State Examinations Commission REASONABLE ACCOMMODATIONS CERTIFICATE EXAMINATIONS Procedures relating to the conduct of the Certificate Examinations where a candidate: has access to a scribe or reader or sign language interpreter is using a tape-recorder or word processor is hospitalised requires a special centre This document has been prepared for use by school authorities and examination Superintendents, including those acting as Scribes, Readers etc for candidates. Please familiarise yourself with the procedures detailed in this document before the commencement of the Certificate Examinations. State Examinations Commission RA Guide for Schools and Supers 2015.doc 1
Contact Details Reasonable Accommodations Section Throughout the examination period, staff members are on hand from 8.00am to 8.00pm on examination days during the examination period. Outside of these hours contact may be made through the main number 090 6442700 and a brief message can be left with the security staff. During this busy period, it is advised to follow up all faxes and emails with a telephone call to the office. Direct Phone Nos: 090 644 2782 / 2783 / 2784 / 2785 / 2786 Fax: 090 644 2744 Email: sec.specialneeds@examinations.ie Web: www.examinations.ie If anything happens during the examinations which may threaten the integrity of the examinations ring the State Examinations Commission (SEC) immediately on 1800 283071. This number will be in service during the period of the written examinations only. 2
Section 1 General Information A. Candidate s Base Centre......4 B. Appointment of Examination Superintendent/Scribe/Reader etc.....4 C. Monitoring of Special Examination Centres...5 D. Reimbursement 5 E. Return of examination material...5 Section 2 Procedures for Superintendents assigned to special centres during the examinations A. Examination Papers...5 B. At the start of an examination...6 C. Conduct of Superintendents during the examinations.. 6 D. End of an examination.. 7 E. Red Reasonable Accommodations Transmission Envelope.....8 F. Breach of Regulations... 8 Section 3 - Procedures for superintending where access to a Reader, Scribe, tape recorder or word processor has been granted A. Where a candidate has access to a Reader...8 B. Where a candidate has access to a Scribe...9 C. Where a candidate has the use of a Tape Recorder...10 D. Where a candidate has the use of a Word Processor.12 E. Where a candidate has the use of a Sign Language Interpreter.13 Section 4 Procedures for schools and Superintendents in dealing with emergencies (e.g. hospitalisation) during the examinations A. Emergencies arising where arrangements are required within the school...14 B. Emergencies arising where the candidate is admitted to hospital........14 C. Occasions where the examination timetable may be adjusted 16 D. Accommodations that can be approved by the school authority...16 E. Candidates that have encountered difficult life experiences, adversity..17 or trauma Appendices Extract from Rules and Programme for Secondary Schools 2004/2005..18 Education Act 1998...22 Form RAWP01.. 24 3
SECTION 1 GENERAL INFORMATION A. Candidate s Base Centre All candidates who are entered for the Junior and Leaving Certificate examinations are assigned to what may be termed a Base Centre. The base centre is located in the candidate s own school and is where the examination papers and examination stationery are provided for the candidate. The base centre documents (roll, advice notes etc.) provide a record of the candidate s attendance. In situations where the candidate has been granted access to a Reader/Word Processor/ Tape Recorder /Scribe, the candidate will be sitting in a special examination centre. It is not necessary to appoint an attendant to the special centre. B. Appointment of Examination Superintendents/Scribe/Reader Where an emergency occurs, the school is likely to be in the best position to help arrange the necessary alternative arrangements at short notice. In the event that a special centre is required the school authorities should appoint a local Superintendent. see Section 4 below for detailed instructions. The State Examinations Commission (SEC) recognises a candidate may have worked with a particular person during his/her course of study, for example the Learning Support Teacher or approved Special Needs Assistant. In the interests of the candidate the SEC accepts that the school may wish to nominate as Reader or Scribe such a person, or some other person from the school locality. In those circumstances, it is acceptable that this person also acts as Superintendent. To ensure the integrity of the examination is upheld, relatives, friends of the candidate or another candidate within the school, are not permitted to act as the Superintendent, Reader or Scribe. The SEC recognises that all decisions with regard to the appointment of superintendents to examination centres and other situations which require a locally appointed superintendent are matters for the school authority - acting in the best interests of the candidates. Where the person acting as Superintendent, Reader, Scribe or Sign Language Interpreter is not familiar with the candidate s requirements it is desirable that he/she should attend at the examination centre on the day before the examinations commence in order to meet the candidate and to allow for a practice session with the candidate. A suitable time should be arranged in consultation with the school. Where a recording device or word processor is used, the candidate and school authorities should ensure that he/she has an adequate supply of tapes, removable storage devices, etc. and that all equipment/aids to be used by the candidate are in good working order. It is acceptable to have different persons to act as Scribe/Reader to match the subject choices of the candidate. 4
