UNIVERSITY OF JOHANNESBURG

Transcription

1 UNIVERSITY OF JOHANNESBURG CIRCULAR TO ALL: HEAD OF DEPARTMENTS ASSESSMENT OFFICERS HEADS OF FACULTY ADMINISTRATION EXTERNAL INVIGILATORS FINAL ASSESSMENT OPPORTUNITIES AS WELL AS OTHER ASSESSMENT OPPORTUNITIES (TESTS) FOR 2018 The University places a high premium on honesty during the writing of assessment opportunities. Therefore, we rely on the invigilators to implement the assessment opportunity regulations (which also apply to tests) strictly and to report any dishonesty immediately for steps to be taken according to the existing procedures. Therefore, you are kindly, but emphatically, requested to abide strictly by your responsibilities as an invigilator in order to assist the University in counteracting any transgressions of assessment opportunity regulations. 1. The following documents are attached: 1.1 A copy of the assessment regulations (ANNEXURE 1). 1.2 A comprehensive explanation of the procedures followed in the event of transgressions (ANNEXURE 2). 1.3 A copy of information about assessment regulations for students (ANNEXURE 3). 1.4 A copy of information about supplementary and substitute assessment opportunities. (ANNEXURE 4). 1.5 A summary of assessment regulations (ANNEXURE 5). 1.6 Power failure/state of emergency during assessment opportunities (ANNEXURE 6). 1.7 Student access to assessment venues (ANNEXURE 7). 1.8 Tasks and responsibilities of invigilators (ANNEXURE 8). It would be appreciated if you could familiarise yourself with the content of these documents. Chief Invigilators must explain the assessment regulations (ANNEXURE 1) to students directly before every assessment opportunity, including point 2 regarding the procedures followed when there is any alleged irregularity. (ANNEXURE 5 contains a summary of the regulations and could be used as information to students before commencement of an assessment session.) Please note that for security reasons, assessment venues will remain locked until just prior to an assessment opportunity. Protection Services will manage a central service point to make keys to assessment venues available to the respective invigilators 30 minutes before the commencement of an assessment opportunity and to receive the keys again after the termination of an assessment opportunity. The arrangements pertaining to keys to venues do not apply to assessment opportunities written in departmental venues with smaller numbers of students.

2 APK: Under B Les 101. APB: Study Centre (Old Franks Canteen ground floor). DFC: John Orr building, ground floor Atrium C next to exit 5 and 6. DFC: Samsung Safekeeping, 3rd floor entrance, Q-K building (Old Perskor Building) SWC: TW Kambule building at the back A1. Times: From 26 May 2018 to 12 June 2018 Monday to Friday: am 23:00 pm Saturdays: am 18:00 pm The departments making use of internal invigilators (lecturers) should provide them with a copy of this document. Your cooperation in ensuring the success of the assessment opportunity process is appreciated. 2. Emergency Contact Details: Protection Services 2.1 What is an emergency? An emergency is any immediate threat to life and property that requires an immediate response of the appropriate authorities (e.g. the UJ s Protection Services, or fire and ambulance emergency services). Examples of emergencies include serious injury or illness, fire, or crime in progress. If you are unsure whether a situation constitutes an emergency or not, contact the Protection Services control room anyway. 2.2 Control Rooms APK (Auckland Park Kingsway Campus) Control room (Library Bridge Basement) = /3400 Isaiah Ramakgolo (Head) = APB (Auckland Park Bunting Road Campus) Control room (Cnr of Ibis and Bunting Road) = /1076 Thompson Mkanzi (Head) = DFC (Doornfontein Campus) Control room (Near Main Entrance) = /6085 Wellington Ngubane (Head) = SWC (Soweto Campus) Control room (Near Main Entrance) = Werner Botes (Head) = SHELLAINE ROOI Senior Manager: Assessment 07 May 2018

