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Examination supervision is a very crucial element in the administration of public examinations. The officers involved in the administration of public examinations must ensure that examinations are conducted in accordance with the rules laid down in order to guarantee valid and reliable results and maintain credibility of the system. The purpose of this booklet is to give general guidelines to supervisors who are involved in the conduct and administration of the UCE and UACE examinations set by the Uganda National Examinations Board. The instructions contained herein are to be used in the field administration for supervision and invigilation of the 2014 UCE and UACE examinations. They must be read carefully and understood by all the underlisted:
1.1 The whole document
The following officers are expected to read and understand the whole document in order to facilitate the smooth running of the 2014 UCE and UACE examinations.
1. District Education Officers
2. District Inspectors of Schools
3. Area Supervisors
4. Headteachers/Centre supervisors
5. Chief Invigilators
7. All officers carrying out scouting and monitoring duties.
1.2 Specific Areas
The following officers must read the whole document but with specific references to the following pages:
1. Police officers involved (pages 2-14, 18 and 35 to 43)
2. Science practicals teachers (pages 21 and 22)
3. Mathematics teachers, and other teachers whose subjects may require the use of calculators (pages 15 and 16).
2. CATEGORIES OF EXAMINATION SUPERVISORS
Examination supervisors are people recognised/appointed by UNEB to ensure that examinations are conducted in accordance with the rules and regulations laid down by the Board.
The categories of supervisors include:
o UNEB Secretariat staff
o UNEB Scouts
o Area Supervisors
o Heads of schools/centres
o Chief Invigilators
o Police officers in charge of storage stations.
2.1 UNEB Secretariat Staff
The UNEB Secretariat is responsible for the general and overall conduct and supervision of examinations throughout the country.
2.1.1 Duties of UNEB Secretariat
The UNEB Secretariat is charged with, among others, the following:
1. To prepare the general guidelines on conduct and supervision of examinations.
2. To hold seminars throughout the country to brief the Area supervisors, Heads of schools/centres, Chief Invigilators and Invigilators on the proper conduct and supervision of examinations.
(c) To appoint all those persons involved in the supervision of examinations.
4. To distribute examination papers to the Area Supervisors.
5. To collect scripts from main storage stations.
6. To attend to queries from Area Supervisors.
7. To monitor the progress of conduct of examinations, e.g by scouting, etc.
2.2 UNEB SCOUTS/MONITORS
A UNEB scout/monitor is a member of the Board or staff of the UNEB Secretariat, Education Standards Agency, a public university, National Curriculum Development Centre; or any other persons (UNEB Examiners, teachers and other educationists) appointed by the Board to monitor the conduct of the examination at a centre or centres under a storage station.
2.2.1 Appointment of a Scout/Monitor
A scout/monitor is appointed in his/her personal capacity. He/She is a person with a high level of integrity, vigilant, honest, knowledgeable and very conversant with the regulations on the conduct of examinations. He/She is a person able to exercise good judgement and take correct decisions on matters regarding field conduct of the examinations. The scout will liaise closely with the Area Supervisor in carrying out his/her duties.
2.2.2 Duties of a Scout/Monitor
1. To keep keys to the container, green bags and boxes containing question papers for centres at a particular station to which he/she is posted.
NB: (Where there are two scouts or more, one of them will be appointed to handle the keys)
2. To open the container, green bags or boxes containing the question papers not earlier than 8.00 a.m. for morning papers and 1.00 p.m. for afternoon papers, and witness the issuing of question papers to heads of schools/centers by the Area Supervisor.
(c) To witness the return of answer scripts by the heads of schools/centres and to lock up the container, green bags/boxes once scripts have been received and entered.
(d) To visit examination centres during the course of the examination to monitor the overall conduct of the examination with particular emphasis on:
1. deployment of invigilators
2. performance of invigilators
3. seating arrangements
4. compliance with examination regulations by the centre
5. detection of malpractice and irregularities
6. inspection of facilities related to conduct of examinations
(e.g. laboratories, state of examination hall and capacity)
(e) In consultation with the Area Supervisor, to terminate the duty of a Chief Invigilator or any invigilator not performing according to the regulations on the conduct of examinations.
