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Ntinda Office:
35 Martyrs Way, Ntinda
P.O.Box 7066
Kampala-Uganda
Tel: 256-414-286635/6/7/8
Fax: 256-414-289397
Email: uneb@uneb.ac.ug
Website: www.uneb.ac.ug

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Tel:  256-312-260753
        256-414-286173
Fax: 256-414-287832
Email: uneb@africaonline.co.ug

: Primary : Examination Regulations
Whole Document : N/A
Primary Leaving Examination is a public examination.  In order to ensure that this examination is reliable and valid, it must be sat for under the same conditions by all candidates throughout the whole country.  This can only be made possible by ensuring that the examination is conducted according to the regulations laid down by the Board.  There is need for all the officers involved in the conduct and supervision of Primary Leaving Examination to internalize the regulations laid down by the Board.  This booklet is, therefore, intended to be used by all categories of persons who are involved in the conduct and supervision of Primary Leaving Examination.  The conduct and supervision refers to the management and control of procedures at the time preceding, during and after sitting the examinations.

REGULATIONS ON THE CONDUCT AND SUPERVISION OF P.L.E.

 1.0 introduction

Primary Leaving Examination is a public examination.  In order to ensure that this examination is reliable and valid, it must be sat for under the same conditions by all candidates throughout the whole country.  This can only be made possible by ensuring that the examination is conducted according to the regulations laid down by the Board.  There is need for all the officers involved in the conduct and supervision of Primary Leaving Examination to internalize the regulations laid down by the Board.  This booklet is, therefore, intended to be used by all categories of persons who are involved in the conduct and supervision of Primary Leaving Examination.  The conduct and supervision refers to the management and control of procedures at the time preceding, during and after sitting the examinations.

 2.0 OFFICERS WHO ARE INVOLVED IN THE CONDUCT AND SUPERVISION OF PLE

Below is a list of officers involved in the conduct and supervision of PLE:
UNEB Secretariat
District Monitors
UNEB scouts
District Education officials
Headteachers
Supervisors
Invigilators
Distributors
Police Officers
Any other who may be authorized by the Board.

2.1 UNEB SECRETARIAT

 They are charged with the responsibility of the overall conduct and supervision of examinations throughout the whole country.

 2.1.1 Duties of UNEB Secretariat Staff

 Duties of the UNEB Secretariat staff in the conduct and supervision of examinations among others include:
(a) To prepare and update the regulations for the conduct and supervision of          Examinations.
(b) To hold seminars throughout the country to brief all those involved in the conduct and supervision of the examination.
(c) To appoint Supervisors and Invigilators.
(d) To distribute examination question papers to district  headquarters.
(e) To monitor the conduct and supervision of the examination.
(f) To collect scripts from the district headquarters.
(g) To ensure that scouts are stationed permanently at all examination sitting centres            during examinations.
(h) All UNEB staff manning stations to ensure that they return the  packing lists together         with keys, issuing and returning forms.

The district monitors will also:
 (i) Ensure that bonafide field officers such as examiners  are appointed   as scouts
 (ii) Receive examinations at storage stations.
 (iii) Ensure that Scouts are deployed using the specified criteria.
 (iv) Ensure that scouts are fully paid.
 (v) Ensure that supervisors and invigilators are paid.
 (vi) Ensure that he/she issues attendance registers,  packing lists and  other            materials to education officials
 (vii) Ensure that each scout carries (an) album(s) for the centre he/she is   deployed to.
 (viii) Ensure that the album(s) have been returned by scouts  before final       payment is done.     
2.2 UNEB SCOUT

A scout is a person of unquestionable integrity, firm, fair, vigilant, honest, committed and concerned about the proper conduct of the Examinations.  A UNEB scout shall be appointed to go and oversee the conduct of PLE in another district.  An appointed UNEB scout must have an appointment letter signed by the Executive Secretary of UNEB.  He/She should have a valid identity card to be presented where and when required.

 2.2.1 Appointment of a Scout
 A scout is appointed by the Board from UNEB Secretariat staff, UNEB Examiners, tutors, senior teachers, retired Educationists and any other persons of integrity as deemed by the appointing authority.

