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Handbook english 2011

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National Examinations 2011, Handbook 2011, QAAET, Manama, Bahrain

National Examinations 2011, Handbook 2011, QAAET, Manama, Bahrain

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• 1. Quality Assurance AuthorityEducation & TrainingTraining Quality Assurance Authority for for Education &NATIONALEXAMINATIONSUNIT2011 Administration Handbookfor Schools Grade 3 Grade 6 Grade 9 Grade 12 Arabic Arabic Arabic Arabic Mathematics Mathematics Mathematics English English English Problem Solving Science Science
• 2. NATIONALEXAMINATIONSUNIT2011 Administration Handbookfor Schools Grade 3 Grade 6 Grade 9 Grade 12 Arabic Arabic Arabic Arabic Mathematics Mathematics Mathematics English English English Problem Solving Science Science
• 3. CONTENTS INTRODUCTION 7 ABBREVIATIONS USED IN THIS DOCUMENT 8 PART 1: PRINCIPLES 9 - 11 1.1 Responsibilities of the School 9 1.2 Administrative Services Provided by NEU 10 1.3 Communication 10 1.4 Examination Material 10 PART 2: EXAMINATION REGISTRATIONS 12 - 13 2.1 Students 12 2.2 Registration 12 2.3 Late Registration and Registration Amendments 13 PART 3: CONDUCT OF EXAMINATIONS 14 - 24 3.1 Preparation for the Examination 14 3.2 At the Beginning of the Examination 17 3.3 During the Examination 21 3.4 At the End of the Examination 23 3.5 After the Examination 24 PART 4: SPECIAL ARRANGEMENTS AND SPECIAL CONSIDERATION 25 - 39 4.1 Principles 25 4.2 Introduction 25 SPECIAL ARRANGEMENTS 4.3 Definition of Special Arrangements 25 4.4 Principles Governing Special Arrangements 25 4.5 Examination Criteria 26 4.6 How to Apply for Special Arrangements 26 4.7 Guidance on Particular Disabilities 274
• 4. 4.8 Regulations Governing the Use of Readers 304.9 Regulations Governing the Use of Writer/Scribe 324.10 Regulations Governing the Use of Computers, Word Processors and ElectronicTypewriters 334.11 Regulations Governing the Production of a Transcript 354.12 Appeals against the Outcome of Applications for Special Arrangements 36 SPECIAL CONSIDERATION4.13 Definition of Special Consideration 364.14 Principles Governing Special Consideration 374.15 Eligibility for Special Consideration 374.16 How to Apply for Special Consideration 384.17 Appeals against the Outcome of Applications for Special Consideration 39PART 5: MALPRACTICE AND MALADMINISTRATION 40 - 435.1 Introduction 405.2 NEU Procedures for Dealing with Suspected Malpractice 405.3 Suspected Malpractice by Students 415.4 Maladministration and Malpractice by School Staff 425.5 Appeals against decisions of the NEU Malpractice Committee 43PART 6: EXAMINATION RESULTS 44 - 476.1 Results Reports 446.2 Result Enquiries 44PART 7:FORMS 48 - 71FORM 1: Students Transfer Form 49 Notes on Completion of Form 1 50FORM 2: Application for Special Arrangements for Temporarily and Permanently Disabled Students 51 Notes on Completion of Form 2 52FORM 3: Writer/Scribe Cover Sheet 53 Notes on Completion of Form 3 54 5
• 5. FORM 4: Transcription Cover Sheet 55 Notes on Completion of Form 4 56 FORM 5: Application for Special Consideration for Part Absent Students and Students With a Temporary Disability or Affected by Adverse Circumstances 57 Notes on Completion of Form 5 58 FORM 6: Supplementary Attendance Register 59 FORM 7: Comments on the Examination 60 FORM 8: Notice to Students 61 FORM 9: Checklist for Invigilators 63 FORM 10: Suspected Malpractice Report Form 65 FORM 10.1: Malpractice Investigation Form (Student) 67 FORM 10.2: Malpractice Investigation Form (Invigilator) 68 FORM 11: Declaration of Interest in a Person Taking an NEU Examination 69 FORM 12: Result Enquiry Form 70 Notes on Completion of Form 12 716
• 6. INTRODUCTIONThe Quality Assurance Authority for Education and Training (QAAET) was established as anindependent body to ensure that the quality of education and training in Bahrain meets internationalstandards and best practice, in accordance with the vision set by the National Education Reforminitiatives. Under Article (4) of Royal Decree No. 32 of 2008, the QAAET is mandated to review thequality of the performance of education and training institutions in the light of the guiding indicatorsdeveloped by the Authority.The QAAET comprises four Units, the Schools Review Unit (SRU), the Vocational Review Unit(VRU), the Higher Education Review Unit (HERU) and the National Examinations Unit (NEU).Further information about QAAET can be found at www.qaa.edu.bhThe National Examinations Unit is mandated to develop and carry out national examinations toassess performance levels for classes of primary and secondary education stages.The four main objectives of the National Examinations Unit (NEU) are to:• Independently and nationwide examine the four core subjects of Maths, Science, Arabic and English in Grades 3, 6 and 9 to evaluate learning progress against the national curriculum.• Publish information on student, class and school performance.• Establish and implement examination requirements for Grade 12.• Work with different stakeholders to improve education in Bahrain.The NEU evaluates the performance of students and schools against the national curriculum. Theunit develops and publishes exam specifications that are based on the entire national curriculumin the subjects that are examined: Maths, Science, Arabic and English (at grade 3 Arabic and Mathsonly). From these the unit develops examinations and exam questions which fit the curriculum.National tests in the four core subjects are held every year in May and involve all students at allpublic schools in the country. The results of the national tests are reported to students and schools,and to the Ministry of Education (MoE) and the public, after approval by the Board of the QAAET.The reports identify key strengths and areas for improvement for students, schools and the overalleducation system.This Administration Handbook for Schools provides School Principals, Teachers and SchoolAdministrative Staff with all the information they need to ensure that the administration of thenational examinations runs smoothly for their Schools. Together with the subject-specific testspecifications, it gives them a comprehensive understanding of the national examinations.In April 2011 the NEU will run pilot tests for all Secondary schools at grade 12 in the subjectsof: Arabic, English and Problem Solving. The first national tests with published results in thesesubjects will be held in 2012. Specific references to grade 12 subjects only are inserted in bluefont in this Handbook; otherwise, all the provisions in the Handbook apply to every grade. 7