In a situation where the school is unable to source a Superintendent for the candidate locally, please contact the SEC at least two weeks before the start of the examinations. C. Monitoring of Special Examination Centres You should note that your centre may be monitored, during the course of the examinations, by an Official of the State Examinations Commission. This official will show photographic identification. D. Reimbursement The SEC will arrange a refund to the school of the cost involved in employing a locally appointed Superintendent(s). The SEC is not responsible for any fees or costs, which may be incurred in the provision of any mechanical aids, such as tape recorders, cassette tapes, removable storage devices, CDs etc. The SEC is not responsible for travel and subsistence expenses relating to locally appointed personnel. Full details of how to claim a refund will be contained in the circular on payment arrangements for school appointed personnel which issues annually in May. E. Return of examination material Rule 28 of the Rules and Programmes for Secondary Schools specifies that all material forwarded to the SEC for marking becomes the property of the SEC. In this regard please note that any removable storage device (cassette tape, memory stick, CD, etc) containing examination material will become the property of the SEC and will not be returned. SECTION 2 PROCEDURES FOR SUPERINTENDENTS ASSIGNED TO SPECIAL CENTRES DURING THE EXAMINATIONS. If you are appointed by a school or the SEC to a special centre (i.e. in a school or hospital) you should familiarise yourself with this booklet and the procedures involved in conducting an examination. A. Examination Papers 1. You must confirm the subject and level being taken by the candidate prior to obtaining the examination material from the Superintendent in the candidate s Base Centre (See page 4 for explanation of the term Base Centre ). You will have to obtain papers from more than one Superintendent if you have candidates in the centre sitting both the Junior Certificate and Leaving Certificate examination. 2. You should then obtain all necessary material for the conduct of the examination (i.e. examination papers, examination stationery, details of corrections to examination papers where appropriate etc.) from the Superintendent of the Base Centre. 5
3. If you are calling to a nominated base centre to collect examination papers and other examination material for a special centre you must produce some form of identification. 4. The custody of the examination papers is a most serious responsibility and you must use every possible precaution to prevent the examination papers from falling into other hands or from being tampered with in any way or opened until the time appointed for the distribution of the papers. B. At the start of an examination It is important that you make yourself aware of the fire regulations of the Examination Centre and of other emergency procedures. In the event of an emergency (e.g. a fire) you should be guided by the appropriate authority in order to ensure the safety of all concerned. Examination papers for different levels are printed on different coloured paper. The SEC has provided a poster designed to remind candidates of the colours of papers used for each examination and level. You should familiarise yourself with the colour coding system in order to ensure that you give out the correct examination paper(s) to candidates. You are required to display the poster clearly within your centre and to draw candidates attention to this poster. If you are assigned to a special centre you should again confirm with the candidate(s) the subject and level being taken prior to distributing the examination paper and related materials. The official timetable must be adhered to during the course of the examinations except where a specific derogation has been sanctioned by the SEC in advance. It is imperative in all circumstances that the full allotment of time for the examination as specified in the official timetable is given to the candidate. C. Conduct of Superintendents during the examinations If you are assigned to a special centre you are reminded that you are expected to give your entire attention to the work of superintending/reading/scribing, and that the use of mobile phones, personal music appliances or other digital devices or the reading of newspapers, or books, writing letters or engaging in any occupation other than superintending/reading/scribing, during the examinations, is incompatible with the proper discharge of your duties. You should not bring in to the examination centre, any items (including newspapers or books) other than those which relate to the examinations. Superintendents of special examinations centres, including those acting as Readers or/and Scribes must not give any advice, information or assistance to candidates in relation to the content of the examination papers, or the subject of the examination. In order to protect the integrity of the certificate examinations and to be fair to all candidates, the SEC will investigate all allegations or suspicions of malpractice in relation to the examinations, including inappropriate assistance in a special examination centre. 6
You should not interpret any apparent misprint or defect in the papers except in accordance with any instructions issued by the SEC. If you believe there has been an error you should raise this immediately with the superintendent of the base centre or the school authority who can take advice from the SEC. You should note that your centre may be monitored, during the course of the examinations, by an Official of the State Examinations Commission. This official will show photographic identification. Specific criminal offences which relate to the Certificate Examinations are contained in the Education Act 1998. (See Appendix B) D. End of an examination Examination scripts, including written answer-books and scripts presented on nonstandard media (cassette tapes or removable storage devices, memory sticks, CDs, etc) should be returned only to the superintendent of the base centre immediately after the examination. They should not be left with the attendant or with other personnel in the school. Where the special centre is in the school or in a hospital adjacent to the school the candidate will appear on the centre roll in the base centre. Where the special centre is located in a hospital not in the vicinity of the candidate s school then the candidate s name and subjects should be entered on the centre roll in the nominated base centre (i.e. the centre from where the examination papers originated). Where a candidate is presenting his/her work on a non standard medium e.g. cassette tape or removable storage device (memory