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CAT/IT Practical Examination Training��Regulations pertaining to the Conduct, Administration and Management of Assessment for the �National Senior Certificate �2023

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CONTACT NUMBERS

(CAT/IT DISTRICT – EXAMS SECTION HEAD)

Mr Bulo

0834162708

You will need the contact number of the district exams section as well as you will have to contact them immediately if there are any emergencies or irregularities

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DOCUMENTS YOU SHOULD HAVE IN YOUR �EXAM FILE

Annexure G: DBE Regulations Policy on exam Administration

Assessment Instruction 2023 with Annexure A and Annexure B and Annexure C

See section on exams in CAPS documents

CAT CAPS document
IT CAPS document

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AUDIT OF COMPUTE LABS - audits

Date to be supplied by Subject Advisors

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SOFTWARE PACKAGES –

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PC SETTINGS

Regional settings (Control Panel)
Software (updated and correct)

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ONE SESSION TIMES�Prepare your parents and learners

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TWO SESSIONS TIMES

Suggested time for two sessions (NB inform District well in advance)
Apply for two sessions at Examinations in District

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Where there are two sessions, candidates and their parents must be informed in writing of the arrangements. Candidates for the second session must report an hour before the end of the first session.

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PRIOR TO EXAMINATIONS

Hardware/Software should be inspected for functionality
Anti-virus installed and updated – reliable antivirus
CD/DVD-writers and CD/DVD writing software should function properly (on 2 computers in the lab at least)
Internet de-activated
Computers ‘cleaned’ – no access to old documents, hidden files, examples, empty recycle bin, etc.
Network security settings provided if necessary
Date/Time/Regional settings set to South Africa
Printer drivers should be installed and set as default
USB drives secured

Checklist

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PREPARATION FOR EXAMINATION Backup equipment

2 – 5 backup computers
1 or more backup printers (IT)
Blank CDs/DVDs
Clean - Flash drives (where stand-alone computers are used)
1 or more extra cartridges per printer (FOR IT)
If possible have a technician on standby in the school
NB - Printing is only applicable for IT

CAT– NO printing

Make a label for the learners computer (exam number and learner name) Paste this label at the top of the screen where the leaner is seated.
Seating plan – created and copy on wall
What to have on the walls of the lab (Rules for conducting an practical exam, Centre Number, Class lists, Seating plan, Date, Working wall clock, Name of subject being written and the Code for the subject)

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DATA DISK PREPARATION NOTE!!!!!!!!

Data disk received from Examinations Unit (Collect the CD with the data a week to the minimum of 2 working days before the time from the district)
Who collects the CD? (security important)
Teacher must open the CD the same day and see that the documents are saved on the disk and open each of them to see if they work.
Backup, scan and remove read-only attributes from data disk
Ensure all files can open – well in advance??? Unzip – make sure learners can unzip folders
Create a folder with the centre number only
Create folder/user name for every learner
CD/DVD should be labelled with district name and centre number only
Copy data files on the disk to folders
After preparations – no access to computer room ( 2 days etc.)
Problems with Data Disk should be reported to the examination unit immediately

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PROCEDURE – SECOND SESSION

2^nd session candidates should be kept in a secure place – 1 hour before 1^st session ends
1^st session will be escorted out
No contact between 2 groups (cell phones etc.)
Computers should be ‘cleaned’ between the two sessions
Folders should be created for 2^nd session candidates
2^nd session will be escorted in

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DURING THE EXAMINATION

No cell phones, manual, notes etc.
No contact between candidates
movement of INVIGILATORS be careful

CAT/IT educator are permitted in computer centre to assist with technical problems – they must be IN the lab

Seats should be allocated – candidates cannot to sit where they want

Phone Examination Hotline/District examination directorate if any problems

Continue on next slide

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THE DAY OF THE EXAM �(Educator and Invigilator must be in the lab all the time )

Teacher in the lab by 7:30

Switch the computers on an log on for the learners

Learners seated by 8:30 sharp – silence from this point exam starts

Go through the rules of a practical exam first
Show the learners where to find the data files
Let the learners make sure the folder is named according to their exam number – their responsibility as any other exam
Explain to them that they can get the original file again if they lose or corrupt data.
Do we? Open the exam paper and read the instructing page to them at 8:45
Learners start reading the paper at 8:50
Exam formally starts at 9.

Continue on next slide:

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From Departmental Instructions

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IN THE CASE OF A POWER FAILURE

Candidates are to remain in the computer room until the power supply has been restored
Candidates may not communicate with each other while waiting for the power to be restored (2 hours)
The centre manager should inform the local authorities immediately
The time lost during the power failure should be allowed as additional examination time
Phone Examination Hotline/District examination directorate

Continue next slide

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WHAT HAPPENS IF THE ELECTRICITY IS OFF?

Phone Examination Hotline/District examination directorate

Backup lab – second sitting
Backup paper

Note point no 6 in Annexure G

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COMPUTER MALFUNCTIONS�What happens if the computer freezes?

Candidates must be moved to backup equipment immediately and appropriate additional time, as well as time lost, must be provided to the candidates concerned.
No additional time will be allowed for work lost that was not correctly saved.
Chief invigilator to mention the cause of the problem in the technical report and submit it with the box.

Continue next slide

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WHAT HAPPENS IF DATA DISAPPEARS?

Phone Examination Hotline/District examination directorate immediately
Point no 7 in Annexure G

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INVIGILATION�no 4.20 in Annexure G

Invigilators must ensure that no copying of any kind takes place.
CAT/IT educator allowed ONLY:

For technical support to candidates.