• 7. ABBREVIATIONS USED IN THIS DOCUMENT (ENGLISH VERSION ONLy) NEU National Examinations Unit MoE Ministry of Education QAAET Quality Assurance Authority for Education and Training8
• 10. and to demonstrate standards in the process of recognition of NEU’s examinations by otherorganisations.1.4.4 OwNERSHIP OF NEU EXAMINATION QUESTION PAPERSAll NEU question papers shall remain the property of QAAET until the question papers are releasedto Schools after the examination. Ownership of the question papers will remain with NEU.1.4.5 OwNERSHIP AND USE OF NEU MATERIALSchools may reproduce copies of past question papers and other materials for which NEU holdsownership, for internal School purposes, provided that copies are:• used exclusively by students at the School in connection with their class work or internal examinations;• not offered for sale or distribution in any circumstances;• inclusive of all NEU ownership symbols, acknowledgement and notices;• not warranted by NEU; or,• not passed to any third party.Schools must not distribute past papers electronically, including on websites only accessible overa School’s intranet.NEU is unable to give permission to reproduce:• any third party copyright material contained within the past papers. These items can be identified by the copyright acknowledgements which appear either under each item, or at the back of the question paper;• audio and video cassettes and tapes;• CDs, DVDs and mini-discs;• photographs.If staff at Schools wish to use material owned by NEU in any publications they are developing,they shall request permission from NEU. 11
• 11. PART 2: EXAMINATION REGISTRATIONS 2.1 STUDENTS 2.1.1 ELIGIBILITy (a) There are no age restrictions on entering for examinations. (b) Each student must be entered by a School. (c) A student is not permitted to enter for the same examination at two Schools in the same examination session. (d) All students must be registered for the correct Grade. 2.1.2 TRANSFERRED STUDENTS Students may only be transferred to a School registered with NEU. (a) A student who, after final registrations are made, transfers to another School becomes the responsibility of the receiving School. (b) A transfer student form must be completed by the receiving School confirming acceptance of the arrangements. (A copy of the form can be found in Part 7, Form 1). When the form has been received by NEU, the registration will be moved from the original School to the receiving School. (c) NEU is unable to accept a request for transfer received at NEU less than 30 days before the date of the first examination to be taken by the transfer student. (d) NEU is unable to accept requests for partial transfers (for example taking just one question paper of an examination at another School). 2.1.3 CORRESPONDENCE ABOUT STUDENTS All correspondence on any aspect of a student’s examination will be conducted between NEU and the School Principal or their deputy responsible for the student’s registration. Only in exceptional circumstances will NEU, at its discretion, correspond directly with students or their parents. 2.1.4 DISQUALIFICATION OF STUDENTS Any student for whom malpractice has been confirmed may be disqualified from at least the question paper concerned (see Part 5). 2.2 REGISTRATION 2.2.1 INITIAL REGISTRATION INFORMATION NEU requires initial registration information to:12
• 12. • aid the planning of the examinations;• plan the recruitment of examiners;• print required quantities of question papers.2.2 FINAL REGISTRATIONS(a) Schools will be asked to check and submit final registrations for each examination session.(b) It is the responsibility of the School Principal to ensure that accurate and complete final student entry data is submitted to NEU. All registration amendments must be submitted by the deadline for receiving amendments to avoid jeopardising the School’s student registrations.(c) All registrations must reach NEU by the published closing date. Late registrations and changes to registrations can be made until 03 March 2011 (28 February for Grade 12), after which no further registrations or changes to registration will be accepted.(d) Once all changes to student registration information have been received, revised school entry lists will be prepared by the NEU. These will show students in their correct classes and will be the School’s final record of student registrations during the examinations.(e) Registration Closing Dates: Grade 3 and Grade 6 03 February 2011 Grade 9 10 February 2011 Grade 12 21 February 20112.2.3 STUDENT NUMBERINGEvery student in each School will be assigned a number which will be their CPR number.2.3 LATE REGISTRATION AND REGISTRATION AMENDMENTSNo registrations or amendments will be accepted after 03 March 2011 (28 February for Grade12). 13
• 13. PART 3: CONDUCT OF EXAMINATIONS 3.1 PREPARATION FOR THE EXAMINATION 3.1.1 CONFIDENTIALITy STATEMENT NEU will provide a Confidentiality Statement to Schools. Each School Principal and invigilator will be asked to sign a Confidentiality Statement. Copies of these statements must be kept in the School Examination File set up for each examination session. 3.1.2 COLLECTION OF QUESTION PAPERS AND EXAMINATION MATERIALS Schools must inform NEU in advance of the name of the school representative(s) who will collect and return back the question papers for each day of the examination period. The representative must collect the question paper packets from the Distribution Centre on the morning of the examination between the times of 06:00 and 07:30 hours. All school representatives will be required to sign a Confidentiality Statement before they can take the question papers packets away. Schools should allow plenty of time for the collection of question papers to ensure that the examinations are not delayed. NEU will advise schools of the address of the Distribution Centre by 04 April 2011. Schools will be provided with the following materials: • Question papers sealed in secure envelopes. • Listening CDs sealed in secure envelopes (for all language tests except Arabic at Grade 12). • List of question paper packets for the School. • The address of the Centre where student answer papers need to be delivered after the • examination. • Examination materials for all examinations will be provided on the first day of the examination timetable. Before leaving the Distribution Centre, the representative must check that he/she has all the materials needed and also that he/she does not have any materials that belong to another School. The seal of each secure envelope must be intact and the packets undamaged. Any problems must be immediately reported to staff at the distribution centre. Question paper packets should be given to each Invigilator as soon as possible. The Invigilator must ensure that they have been given the correct packet for their class and school. Question paper packets must remain sealed until the examination is due to start. They must be opened in the examination room no more than 10 minutes before the start of the examination.14
