Examination Procedures for Staff

Before the Examination

 * 1) Please ensure that you arrive on time.
 * 2) All examinations are to be collected from Head of Examinations 25 minutes before the start time, and then returned to the staffroom or the Head's PA iat the end of each session.
 * 3) The pupils must take their seats as soon as possible. A register should be taken, and the names of any pupils who are absent recorded on the seating plan on the door, as well as on the covering sheet/folder that contains the examination papers.
 * 4) Any late arrivals must be dealt with at the teacher’s discretion. For example, if the examination is not yet in progress, the pupil may be admitted to the class. If, however, the teacher is handing out papers and/or giving instructions regarding the examination, the teacher can insist that the late pupil/s wait outside until the examination has begun.
 * 5) Pupils must place their bags at the back of the room during the examination period.
 * 6) Pupils must present all their stationery requirements in a clear plastic container.
 * 7) All cellphones and any other digital device must be switched off and not present on the pupil during the examination.

During the Examination

 * 1) No pupil may finish an examination early in order to leave the school premises early. If a pupil completes an examination well within the time, that pupil must remain seated for the duration. No studying, reading, listening to iPods or using of cell phones are allowed.
 * 2) If a pupil needs to leave the examination venue for any reason, s/he may not do so unless accompanied by a teacher or person of similar authority. The duty officer and the examinations officer will be available for such occurrences.
 * 3) No invigilator may assist a pupil who has difficulty. If the difficulty is because of an inconsistency in the examination question paper, the duty officer should be informed, and the teacher responsible for setting the paper may be contacted. If it is not possible to contact the teacher who set the paper, the pupils must proceed with what they are able to do, and the difficulty must be noted by the invigilator on the covering sheet/folder in which the papers are kept.
 * 4) No invigilator is permitted to work on a computer; use a cellphone, or mark in the exam centre (or engage in any activity that distracts the invigilator) while the pupils are writing. Active invigilation is required to ensure there is no temptation to be dishonest.
 * 5) Time warning: 5 minutes before the end of each examination the pupils must be informed of the imminent end of the paper. (The invigilator can indicate other time breakdowns if s/he would like to do this.)
 * 6) Once the time has expired, the examination question papers and scripts must be collected. The invigilator must count the scripts before the pupils leave, and write the total on the covering sheet, and sign the sheet. NB: All absentees must be added to the Exam Sheet.
 * 7) Pupils may not engage in any communication during the examinations, and once they stop writing, the examination is still in session until every script has been collected – they may not speak during this collection period.
 * 8) Extra time is granted to pupils by the Academic Head (from grade 8-11) and by the IEB (for grade 12).Pupils who have this accomodation will require external assessment as recommended by the IEB before any concession is granted. Consult the Acommodation Policy for more information.
 * 9) Duty officers are to ensure that all is well in each of the classrooms. They are to relieve invigilators for a maximum of ten minutes per 1,5 hours. It is unlikely that anybody will need relief in the final thirty minutes of the session. The duty officer needs to check for a record of absentees at the start of each session, and simply confirm with the invigilator that all is well.
 * 10) Invigilators need to ensure that they have a supply of spare folio paper.
 * 11) If any irregularities occur during the writing of an examination paper, the following procedure should take place:
 * 12) The invigilator should remove the script from the pupil, together with any offending material. The invigilator must write on the book: “Confiscated at ... (write the time)”, and a new script must be supplied with the following on the outside: “ Supplied at ... (write the time).”
 * 13) Immediately after the examination, both the invigilator and the candidate must write a report on the irregularity. If the candidate refuses to write a report, this must be noted and the candidate must sign a statement to that effect. The reports must be submitted to the School Assessment Team for further action.
 * 14) If the reports confirm the suspected irregularity, the results of the candidate’s examination for that session will be declared null and void, and a zero will be allocated as a result.
 * 15) If a candidate persists in the same irregular behaviour for the duration of a session, after s/he is initially caught, and the script replaced as in (1) above, the candidate may be removed from the examination.
 * If, during marking, the marker suspects that some irregularity has occurred, the marker must write a report, and this must be submitted to the Executive.

After the Examination

 * 1) Pupils must leave the class in the condition in which they found it.
 * 2) Any script which is wholly or in part removed from the examination centre by a pupil cannot be considered for marking – pupils must ensure that they hand in all relevant scripts.
 * 3) Exam questions papers must also be handed in at the end of an examination.
 * 4) Completed scripts must be handed to the Head's PA or directly to the teacher responsible for the marking of that paper.

After Marking

 * 1) Once the examinations have been checked by the pupils they must be returned to the subject teacher and then the subject teacher must bundle them by grade and year, to be stored in the archive boxes in a designated storage facility.

See also: Examination Procedures for Pupils, Examinations Policy