out of the examination room so as to ensure there is no collusion.
(d) after the candidates have returned to the examination room and before the
examination is resumed, where it is feasible to do so, indicate on the
candidates' work the point at which the interruption occurred.
(e) note the time and duration of the interruption.
(f) allow the candidates the full working time prescribed for the examination.
(g) in the event of there being only a small number of candidates, consider the
possibility of taking the candidates with question papers and scripts to
another place in order to complete the examination.
(h) make a full report of the incident and of the action taken for direct
submission to The Co-ordinator at DAIT/MTTC.
5.0
AT THE END OF THE EXAMINATION
5.1
Finishing the Examination
5.1.1 Five minutes before the end of the examination the invigilator should inform
candidates of the time remaining.
5.1.2 At the end of the examination, candidates should be told to stop writing.
The invigilator must instruct the candidates:
(a) to ensure that all the required information has been entered on their scripts.
(b) to see that their answers are correctly numbered.
(c) to assemble any loose sheets in the order in which the questions have been
attempted and then to fasten them and any supplementary answer sheets to the
back of their answer booklets (or as otherwise instructed) with the string or tags
provided. Paper clips or staples should not be used.
5.2
Collection of Scripts
5.2.1 Arrangements must be made for all scripts to be collected, placed in the order
shown on the Attendance Register and checked to ensure that all scripts are
present and that candidates have used their correct Centre and candidate
numbers.
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5.2.2 After collation, the scripts should be handed to the person responsible for
despatching the scripts to DAIT/MTTC.
(Scripts are confidential between the candidate and DAIT/MTTC. They may not be read
or photocopied by any person prior to despatch)
6.0
AFTER THE EXAMINATION
6.1
Packing of Scripts
6.1.1 Care must be taken in packing the scripts and the relevant Attendance Registers
for despatch to DAIT/MTTC. The envelopes should be fastened securely both
ways with string or self-adhesive tape. Staples should not be used.
6.1.2 Under no circumstances must any correspondence, including requests for special
consideration, be included with the examination scripts. All such correspondence
should be sent to The Co-ordinator at DAIT/MTTC.
6.2
Despatch of Scripts
The scripts must be sent to DAIT/MTTC in accordance with the arrangements agreed
with The Co-ordinator at DAIT/MTTC. Scripts that are retained in the Centre awaiting
despatch must be kept under secure conditions.
6.3
Unused Stationery
All unused stationery in the examination room must be collected, checked for any
loose sheets which candidates may have overlooked, returned to the Head of Centre
and stored under secure conditions until required for a subsequent examination.
6.4
Requests for Special Consideration
Where a candidate sits an examination under adverse circumstances and the Centre
wants to submit an application for special consideration, such applications must be
made in accordance with approved procedures. All applications for Special
Consideration must be submitted to The Co-ordinator at DAIT/MTTC.
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7.0
SUPPLEMENT I
Checklist for Invigilators
A summary checklist for invigilators is given as a supplement to these Instructions. The
checklist is intended to assist the invigilators and must only be used in conjunction
with the instructions contained in this booklet.
7.1
CHECKLIST FOR INVIGILATORS
This checklist summarises the essential actions for the invigilation of examinations.
Invigilators must be familiar with the Examinations Guidelines and should refer to this
booklet for detailed instructions and guidance.
A:
Arrangement of the Examination Rooms
1. Check that any charts, diagrams, etc. have been cleared from the walls.
2. Check that you have the following:
(a) Warning to Candidates,
(b) A clock clearly visible to all candidates,
(c) A board showing:
(i) Centre number,
(ii) Starting time and finishing time of the examination.
3. Check that you have:
(a) A copy of the current Examinations Guidelines,
(b) Any subject-specific instructions issued by DAIT/MTTC,
(c) A seating plan of the examination room.
B:
Before the Examination
1. Refer to the front of the question paper and the Summary of Additional Materials List for
precise requirements in respect of authorised materials, particularly calculators.
2. Inform candidates that they are now subject to the regulations of the examination and
draw their attention to:
(a) Warning to Candidates,
(b) Notice to Candidates.
3. Warn candidates that any unauthorised materials must be handed to you.
4. Open the question paper packet in the examination room.
(a) Instruct candidates to complete the details on the front of the answer booklet.
(b) Draw attention to the instructions on the front of the question paper.
5. Ensure that details of any erratum notices are brought to the notice of the candidates.
6. Remind candidates when they may begin and how much time they have.
C:
Identification of Candidates
1. Satisfy yourself as to the identity of every candidate in the examination room.
2. Check documentary evidence presented by private candidates that they are the same
persons who made entry for the examination.
