Invigilators Manual Final Doc 2016 2017.doc2 1

UNIVERSITY OF SOUTH AFRICA
UNISA INVIGILATORS
MANUAL 2016 - 2017
Towards the African University in the Service of Humanity

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Directorate Student Assessment Administration (DSAA)
University of South Africa (UNISA)
Directory
_____________________________________
Muckleneuk Campus
OR Tambo Admin Building
Room 2-44, Preller Street
PO Box 392, UNISA 0003
SOUTH AFRICA
TELEPHONE NUMBERS FAX NUMBERS

Country Code: South Africa +27 Area code: Pretoria (012)
429-2477/2300
Invigilators Claim : Mrs Patience Skosana

Enquiries (National) Email:
Tel: 011-471 2101
Invigilators Claim : Mr S Mogashoa

Enquiries (International) Email:
Tel: 011-471 2720
Exam irregularities : Mr Frik Prinsloo

: Email: Prinsfg@unisa.ac.za
Tel: 012 4292831
Stationery/Examination : Question Paper Enquiries

Tel: 012-429 2831
Tel: 012-429 4910
Aegrotat or Special (Deferred) : Email: Aegrotats@unisa.ac.za

Examinations Fax number: 012-429 4150
Fraud/Corruption Hotline: 0800 869 693

Email:
Fax: 0800 200 796
UNISA Invigilators Manual May/June 2016 - May/Jun 2017

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Table of Content
Table of Content ..................................................................................................... 3
UNISA CODE OF ETHICS AND CONDUCT ........................................................... 5

A. ADMINISTRATION AND HUMAN RESOURCES ............................................. 6
1. APPOINTMENT OF INVIGILATORS .......................................................... 6
2. TRAINING OF CHIEF INVIGILATORS ....................................................... 7
3. TRAINING OF ASSISTANT INVIGILATORS .............................................. 8
B. PRE-EXAMINATION PHASE .............................................................................. 8

1. CHECKING OF STATIONERY ................................................................... 8
2. RECEIPT OF EXAMINATION QUESTION PAPERS (NATIONAL
EXAMINATION VENUES)........................................................................... 9
3. RECEIPT OF EXAMINATION QUESTION PAPERS (INTERNATIONAL
VENUES)................................................................................................... 10
4. REPORTING OF POSSIBLE EXAMINATION SECURITY BREACHES: . 11
5. SAFEKEEPING OF EXAMINATION QUESTION PAPERS AND
STATIONERY ........................................................................................... 14
6. VERIFICATION OF EXAMINATION QUESTION PAPERS ...................... 14
7. EXAMINATION DATES AND DURATION OF EXAMINATION PAPERS 15
8. ARRANGEMENTS IN THE EXAMINATION ROOM ................................. 15
9. THE CHIEF INVIGILATOR TO ADMINISTER THE FOLLOWING: .......... 16
C. EXAMINATION PHASE .................................................................................... 17

1. STUDENTS WHO ARRIVE LATE AT THE EXAMINATION VENUE ....... 17
2. DISTRIBUTING EXAMINATION ANSWER BOOKS AND OTHER
STATIONERY ........................................................................................... 17
3. MARK READING SHEETS (MCQS) ........................................................ 19
4. IDENTIFICATION DOCUMENTS .............................................................. 20
5. DISTRIBUTING EXAMINATION QUESTION PAPERS ............................ 20
6. ENTERING AND EXITING THE EXAMINATION ROOM .......................... 21
7. SUPERVISION OF CANDIDATES ............................................................ 21
8. ERRORS IN OR EXPLANATION OF EXAMINATION QUESTIONS ........ 22
9. DURATION OF SESSIONS ...................................................................... 22
10. CIRCUMSTANCES THAT MAY AFFECT A CANDIDATES RESULTS ... 22
11. APPLICATIONS FOR AEGROTAT OR SPECIAL (DEFERRED)
EXAMINATIONS: ...................................................................................... 22
12. VERIFYING THE PRESENCE OR ABSENCE OF CANDIDATES ........... 24
13. CHECKING OF EXAMINATION ANSWER BOOKS ................................ 28

