General Instructions for Superintendents 2007 - … · General Instructions for Superintendents 2007 ... send the Attendant with a request to the Manager/Principal to ... The custodian

State Examinations Commission

Certificate Examinations

General Instructions forSuperintendents

2007

Athlone Tel: 090 6442700 Fax: 090 6442794Tá leagan Gaeilge den leabhrán seo ar fáil ach é a iarraidh

English Cover 2:Layout 1 19/04/2007 16:55 Page 2

CONTENTS

PART Page

1. Security of the Examination Papers……………………..…………………………. 3

2. Penalty for Failure to Comply with Instructions………………………………….. 5

3. Contacting the School Prior to the Examinations and Arrival at Examination Centre………………………………………………………………………………. 5

4. Preparation for the Examinations…….……………………………………………. 8

5. Admission of External Candidates for the Leaving Certificate Examinations…….. 9

6. Making Announcements in Irish…………………………………………………… 9

7. Conducting the Examination………………………………………………………..10

8. Stationery Requirements……………………………………………………………11

9. Opening and Distribution of Examination Papers and Answerbooks…..………….12 10. Shortage of Examination Papers……………………..……………………….…….15

11. Use of Mathematics Tables, Electronic Calculators, Geography Aids, Bilingual Dictionaries………………………………………………………….…...15

12. Termination of an Examination Period……………………………………………..17

13. Instructions for Completion of Centre Roll and Advice Lists …………………….. 18

14. Transmission of Answerbooks to the Commission ………………………………...22

15. Termination of Examinations at a Centre………………………………………….. 23

16. Violation of Rules – Procedures to be followed…………………………………… 24

17. Candidates who need Reasonable Accommodations (see also separate Booklet)… 25

18. Expenses Account…………………………………………………………………. 27

Appendices

APPENDIX 1 Duties of the Attendant……………………………………………………..29

APPENDIX 2 Education Act 1998………………………………………………………....30

APPENDIX 3 Circular S12/07 Use of Bilingual Dictionaries in the Certificate Examinations……………………………………………………………......32

APPENDIX 4 Extract from the Rules and Programme for Secondary Schools. Section XI - Conduct of Candidates during Examinations ……………………………. 3

... 3

Gen Instrs Supts 2007:Layout 1 13/04/2007 15:14 Page 1

2

SPECIAL NOTICE

These Instructions must be strictly adhered to in every detail during the Examinations. In order that Superintendents may know how to deal with any emergency or difficulty that may arise during the Examinations they are expected to study them carefully and make themselves thoroughly familiar with them before the Examinations begin. It is vital that Superintendents also make themselves thoroughly familiar with the Day-to-Day Instructions for Superintendents. The Day-to-Day Instructions are designed in particular to assist Superintendents in dealing with the requirements of particular subjects. They should be consulted each day before the Examinations begin. A copy of the Day-to-Day Instructions will be provided at the Distribution Centre.

CORE RESPONSIBILITIES The integrity of the Examinations depends on the security of the examination papers. PART 1 of these instructions covers security precautions in detail and you should familiarise yourself thoroughly with the material concerned. A second aspect of your work, which is critical, concerns the safe custody and transmission to the State Examinations Commission of each candidate’s work. PART 14 sets out a number of key points which you need to note carefully. The Day-to-Day Instructions also provide instructions regarding the transmission of work specific to individual subjects. While strict supervision of candidates must be maintained at all times during the course of the examinations, care should be taken that, in the exercise of such supervision, candidates are not hindered in their examination work.

EMERGENCIES If because of illness or some other reason the Superintendent is unable to carry out his/her duties he/she should inform the Commission immediately by telephone at 090 – 6442791/2. Pending assistance from the Commission, the Superintendent should, if necessary:- (a) where the Centre is a school, send the Attendant with a request to the Manager/Principal to have

a reputable person (e.g. manager, clergyman, principal, school secretary) to take his/her place; (b) where the Centre is not a school, contact through the Attendant, a reputable person in the

neighbourhood to act as Superintendent. Please note for (a) and (b) as outlined above, all details of arrangements must be forwarded to the Commission as soon as possible by telephone and in writing. It is important that Superintendents make themselves aware of the Examination Centre’s fire regulations and other emergency procedures. In the event of an emergency (e.g. a fire) Superintendents should be guided by the appropriate authority in order to ensure the safety of all concerned.


3

PART 1 - SECURITY OF THE EXAMINATION PAPERS 1. General (a) The custody of the examination papers is a most serious responsibility and the Superintendent must use every possible precaution to prevent the sealed packets of examination papers from falling into other hands or from being tampered with in any way or opened until the time appointed for the distribution of the papers. (b) The State Examinations Commission will take a serious view of any breach of trust on the part of a Superintendent. A Superintendent found guilty of improper conduct will render himself/herself liable to have action taken against him/her – the Education Act 1998 introduced new criminal offences which relate to the Certificate Examinations (see APPENDIX 2). (c) The Superintendent shall allow duly accredited officers of the Commission to inspect the sealed packets of examination papers. 2. Safe custody of examination papers (a) The Superintendent will be advised of the time and the location of the Distribution Centre at

which the box(es) of examination papers should be collected and also of the location at which the box(es) of examination papers should be kept in safe custody. On receipt of the box(es) of examination papers proceed directly to the location designated for its safe custody. Do not, under any circumstances, leave examination papers unattended at any time, including in unoccupied motor vehicles.

(b) The key(s) of the box(es) of examination papers will be handed to the Superintendent at the

Distribution Centre by the Commission’s representative and must be carefully retained by the Superintendent.

(c) The custodian of the location designated for the safe custody of the box(es) of examination papers will provide suitable premises in which the box(es) will be retained. (d) The key of the room in which the box(es) will be kept will be retained by the custodian. (e) Where a locked press is provided the key should also be retained by the custodian. (f) The Superintendent will be given access to the room before each examination session to obtain

the packet(s) of papers for that examination session.

In exceptional circumstances, however, the Superintendent may be given the option of taking the packet(s) of papers for that day’s examinations (morning and afternoon sessions). In such circumstances Superintendents should ensure that the sealed packets of examination papers are not left unattended.

(g) The Superintendent should maintain the closest liaison with the custodian during the period of examinations and have due regard to the wishes of the custodian in a ll matters relating to the custody of the box(es). In particular, where the box(es) is(are) held in a Garda Station, the Superintendent should bring personal identification EACH DAY.


4

(h) Superintendents should check details with the School Authorities regarding appointment of Superintendents for Reasonable Accommodations, if any.

3. Arrival at Distribution Centre

Superintendents who arrive at the Distribution Centre earlier than the specified time to collect the box(es) of examination papers may not be dealt with until their scheduled time. Superintendents who arrive late may be further delayed, as priority will be given to Superintendents who arrive at their scheduled time. Superintendents who are inordinately delayed in collecting their box(es) of examination papers, e.g., because of car breakdown, must contact the Commission at the earliest opportunity.

4. Checking the Box(es) of Examination Papers a. Your Centre may be receiving candidates from another Centre during the examination

period. If so, your Examination Paper Quantity Notice, (and Transfer Notice where applicable), will include details of such transfers. This Examination Paper Quantity Notice, not the Centre Roll, will contain the information you need for checking that you have an adequate supply of examination papers.

b. Check the contents of the Examination Paper Box(es) before leaving the Distribution Centre to ensure that papers are supplied for all subjects listed on the Examination Paper Quantity Notice. In order to make this check you will need to be familiar with the following information:-

i. Each examination paper envelope bears a label giving particulars of the contents. The envelopes are colour coded. GREEN indicates a morning examination; ORANGE indicates an afternoon examination. The envelopes are also stamped MORNING or AFTERNOON. The labels are coloured WHITE. The label shows the subject, date and time of examination. It also shows, at the top, the number of the Centre - beside the word CENTRE. The label shows the quantity packed for each level. The quantities appear under the letter denoting the relevant levels as follows:- A = Higher G = Ordinary B = Foundation C = Common.

ii. For most subjects, all levels are packed in one envelope. In some cases there are separate envelopes for each level.

iii. If the envelope contains separate Irish Versions of the examination papers the words "Trí Ghaeilge" will appear on the label, at the top.

iv. Where it is necessary to use 2 envelopes (or 3) to hold the papers for all the candidates in a subject or subject level such envelopes will be marked 1/2, 2/2 (or 1/3, 2/3, 3/3) as appropriate.

c. In the case of each envelope in the box(es) Superintendents MUST check that:- i. the Centre No. on the label is correct, and;

ii. the number of papers supplied, according to the label, is adequate. d. How to ensure the supply is adequate:-

i. You should confirm that the supply is adequate by checking that the number of papers packed for each level of a subject in all cases exceeds the number of candidates who, according to the information on your Examination Paper Quantity Notice, have opted to take that Level.