(f) To cause the arrest of any person found impersonating, aiding candidates or committing any acts that disrupt the smooth conduct of the examination.
(g) To compile evidence including signed statements and exhibits on any case of malpractice or irregularities detected in (d)(v) above.
(h) To write a report on the conduct of the examination at the station or centre.
Where there are two scouts or more, the one appointed to handle keys will be the head of the scouting team. He/she will submit the station report on the conduct of examination. Such a report will include observations/findings of the other scouts at the station.
2.3 Area Supervisor
An Area Supervisor is a representative of UNEB in the field and is in charge of a group of examination centres. He/She is responsible for keeping their question papers and answer scripts at the same storage station (Usually a police station or any other appropriate place approved by UNEB). He/She ensures that examinations are conducted in accordance with the rules and regulations laid down by UNEB.
The Board pays the Area Supervisor some basic supervision allowance.
2.3.1 Appointment of an Area Supervisor
An Area Supervisor is appointed by the Board in his/her personal capacity. He/She must be an experienced teacher with high integrity, vigilant, honest, fair and concerned about proper conduct of examinations. The Board, at its own discretion, may terminate the services of an individual as Area supervisor if the person fails to perform to the satisfaction of UNEB.
2. Duties of an Area Supervisor
An Area Supervisor's responsibility is to ensure the smooth conduct of the entire examination in his/her area in accordance with the rules and regulations stipulated by the Board. The Area Supervisor must be conversant with rules and regulations on conduct of examinations. His/her duties include the following:-
1.To liaise with heads of schools/centres; Chief Invigilators and UNEB on examination matters. All examination queries should be channeled through the Area Supervisor.
b) To draw up lists of Chief Invigilators and Invigilators for each centre in his/her area of operation. This will involve:-
(i) visiting examination centres to identify the number of invigilators needed at the centre in collaboration with the head of the school or center and projections made by UNEB;
(ii) identifying teachers, retired educational administrators and retired teachers as potential invigilators including carefully scrutinizing documents presented on each teacher before accepting them for deployment;
(iii) identifying Chief Invigilators for each center. A chief invigilator must be an experienced teacher, preferably graduate trained who is on government payroll;
(iv) issuing appointment letters to the identified persons, on behalf of the Executive Secretary, UNEB;
5. noting the UTS number as well as the registration numbers of the identified persons for transmission to UNEB;
(vi) allocating Chief Invigilators to the various centres;
(vii) allocating teachers to invigilate at the various examination centres;
An invigilator will be appointed to every 35 candidates. Where there is a hall, the ratio is one to every 50 candidates. Where the number of candidates for a paper is less than 15, the Chief Invigilator will handle the invigilation alone.
NB: 1. No teacher should be appointed Chief Invigilator or Invigilator in a school where he/she teaches either as a full time, or a part time teacher. In this connection, teachers to be appointed as invigilators must declare the interests they may have in certain centres.
2. In posting invigilators, swapping of invigilators between two centres i.e. having a team of invigilators from Centre A posted to Centre B and vice versa must be avoided. Where there are only two centres in a station, the Area Supervisor should supplement by identifying heads of primary schools who have integrity for appointment as invigilators.
(c) To brief the heads of schools or centres, chief invigilators and invigilators on their duties and UNEB general rules and regulations regarding conduct of examinations.
(d) To receive from UNEB officials, during the time of distribution, the green bags or boxes containing question papers and the keys to their locks, script bags/cartons containing “unknownť chemicals for chemistry practical examinations and any other material or documents pertaining to the examination.
(e) To ensure that green bags or boxes containing question papers are not opened before the date of examination.
(f) To distribute to the heads of schools or centres the question papers every morning at 8.30 am and at 1.30 p.m. in the afternoon, and to receive scripts from them every evening. All these must be done at the storage station.