 2.2.2 Duties of a Scout
The main duty of a scout is to monitor the conduct of examinations at an Examination Centre. In order to enforce the regulations on the Conduct and Supervision of Examinations, the Scout must be conversant with regulations of the Board.
His/her duties will include the following:

(a) To carry albums for the schools at the sitting centre
(b) To arrive at the examination centre in good time
(c) Check the examination rooms/halls to ensure that arrangements conform to the regulations of the Board.
(d) To sign and enclose the attendance certificate in the scripts returning envelope of each paper.
(e) Brief the candidates on the proper conduct of Examinations.
(f) Monitor the checking of candidates before they enter the examination room.
(g) Where more than one school sit at an Examination Centre, the scout must ensure that Candidates are mixed, i.e. each school to be represented in every room.
(h) Check the state of the question paper envelopes before they are opened.
(i) Check on the left-over question papers to ensure that they have been safely locked away.
(j) Ensure that  the Supervisors and Invigilators comply with the Board’s regulations when the examination is in progress.
(k) Ensure that Sign Language interpreters, Readers (where applicable) do their work as required.
(l) Ensure that the duration for the paper as stipulated on the timetable and question paper is observed.
(m) Ensure that sitting plans are drawn and enclosed by the Supervisor.
(n) Ensure that all the information on the returning envelope is accurately filled.
(o) Ensure that candidates witness the sealing of scripts.
(p) Monitor the movement of candidates and their teachers before and after the first paper of the day.
(q) To ensure that the attendance registers are packed and enclosed in the Science Script returning envelopes.
(r) To cause the arrest of any person found impersonating, aiding  candidates or committing any acts that disrupt the smooth conduct of the examination.
(s) To return the album(s) to the District Monitor before receiving the final payment.
 In case of any role conflict amongst field officers, the booklet on regulations on the conduct of PLE shall be a reference point.
 
 NB:      Whereas the Supervisor is the overall officer responsible for the smooth and proper Conduct of the Examinations at the centre, the role of the scout is to monitor all the activities of the officers deployed at the Examination centre to ensure compliance of the Board’s regulations at all times. He/she is not to take over the duties of a Supervisor/Invigilator.        
 2.3 THE DISTRICT/MUNICIPAL INSPECTOR OF SCHOOLS (D.I.S/MI.S.) As an official link between UNEB and the district, the D.I.S./M.I.S should ensure that the examinations are conducted according to the regulations laid down by the Board. The Inspectors must therefore ensure that they are conversant with these regulations. The District Education Officer (DEO) and other Education Officials are expected to work together with the DIS as a team.

2.3.1 Duties of a District/Municipal Inspector of Schools
(a) To group schools into examination sitting Centres.  When identifying examination sitting centres, the following must be considered:
(i)The existence of a large Hall or existence of large rooms that can take at least 25 candidates, spaced according to UNEB regulations, i.e. 1.2 metres apart.
(ii)Availability of sufficient and suitable furniture.
(iii) Convenience of movement to avoid candidates walking long distance.

NB: The practice of individual neighboring schools sitting at their own centres on their own must be discouraged, except in cases of distant schools from one another, difficult terrain and extremely large numbers.        
 (b) District Inspectors of schools should review examination Sitting Centres    periodically.  This will enable the schools which have improved on their facilities to also be used as examination sitting centres.
 (c) To ensure that all the Headteachers of schools presenting candidates for the        examination receive copies of the PLE timetable.
 (d) To ensure that a copy of the PLE timetable is displayed on the school notice    board for every centre presenting candidates.
 (e) To recommend Supervisors and Invigilators to the Board.
 (f) To brief all categories of field officers involved in the conduct and supervision of  examinations.
 (g) To ensure that headteachers brief the candidates in preparation for the examination.
 (h) To give scouts direction to examination sitting centre
 (i) To receive and sign for the Examination Question papers from UNEB Secretariat staff.
 (j) To issue the correct envelopes of the question papers for the day and session to the distributors.
 (k) To ensure that every school registered for the examination has question papers.
 (l) To ensure that each distributor checks the envelope(s) he/she is transporting         before departure to avoid carrying wrong envelopes.
 (m) To record the number of scripts enclosed in the envelope(s) for each school in   each subject on the packing list.
 (n) To design an efficient system of distribution and collection of examinations.  Examination centres should not receive question papers too early.
 (o) To remind the distributors to insist on signature of the supervisors receiving question paper envelopes.
 (p) To remind the Supervisors to ensure that the distributors sign for each envelope of scripts collected from the examination centre
 (q) To ensure that the envelopes of scripts are packed back into their green bags/metallic boxes according to the subjects.  For ease of identification, each subject has a different colour.
 (r) To ensure receipt of the attendance registers from the distributors as the scripts of the last examination are being returned.
 (s) To hand over the examination scripts to UNEB Secretariat staff.
 (t) To ensure that the distributors, supervisors and invigilators are paid promptly and evidence of accountability is submitted to UNEB.
 (u) To write a comprehensive report on the conduct and supervision of the examination in his/her district immediately after the end of the examination.
 (v) To ensure that candidates with Special Needs have been catered for where applicable.
 (w) To collect the issuing and returning Script forms.
 2.4 THE DUTIES OF A HEADTEACHER