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14. DISPATCH OF PARCELS/ENVELOPES BY COURIER (SKYNET) ........ 31

15. RECORDS OF PARCELS SENT TO UNISA ............................................ 33
16. EIGHT EASY STEPS TO COMPLETE YOUR SKYNET WAYBILL ......... 33
17 INVIGILATORS MANUAL CLAIMS ......................................................... 34
18 VENUE CLAIMS ....................................................................................... 37
19 SAFEKEEPING OF UNUSED STATIONERYError! Bookmark not defined.
20 VIOLATION OF EXAMINATION REGULATIONS (ALLEGED
DISCIPLINARY CASES) ........................................................................... 38
Annexure 1 - MARK READING SHEET(MCQ) ..................................................... 45
Annexure 2 - MARK READING SHEET INSTRUCTIONS .................................... 48
Annexure 3 - TRAINING DECLARATION ............................................................ 49
Annexure 4 - EXAMINATION ANNOUNCEMENTS ............................................. 49

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UNISA CODE OF ETHICS AND CONDUCT
It is a policy requirement that UNISA invigilators conduct themselves with the

highest degree of integrity and honesty in all of their dealings with students.
UNISA invigilators should at all-time dress appropriately as not to tarnish the

image of the University.
All UNISA Invigilators are expected to apply and uphold the following core
values:
Respect
Recognise and respect the dignity of every person and conduct business in a
manner that seeks to protect the dignity and human rights of all those
involved.
Invigilators must respect fellow employees by acknowledging the moral and

cultural norms and value of colleagues.
Accountability
Accountability entails acceptance of responsibility by an Invigilator for

decisions he/she is involved in taking.
UNISA Invigilators undertake to manage all resources and/or resources put

under their authority in a responsible manner. Invigilators recognize that
resources should be managed in the interest of UNISA and in support of its
vision and mission.
It is the responsibility of the Chief Invigilator to ensure the safekeeping of all

examination question papers. Should the Chief Invigilator knowingly and or
purposefully subvert the rules and regulations pertaining to the security of
examination question papers and examination answer scripts, e.g. the
leaking/sale of examination question papers, he/she will be subject to
investigation and civil action.

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A. ADMINISTRATION AND HUMAN RESOURCES

1. APPOINTMENT OF INVIGILATORS
An Invigilator may not be a registered student at UNISA. Invigilators may not
have dependents/family members that are registered students at UNISA under
his/her supervision during examinations. If there are dependents/family members
registered at UNISA, it must be declared prior to the commencement of each
examination period. Failure to comply will result in the cancellation of your
Memorandum of Agreement (Contract).
Invigilators will be subject to random polygraph testing, criminal and credit checks.
1.1 National Examination Centres
IMPORTANT:
The Chief Invigilator has no authority to appoint an Assistant Invigilator

but may make recommendations in this regard to the Directorate
Student Assessment Administration (DSAA) - (Division Invigilation &
Administration Services).
No person who has not been appointed by the University may act as an
Invigilator.
In the event that the Chief Invigilator is not able to fulfil his/her duties
(e.g. due to ill health), it must be reported to the Directorate Student
Assessment Administration (Division Invigilation & Administration
Services). Under no circumstances may a Chief Invigilator be replaced
by anyone without the prior approval of the DSAA.
1.1.1. The DSAA will provide the Chief Invigilator with a list of names of the
invigilators appointed to his/her examination centre.
1.1.2. The Chief Invigilator must allocate the examination sessions EQUALLY
amongst the Assistant Invigilators. Nepotism and favouritism are
considered as serious offences and will not be tolerated. Due
consideration must be given to the principles of equity and fairness.
1.1.3. For every examination session a Chief Invigilator and a Secundus must
be present in the examination hall. (Ratio: Up to t 20 students; a Chief
Invigilator and one assistant invigilator (Secundus) will be appointed).
For every additional 20 students an additional invigilator will be
appointed;

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e.g.( Up to 20 students = 2 Invigilators; 20-40 students= 3 invigilators;