stick, CD, etc) this work should be returned in the red Reasonable Accommodations envelope which you will have received from the Superintendent in the Base Centre. You should complete and return this envelope to the main examination Superintendent. The word Provisional should be crossed out. Any additional written material should be returned in the same envelope. The envelopes must not be used where the candidate s work is presented solely in written format in a standard answer-book or returnable examination paper. (See section E for further information on these envelopes). Superintendents of base centres should await the return of the answer-books from any special centre before sealing the transmission envelope containing the scripts of the base centre. Superintendents should, on receipt of the completed answer-book from the special centre, complete the centre roll before placing the answer-books in the same transmission envelope as the other scripts from the base centre. Advice Notes should be completed when the answerbook(s) is returned from the special centre and before it is placed in the transmission envelope. It is the responsibility of the Superintendent of the base centre to return the answerbook(s) to the State Examinations Commission. 7
E. Red Reasonable Accommodation Transmission Envelope 1. Superintendents in base centres have been supplied with 15 special red envelopes. 2. A special red envelope should be used only in the following circumstances: Where a candidate is presenting his/her work on a non standard medium e.g. cassette tape or removable storage device (memory stick, CD, etc) Where a candidate is in breach of the Rules and Regulations as defined in Appendix A. (Please refer to subsection F below for further information). The envelopes must not be used where the candidate s work is presented solely in written format in a standard answer-book or returnable examination paper. F. Breach of Regulations The detailed rules regarding the conduct of candidates during examinations are set out in Appendix A of this booklet. The offences and penalties contained in the Education Act 1998 are set out in Appendix B. You are required to read, understand and comply with the instructions in this booklet, any instructions given to you by SEC personnel or their authorised representatives and to ensure that the examinations are conducted in accordance with the rules and regulations. If a candidate(s) in a special examination centre is suspected of a breach of the rules and regulations governing the conduct of candidates during examinations, a report should be made on the incident by the special centre Superintendent and all work including the report should be placed in the red envelope and the words Reasonable Accommodations should be crossed out. The work of the candidate is considered to be Provisional. This envelope should be returned to the base centre Superintendent who in turn will return the envelope to the SEC together with all other scripts. SECTION 3 PROCEDURES FOR SUPERINTENDING WHERE ACCESS TO A READER, SCRIBE, RECORDING DEVICE OR WORD PROCESSOR HAS BEEN GRANTED A. Guidelines for Schools, Superintendents and the Reader where the candidate has been granted access to a Reader A Reader is a person who, on request, will read to the candidates the entire or any part of the examination paper. Duties of a Reader A person nominated as Reader should have a capacity to read the examination paper in any language subject chosen by the candidate(s). The Reader should read through the entire examination paper with the candidate(s), if required, ensuring that each word is heard clearly. The Reader may not give the meanings of words, nor expand on what is written. The 8
candidate(s) may ask for parts of the paper to be read again as often as may be necessary, but the Reader may not suggest or choose parts of the paper for repetition without the candidate s direction. The Reader must not advise the candidate(s) which questions to do, when to move onto the next question, or the order in which questions should be answered. Guidelines for the Reader Read the examination aloud, speaking in a clear voice and pronounce words correctly. If you are a Reader in a special centre with more than one candidate please explain to the candidates that they must raise their hand if they need a word or words read to them. Do not choose part of the examination for repetition, without direction from the candidate(s). Do not try to solve the problems or determine the correct answers as you read, as doing so may result in an unconscious pause or change in inflection that could be misleading or disconcerting to the candidate(s). Read each question clearly. Place special emphasis on words printed in boldface, italics or capitals and inform the candidate(s) that words are printed that way. Do not place your own emphasis on words not emphasised in the examination paper. When reading a word that is pronounced like another word with a different spelling, if there can be any doubt about which word is intended, spell the word for the candidate(s) after you have pronounced it. Spell any words requested by the candidate(s) on the examination paper only. In the case of multiple-choice questions place equal stress on each response option. At the completion of the examination - The Reader should indicate on the front cover of the script that he/she has read the paper to the candidate(s) by writing I acted as Reader and read the examination paper to the candidate and sign appropriately. B. Guidelines for Schools, Superintendents and the Scribe where the candidate has been granted access to the services of a Scribe A Scribe is a person who, in an examination, writes down a candidate s dictated answers. Duties of a Scribe A person nominated as Scribe should have a capacity to write legibly and have a capacity to write in any language subject chosen by the candidate and be familiar with the symbols used in Mathematics or the Sciences. The duty of a Scribe is to transcribe only what is dictated by the candidate. The Scribe must not advise the candidate regarding which questions to attempt, when to move on to the next question or the order in which the questions should be answered. The Scribe should write down answers exactly as they are dictated. 9
