| (a) | An examination centre should be managed by a chief invigilator. |
| (b) | The centre Manager may be appointed as chief invigilator unless he/she has a direct member of the family taking the examination. In such a case the next senior official at the institution may be appointed as chief invigilator. |
| (c) | Appointment of invigilators at ABET centres, where no permanent staff exist, may be made from member of the community (unemployed educators, retired educators or select members of the community) with the approval of the district manager/director and they are to be remunerated according to approved departmental tariffs. |
| (d) | When the chief invigilator is absent, his deputy should assume full responsibility. This responsibility should be delegated in writing. The Director: Examination Services in the province should be advised via the regional district office. |
| (a) | Suitably qualified educators/facilitators from the teaching staff may be appointed as invigilators. Invigilators are to be appointed in accordance with the instruction of the Head of Department. |
| (b) | Invigilators may be appointed in writing a month before the commencement of the examination. The appointments should be made by the Head of Department and the head office regional district office should be domed of all appointments. |
| (c) | Besides the chief invigilator, one invigilator may be appointed per 30 candidates or part thereof. |
Example :
0 - 30 candidates - 1 invigilator
31 - 60 candidates - 2 invigilators
61 - 90 candidates -3 invigilators
| (d) | Under no circumstances should educators be appointed to invigilate or even to relieve other invigilators when the learning area that they teach is being written. |
| (e) | Relief invigilators may be appointed for sessions of two hours or longer. The relief may be for a maximum period of 20 minutes during the session. |
| (f) | Under normal circumstances, no person is eligible for appointment as an invigilator or assistant invigilator if a near relative is sitting for a specific examination session. If it is necessary to appoint such a person as an invigilator or as an assistant invigilator, then the Director: Examination Services must be informed immediately. |
| (g) | Where the need exists, private invigilators may be appointed to assist with the invigilation of private candidates. Private invigilators should be persons who are trustworthy and honest, preferably community leaders and should be trained in invigilation duties. |
| 3. | Training of Chief Invigilators and Invigilators |
| (a) | Chief Invigilator/Centre Managers should attend a meeting where they are thoroughly briefed regarding the procedures, rules and regulations relating to examinations. |
| (b) | Invigilators should be fully trained in invigilation and examination administration by the chief invigilator before they assume duty in the examination room. |
| 4.1 | Duties of the Centre Manager/Chief Invigilator |
The Head of the Institution/Chief Invigilator is fully responsible and therefore accountable for the examinations written at his/her examination centre. He/she must be present at the examination centre for the duration of every examination session. His/her specific examination-related duties might include the following:
| (a) | Select and appoint invigilators |
| (b) | Draw up invigilation and relief invigilation timetables and submit these for approval of the district director/manager |
| (c) | Attend to the preparation and readiness of the examination room(s), which includes the following: |
| • | Candidates may not sit two to a desk or table |
| • | Candidates must be seated at least one metre apart |
| • | Subject matter such as drawings, etc. must be removed from the walk |
| • | Chalkboards must be cleared of writing, formulae or drawings, etc. |
| • | Examination rooms must be sufficiently ventilated and illuminated. |
| (d) | Before the commencement of the first examination session, the chief invigilator should read the instructions relating to the examination and inform candidates that they could forfeit their results should they contravene any of the instructions |
| (e) | Before opening the question papers in the examination' room, the chief invigilator should ascertain that the question paper is correct, according to the time and date specified on the examination timetable (e.g. learning area, language, etc.) |
| (f) | The chef invigilator must open the question paper envelopes in front of the candidates and remain in the examination room until the question papers have been issued to candidates |
| (g) | The chief invigilator must visit the examination room(s) frequently during each session and make sure that a high standard of invigilation is maintained |
| (h) | A seating plan must be drawn up, indicating the examination room(s) with the desk arrangement and the examination numbers of candidates. This must be submitted for each paper written. If the chief invigilator prefers to combine groups in one hall/room to economise, the arrangement will have to be reflected on the plan |
| (i) | The chief invigilator must ensure that there are no unauthorised persons in and around the examination room(s) |
| (j) | All candidates must be advised timeously of requisites such as rulers and drawing instruments to be used in the examination of specific learning areas e.g. Technology |
| (k) | Ensure that the invigilators complete the absent/present column on attendance register correctly |
| (l) | Assist with relief invigilation in centres |
| (m) | Ensure that scripts are properly batched and packed according to the candidates' examination numbers once the session has ended. The attendance register belonging to a certain batch of scripts must be included with that batch |
| (n) | The collection of the scripts or the delivery of the scripts to the region/district/circuit office, as arranged by the regional/district/circuit office, is the responsibility of the chief invigilator |
| (o) | Chief invigilators should ensure that all equipment to be used by candidates is serviced timeously and is in perfect working condition and available at the examination venue on the day of the examination |
| (p) | Collect, check and sign all invigilation claim forms, if applicable |
| (q) | Submit written reports on all suspected and other cases of irregularities to the district office without delay. |
NOTE: The head office/regional office/ district or circuit office must be informed in writing of any changes in venue, invigilation timetables, etc.