3 UNIVERSITY OF JOHANNESBURG ANNEXURE 1 ASSESSMENT REGULATIONS 1. No candidate will be allowed to enter the assessment venue half an hour after the official starting time. 2. No candidate may leave the assessment venue in the first 30 minutes of the official commencement of an assessment opportunity. 3. A candidate may leave the assessment venue temporarily, but only with the permission of the Chief Invigilator and under supervision. 4. During the assessment opportunity, no smoking or eating will be permitted and no candidate may leave the assessment venue to smoke or eat. 5. As soon as the assessment papers are handed out, silence must prevail. If candidates require any information, they must raise their hands to attract the attention of the invigilator. 6. (a) Students may write only in the assessment book/test paper and not on the question paper or any other article. (b) (c) (d) Any rough work done in the assessment book or on the test paper must be crossed out and marked as such. No part of the assessment book/test paper may be torn out. No rough copy, assessment book, test paper or part thereof may be removed from the assessment venue, but must be handed to the invigilator before leaving the assessment venue. 7. Tests are written on the official test paper of the University and regulation 6 above is applicable. 8. Noiseless pocket calculators may be used only if permission for the use thereof is explicitly stated on the assessment paper. 9. A candidate commits a contravention: (a) (b) if he/she is in possession of any book, memorandum, notes, paper or document other than the answer books or other books, paper or documents provided by the invigilator and if required by the particular Assessment, students may be in possession of all aids as stated by the examiner for that particular assessment opportunity as approved by the faculty and Senate; if he/she helps or tries to help another candidate, or obtains help or tries to obtain help from another candidate, or obtains help or tries to obtain help from any written information, with the exception of explicitly approved information as stated by the invigilator or particular lecturer;

4 (c) If he/she helps another candidate to commit a contravention, and all candidates are expected to ensure that other candidates do not have access to their work; (d) If he/she has unauthorised information stored in a pocket calculator or any other instrument in the assessment venue. 10. (a) A candidate who, in the opinion of the invigilator, commits a contravention will have his/her assessment book and any other material or part thereof that pertains to the contravention confiscated immediately and the time recorded. A new assessment book will immediately be issued to the candidate. (b) (c) After the assessment opportunity, the invigilator reports the incident in writing to the relevant Executive Dean, with a view to possible disciplinary action. If the contravention is the misuse of a pocket calculator, the Chief Invigilator, in consultation with the invigilating lecturer, will decide on the steps to be taken. 11. No firearms and other dangerous weapons may be taken into the assessment venues. Small purses/wallets are permitted. The University takes no responsibility for any losses in this regard. APK: Under B Les 101. APB: Study Centre (Old Franks Canteen ground floor). DFC: John Orr building, ground floor Atrium C next to exit 5 and 6. DFC: Samsung Safekeeping, 3rd floor entrance, Q-K building (Old Perskor Building) SWC: TW Kambule building at the back A1. Times: From 26 May 2018 to 12 June 2018 Monday to Friday: am 23:00 pm Saturdays: am 18:00 pm 12 Cell phones must be switched off and placed face down on the assessment desk next to the candidates student cards. Candidates are not allowed to touch their cell phones during the full duration of the assessment. Cell phones may be confiscated as evidence in case of a transgression. 13 Unauthorised devices are not allowed inside the assessment venue and must be left with all other unauthorised material or electronic equipment safely at the area designated for storage of personal belongings. Transgression of assessment regulations may lead to the confiscation of devices to serve as evidence in disciplinary investigations. 14. No candidate is permitted to leave the assessment venue in the last fifteen minutes of the assessment opportunity period. 15. These regulations also pertain to all tests. SHELLAINE ROOI Senior Manager: Assessment 07 May 2018