• 15. 3.1.4.4 CLOCk A reliable clock or some other mechanism for displaying the time must be visible to all students in the examination room. 3.1.4.5 EXAMINATION START AND FINISH TIMES The Invigilator must ensure that the students are aware of the duration of the question paper and its start and finish times. 3.1.4.6 NOTICE TO STUDENTS An A3 size poster Notice to Students must be displayed both inside and outside the examination room. A copy of this Notice to Students can be found in Part 7 (Form 8), and should be distributed to students (and parents) in the week before the first national examination takes place. 3.1.4.7 SEATING ARRANGEMENTS The seating arrangements must be such as to prevent students from overlooking the work of others, intentionally or otherwise, or to be disturbed by other students. Wherever possible: (a) each student must have a separate desk or table of sufficient size to comfortably accommodate question papers; (b) if, in exceptional circumstances, students are not working at individual desks, they must be sufficiently far apart so that their work cannot be seen by, and contact cannot be made with, other students; (c) students must be seated in student number order, with student numbers labelled on each desk. For listening examinations, the School must ensure that all students can hear the CD clearly. Any student suffering from an infectious or contagious disease must take the examination in a separate room in which all the examination regulations can be applied. The student’s answer paper must be packed separately from other answer papers at the School and labelled accordingly, and advice should be sought from NEU. The seating plan for each class should be kept in the School Examination File. 3.1.5 INVIGILATION ARRANGEMENTS An Invigilator, who should not be the class or subject Teacher, must be in the room to supervise each examination. They must give their whole attention to the proper conduct of the examination and must not perform any additional task (for example, marking) in the examination room. When only one Invigilator is present, he or she must be able to summon assistance easily, without leaving the examination room and without disturbing the students.16
• 16. A copy of Checklist for Invigilators must be available to each Invigilator in each examination room.Invigilators must be familiar with the regulations contained in Part 7 (Form 9) and the contentsof the Notice to Students (Form 8). A copy of this Administration Handbook for Schools must beavailable to all Teachers and Invigilators in School and must be easily accessible.A Checklist for Invigilators can be found in Part 7 (Form 9). It is intended to be used as a reminderfor Invigilators and must only be used in conjunction with the regulations contained in thisAdministration Handbook for Schools.Schools must complete and keep signed records of who invigilated each examination in the SchoolExamination File and have them available for inspection by NEU at any time.3.1.6 DECLARATION OF INTERESTIf a member of staff has an interest in a person taking an examination they must complete theDeclaration of Interest form (a copy of this form can be found in Part 7 (Form 11). This must behanded to the School Principal who shall arrange for a copy of the form to be sent to NEU. Theoriginal of the form must be stored for a period of 1 year and must be available for inspection byNEU at any time.If the School Principal has an interest they must also complete the Declaration of Interest form.For the purpose of the Declaration of Interest, you have an interest in a person if that person is:• a close relative, for example, children, grandchildren, cousins, or nieces and nephews;• any person whose relationship to you could compromise the integrity of the School or NEU examinations; or,• any person whose relationship to you could compromise your integrity or good name, as a School employee or otherwise, if the relationship were not disclosed.A copy of all completed Declaration of Interest forms must be kept in the School Examination File.3.2 AT THE BEGINNING OF THE EXAMINATIONSchools must ensure that students take NEU’s examinations at the session times indicated on thetimetable.3.2.1 IDENTIFICATION OF STUDENTSThe Invigilator must check the identity of every student in the examination room, using the CPRor ID card.3.2.2 UNAUTHORISED MATERIALSStudents may take into the examination room only those articles, instruments or materials whichare expressly permitted in the rubric of a question paper. Detailed information on the examinationmaterials that students require in the examination room is provided on the cover of each questionpaper. 17