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D:
During the Examination
1. Complete the Attendance Register. Indicate absent candidates
2. Refer to paragraph 4.2 of the Examinations Guidelines if a candidate arrives late.
3. Be vigilant. Supervise the candidates at all times to prevent cheating and / or distractions.
4. Do not give any information to the candidates about:
(a) suspected errors in the question paper, unless an erratum notice has been issued,
(b) any question on the paper or the requirements for answering particular questions.
5. Ensure that no candidate leaves the examination room until at least one hour after the
published starting time (or the duration of the examination, if less than one hour).
6. Ensure that no question paper is removed from the examination room. All
question
papers should be returned to a secure store at the end of the examination.
7. Ensure that a member of staff is available to accompany any candidates who need to leave
the room temporarily.
8. Refer to paragraph 4.6 of the Examinations Guidelines in the event of an emergency.
9. Inform candidates when they have five minutes remaining.
10. Instruct candidates to stop writing at the end of the examination.
E:
After the Examination
1. Check and sign the Attendance Register. Ensure that all of the absentees have been
properly recorded.
2. Instruct candidates to check that:
(a) all the required information has been entered on their scripts, including supplementary
sheets,
(b) they have crossed out rough work or unwanted answers,
(c) they have fastened any supplementary sheets in accordance with the instructions on
the question paper or answer booklet.
3. Collect all scripts and all unused stationery before the candidates leave the examination
room.
4. Arrange scripts in Attendance Register order.
5. Ensure that scripts are moved to a secure place.
F:
Use of Calculators
1. Candidates are permitted to use certain types of calculator unless their use is specifically
forbidden in the rubric of the question paper (see paragraph 2.3 of the Examinations
Guideline.)
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October 2006
8.0
SUPPLEMENT II
8.1
EXAMINATION PROCEDURES AND REGULATIONS
1.0
NCC Examination Procedures
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
1.13
1.14
1.15
1.16
1.17
1.18
Inviting of BoEs
Setting of the Examinations
Laying up of papers
Proof reading
TAC Approval of papers
Registration of Candidates
Attendance list
Multi copying of papers
Conducting of Theory examinations
Conducting of Practical examinations
List of attendees/absentees
Marking process
Collation of results
Publishing of results
Remarking procedures
Certificates
Re-sits/Supplementary Examinations
Registration for Re-sit or Supplementary Examinations
1.1
Inviting of Board of Examiners (BoEs)
All BoE members should be sent a full timetable of all of the stages laid out in the
NCC Examinations process. The Examination Unit in consultation with the BoE
Secretaries will draw up the timetable.
1.2
Setting of the Examinations
The BoEs to the agreed format will set the examination over a two weeks period
during August/September. The blank examination paper with the correct amount
of question for each section should be filled in so that the papers are handed to the
Examination Unit as a recognisable examination document. The re-sit paper as well
as the first paper needs to be set at this time.
1.3
Laying up of papers
The Examination Unit as written by the BoEs into the final format will draw up the
examination papers.
1.4
Proof Reading
The Boards of Examiners and Secretary, TAC will proof read the examination papers
together in a room where a computer link up with the MTTC Network is possible.
Any corrections to that examination will be corrected, there and then a printout of
the finished examination will be made at that time so that a final paper in its entirety
can be approved by the BOE.
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October 2006
1.5
TAC Approval of Papers
The TAC should meet as soon as possible after the proof reading session in order to
approve the Examination papers. Their approval is an indication that the paper is to
the agreed standard.
1.6
Registration of Candidates
Registration forms will be sent to the examination centres for filling in by the
candidates themselves. The forms should be returned to the Examinations Unit
before a deadline. Any candidates not registered by that date would not be eligible
for sitting for the NCC Examinations.
1.7
Attendance Lists
A complete list of all the candidates registered to sit the NCC examinations will be
drawn up by the Examinations Unit and sent to each Examination Centre. The
Examination Centre will have the opportunity of checking that the lists are complete
and that the spelling of each name is correct. Any corrections must be directed to
Examinations Unit as soon as possible.
1.8
Multi-Copying of Papers
The Examination papers should be printed and bound up by the Examination Unit
at MTTC. The papers will be sealed in plastic envelopes so that any tampering with
the papers is easily evidenced.
1.9
Conducting of Theory Examinations
The theory examinations will be conducted according to the rules and regulations at
the registered examination centres around the country. (Rules and Regulations
attached).
1.10
Conducting of Practical Examinations
The practical examinations will be conducted in conjunction with the Panels of
Testers at agreed centres.
1.11
List of attendees/absentees
A complete list of all the candidates who sat and list of all those who were absent
will be drawn up by the examinations unit using the attendance lists.