 (a) To arrange adequate examination rooms with desks, tables and chairs for all candidates sitting at his/her Examination centre. The distance between the candidates should be 1.2 metres from each other.
 (b) To make available to the supervisor a lockable facility for storage of examination papers and scripts
 (c) To avail the supervisor with the school copy of the album for purposes of identifying candidates
 (d) To remain at school and present his/her candidates to the supervisor.  He/she should assist in identifying his/her candidates including those with special needs and also help in solving any administrative matters that may crop up.
 (e) To prepare for the special needs candidates.
 (f) To provide the necessary facilities to be used in the examination rooms such as wall clocks, chalk, duster, etc.
 (g) To remove, or cover up all the maps, wall charts and diagrams in and around the examination room and school compound.
 (h) To inform the candidates of the specified date for the briefing just before they sit for the examination. He/she should warn candidates against unnecessary crossing in their work.  He/she should encourage candidates to write their answers in full sentences.  Candidates should not be provided with any rough paper since they are supposed to show ALL the working in the spaces provided in the question paper.  He/she should ensure that candidates know their index numbers.
 (i) To ensure that the general atmosphere within the centre is conducive for the examination.
 (j) To ensure that school gates are left open in order to enable authorized officials to gain quick access to examination rooms.
 (k) To encourage parents to provide lunch for candidates during the examination period.
 (l) To ensure that a copy of the PLE timetable is displayed on the school notice board and thoroughly brief the candidates by going through the details on the timetable.
 (m) To ensure that no one (including themselves) interferes with the smooth running of examination at their centres.
 (n) To ensure that all the candidates have identity cards.
 (o) To ensure that he/she does not present impersonators as bonafide candidates.

2.5 THE SUPERVISOR

2.5.1 Appointment of a Supervisor

A Supervisor is appointed by the Board.  Tutors, retired educationists, Secondary School and Business & Technical teachers may be recommended to be appointed as Supervisors.  Well-qualified Primary school teachers with unquestionable integrity may be considered.  A Supervisor must be a committed, vigilant, experienced professional and registered teacher who is firm, fair, honest and concerned about the proper conduct of the examination.  A Supervisor so appointed, must have an appointment letter and his/her valid Identity Card, and show this on demand by a UNEB representative.  He/she shall be required to sign a declaration form accepting to work honestly.
N.B: The Supervisor must not:

  • Supervise the school he/she teaches or has interests in.
  • Supervise if he/she was involved in any case of examination malpractice previously
  • Be a head teacher of any primary school.
   
2.5.2 The Duties of a Supervisor

The Supervisor is the overall officer responsible for the smooth and proper conduct and supervision of the examination at the examination centre.  He/she should ensure that the rules and regulations on the conduct and supervision of the examination are followed.  He/she must therefore be conversant with these rules and regulations.
The Supervisors duties include the following:
(a) To ensure that the examination rooms are arranged as required.
(b) To ensure that all materials such as maps, diagrams, books and pieces of paper have been removed from the room and all the wall drawings are covered.
(c) To ensure that arrangement for special needs candidates are in place.
(d) To supervise the invigilators to ensure that they do their work as required.
(e) To ensure that no unauthorized person enters or loiters around the examination      rooms
(f) To fill the Computer Attendance Register
(g) To fill Certificate of Supervision on the question paper envelopes and send them to the Board.
(h) To ensure that invigilators prepare the sitting plans for their respective examination  rooms. These shall be made in triplicate. The original should be sent to the Board by the Scout.
(i) To arrive at the examination centre early enough to receive the examination    question papers.
(j) To ensure that when the examination is in progress all leftover question papers are safely locked up in a lockable drawer in the examination room
(k) To receive a copy of the album from the Head teacher and use it to identify   the candidates while the examination is in progress.
(l) To confirm the presence of the scout at the centre by endorsing the completion certificate to be presented by the scout.
(m) To enclose the attendance certificate of the scout in the scripts returning envelope for each subject.

 2.6 THE INVIGILATOR
 2.6.1 Appointment of an Invigilator

An Invigilator is appointed by the Board after having been recommended by the District Inspector of Schools.  He/she should be a professional and registered teacher with integrity who is also conversant with the regulations governing the Conduct and Supervision of examinations.
An Invigilator must not be appointed to invigilate examinations in a school where he/she teaches.  He/she must not have been involved in any case of examination malpractice before.  An invigilator so appointed must have an appointment letter and his/her valid Identity card.  He/she must be ready to show them on demand by a UNEB representative.
One invigilator will be appointed to every 25 candidates.  Where there is an examination hall one invigilator can oversee up to 50 candidates.