5 ANNEXURE 2 UNIVERSITY OF JOHANNESBURG PROCEDURE FOR ASSESSMENT OPPORTUNITY TRANSGRESSIONS In addition to the provisions for assessment regulations, the following practical guidelines and procedures apply: 1. If a student acts suspiciously, it is wise to bring this to the attention of a co-invigilator and to watch the student together until the suspicion is either justified or not. Two witnesses are always better than one if the student should later plead not guilty. 2. Any item of proof, e.g. crib notes, electronic device, etc. must be collected by the invigilator (see point 4 below). 3. If a student is caught cribbing, his/her assessment script or test paper must be collected, and the time of the transgression must be entered thereon. He/she must be provided with a new assessment script/test paper. Both sets of student answers (also the flawless version) must be submitted to the Executive Dean of the faculty concerned so that no marking can take place before the necessary disciplinary procedures/steps have been finalised. 4. As soon as possible after a student has been caught cribbing and the procedure in paragraph 3 has been followed, the invigilators must prepare a report on the events that occurred. This report should - as far as possible - include the following information: Telephone number and address of the accused Names and telephone numbers of other eye witnesses The accuser s reaction to the incident Any other information that the invigilator believes could prove the guilt or innocence of the accused. The invigilator s report, together with all the available original items of documentary proof - not copies thereof - must be submitted to the relevant Executive Dean. 5. The regulations pertaining to student discipline make provision for the executive deans of faculties to implement disciplinary procedures in certain cases. They may implement disciplinary procedures with regard to alleged transgressions in class tests, assignments, tasks and essays as well as undisciplined behaviour towards academic or administrative staff. The executive deans have requested that all test and assessment opportunity transgressions should first be reported to the executive deans of the faculties. The deans will implement disciplinary procedures pertaining to smaller tests, tasks and assignments. Transgressions in assessment opportunities or larger tests or cases of a serious or problematic nature will be referred to Student Judicial Services by the relevant Executive Dean for further action to be taken. 6. If a student is found not guilty after a disciplinary hearing, his/her assessment opportunity/test answers will be marked. However, while a case is pending, answers must not be marked, and no results in the relevant subject may be made available to the student. The following tip should be followed while handing out assessment scripts/test paper in order to prevent transgressions: When answer scripts/sheets of paper are handed out, only one script/sheet of test paper at a time should be given to each student, even if it is a question paper that requires a great deal of writing. The next script/sheet of paper should be handed out only when the first one has been completed. (The Student Disciplinary Committee has heard cases in which students had removed unused scripts from the assessment venue and worked out spot questions at home with

6 a view to using them for a future assessment opportunity. The script is then hidden in a shirt/blouse and taken into the next assessment venue. The student then retrieves it unnoticed if he/she sees that the spot question was accurate.) Thank you for your cooperation. SHELLAINE ROOI Senior Manager: Assessment 07 May 2018

7 UNIVERSITY OF JOHANNESBURG ANNEXURE 3 ASSESSMENT OPPORTUNITIES: 2018 ASSESSMENT OPPORTUNITIES WILL BE CONDUCTED IN STRICT ACCORDANCE WITH THE ASSESSMENT REGULATIONS. IT IS INCUMBENT UPON STUDENTS TO MAKE THEMSELVES FAMILIAR WITH ALL THE REGULATIONS PERTAINING TO THE ASSESSMENT OPPORTUNITY 1. LECTURE VENUES AND ASSESSMENT OPPORTUNITY TIMETABLES It is incumbent upon students to make sure of assessment opportunity dates and times, as well as of the venues in which the assessment opportunities are to be conducted. Students may not apply for a substitute assessment opportunity simply because they "misread" the assessment opportunity timetable. The final assessment opportunity timetable is deemed to be that timetable displayed on the student portal before the assessment opportunity. 2. TIMETABLE CLASHES Students are requested to contact their faculty without delay when they become aware of any timetable clash. 3. STUDENT NUMBERS, NAMES AND ID NUMBERS Students must provide their student numbers (as they appear on their student cards) on the front page of their assessment opportunity books. a) The filling of student names on final assessment scripts or assessment paper is optional. b) The filling in of student numbers is compulsory in all cases. c) The filling in of student ID numbers is compulsory in cases where the student names had not been provided, (ID numbers must be filled in, on the assessment scripts or paper, in the space originally designated for student names.) 4. TELEPHONE NUMBER A telephone number that would be valid for at least two weeks after the assessment opportunity date must be supplied on the front page of the assessment opportunity book, should an examiner wish to contact a student during the marking period. 5. REPORTING AT LECTURE VENUES It is very important that students report at the designated lecture venue at least 15 (fifteen) minutes before the assessment opportunity commences. 6. ASSESSMENT RESULTS Assessment results will not be made known telephonically, but will be made available as follows: Student portal 7. ASSESSMENT OPPORTUNITIES CONDUCTED IN MORE THAN ONE VENUE Owing to the fact that some groups of students sitting for an assessment opportunity are too large to be accommodated in one venue, students writing the same assessment opportunity paper may, on occasion, be required to write in different venues. In these cases, students will, for instance, be divided into smaller groups according to the initial letter of their surnames. For example, students whose surnames range from A to M may be required to sit for a specific course in C Les 204, whilst students from the same group whose surnames range from N to Z may be required to write the same assessment opportunity paper in C Les 206. The grouping concerned will be indicated on the assessment opportunity timetable. 8. CHANGE OF ADDRESS

