Policy and Examination ManagementNovember 29, 2020 2020-11-29 14:21
Policy and Examination Management
Policy and Examination Management
The GCE Board is committed to ensuring that the Policy and Examination Management and administration process is run effectively and efficiently and in compliance with the published regulations and awarding body requirements.
The Role of the Representative/Coordinator from the GCE Board.
He/She shall oversee the conduct of the examination in the field. The Representatives/Coordinators in charge of an area, the Regional Delegates of Secondary Education assisted by the Divisional Delegates of Secondary Education shall collaborate for the smooth conduct of the Examinations within their jurisdiction. In addition to the above, they shall each in their own area.
- Oversee the distribution of question papers and reception of scripts form Accommodation Centres;
- Ensure the proper conduct of the examination;
- Conduct sporadic checks of question paper envelopes supplied to any Accommodation Centre with the view to determining whether or not supplied question paper envelopes are intact;
- ascertain whether or not storage facilities for question paper envelopes in the Centres under their charge are adequate;
- Follow up on the movement of scripts, ensuring that the right channels are respected viz:
Accommodation Centre (R) Liaison Officer (R) Reception point (R) Marking Centre.
Where necessary, effect modifications of the appointment of Superintendent and notify the Registrar of such modifications. Such modifications must be validated by a decision of the Registrar.
The Role of the Superintendent
A. APPOINTMENT OF SUPERINTENDENTS
He/She shall be:
- appointed by the Registrar of the Cameroon GCE Board.
- responsible to the Registrar for the proper administration of the examination of the Accommodation Centre.
- assisted in his/her duties by the Chief of Centre, and Invigilators, in that descending order of hierarchy.
The Superintendent, who is the direct Representative of the Registrar of the Cameroon GCE Board, shall ensure the proper conduct of the examination. In that capacity, he/she shall:
- request from the Chief of Centre any challanges necessary for the smooth running of the examination.
- properly inspect the room (including the ceiling) in which the question paper envelopes and answer booklets are stored, and ensure that the area is very secure (not porous) for the safety of the examination materials.
- report to the Registrar, by the fastest means possible, any incident needed the immediate attention of the Registrar.
C. SPECIFIC DUTIES
Facilities at Accommodation Centre; On arrival, the Superintendent shall make a report on the state of facilities available for the examinations in his/her Accommodation Centre.
Electronic Albums of Candidates of Accommodation centres: In collaboration with the Chief of Centre request for the electronic Albums of candidates from feeder centres and lodge them at the Accommodation Centre.
D. PRE-EXAMINATION MEETING
The Superintendent shall, in collaboration with the Chief of Centre, organised a Pre-Examination meeting with all the officials of the Accommodation Centre (Chief of Centre and Invigilators). He shall ensure that:
- The Specific Regulation on the conduct for the said year is read in their entirety.
- The regulations governing the examinations found in the current regulations and syllabuses for General Education subjects, especially section 2 relating to examination malpractice are read out as well.
- An attendance for the Pre-Examination meeting should be established and invigilating exercise, and subsequently barred from participating in GCE Board activities.
- This Specific Regulations MUST be made available to invigilators by the Chief of Centre for consltation at all times.
E. COLLECTION OF EXAMINATION QUESTION PAPER PACKAGES.
The Superintendent shall together with the Chief of Centre collect question paper packages from the GCE Board, the Regional Officer or Liaison Officer. They shall act as custodians of the Question paper packages during their journey to the Accommodation Centre and during the entire period of the examinations. Both of them shall also put the Questions in the safe and treat the keys as indicated in 188.8.131.52 below.
F. UNSEALING AND OPENING OF CARTONS/PARCELS CONTAINING QUESTION PAPER PACKAGES.
The Superintendent together with the Chief of Centre shall,
- unseal and open t he cartons/parcels containing question papers envelopes and the Consignment Note indicating the number of Envelopes and the candidates for each paper.
- immediately report all cases of shortages, surpluses and stray envelopes to the GCE Board office Buea, the GCE Board Regional Office Bamenda or the Liaison Office serving the Accommodation centre.
G. QUESTION PAPER ENVELOPES
The Superintendent shall work together with the Chief of Centre to arrange the envelopes containing question papers and Attendance Registers in the order in which the examination will take place.
The arrangement should be such that Question paper envelopes coming first on the timetable are placed at the top and those for the last days at the bottom.
MCQ Anser Sheets shall arrive as part of the consignment of Question Papers. These shall be stored separately.
H. STORAGE OF THE QUESTION PAPERS AND SCRIPTS
The Superintendent shall ensure the safe storage of Question paper envelopes and Scripts by the use of a safe with two locking system (in-built and padlock). the safe should be located in a strong room.
All the keys of the in-built lock of the safe shall be kept by the Chief of Center and all the keys of the padlock must be kept by the Superintendent who shall provide the padlock.
Both the Superintendent and the Chief of Centre shall be present at every instance when question paper envelopes are taken out from the safe. Proper care shall be taken by double-checking to ensure that only the correct Questions for the day have been taken out of any one time.
Check the envelope cover label to be sure that the question paper envelopes taken out are the correct ones for that day and time.
Where replacement questions are received from the Board, the Superintendent and the Chief of Centre should take out the old question paper envelopes from the safe before placing the new ones.
The Superintendent shall write a Special Report using the Special Report Form B/G/T13 wherever necessary.
The Superintendent shall work in collaboration with elements of the forces of law and order present at the Centre, and assist in investigations, and request identification of anybody claiming to be a security agent or mandated by the Board.