• 17. Unauthorised materials, for example school bags, text books or mobile phones must be left either outside the examination room or with the Teacher/Invigilator. All mobile phones must be switched off. If unauthorised materials have been taken into the examination room, such materials must be placed out of reach of the students before the examination commences. 3.2.3 STUDENT NUMBERS All students should be reminded that their CPR number will be their unique student entry number. CPR numbers are used on the School Entry Lists, on Attendance Registers, and on labels to be stuck on the front of each question paper. The Invigilator should ensure that the correct student label is attached to the front of each question paper (for grade 12 Problem Solving Paper 2 the label should be stuck on the front of the separate Answer Booklet). An example of the student label is shown below. The larger label contains full details of the student which should be checked for each student. ONLy the smaller label containing the student’s CPR number and bar code, should be stuck on the front of the student’s question paper in the space provided (for grade 12 Problem Solving Paper 2 the label should be stuck on the front of the separate Answer Booklet). where a student is absent for an examination, the smaller CPR label should still be stuck on the front of the question paper (or Answer Booklet for grade 12 Problem Solving Paper 2) and the invigilator must write “absent” in the box provided: ALL question papers (including absentees and unused question papers) (and Answer Paper Booklets for Problem Solving Paper 2) must be returned to the NEU – the only exception to this is the Question Paper for Problem Solving Paper 2. Invigilators must ensure that students do not write on the bar code. In addition students must be told not to write their name, student number or CPR number anywhere on the question paper. If a CPR label is missing for a student, the invigilator should tell the student to write the CPR number in the space provided for the label on the front of the question paper. 3.2.4 ATTENDANCE REGISTERS Attendance Registers are for recording the presence of students, and must be completed in accordance with the instructions printed on them.18
• 20. • inform students that: (a) they must write their answers clearly, (b) correcting fluid/correcting pens must not be used, (c) highlighters and glue must not be used, (d) all work must be done on the question paper (except Grade 12 Problem Solving Paper 2).• remind the students that they must not correspond in any way with, seek assistance from, or give assistance to, another student whilst they are in the examination room; warn students that any unauthorised material not previously handed in must be handed in. This should include any food or drinks, which may only be allowed in the examination room with the specific approval of the School Principal.• inform the students of the time allowed for the examinations and announce clearly that they may begin to write their answers;3.3 DURING THE EXAMINATION3.3.1 ATTENDANCE REGISTERSAttendance Registers are for recording the presence or absence of students and must be completedin accordance with the instructions printed on them. At the start of the examination Invigilatorsmust ensure that they have the correct Attendance Register for the Grade, teaching group, subjectand paper being taken.3.3.2 SUPERVISION OF THE STUDENTSInvigilators must supervise the students throughout the whole time the examination is in progressand give complete attention at all times to this duty (see 3.1.5).3.3.3 USE OF DICTIONARIESDictionaries (including electronic dictionaries) are not permitted in examinations.3.3.4 LATE ARRIVAL OF STUDENTSA student who arrives after the starting time for an examination may be allowed to enter theexamination room and to take the examination. At the discretion of the Invigilator, additional timemay be allowed at the end of the examination to compensate for the lost time. The student mustbe informed that their work may not be accepted.A student who arrives for the examination after one or more students have already completed andleft the examination room will not be allowed to take the examination.In cases where a student is late for good reason, such as sudden illness or transport difficulties,so long as there has been no breach of examination security, the work completed in the whole ofthe examination, including that completed in any additional time allowed to compensate for latearrival, will be accepted. 21
• 24. PART 4: SPECIAL ARRANGEMENTS AND SPECIALCONSIDERATION4.1 PRINCIPLESThe NEU wants its examinations to be accessible to all students who are able to benefit from them.It is recognised that some students with special needs and learning disabilities will not benefitfrom taking the examinations, and the School Principal is the person best placed to determineeach individual case. School Principals are strongly encouraged to read the whole of Part 4 beforedeciding if a student with special needs or learning disabilities is to be entered for the NEU’sexaminations.4.2 INTRODUCTIONThis section is designed to help those Schools entering students who have permanent disabilitiesor who suffer from medical conditions which affect performance at the time of the examinationsor who have sat the examination(s) under adverse conditions, affected by illness, bereavement orother acceptable circumstances.Schools should refer to the relevant section as the need arises. Once arrangements have beenagreed by NEU, the regulations governing those arrangements must be observed. Failure tocomply with the regulations may lead to the disqualification of the student.Before applying for any provision, sections 4.3 to 4.17 should be consulted as appropriate.SPECIAL ARRANGEMENTS4.3 DEFINITION OF SPECIAL ARRANGEMENTSSpecial Arrangements are made to allow students with substantial and long-term disabilities to gainaccess to the examination and to demonstrate their attainment in the best possible examinationconditions. Special Arrangements include an extra time allowance, the provision of speciallyadapted papers, assistance with reading or writing, etc. All applications are considered on anindividual basis, however, NEU will not consider arrangements that are not specifically requestedby the School (see 4.5(c)).4.4 PRINCIPLES GOVERNING SPECIAL ARRANGEMENTS(a) All students are assessed according to the same marking criteria.(b) All students are assessed for what they know and can do, not for what they might have achieved, had circumstances been different.(c) Special Arrangements must not give the student an advantage over other students.(d) Special Arrangements must not interfere with the integrity of the examination (see 4.5) and will therefore be restricted in certain subjects.(e) Applications for Special Arrangements with the reason being that Arabic is not the student’s first language will not be considered as valid grounds for an application. 25