| 4.2 | Specific duties of Invigilators |
| 4.2.1 | Admission of candidates to, and their exit from, the examination room |
| (a) | Every candidate must produce his/her admission letter as well as proof of identity, preferably his/her official identity document, driver's licence or passport, on admission to the examination room Invigilators must enforce t h requirement rigorously. If a candidate fails to produce the required documents, an irregularity will be declared and the candidate will be allowed to present the required documents to the invigilator after the examination, failing which the normal procedure pertaining to irregularities must be followed. |
| (b) | A candidate should be seated at least 15 minutes before the commencement of the examination session, the invigilator should be present in the examination room from the time that the examination room is opened to the candidates until the end of the session. |
| (c) | Only in exceptional circumstances may a candidate be admitted to the examination room after the commencement of an examination, but not after an hour has elapsed. |
| (d) | A candidate may not leave the examination room during the course of the first hour of the examination session. |
| (e) | Only a candidate who has registered for the examination, the invigilator concerned, the chief invigilator and an authorised representative of the department may be present during an examination. An examiner who has to conduct an oral examination, or a reader of test passages may be present in the examination room/centre for the period required for the execution of his/her duties. |
| (f) | All persons not officially concerned with the examination should leave the examination room before the envelopes containing question papers are opened, and such persons may not enter the examination room during the examination. |
| (g) | In an emergency a candidate may leave the examination room temporarily but only under supervision. |
| (h) | The invigilator should move about continually in the examination room but without disturbing the candidates. |
| (i) | Any candidate contravening the rules and regulations of the examination should be referred to the chief invigilator without delay. |
| (j) | The invigilator must ensure that the candidate's examination number, which appears on his/her timetable, is written at the top of each examination answer book and at the top of each loose sheet of paper used by that candidate during the examination. |
| 4.2.2 | Instructions to candidates |
The following instructions to candidates must be discussed in detail during an information session before the actual start of the examination and, if necessary, at the start of each examination session.
The following is a guideline of what may be read out to candidates:
| (a) | Examinations will now be conducted in this room in the following subjects: the invigilator then announces the actual learning areas, e.g. Language, Literacy and Communication, Human and Social Sciences, etc). Candidates who have not entered for these learning areas must now leave the examination room. |
| (b) | No explanation of examination questions may be asked for or given. |
| (c) | As soon as you have handed in your examination script, you must leave the examination room. You will not be allowed to leave the examination room within the first hour from the start of the session. In an emergency a Candidate will be allowed to leave the examination room under supervision. |
| (d) | A candidate must curefully read and comply with the instructions which appear on the front cover of his/her answer book and also those on the question paper. |
| (e) | You are not allowed to assist another candidate or try to assist him to get help or communicate with anybody other than the invigilators. Any questions should be directed to the invigilator. |
| (f) | You may not create a disturbance in the examination room or behave in an improper or unseemly manner. |
| (g) | You may not disregard the instructions of the invigilator. |
| (h) | Unless otherwise stipulated for an examination, you may not have a book, memorandum, notes, maps, photos or other documents or papers (including unused paper), or other material which may be of help to you in the examination, other than that provided to you by the invigilator and the admission permit in your possession, while you are in the examination room. The excuse that you have forgotten that you had it in your possession will not be accepted. |
| (i) | Only non-programmable calculators may be used by a candidate in the examination, except in learning areas where these are indicated on the question paper as being prohibited. |
| (j) | If you do not obey these instructions, you render yourself liable to suspension from future examinations, and the Department may, in such a case, refuse to give you credit for other examination papers written. |
| (k) | All aids and answer books as well as answer sheets issued to you must be handed in before you leave the examination room. |
| (a) | All work, including rough work, is to be done on the script/answer book/papers provided. Candidates may not be given scripts especially for rough work and all used answer books, including spoiled answer books, are to be collected. |
| (b) | Strict attention is to be paid to the instructions, if any, printed at the top of an examination question paper on using separate answer sheets for particular sections or parts of a paper. |
| (c) | Invigilators may not issue a second answer book to a candidate before they have satisfied themselves that the first answer book is full, except where subparagraph (b) is applicable. Steps are to be taken to ensure that candidates do not receive more answer books than they require. Where more than one answer book is used, every answer book is to be numbered to indicate the number of the answer book and the total number of answer books handed in, e.g. 1 of 1 (only one answer book was handed in), 2 of 3 (the second answer book of a total of 3), etc. |
| (d) | Under no circumstances may the names of the candidates or the name of the institutions where they are enrolled, appear anywhere on their answer books. |
| (e) | Under no circumstances may a candidate be allowed to remove either a used or an unused answer script from the examination room. |