In collaboration with the Chief of centre, he/she shall ensure that any impostor apprehended should be handed over to the forces of law and order (police or Gendarme or authorized local security officers).
checking-in of Candidates
The Superintendent(s) shall supervise the checking-in of candidates by the invigilators for each session (morning and afternoon) of the examination, handle all cases of candidates with doubtful identities and Individual Time-tables, and then make Special Reports using Form B/G/T13 accordingly.
Where the Superintendent uses his/her discretion to allow a candidate to sit for an examination, he/she should inform the candidate that such acceptance does not necessarily imply acceptance by the Board.
Cases of Misconduct
The Superintendent shall make sure that all cases of misconduct or irregularity by the candidate (s), invigilator (s), or by the candidate (s) in collusion with invigilator (s) are reported using the Special Report Form B/G/T13 in 2 copies.
The Superintendent must ensure that one copy of the report is enclosed with the scripts (not stapled to the script) by the Invigilators at the time of parceling and that another copy (advanced copy) is made available for immediate dispatch to the Registrar.
The script with the Special Report should not be forwarded with the advanced copy to the Registrar but kept with the rest of the scripts.
Handling of Pre-prepared Material
If the misconduct involves the introduction of notes, text-books, pre-prepared materials, etc., into the examination hall, the confiscated documents should be forwarded along with all other scripts and the special report form B/G/T13.
The Candidate Identification Number
As well as the subject code and name should be indicated on the confiscated documents. See section 2.7.6 of the General Regulations of the General Certificate of Education Examinations. It is recommended that the candidate admits the misconduct in writing.
In the case of grave misconduct on the part of an Invigilator, the Superintendent, in consultation with the Chief of Centre shall advise the Invigilator to withdraw.
However, he/she should not normally do the same in the case of grave misconduct by a candidate, since it is the prerogative of the Examinations Executive Committee to pronounce a sanction.
Exceptional circumstances which might force such a step should be treated in consultation with the Chief of Centre.
Special Report on Scripts
The Superintendent shall ensure that the scripts in each Examination Room/Hall are collected and arranged in the order in which they appear on the Attendance Register. Scripts should be put in envelopes, labeled, and sealed before they are taken out of the Examination Room/Hall.
The Role of the Chief of Centre.
Chief of Centres of the GCE Board examinations, working in close collaboratin with the Superintendent, have the responsiblility to ensure the proper conduct of the examinations at their Accommodation Centres. in addition, the Chief of Centre is charged with the general discipline, security and cleanliness of the Accommodation Centre.
Safe and Strong Room: The Chief of Cenre shall ensure the availability of a safe or Strong Room of suitable size and location for the proper storage of question paper packages and scripts. the safe or strong room should have an in-built lock and facilities for locking with padlock (s). He must not hesitate to alert the Board in an adverse situation.
Facilities at the Accommodation Centre
The Chief of Centre shall arrange suitable facilities for the Accommodation Centre:
- Arrange for the provision of desks in the Examination rooms/halls in order to comfortably sit TWO candidates per DESK of 2 metres or ONE CANDIDATE per DESK of less than 2 metres.
- Ensure that sitting positions carry candidate identification numbers and that this numbering strickly follows the order on the Attendance Register, (AR).
The Role of the Invigilator
The Invigilator oversees the writing of the examination by being present in the examination hall/room throughout the duration of each paper. He distributes answer booklets, question papers to candidates and collects and parcels in worked scripts.
Personnel of the Ministry of Secondary Education who decline participation in invigilation are doing so in defiance of Article 74 of the Prime Minister’s Ored Nº 112/CAB/PM of 12th October 1993.
Invigilators must participate in the Pre-Examination meeting to be presided at by the Superintendent and the Cheif of Centre, and make sure their names are on the attendance list of the meeting.
Invigilators should arrive at the Centre one hour before the time scheduled for each paper in order to prepare the acquaint themselves with the examination rooms/halls assigned to them.
Numbers of Desks/Tables
He/She should write the Identification Number of each candidate on his/her sitting position using the subject Attendance Register (AR) before the candidates are checked-in. this must be done each time and competed 30 minutes before the commencement of each session of the examination.
Invigilators should collect adequate quantities of all the materials as indicated on the front cover of each question paper envelope from the Chief of Center, before the commencement of each paper. consult section 11.0 on the USE of WRITING MATERIALS.
Attendance and Attendance Register
Invigilators should check-in the candidates using the Attendance Register as was used for the numbering of the desks/tables.
He/she must ensure that only registered candidates are admitted into examination room(s)/hall(s), [Registered Candidates are those candidates whose names appear on the Attendance Register and who are in possession of an Individual Timetable (IT) belonging to them].
Any doubtful cases must be referred to the Chief of Centre/Superintendent. See article 3.10 on checking in of candidates.
Individual Timetables (ITs) and Identification of Candidates
Take great care to ensure that the person presenting himself/herself for each paper of the examination is indeed the person registered. His/Her appearance should be identical with the photographs on the individual timetable (IT) and the National Identity Cared (for external Candidates) or School Identity Card (for internal candidates).
The name, date of birth, and photocopy on the Identity Card and IT should be identical. The Identity Card and IT should be examined for signs of mutilation. when in doubt, consult the electronic Album of Candidates available in the Accommodation Centre.
In order to avoid a candidate writing for another, meticulously check the Identity Card and the Individual Timetable of each candidate to ensure that there is no impersonation be vigilant to decipher fraudulent ITs and National Identity Card (NIC) receipts and Certificates of Loss. (Forward photocopies of Certificates of Loss to the Board).
Once all the candidates have been checked into the examination room… (To be continued)