• 31. Failure to comply with the regulations may lead to the disqualification of the student. (j) If the School Principal considers that the arrangements have not, for any reason, enabled the student to demonstrate his/her attainment in the examination, then a request for Special Consideration must be submitted to NEU with an explanation of the difficulties experienced by the student. 4.9 REGULATIONS GOVERNING THE USE OF A wRITER/SCRIBE A writer/scribe is a designated person who writes down, types or word processes a student’s dictated answers to questions. Students are eligible to use a writer/scribe if they suffer from long-term or temporary disabilities that prevent them from communicating by any other means. If writing is a skill which is being examined and the use of a writer could modify the requirements of the subject being examined, the student will need to dictate all punctuation to be included in their responses and any assistance provided with spelling by the writer must be noted on the writer/scribe cover sheet. All assistance provided to the student by the writer/scribe must be described on the cover sheet in full. However a writer/scribe will not be possible in certain language examinations where it is not possible to dictate responses. For students requiring a writer/scribe and a reader, the same person may act as both. (See Regulations Governing the Use of Readers, 4.8.) (a) Permission for the use of a writer/scribe must be obtained from NEU prior to the examination. (b) The use of a writer/scribe must neither give a student an unfair advantage nor disadvantage the student. (c) The use of a writer/scribe must modify neither the requirements for the subject being examined, nor the specific subject requirements. In some cases the writing of answers by the student may be the skill being examined, such as language examinations and therefore the use of a writer will not be permitted (see 4.4.). (d) Additional time will be permitted for the use of a writer/scribe and will normally be up to 25% of the prescribed duration of the examination. (e) A writer/scribe must be a responsible adult who is able to produce an accurate record of the student’s answers; who can write legibly, type or word process at a reasonable speed; and, in the case of a scientific or mathematical subject, should ideally have a working knowledge of that subject. (f) A writer/scribe is responsible to the School Principal and the person who is to act as the writer/ scribe must be acceptable to the School Principal. (g) A writer/scribe should not normally be the student’s own Teacher but there may be circumstances in which it is necessary to use the student’s own Teacher in that capacity. In such cases, NEU must be specifically consulted. On no account may a relative or friend of the student be used as a writer/scribe.(h) A student using a writer/scribe must be accommodated in such a way that no other student is able to hear what is being dictated. A separate room and separate invigilation will be required. The writer/scribe may not also act as the Invigilator. The need for a writer/scribe may not arise until immediately before or during an examination. The School should provide a writer/scribe, alternative accommodation and supervision and ensure that the Regulations Governing the Use of a Writer/Scribe are observed. The situation must be reported immediately to NEU (see 4.6 (e)).32
• 36. 4.14 PRINCIPLES GOVERNING SPECIAL CONSIDERATION(a) All students are assessed according to the same marking criteria.(b) All students are assessed for what they know and can do, not for what they might have achieved, had circumstances been different.(c) Special Consideration must not give the student an advantage over other students.(d) Special Consideration must not interfere with the integrity of the examination and will therefore be restricted in certain subjects.4.15 ELIGIBILITy FOR SPECIAL CONSIDERATION(a) A student will be eligible for Special Consideration if: • erformance in a question paper is affected by circumstances beyond the control of the p student, for example recent personal illness, accident, bereavement, serious disturbance during the examination (but see 4.15 (c)); • art of an examination is missed due to circumstances beyond the control of the student, p for example recent personal illness, accident, bereavement subject to the minimum requirements in 4.15 (d); • pecial Arrangements which were made in respect of a permanent or long-term disability S proved inappropriate or inadequate.(b) A student will not be eligible for Special Consideration if: • ny part of the examination is missed due to personal arrangements including holidays, or a unauthorised absence from any question paper; • hey have been disadvantaged due to reasons which were not beyond their control, for t example misreading the timetable or question paper; • evidence is supplied by the School that the student had been affected at the time of the no examination by a particular condition, for example epilepsy, diabetes; • hey have already received Special Arrangements for the same circumstance; t • he reason for the application is because Arabic is not the student’s first language. t(c) Students, either individually or as groups, will not be eligible for Special Consideration if: • reparation for a question paper is affected by difficulties during the course, for example p disturbance through building work, lack of proper facilities, changes in or shortages of staff, industrial disputes; • he effect on the final examination cannot be reliably quantified by NEU; t • he incorrect question paper is completed; t • the students have not been adequately prepared for the examination.(d) For Special Consideration to be granted in respect of a missed question paper, the student must have completed a minimum of 50% of the subject examination (and see 4.13 (b) and (c)). 37
