| 4.1) | Management plan relating to Examination |
Examining bodies must have a clear and detailed management plan, which may include, amongst others, the following:
| • | Objectives or targets to be achieved. |
| • | Possible steps and processes that will lead to the achievement of the targets |
| • | Persons responsible/accountable |
| • | Evaluation of the process |
| 4.2) | Advance planning of the Examinations |
Preparation for the examinations carried out by the provincial education departments should, as far as possible, commence at least fifteen months Prior to the commencement of examinations.
The Purpose of planning ahead is to eliminate undue pressure on the staff, to ensure that deadlines are adhered to and to allow for contingency plans, if necessary.
| 4.3) | Examination Timetables |
Officials responsible for the co-ordination and the drawing up of timetables must try to ensure that no clashes occur on the timetables.
| 4.4) | Setting of Examination papers |
Question papers that are set by the examining body/ Department of Education must cover the necessary Unit Standards adequately and must be of a standard acceptable to SAFCERT.
Individual Examiners Panel of Examiners
| 4.4.1) | Examining bodies may make use of a panel of examiners for the setting of question papers. |
Annexure B is a guideline to provincial education departments on the use of Individual Examiners or a Panel of Examiners.
| 4.4.2) | Criteria for the Appointment of Educators for Examination-related Work The criteria for the appointment of educators for examination-related work should be contained in the Personnel Administration Measures (PAM), determined by the Minister of Education in terms of the Employment of Educators Act, 1998, and the regulations made in term of the Act. Until such time the Heads of Education Committee (HEDCOM) will approve interim arrangements. |
The remuneration for the performance of examination-related duties and the compensation for travel and subsistence costs are contained in the Personnel Administration Measures (PAM) determined by the Minister of Education in terms of the Employment of Educators Act, 1998 and the Regulations made in terms of the Act.
| 4.4.4) | Responsibilities of Examiners |
Examining bodies must ensure that:
| a) | Examiners, in the respective learning areas set the examination question papers and prepare the memoranda for the question paper concerned; |
| b) | The October/November examination question paper and the back-up question paper are set at the same time so as to ensure that the standard of both these papers is the same and that a back-up paper is available at any examination; |
| c) | question papers conform to the Unit Standards and any other directives relating to the Unit Standards for the learning area ; and |
| d) | all examiners and internal moderators comply with all instructions issued to them |
The examining body must provide examiners and internal moderators with a clear guideline relating to the setting of the question paper. This guideline may, amongst others, include the following:
| • | The duration of the question paper |
| • | The number of question papers |
| • | The format of the question paper |
| 4.4.5) | Moderation of Question Papers |
| a) | The internal moderator must be satisfied that the question paper conforms to the requirements of the Unit Standards and that it is of the required standard. |
| b) | The internal moderator should not be involved in the setting of the question paper, since he/she is required to provide an objective and critical review of the question paper in terms of its coverage of the Unit Standard and the overall standard. |
| c) | It is the responsibility of the examining body to ensure that, all question papers are approved by the internal moderators as well as the external SAFCERT moderators. Examining bodies must comply with SAFCERT's requirements regarding the external moderation of question papers. Question papers should be submitted to the external moderator timeously so as to allow for thorough moderation. It must also be borne in mind that the external moderator needs to moderate question papers from other examining bodies and therefore the return of question papers in the shortest period cannot always be guaranteed. |
The examining body must ensure that all changes recommended by the internal and the external moderator, are made on the question paper. In the case of a disagreement between the examiner and the moderator the following procedure should be followed:
| • | If the disagreement is between the internal moderator and the examiner, the examining body should attempt to mediate a consensus position between the examiner and the internal moderator. If consensus cannot be reached, the decision of the examining body is final. |
| • | If the disagreement is between the examiner/internal moderator and the external moderator, the Executive Officer of SAFCERT should mediate a consensus position between the examiner/internal moderator and the external moderator. If consensus cannot be reached, the decision of the Executive Officer of SAFCERT, in this case, is final. |
| 4.5) | Typing, editing, printing, storage and distribution of question papers |
| 4.5.1) | Typing, Editing and Printing of Question Papers |
Examining bodies must have clear structures and procedures relating to the typing, editing and printing of question papers.
Annexure C provides a guideline to examining bodies on this matter.
| 4.5.2) | Storage of Question Papers |
The safekeeping of question papers prior to them being written is a key function of any examining body that seeks to administer a credible examination, Examining bodies must establish a management framework for the safekeeping of question papers.
| 4.5.3) | Distribution Mechanism |
| a) | Each province should establish the distribution mechanism best suited to the conditions prevailing in the province. |
| b) | Irrespective of the mechanism adopted by the province the following principles must be adhered to at all times: |
| i) | The distribution chain should be as short as possible |
| ii) | The number of persons involved in the distribution process should be restricted |
| iii) | The transfer of the examination question papers from one responsible officer to the other should be carefully checked and controlled on receipt |
| iv) | Any discrepancies that are detected during the transfer process should be reported to the provincial head office immediately |
| v) | All persons involved in the distribution process should complete a Contract of Confidentiality |
| vi) | Where necessary the SAPS'S assistance could be called in. |
| vii) | In cases of emergencies, alternative transport, e.g. helicopter should be considered |