 2.6.2 Duties of an Invigilator

 (a) To advise candidates to ease themselves before the examination begins.
 (b) To check candidates thoroughly before they enter the examination room.
 (c) To ensure that candidates use the specified time (duration) on the timetable.
 (d) To write on the chalkboard School name and centre number for candidates to write and follow.
 (e) To assist the Supervisor to distribute question papers to candidates.
 (f) To ensure that candidates do not communicate to each other during the examination.
 (g) To ensure that candidates start by writing their names and index numbers before answering the questions.
 (h) To ensure that no question paper leaves the examination room before the end    of the examination.
 (i) To ensure that no unauthorized person enters the examination room.
 (j) To draw up sitting plans in triplicate.
 (k) To assist the Supervisor to collect the scripts from the candidates and arrange     them in order at the end of the examination.
 (l) To be inside the examination room (not outside) all the time for the paper he/she is invigilating.
 (m) To ensure that no one (including themselves) interferes with  the smooth conduct of  examination  at their centres.
 (n) To ensure that scripts of different schools sitting at a particular centre are sealed in their     
 respective returning  envelopes.

 2.7 THE POLICE OFFICER

 The Police Officer is in charge of a Storage Station.  He is therefore responsible for the safe custody of the question papers and scripts.  He/she should be a responsible officer with integrity and duty consciousness.

2.7.1 Duties of a Police Officer
His/her duties will include:
(a) To receive and store the green bags or/and boxes which contain the question   papers at the Police Station.
(b) To ensure that no unauthorized person opens the green bags or/metallic boxes before the date and time for sitting the examination.
(c) To open the store for the UNEB staff responsible for the  release of question papers on the day of the examination and  to receive scripts at the end of the day.
(d) To be present when the question papers are being issued and the scripts returned.
(e) To assist Education officials with communication in case of  need.
(f) The Police Officer will work hand in hand with UNEB officers to ensure security of examinations at the Police station.
 N.B.   It is not the duty of the police officer in charge of the storage station to issue out question papers or receive them from district officials.

 2.8 THE DISTRIBUTOR
He/she should be a responsible officer who understands the regulations for the Conduct and Supervision of Examinations. To avoid conflict of interests, head teachers and directors of primary schools should not be appointed as distributors.
 2.8.1   Duties of the Distributor His/her duties are:

(a) To ensure that he/she comes early to the storage station.
(b) To receive question papers from the Education Official at the storage station and deliver them to the Supervisor at the examination centre.  Question papers shall be delivered twice daily. Distribution to be done at 6.30 a.m. for morning  papers,and 11.30 a.m.for afternoon papers.

 N.B.    Distribution in Municipalities shall start at 8.00 a.m. and 1.00 p.m.respectively and not earlier.
(c)To strictly follow the main routes designed by the D.I.S./M.I.S.
(d) To receive scripts from the Supervisors at the end of each examination day and deliver them to the Education officials at the storage station.

N.B.    These important materials must be signed for by the recipients at every stage.  Distributors must reach the examination centres in person.  No question paper envelope shall be delivered by the roadside.
 (e) To ensure that materials for special needs candidates are safely transported and delivered.
 (f) To ensure that supervisors and invigilators of Examination sitting centres on his/her route have been paid by the DIS after completion of their work.
 
3.0 GENERAL RULES
3.1 Delivery of Question Papers
The Board delivers the green bags and/or boxes containing the question papers to the District headquarters and they are received by the District Monitor and Education officials.  The District Inspector of Schools arranges for internal distribution of the question papers to other stations within the district.  The Examination question papers should be escorted by security personnel from district headquarters storage station to the outlying storage stations.  Attendance registers should be delivered together with the question papers.  On the day of the examination, the District Inspector of Schools and his/her team should ensure that NO QUESTION PAPERS are distributed before 6.30 a.m.  In case of districts which have candidates with visual impairment (blind or low vision), they should ensure that they have received Braille and/or large print question papers.

3.2 The Timetable
The Timetable must be followed strictly.  The Head teachers must brief the candidates thoroughly. The attention of all candidates should be drawn to the Regulations/Instructions to Candidates.

3.3 Candidates with Special Needs
(a) Candidates with visual impairment (blind) and other special needs candidates who have received prior permission from the Board, shall be allowed 30 minutes extra.
(b) Large print question papers shall also be provided to those candidates with low vision provided prior information has been sent to the Board.
(c) Deaf candidates shall be guided by Sign Language Interpreters but in accordance with the Boards regulations.
(d) Readers are expected to tape record candidates responses.