8 Students must notify the staff at the information desk in the Student Enrolment Centre of any change of address so that their assessment results can be mailed to the correct address. 9. SECURITY MEASURES No suitcases, bags, parcels or food may be brought into an assessment venue or may be left in the vicinity of an assessment venue or in the corridors when an assessment opportunity is being conducted. No item may be left at a desk in the assessment venue. Firearms will not be allowed into assessment venues. Firearms must be handed in at the Protection Services Division before an assessment opportunity, from where they may be collected after the assessment opportunity. (This measure is applicable to all campuses.) 10. ORAL ASSESSMENT OPPORTUNITIES The venue, date and time of an oral assessment opportunity must be arranged with the lecturer concerned. 11. FINAL ASSESSMENT SCRIPTS AND ASSESSMENT (TEST) PAPER. Please note that only assessment (test) paper and not final assessment scripts may be used for assessments (tests). 12. ASSESSMENT TIMETABLE FOR EMPLOYERS Specified assessment opportunity timetables for study leave required by employers are obtainable from the Faculty Officer at the faculties concerned. 13. APPLICATION TO SIT FOR AN AEGROTAT OR SUBSTITUTE ASSESSMENT OPPORTUNITY Students are referred to the relevant regulations governing applications for aegrotat (owing to ill health) or substitute assessment opportunities in this regard. (The regulations also appear in a separate document accompanying this notice.) Students cannot apply for a supplementary assessment opportunity; the faculty assessment opportunity committees grant supplementary assessment opportunities. 14. ASSESSMENT REGULATIONS All assessment and test regulations are applicable. (The regulations appear in a separate document accompanying this notice.) We wish you every success with your assessment opportunity. SHELLAINE ROOI Senior Manager: Assessment 07 May 2018