1.12
The Marking Process
The Panel of Markers with the TAC Secretary will undertake the marking process.
The Examination Unit may do collation of marks.
1.13
Collations of Results
The Examination Unit will collate all results of candidates in co-operation with the
TAC/BoE Secretary. The results will then be checked by the Secretary prior to their
being presented to the TAC for approval. After TAC’s approval, the results will then
be presented to DAIT/MTTC Academic Council for final approval and publishing.
1.14
Publishing of Results
The Examinations Unit will collate and publish the results of the NCC Examinations
as soon as all the results are approved. From these results, lists of those who require
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October 2006
re-sits, those who need to repeat the final year and those who will be discontinued
will be drawn up. The Examinations Unit will send out letters to such candidates.
1.15
Remarking Procedures:
(a)
(b)
The request for remarking of a theory paper should be made on the
prescribed application form available at MTTC or Technical Colleges.
A fee of P50.00 per subject for remarking should be paid to MTTC accounts
section at the time of submitting application.
(c)
The application for remarking should be made within 14 days of the
publication of results after that no application will be accepted.
(d)
The application for remarking a script should be supported by the respective
Principal of the Institution.
(e)
Application for remarking does not guarantee the candidate(s) access to their
scripts. Scripts shall remain the property of DAIT/MTTC and shall always
be in its sole custody.
(f)
It is not possible to remark the practical examination and therefore no
application for remarking a practical examination will be accepted.
1.16
Certification
The certificates will be printed and released to the Examination centres. No
candidate may contact the Examination Unit in connection with this unless it is via
their training Centre.
1.17
Re-sits/Supplementary examination
The candidates who failed the annual examination, should register for the re-sit or
supplementary examination within four weeks of the declaration of the results of
NCC annual examination.
1.18
Registration for Re-sit or Supplementary Examinations
The Registration for re-sit or Supplementary examination shall be done through the
respective Technical College or Training Centre for the respective candidate.
2.0
EXAMINATIONS REGULATIONS FOR EXAMINATION CENTRES
2.1
The Centre should supply the following: -
2.1.1
2.1.2
Well-lit, well-ventilated, quiet rooms suitable for examination purposes.
A wall clock together with some method of writing instructions and information for
the students during the examination.
Drawing equipment for drawing examinations.
Signs outside the rooms to indicate that examinations are in progress.
Clear directions to the examination venue for the candidates.
Security for the examination papers whilst they are in the Centre.
2.1.3
2.1.4
2.1.5
2.1.6
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October 2006
2.1.7
2.1.9
Examination staff. This includes the Invigilator plus at least one other person (a
Rover) who is available to be called into the examination room if any
problems
arise.
Written reports on any wrongdoing or incidents that occur in relation to the
examinations.
A display of the regulations for candidates for NCC examinations.
3.0
EXAMINATION REGULATIONS FOR INVIGILATORS AND ROVERS
3.1
The Invigilator should: -
3.1.1
Be in the room at least 15 (Fifteen) minutes prior to the start of the examination in
order to make sure that the room is in order, place the clock in place etc.
Ensure that the desks to be used are at least 800mm away from other desks. (Where
this is not applicable, ensure that students are a reasonable distance apart)
Allow the candidates into the room 10 minutes prior to the examination. Candidates
should be sat in register order.
Register the candidates. Ensure that proof of ID is checked (i.e. Omang cards) make
sure the candidates sign the registration sheet.
Write the start and finish time on the board.
Unseal the examination packet in front of the candidates.
Hand out the question papers.
At the correct time, tell the candidates to start.
Announce that there are fifteen minutes left at the appropriate time. From this time,
no candidate may leave the room until the end of the examination.
Collect in all papers at the end of the examination whilst the candidates remain
seated. The papers should be collected in register order. (No papers that have not
been collected may leave the examination room).
Seal the registration document and the papers in the envelope(s) provided.
Return all papers to the secure place/person in the Centre.
Ensure that regulations for candidates are adhered to
Fully document any problems that arise during the examination.
Call the Rover if any problems arise so that that person may be a witness to
any
incident.
Not allow any unauthorised person to read the examination paper. No paper that is
not in use by candidates or the invigilator should be unsealed.
Latecomers will be allowed into the examination up to forty-five (45) minutes after
the start of the examination. These latecomers will not be allowed extra time at the
end of the examination.
Unauthorised persons may not enter the examination room during the examination
period. This includes preparation and clearing up time. This includes Examination
Centre Staff and Lecturers. The Rover and the MTTC Co-ordinator are authorised
persons. Authority for entry is only at the discretion of the MTTC Co-ordinator. In
the absence of an MTTC Co-ordinator, the Examinations Co-ordinator for that
Centre may issue authority. Any such authorities must be fully documented.