40-60 = 4 Invigilators, etc.)
A Secundus must be appointed at every venue and must be present at

the venue with the Chief Invigilator for the entire duration of the
examination session. The person appointed as Secundus may not be
used for consecutive examination periods and all Assistant Invigilators
should be given the opportunity to perform the role of Secundus, this
should be done using a rotational schedule. The Chief Invigilator may
not relinquish his/her duties to the Secundus. The Secundus will only
act as Chief Invigilator in the absence of the Chief Invigilators, or if
he/she cannot be present at the venue at any given time. Administrators
Invigilators performing administrative duties) may not be used for
consecutive examination periods and should be rotated after every
examination period.
IMPORTANT: The Chief Invigilator must be present in the examination hall, for
every examination and for the entire duration thereof. A Secundus must be
present at each examination in the event that the Chief Invigilator is not
available to carry out the session.
1.2 International Examination Centres
All appointed Chief Invigilators will receive a Letter of Appointment and a copy of the
Invigilators Manual (this publication). The Chief Invigilator must complete the
enclosed acceptance form as well as the Declaration of Confidentiality. Please return
these documents to the Examination Invigilation & Venue Administration Section
immediately (contact details provided in the front cover of this manual).
2. TRAINING OF CHIEF INVIGILATORS

All training arranged by the DSAA (for Chief Invigilators and Secundus) is
compulsory and non-attendance will result in your Memorandum of Agreement
with the University being terminated. Chief Invigilators who do not attend the
compulsory training, without a valid reason, must inform the University. The
University reserves the right to replace the Chief Invigilator for the relevant
examination session. Chief Invigilators who are unable to attend training
sessions must communicate this to the DSAA (Division Invigilation &
Administration Services) in writing, along with the details of the Invigilator who will
assume the duties and responsibilities as Chief Invigilator for the upcoming
examination session.

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3. TRAINING OF ASSISTANT INVIGILATORS

The DSAA has the overall responsibility for the training of all invigilators (Chief
and Assistant invigilators). It is however, the responsibility of the Chief Invigilator
to provide continuous on-the-job training for all assistant invigilators assigned to
his/her examination centre. It is imperative that the Chief Invigilator and Secundus
be familiar with all rules and regulations pertaining to the writing of examinations.
IMPORTANT: It is the responsibility of the Chief Invigilator to ensure that all
assistant invigilators receive proper guidance and training before every
examination period. Should you have any enquiries in this regard, please contact
the DSAA (Division Invigilation & Administration Services) for assistance.
B. PRE-EXAMINATION PHASE
1. CHECKING OF STATIONERY
All stationery will be delivered by the UNISA approved courier. Examination stationery
will be delivered to examination venues in the following manner:
Once off, before the commencement of the examination period

(International venues and small venues)
Weekly (larger venues; far-off venues)
Daily (selected venues)
A representative from the UNISA approved courier will contact the Chief
Invigilator/Secundus to indicate when examination stationery will be delivered.
Special writing materials (e.g. fill-in question papers, mark reading sheets, graph
paper, maps, etc.) needed for certain examination papers are clearly specified in
the list of special instructions for the examination in question.
Any shortages with regard to the above must immediately be reported to the
Examination Administration Division, for attention:

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Important:
Any stationary requests can be send by sms to (+27) 79 351 2620).
Please send the sms in the following format
Venue name:
Venue code:
Stationary code:
Alternatively, contact one of the following Manager:
Mr Frik Prinsloo
Tel: 012 429 2831
2. RECEIPT OF EXAMINATION QUESTION PAPERS (NATIONAL

EXAMINATION VENUES)
2.1 The appointed Courier service will deliver sealed plastic containers
containing the examination question papers between 08h00 and 16h00 on
the day prior to the commencement of the examination at examination
venues with designated storage facilities. Note: Examinations question
papers for examinations which are to be written on a Monday will be
delivered to the examination venue on the preceding Friday, between 08h00
and 16h00.
2.2 The Courier service will deliver the sealed plastic containers containing the
examination question papers by 07h00 on the day of the examination, at
venues without designated storage facilities.
2.3 The Chief Invigilator/Secundus (Second in Charge) must present his/her

identity document (ID) (passport/drivers licence only) for verification to the
representative of the Courier Service, and who will be in possession of the ID
number provided to them by UNISA.
2.4 The Chief Invigilator/Secundus must confirm that the number of plastic
containers delivered to the examination venue correlate with the number of
containers indicated on the Proof of Delivery (POD).
2.5 The Chief Invigilator/Secundus must verify that the container(s) is/are sealed
and confirm the correct seal number/s with those printed on the Waybill.
The Chief Invigilator/Secundus must record and immediately report any

damaged/broken seals or plastic containers to the Examination
Administration Division. Refer to number 4 for procedure for receiving
examination question papers and examination stationary.