9 ANNEXURE 4 UNIVERSITY OF JOHANNESBURG APPLICATION TO SIT FOR A SUBSTITUTE OR AN AEGROTAT ASSESSMENT OPPORTUNITY NB: Online application forms for the above-mentioned assessment opportunities are available from the following link 1. IN ADDITION TO THE OFFICIAL ASSESSMENTS THREE TYPES OF SPECIAL ASSESSMENT OPPORTUNITIES EXIST: (a) (b) (c) A supplementary assessment opportunity, which involves a candidate repeating an assessment opportunity owing to the fact that he or she had failed the original assessment opportunity. A substitute assessment opportunity, which is conducted if owing to a contingency, for example, the death of a family member a candidate was unable to sit for an assessment opportunity on the official assessment opportunity date. An aegrotat assessment opportunity, which is conducted if a candidate falls ill before or on the official assessment opportunity date and is compelled to consult a doctor (please see 3 below for further details on the information that should be provided in the medical certificate). Candidates may apply to sit for (b) and (c) above. However, only the faculty considers and grants supplementary assessment opportunities. (Also see 2 below.) 2. PRE-CONDITIONS 2.1 Applications to sit for either the substitute or the aegrotat assessment opportunity must be made at the faculty concerned not later than seven days after the day on which the candidate was scheduled to sit for the original assessment opportunity concerned No candidate will be allowed to sit for either a substitute or an aegrotat assessment opportunity after having sat for the official assessment opportunity, notwithstanding illness or any other contingency. In addition, no candidate who leaves the assessment venue for any reason whatsoever during the assessment opportunity will be allowed to sit for either the substitute or aegrotat assessment opportunities. 2.3 The Assessment Committee of the faculty concerned will consider applications of candidates to sit for a supplementary assessment opportunity on the strength of their overall performance. 3. DOCUMENTS REQUIRED All applications must be accompanied by the necessary supporting documents. In case of an application to sit for an aegrotat assessment opportunity (owing to ill health), a medical certificate containing the following details must be submitted: (a) (b) (c) The candidate's name in full The prognosis A written statement by the physician confirming the fact that, owing to the said illness, the candidate was unable to sit for the assessment opportunity concerned on the official assessment opportunity date. The importance of the requirement stipulated in (c) above, is emphasised. 4. REPORT BACK Applicants for substitute or aegrotat assessment opportunities will be notified at the end of the official assessment opportunity period as to whether their applications have been approved or not. Candidates who

10 have to sit for a supplementary assessment opportunity after having failed the official assessment opportunity will be notified as to whether they qualify for a supplementary assessment opportunity or not, shortly after the results of the official assessment opportunity have been made available. SHELLAINE ROOI Senior Manager: Assessment 07 May 2018

11 UNIVERSITY OF JOHANNESBURG ANNEXURE 5 SUMMARY OF TEST AND ASSESSMENT REGULATIONS FOR STUDENTS 1. You must remain in the assessment venue for at least 30 minutes, after the start of the assessment opportunity. 2. You may leave the assessment venue temporarily, but only if you have obtained prior permission from the Head Invigilator. 3. Smoking is prohibited. 4. Indicate that you require the attention of an invigilator by raising your hand. 5. After assessment papers have been distributed, please ensure that you are in possession of your own, correct assessment paper. 6. You may write only in the assessment scripts. 7. No assessment scripts or part thereof may be removed from the Assessment venue. 8. Books and pocket calculators or any other instrument may be used only if indicated on the question paper and may not be shared with other students. 9. You may have documents/notes in your possession only if the invigilators provide them. 10. You may not assist anyone or attempt to obtain assistance from anyone. 11. Cell phones are to be switched off and placed face down on top of the desk next to your student card. If you touch your cell phone during an assessment session, it will be confiscated as evidence in the disciplinary steps to follow. 12. All wristwatches must be removed and placed with your cell phone. 13. If an irregularity is identified, the assessment scripts will be collected, all evidence will be confiscated and disciplinary action will follow. Good luck with the assessment opportunity, you may start now. The time is. SHELLAINE ROOI Senior Manager: Assessment 07 May 2018

12 UNIVERSITY OF JOHANNESBURG ANNEXURE 6 NOTICE TO ALL CHIEF INVIGILATORS POWER FAILURE / STATE OF EMERGENCY DURING ASSESSMENT OPPORTUNITIES 1. Considerable progress has been made in providing emergency power during a power failure. In the event of a power failure that would result in insufficient light, making it impossible for students to continue writing an assessment opportunity, the following regulations will apply: 1.1 The Chief Invigilator requests the students to remain in their seats and to maintain silent. 1.2 Supervisors open the access doors to allow some light into the venue. 1.3 (a) The Timetable Division is contacted to reschedule the assessment. The following timetable employees may be contacted on the respective campuses for rescheduling. Gerda Language APK Papama Somgede APB Thapelo Ramafoko DFC Sinethemba Zani SWC Please convey this information, time, date and venue to the students before they disperse. (a) (b) (c) A new question paper will be compiled by the responsible lecturer(s). All the assessment opportunity answer sheets, as well as the question papers, must be handed in at the doors. The venue, time and date for the rescheduled assessment opportunity will also be published on the student portal. 2. In the event of a state of emergency, the following will apply: 2.1 The Chief Invigilator requests the students to vacate the premises in an orderly manner and to assemble at a central point (e.g. the Auditorium) where further instructions will be issued. 2.2 All the assessment opportunity answer sheets, as well as the question papers, must be handed in at the doors. 2.3 If it is not possible to return to the venue or an alternative venue after 30 minutes, the assessment opportunity will be rescheduled as in 1.3(a) above. Points 1.3(b) and (d) will also be applicable. SHELLAINE ROOI Senior Manager: Assessment 07 May 2018