3.4 Registers
In case there are errors in the register, the Supervisors should verify and make corrections.Duly registered candidates whose names may have been omitted by mistake should be allowed to sit the examination. Candidates should use names and index numbers as they appear on the registers.
Note: Registers should be packed in Science Script returning envelopes.This subject will be done last.

3.5Mobile Telephones
Mobile telephones are not allowed inside or near the examination rooms.

3.6 Personal conduct and behaviour
All officers involved in the conduct and supervision of examinations should be decently dressed when they are carrying out their duties. They should also avoid excessive drinking that can interfere with their work and must resist uncalled for offers from anybody

4.0 PROCEDURES AND REGULATIONS ON THE CONDUCT AND SUPERVISION OF THE EXAMINATION
4.1 Preparing for the Examination

The following should be done before the examination date.

 (a) The Education officials should have briefed all those persons involved in the conduct and supervision of the examination.
 (b) All Supervisors, Invigilators, and Distributors should have been appointed.  Supervisors and Invigilators will be required to present their registration numbers on demand by UNEB representatives.
 (c) Head teachers should have briefed the candidates as required using Regulation and Instructions on the Timetable.
 (d) Examination rooms and their requirements should have been arranged.
 (e) As much as possible, Education officials with the help of their assistants should check on these examination centres to ensure that arrangements are complete and satisfactory.
 (f) Education officials should put a mechanism in place to sensitize parents on provision of mid-day meals for the two (2) days of PLE.   
 (g) Arrangements for special needs candidates should have been made.
 (h) The distributor together with the district officials must fill a form for issuing and returning question papers.

 
 4.2       Preparing the Examination rooms

 (a) The rooms should be cleaned thoroughly.
 (b) There should be a chalkboard or some provision where the starting time and ending time and any other information for the examination can be written.
 (c) A wall clock should be provided in every examination room.
 (d) Desks should be arranged in rows and columns. Each desk should be arranged such that  candidates are 1.2m apart.  Wastage of space should be avoided as this leads to accommodating a very small number of candidates in each room.      It is estimated that each invigilator can conveniently watch 25 candidates. The candidates desks should be clearly and systematically labeled showing candidates index numbers. Head teachers should ensure that the Halls are used for sitting candidates.  They should not prefer to use small rooms.
 (e) Where several schools are sitting at one examination centre, the candidates in each school should be represented in every examination room used, by mixing them.
 (f) A desk and a chair should be provided at the front of the examination room for the Supervisor. The Supervisors desk should be lockable.
 (g) A chair should be provided for each invigilator.
 (h) The examination area should be out of bounds to non-candidates and any other unauthorized persons such as P.7 teachers who remain around claiming to give their pupils moral support.  The Examination area should be condoned off and clearly marked with signs such as SILENCE, EXAMINATION IN PROGRESSÝ.
 (i) All unauthorized materials such as charts, diagrams, and pieces of paper on the floor, writings on the blackboard, should be removed.
 (j) Special arrangements should be made for the Sign Language Interpreter and Reader where applicable.

 
 4.3 Entering the Examination Room      

(a) The morning examination should start at 9.00 a.m.

The afternoon examination should start at 2.00 p.m.
          
 (b) Candidates should be advised to ease themselves before entering the examination room.  Once inside the examination room, no candidate should be allowed to go out before the end of the examination except with the permission of the supervisor.
 (c) Candidates should be checked thoroughly before they enter the examination room.  Boys should be checked by male invigilators and girls should be checked by female invigilators.
 (d) Strict silence should be ensured once candidates have entered the examination room.
 (e) Roll call should be taken to ensure that only registered candidates do the examination.
 (f) Headteachers should ensure that they present only registered candidates.
 (g) Invigilators should write the centre number and name for each school on the chalkboard.
 (h) Scouts and Supervisors should ensure that there is an invigilator in every examination room before the examination starts.

4.4       STARTING THE EXAMINATION

 (a) When all candidates are seated, the supervisor should bring the question papers.
 (b) The supervisor, invigilators, and candidates should examine the question paper envelope(s) to ascertain that it/they have not been tampered with.
 (c) The Supervisor cuts open the question paper envelope(s) in the presence of the invigilators and candidates. He/she counts the question papers enclosed to check whether the total number of question papers agrees with the quantity indicated on the envelope(s).  Where more than one examination room is used, the Supervisor should use the largest room for opening the envelope(s). A representative of the candidates from other rooms should witness the opening.