N.B. The Examination Paper Quantity Notice represents the most up-to-date position in our database regarding candidates' subjects and levels. Consequently, even in Centres which are not transferring candidates, the quantities on it may vary slightly from the information on the Centre Roll. If your Centre closes before the end of the examination period you will have examination papers in your box(es) only for subjects which take place up to and including the date noted at the bottom of your Centre Roll.


5

ii In checking the number of papers packed, you may find more than one packet in your box(es) for a particular subject or subject level. In some cases, as in 4.b.iv above, this will be because it has not been possible to fit all the required papers in one packet; in other cases an extra packet may be caused by late entries. A packet resulting from late entries will bear the initials "LP" in manuscript.

iii The total number of candidates entered for each subject level is shown on the

Examination Paper Quantity Notice. iv If in doubt regarding the adequacy of the supply do not hesitate to request the

assistance of the State Examinations Commission's officials in attendance at the Distribution Centre.

Should any omission or deficiency be discovered subsequently you should advise the

State Examinations Commission by telephone (090 – 6442700) Fax 090 6478430 (Examination Paper only).

5. Contact Address/Telephone Number The Commission will assume that your contact details during the period of the examinations (address, telephone number(s)) are as per your application form. If there is any change in your contact address/telephone number(s), please forward details immediately to the Commission. This is essential to ensure that the Commission can make immediate contact with you, should the need arise, throughout the period of the examinations.

PART 2 - PENALTY FOR FAILURE TO COMPLY WITH INSTRUCTIONS Apart from the criminal offence and penalties contained in the Education Act 1998 (APPENDIX 2) a Superintendent who fails to comply fully with the Commission’s Instructions or who acts in a way which jeopardises the security of the examinations or who acts in a way which jeopardises the performance of the candidates is liable to be dismissed and/or refused any future appointment. A Superintendent who is dismissed shall have no claim whatever against the Commission for remuneration or expenses.

PART 3 - CONTACTING THE SCHOOL PRIOR TO THE EXAMINATIONS AND ARRIVAL AT EXAMINATION CENTRE

1. On receipt of the letter of assignment, Superintendents must contact the Authorities of the

School/Centre in which they are to act and also, where necessary, the custodian of the location designated for the safe custody of the box(es) of examination papers.

2. In making that contact, the Superintendent should identify him/herself to the authorities and agree on the most suitable time (after that specified in the letter of assignment for the collection of the box(es) of examination papers) for the purpose of depositing the box(es) of examination papers and setting up the Examination Centre.


6

3. Having departed the Distribution Centre, your first priority is to deposit the box(es) of examination papers at the secure location indicated on your letter of assignment.

4. On arrival at the Examination Centre, Superintendents should:-

(i) invite the School Authorities (i.e. Manager/Principal, or authorised representative) to

compare the School Roll against the Superintendent's Centre Roll. School Authorities have been requested to make themselves available to make this scrutiny;

(ii) check with the School Authorities, Reasonable Accommodation arrangements, if any, for

candidates on the Centre Roll;

(iii) confirm that the information on the Centre Roll regarding Irish versions is correct. Candidates taking examinations through Irish will have the letter ‘G’ printed after the predicted level, e.g., AG or GG, on the Roll. NOTE: A candidate who is sitting Art will have an entry on your Centre Roll for History and Appreciation of Art only;

(iv) clarify the proposed arrangements for Aural Tests. It is essential that you take the

opportunity to familiarise yourself with the actual CD player to be used in your Centre – see the relevant section on Aural Tests in the Day-to-Day Instructions.

5. The box of stationery will already have been sent to the Examination Centre. The box has been

sealed by means of a tamper evident security seal. A supply of numbered replacement seals will be provided to you at the Distribution Centre. Each time the box is opened a replacement seal should be used and the serial number of the replacement seal recorded in the space provided at the back of the Record of Posting booklet.

The supply of stationery should be checked against the stationery list supplied in the stationery box. It is most important that the supply of stationery is thoroughly checked on the day prior to the commencement of the examinations. You should check in particular that you have an adequate supply of Mathematics Tables and adequate supplies of the special Accounting answerbooks.

Stationery has been packed for the duration of the examinations in your Centre. This means that if you are in a Centre receiving candidates from another Centre, you should have sufficient stationery to cover all days. You are not due to receive stationery from other Centres when they close. For Centres remaining open late in the examination period, stationery that did not fit in the main

stationery box is supplied in a supplementary cardboard box. Should the supply of answerbooks or other material be deficient, an additional supply should be

sought from the Commission at once. A temporary supply should in the meantime be sought from the Superintendent of a nearby Centre if you are short any item required immediately.

N.B. Where additional stationery is required you must contact the Commission at

090/6442702, 6442703, 6442704, 6442705, 6442706. Requests for stationery which is required urgently will receive priority attention.


7

6. Preparation of Examination Centre (i) A copy of the Timetable must be placed in a conspicuous position inside the

Examination Centre; the notice indicating that the room is being used for the examination should be prominently placed outside the entrance door.

(ii) All maps, charts, and similar educational apparatus in the Examination Centre must be

removed, or turned, during the examinations. (iii) There should be in the Examination Centre a clock showing the correct time. If there is

no clock already in the Centre, one should be borrowed or hired. The clock features should be plainly visible to all candidates.

(iv) If there are not sufficient desks/tables and chairs in a Centre to cater for the number of

candidates, extra desks, etc., should be obtained by hire or loan. (v) The desks should be so arranged that the candidates may, if possible, be seated not less

than five feet apart. The desk assigned to each candidate should be marked with one of the labels supplied. The examination number, but not the name, of each candidate should be written on the appropriate label.

In mixed Centres (i.e., Junior and Leaving combined) the candidates should, as far as possible, be

so arranged so that those taking the same examination may not be close to one another. (vi) When these arrangements have been completed, the Superintendent must make a plan of

the Centre. This plan should be drawn approximately to scale on the Final Report Form and should indicate:–

- the exact position assigned to each candidate, showing in each case the examination

number; - the direction in which candidates face; - the position of the Superintendent’s table; - the position of the entrances and the windows. Additional plans must be prepared where necessary, e.g., Aural examinations, following transfer

of candidates from other Centres, etc. The Superintendent should ensure that as far as possible the Examination Centre is kept in a

clean and tidy condition. 7. Hire of Attendant

Unless the Commission otherwise directs, a suitable person must be engaged by the Superintendent to act as Attendant at each Centre. When the Centre is at a school, preference should be given to a person


8

recommended by the School Authorities. Superintendents of Reasonable Accommodations Centres established to enable arrangements to be provided for a candidate (e.g. use of a tape recorder) are not required to engage an Attendant. Attendants should be paid at the appropriate rate per examination session including Aurals (see Day-to-Day Instructions – APPENDIX 1). Superintendents must themselves pay their Attendants. A receipt should be obtained from the Attendant on the appropriate form. Where necessary an Attendant may be employed on the day preceding the commencement of the examination to arrange the Centre, etc. In no circumstances, however, may the Attendant be remunerated in respect of any day after the conclusion of the examinations in that Centre. The Attendant, unless specially summoned by the Superintendent, must be excluded from the Centre during the period of examination and during the distribution of the examination papers. In no circumstances should he/she assist in distributing or collecting the examination papers or stationery, neither should he/she assist during the collection of candidates’ answerbooks following each examination. The Duties of the Attendant are specified in APPENDIX 1.

PART 4 – PREPARATION FOR THE EXAMINATIONS 1. Arrival at Centre before each examination session.

On the first two days of the examinations, at each period of examination, the Superintendent should be in the Centre, and admit candidates, at least half an hour before the examination begins; subsequently, he/she should be in the Centre at least a quarter of an hour before each period of examination. 2. Admission of candidates who arrive late.

Unless there are very extenuating circumstances, e.g. disruption of public transport or otherwise, a candidate should not be permitted to enter the Examination Centre if he/she presents himself/herself later than 30 minutes after the examination is timetabled to commence. Where a candidate is admitted in such circumstances, the Advice List should be noted accordingly. In no circumstances shall a Superintendent give permission to a candidate to work on an examination paper at a time other than that set out in the official timetable, unless specifically directed otherwise by the Commission. 3. Candidates sitting in incorrect Centre.

If, at the start of an examination session, a Superintendent discovers that certain candidates who are not assigned to his/her Centre have presented themselves for examination, they should be permitted to remain in that Centre until the conclusion of the session. A note should be included on the Advice List and the candidates should be entered on the Centre Roll and Advice List see PART 13 – Instructions for Completion of Centre Roll and Advice Lists. 4. Penalty for Violation of Regulations by Candidates.

Before each period of examination the Superintendent should draw the attention of candidates to the notice entitled ‘Penalty for Violation of Regulations’. Candidates should be informed that they are not allowed to bring mobile phones, electronic pagers or personal music appliances into Examination Centres. The Superintendent should also ask candidates to ensure that no papers, books, notes, electronic address books, etc., have been left in bags, drawers, clothes or other receptacles in or on their desks or are retained on the candidate’s person.