13 ANNEXURE 7 UNIVERSITY OF JOHANNESBURG STUDENT ACCESS TO ASSESSMENT VENUES 1. During an assessment opportunity, the student card must be placed on the student s desk where it is in plain view for the duration of the assessment opportunity. 2. A student who is not in possession of an access card (for whatever reason) must place another form of identification on the desk. The alternative form of identification must be a formal document that shows the student s name, photograph, and national identity number or other reference number (a driver s license or passport, for example). 3. A student who is not in possession of any of the above forms of identification will be required to provide his/her national identity number in addition to the student number on the attendance slip and the assessment script. The assessment script and attendance slip will be prominently marked by the invigilator as no card as an indication to the assessor that the student was unidentified and possibly suspect. 4. The student is then requested to identify him- or herself within 24 hours afterwards at the relevant department who will endorse the attendance list. The student is also notified in the assessment venue that his/her paper will not be marked until the positive identification at the department has been done. SHELLAINE ROOI Senior Manager: Assessment 07 May 2018

14 ANNEXURE 8 UNIVERSITY OF JOHANNESBURG TASKS AND RESPONSIBILITIES OF INVIGILATORS 1. Purpose: The main purpose of invigilation is to facilitate a quiet and professional environment for students during assessment and to ensure that all rules of the University of Johannesburg pertaining to assessments are adhered to. This information is available in the regulations of the University of Johannesburg. 2. The Team: Chief Invigilator, Head Invigilators, and Invigilators. The team should be at the allocated venue at least 30 minutes before the start of the assessment. 3. Chief Invigilator 3.1 The Chief Invigilator is a permanent member of staff from an academic department in charge of assessment and final assessment opportunities. (Normally the first assessor of a module) 3.2 The UJ policy Assessment Policy stipulates: Assessment invigilation is a normal academic duty as described in the Conditions of Service for employees of the University of Johannesburg, i.e. paragraph D7 (v) on the duties of academic employees. Academic staff members are responsible for assessment invigilation for the whole duration of a final assessment session for the subject or module assigned to them. The number of occurrences or sessions an academic staff member should invigilate per final assessment is: Junior lecturers Senior lecturers Associate professors and Professors Head of Department - Determined by the HOD according to existing need - at least 3 sessions - at least 2 sessions - at least 1 session A sufficient number of invigilators relative to the size of the venue are a prerequisite. The ratio of invigilators to students is 1:50, with a minimum of 2 invigilators if there are both student genders, taking into account the size of the venue. The first assessor for the module in which the assessment is being conducted acts as Chief Invigilator. 3.3 It is responsibility of the Chief Invigilator to: liaise with the departmental lecturer for any specific instructions; appoint one invigilator to attend to the door to enforce access control; Announce the Assessment rules in accordance with the Policy set by the University. The module, the duration of the paper and the time on which the paper commences are announced. It is also announced that no student will be allowed to leave the venue within the first 30 minutes of the session. It is important to make all announcements at the start of the Assessment sessions and not after the official assessment has commenced. This might cause disruption during assessment.