 N.B:  The Certificate portion of the Question Paper envelope should not be cut. The whole Question Paper envelope must be returned to the Board.
 (d) The Supervisor and invigilators then issue the question papers to the candidates.  All the question papers should be placed in such a way that the candidates cannot read the questions.
 (e) The remaining question papers should be returned to the Supervisor, who should count them, note the total number and place them back into the envelope and then lock them up.
 (f) The candidates are then instructed to start.  If more than one room is used, a bell should be rung so that all candidates start the examination at the same time.  The time on the clock should not be adjusted to suit the starting time.  Standard time should be observed.
 (g) The time when the examination started and when it is expected to end should be written on the chalkboard.
 (h) 15 minutes after the examination has started, the Supervisor should trim the top left-hand corner of the left-over question papers, place them in the envelope, seal the envelope and lock them in his/her desk in the examination room for safe custody.
 (i) Any candidate who comes after 15 minutes from the start of the examination must not be allowed to sit the examination.  Candidates who arrive late but not more than 15 minutes are allowed to sit but not be given extra time. They must also sign on their scripts, before the Invigilator, indicating the time they arrived. If the examination for some reasons starts late by 30 minutes, i.e. 9.30 a.m. or 2.30 p.m., no candidate who comes late shall be allowed to do the examination.
 (j) In the event of any delay in starting the examination on time, all candidates will be confined under the supervision or supervisor(s) and invigilator(s).

 
 4.5 WHEN THE EXAMINATION IS IN PROGRESS

 (a) The Supervisor should check on the number of left-over question papers to ensure that they balance.  He/she should also be alert to ensure that the past papers are not smuggled out of the examination room.
 (b) The role of an invigilator is to ensure that candidates observe the regulations of sitting examinations.  He/she should for example ensure that candidates do not communicate, do not copy from smuggled notes, do not send questions outside the examination rooms before the end of the examination, etc.
 (c) Invigilators must therefore, remain inside the examination rooms watching over the candidates throughout the time for examination. They must not stand at the door with their backs to candidates.
 (d) Invigilators must concentrate on their work but not engaging themselves in diversionary activities such as knitting, reading novels, conversing or marking.
 (e) In case of any error made in the question paper, no correction should be made unless a corrigendum (correction) is sent by UNEB.  The supervisor should write a report on any errors detected.
 (f) Except for the candidates, all other persons (supervisors, invigilators, head teachers, teachers, UNEB scouting teams) are not allowed to read the question papers when the examination is in progress.
 (g) No unauthorized person is allowed in the examination room.
 (h) Those persons authorized to enter the examination room must identify themselves before they enter the examination room.  Members of staff called in for emergency must leave the room as soon as the assistance is no longer necessary.  They must not enter examination rooms with mobile phones.
 (i) Invigilators should write index numbers and names of candidates who are absent.
 (j) When the examination is in progress, the invigilator should prepare a sitting plan for his/her room in triplicate.  The first copy should be sent to the Board, the second copy should be enclosed with scripts inside the scripts envelope and the third copy should be retained at the school.  A SITTING PLAN should show the District, Centre Number, Room Number, sitting position of each candidate, their names and index numbers and absentees (ABS) if any.  The scout will also be required to present one copy of the sitting plan to the District Monitor.
 (k) The scout should identify the candidates using the album he/she carried and compare it with the school copy

Note:   Ensure as much as possible that candidates are mixed such that each school is represented in every row and column.

 4.6       ENDING OF THE EXAMINATION

 (a) The Supervisor should oversee the ending of the examination assisted by invigilators.
 (b) Five minutes to the end of the examination, candidates should be advised to check to ensure that their names, index numbers and signatures are written correctly on their scripts.
 (c) At the end of the time allocated for the examination, candidates should be given the following instructions: Stop writing, pens down, and stand up.  Where more than one room is used, a bell should be rung.
 (d) While the candidates remain standing, invigilators should go round and collect scripts in order of index numbers.  No invigilator should request candidates to take their scripts to him/her for collection.
 (e) Make sure that the attendance register is enclosed in the Science Script returning envelope.  Science will be done last.
 (f) When collection of scripts is completed, candidates should be asked to sit down and witness the sealing of the scripts. If more than one room is used, representatives of candidates from other rooms should come to the sealing room to witness the sealing.
 (g) The scripts should be arranged in order of index numbers starting with the smallest on top and counted properly before sealing them in the returning envelope.    

    N.B: All unused returning envelopes must be enclosed and returned to the Board

 (h) Do not cut the certificate portion of the question paper envelope.  Instead fill in the information on the certificate.  Enclose the question paper envelope together with the scripts inside the scripts envelope.
 (i) A copy of the sitting plan of the entire sitting centre should be enclosed in script returning envelope(s) of each school sitting at the centre.  Check the sitting plan to ensure that it has all the necessary information.
 (j) After enclosing and sealing the scripts, write at the back of the envelope the total number of scripts enclosed, index number(s) and name(s) of absentees and fill in all other necessary details.  Indicate the centre name(s) and number(s) of other schools if the school did not sit alone.

