ONLINE EXAMINATIONS GUIDE FOR CANDIDATES

PPB/PRA/RED/GUD/027 Rev. No. 0

REPUBLIC OF KENYA

MINISTRY OF HEALTH PHARMACY AND POISONS BOARD

ONLINE EXAMINATIONS GUIDE FOR CANDIDATES

October, 2020

Online Examinations Guide for Candidates

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Table of Contents

Table of Contents............................................................................................................................. 3 1. Introduction ........................................................................................................................ 4 1.1. Vision ..................................................................................................................................... 4 1.2. Mission .................................................................................................................................. 4 1.3. Core values ........................................................................................................................... 4 1.4. Purpose of the guide ........................................................................................................... 4 1.5. Scope of the guide ............................................................................................................... 5 2. General Online Exam Regulations .............................................................................. 5 3. Structure of the Online Exams .................................................................................... 6 4. Online Exam Locations ................................................................................................... 6 5. Examination Dates and Times ..................................................................................... 6 5.1. Exam dates ........................................................................................................................... 6 5.2. Examination times .............................................................................................................. 7 6. Preparing for the Online Examinations .................................................................... 7 6.1. Suitable computer device .................................................................................................. 7 6.2. Exam adjustment arrangements ..................................................................................... 7 6.3. Examination Number and Card ...................................................................................... 7 7. COVID-19 Prevention Measures ................................................................................... 8 7.1. Self-triage .............................................................................................................................. 8 7.2. Standard precautions ........................................................................................................ 8 8. Accessing the Online Examinations ........................................................................... 9 9. Examination Centre Regulations .............................................................................. 10 9.1. General Information ......................................................................................................... 10 9.2. Verification of Candidates ............................................................................................... 10 9.3. Conduct in the Examination Room .............................................................................. 11 9.4. Consequences of Misconduct ......................................................................................... 12 9.5. Cheating in examinations ............................................................................................... 12 9.6. Missing to sit for scheduled examination .................................................................... 12 10. Further Information ....................................................................................................... 13 10.1. Frequently Asked Questions .......................................................................................... 13 10.2. For more information or feedback ................................................................................. 14


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1. Introduction

The Pharmacy and Poisons Board (PPB) is the Drug Regulatory Authority

established under the Pharmacy and Poisons Act, Chapter 244 of the Laws of

Kenya. The Board regulates the Practice of Pharmacy and the Manufacture

and Trade in drugs and poisons.

1.1. V ISION To be a leader in promoting and protecting public health.

1.2. M ISSION To protect and promote the health of the public by regulating the profession

of pharmacy and ensuring access to quality, safe efficacious and affordable

health products and technologies.

1.3. CORE VALUES Our core values are Commitment to Public health; Professionalism;

Accountability and Transparency; Integrity and Respect; Quality; and

Diversity and Inclusion.

1.4. PURPOSE OF THE GUIDE The Board administers professional exams to Pharmacists and

Pharmaceutical Technologists as a prerequisite for registration/enrolment

and subsequent licensing. Traditionally, these exams have been done on

paper. Approximately 1000 candidates would sit for each series of the exams

in one centralized examination venue.

However, following the confirmation of first COVID-19 patient in Kenya on

12th March, 2020, and as the number of cases increased, the Kenya

Government progressively announced several containment measures

including encouraging people to stay at home, hand washing and sanitization,

cough etiquette, social distancing and restrictions on social gathering,

international and intercounty travel, among others. This meant that paper-

based exams are no longer feasible. The Board had to inevitably postpone the

professional examinations earlier scheduled for 4th May 2020.


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In order to avoid further disadvantage to the candidates, and in the best

interest pharmaceutical services and the public, the Board will offer the

exams using an online system and in multiple exam centres to ensure social-

distancing. It is anticipated that the system will deliver the same or better

experience to the students and examiners.

This guide therefore reflects this major change in the mode of delivery of

exams and seeks to provide a comprehensive guidance to candidates in order

to smoothly adapt to the change.

1.5. SCOPE OF THE GUIDE This guide applies to both pre-registration and pre-enrolment exams. It

provides a guide for candidates undertaking online exams in multiple centres,

including the structure of the online exams, preparation for the online exams,

COVID-19 prevention measures, exam centre regulations, answers to

frequently asked questions, contacts and information links, among others.