| 4.4 | Handling of examination question papers |
| (a) | Before the examination commences, the chief invigilator is to draw the attention of all candidates to: |
| (i) | the main instructions on the examination timetable and on the answer books; and |
| (ii) | the fact that no recognition will be given to answer scripts or any other answer sheets which candidates omit to hand in immediately on conclusion of the examination session in the paper concerned. |
| (b) | After the question papers have been distributed to candidates, the invigilator must ask the candidates to go through the question paper with him or her, page by page, checking it against the certified copy, to ensure that on each page: |
| (i) | the number of the page is correct; |
| (ii) | the name of the examination paper is the same on each page; and |
| (iii) | the frame/border around the printed matter is complete. |
| (c) | Invigilators are to check against a control list (mark sheet) that every candidate has received the correct question paper for the learning area and level at which the candidate entered. |
| (d) | Invigilators may not, on any account, read aloud to a candidate any question or part of a question, or draw attention to any error which his/he may have observed in any of the examination questions unless an errata is included in the question paper. They may not respond to any enquiry from a candidate in a manner, which would be regarded as an explanation of the question. |
| (a) | Invigilators must ensure that candidates write their correct examination numbers on their scripts, |
| (b) | Chalkboards must be cleared of all writing, drawings, etc. |
| (c) | Each session must commence and terminate according to the time specified on the examination timetable. |
| (d) | An invigilator may not knit, read, mark or do any work that will hamper hunker in the execution of his/her duties as invigilator. |
| (e) | An invigilator may not sit down but must move around the examination room without disturbing the candidates. |
| (f) | An invigilator may not help a candidate with the answering of any examination question or explaining any "unclear" part of the examination paper to the candidate. |
| (g) | An invigilator may not invigilate a learning area which he/she teaches in any level except where the learning area demands it, e.g. Economic and Management Science, etc. |
| (h) | Invigilators may not speak to one another or cause a disturbance to candidates. |
| (i) | Invigilators may not leave the examination room or leave the candidates unattended. |
| (j) | An invigilator must position him/herself inside the examination room facing the candidates and may not invigilate from outside the examination room looking through the windows. |
| (k) | Invigilators may not allow candidates to copy. |
| (l) | Copies of question papers may not be given to anybody outside the examination room nor may they be taken out before the session has ended and the candidates have left the room. |
| (m) | Invigilators must adhere to the special examination requirements of certain subjects. |
| 4.6 | Packing of the scripts by the Invigilators after each session |
Invigilators should:
| (a) | Check that candidates who were present and wrote the paper are marked present and those who were absent are marked absent. |
| (b) | Arrange the scripts, which belong to a specific mark sheet in numerical order according to the examination numbers appearing on the mark sheet, e.g. if there are 150 candidates, there should be three mark sheets and three piles of scripts. |
| (c) | Place the mark sheet, which belongs to a pile of scripts on top of the pile of scripts. |
| (d) | Wrap the scripts and the mark sheets and write down the centre number, Learning Area and the number of scripts on the wrapper. Consideration should also be given to sealing scripts on return. |
| (e) | Make sure that all the scripts are handed in and that each parcel of scripts is accompanied by its relevant mark sheet. |
| (f) | Deliver the scripts to the district/circuit office or the official responsible for the collection of the scripts. Scripts should be returned to the district/circuit office on a daily basis. |
| 4.7 | Dealing with mark sheets |
This is one of the most important documents and it is of vital importance to the examination process. It must be completed correctly, by the invigilators on duty in the examination room. The following should be noted about mark sheets:
| (a) | There must be at least one mark sheet for each learning area written at a centre. |
| (b) | If there are more than 50 candidates writing a certain learning area, there should be more than one mark sheet. (One mark sheet is used for every 50 candidates or part thereof) |
| (c) | The examination numbers of the candidates should appear on the mark sheet. |
| (d) | It is imperative that mark sheets are accompanied by the coned set of scripts. |
| (e) | The ONLY "writing" which invigilators should include on the mark sheet, is the completion of the "absent/present" column. |
| (f) | All mark sheets must be returned to the provincial head office via the regional/district/circuit office concerned, even if none of the candidates wrote the particular paper. |
| (g) | Under no circumstances should information be added to the mark sheet |
| (h) | Information appearing on a mark sheet may not be deleted or changed. |
| (i) | If a mark sheet is not included with the question papers, this should be reported by the Centre Manager/Chief invigilator to the regional/district office. The regional/district office, in turn, has to report this to the provincial head office. |
| (j) | In instances where mark sheets are not included with the question papers, hand-written copies should be completed and submitted. |
| (a) | All invigilators invigilating sessions longer than 2 hours should be relieved for a maximum of 20 minutes. |
| (b) | The Head of the Institution/chief invigilator acts as a relief invigilator for the first 6 (six) invigilators. |
One relief invigilator may be appointed for each 6 invigilators or part thereof
For example :
0 - 6 Invigilators - Centre Manger/Chief Invigilator
7 - 12 Invigilators - Centre/Chief Invigilator + 1 Relief Invigilator