 In case more than one envelope has been used for a particular school, indicate quantities of envelopes used e.g. 1 of 1, 1 of 2, 2 of 2, etc.
 At examination centres where more than one school converge to sit the examination, scripts should be packed separately school by school.  Under no circumstances should scripts of two schools or more be sealed in one envelope.

(k)After sealing the scripts envelopes, the Supervisor/invigilators and representatives of the candidates should sign at the back of the envelope to indicate that they witnessed the sealing.
 (l) The Supervisor then takes the scripts, locks them safely and waits to hand them over to the distributor.
 (m) Whereas the question papers must be distributed twice, the scripts for the morning will be delivered back to the Police Storage Station together with those of the afternoon in the evening.  Make sure that care is taken to avoid leaving behind scripts of the morning paper.
 (n) The scripts should be delivered by the distributor to the Education official at the Police Storage Station that very day of the examination without fail.
 (o) The supervisors should write a report on the conduct and supervision of the examination and send it to the Board.  Reports on cases of hardships involving sickness should be accompanied by a doctors medical report.
 (p) The head teachers and teachers should later study the Past Question Papers, analyze them and sent their comments and recommendations to the Board by the end of February.

5.0 packing of scripts
Scripts shall be packed in metallic boxes/green bags.  The UNEB Monitor has been instructed to ensure that scripts envelopes are recorded in the packing list before they are finally packed in metallic boxes/green bags.  Relevant documents such as issuing and returning forms are filled and returned to the Board by the district monitor.

6.0 malpractice in examination          
Malpractice in examination is an act of wrongdoing carried out by a candidate or group of candidates or any other person with the intention to cheat or gain unfair advantage in an examination.  Evidence from records of the Board indicate that the most common forms of malpractice in examination are smuggling, external assistance, collusion, impersonation and substitution. At Primary Leaving level examinations, external assistance is the most common form of malpractice.

6.1 External Assistance

This includes dictation of answers to candidates by teachers, writing solutions to  questions for candidates to copy, writing answers to all or part of a question in a candidates answer script.
Teachers should therefore not invigilate their own schools
Any teacher or person found assisting the candidate(s) will be arrested, taken to police and prosecuted. The results of the affected candidate(s) will also be cancelled.

6.2 Smuggling

This occurs when a candidate takes written information into the examination room with    the intention to cheat. It also includes text books, note books, charts into the examination room and writing notes on palms, thighs, desks, skirt-hems, etc.
Candidates must be checked thoroughly before entering the examination room.
Any candidate found with smuggled materials inside the examination room will be asked to write   a statement admitting that the materials were found with him/her.  Such a candidate will have his/her results cancelled.

6.3 Collusion
This occurs when two or more candidates in an examination room, secretly agree to      assist each other to answer all or part of an examination question. For instance, candidates whispering or talking to each other over an examination question, exchanging answers, passing notes to each other to copy, exposing ones written work for another candidate to read or copy.
The Supervisors/Invigilators are therefore urged to be vigilant throughout the duration of the paper so that this does not occur.

6.4 Substitution
This occurs when a candidates answer script written under examination conditions is replaced with another script written outside examination conditions.
Supervisors/invigilators and candidates should therefore watch and witness the sealing of scripts in the returning envelopes.

6.5 Impersonation
This occurs when somebody, other than the candidate duly registered for that examination, claiming to be the rightful candidate, sits or attempts to sit the examination for the duly registered candidate.
The past 2 years have seen increased cases of impersonation engineered by headteachers themselves.  Caution is therefore given to all headteachers and other people to desist from this form of malpractice.
Any person found impersonating, will be arrested, taken to Police and prosecuted.

6.6 Leakage

This is having prior knowledge of the contents of the examination questions.  Leakage occurs when the candidate is in possession of the examination question paper or is told the contents of the examination question paper in advance.
Supervisors should check the examination question paper envelopes to ensure that they have not been tampered with.

6.7 What should be done in case of examination malpractice?

If anyone is found involving him/herself in any form of examination malpractice, he/she shall be made to sign a statement admitting his/her involvement.  The names and index numbers of the affected candidates should be noted.
The supervisor and invigilator must also sign.  A comprehensive report should also be written.

Please note the following:
1.  Any school which will be found to have involved itself in examination malpractice will have its centre number withdrawn forthwith.
2.  If it is a private school, Ministry of Education & Sports will de-register it and its proprietors will be blacklisted.
3.  All those teachers who will be found involved in examination malpractice will be prosecuted,   punished and de-registered by Education Service Commission.      