(g) To issue “unknown chemicals to centre heads in the evening of the eve of the chemistry practical examination.
(h) To report to UNEB Secretariat, any shortages or missing question papers, any other urgent information connected with the examination, and to solve some of the queries on shortages. (See some suggestions in Section 4.4(d)).
(i) To visit and check on the examination centres and to monitor the conduct of examinations in his/her area.
(j) To write a comprehensive report on the conduct of the examination in his/her area at the end of the examination.
(k) To hand over, at the end of the examination period, the green bags or boxes with their keys, reports, registers, etc. to the UNEB official collecting the scripts (See also section 4.5(c)).
50. To alert the O/C Police of the date the question papers are expected to arrive at the police station.
(m) To make payments to the Chief Invigilators and invigilators in respect of their fees; and send an accountability to UNEB on how invigilation funds were spent.
(n)To carry out other duties the Board may assign from time to time.
2.4 Head of SCHOOL/Centre
A head of school or centre is responsible for ensuring that examinations in his/her school/centre are conducted smoothly in accordance with the rules and regulations laid down by the Board.
2.4.1 Selection of an Examination Centre
The Board may, at its own discretion select a school to be used as an examination centre. Such a school will have satisfied the Board that it has the minimum criteria necessary for the conduct of UNEB examinations. Such a school selected as an examination centre shall conduct UNEB examinations as a delegated responsibility and may not claim ownership of the centre, legal or otherwise. The Board will withdraw its examination center status from a school when such a school previously selected and used as an examination centre no longer merits that status.
The loss of status may arise from:
1. Lack of a sufficiently qualified headteacher at the time of the examination
2. Insufficient laboratory facilities for sciences
3. Insufficient number of fulltime qualified and registered teachers
4. Deterioration in physical facilities
5. Examination malpractice, irregularities or unethical practice prejudicial to the interests of the Board, and the nation. This includes exposure of confidential advance instructions or other examination materials to unqualified and unregistered persons serving as teachers.
2.4.2. Appointment of Head of a centre
(a) A head of the centre is the Headteacher of a school approved by UNEB as an examination centre. As the top administrative and academic officer in the school, he/she is mandated by the Education Act No.10, of 1970 Part iii 3 (xiii) to conduct external examinations in accordance with the prescribed regulations and rules governing such examinations issued from time to time by competent authorities and shall not commit any offence against examinations regulations in forceť.
(b) The head of the centre is appointed in his/her capacity as the head of the school. For private Hall centres, the following may be appointed as head of the centre:- DEO, DIS, a Head teacher or any other competent teacher with high integrity.
(c) The head of centre must be a properly appointed graduate trained registered teacher with AT LEAST FIVE YEARS teaching experience, and conversant with the rules and regulations on conduct and supervision of examinations.
NB: The Proprietor/director of a school/centre must not also double as the head of school/centre
(d) The Board may, at its discretion, send an external supervisor to supervise examinations at a centre.
2.4.3 Duties of head of school/centre
The main duty of a head of school/centre is to ensure that examinations run smoothly at his/her centre. The head of school is expected to remain in the school throughout the examination period to answer queries arising from the examination room. The head of school/centre and the chief invigilator will jointly be held accountable for the proper conduct of the examination inside the examination room.
The head of center is in charge, in as far as the following duties are concerned:
(a) To ensure that all preliminary preparations for examinations are done in good time, e.g. collection of examination stationery, timetables, "unknown" chemicals etc.. from UNEB offices in Kampala.
(b) To assist the Area supervisor in identifying and nominating teachers of proven integrity from their schools to be appointed Chief Invigilators or invigilators. Such teachers identified must be trained and registered, and must be full time teachers at the school. The head of school/centre must not nominate teachers who are part-time at their schools
(c) To brief the candidates on the points listed in "Directions and caution to candidates", (See section 3.7.1 and 3.7.2).
(d) To prepare the examination hall (See section 3.1). He/she should ensure that:-
(i) Each candidate is provided with a desk and chair. No two candidates should share a desk.