• 37. 4.16 HOw TO APPLy FOR SPECIAL CONSIDERATION (a) Applications must be made on the Special Consideration form. (A copy of this form can be found in Part 7, Form 5.) Please ensure that the relevant form is used and that the form is completed correctly and in full. NEU cannot guarantee to consider a School’s request if we do not receive the correct information. (b) If a student is likely to be affected for the whole examination session, for example because of bereavement or long-term illness, state the students year Grade and submit the form at the start of the examination session. This will ensure that NEU receives all of the necessary information and that the information is up-to-date and correct. (c) NEU will not accept Invigilator reports or applications included with answer papers as applications for Special Consideration. Schools must complete the correct form and send it directly to NEU. (d) Applications on behalf of students affected by illness, including those Part Absent from an examination, must be supported by medical evidence. Failure to submit such evidence will disqualify any such student from receiving Special Consideration. Evidence submitted in support of Special Consideration applications must not be written by a friend or relative of the student. Where this is unavoidable, the evidence must be counter signed and authorised by a senior member of School staff normally the School Principal. NEU reserves the right to refuse evidence that has been written by a friend or relative of the student. (e) NEU will acknowledge all approved applications with a standard letter. It is not NEU’s policy to inform Schools of specific details regarding the actions taken during the Special Consideration process. (f) If the application is rejected, NEU will inform the School of the reasons. (g) Applications must be submitted by the School making the registration. No applications will be accepted from students or their parents. (h) Deadline for submitting applications is the day after the last examination in the question papers affected (but see 4.16 (b)). (i) Please read the notes printed on the back of the application form before completion. Completed forms must be submitted to: National Examinations Unit Doha Plaza, 10th floor Building 2334, Road 2830, Block 428 Seef District Fax: 1756230838
• 38. 4.17 APPEALS AGAINST THE OUTCOME OF APPLICATIONS FOR SPECIAL CONSIDERATION(a) If, having received the result of any application, a School Principal wishes to appeal against that outcome, the School Principal may submit an appeal to NEU.(b) Schools must submit appeals, in writing, within 10 days of the date of the notification of the decision.(c) NEU will inform Schools of the outcome of their appeal within 10 days of the date of the appeal.(d) The outcome of an appeal is regarded as final and NEU will not enter into further correspondence about an appeal with Schools after notification of the outcome of that appeal. 39
• 39. PART 5: MALPRACTICE AND MALADMINISTRATION 5.1 INTRODUCTION Malpractice and maladministration are those actions that may threaten the integrity of NEU examinations. It is the responsibility of the School Principal to report immediately all cases of suspected malpractice and maladministration to NEU using form 10. 5.2 NEU PROCEDURES FOR DEALING wITH SUSPECTED MALPRACTICE (a) NEU will acknowledge the receipt of reports of malpractice. When dealing with suspected malpractice, NEU will deal primarily with the School Principal or his/her nominated representative. It is the responsibility of the School Principal to carry out an investigation and submit a full written report with supporting evidence to NEU (using Form 10.1 or 10.2 as appropriate). (b) If further investigation is necessary the results of the students concerned will be withheld pending the outcome of that investigation. NOTE: Any documents requested must be sent to NEU within 10 days from the date of the request or it will be considered that the School/student has nothing to add and the Malpractice Committee will review the case on the basis of the evidence that has been presented. (c) On the basis of the information received, the matter will be referred to the NEU Malpractice Committee, which will decide what action, if any, should be taken. Each case of suspected malpractice will be considered on an individual basis in light of all the information available. (d) The following penalties may be imposed: • a warning may be issued; • marks may be deducted or no marks awarded for a question paper; • tudents may be disqualified from the question paper in which the malpractice took place. s In some cases the disqualification may be extended to the subject or all subjects taken in a session; • n some serious cases involving theft, personation or the falsification of documents the i police may be informed. Other penalties may be imposed at the discretion of the NEU Malpractice Committee. (e) School Principals will be informed of decisions in writing as soon as possible after decisions are made. It is the responsibility of the School Principal to correspond the outcome to the individuals concerned.40
• 40. 5.3 SUSPECTED MALPRACTICE By STUDENTSThe following are examples of malpractice by students. The list is not exhaustive and other instancesof malpractice may be considered by NEU at its sole discretion:• obtaining unauthorised access to examination material;• introduction of unauthorised material into the examination room;• use of a calculator or other means of arriving at an answer when this is not permitted;• collusion or attempted collusion with other persons during the examination;• copying from another student;• disruptive behaviour in the examination room;• failure to abide by the instructions of the Invigilator;• personation;• plagiarism;• failure to abide by the conditions of supervision designed to maintain the security of the examinations;• the inclusion of offensive or obscene material in answer papers.5.3.1 SUSPECTED MALPRACTICE IN EXAMINATIONS(a) Cases identified by the School (use Form 10 only) Any actual or suspected case of malpractice identified by the School must be reported in writing to: National Examinations Unit Doha Plaza, 10th floor Building 2334, Road 2830, Block 428 Seef District Fax: 17562308 Reports must be supported by statements from the Invigilators and students concerned. Any unauthorised material found in a student’s possession must be included with the report. If the conduct of a student is such that his/her continued presence in the examination room would cause disruption to other students then he/she may be removed from the examination room. All cases of disruptive behaviour, whether or not the student was removed from the examination room, must be reported to NEU. Reports of cases of malpractice in written examinations, identified by the School, must include: • a detailed account of the circumstances surrounding the suspected malpractice including, in the case of disruptive behaviour, an indication as to whether the behaviour continued after warnings were given, and a report of any investigation carried out by the School; • written statements from the Invigilators and other staff concerned; • handwritten statements from the students concerned or a statement from the student(s) indicating that they have been given the opportunity to make a statement; • seating plans; 41