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2.6 The Chief Invigilator/Secundus must ensure that the plastic containers
containing the examination question papers are stored in a secure location.
2.7 The Chief Invigilator/Secundus may open the plastic containers two hours
before the official starting time of the relevant Examination.
2.8 The Chief Invigilator/Secundus may only open the plastic security envelopes
containing the examination question papers for the relevant session, in the
presence of students, one hour (60 minutes) before the official starting time
of the Examination.
2.9 The Chief Invigilator/Secundus must ensure that there is an adequate

number of Assistant Invigilators to administer the above processes. If not,
immediately contact the Division Invigilation & Venue Administration
Section without delay. (Refer to directory for contact details)
3. RECEIPT OF EXAMINATION QUESTION PAPERS (INTERNATIONAL

VENUES)
3.1 The Courier service will deliver the full consignment of examination question
papers in sealed plastic containers within 14 days prior of the
commencement of the Examination period.
3.2 The Chief Invigilator must present his/her ID (passport/drivers licence only)
for verification by the Courier service. The Chief Invigilator/Secundus must
confirm that the number of plastic containers delivered to the examination
venue correlate with the number of containers indicated on the manifest
(inventory list).
3.3 The Chief Invigilator must verify that the container is sealed and confirm the
correct seal numbers with those printed on the Proof of Delivery (POD).
3.4 The Chief Invigilator must record and immediately report any
damaged/broken seals or plastic containers to the Examination
Administration Division
Refer to number 4 for procedure for receiving examination question papers

and examination stationary.
3.5 The Chief Invigilator must ensure that the plastic containers containing the
examination question papers are stored in a secure location.
3.6 The Chief Invigilator may open the plastic containers two hours before the
official start of the examination.
3.7 The Chief Invigilator may only open the plastic security envelopes containing
the Examination question papers for the relevant session, in the presence of
a student/(s), one hour before the official start of the examination.

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3.8 The Chief Invigilator must ensure that there is an adequate number of
Assistant Invigilators to administer the above processes, if not contact the
Division Invigilation & Venue Administration Section without delay.
(Refer to directory for contact details)
4. REPORTING OF POSSIBLE EXAMINATION SECURITY BREACHES:

4.1 All Chief Invigilators MUST adhere to the following procedure when reporting
possible examination security breaches.
4.2 Upon delivery of examination stationery, please report all damaged/partially

opened or opened boxes directly to Mr F Prinsloo at 012 429 2831. You will
be asked pertinent questions as to the condition of the boxes. In all cases,
please take pictures of the boxes and draft a brief report and submit to the
Examination Administration Division only.
4.3 UNISA approved Courier Company is responsible for the safe and secure
delivery of examination question papers. The process for the receipt of
examination question papers by Chief Invigilators as follows:
All Chief Invigilators will be required to present their ID documents to the

Courier driver upon each delivery. The Courier will have a the Chief
Invigilators ID number and will use this to compare it with the ID document
presented at the time of delivery. Examination Question Paper bins will only
be handed over to the authorised Chief Invigilator/Secundus.
Important:
Marking of bins
Date of the exam.
Bins are numbered according to their position in a batch, i.e.: 1 of 10; 2 of

10; 3 of 10 etc. Ensure that you have received all the bins in a batch, the
example above indicates that there should be a total of 10 bins in that
batch, so the invigilator receiving these should ensure that s/he receives
10 bins.

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Example of a sealed bin.
4.4 Category 1: Upon delivery of the bins, please verify the external condition of
the bins
i. That all cable ties/grippers are still intact

ii. That all barcode tabs of the cable ties/grippers are still intact
iii. That the nylon strapping (x2) are still intact (not applicable to
international examination venues)
iv. That the cable ties/gripper numbers corresponded to that printed on
the POD
v. That the sheet indicating the number of the bin (affixed to the top of
the bin) is still intact
vi. That you have received the total number of bins in the batch, i.e. 1 of
10 up to 10 of 10.
Should a bin be delivered which has been completely opened, please take
possession of the bin/s and contact Mr FG Prinsloo on 082 645 0308 at the
Examination Administration Division immediately.
4.5 In the event of any of the above NOT being in place, please proceed as
follows:
a. Take receipt of the bin

b. Do not allow the courier to return the bin or promise to have it fixed for
later return
c. Take pictures of the bins and write a message on the waybill and POD
d. Prepare a draft repo and submit it to:
4.6 Mr FG Prinsloo (prinsfg@unisa.ac.za / Cell: 082 645 0308). Your report must
contain the following information:
i. Your name