(ii) The minimum distance to be allowed between one candidate and the next candidate is 1.2 metres.
(iii) All maps, diagrams and other writings are covered or removed from the walls of the examination room before the start of examination.
(iv) A clock is made available in the examination room. The clock should be placed in such a way that its face can be seen by all the candidates in the room.
(v) A blackboard is provided in the examination room on which times of starting and ending of the examination are written for each paper.
(vi) For each candidate, a card showing the index number and name of the candidate is prepared. These cards should be given to the Chief Invigilator at the centre.
(vii) Pieces of string for tying scripts are provided.
One invigilator will be appointed for every 35 candidates. Where there is a hall, the ratio will be to every 50 candidates. The head of centre must ensure that examination rooms are large enough for at least 35 candidates sitting at the prescribed spacing.
(e) To check the packing list carefully to make sure that the required question papers for the centre are packed. To report immediately any discrepancy noted between the packing figures and the entries to the Area Supervisor.
(f) To personally collect the question papers for the day, in the morning and early afternoon from the storage station and then lock them into his/her office until they are required.
N.B. When signing for the question papers at the storage station, the head of school should indicate the date and time of collection. He/She should examine the question paper envelope to ensure that it has not been tampered with before leaving the storage station.
(g) To identify the candidates to the chief invigilator and witness the checking of candidates.
(h) To hand over the question paper envelope for the examination to Chief Invigilator to start off the examination.
(i) To witness the opening of the question paper envelope and verify that the number of question papers enclosed matches the number indicated on the question paper envelope. The headteacher will sign on the question paper envelope as evidence of having witnessed the opening. In case of a shortage or missing papers, the headteacher will immediately inform the Area Supervisor and work out a solution (e.g. by photocopying or collecting left over papers from nearby centres).
(j) To monitor the performance of the invigilators and inform the Area Supervisor of any evidence of incompetence on the part of the Chief Invigilator or any other Invigilators. In this connection, the headteacher can enter the examination room while the examination is in progress or when he/she suspects that the conduct of the invigilators may become prejudicial to the smooth conduct of the examination.
(k) To witness the ending of the examination and the sealing of the scripts, and to sign on the script envelope(s) as evidence of having witnessed the ending of the examination. The headteacher will confirm that the number of scripts enclosed corresponds to the number of candidates present for the examination session, and that no script of a candidate has been left out.
(l)To receive the sealed scripts envelopes from the Chief Invigilator and to return the said envelopes for that day to the Storage Station in the evening.
(m) To receive and securely keep advance instructions on science subjects and to ensure that any teacher who has access to these instructions does not disclose this information to candidates or any other person.
(n) To ensure that the Teachers in charge of practical papers (where sample results are required) carry out the practical tests after the examination is done and submit results to him/her for submission to the Board.
(o) To ensure that during preparation of specimens the teachers in charge of practical papers do not substitute the specimens specified in the Advance Instructions to schools with other specimens of their choice. Should it become necessary to substitute, written permission to do so must be obtained from the Board, otherwise the candidates' work will be considered irrelevant and hence will not be marked or graded.
(p) To ensure that any persons, e.g. scouts, invigilators who come to the centre on UNEB duty record their presence at the centre. The record should have full names, address and telephone contact.
(q) To ensure that subject teachers write comments on question papers and to submit these comments to UNEB Secretariat.
(r) To write a report on the conduct of examination in his/her centre and to send the report to UNEB.
2.5 Chief Invigilator
A Chief Invigilator is an experienced teacher with high integrity appointed by UNEB on the advice of the Area supervisor to be responsible for supervising and coordinating invigilation of examinations at a centre.
2.5.1 Appointment of Chief Invigilator
The Chief Invigilator is appointed by UNEB on recommendation of the Area Supervisor. He/she is appointed in his/her personal capacity. The Chief Invigilator must be an experienced teacher with high integrity, vigilant, honest, fair and concerned about proper conduct of examinations. The Chief Invigilator must be conversant with the rules and regulations on conduct and supervision of examinations. No teacher will be appointed to be Chief Invigilator in a school where he/she teaches. The Board, at its own discretion may terminate the appointment of an individual as Chief Invigilator.