N.B. Although the Scribe may read back the candidate s responses as requested, the Scribe is not permitted to read any part of the examination paper to the candidate unless the SEC has also granted access to a Reader. In the Leaving Certificate subjects Engineering, Construction Studies and Technology and in Junior Certificate Materials Technology (Wood) and Metalwork (Materials and Technology) candidates are allowed a scribe in the case of questions or parts of questions which require a written response. The scribe cannot under any circumstances produce sketches and/or drawings in any question in these examinations. Labelling and annotations are considered to be inherent parts of these diagrams and must also be the candidates own unaided work. A scribe is not permitted in the subjects Leaving Certificate Design and Communications Graphics (DCG) or Junior Certificate Technical Graphics. In the subject Leaving Certificate Japanese, a scribe can be used only for questions to be answered in English or Irish and NOT for questions to be answered in Japanese Extra Time (when a scribe is used) Leaving Certificate In the case of the subjects Irish, English, History and Geography there is a scheme in operation to make the time element less critical in these examinations. This scheme has allocated an additional 20 minutes to all candidates. Accordingly, in these subjects, the candidate may have 10 minutes additional time over and above that shown on the published timetable, which issued to schools. In all other subjects the candidate may have an additional 10 minutes per scheduled hour up to a maximum of 30 minutes. This is to allow for the necessary dictation and transcription. Extra Time (when a scribe is used) Junior Certificate and Leaving Certificate Applied Ten minutes extra time for each scheduled hour of examination will be allowed in order to provide for the necessary dictation and transcription. Completion of an examination The Scribe should indicate on the front cover of the script that he/she has acted as Scribe for the candidate by writing I acted as Scribe and wrote down the candidate s dictated answers and sign appropriately. Any work that is in the candidate s own handwriting should be clearly marked as such by the Scribe. C. Guidelines for Schools and Superintendents where the candidate has been granted the use of a Tape Recorder* *Candidates are granted the use of a Tape Recorder under the RACE scheme. This can be interpreted as presenting material in a recorded sound format, either via a tape recorder to a cassette tape or via an electronic device to a digital 10
sound-file format. The SEC will accept digital sound recordings in an MP3 file format preferably on recordable CDs or USB memory sticks. The SEC cannot accept such recordings via e-mail. The SEC is not responsible for the costs associated with the purchase or use of cassette tapes or digital media. The following general information applies to this type of accommodation; 1. The only material to be recorded is the candidate s answers. It is not necessary to record dialogue between Superintendent and candidate or between candidate and a Reader/Scribe if such assistance has also been granted. The recording should be switched on and off as required in order to avoid periods of silence. This will greatly assist examiners when they are listening to recordings. 2. You, the Superintendent should instruct the candidate to ensure that his/her answers are specific and clear and to indicate on the recording the question number or sub-part of the question that is being attempted, when a new question is being attempted and when all work is finished. 3. Ensure that the candidate number, base centre number, subject and subject level are stated on the recording at the beginning of each examination. 4. Ensure that the candidate speaks with a clear voice. 5. Confirm on the recording that the end of the examination session has been reached and the candidate has concluded his/her work at the examination. 6. Where a candidate has a physical disability it may be necessary to aid the candidate by starting and stopping the recording as instructed by the candidate. 7. The candidate may ask for parts of the recording to be played back to him/her in order to check responses. 8. Specifically in relation to the tape-recorder or tapes used by the candidate you should: Ensure that only standard audio cassettes e.g. C60, C90 are used. Ensure that the tape is rewound to the start of the tape at the commencement of the examination and state clearly that this is the commencement of the examination. Indicate on the tape label the sides of the tape, which have been used by the candidate. The candidate s base centre number, candidate number, subject and subject level should also be written on the label. Indicate clearly any tape or side of tape, which has not been used. Cleaning the heads on the tape recorder in advance is likely to give a better quality recording on tape. 9. Specifically in relation to the use of digital media used by the candidate: Ensure that files are created and saved in MP3 format. Ensure that files on the devices include the candidate name and subject in the file name. Ensure all removable media devices are labelled with the base centre number, candidate number, subject and subject level. 11
The removable media devices should be securely packaged before returning to the SEC to prevent damage. D. Guidelines for Schools and Superintendents where the candidate has been granted the use of a Word Processor Important Notice in relation to return of scripts The form RAWP01 (at the end of this booklet) must be completed by the Superintendent and returned with the script in respect of each examination where a candidate has been granted and availed of the use of a word processor. 1. Details of the computer hardware and software (including version) should be provided in advance to the SEC and confirmed by you, the superintendent, in your report at the conclusion of the examination. 