9

PART 5 - ADMISSION OF EXTERNAL CANDIDATES FOR THE LEAVING CERTIFICATE

Where there are External Candidates in your Centre the following procedure should be followed:- (a) External Candidates are required to present identification to the Superintendent and sign the Centre Roll when they first present themselves at an Examination Centre. The following forms

of identification are acceptable: Driving Licence, Passport, Garda I.D. or a Student Identity Card. (b) The Superintendent should ensure that:

o the name on the I.D. card agrees with the Roll ( but see (e) below);

o the photograph on the I. D. card is a likeness of the candidate; (c) External candidates must also sign Form E10A at the start of each examination period. The

signature must agree with the signature on the I.D. card. (The Superintendent should retain the completed Form E10A until the end of the last examination in the Centre - see PART 15, Paragraph 7).

(d) Where the Superintendent, having checked the photograph and signature, suspects that there may be some irregularity, he/she should notify the Commission as soon as possible. The candidate should be admitted to the examination and a report should be forwarded in the envelope containing the Advice Lists, at the end of the last examination in the Centre. Furthermore, the Advice List should be noted accordingly. (e) External Candidates who produce the required documents should be admitted to the examinations provisionally even if they do not appear on the Centre Roll. You should add their name(s) and Examination Number(s) to the Centre Roll and then get them to sign it. They

should also be instructed to find out their correct Centre from the Commission at the earliest opportunity and to attend there for all subsequent examinations.

(f) External Candidates who fail to produce an I.D. card should be allowed to sit for the examination provisionally and told to produce the required documentation at the earliest opportunity. In the event that the proper documentation is not produced, a report should be forwarded in the envelope containing the Advice Lists, at the end of the last examination in the Centre.

PART 6 - MAKING ANNOUNCEMENTS IN IRISH 1. Superintendents of Irish-speaking Centres should read all notices, make all necessary announcements, and give directions to candidates in Irish; they should, however, repeat if requested by any of the candidates such notices or announcements in English. 2. Superintendents of bilingual Centres should read all notices and make all necessary announcements in Irish first and repeat such notices or announcements in English. All enquiries by candidates should be answered in the language in which they are made, i.e., Irish or English, as the case may be.


10

1. Access to Examination Centres by persons other than Superintendents, Candidates or Attendants. An official of the Commission carrying identification has right of entry to the Centre at all times. The Manager/Principal may be present in the Centre until the examination gets under way or if requested by the Superintendent. The Attendant may not be in the Centre unless specially summoned by the Superintendent – See APPENDIX 1.

No other person, (including members of the communications media) shall be permitted to enter the Centre after candidates have been admitted. All media enquiries should be referred to the Press Officer in the State Examinations Commission at 090 6442778.

2. Superintendents are reminded that they are expected to give their entire attention to the work of superintendence, and that the use of mobile phones or personal music appliances, reading of newspapers or books, preparation of stationery for subsequent examination sessions, writing letters or engaging in any occupation other than superintendence, during the examinations, is incompatible with the proper discharge of their duties. Superintendents should not bring to the Centre any newspapers, books, etc., other than those which relate to the examinations. Smoking in the Centre during the examinations, either by Superintendent or candidates, is strictly prohibited. 3. The Superintendent must not give any information to the candidates as to the examination

papers, or the subject of examination, nor should he/she interpret any apparent misprint or defect in the papers except in accordance with any instructions issued by the Commission (i.e. The List of Corrections). In the event that an error occurs on an examination paper which is not dealt with in the List of Corrections, the matter will be dealt with during the marking process. This is to ensure that all candidates are treated equally.

4. The Superintendent should direct each candidate to sit at the desk which bears his/her examination number. He/she should also instruct the candidates that they are required to occupy on each day of the examination the particular places assigned to them, unless otherwise specifically directed. In no circumstances shall a Superintendent give permission to a candidate to work an examination paper in a place other than the official Examination Centre.

5. The Superintendent should inform the candidates that they are required to write clearly their examination numbers and subject of examination on each answerbook and answerbook envelope (where used), and that a label which correctly indicates the level taken has been affixed to the cover where necessary. (See PART 8, Paragraph 1.) 6. Unless otherwise directed by the Commission, the Superintendent must attend at the Centre at every period of examination in the subjects for which candidates are marked on the Centre Roll. (See, however, PART 15, Termination of Examinations at a Centre, Paragraph 2). Should no candidate attend an examination session, the Superintendent need not wait more than 30 minutes after the time fixed for examination.


PART 7 - CONDUCTING THE EXAMINATION

11

However, if the Superintendent is aware of the existence of very extenuating circumstances (e.g. disruption of public transport or otherwise) he/she should wait for a reasonable further period to allow a candidate to present himself/herself for examination. (See PART 4, Paragraph 2). 7. In exceptional circumstances, where, due to a timetable clash, a candidate has to sit another examination later on the same day the Superintendent should confirm to the Commission (Entries Section) as soon as possible the details of the proposed special arrangements, having consulted with the School Authorities. 8. Under no circumstances should a Superintendent lock examination candidates in the Examination Centre at any time. 9. A candidate may not be permitted to leave the hall and return during the examination period unless the Superintendent is satisfied that the candidate’s need to leave the hall is genuine,

(e.g. because of illness, urgent need to visit the toilet, etc.). A candidate who leaves the hall during any period of examination shall not be re-admitted during that period unless the candidate has been in the care of a representative of the School Authority or, failing that, in the care of the Attendant during the entire period of the absence. The candidate must hand the answerbook and examination paper to the Superintendent on leaving the hall; the Superintendent should record on the cover of the answerbook the time of departure from and return to the hall and the reason for the absence; the time lost by the candidate may not be compensated for at the close of the examination period. Particulars of any such occurrence should be reported on the appropriate Advice List

PART 8 - STATIONERY REQUIREMENTS The stationery required by candidates is shown in the Day to Day Instructions for each examination. To enable you to distinguish between squared paper and isometric grid paper, samples are reproduced below. Isometric Squared Grid Paper Paper

1. Labels to indicate the level of an answerbook. Junior Certificate The title of the examination and the level taken will be distinguished by an adhesive label which should be affixed to the cover by the candidate BEFORE THE EXAMINATION BEGINS and should be issued to the candidate in accordance with the procedure set out in PART 9, Paragraph 4 following. The labels will be colour coded as follows: Higher Level Red label


12

Ordinary Level Lilac label Foundation Level Green label Leaving Certificate The title of the examination and the Level taken will be distinguished by an adhesive label which should be affixed to the cover by the candidate BEFORE THE EXAMINATION BEGINS and should be issued to the candidate in accordance with the procedures set out in PART 9, Paragraph 4 following. The labels will be colour coded as follows: Higher Level Yellow label Ordinary Level White label Foundation Level Blue label 2. Supplementary Answersheets/Treasury Tags Supplementary answer sheets (pre-punched, 4 pages, without cover) may be supplied to candidates who require extra paper to complete their answers. The date and time of issue and initials of Superintendent must be written at the top of the first page of each supplementary answer sheet. The Centre stamp (set to the Centre number which is located on the front of your Centre Roll) should also be used. Stationery should be stamped only as required. A treasury tag should be given to each candidate on all occasions where additional material (e.g. supplementary answerbooks, isometric/grid/squared/paper, examination papers or sections thereof) are required to be returned by the candidate. Candidates should be instructed to attach such material to the main answerbook with the treasury tag provided.

PART 9 - OPENING AND DISTRIBUTION OF EXAMINATION PAPERS AND ANSWERBOOKS

1. Opening the Packets of Examination Papers (a) Before opening the packet of examination papers prior to each examination, the Superintendent should select two candidates who should sign the certificate on the packet if they are satisfied that the packet has not already been opened and who should check the label to confirm that the correct examination paper is being opened. NO PACKET OF EXAMINATION PAPERS SHOULD BE OPENED WITHOUT FIRST EXAMINING THE LABEL AND ENSURING FROM THE EXAMINATION TIMETABLE THAT IT IS THE CORRECT PAPER FOR THE SESSION ABOUT TO COMMENCE.

(b) Immediately after opening the packet of examination papers and before distributing them, the Superintendent should ENSURE THAT EACH OF THE ENCLOSED PAPERS IS THE APPROPRIATE PAPER FOR THE SUBJECT AS ON THE TIMETABLE.

Before distributing the examination papers the Superintendent should check the List

of Corrections and ascertain whether or not reference is made to the paper for the

session about to commence.


13

2. Description As a rule the examination papers are printed in the following colours:

Junior Certificate (a) Higher Level papers White (b) Ordinary Level papers Yellow (c) Foundation Level papers Green (Irish, English and Mathematics only) (d) Common Level papers White (CSPE only)

Leaving Certificate

(a) Higher Level papers Pink (b) Ordinary Level papers Blue (c) Foundation Level Papers Peach (Mathematics and Irish)

Leaving Certificate Applied Common Level papers Cream 3. The examination papers must be given out in accordance with the dates and times stated on the Timetable and on the envelope containing the papers. The papers should be given out face downwards and the candidates instructed not to read them until directed to do so by the Superintendent. (a) In all subjects of the LEAVING CERTIFICATE there are separate Ordinary and Higher Level papers. In the case of Mathematics and Irish there is also a Foundation Level paper. The candidate is not required to make his/her selection until the commencement of the examination in each subject. The Superintendent should, before distributing the papers, enquire from each candidate which Level he/she desires to take; in no circumstances should a candidate be supplied with or allowed to see any of the examination papers before making his/her selection.