• 42. (d) NEU will endeavour to ensure that students are neither advantaged nor disadvantaged as a consequence of malpractice or maladministration by staff. However, it may be necessary to withhold the results for all students until the Committee has completed its consideration of the case.(e) The following actions may be taken by the NEU Malpractice Committee: • a warning as to their future conduct may be issued to the School or staff involved; • members of staff may be debarred from involvement in the administration of NEU examinations for a specified period of time; • the police and other relevant authorities may be informed.5.5 APPEALS AGAINST DECISIONS OF THE NEU MALPRACTICE COMMITTEE(a) Any appeal against a decision of the NEU Malpractice Committee will be considered by the NEU Malpractice Appeals Committee provided that it is endorsed by the School. When making an appeal, please provide NEU with any additional information or evidence you would like the Malpractice Appeals Committee to consider.(b) Any appeal from a School must be in writing from the School Principal and must be made within 10 days from the date of the notification of decision.(c) Once an appeal is submitted all communication relating to the case must be in writing.(d) No communication with students or parents of students will be entered into regarding an appeal.(e) NEU will inform the School of the outcome of their appeal within 10 days of the date of the appeal.(f) The outcome of an appeal is regarded as final and NEU will not enter into further correspondence about an appeal with the School after notification of that outcome. 43
• 43. PART 6: EXAMINATION RESULTS 6.1 RESULTS REPORTS Following the marking of the student’s answer papers, NEU will produce four results reports, these being: • Report to the Ministry of Education – This details the performance of Schools grouped by MoE district and national performance by skill and topic. • School Report – This details the performance of teaching groups within a School in one subject compared with the MoE district and national averages. • Student Report – This details the performance of one student compared with national averages covering all subjects. • Teaching Group Report – This details the performance of a teaching group in one subject compared with school and national averages (not available for grade 12). 6.2 RESULT ENQUIRIES NEU carries out extensive quality checks prior to result reports being issued. However, a Result Enquiry service is available to Schools in case it is felt that additional investigation into the Report of one or more specific students is appropriate. A fee will be charged for the services described in 6.2.2 below, refer to 6.2.3 for details. 6.2.1 SUBMISSION OF ENQUIRIES (a) Application forms for Enquiries about Student Result Reports will be provided to Schools and will normally be despatched with the Student Reports. (A copy of this form can be found in Part 7, Form 12 ). (b) Enquiries about Student Result Reports must be • submitted on the appropriate form provided by NEU, • submitted to NEU by the School Principal responsible for the student’s entry within two weeks of receiving the Result Reports. Schools are advised that they must submit enquiries as soon as possible after the Student Result Reports have been issued. (c) NEU will not consider • any telephone requests for enquiries about results, • any requests for enquiries about results involving any answer papers for which malpractice has been confirmed, • any requests for enquiries about results from individual students or their parents.44
• 46. NEU will inform the School Principal in writing of the outcome of a Stage 2 appeal within 10 daysof the date of receiving the Stage 2 appeal.The outcome of an appeal is regarded as final and NEU will not enter into further correspondenceabout an appeal with the School Principal after notification of the outcome of that appeal.It is the responsibility of the School Principal to forward the outcome of an appeal to the studentsand parents as soon as it is received. The School Principal must also notify the students andparents that this outcome is regarded as final. 47
• 47. PART 7: FORMS Copies of the following forms can be found in this section. These may be photocopied for use by Schools. Form Number Form Description FORM 1 Student Transfer Form Application for Special Arrangements for Temporarily and Permanently FORM 2 Disabled Students FORM 3 Writer/Scribe Cover Sheet FORM 4 Transcription Cover Sheet Application for Special Consideration for Part Absent Students and Students FORM 5 with a Temporary Disability or Affected by Adverse Circumstances FORM 6 Supplementary Attendance Register FORM 7 Comments on the Examination FORM 8 Notice to Students FORM 9 Checklist for Invigilators FORM 10 Suspected Malpractice Form FORM 10.1 Malpractice Investigation Form (Student) FORM 10.2 Malpractice Investigation Form (Invigilator) FORM 11 Declaration of Interest in a Person Taking an NEU Examination FORM 12 Result Enquiry Form48
• 48. Form 1Student Transfer FormPlease read the notes overleaf before completing this form.1. Current Student Details (enter full details below)School Number: School Name:Student Name:Student CPR Number: Grade: 3 6 9 122. Transfer to (enter the Accepting School details below)School Number: School Name:School Address:3. Authorising SignatureName: Position:Signature: Date:Once signed, please photocopy this form as required and return the completed form to:National Examinations UnitDoha Plaza, 10th ﬂoorBuilding 2334, Road 2830, Block 428Seef DistrictFax: 17562308 49
• 49. STUDENT TRANSFER FORM – NOTES ON COMPLETION OF FORM 1 • This form must be completed by the School accepting the student. • Acceptance of a request for transfer is at your discretion. • A student’s registration cannot be transferred from one examination session to a future one. • All papers must be taken at your School. • No requests for partial transfer will be allowed. • The completed form must be received by NEU 30 days before the start of the first examination. • Transfers will be considered as a new registration under the Accepting School.50