Follow the instructions of the MTTC Co-ordinator.
The Principal of the College or the Centre should assist the MTTC Co-ordinator in
respect of examination problems.
2.1.8
3.1.2
3.1.3
3.1.4
3.1.4
3.1.5
3.1.6
3.1.7
3.1.9
3.1.10
3.1.11
3.1.12
3.1.13
3.1.14
3.1.15
3.1.16
3.1.17
3.1.18
3.1.19
3.1.20
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October 2006
3.2
The Rover should: -
3.2.1
3.2.2
3.2.3
3.2.4
Be within calling distance of the Invigilators throughout the examination.
Assist the Invigilators when the need arises in co-operation with the MTTC Coordinator.
Fully document any problems that arise during the examination period.
Seek advice from the MTTC Co-ordinator when the need arises.
4.0
REGULATIONS FOR MTTC EXAMINATION CANDIDATES
4.1
Candidates Must: -
4.1.1
4.1.2
4.1.3
4.1.4
Read and understand these regulations.
Bring with them a recognised form of ID to the examinations room.
Sit in the seat indicated by the Invigilator.
Not leave the examination room in the first hour of the examination or during the
last fifteen minutes.
Not do anything to distract any other candidate. No communication whatsoever is
allowed between candidates. Communication between candidates will result in
expulsion from the examination.
Bring their own stationery. Black or blue pens, rubbers, rulers, non-programmable
calculators are allowed. It is not permitted for any equipment to be shared by
candidates. Red and Green pens are not allowed.
Write their name and candidate number on the front of the paper when told to do
so.
Only break the seal on the examination paper when told to do so by the Invigilator.
Return all papers in at the end of the examination. No papers may leave the
examination room unless in the possession of the Invigilator.
Not consume any food, drinks or sweets during the examination.
Obey all instructions given by the Invigilator.
Report any administrative problems concerning the examination to the MTTC Coordinator via the Invigilator at the time it occurs. No action can be taken if problems
are reported later than one hour after the end of the examination.
The candidates should sit examination all five subjects together in the annual
examination. If failed, then may sit the re-sit or supplementary examination within
six months.
The candidates will be allowed to sit annual examination in the first place and then,
two attempts of re-sits will be allowed. After that the candidate will be required to
repeat all five subjects examination.
In case of sickness the candidate must produce a medical certificate for absenting in
an examination.
4.1.5
4.1.6
4.1.7
4.1.8
4.1.9
4.1.10
4.1.11
4.1.12
4.1.13
4.1.14
4.1.15
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October 2006
9.0
SUPPLEMENT III
9.1
LEARNER APPEALS
A complaint is considered an expression of legitimate concern regarding some
aspect of DAIT/MTTC’s provision and or operation, which need a response.
(a)
PRINCIPLES:
1. Complaints will be treated in confidence and no disadvantages or discrimination of
any kind will apply to the complainant; and
2. Anonymous complaints against a person or persons will not be considered.
(b)
PROCEDURE:
1. If a learner is not satisfied in an examination result published by DAIT/MTTC,
He/she is required to lodge a written complaint to the Director of Apprenticeship
and Industrial Training within 14 days after the release of results; Discussions within
the faculty do NOT count as notification of an appeal;
2. Such a complain is lodged on a prescribed “REQUEST FOR A REMARK FORM”
explaining the reason for remark in a particular subject (s);
3. The request should be endorsed by the head of institution from where the college
attended institutional training and subsequent examination;
4. A remark fee equivalent to P50.00 per subject should be paid before a remark is
instituted;
5. The Director of Apprenticeship’s representative will log the complain and cause
investigation and or a remark;
6. The outcome of a remark and or investigation are communicated to the candidate in
writing within 14 days from the date of lodging a complain;
7. It is the responsibility of the learner to provide correct contact address, factual
reasons for appeal and correct evidence where required.
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October 2006
10.0
SUPPLEMENT IV
10.1
EXAMINATION PROCESS
EXAM PROCESS
Industrial Staff members prepares drafts
BOE
Exam unit types the exam and print
MTTC internal quality committee
Exam unit for any retype of corrections and print
TAC for approval
Exam unit to print and photocopying
(Q.A. by Senior Officer of section concerned)
Moderator packs the exam according to the No. of candidates
Conduct exam
Moderator and invigilators
Markers
(Senior Markers, Co-ordinators)
Results are checked by the Senior Officer of the section
TAC approves the results
Moderate the exam
(Academic counsel for further quality check & declaration)
Results published
Certification
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October 2006