This is an interim guide applicable during the pandemic era and gives

reference to the existing guidelines for the paper-based exams. We are

currently consulting widely with stakeholders as we review the guidelines, in

line with our commitment to continuously improve the quality, effectiveness

and efficiency of the examination processes.

2. General Online Exam Regulations

The eligibility criteria, application procedure, evaluation of applications,

examination fees and examination outcomes for the online exams will be as

prescribed in the:

i) Guidelines for Evaluation and Assessment for Registration as a

Pharmacist in Kenya

ii) Guidelines for Evaluation and Assessment for Enrolment as a

Pharmaceutical Technologist in Kenya

Both Guidelines are available on our website at

https://www.pharmacyboardkenya.org/exams


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3. Structure of the Online Exams

All PPB online examinations will consist of two papers (paper I and paper II).

Paper I will be administered in the morning and Paper II in the afternoon.

There will be no oral examinations for the oncoming exams, but will be

reintroduced in the subsequent exams.

Each exam paper will constitute 150 marks and will consist of multiple choice

questions (MCQ), matching questions, drag and drop questions, True/False

questions and short answer questions.

The subjects and scope to be covered in each exam will remain as stipulated

in the:

i) Guidelines for Evaluation and Assessment for Registration as a

Pharmacist in Kenya

ii) Guidelines for Evaluation and Assessment for Enrolment as a

Pharmaceutical Technologist in Kenya

4. Online Exam Locations

Candidates are required to select their preferred examination centres in the

students’ (exam application) portal. For logistical purposes, the Board may

assign a different centre from what the candidate might have selected.

Candidates should keep checking the portal for any changes prior to exam.

5. Examination Dates and Times

It is the candidate’s responsibility to ensure they know the date, their exam

centre and start times, and arrive at the correct venue on time.

5.1. EXAM DATES Once determined, the examination dates will be announced via the PPB

website, social media pages, daily newspapers and text messages to the

approved candidates. Candidates must ensure they are available to sit the

examinations as scheduled on the examination dates.


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5.2. EXAMINATION TIMES The morning (paper I) and afternoon (paper 2) examinations start at 9.00 am

and 2.00 pm respectively unless otherwise indicated; candidates should take

care to note the exceptions.

Candidates should arrive at the hall at least thirty minutes before the start of

examination. Candidates must be in their assigned seats at least 15 minutes

before the start of the exam to get the announcements made by the hall

supervisor.

6. Preparing for the Online Examinations

6.1. SUITABLE COMPUTER DEVICE Candidates are required to come with their own computer device to the exam

centre for the online exams. The computer device should have internet access,

fully charged, and should be able to store power to run for at least 3 hours.

Mobile phones and tablets will not be allowed.

Candidates are responsible for ensuring that their computer device is in good

working order and has suitable operating software for the

examinations. Spare devices may not be available at the hall on the day.

6.2. EXAM ADJUSTMENT ARRANGEMENTS Candidates who have a disability or health issue that may affect their ability

to sit for online exams may be entitled to extra time and/or rest breaks. To be

considered, the candidates must submit an application in writing together

with supporting medical evidence at least three weeks before the

examination. Candidates will not be given additional time for toilet visits or

any other purpose.

6.3. EXAMINATION NUMBER AND CARD All PPB examinations will be administered and marked anonymously by using

the exam candidate number instead of name.

Upon approval of application, candidates will be allocated a unique exam

number on each exam attempt, which will consist of the exam series (e.g.

D1/700/MAY2020). Candidates will be provided with student exam card that


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they should download from the student’s portal, print and bring into the

examination venue. It is essential that candidates do not write or sign on the

exam card in any way. Doing so is an examination irregularity.

7. COVID-19 Prevention Measures

7.1. SELF-TRIAGE For purposes of managing the risk of spreading the COVID-19 disease, the

following persons should NOT come to the examination centre:

i) Candidates and invigilators who have a fever and/or other symptoms

such as cough, sore throat, difficulty in breathing, fatigue.

ii) Candidates and invigilators with flu-like symptoms and/or with a

history of:

- travel to an area that has confirmed COVID-19 transmission or

- close contact with someone from an area with COVID-19

transmission or

- contact with a probable or confirmed COVID-19 case or

- participation in cleaning a COVID-19 patient’s room or articles

The persons should, instead, report to the nearest facility with capacity to

screen, collect samples and manage the illness.