• 50. Form 2Application for Special Arrangements for Temporarily andPermanently Disabled StudentsPlease read the notes overleaf before completing this form.Section A Student DetailsSchool Number: School Name:Student Name:Student CPR Number: Grade: 3 6 9 12Section B Reason for ApplicationTemporary/Permanent Disability – Details/CircumstancesIs Supporting Evidence Attached? Yes / NoHave Special Arrangements been previously awarded to this student by NEU? Yes / NoIf Yes please conﬁrm the examination session(s) the Arrangements were granted forSection C Special Arrangements RequestedSection D Subjects for which Application is MadeSubject Title Question Paper(s)Section E DeclarationI unreservedly support this application and am satisﬁed that the information on this form is correct.Name (School Principal):Signed: Date: 51
• 52. Form 3Writer/Scribe Cover SheetFor guidance on how to complete this form, please see overleaf.School Number: School Name:Student Name:Student CPR Number: Grade: 3 6 9 12Subject TitleQuestion Paper Comments (if appropriate)The attached copy of the above named student’s answer paper was prepared by a writer/scribeduring the examination in accordance with the Regulations Governing the Use of a Writer/Scribein Part 4 of the Administration Handbook for Schools.Signed(Writer/Scribe)Name(Block Capitals Please) Date:Signed(School Principal)Name(Block Capitals Please) Date: Comments (if appropriate)SignedName Date(Block Capitals Please) 53
• 53. writer/Scribe Cover Sheet – Notes on Completion of Form 3 Notes for the School • The form must be completed and securely attached to the FRONT of the student answer paper, which must be submitted to NEU in the normal way. A copy of NEU’s letter of approving the use of a writer/scribe should also be attached to the answer paper. • The answer paper must be prepared in accordance with the Regulations Governing the Use of a Writer/Scribe in Part 4 of the Administration Handbook for Schools. • It is essential that the information requested in the boxes at the top of the form is completed in full. • In the box marked ‘Comments’, indicate whether any problems have been experienced with the production of the answer paper which you consider should be drawn to the attention of the Examiner and/or NEU. The reason why the use of a writer/scribe was necessary must not be given. • The form must be signed by the person producing the answer paper and countersigned by or on behalf of the School Principal for the student answer paper to be accepted. Notes for the Examiner • In the box marked ‘Comments’, indicate any information which you consider should be drawn to the attention of staff in NEU. • The form must be signed by the Examiner to indicate that the transcript and letter approving the use of a writer/scribe have been read.54
• 54. Form 4Transcription Cover SheetPlease read the notes overleaf before completing this form.School Number: School Name:Student Name:Student CPR Number: Grade: 3 6 9 12Subject TitleQuestion Paper Comments (if appropriate)The attached copy of the above named student’s answer paper was prepared by a transcriberduring the examination in accordance with the Regulations Governing the Production of aTranscript in Part 4 of the Administration Handbook for Schools.Signed(Transcriber)Name(Block Capitals Please) Date:Signed(School Principal)Name(Block Capitals Please) Date: Comments (if appropriate)SignedName Date(Block Capitals Please) 55
• 55. Transcription Cover Sheet – Notes on Completion of Form 4 Notes for the School • The form must be completed and securely attached to the FRONT of the transcript and attached to the BACK of the student’s answer paper, and despatched to NEU in the normal way. A copy of NEU’s letter approving the transcription should also be attached to the transcript. • The transcript must be prepared in accordance with the Regulations Governing the Production of a Transcript in Part 4 of the current edition of the Administration Handbook for Schools. • It is essential that the information requested in the boxes at the top of the form is completed in full. • In the box marked ‘Comments’, indicate whether any interpretation has been shown on the verbatim transcript and any other information which you consider should be drawn to the attention of the Examiner and/or NEU. The reason why the transcript was necessary must not be given. • The form must be signed by the person producing the transcript and countersigned by or on behalf of the School Principal for the transcript to be accepted. Notes for the Examiner • In the box marked ‘Comments’, indicate any information which you consider should be drawn to the attention of staff in NEU. • The form must be signed by the Examiner to indicate that the transcript and letter of approval for the transcription have been read.56
• 56. Form 5Application for Special Consideration for Part Absent Students andStudents with a Temporary Disability or Affected by AdverseCircumstancesPlease read the notes overleaf before completing this form.Section ASchool Number: School Name:Student Name:Student CPR Number: Grade: 3 6 9 12Section B Examination for which Application is Made (Tick as Appropriate) Question Did not Sit Sat part of the Date of Present but Question Paper Subject Title Paper Question Examination Disadvantaged (State amount of Number Paper time completed)Section C Summarise Adverse Circumstances Affecting Examination Performance orTemporary DisabilitySection DIs supporting evidence attached? Yes / NoSection E DeclarationI unreservedly support this application and am satisﬁed that the information on this form is correct.Name (School Principal):Signed: Date: AWARDER’S RECOMMENDATIONS AND INITIALS (FOR OFFICE USE ONLY) 57
• 58. Form 6Supplementary Attendance Register Grade Subject and Question Paper Title and Number School Name School Number Date of Question Paper Attendance Student CPR Number Student Name Present Absent1. This form should be completed for any students who do not appear on your pre-printed Attendance Register.2. Record in the ATTENDANCE column one of the following: � in present box for every student who is present. � in absent box for every student who is absent or withdrawn.3. Make a photocopy of this form for the School Examination File.Name of InvigilatorSignature Date 59