A minimum of two educators must be present as invigilators at each centre during the examination.
See DBE_Regulations_Policy on Exam Administration page 97 (next slide copy)

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NUMBER OF INVIGILATORS

Additional invigilators should be present as follows:

The additional assistant(s) used at the end of the session must assist with printing/preparing of CDs/DVDs and also ensure that no editing or keying in takes place after the examination time has elapsed.

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WHAT TO DO AFTER THE EXAM?

The learners?
The invigilator/s?
The educator?

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EXTREMELY IMPORTANT TIME!

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How many CDs?

What to write on the CD or DVD disk and cover?

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WHY NOT ON A FLASH DISK?�

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CANDIDATES RESPONSIBILITY

Each candidate must ensure the label of his/her exam folder is exactly like his/her EXAM NUMBER.
Candidates must ensure that all relevant files have been stored within his/her exam folder.
Candidates must ensure that all the files are stored in the CORRECT folders.
Each candidate must ensure that all the files submitted for marking can OPEN (no shortcuts, hidden files etc.). This will done on a stand alone computer
Each candidate will be present with CAT/IT educator to verify the above before signing off the Information Sheet.
Candidates should ensure that the Information Sheet is submitted.

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ANNEXURE C - CHECKLIST

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COPYING OF FILES

Candidates must ensure that all relevant files are saved and open.
The educator must ensure that all relevant files are saved and open for EVERY LEARNER.
The educator should ensure that all files open on a stand-alone computer.
Verification by educator in conjunction with the candidate before information sheet is signed off.
Chief Invigilator to monitor this process rigorously.

The school/educator will be held responsible if learner’s work cannot be marked.

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CAT/IT EDUCATOR CD PREPARATION

Must collect all the learners' folders to a central computer.
Must ensure that the contents of each folder correspond with the information the learner wants to submit.
Must check that all learners' files can open from a central stand-alone computer (no shortcuts, damaged/missing files etc.).
Should ensure that the CD(s) are written and contains ALL the learners' files and folders on ONE CD.
Must write CD(s) with examination numbers, not with learners' names, inside a folder with the centre number.
Should check CDs (after burning process) together with candidates to ensure that all the files and folders are on the CD and that the files can open from the CD. Especially the database.

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OTHER INVIGILATORS

Invigilator:

Open data of backup CD on other PC
Control printing/Copying of CD/DVD(s)
Assisting CAT/IT educator with collection
Security – no copying, communication etc.
Control packaging of folders
Collection of Information Sheet

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PROBLEMS – COPYING CD’S

In the case of a network – all data is collected from a central computer.
In the case of stand-alone computers – the CAT/IT educator collects data with a flash drive from PC to PC. Keep it on the computer for a back-up.
Some schools let candidates write their own CDs – security measures should be in place.

(COPY NOT CUT)

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BACKUPS

The responsible educator must make backups or duplicate copies of candidates' work on CD.
A separate backup CD should be kept in the principals' office in the case of further queries at the marking centre.
NO flash disks should be used for saving! Only CDs or DVDs.
CDs should be clearly labelled using the centre number. Do not use stickers; use a permanent marking pen to write on the CD/DVD.
A backup should be included.

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SECURITY MEASURES

No candidate is allowed to leave the examination room until the end of the examination.
No movement of candidates.
Restrictions on networks should not allow communication between candidates.
If one printer is used – candidates should close files and programmes before the next candidate can print – strict supervision is required. (In the case of IT printing.)
Anti-virus programmes should be set to heal, not delete.

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CHALLENGES

District officials put pressure on educators to complete early.
The minimum invigilation requirements are not adhered to.
CAT/IT educator is under pressure, therefore all files are not copied.
CDs are not finalised.
Cut instead of copy takes place
Moved into wrong folders

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PREVIOUS CHALLENGES

Poor file management from educators AND learners – folder names
Not all folders on CD
Not all files on CD
Shortcuts
Deleting questions not done
Information Sheet not completed correctly
CD Checking (What happens then and thereafter?)

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CHALLENGES DURING MARKING

Problems with CDs
Restrictions
Irregularities – invigilation issues
Shortcuts saved
Not all files saved
IDs instead of exam numbers
IRR – subfolders with other numbers

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GENERAL

Learners have the responsibility to check their files
Information should remain on the computers for as long as possible

Make learners aware of size/date of files for checking

Save in the correct version
NO NAMES OF SCHOOLS!

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LEAVING OF ROOM

No learner is allowed to leave the room before ALL administration has been completed.
Learners going to the bathroom.

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WHAT TO HAND IN

Annexures A and C
Report on problems
Seating plan
CD’s x 2 and one in school safe
Each learner’s folder with completed Information Sheet

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HOW TO MANAGE A LEARNER WITH ADDITIONAL TIME

Report on them.
Separate CD.
Separate venue if they have a reader as well
Note this must be managed well especially if there is a second session.

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ANY QUERIES?

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Annexure A

Completed by the Teacher, Technician and the Principal a month before the exam.

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Annexure A��see the link below:��https://drive.google.com/file/d/1JX0CfsdIGFQmcFVttAT4Ls5zqnenR_sG/view?usp=sharing��

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Annexure A continue

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Annexure A continue

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Annexure B

Completed by the Head of Provincial Exams

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Annexure C

Completed by the Chief Invigilator and the Teacher after the exam

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