(b) In the case of the JUNIOR CERTIFICATE there are separate Ordinary and Higher Level papers in all subjects except Civic, Social and Political Education which is set at a Common Level and in the case of Irish, English and Mathematics, there is also a Foundation Level.

Superintendents should distribute the papers in accordance with the level printed on the Centre Roll and confirmed as correct by the school. Superintendents should not entertain requests from candidates to change levels on the day of the examination (see 5 following).

(c) The Irish and English versions of all papers are printed separately - see the Special Notice in the Day-to-Day Instructions regarding the packets of the Irish version of examination papers.

(d) Candidates who are supplied with the Irish version of a paper are entitled to be supplied with the English version also if they request it. Before the commencement of the examination in a Centre where Irish versions of the papers are provided for candidates, the Superintendent must announce that candidates who are supplied with the Irish version will also be supplied with the English version if they so wish.

(e) In any subject where there is a separate examination for each section of the subject, e.g. Mathematics, the candidate is required to take all sections at the same level: he/she may not take one section at Higher level and another at Ordinary level.


14

(f) Candidates should not commence writing until instructed to do so by the Superintendent.

4. Distribution In order to facilitate the distribution of examination papers and answerbooks, the following procedures should be followed:-

(a) Issue the answerbooks;

(b) Junior Certificate: Issue the labels in accordance with the Level shown on your Centre Roll;

(c) Leaving Certificate: Issue the labels in accordance with the Level selected by the Candidate.

The labels are on perforated sheets; give each candidate the appropriate label together with its backing sheet.

(d) Instruct the candidates to affix the labels to their answerbooks. (e) Instruct the candidates to enter their examination number and subject (including Paper 1 or Paper 2) on their answerbook cover.

(f) Issue the examination papers in accordance with the labels on the answerbooks. 5. Junior Certificate Levels

Superintendents of Junior Certificate Centres are reminded that they should not entertain requests from candidates to change levels on the day of the examination.

Where however a Manager/Principal or authorised representative requests that a candidate be supplied with a paper of a level other than indicated on the Centre Roll, on the grounds that an error has been made or that some other exceptional circumstance applies, the level requested by the School Authorities should be supplied. The request may be acceded to on receipt of a letter/note prior to an examination stating that the School Authority is satisfied that the change is necessary. NOTE: The school’s letter/note should be forwarded to the Commission in the envelope bearing the logo ‘Advice Lists’ after the last examination in the Centre.

It is emphasised that this provision is to be implemented in exceptional circumstances only. Under no circumstances should requests of a general nature be acceded to. Where a request of a general nature is made the attention of the Manager/Principal or authorised representative should be drawn to this instruction. 6. When all the papers have been distributed the Superintendent should tell the candidates to look at their examination papers. 7. The Superintendent should then direct the candidates before commencing their work to see that each has been given the appropriate examination paper and answerbook. 8. The Superintendent must announce any and all corrections for this examination as presented in

the List of Corrections. 9. The Superintendent should now instruct the candidates to commence work.


15

PART 10 - SHORTAGE OF EXAMINATION PAPERS 1. If at any period of examination it is discovered that there is not a sufficient number of examination papers for the candidates presenting themselves, an additional supply of examination papers may be obtained in a number of ways:-

(a) if there is a second Superintendent near at hand he/she may be able to afford a supply.

(b) photocopies of the examination paper may be made by the School Authority/Attendant at the direction of the Superintendent.

(c) by requesting the School Authorities to contact the State Examinations Commission.

Any consequent delays caused should be compensated at the end of the examination. A separate report of any such occurrence should accompany the Advice List.

PART 11 - USE OF MATHEMATICS TABLES, ELECTRONIC CALCULATORS, GEOGRAPHY AIDS, BILINGUAL DICTIONARIES

1. Mathematics Tables

Mathematics Tables should be supplied for Mathematics examinations and as specified in the Day-to-Day Instructions. In the case of other subjects they should be supplied if a candidate so requests.

In no circumstances may candidates be allowed to use their own Mathematics Tables. Mathematics Tables should be carefully collected and counted after each examination period and returned to the stationery box.

2. Mathematical Drawing Instruments

(a) Candidates may use mathematical drawing instruments for all examinations. The use of science stencils and slide rules is permitted for the examination in the Science subjects and Mathematics.

(b) The use of Drawing Boards and Drawing Instruments (other than Drafting Machines) may be allowed for subjects requiring the use of drawing paper – See APPENDIX 4, Paragraph 74.

N.B. Superintendents should ensure that candidates enter their Examination No. on all drawing sheets issued to them. 3. Electronic Calculators (a) The use of electronic calculators is allowed at the Certificate Examinations. (b) Only silent, cordless, battery operated, pocket type calculators will be permitted. Candidates will not be allowed to take an instruction manual into the Examination Centre. This includes instructions printed on the cover of the calculator. The Commission will not supply calculators to candidates and Examination Centres will not be responsible for the provision of calculators or batteries. The sharing of


16

calculators is not normally permitted, however the Superintendent may permit same if he/she is satisfied that it poses no risk to the integrity of the examination e.g. if a candidate is finished the examination (and has no further use for the calculator) it could be provided to a candidate whose calculator has malfunctioned. (c) Programmable calculators are not allowed. The term “programmable” includes any calculator that is capable of storing a sequence of keystrokes for later retrieval and execution. It also includes calculators into which a formula or other such expression can be entered by the user. However, the facility to store numbers in one or more memory locations, or to execute procedures that cannot be modified by the user, does not render a calculator programmable. (d) Graphic calculators are not allowed. (e) Calculators with any of the following facilities are not allowed;

o data banks o dictionaries o language translators o text retrieval o capability of remote communication

(f) No allowance will be made for battery or other calculator failure during the examination. (g) Candidates must indicate on their answerbooks the make and model of any calculator(s) used in the examination. 4. Geography aids The use of string, thread, a magnifying glass and an opisometer is permitted for the examination in Geography. 5. Bilingual Dictionaries

The Commission will inform Superintendents in each case where a candidate has been allowed to use a bilingual dictionary. Where this is the case, the Superintendent must check before the beginning of each examination that any dictionary brought to the Examination Centre by such a candidate conforms to what is specified in Circular S12/07 - Use of Bilingual Dictionaries in the Certificate Examinations. (APPENDIX 3).

(a) Candidates may use a bilingual dictionary between the candidate’s mother tongue

and English or Irish (e.g. Russian-English-English-Russian) but not a monolingual one (e.g. a Russian dictionary where words are explained in Russian).

(b) The candidate may use such a bilingual dictionary in all examinations except

• an examination in the candidate’s mother tongue • an examination in Irish • an examination in English • an examination in a language closely related to the candidate’s mother tongue.

(c) The bilingual dictionary used must not contain same-language explanations or definitions.

(d) The use of an electronic dictionary, glossary, wordlist or translator is not permitted.


17

(e) The dictionary used must not contain any additional personal annotation added by a user.

(f) Where, during an examination, a candidate is found to be in possession of a dictionary/

wordlist/glossary which does not conform to what is specified in Circular S12/07, the Superintendent should act in accordance with the instructions that apply where a candidate is found to be in possession of unauthorised books or notes during an examination. (See PART 16).

PART 12 - TERMINATION OF AN EXAMINATION PERIOD 1. A candidate who has finished his/her work at least ten minutes before the time appointed for the conclusion of the examination may be permitted to leave the Centre on handing to the Superintendent (a) his/her sealed answerbook and (b) the Examination Paper. 2. A candidate who completes his/her work during the last ten minutes of the examination should be instructed to remain in his/her seat until the Superintendent has collected his/her sealed answerbook and he/she should not leave the Centre until the time appointed for the conclusion of the examination unless permitted to do so by the Superintendent. 3. Five minutes notice should be given before the expiration of the time allotted for any paper (see Time-table), except in the case of Aural Tests. 4. If at the commencement of any period of examination a delay has occurred in the general distribution of the examination papers or if a delay has occurred for any other reason extra time must be allowed at the conclusion of the period to compensate for the time lost. 5. At the conclusion of the examination each candidate should be instructed to enclose all returnable material in the answerbook secured by means of a treasury tag, where necessary, seal the answerbook and to remain in his/her seat until the Superintendent has collected the answerbook – see PART 8, Paragraph 2. 6. The Superintendent should ensure that: (i) each candidate has returned the answerbook.

(ii) supplementary answersheets, if any - supplied to him/her, are attached to the answerbook by treasury tag, whether used or unused.