The Board will pay a consolidated invigilation allowance to the Chief Invigilator.
2.5.2 Duties of the Chief Invigilator
The Chief Invigilator is responsible for invigilation of examination at a centre and to ensure that the rules on conduct of examinations are followed. His/her duties are:
(a) To liaise closely with the head of school/centre and Area Supervisor on matters affecting the conduct of examinations at a centre.
(b) To ensure that neither he/she nor any invigilator has a mobile phone while in the examination room. Any of them who comes to the examination centre with a phoneme must deposit the phone with the head of centre until the paper for the day are done.
(c) To prepare the invigilation programme for each day in consultation with the head of the school/centre.
(d) To ensure that, in the case of practical examination, at least one invigilator is assigned to watch over the candidates waiting to enter in subsequent shifts.
(e) To check and ensure that examination rooms are properly prepared as required (see section 3.1).
(f) To pin or cellotape a card bearing a candidate's name and index number on the far left-hand edge of the desk. The index numbers should be arranged in some order. In the subsequent examination the position of the index numbers could be changed so that a candidate does not sit on the same desk always (see section 3.1(f)).
(g) To ensure that candidates are thoroughly checked as they enter the Examination.
(h) To collect examination papers and other examination stationery from the office of the head of centres. He/she should be accompanied by one or two invigilators.
(i) To start examinations following the guidelines given under section 3.2, 3.3.
N.B. In case of shortage or missing papers the Chief Invigilator should report the matter to the head of school who will contact the Area Supervisor for a solution.
(j) To supervise the Invigilators and ensure that they carry out their duties (see section 2.6.2 and 3.4).
(k) To ensure that no unauthorised person enters the examination room or gets access to the question papers and that no question paper is taken out of the examination room while the examination is in progress (except where it is to solve a shortage in another center).
Persons authorised to enter the examination rooms i.e UNEB representatives, must identify themselves before they enter the examination room. Members of staff called in to assist in an emergency must leave the room as soon as their assistance is no longer necessary.
Persons allowed into the examination room must not communicate with candidates other than as required by the prescribed duties. They must not interfere with the conduct of the examination in any way or take out of the examination room any examination material. Such persons may not enter the room with mobile phones.
(l) To fill the computer Register and the Attendance Report when examination is in progress.
(m) To ensure that the sitting plan for each examination is done by the invigilators in triplicate. The original is sent to the UNEB Secretariat, the 2nd copy is placed in the script envelope together with the scripts and the 3rd copy is kept by the head of the school.
(n) To fill certificates of supervision and send them to the Area Supervisor for onward transmission to the Board.
(o) To ensure that at the end of each examination, invigilators collect the candidates' scripts, arrange them in order and enclose them in a script envelope (See section 3.5).
(p) To ensure that no candidate submits torn or dismantled or folded answer scripts.
(q) To fill in all the required information at the back of the scripts envelope.
(r) To seal the script envelope in front of the candidates in the examination room. To ensure that the head of school, representatives of the candidates and all the invigilators sign on the script envelope(s) to signify that they witnessed the sealing. The Chief Invigilator must count the number of scripts to ensure that all scripts have been enclosed in the envelope before sealing.
(s) To ensure that no used or unused answer booklets, graph papers, etc are removed by the candidates from the examination room.
(t)To hand over to the head of school the sealed script envelopes at the end of each examination.
(u) To ensure that any person or candidate found involving themselves in malpractice writes and signs a statement to that effect. The nature of the malpractice must be specified. In the case of smuggled material, whether relevant to the examination or not, the candidate involved must sign on the material. Full particulars (names, index number) must be indicated. Where the person or candidate refuses to make a statement or destroys evidence, the Chief Invigilator must still submit a detailed report countersigned by other invigilators who were present. The head of centre must be informed.