2. The candidate, under the supervision of the school authority, must undertake to remove from any hard disk storage area, in advance of the examination, all files that contain material which might contravene the rules governing the conduct of candidates (please refer to Appendix A for further information) The computer terminal used should be a standalone model, i.e. it should not be connected to a telephone line or to any form of Local Area Network (LAN). If the computer terminal has wireless capability this must be disabled in advance of the examination. In particular the SEC is concerned that any files/documents/study notes being retained by the candidate on computer media are removed. Where the computer facilities in use are the actual property of the school and cleaning the hard disk would involve inconvenience for the school, the SEC is prepared to allow, on application, the retention of any data which is proper to the school as distinct from the candidate. An example of this would be where the computer is in use by the school for its own administrative records. Failure to follow these instructions could expose the candidate to the imposition of penalties as provided for under the Rules. 3. An official of the SEC may call to examine the technology in use before or during the examinations. 4. The candidate should be allowed to work for the full period scheduled and any printing of final copy may be done subsequently. The candidate must be present when the final copy of material is being printed; this is to ensure that he/she is in a position to verify that all his/her work is being submitted to the SEC. 5. The SEC strongly recommends that prudent backup procedures should operate to ensure that there is no data loss due, for example, to power interruption. If the computer software supports timed backup this facility should be enabled. 12
Frequent saving to disk or storage device and/or intermediate production of paper copy is suggested. Individual circumstances will vary depending on the sophistication of the hardware and software available. Even where a hard disk is installed the candidate should copy or save data primarily to a removable media storage device e.g USB, CD/DVD etc. The hard disk of the computer may be used for backup purposes. 6. If a candidate has been granted the use of a Word Processor on the grounds of Physical Difficulty, the spelling and grammar check must be disabled during all examination sessions undertaken by the candidate. Similarly, any Auto Correct facility must be disabled. If a candidate has been granted the use of a Word Processor on the grounds of a Specific Learning Difficulty, the spelling and grammar check may be enabled during all examination sessions undertaken by the candidate. Similarly, any Auto Correct facility may be enabled. The grounds on which the word processor has been granted will have been confirmed to the school authority in writing in advance of the examinations. 7. The candidate will be examined based on paper copy generated by the word processing package. The candidate must, however, include with the paper copy any CD/DVD s or USB devices used during that particular session and any paper copy generated during the examination for backup purposes. The candidate should ensure that all printed pages are numbered for example Page 1 of 10, Page 2 of 10 etc. 8. All removable media devices should be labelled with the base centre number, candidate number, subject and subject level. The removable media devices should be securely packaged before returning to the SEC to prevent damage. You are reminded once again that the SEC is not responsible for any fees or costs which may be incurred in the provision of these devices. E.Guidelines for Schools and Superintendents where the candidate has been granted the use of a Sign Language Interpreter. If you are carrying out the duty of a Sign Language Interpreter you will, on request, sign to the candidate the entire or any part of the examination paper. Your role as a Sign Language Interpreter is to present the questions in a different language without changing the meaning, adding any additional information or providing any explanation as to what the question requires of the candidate. 13
SECTION 4 PROCEDURES FOR SCHOOLS AND SUPERINTENDENTS IN DEALING WITH EMERGENCIES (e.g. HOSPITALISATION) DURING THE EXAMINATIONS. A. Emergencies arising where arrangements are required within the school. (e.g. accidents, illness) 1. Where an emergency occurs, the school is likely to be in the best position to help arrange the necessary alternative arrangements at short notice. In the event that a special centre is required the school authorities are free to appoint a local Superintendent within the guidelines as specified in Section 1. Please refer to Circular S24/12 when accommodating candidates in special centres in particular 1(b) as follows: The granting of a special examination centre does not automatically mean that the candidate will be sitting in an examination centre on their own. In some circumstances it may be appropriate for school authorities to assign a small number of candidates (also being accommodated under the RACE scheme) to one special centre under the control of one superintendent. The following are examples of where it may be appropriate to accommodate more than one candidate in a special centre:- 1) Candidates who have certain emotional or behavioral difficulties 2) Candidates who have non-contagious medical conditions 3) Candidates who have been granted the use of a word processor 4) Candidates who have been granted the use of a reader but who only require occasional words or phrases to be read to them; in this type of scenario, it may be possible for a small number of candidates to share one reader 2. You should contact the SEC to confirm supervision arrangements. All examination material can be obtained from the Superintendent of the candidate s base centre. The candidate should be marked present on the roll for the base centre. At the conclusion of the examination the script should be returned to the Superintendent of the base centre. It should not be left with the attendant or with other personnel in the school. 3. If, arising from an emergency, an adjustment to the start time of an examination has been sanctioned by the SEC, a candidate must be allowed the full time specified for the examination. 4. In an emergency situation the candidate must always be supervised by the school authorities from the start time of the examination as per the official timetable. B. Emergencies arising where the candidate is admitted to hospital It is inevitable with over 120,000 candidates taking the certificate examinations that some candidates will require hospitalisation, or as a result of accidents or illness, will require a special centre in the school. These situations arise at short notice. Past 14