(iii) returnable examination papers/answer sheets, other written work are enclosed. (iv) the answerbook is sealed.

(v) the candidate’s examination number and the subject or part of subject details are clearly written.

(vi) any coursework journals, e.g., Leaving Certificate History, Geography or Junior Certificate Science Revised Syllabus, are associated with the answerbooks – see Day-to-Day Instructions for each subject.

7. When an examination has concluded, surplus copies of the examination papers may be given

by the Superintendent to the School Authorities; care should be taken to scrutinize such copies before handing them over in the same way as those distributed to the candidates (See PART 9, Paragraph (b).


18

8. The opened examination paper envelopes must be returned to the Stationery Box.

9. Should any packet of examination papers not be required in consequence of candidates not presenting themselves in a particular subject, the Superintendent should place it unopened in the Stationery Box. He/she should stamp the number of his/her Centre upon the sealed packet. In no circumstances should such packets be opened, or the papers given away.

PART 13 - INSTRUCTIONS FOR COMPLETION OF CENTRE ROLL AND ADVICE LISTS

CENTRE ROLL

1. The Superintendent should request each Leaving Certificate candidate, including external candidates, to sign the Centre Roll on the day of his/her first attendance for examination. Each candidate should sign his/her name on the roll in the appropriate space opposite his/her examination number.

2. Junior Certificate candidates are not required to sign the Centre Roll. The Superintendent should, however, ensure that each candidate knows his/her examination number.

COMPLETING THE CENTRE ROLL (Junior Certificate and Leaving Certificate)

1. (a) The Centre Roll for each examination session has the examination numbers and predicted levels of the candidates due to sit in your Centre pre-printed thereon.

(b) When completing the Centre Roll, please use a BLACK ballpoint pen. Do not use any other colour pen or pencil. It is very important that the Centre Roll is completed in a clear and legible manner. NOTE: Care should be taken to keep the “appropriate letter” WITHIN THE BOUNDARIES of the boxes. The “appropriate letter” is:- A – Ard/Higher, G – Gnáth/Ordinary, B – Bonn/Foundation, C – Comónta/Common, X – As Láthair/Absent.

(i) Where a candidate sits the predicted level in a subject, place a tick ( ) beside the level in the box.

E.G.

(ii) Where a candidate changes the predicted level in a subject, a DIAGONAL line

should be drawn through the predicted level. Write the appropriate letter (i.e. A, G, B or C ) for the level actually taken neatly and clearly in the same box.

E.G.

A

A

G


G

(iii) Where a candidate does not present for examination in a subject insert an “X” over the predicted level in the box.

E.G.

(iv) Where a candidate listed on the Centre Roll presents himself/herself for a subject where the predicted level is not indicated please insert the level taken in the appropriate subject box.

( ) Where a candidate not listed on the Centre Roll sits for an examination in your

Centre, please insert his/her name and examination number neatly and clearly in one of the appropriate blank spaces and insert the level taken in the appropriate subject box.

(vi) In the event that you mark the roll incorrectly, please circle the contents of the

box where the error was made and clarify at the bottom of the roll. The following information should be noted: Examination Number, Subject, Paper, actual Level taken or Absence.

E.G. Candidate 123456 was predicted to sit Gnáth but was mistakenly marked Absent.

The note at the bottom of the roll should read – Candidate 123456 sat Mathematics, Paper 1, Gnáth (or Ard or Bonn, as appropriate).

(c) In the relevant ‘IOMLÁN/TOTAL’ box at the end of the Centre Roll, the total number

of candidates who sat each level must be entered for each examination.

ADVICE LISTS 1. The Advice List for each examination session has the examination numbers and predicted levels

of the candidates due to sit in your Centre pre-printed thereon.

A

v

19

2. Check your supply of Advice Lists against the particulars on the Centre Roll to ensure that you have a pre-printed form in respect of each examination session to be held in your Centre. Contact the Commission immediately if you discover that any Advice Lists are missing.


COMPLETION OF ADVICE LISTS - (Junior Certificate and Leaving Certificate) 1. Advice lists are used in the State Examinations Commission to identify and record the

attendance and the levels taken at each examination session. These are scanned optically in the Commission to capture the updated information. Therefore great care should be taken in the completion of these forms. In particular Superintendents should avoid any unnecessary markings on these forms.

2. (a) When completing the Advice Lists, please use a BLACK ballpoint pen. Do not use any

other colour pen or pencil as they are incompatible with the technology in use.

(b) Where a candidate sits the predicted level, do not mark the Advice List. 3. The Superintendent only records the following changes which must be contained within the

boundaries of the designated box:

(i) Where a candidate changes from the predicted level, insert the appropriate letter i.e., A, G, B or C in the column designated for the level actually taken;

(ii) Where a candidate does not present for an examination, insert an X in the ‘As Láthair’

column.

NOTE: Where no candidate presents for an examination, insert an X in the ‘As Láthair’ column after each candidate number, and the words “No candidate presented” should be written in the “Notes/Nótaí” section.

(iii) Where a candidate not listed on the Advice List sits for an examination in your Centre,

please insert his/her examination number neatly and clearly in one of the appropriate blank spaces, and the appropriate letter in the column designated for the level taken. See sample Advice List following.

(iv) The IOMLÁN/TOTAL Box should show the number of candidates who took each level

and the number of absentees. The total for each level must correspond with i. the total on the Centre Roll and

ii. the number of scripts being returned to the Commission.

NOTES/NÓTAÍ The NOTES/NÓTAÍ section of the Advice Lists can be used to record events such as: (i) Corrections to Advice Lists, (ii) Candidate(s) availing themselves of Reasonable Accommodations, (iii) Candidate(s) arriving late, (iv) Candidate(s) sitting in incorrect Centre, (v) External (i.e. E10) Candidate(s) with no I.D., (vi) Suspected irregularity, (vii) Temporary absence of candidate from Centre, e.g., illness, toilet, etc., (see PART 7, Para.9)

20

(viii) Emergencies The Advice Lists should be completed at the end of each examination period but they should only be returned to the Commission by post, in the special envelope bearing the logo “Advice Lists” supplied, at the end of the last examination in the Centre.


SAMPLE ADVICE LIST


(c) the Advice List and Centre Roll are completed in accordance with Instructions. Under no circumstances should letters, medical certificates or other similar documents be attached to the answerbook. Any such documents should be handed to the School Authorities for separate transmission to the Commission.

3. Superintendents should use a separate transmission envelope for each level. With the exception

of certain subjects, e.g., CSPE, Religious Education and Music, Higher Level, and the subjects answered on drawing sheets (please refer to Day-to-Day Instructions for any special arrangements that may apply to a particular subject), all answerbooks should be returned to the Commission in the standard plastic transmission envelopes supplied. Two types of such envelope are supplied, normally GREEN envelopes for Leaving Certificate and BLUE envelopes for Junior Certificate.

Before sealing each envelope you should check that the quantity of answerbooks recorded in the Total Box on the cover of the envelope agrees with the total number of candidates who sat for the subject level according to the Advice List and Centre Roll.

4. The packets of answerbooks should be forwarded by post to the Commission, with the least possible delay, after each examination period has concluded. The nearest local Post Office must be used for the return of answerbooks. The “Record of Posting Booklet” should be completed in respect of each visit to the Post Office.

5. In exceptional circumstances, where it may not be possible, depending on distance from the Post Office, to post the answerbooks at the conclusion of the examinations session, the packet/s of answerbooks should be safely stored, e.g. in the stationery box, until the next opportunity to post.

Where a Superintendent has been appointed to supervise a reasonable accommodations Centre, the Superintendent at the main Centre should remain until the examination script has been returned from the Reasonable Accommodation Centre(s) to him/her before posting answerbooks to the Commission. 6. Postage must not be paid on any examination mate rial addressed to the Commission. All matters should be sent by ordinary post, not parcel post or registered post. Transmission

22

PART 14 - TRANSMISSION OF ANSWERBOOKS TO THE COMMISSION

1. All work completed by a candidate must be returned to the Commission. Under no

circumstances should any work completed by a candidate be tampered with or destroyed. Superintendents should ensure that candidates work does not become misplaced with the unused stationery etc.

2. At the conclusion of each examination period, the Superintendent should segregate the

candidates’ answerbooks into separate bundles for each Level of each subject.

Ensure also that:- (a) the Centre Number is stamped on the cover of each answerbook and that all returnable material is enclosed by each candidate, (b) within each bundle the answerbooks are arranged in numerical order, lowest examination number on top; highest examination number on the bottom, and,


23

(i) Inform the candidates in his/her Centre as early as possible about such closures; (ii) Close his/her Centre; (iii) Hand over the completed Centre Roll and all unused examination material to the

Superintendent of the Centre to which the candidates are being transferred.