(v) To write a report on the general conduct of the examination covering the period he/she has been on duty at the centre.
The invigilator is a teacher whose role is to ensure that candidates sit the examinations according to the rules and regulations of UNEB.
2.6.1 Appointment of Invigilators
An Invigilator is appointed by UNEB on the recommendation of Area Supervisor and head of school. He/she is a trained registered teacher of high integrity, honest, fair, vigilant and concerned about the proper conduct of examination.
An invigilator must be conversant with the rules and regulations on conduct and supervision of examinations. An invigilator will not be appointed to invigilate examinations in a school where he/she teaches or to invigilate a subject he/she teaches.
The Board will pay an invigilator a consolidated invigilation allowance.
2.6.2 Duties of Invigilators
Invigilators must ensure that candidates taking examinations abide by, and conduct themselves according to the examinations regulations (See section 3.2, 3.3 and 3.4).
(a) To advise candidates to ease themselves before the examination begins and to warn them that no candidate will be allowed to leave the examination room once the examination starts.
(b) To check candidates thoroughly when they are entering the examination room to ensure that they do not smuggle into the examination rooms unauthorised items or materials e.g. books, bags, pieces of paper, notes etc.
(c) To distribute answer booklets to candidates. No pieces of paper should be provided to candidates for rough work. All candidates work should be done on the answer booklet provided.
(d) To assist the Chief Invigilator to distribute question papers to candidates.
(e) To keep careful watch over the candidates to ensure that there is no communication/collusion between or among candidates.
N.B. An Invigilator should not engage in any other activity such as reading the question paper, reading novels or newspapers, marking, or knitting, etc. during the examination.
(f) To answer candidates' queries when in need of extra writing paper. Complete answer booklets would be given and not torn or pulled out sheets.
(g) To ensure that candidates are not shown ways or means of answering a question in the examination paper.
N.B. An invigilator must not assist candidates to answer all or any part of a question in the examination paper; or explain the rubric or wordings of a question to a candidate.
(h) To ensure that no question paper leaves the examination room before the end of the examination (except when left over question papers are required to solve a shortage problem at another center).
(i)To ensure that no unauthorised person enters the examination room (see 2.5.2(i)).
(j) To ensure that the duration specified on the question paper is adhered to. No extra time should be given to candidates. Completely blind candidates are given an extra 30 minutes in addition to what is specified on the question paper. Candidates with other types of disability may be allowed more time only if there is a letter from UNEB to that effect.
(k) To draw up sitting plans in triplicate for each examination. The sitting plan should be done when examination is in progress and given to the Chief Invigilator at the end of each examination.
(l) To assist the Chief Invigilator to collect candidates' scripts and arrange them in order at the end of the Examination (See 3.5).
(m) To ensure that at the end of the examination no candidate takes out of the examination room used or unused answer booklets, graph papers etc.
2.7 USE OF SCIENTIFIC CALCULATORS DURING EXAMINATIONS
2.7.1 Duties of Mathematics Teachers and other Teachers Mathematics teachers and other teachers whose subjects may need calculators should ensure that:
(a) their candidates have silent non-programmable calculators and UNEB Mathematical Tables only.
(b) The Chief Invigilator and invigilators are assisted to check that candidates enter the examination room with calculators that meet the correct specifications.
Calculators to be used by the candidates must not possess the following features:
1. facility for storage of formulae
2. facility for drawing and storage of graphics
3. dictionary facility
4. algebraic storage facility
5. any other programming facility.
3. Features of Calculators approved by UNEB
The calculators possess the following features
1. addition, subtraction, multiplication and division keys
2. sine, cosine, tangent and their inverse keys
3. square and square root, cube and cube root keys
4. reciprocal keys
5. power and their inverse keys
6. memory M and M+ keys
7. bracket keys
8. pie (p) key
9. exponential key
10. degree and radian modes
11. simple statistical operations (e.g means, standard deviation)
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