experience shows that through the co-operation of schools, Superintendents, hospitals and parents, arrangements can speedily be put in place in the interest of the student. The purpose of this section of the document is to have available a ready guide for all who may become involved in making such arrangements. Procedures for the School 1. Where the candidate is in hospital the school authorities should consult with the parents to ascertain if the candidate is physically able to sit for the examinations. Medical opinion may ultimately determine if the candidate will present for examination. 2. Once it is likely that the candidate will take the examination in hospital, the SEC should be contacted with details of the hospital, location of the ward, the name of the person in charge and the list of subjects the candidate will take in hospital. 3. If the hospital is adjacent to the school, the school may, if possible, appoint a person locally to act as Superintendent. If this is the case, the examination papers and stationery should be obtained from the candidate s base centre in the school. 4. Where the school is some distance from the hospital the SEC will nominate a base centre in a school in the vicinity of the hospital and the SEC may appoint a Superintendent to the special centre in the hospital if necessary. Procedures for the Superintendent: 1. In cases where the Superintendent obtains examination papers from the candidates own school On appointment, you will be informed by the school of the location of the hospital, the contact person in the hospital and the base centre. You will obtain all examination papers and stationery from the candidate s base centre. Examination scripts should be returned to the Superintendent of the base centre immediately after the examinations. 2. In cases where examination papers are to be supplied by a school nominated by the State Examinations Commission On appointment, you will be informed of the location of the hospital, the contact person in the hospital and the base centre where the examination papers and stationery can be obtained and to where they must be returned. Where the hospital is not in the vicinity of the candidate s base school, the SEC will appoint a base centre in a school in the vicinity of the hospital. The SEC will inform this school of the arrangement in place. You may call to the nominated school to collect examination papers and stationery for the purpose of operating the special centre in the nearby hospital. Photographic ID should be produced when collecting the examination papers. Examination scripts should be returned to the Superintendent of the base centre immediately after the examinations. 3. Please refer to SECTION 2 of this booklet for more detailed guidelines with regard to the procedures for the conduct of examinations. 4. Further advice and assistance can be obtained from the Reasonable Accommodations Section in the SEC. 15
C. Occasions where the examination timetable may be adjusted 1. In exceptional circumstances, the start of the examination may be delayed or brought forward, provided the candidate has not had sight of the examination paper or knowledge of the examination paper contents. the candidate has not had contact with other candidates or any person who may have had sight of the examination paper or have knowledge of the examination paper contents. the candidate has been supervised by the school authorities from the start time of the examination as per the official timetable. Where the start of the examination has been altered the candidate must be allowed the full time specified for the examination. Candidates may not, however, take an examination on a later date under any circumstances. Any change to the scheduled start of an examination must have prior approval from the SEC. 2. Where a candidate is taken ill during the examination or requires a break for medical attention e.g. candidate undergoing a medical procedure, you may extend the examination time to compensate for loss of time as appropriate. D. Accommodations that can be approved by school authorities Without recourse to the SEC, the school may authorise any of the following accommodations based on local knowledge of what is in the best interest of the candidate. Granting breaks or rest periods in each examination session that are warranted by the physical or medical condition of the candidate. The candidate may not be writing during this rest period. The candidate may take one or more rest periods during each examination. The total of the rest period(s) must not exceed 20 minutes per examination. The candidate must notify the Superintendent when they wish to begin / conclude each rest period. Under this type of accommodation the time taken for rest or as a break may be compensated for at the close of each examination period to a maximum of 20 minutes. Taking of medicine, food or drinks into the examination centre where this is required for medical reasons. Allowing the candidate to move within the centre Use of a special desk or chair used in the classroom Use of low vision aids used normally in the classroom Ensuring that a candidate with a hearing impairment is positioned close to the Superintendent. As Superintendent, you may permit any of these accommodations on receipt of a note from the school authorities confirming that the accommodation is required. 16