7.0        CASES OF HARASSMENT

There are reports of officials harassing each other.  It is important to note that all officials in the field are pursuing a common objective of ensuring a smooth conduct of PLE.  You are therefore expected to work harmoniously towards this goal.  The Board will discipline all those involved in acts of harassment.

 
8.0 THE TEACHERSCODE OF CONDUCT

The Teachers Code of Conduct requires that the teacher must conduct external examinations according to the set regulations of the mandated Examinations Body (UNEB).
Act No.10 of 1970 Part III 3(iii) states: A teacher shall: conduct all internal and external examinations in accordance with the prescribed regulations and rules governing such examinations issued from time to time by the competent authorities and shall not commit any offense against examination regulations in force.

N.B:  All teachers who feel that they cannot withstand temptations towards all forms of examination malpractice are therefore advised to reconsider their involvement in the conduct and supervision of examinations.

9.0 GENERAL INFORMATION

(A)Registration of PLE Candidates
This is done by all P.7 pupils wishing to sit PLE.  Such pupils fill in PLE Entry forms to be registered as PLE Candidates.  A P.7 pupil who does not fill in a PLE entry form is not registered and should not sit for the examination because he/she will not be a candidate.  If such a pupil illegally sits for the examination he/she will never get the results.

(B)Candidates with Special Needs.
UNEB has opened a desk to cater for Special Needs candidates.  Head teachers should liaise with the Board through the District Inspectors of Schools.

(C)Names of Candidates and Choices of Schools
Head teachers should, before registration of P.7. pupils for PLE, consult the pupils parent about:

1.the correct names of the pupils
2.the correct spellings of the pupils names
3.the choices of post primary schools
4.the date of birth and age of the pupils
5.the citizenship of the pupils.

It is this information (1, 2, 3, 4, 5) which should be used by the pupils (and the head  teacher) while they are filling the PLE entry forms. The head teacher should keep a record of that data in his/her office.

(D) Release of PLE results

PLE results are released to Primary schools through their respective District Inspectors of Schools. Once the head teacher receives the results for his/her school he/she together with the parent should check the results for the following:

1.missing names of candidates
2.missing marks/grades/results of candidates (in any subject)
3.mis-spelt names of candidates.

The above should be reported to the Board through the District Inspector of Schools within the first two weeks after the release of the results.
No correction of names or complaints may be entertained thereafter.

The Executive Secretary
Uganda National Examinations Board,
P O Box 7066,
Kampala.
: Primary : Examination Regulations
Whole Document : N/A
Below are the minimum requirements for a private Primary school to have, in order to be considered for a PLE centre number:

UGANDA NATIONAL EXAMINATIONS BOARD


INSPECTION OF NEW EXAMINATION CENTRES FOR 2010 PLE

Below are the minimum requirements for a private Primary school to have, in order to be considered for a PLE centre number:

1.    The school should have original copies of the Certificate of Registration and License of Operation from the Ministry of Education and Sports

2.    There should be proof of ownership.  There should therefore be a land title, a tenancy agreement or contract of not less than 5 years.

3.    The headteacher of the school should be professionally trained, and qualified with a minimum qualification of grade III teachers certificate and 5 (five) years teaching experience.  She/he should be duly registered by the Ministry of Education and Sports.

4.    There should be a least 7 (seven) permanent teachers on the staff excluding the headteacher and five of these should at least have attained a grade III teachers certificate.  They should also be registered by the Ministry of Education and Sports.

5.    The School should have a hall or large classrooms, which can be used for examinations.  The windows and doors of these halls/rooms should have shutters.  Their floors should be cemented.  The roof should be free from leakage in case it rains.  Temporary or semi-permanent structures shall not be considered.

6.    The school should have adequate furniture to be used during examinations.  Single-seater desks are preferred.

7.    The headteacher’s office should be secure with lockable cupboards or drawers for storage of Question Papers/Scripts.  If the walls do not reach the roof, there should be a ceiling.  The Headteacher is not expected to share the office with any other persons.

8.    Facilities such as the size of the Hall and quantity of furniture will determine the maximum number of candidates to be registered if the school is granted a centre number.

9.    The school should be located in an environment which is conducive to learning and above all, examinations.  Good sanitation is also a requirement.

10.    For any School to be considered for a PLE centre, it must be in position to register a minimum number of 15 (fifteen) candidates.

11.    The applicants will be required to pay a non-refundable Inspection fee.

The Proprietors and Headteachers are therefore expected to study carefully the above requirements because application forms will only be given to those who fulfill these requirements.


NB: Return Application Forms to Room 45   
UNEB Ntinda by the end of February 2010
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