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ii. Examination Venue

iii. Date of delivery of examination consignment
iv. Courier Drivers details
v. Damages reported
vi. Pictures of the bins
vii. Brief description / report of what it is you are reporting
4.7 Category 2: After adhering to the instructions in Category 1, please proceed

as follows (condition of contents)
Should you have received a bin and upon opening it on the morning of the
examination find the following:
i. Inside parcel strapping has been removed/tampered with/damaged

ii. Security envelope is torn/tampered with/burst
iii. Security seal of envelope indicates that the seal was tampered with
4.8 In the event of any of the above have been found, please proceed as follows:
a. Take receipt of the bin

b. Do not allow the courier to return the bin or promise to have it fixed for
later return
c. Take pictures of the bins and write a message on the waybill and POD
d. Prepare a draft report and submit it to:
Mr FG Prinsloo (prinsfg@unisa.ac.za / Cell: 082 645 0308). Your report must

contain the following information:
i. Your name
ii. Examination Venue
iii. Date of delivery of examination consignment
iv. Courier Drivers details
v. Damages reported
vi. Pictures of the bins
Brief description / report of what it is you are reporting
The information you are reporting is confidential and will be treated as such. You are
also requested to keep the information and reports confidential and only report to Mr
FG Prinsloo.

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5. SAFEKEEPING OF EXAMINATION QUESTION PAPERS AND

STATIONERY
The Chief Invigilator is fully responsible for the safe custody of examination question
papers and answer scripts and must ensure that they are securely stored until the day of
the examination. NOTE: No examination question paper may be given into the custody of
any other person, e.g. an Invigilator who invigilates at a school may not hand the
examination question papers to the headmaster of the school for safekeeping.
NOTE: At no stage should third parties, e.g. headmasters, venue management have
access to the examination question papers. For the duration of the Examination, only
the Chief Invigilator must have a key to the secure storage facility.
6. VERIFICATION OF EXAMINATION QUESTION PAPERS

Chief Invigilators must report any of the following errors or omissions to the Examination
Administration Division (refer to Directory (pg.2) for contact details) immediately:
6.1 Insufficient number of Examination question papers
6.2 Any printing irregularities
6.3 Any incorrect question papers delivered to your examination centre
6.4 Examination question papers delivered to your examination centre, but

belonging to another
6.5 All other Examination question paper irregularities
Should it occur that a student arrives at your examination centre and you do not
have the relevant examination paper, you must immediately contact the
Examination Administration Division only and not the courier service.
Kindly note that examination question papers WILL NOT be faxed or emailed
unless it has been established that:
the student has been admitted to the examination, and is registered to

write at your examination centre;
The student has contacted the University in line with the requirements to
make the necessary arrangements and that the non-availability of the
examination question paper is due to some error on the side of the
University.
IMPORTANT
The course code (examination question paper code) appears in the

window of the sealed envelope containing the papers. On no account
are sealed envelopes to be opened before the official date and time of
the examination.

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Examination question papers have been carefully arranged and

packed in the sequence as appearing on the A4 Venue Timetable.
Question Paper bins will be numbered and it is important that you
open them in numerical sequence (e.g. from 1 to 10).
7. EXAMINATION DATES AND DURATION OF EXAMINATION PAPERS

The date and time as indicated on the Venue Examination Timetable must be
accepted as correct and the examinations arranged accordingly. If there is a
discrepancy with the duration of the examination, the duration reflected on the
examination question paper must be taken as correct. Under no circumstances
may you deviate from these times.
8. ARRANGEMENTS IN THE EXAMINATION ROOM
IMPORTANT : Always do your venue seating arrangements and planning at

least one week in advance.
8.1 The Chief Invigilator must use the information contained on the examination
venue timetable to ensure that a sufficient number of seats/chairs have
been made available.
8.2 It is the Chief Invigilator's responsibility to ensure that students are seated in
such a way that it minimises the possibility of students copying from one
another or making use of any unauthorised material during the examination.
8.3 Rows must be clearly marked prior to the commencement of the exam.
IMPORTANT: Where possible, a minimum distance of one metre in every

direction between tables must be maintained
8.4 Candidates writing open-book examinations may be provided with