E. Candidates who have encountered difficult life experiences, adversity or trauma. Each year at the certificate examinations, the SEC receives correspondence in relation to unexpected situations encountered by a candidate. While the SEC would wish to do all it can for students who have had to cope with adversity in their lives, there is also the need to apply uniform and objective criteria to the marking of students examination work. At the certificate examinations each student s work is marked according to the common marking scheme for the subject concerned. This is to ensure equitable, consistent and fair treatment for all candidates. There may be a misconception that examiners can allow in some subjective way for the life circumstances of individual students. This is not the case. Examiners are confined to applying the marking scheme to the work actually produced at the examination. An examiner has no scope to deviate from the marking scheme. Therefore it would be appreciated if schools could refrain from submitting letters seeking consideration in the marking or from advising candidates that such consideration is possible. That said, it is also important to point out that within the confines of our examination system, every possible effort is made by the SEC to accommodate candidates who suffer illness, bereavement or other trauma either immediately before or during the examinations. Each year, arrangements are made to cater for a wide range of emergencies. These include alterations to the standard examination timetable and special sittings in venues such as hospitals. The National Educational Psychological Service also assists schools and students in crisis situations during examinations. 17
Appendix A Extract from Rules and Programme for Secondary Schools 2004/2005 SECTION XI - CONDUCT OF CANDIDATES DURING EXAMINATIONS 56. It is each candidate s own responsibility to note carefully the days and hours, as fixed on the timetable, for the examinations in the subjects in which the candidate intends to present himself/herself. Candidates are required to be in attendance at the examination hall at least half an hour before the examination commences in the subject in which they first present themselves. On subsequent days they are required to be in attendance at least fifteen minutes before the hour stated in the timetable. Candidates will be responsible for making their own arrangements to ensure timely attendance at the examination hall. External candidates must sign an attendance roll (Form E10A) at the start of each examination. The signature on this roll must agree with and appear in the same format as that on the candidate s I.D. Card. No candidate will be admitted to the examination in any paper after thirty minutes of the time for that paper have elapsed. 57. No candidate may be authorised to leave the examination hall until the expiration of thirty minutes from the time at which the examination began. 58. A candidate may not be permitted to leave the hall and return during the examination period unless the Superintendent is satisfied that the candidate s need to leave the hall is genuine, (e.g. because of illness, urgent need to visit the toilet, etc.). A candidate who leaves the hall during any period of examination shall not be re-admitted during that period unless the candidate has been in the care of a representative of the school authority or, failing that, in the care of the Attendant during the entire period of the absence. The candidate must hand the answer book and Examination paper to the Superintendent on leaving the hall; the Superintendent should record on the cover of the answer book the time of departure from and return to the hall and the reason for the absence; the time lost by the candidate may not be compensated for at the close of the examination period. Particulars of any such occurrence should be reported on the appropriate Advice List. 59. A candidate who leaves the examination hall before the expiration of any period of examination must surrender his/her examination paper and answer book to the Superintendent. 60. A candidate must occupy during the entire examination the place first assigned to him/her by the Superintendent, unless otherwise directed by the Superintendent. 61. A candidate should raise his/her hand if he/she wishes to attract the attention of the Superintendent during the examination. It is the candidate s responsibility to ensure that he/she brings to the attention of the Superintendent if he/she has not been provided with the level of the examination paper at each examination that he/she is due to take. 62. No candidate shall write his/her name on any answer book or other paper supplied. The candidate s number should be entered on every envelope, answer book, map, drawing, or 18
sheet of square paper used. Candidates should not commence writing until instructed to do so by the Superintendent. 63. A candidate must enter on the envelopes and answer books used by him/her the particulars required as to subject, etc. 64. Any additional answer book, squared paper, etc. issued to a candidate, whether used or unused, should be attached to his/her answer book before it is sealed with the treasury tag provided for that purpose. Candidates will be supplied with Formulae and Tables booklet by the Superintendent. They may not bring a copy of their own booklet into the examination hall. 65. A candidate shall not bring into the examination hall, or have in his/her possession or under his/her control or within his/her reach, whilst he/she is in such room (a) any book or paper (save his/her I.D. card, where such is required, the examination paper, and such answer books, etc., as shall have been supplied to him/her by the Superintendent); or (b) any memorandum, notes or mobile phone, electronic address book, data bank, etc, except a calculator as permitted under the regulations or bi-lingual translation dictionary where its use has been approved. 66. In the case of Art examinations of a practical nature (i.e. drawing, craftwork), candidates are permitted to bring such materials into the Examination Hall as may be notified to schools by the SEC. 67. A candidate shall not, while in the Examination Hall (a) use, or attempt to use, any book, memorandum, notes or paper (save the examination paper and such answer books, etc., as shall have been supplied to him/her by the Superintendent and a bilingual translation dictionary where its use has been approved); or (b) aid, or attempt to aid, another candidate; or (c) obtain, or attempt to obtain, aid from another candidate or Superintendent; or (d) communicate, or attempt to communicate, in any way, with another candidate within the centre or by electronic means with a person outside the centre. 