2. Should a Superintendent find that it may be possible to close a Centre at a date earlier than that at which it would normally be closed notice should at once be given to the Commission so that arrangements can be made for the custody of the ‘live’ examination papers. The notice must be accompanied by a statement that the candidates who are marked on the Centre Roll for subjects to be examined at a date later than the proposed closing date do not intend to present themselves for such subjects. The statement must be signed by each of the candidates so marked and countersigned by the Manager/Principal of the school at which the candidates attend.

3. Completion of Final Report At the conclusion of the examinations the Superint endent must transmit to the Commission, on the form supplied for that purpose, a comprehensive Final Report upon the arrangements made for the examinations at the Centre, and the character of the accommodation; he/she is also invited to make any suggestions which his/her experience may enable him/her to offer. The Final Report must include a plan of the Examination Centre and, in any case where candidates were moved to other locations, e.g., aural tests, or transferred from other Centres, a separate plan must also be provided in respect of each such revised layout.

4. Return of Boxes and Documents The following items must be placed in the Stationery Box at the end of the final examination in the Centre:-

(a) Examination Paper Envelopes – Live examination papers should be treated as at Paragraph 2 above. (b) Mathematics Tables (c) List of Corrections (d) Day-to-Day Instructions (e) General Instructions for Superintendents (f) Reasonable Accommodations Booklet (g) Centre Notices

Each Superintendent is personally responsible for forwarding the packets of answerbooks for his/her Examination Centre. Receipt of packets will not be acknowledged by the Commission.

PART 15 - TERMINATION OF EXAMINATIONS AT A CENTRE

1. Closing the Centre

A Superintendent who receives a notice – see Examination Paper Quantity Notice - from the Commission stating that candidates entered on his/her roll are being transferred to another

Centre for

examination in certain subjects should:-

envelopes, will in accordance with the Regulations of An Post, be accepted by letter post even though they exceed the maximum weight ordinarily allowed.


(ii) The Signature List for External Candidates (Form E10A), (iii) The Final Report, and, (iv) The Key of the Examination Paper box(es).

8. The “Record of Posting Booklet” should be returned with the Advice Lists in the preaddressed

envelope provided bearing the logo “Advice Lists”. 9. In the preaddressed envelope with the logo ‘Financial Section’, place the completed Form of

Account with all receipts securely attached.

PART 16 - VIOLATION OF RULES - PROCEDURE TO BE FOLLOWED. 1. Where a candidate is found violating the Rules laid down for the conduct of the examinations,

such as having any books or notes in his/her possession, obtaining aid from, or giving aid to another candidate, etc., the Superintendent should warn him/her that the alleged violation is being reported to the Commission and that his/her examination may be disallowed. The candidate should be allowed to continue the examination (see, however, Paragraph 5 following). If he/she has been detected with any book, note(s) or electronic aids in his/her possession, this/these should be confiscated immediately.

2. Wherever it has been necessary to warn a candidate as herein directed, the candidate’s

answerbook should be treated as PROVISIONAL and should be placed in one of the special red plastic envelopes labelled ‘Reasonable Accommodations/Provisional’. Where large candidate envelopes are used the Superintendent should write ‘PROVISIONAL’ on the candidate envelope, beside the Centre No. box.

Each Superintendent will be supplied with ten of these special red envelopes. Ordinarily the envelopes will be used mainly in connection with candidates who need reasonable accommodations because of a disability. Where the envelope is being used as a PROVISIONAL envelope, the words ‘Reasonable Accommodations’ should be deleted from the heading. All of the required details regarding the candidate, the Centre and the subject should be entered in the appropriate spaces on the PROVISIONAL envelope.

24

(h) Centre Stamp (i) Ink Pad (j) Used and unused security seals 5. All Stationery which has not been used and which is not required by another Superintendent

(See Paragraph 1 above), should also be placed in the Stationery Box. 6. The Examination Paper box(es), which should be empty, and the Stationery box, should be

returned to the State Examinations Commission, Cornamaddy, Athlone. The depots for the return of boxes are listed on a separate enclosure – “Instructions for Examination Superintendents returning Stationery and Examination Paper boxes”. 7. The following items should be returned by post, through the nearest local Post Office and not

through a kerbside post box, to the Commission, in the preaddressed envelope bearing the logo “Centre Roll” immediately after the last examination in the Centre: (i) The Centre Roll (if it is not required by another Superintendent),


procedure detailed in Paragraph 2 above.

PART 17 - CANDIDATES WHO NEED REASONABLE ACCOMMODATIONS 1. General

Reasonable Accommodations are intended for candidates who, because of their special needs, would have difficulty in communicating what they know to an Examiner. Where candidates become ill during the course of the Certificate Examinations the Commission is prepared to give them every consideration in order to help them to sit the examinations. Candidates who are ill often take their examinations in separate rooms in the school or in hospital and, in exceptional circumstances, may take them at a later time than the scheduled time. Candidates may not, however, take the examinations on a later date under any circumstances. Taking into account the nature of their special needs, candidates may also be allowed to record their answers through the use of aids such as tape recorders, typewriters and word processors or through the assistance of a scribe. Visually impaired candidates and those who are unable to make adequate use of aids such as tape recorders etc. may, subject to the Commission’s written instructions, be allowed some additional time to take their examinations. Under no circumstances should letters, medical certificates or other similar documents be attached to candidates’ answerbooks. Any such documents should be handed to the School Authorities for separate transmission to the Commission.

2. Accommodations that can be approved by School Authorities; Without recourse to the State Examinations Commission, the school may authorise any of the following accommodations based on local knowledge of what is in the best interest of the candidate. • Granting breaks or rest periods in each examination session that are warranted by the

physical or medical condition of the candidate. Under this type of accommodation the time taken for rest or as a break may be compensated for at the close of each examination period to a maximum of 20 minutes.

25

3. Any books, notes or external aids confiscated should be placed in the PROVISIONAL envelope, together with a full report. When compiling a report the following information must be included:

• A precise account of what occurred. • The time at which you detected the alleged irregularity. • The amount of work undertaken by the candidate at that stage. • In your view, was the candidate in breach of the relevant regulation(s).

A copy of your report will be provided to the candidate as part of the Commission’s investigation of the alleged breach of regulations.

4. The PROVISIONAL envelope, whether a special red envelope or a large candidate envelope, should be placed inside the appropriate transmission envelope with the other scripts for the subject level in examination and should be referred to in the Advice List.

5. A candidate should be expelled from the Examination Centre only when his/her behaviour is such as to jeopardise the successful conduct of the examination. In such case his/her answer book should be taken up immediately by the Superintendent, who should, in the matter of its


transmission to the Commision and the furnishing of a full spectial report , follow the

As superintendent, you may permit any of these accommodations on receipt of a note from the school authorities confirming that the accommodation is required. The note should be forwarded to the Commission in the envelope bearing the logo ‘Advice List’ after the last Examination in the base Centre.

3. Accommodating Candidates who have Special Needs

Candidates may be accommodated in the following ways: Candidates with Special Needs in an ordinary Centre If a candidate with special needs (other than a candidate as provided for at 2 above) is present in an ordinary Centre the Superintendent will be informed of this and will normally receive all necessary instructions in regard to the special needs and reasonable accommodations for the conduct of the examination when collecting the box(es) of examination papers. Candidates in a separate Centre in the school A special needs candidate who is present in a Reasonable Accommodations Centre in the school or near the school will appear on the Centre Roll of one of the ordinary Centres, i.e. the base Centre. The Superintendent of the base Centre will supply the Superintendent of the Reasonable Accommodations Centre with the material needed for the conduct of the examination. After each examination session the Superintendent of the base Centre will await the special script before sealing the transmission envelope containing the scripts of the base Centre. On receipt of the special script the Superintendent will complete the Centre Roll (by reference to the Reasonable Accommodations envelope, if used), before placing that envelope or script in the correct sequence in the same transmission envelope as the other scripts from the base Centre. Candidates in a separate Centre in a hospital A special needs candidate may be present in a Reasonable Accommodations Centre at a distance from the base Centre e.g. hospital. In such circumstances, the Superintendent of a nominated Centre in a school near the hospital will supply all necessary material and will accept the script from the Superintendent from the Reasonable Accommodations Centre after each examination session. The Superintendent of the nominated Centre will note the details on the Centre Roll and Advice List and then place the script in the same transmission envelope as the scripts from his/her Centre. The Superintendent of the Reasonable Accommodations Centre will obtain all necessary material for the conduct of the examination (i.e. examination papers, examination stationery, etc.) from a designated ordinary Centre normally the candidate’s base Centre. He/she will return the completed answerbook, to the Superintendent of the base Centre immediately after the examination unless otherwise directed by the Commission. It will be the responsibility of the Superintendent of the base Centre to return the answerbook to the Commission.

26

• Taking of medicine, food or drinks into the examination centre where this is required for

medical reasons. • Allowing the candidate to move within the centre • Use of a special desk or chair used in the classroom • Use of low vision aids used normally in the classroom • Ensuring that a candidate with a hearing impairment is positioned close to the

superintendent.