additional tables or desks to allow them to arrange the authorised literature
conveniently, if the space in the examination venue permits this. The
specific material or books which may be used are indicated on the
examination question paper. The Chief Invigilator should confirm which
materials are permissible before the commencement of an open-book
exam.
8.5 Before commencement of the examination the Chief Invigilator must ensure
that any printed or written material which may assist candidates in their
examinations have been removed from the examination venue, that tables
and chairs have been straightened and that all writing surfaces have been
cleaned. The examination venue must be tidy at all times.
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To ensure the minimum disturbance during examination sessions, students writing

two, three, four or five-hour examinations should be seated in such a manner so as
to avoid unnecessary disturbance to students who are still writing their examinations.
8.6 Please display all signage provided by the DSAA conspicuously at the
examination venue.
8.7 The University accepts no responsibility for loss of private property at the
examination venues.
8.8 Please clearly display lists of all subjects which are being written per
session at the venue, e.g.
(Subject - date - duration - row - seat)
8.9 Please ensure that the examination venue is fitted with a wall clock.
9. THE CHIEF INVIGILATOR TO ADMINISTER THE FOLLOWING:

9.1 Hand out examination answer books (Book 1) and examination question
papers to students, the prescribed additional answer book (Book 2) or
supplementary writing material if required.
9.2 Verify student numbers and identity documents. Students who do not
produce a positive identity document (picture included), must not be allowed
to write the exam.
9.3 When collecting examination answer books and examination question

papers after the completion of the examination, please ensure that the
student has completed the front cover and the mark reading sheet (where
applicable).
9.4 In the case of partial examinations (i.e. where students write in an answer
script and complete a Mark-reading sheet) Invigilators should indicate on
the script that a script and MCQ was received/handed in (e.g. 1 + MCQ).
9.5 Collate all the examination answer books, question papers and absentees.
9.6 All unused examination answer books, mark reading sheets and all
examination question papers must be collected from all students before
they leave the examination venue.

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C. EXAMINATION PHASE
Procedure in the examination venue
IMPORTANT: Chief Invigilators must please take careful note of the

commencement time of each examination session. No deviation from the
scheduled times are permitted.
It is imperative that the University is able to communicate with the Chief

Invigilator at all times during the examination period and even during
examinations. Chief Invigilators are therefore required to keep their cellular
phones switched on and on their person at all times. The cellular phone
must be switched to silent or more preferably, the vibrating mode where
possible.
All students and Assistant Invigilators cellular phones must be switched

off during the examination session.
If a students cellular phone rings during a session, do not confiscate his/her

examination answer book or cellular phone. Warn the student and complete an
infringement form which the student must also complete and sign. Please see
form in the back of this publication.
1. STUDENTS WHO ARRIVE LATE AT THE EXAMINATION VENUE

The University rules clearly stipulate that students MUST be seated 15 minutes
before the commencement time of the examination. Students who arrive after
the commencement time of the examination will not be granted access to the
examination venue. This information is printed on the students final
examination timetable.
Students who arrive late must not be encouraged to apply for Aegrotat or
Special (deferred) Examinations or to visit the Examination Division to apply for
any special concessions.
2. DISTRIBUTING EXAMINATION ANSWER BOOKS AND OTHER

STATIONERY
2.1 Candidates must be permitted to enter the examination room at least one
hour before the start of a session. This is to make allowance for certain
administrative tasks to be performed before the examination may
commence.
2.2 Where possible please check all students final examination timetables at
the door before entrance to the venue. This is to ensure that students are at
the correct venue and will assist in alleviating the problem of examination
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question paper shortages. Students, who are not registered to write their
examination at your venue, should be turned away if no question papers are
available for them to write the examination.
2.3 Unless otherwise specified in the special instructions, a candidate may

bring no material which may assist him during an examination, into the
examination venue.
2.3.1 Candidates may only be allowed to bring calculators into the

examination room for use in certain examination question papers
(as indicated in the special instructions). A distinctive calculator
emblem appears on the cover of these examination question
papers.
2.3.2 NOTE: Cellular phones must not be used as calculators or as a

watch and must remain switched off.
2.4 Answer books are issued to students personally only once he/she is seated
in the examination venue after the examination announcements have been
made or unless otherwise specified in the list of special instructions for
stationery. The applicable answer book must be handed to each candidate.
The examination answer books may not be placed on the candidates'
desks prior to commencement of the examination.
Where applicable please ascertain beforehand whether or not the