7.2. STANDARD PRECAUTIONS All candidates, invigilators and staff must observe the following measures to

minimize the risk of contracting or transmitting the virus:

i) Avail themselves for body temperature screening before entering the

exam centre.

ii) Appropriately wash hands with soap and running water, or use an

appropriate sanitizer. Facilities will be provided at the exam centre.

iii) Maintain physical distance of at-least 2 metres inside and outside the

exam room.

iv) Appropriately wear a mask at all times.

v) Maintain respiratory hygiene and cough etiquette at all times.


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vi) Candidates should only sit in the designated chairs unless otherwise

instructed.

vii) Immediately report any influenza-like illness to the supervisor.

viii) Avoid sharing of items before, during and after the exams, such as pens,

calculators, revision notes etc.

ix) Candidates should disperse immediately after the exams.

Routine cleaning and disinfection of all surfaces, including chairs and tables,

will be carried out before and after sitting the exam by the PPB or designated

staff.

8. Accessing the Online Examinations

An online link will be provided to candidates prior to the exams. Candidates

will also be provided with a default username and password, which they must

reset.

A mock exam will be availed to the candidates prior to the actual exam. It is

mandatory that candidates attempt the mock exam so as to get a feel of the

actual exam and learn how to navigate in the exam portal. Instructions on

how to sit for the online exams will also be availed to the candidates.

Prior to sitting for the exam, candidates must confirm if the exam available is

the one they had applied for, then carefully read the instructions before

proceeding to attempt the exam. Candidates may also be required to sign an

online exam consent form.

The online exam can only be accessed and attempted at the designated exam

centres. Any attempt to access it outside the exam centre would be treated as

cheating (see section 9.5) and will be punished as such.

Candidates may be asked to fill an evaluation form to give feedback on their

experience during the online exams.


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9. Examination Centre Regulations

Candidates must observe all of the following regulations and any other

instructions given on the day by invigilation staff, examiners or other staff

responsible for the conduct of examinations.

9.1. GENERAL INFORMATION Candidates are strongly advised to leave all non-essential items at home as

PPB will not accept responsibility for the loss of any property or guarantee

its safety. All valuables, including wallets, mobile phones and cards, must be

placed in a secure manner.

It is an examination offence for candidates to have unauthorized items in the

exam room, and they will be deemed to have used any items found. All

unauthorized items will be confiscated for the duration of the examination.

Allowed items:

• ID card or other approved means of identification

• Candidate number card printout

• Computer device for taking the exam (approved models only).

• Calculators (approved models only).

• Transparent pencil cases containing pens, pencils

• Transparent bottles of still (non-carbonated) water only. Candidates will

be responsible for any spillages)

9.2. VERIFICATION OF CANDIDATES Only candidates who meet the basic minimum eligibility criteria for

assessment and evaluation will be allowed to sit for PPB examinations. All

candidates must produce:

i) The examination card which must be displayed throughout the

examinations.

ii) For Kenyan nationals, a National Identity card or a valid Passport as an

identification document.

iii) For non-Kenyan nationals, a valid Passport


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9.3. CONDUCT IN THE EXAMINATION ROOM i) Candidates are required to be decently dressed.

ii) Candidates should be seated in the examination room at least fifteen

(15) minutes prior to the start of the examination. No candidate shall

be allowed into the examination room thirty (30) minutes after the

examination has started. No candidate shall be allowed to leave the

examination room thirty (30) minutes after the start and within the last

thirty (30) minutes to the end of the examination.

iii) Candidates must sit in their assigned seats or as directed by the

invigilators. Each desk will be numbered to help candidates locate the

correct seat. The seat number will be used to verify the candidates’

attendance.

iv) Candidates must place their ID card and exam card print out on the

desk so that they can be viewed easily by invigilation staff. Candidates

must ensure neither card has any additional notes or markings to avoid

being suspected of an examination irregularity.

v) Mobile phones and any other communication gadgets, except the

examination computer, shall not be allowed into the examination.

vi) Silence and order shall be maintained throughout the examination

session.

vii) Communication shall NOT be allowed between candidates within the

examination hall.

viii) Any unauthorized written, reading or other materials including

bags shall not be allowed in the examination room.

ix) Sharing of stationery, calculators and other items between candidates

is prohibited.

x) Eating and smoking shall not be allowed in the examination room.

xi) Drunkenness and disorderliness shall not be allowed in the

examination room.

xii) Appropriate language and mannerism shall be observed in the

examination room.

xiii) All examination materials shall be left in the examination room.