(b) The special red envelope need only be used where a candidate is presenting his/her work on non-standard medium e.g. Tape Recorder, Computer Disk. The word PROVISIONAL should be deleted from the heading . The envelope must not be used where the candidate’s work is solely in written format.

5. Use of the Reasonable Accommodations/Provisional Envelope

At the end of each examination session the Superintendent of the Centre in which the special needs candidate is sitting the examination should enter all of the required details in the appropriate spaces on the envelope. Before the candidate leaves the Centre the Superintendent should confirm that he/she has properly identified the Subject Section on the cover of the answerbook/candidate envelope.

PART 18 - EXPENSES ACCOUNT

1. Superintendents who are dismissed shall have no claim whatever against the Commission for remuneration or expenses.

2. The Form of Account, duly filled up and accompanied by receipts, where necessary, should be transmitted in the special envelope marked ‘Financial Section’ to the Commission, at the conclusion of the examinations. The receipts should be securely attached to the Form of Account. Delay in payment may occur on forms received late.

3. The vast majority of Superintendents (all except those appointed in emergencies) will be issued with a personalised Form of Account. It is in the interest of each Superintendent that he/she complete the Form of Account accurately in all the requested details, as otherwise delay will occur in the issuing of payment. Forms of Account from which necessary details are omitted will be

returned for completion before payment is made.

Superintendents who do not receive a personalised Form of Account, should quote their Personal Public Service Number (PPS No.) in the appropriate space.

4. Travelling and subsistence allowances are payable only in respect of necessary absence from home.

All travelling duties should be planned so as to reduce the total amount of travel and subsistence to the minimum consistent with efficiency. All official travel should be by the shortest practicable routes and by the cheapest practicable mode of conveyance.

Travelling expenses will be paid to a Superintendent in respect of travel necessarily incurred in the course of his/her duties.

Where suitable public transport is not available motor travel rates may be paid. The vehicle registration number must be quoted together with the cubic capacity of the engine as reckoned for registration.

Where public transport (i.e., train or bus, supplemented if necessary by hired taxi) could reasonably have been used the amount to be allowed for the Superintendent’s own vehicle must not exceed the cost of public transport.

27

4. Supplies of the special red envelope headed “REASONABLE ACCOMMODATIONS/ PROVISIONAL

(a) Each Superintendent of an ordinary Centre will be supplied with 10 of the special red envelopes. The envelope will be used mainly in connection with candidates who need Reasonable Accommodations but will occasionally be used where a candidate’s work is being treated as PROVISIONAL (see PART 16 - Violation of Rules).


28

Subsistence allowances at the appropriate rates will be paid to a Superintendent in respect of periods necessarily spent away from home in the following circumstances.

(i) Where a Superintendent is 56 kilometres or more away from home:- Night allowance is payable for each period of 24 hours. Night allowance and day

allowance are not payable in respect of the same period. Where an absence includes one or more nights, a day allowance will be paid only if the last period of 24 hours is exceeded by 5 or more hours.

(ii) Where a Superintendent is between 5 kilometres and 56 kilometres away from home:-

Day allowance at the appropriate rate is payable in respect of absence from home of 5 hours or more.

(iii) Where a Superintendent is less than 5 kilometres away from home:- Subsistence allowance is not payable.

Where subsistence allowance is claimed, the time of leaving home and arriving home each day must be stated. For the purposes of these instructions the word “home” means the place at which the Superintendent normally resides during the school term. 5. Where an Examination Centre is closed for a number of days consecutively, e.g., weekends,

overnight subsistence will be paid only if it is more cost effective than if mileage were paid in respect of the return journey to the Superintendent’s home

6. Claims for all items of expenditure (other than postal or telephone costs) must be accompanied

by a receipt. Claims for the Attendant should also be accompanied by the completed Attendant Time Sheet/Receipt.

7. Superintendents should not pay accounts for the hire of accommodation or of furniture but should direct applicants to send these accounts to the Commission. 8. Where an additional Superintendent is appointed by the school e.g. aural tests, the school is responsible for the payment to the additional Superintendent. WARNING: Superintendents should note that ultimately a claim made for travelling and subsistence expenses must reflect expenses actually incurred, otherwise the claim may be judged to be fraudulent.


29

APPENDIX 1

DUTIES OF THE ATTENDANT 1. Assist the Superintendent in the preparation of the Examination Centre on the day preceding the commencement of the examinations. 2. Attend in time at the Examination Centre on each morning and afternoon for which examinations are scheduled. 3. Take up a suitable position outside of the door of the Examination Centre in order to control access to the Centre as directed by the Superintendent. 4. The Attendant may not be in the Centre, unless specially summoned by the Superintendent,

during the period of the examination or during the distribution of the examination papers. In no circumstances should the Attendant assist in distributing examination papers or stationery, nor assist with the collection of candidates’ answerbooks following each examination.

5. The Attendant should not admit any person to the Centre other than:- (a) a person known to be a candidate (b) an official of the Commission carrying identification (which should be inspected) Note: The Manager/Principal of the school may be in the Examination Centre until the Examination gets under way. 6. Ensure as far as possible that no disturbance (e.g. noise) occurs outside of the Centre which would distract the candidates from their work. 7. The Attendant must not leave their post at the door of the Centre for any reason other than when requested by the Superintendent to: (a) summon the assistance of a member of the School Authority (e.g. Manager/Principal) (b) accompany a candidate who has been given permission by the Superintendent to leave the Examination Centre temporarily. 8. The Attendant should not engage in any activity which would interfere with the proper discharge of their duties. 9. Subject to the foregoing, the Attendant must comply with all relevant instructions issued by the Superintendent for the maintenance of the security and integrity of the examinations.


30

APPENDIX 2 The Education Act 1998, introduces new criminal offences which relate to the certificate examinations. A copy of the relevant provisions is reproduced here for your information. Education Act, 1998. Part VIII, Offences. 52.- (1) A person who- (a) knowingly and without lawful authority publishes an examination paper or part of such paper to any

other person prior to the holding of the examination concerned, (b) has in his or her possession without lawful authority an examination paper or part of such paper

prior to the holding of the examination concerned, (c) carries out any duties relating to the preparation of examination papers and knowingly and without

lawful authority provides a candidate for an examination or any other person with information concerning the material prepared by him or her in the course of those duties with the intention of conferring an advantage upon a candidate over other candidates,

(d) knowingly and wilfully credits a candidate with higher marks than the marks to which that

candidate was entitled with the intention of conferring an advantage on that candidate over other candidates,

(e) knowingly and maliciously credits a candidate with lower marks than the marks to which that

candidate was entitled, (f) personates a candidate at an examination or knowingly allows or assists a person to personate a

candidate at an examination, (g) knowingly and maliciously destroys or damages any material relating to an examination, (h) knowingly and maliciously obstructs any candidate or a person engaged in the conduct of an

examination or otherwise interferes with the general conduct of an examination, (i) knowingly and without lawful authority alters any certificate or any other record, including a record

in machine-readable form, containing the results of an examination or, (j) knowingly issues or makes use of any certificate or other document which purports to be a

document issued by the person or body under whose authority the examination was conducted and to contain the results of an examination knowing that those results are false,

shall be guilty of an offence. (2) A person who knowingly aids, abets, counsels or procures another person to commit any offence under subsection (1) or conspires with another person for the commission of any such offence shall be guilty of an offence. (3) A person who is guilty of an offence under this section shall be liable-


31

(a) on summary conviction, to a fine not exceeding £1,500 or (at the discretion of the court) to imprisonment for a term not exceeding six months, or to both such fine and such imprisonment, or

(b) on conviction on indictment, to a fine not exceeding £5,000 or (at the discretion of the court) to imprisonment for a term not exceeding two years, or to both such a fine and such imprisonment.

(4) No action shall lie against an examiner in respect of anything done by him or her in good faith and in pursuance of his or her functions as an examiner.


32

APPENDIX 3

Use of Bilingual Dictionaries in the Certificate Examinations S12/07 To: The Authorities of Second Level Schools The range of accommodations for the 2007 examinations includes provision for the use of bilingual translation dictionaries by candidates whose first language is not English or Irish. Schools are empowered to certify the use of bilingual translation dictionaries in the case of candidates who meet the requirement set out above and who wish to avail of this facility. Details of those candidates should be included on enclosed Form D07. This form should be returned to the State Examinations Commission by Friday, 30 March, 2007. The Commission will notify each examination superintendent with regard to the candidate(s) in his/her centre for whom the use of a bilingual dictionary has been approved. In cases where schools appoint superintendents to special centres, school authorities are asked to advise these superintendents of instances where the use of a bilingual dictionary has been certified. Dictionary Specification Bilingual translation dictionaries between the candidate’s first language and English or Irish (i.e. without explanation of terms/definition) may be permitted. Electronic bilingual dictionaries, translators, wordlists or glossaries, will not be permitted. Subjects in which the use of dictionaries will not be permitted The use of bilingual dictionaries will not be permitted in the case of examinations in the following subjects, viz.