15 Announce that the students still have 15 minutes to complete their papers and to ensure that their names and student numbers are recorded on the Assessments scripts, fifteen minutes before the end of the session. As soon as the writing time has lapsed, make the announcement that the assessment session has ended. (The invigilators will ensure that the students have stopped writing, and the students will be requested to leave the venue in an orderly fashion and to hand in their scripts). 3.4 Optional The Head Invigilator, normally an external appointment, is responsible for the administration in the venue. A proper head count is done by two invigilators, while the other invigilators are collecting attendance slips. The total number of students must correspond with the total number of students on the attendance slips. 1. The following documents are prepared by the Head Invigilator: All documents supplied by the department Venue report (in duplicate: one copy to the department and one copy to be filed at the administration office for record purposes) Movement list (for purpose of payment of the invigilator). 2. Once the students have left the venue the scripts are counted and balanced with the headcount and any discrepancies are investigated. 3. The scripts are collected by the Chief Invigilator by signing for them. The unused Assessment scripts must be taken back to the faculty. 4. The Venue Report and the movement list are filed at the administrative office. 5. The venue is locked by the Head Invigilator who ensures that the key is handed back to Security. 6. The Head Invigilator supports the Chief Invigilator. It is also important to note that prescribed Assessment books are used during Assessments, and that test paper is supplied for the purpose of tests. 3.5 Presentation and Conduct of Invigilators Invigilators are representing the University of Johannesburg and thus they are expected to respect the property of employees (both academic and administrative) and students The invigilation team should at all times be presentable and well groomed; therefore, the dress code is smart casual No employee is permitted to use alcohol on the premises and to smoke in undesignated areas. Thus, smoking is prohibited during assessment sessions Invigilators are not allowed to eat or drink during assessment sessions in any assessment venue No invigilators will be allowed to read books or to engage in any cell phone activity or conversations with employees during sessions Except for the Head Invigilator, all cell phones must be switched off during sessions Invigilators should always be present in the venue during assessment. 3.6 Allocation of Invigilators The booking and allocation of invigilators depend on the demand from the departments Bookings should be done by departments in writing on the official Request for External Invigilators form.

16 3.6.3 Invigilators will be informed at least 24 hours prior to the assessment. In extreme situations, invigilators can be summoned on short notice The ratio which was approved by Senate is one invigilator for every 50 students. (Minimum of two invigilators per venue). The Chief Invigilator (lecturer) will be one of the invigilators, who will partake in all activities and administration duties in the venue Invigilators are expected to report on time. All sessions are booked 30 minutes prior to the start of the assessment and 30 minutes after the session. This time will be added to the official time of the assessment, meaning that if the paper is two hours the claim will be as follows: 30 minute before the assessment + 2 Hours for the paper + 30 minutes after the session = a claim total of 3 hours. 3.7 Responsibilities All instructions will be in accordance with the initial booking received from the department In all cases, the Head Invigilator will consult with the Chief Invigilator for the final instructions. Invigilators will be informed accordingly The Head Invigilator, and if required, an additional invigilator will assist the Chief Invigilator (lecturer) with the transportation of books and question papers from either the Department or Faculty Safe to the assessment venue It is not the responsibility of Head Invigilators or any invigilator to sign for assessment papers from the faculty/ department. This remains the function of the Chief Invigilator (lecturer) Prior to the assessment, the venue should be checked for unauthorised material on top of and under tables and chairs, on boards affixed to the walls and in the toilets Invigilators allocated to the specific venue will be requested to assist with the administration tasks in the venue and the handing out of assessment material An invigilator will be appointed for access control to the venue It is the responsibility of the student as well as the invigilator to make sure that students enter the correct venue for the correct module No student will be allowed to enter the venue with any dangerous weapons, all firearms must be secured and handed in at Security No book cases or bags will be allowed at the entrance to the assessment venue, at the desks or in front of the venue, students should be advised to make use of the safe-keeping facilities on campuses No electronic devices i.e. laptops, ipads and tablets, and electronic computerised watches will be allowed in the assessment venues unless authorised by the Chief Invigilator for assessment purposes. Chief Invigilators (lecturers) may also not take laptops into the venue to do work but must give their undivided attention to invigilation Invigilators may not take responsibility for the safe keeping of these items and may not touch or interfere with any student s belongings Students must be requested to switch off all cell phones on entering the venue cell phones should be placed facing down on the desks. If a student refuses to switch off his/her cell phone it should be treated as an irregularity and the necessary document should be completed and the case reported to the Student Disciplinary Committee. It is a transgression to use a cell phone for a calculator or to keep time Al students are expected to be seated at least 15 minutes prior to the assessment Students should be seated in an orderly fashion and requested to have their student card available and placed in the top corner of the desk Once all students are seated before the commencement of the assessment, the Assessment Rules must be announced The Head Invigilator will instruct the invigilators to hand out the assessment material An overall head count will be conducted and confirmed by a second invigilator This information will be indicated on the Venue Report Students must complete the required information on the Assessment Script. The information must correspond on the tear off attendance slip. The student must sign the attendance slip Once all attendant slips are completed, the invigilators will proceed row by row to verify the personal details with the student card The following forms of identification is accepted: Student card issued by the University of Johannesburg, South African identity document, passport and/or driver s license.

