The provincial examination board, which should be representative of the various stakeholders and role-players in education, assumes an essential role in the examination process in the province. A provincial examination board can only assume responsibility for examinations once it has been established in accordance with the legislation of the province.
| (2) | Functions of the Examination Board |
The examination board may have the following functions:
| (a) | To facilitate the process of policy formulation on examinations and related matters |
| (b) | To advise the Head of Department on all matters relating to examinations |
| (3) | Suggested composition of the Examination Board |
The composition of the Board could be as follows:
| • | Head of Education in the province (Chairperson) or his/her designated nominee |
Representatives from the following stakeholders and role-players:
| • | Provincial examination directorate. |
| • | Other directorates in the department of education involved in examinations. |
| • | Head of Institutions/Centre Managers of ABET Centres. |
| • | Centre/School governing bodies. |
| • | Technical and community colleges. |
| • | Independent schools council |
| • | Community Learning Centres. |
| • | Distance Education Colleges. |
| • | ELSEN/Inclusive Education |
The MEC for Education will have the right to appoint additional members to the Board if he/she so deems fit.
| (4) | Suggested constitution of the Examination Board |
The following could serve as a guideline when drafting the constitution of the examination board:
| (a) | Two ordinary meetings of the board should be held annually on dates and places determined by the Head of Education. |
| (b) | The Head of Education may convene a special meeting if deemed necessary. |
| (c) | At least fourteen days' notice should be given for all ordinary meetings. |
| (d) | In the absence of the Head of Education, the Acting Head or Deputy Head of Education may act as chairperson. |
| (e) | The Executive Committee should consist of the Head of Education, the Deputy Head of Education, the Head of Examinations and the Secretary. |
| (f) | A quorum should consist of fifty per cent of the members of the board. |
| (i) | At least thirty days prior to the date determined for an ordinary meeting, a written notification should be given to members requesting items for inclusion on the agenda. The response to such a request must be submitted to the secretary in writing, within ten days of the date of such notification |
| (ii) | An urgent matter, which is not included on the agenda may, however, be submitted to an ordinary meeting, and may be dealt with providing none of the members present raises an objection. |
| (iii) | Notice of a special meeting should be given at least seven days prior to such a meeting. The agenda for such a meeting should be specified in the notice of the meeting, and no other matter may be discussed at the meeting. |
| (iv) | The report of the Executive Committee may be submitted to the board by the Chairperson of the Executive Committee or by such a member of the committee or the chairperson may determine. |
| (v) | No member may comment without consent of the chairperson on any motion or amendment to the motion more than once, but the proposer of a motion or an amendment has the right to reply. Each member has the right to propose that a matter, under discussion, be dealt with by the committee and if seconded, the proposal must be presented without further discussion. |
| (vi) | All matters dealt with by the board are decided by a majority vote of the voting members present. The Chairperson may have a casting as well as a deliberative vote. |
| (vii) | The decision of the Chairperson on any question of order or procedure will be binding unless challenged immediately by a member, in which case it shall be put without discussion to the meeting, whose decision shall be final. |
| (viii) | A decision of the board may not be changed or recalled within fifteen months except by a majority of two thirds of the members present. |
| (h) | Subsistence and traveling allowances, based on the prevailing tariffs, should be paid to members of the board for attendance of meetings. |
| (i) | Representatives on the board should be appointed for a period of three years and members should be eligible for reappointment. |
| (j) | Resignations from the board should be submitted in writing to the secretary. |