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9.4. CONSEQUENCES OF MISCONDUCT Any candidate who contravenes any of the above rules shall be liable to

disqualification from the examination. The aggrieved candidate may seek

redress from the Chief Executive Officer, PPB.

9.5. CHEATING IN EXAMINATIONS Cheating in examination is a serious offence punishable by expulsion from

the examination room and for the rest of the examination period. Any

candidate found guilty of cheating may not be allowed to sit for any other

Board Examinations.

Cheating includes but is not limited to:

i) Browsing the internet.

ii) Copying.

iii) Being in possession of unauthorized material/literature.

iv) Making reference to unauthorized material.

v) Glancing at other candidates’ work.

vi) Communicating with other candidates.

vii) Writing on body parts or attire.

viii) Writing on the Exam Card Printout.

ix) Leaving the hall unaccompanied or without permission.

9.6. M ISSING TO SIT FOR SCHEDULED EXAMINATION Any candidate who misses all or part of the Board examinations shall be

deemed not to have completed assessment for registration or enrolment. The

candidate shall forfeit the fee thereof.

A candidate who has not completed assessment for registration shall be

required to take the whole examination afresh upon payment of the prescribed

fee.


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10. Further Information

10.1. FREQUENTLY ASKED QUESTIONS What should I do if..

i) My URL link in the email got expired before I could apply for indexing?

Ans: Ask the course coordinator/administrator at your training institution to

send you a new link.

ii) My URL link in the email got expired before I could create my student

profile?

Ans: Go to https://practice.pharmacyboardkenya.org and click on 'Forgot

Password' to reset

iii) I made a payment that is not reflecting or needs reconciliation?

Ans: Send an email to [email protected] with your ID

number, the m-Pesa confirmation message/m-Pesa statement and the

current invoice number.

iv) My indexing or exam application is rejected?

Ans: Check your email for the reason for rejection. Where necessary, edit your

application and resubmit. In case more than one page/document is required,

scan all the pages and merge them into one document in the pdf format, then

upload appropriately and re-submit.

v) I am unable to receive emails or text messages from the PPB?

Ans: Update your biodata by sending your ID number, valid email address

and phone number to [email protected]

vi) I lose my National ID card?

Ans: You must report to the Kenya Police immediately and apply for a

replacement. The waiting card, passport or driving licence with photograph

can be used as an alternative means of identification if necessary.

vii) I lose my exam card?

Ans: A replacement can be obtained by logging into the PPB Students Portal.


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viii) I arrive late for an examination?

Ans: If you are less than 30 minutes late you will be allowed into the hall to

sit the examination but you will forfeit any time already elapsed. You should

report to an invigilator so that the time of your arrival can be recorded and

any instructions provided. If you are more than 30 minutes late you will not

be allowed into the examination hall.

ix) An event occurs during examination that may adversely affect my

performance?

Ans: Report to the supervisor, with appropriate supporting evidence, as soon

as possible, during the examination. The circumstances may be varied, such

as internet or computer device failure, an acute illness or sudden worsening

of a chronic condition. An allowance may be made e.g. extra time allocated.

x) I fail the exam?

Ans: Candidates who fail the examinations are expected to re-apply for the

next series.

10.2. FOR MORE INFORMATION OR FEEDBACK Website: www.pharmacyboardkenya.org/exams

- Exam dates

- Exam notices

- Exam guidelines

Email: [email protected]

- General enquiries

- Complaints

Phone: +254709770100

- General Enquiries

- Complaints

https://www.facebook.com/pharmacyboardkenya; https://twitter.com/ppbkenya

Documents

ONLINE EXAMINATIONS GUIDE FOR CANDIDATES