17 In cases where none of the aforementioned is available the attendance slip should be clearly endorsed No ID. The student must be informed to produce an accepted form of identity to the relative department or faculty, within 24 hours It is optional for students to write their names on assessment scripts, however, the student number and identity number must at all times be indicated in such cases In all cases where Multi Scanner Sheets are issued, both the name and student number of the student must be indicated It is the responsibility of the Head Invigilator to check the total number of attendance slips/signatures on the attendance slips The total number of signatures should balance with the head count Whilst doing the attendance register, invigilators should not neglect students requiring assistance The invigilators should also be on the alert for students engaging in irregularities No student should be allowed to leave the venue to go to the bathroom on his/her own. A male student should always be accompanied by a male invigilator and the same applies to females. It is also advisable to check the toilet facilities prior to assessment for any unauthorised material Students are not allowed to leave the venue within the last 15 minutes unless instructed by the Chief Invigilator Once the assessment has been completed and the announcement has been made to this effect, students must be requested to cross out all unused spaces on the script No assessment material will be taken out of the venue by any student unless authorised by the Chief Invigilator Assessment scripts are handed in and balanced accordingly. The total number of attendance slips and the scripts handed in must balance with the official head count All information is recorded in writing on the Venue Report assessment scripts and all material is handed over to the chief invigilators against a signature. The signed Venue Report must be prepared in duplicate and one should be filed at the office of the Assessment Officer This document will also reflect the names of all the invigilators booked in this venue, and the full duration of the assessment. Any discrepancies will be reflected on this document. 3.8 Transgressions The University of Johannesburg places a high premium on the integrity of students and will not tolerate dishonesty. All invigilators will comply with the Regulations as set out in the Regulations of The University of Johannesburg Procedures in the event of a transgression When a student is suspected of dishonesty, the student s behaviour must be observed. Preferably the situation must be verified by a second invigilator Once the suspicion is confirmed, the student must be approached in an orderly way not to upset the other students All notes must be confiscated as evidence and kept under supervision of the Head Invigilator The time of the alleged transgression must be indicated on the script and the student must be issued with a new script and question paper to proceed with the assessment. The time of the second set of material issued must be indicated on the top of the booklet and question paper The student must be issued with the official Transgression Report form and be requested to write a report regarding the incident. The student may refuse to submit any report. In such cases, it should be indicated in the report of the invigilator No extra time is allowed to complete the assessment The report should contain the information of the Invigilator and his/her full declaration of the incident This report, with the notes, must be handed to the relative Head of the Department for submission to the relevant Dean. Copies of all documents must be filed at the office of the Assessment Officer It is the responsibility of the Head of the Department and Dean to report the matter to the Student Disciplinary Committee No invigilator is allowed to perform any personal searches on students. In exceptional cases, the assistance of the security officers may be called in Invigilators who turn a blind eye to report transgressions will be subject to being disciplined in accordance with the Disciplinary Code of the University of Johannesburg.

18 SHELLAINE ROOI Senior Manager: Assessment 07 May 2018