68. A candidate (a) shall not write on the examination paper (except where answers are to be written on part of the examination paper itself) or I.D. card or Formulae and Tables booklet or on any of the mathematical instruments brought with him/her; except where a candidate uses a highlighter pen or underlining as an aid to interpreting the examination paper. (b) shall not write in his/her answer book anything that is not directly connected with the subject matter of the questions to be answered; (c) shall not remove from the answer books any leaf or part of a leaf; (d) shall not take out, or attempt to take out, of the examination hall, any answer books, whether used or unused; (e) shall not damage the examination hall or its furniture. 69. A candidate who has finished his/her work at least ten minutes before the time appointed for the conclusion of the examination may be permitted to leave the hall on handing up to the Superintendent (a) his/her answer book(s) and (b) the examination paper. 70. A candidate who completes his/her work during the last ten minutes of the examination should remain in his/her seat until the Superintendent has collected his/her answer book(s) and he/she should not then leave the hall until the time appointed for the conclusion of the examination unless permitted to do so by the Superintendent. 19
71. At the conclusion of the examination each candidate who has not already done so should immediately seal his/her answer book(s) or envelope and remain in his/her seat until the Superintendent has collected the answer book(s). 72. A candidate shall, in all matters relative to the examination, submit to, and obey, the directions of the Superintendent. 73. In those subjects in which there is more than one paper, a candidate must take all the papers in a subject from one level, e.g. all papers at Ordinary Level or all at Higher Level. He/she may not be supplied with, or allowed to see, the papers in more than one level in the same subject. 74. Each candidate presenting himself/herself for examination in Construction Studies, Design and Communication Graphics, Engineering, Materials Technology (Wood) or in Technical Graphics is required to bring with him/her a drawing board, T-square, scales, set squares, protractor, compass, pencil, eraser and drawing clips or tape. Candidates may use mathematical drawing instruments for all examinations. The use of science stencils is permitted for the examinations in the Science subjects. The use of string, thread, a magnifying glass and an opisometer is permitted for the examination in Geography. Unless otherwise stated in the specific syllabus and on the specific examination paper, the use of calculators is allowed in all examinations, subject to the following: (a) Neither the Department of Education and Skills or the State Examinations Commision will supply calculators to candidates. Examination centres will not be responsible for the provision of calculators or batteries. (b) The proper working condition of the calculator is the responsibility of the candidate. No allowance will be made for battery or other calculator failure during the examination. (c) Calculators must be silent and must not require the use of mains electricity supply. (d) Calculators may not be borrowed from other candidates during the examination. (e) Programmable calculators are prohibited. The term programmable includes any calculator that is capable of storing a sequence of keystrokes that can be retrieved after the calculator is turned off or powers itself off. Note that the capacity to recall, edit and replay previously executed calculations does not render a calculator programmable, provided that this replay memory is automatically cleared when the calculator is powered off. Also, the facility to store numbers in one or more memory locations, does not render a calculator programmable. (f) Calculators with any of the following mathematical features are prohibited: graph plotting equation solving symbolic algebraic manipulation numerical integration numerical differentiation matrix calculations 20
(g) Calculators with any of the following general features are prohibited: data banks dictionaries language translators text retrieval capability of remote communication. (h) Candidates must indicate on their answer books the make and model of any calculator(s) used in the examination. (i) Candidates are not allowed to take an instruction manual into the examination hall. This includes instructions printed on the cover of the calculator. Any instructions printed on a casing that cannot be removed from the calculator must be securely covered (j) Candidates may not turn on their calculators until the examination begins. This rule does not allow a candidate to bring into the examination centre any device that would be otherwise prohibited. In particular, mobile phones, electronic organisers or similar devices are not permitted under any circumstances (see rule 65 above). 75. A candidate may be expelled from the examination hall if his/her behaviour is such as to jeopardise the successful conduct of the examination. Submission of material of a pornographic nature or any other offensive material or the inclusion of any cash/cheque in the script may result in the examination in all subjects being disallowed. 76. Where the Commission forms the view that there has been a violation of these Rules, it should inform the Department and it will be for the Minister to decide on the penalty to be applied. Where the Minister is of the opinion that any candidate has violated any of these Rules, has attempted to obtain an examination result to which the candidate is not entitled, or has uttered or attempted to utter such a result or has furnished incorrect information in relation to his/her candidature, such candidate shall be liable to be deprived of the examination or of marks, or to have such deduction made as the Minister may think fit from any sum payable in respect of any grant or scholarship obtained by the candidate, according to the opinion which the Minister may form of the gravity of the offence; and the Minister may, if the Minister thinks fit, publish the candidate s name and address, as given in the notice of intention to present for examination, as those of a candidate who has been so deprived and the Minister may, according to the opinion of the Minister as to the gravity of the offence, debar the candidate from entering for any of the examinations run by the Department of Education and Skills for such period as the Minister may determine. 21