• English • Irish • The candidate’s first language • A language closely related to the candidate’s first language. (Where a query arises as to the

definition of a closely related language, the Commission must be consulted in advance of the examination for advice in this respect.)

Provision of Bilingual Dictionaries Where the use of a bilingual dictionary has been certified by the school, candidates may use their own bilingual dictionaries, provided these are free from additional personal notes/notation during the examinations. The bilingual dictionaries must be made available for inspection by the examination centre superintendent before the commencement of each examination session. There are no circumstances in which the Commission will provide bilingual dictionaries to candidates. Please bring the contents of this circular to the attention of the candidates concerned. All enquiries relating to this circular should be directed to: Telephone: 090 – 6442782/6442783/6442784.


33

APPENDIX 4

Extract from the Rules and Programme for Secondary Schools

Section XI. – Conduct of Candidates during Examinations 56. It is each candidates’ own responsibility to note carefully the days and hours, as fixed on the timetable, for the examinations in the subjects in which the candidate intends to present himself/herself. Candidates are required to be in attendance at the examination hall at least half an hour before the examination commences in the subject in which they first present themselves. On subsequent days they are required to be in attendance at least fifteen minutes before the hour stated in the timetable. Candidates will be responsible for making their own arrangements to ensure timely attendance at the examination centre. External candidates must sign an attendance roll (Form E10A) at the start of each examination. The signature on this roll must agree with and appear in the same format as that on the candidate’s I.D. Card. No candidate will be admitted to the examination in any paper after thirty minutes of the time for that paper have elapsed. 57. No candidate may be authorised to leave the examination hall until the expiration of thirty minutes from the time at which the examination began. 58. A candidate may not be permitted to leave the hall and return during the examination period unless the Superintendent is satisfied that the candidate’s need to leave the hall is genuine, (e.g. because of illness, urgent need to visit the toilet, etc.). A candidate who leaves the hall during any period of examination shall not be re-admitted during that period unless the candidate has been in the care of a representative of the School Authority or, failing that, in the care of the Attendant during the entire period of the absence. The candidate must hand the answerbook and examination paper to the Superintendent on leaving the hall; the Superintendent should record on the cover of the answerbook the time of departure from and return to the hall and the reason for the absence; the time lost by the candidate may not be compensated for at the close of the examination period. Particulars of any such occurrence should be reported on the appropriate Advice List. 59. A candidate who leaves the examination hall before the expiration of any period of examination must surrender his/her examination paper and answerbook to the Superintendent. 60. A candidate must occupy during the entire examination the place first assigned to him/her by the Superintendent, unless otherwise directed by the Superintendent. 61. A candidate should raise his/her hand if he/she wishes to attract the attention of the Superintendent during the examination. It is the candidate’s responsibility to ensure that he/she brings to the attention of the Superintendent if he/she has not been provided with the level of the examination paper at each examination that he/she is due to take.


34

62. No candidate shall write his/her name on any answerbook or other paper supplied. The candidate’s number should be entered on every envelope, answerbook, map, drawing, or sheet of square paper used. Candidates should not commence writing until instructed to do so by the Superintendent. 63. A candidate must enter on the envelopes and answerbooks used by him/her the particulars required as to subject, etc. 64. Any additional answerbook, squared paper, etc. issued to a candidate, whether used or unused, should be attached to his/her answerbook before it is sealed with the treasury tag provided for that purpose. Candidates will be supplied with Mathematics Tables by the Superintendent. They may not bring their own Mathematical Tables into the examination hall. 65. A candidate shall not bring into the examination hall, or have in his/her possession or under his/her control or within his/her reach, whilst he/she is in such room –

(a) any book or paper (save his/her I.D. card, where such is required, the examination paper, and such answerbooks, etc., as shall have been supplied to him/her by the Superintendent); or (b) any memorandum, notes or mobile phone, electronic address book, data bank, etc, except a calculator as permitted under the regulations or bilingual translation dictionary where its use has been approved. 66. In the case of Art examinations of a practical nature (i.e. drawing, craftwork), candidates are permitted to bring such materials into the Examination Hall as may be notified to schools by the Commission. 67. A candidate shall not, while in the Examination Hall–

(a) use, or attempt to use, any book, memorandum, notes or paper (save the examination paper and such answerbooks, etc., as shall have been supplied to him/her by the Superintendent and a bilingual translation dictionary where its use has been approved); or (b) aid, or attempt to aid, another candidate; or (c) obtain, or attempt to obtain, aid from another candidate or Superintendent; or (d) communicate, or attempt to communicate, in any way, with another candidate within the centre or by electronic means with a person outside the centre. 68. A candidate (a) shall not write on the examination paper (except where answers are to be written on part of the examination paper itself e.g. in Mathematics) or I.D. card or Mathematical tables or on any of the mathematical instruments brought with him/her; except where a candidate uses a highlighter pen or underlining as an aid to interpreting the examination paper. (b) shall not write in his/her answerbook anything that is not directly connected with the subject matter of the questions to be answered; (c) shall not remove from the answerbooks any leaf or part of a leaf; (d) shall not take out, or attempt to take out, of the examination hall, any answer books, whether used or unused, (e) shall not damage the examination hall or its furniture. 69. A candidate who has finished his/her work at least ten minutes before the time appointed for the conclusion of the examination may be permitted to leave the hall on handing up to the Superintendent – (a) his/her answerbook(s) and (b) the examination paper.


35

70. A candidate who completes his/her work during the last ten minutes of the examination should remain in his/her seat until the Superintendent has collected his/her answerbook(s) and he/she should not then leave the hall until the time appointed for the conclusion of the examination unless permitted to do so by the Superintendent. 71. At the conclusion of the examination each candidate who has not already done so should immediately seal his/her answerbook(s) or envelope and remain in his/her seat until the Superintendent has collected the answerbook(s). 72. A candidate shall, in all matters relative to the examination, submit to, and obey, the directions of the Superintendent. 73. In those subjects in which there is more than one paper, a candidate must take all the papers in a subject from one level, e.g. all papers at Ordinary Level or all at Higher Level. He/she may not be supplied with, or allowed to see, the papers in more than one level in the same subject. 74. Each candidate presenting himself/herself for examination in Construction Studies, Technical Drawing, Engineering, Materials Technology (Wood) or in Technical Graphics is required to bring with him/her a drawing board, T-square, scales, set squares, protractor, compass, pencil, eraser and drawing clips or tape. Candidates may use mathematical drawing instruments for all examinations. The use of science stencils is permitted for the examinations in the Science subjects. The use of string, thread, a magnifying glass and an opisometer is permitted for the examination in Geography. The use of calculators is allowed in all examinations, subject to the following: (a) The Commission or the Department will not supply calculators to candidates and examination centres will not be responsible for the provision of calculators or batteries. (b) The proper working condition of the calculator is the responsibility of the candidate. No allowance will be made for battery or other calculator failure during the examination. (c) Calculators must be silent and must not require the use of an external power supply.

(d) Calculators may not be borrowed from other candidates during the examination. (e) Programmable calculators are not allowed. The term “programmable” includes any

calculator that is capable of storing a sequence of keystrokes for later retrieval and execution. It also includes calculators into which a formula or other such expression can be entered by the user. However, the facility to store numbers in one or more memory locations, or to execute procedures that cannot be modified by the user, does not render a calculator programmable.

(f) Graphics calculators are not allowed. (g) Calculators with any of the following facilities are not allowed:

• data banks • dictionaries • language translators


36

• text retrieval • capability of remote communication.

(h) Candidates must indicate on their answerbooks the make and model of any calculator(s) used in the examination.

(i) Candidates are not allowed to take an instruction manual into the examination centre.

This includes instructions printed on the cover of the calculator. This rule does not allow a candidate to bring into the examination centre any device that would be otherwise prohibited. In particular, mobile phones, electronic organisers or similar devices are not permitted under any circumstances (see rule 65 above). 75. A candidate may be expelled from the examination hall if his/her behaviour is such as to jeopardise the successful conduct of the examination. Submission of material of a pornographic nature or any other offensive material or the inclusion of any cash/cheque in the script may result in the examination in all subjects being disallowed. 76. Where the Commission forms the view that there has been a violation of these Rules, it should inform the Department and it will be for the Minister to decide on the penalty to be applied. Where the Minister is of the opinion that any candidate has violated any of these Rules, has attempted to obtain an examination result to which the candidate is not entitled, or has uttered or attempted to utter such a result or has furnished incorrect information in relation to his/her candidature, such candidate shall be liable to be deprived of the examination or of marks, or to have such deduction made as the Minister may think fit from any sum payable in respect of any grant or scholarship obtained by the candidate, according to the opinion which the Minister may form of the gravity of the offence; and the Minister may, if the Minister thinks fit, publish the candidate’s name and address, as given in the notice of intention to present for examination, as those of a candidate who has been so deprived and the Minister may, according to the opinion of the Minister as to the gravity of the offence, debar the candidate from entering for any of the examinations run by the Department of Education and Science for such period as the Minister may determine.