examination question paper serves as a fill-in question paper (see special
instructions). Fill-in question papers are printed on ivory/yellow paper.
2.5 Only one examination answer book per student may be issued (Book 1).
During the session a second examination answer book may be issued to a
candidate, on request, if the first book has been fully utilised (Book 2). In
certain instances the special instructions require that two examination
answer books be issued at the commencement of the examination (Book1
and Book2). In cases where a second examination book is issued, it should
be stapled to the first book. Candidates are obliged to fill in all the
information on the front page of the examination answer book. The
University does not require candidates' names and signatures on
examination answer books. The candidates name is required on the mark-
reading sheets.
2.6 The attendance register (University copy) on the inside of the examination
answer book must be completed in full, torn off and placed on the right hand
corner of the desk, together with the ID document and examination
timetable for verification by the invigilator. (In cases where no examination
answer book is necessary, the attendance register appears on the back
page of the specific examination question paper). The invigilator must
ensure that the declaration on the attendance register is signed by the
candidate.

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The student must retain the second attendance register (student copy) as
proof of attendance. In order to validate this document it is required that the
Invigilator includes his/her staff number as well as signature before students
exit the examination venue. Invigilators must also clearly print their full
initials and surname on the students copy of the attendance register, even
though it says signature. Invigilators must only sign completed attendances
registers.
2.7 Special writing materials as specified in the special instructions must be

issued to candidates.
2.8 No loose sheets for rough work may be issued to students, unless so
specified in the special instructions. Students must do rough work in the
examination answer book and label it accordingly.
3. MARK READING SHEETS (MCQS)

3.1 The Chief Invigilator and assistant invigilators must familiarize themselves
with the procedures for completion of mark-reading sheets. All invigilators
are therefore requested to study the facsimile of the mark-reading sheet
(Annexure 1) and the mark-reading instructions (Annexure 2).
3.1.1 Only the specified number of mark-reading sheets, as indicated in

the special instructions, should be handed to each student.
3.1.2 If a Student for some reason damages his mark-reading sheet,

another sheet must be provided on request. The spoilt sheet should
be returned to the invigilator and destroyed.
3.1.3 Mark-reading sheets must be completed in pencil only.
3.1.4 Partial Examination (contains an answer book and mark-reading

sheet): Please ensure that the invigilators who have been tasked to
collect the completed answer books back from students have been
informed in advance of when the subject consists of an examination
answer book and a mark reading sheet. Each student must place his
mark-reading sheet in his/her examination answer book
himself/herself. Under no circumstances should the mark-reading
sheet be separated from the students examination answer book. In
the case of partial examinations (i.e. where students write in an
answer script and complete a Mark-reading sheet) Invigilators should
indicate on the script that a script and MCQ was received/handed in
(e.g. 1 + MCQ).
3.1.5 Full Mark-Reading Sheets: In cases where no examination answer

book is required, only the mark-reading sheet must be handed to the
invigilator. Mark-reading sheets must not be folded or stapled.
Invigilators must make use of the A4 grey cardboards and place the

20
completed batches of mark-reading sheets between them in order to

prevent any damage to it.
3.1.6 Candidates may not have longer than the prescribed examination
time to complete mark reading sheets. Mark-reading sheets must be
handed in immediately after the examination time has expired.
3.1.7 Under no circumstances may an Invigilator complete the Multiple

Choice Question for a student.
4. IDENTIFICATION DOCUMENTS
Candidates are obliged to have their green identification documents, passport
or drivers licence, student cards (where available), admission letter /
examination timetable with them at every session. It remains the responsibility
of Invigilators to ensure that the names of candidates who report for the
examination correspond to the names on the lists provided.
IMPORTANT:
Students who do not produce these documents should be allowed to write the
examination. A note must be made on their exam script stating NO POSITIVE
ID PRESENTED.
5. DISTRIBUTING EXAMINATION QUESTION PAPERS

NOTE: The sealed security plastic envelopes containing the examination
question papers must be opened in the presence of the students scheduled for
the relevant examination session.
Please ensure that the examination question papers are handed out to all the
students present at least five minutes before the official starting time of the
session.
Please note that for certain examination question papers in Accounting

Sciences, reading time must be allowed. For this purpose a reading part must
be handed out first and after the specified time another paper must be handed
out containing the examination questions (named: Required).
No examination question papers may be shown or handed to a person who is

not a candidate for the examination. Any officials of the University visiting the
examination venue must produce a UNISA Personnel Card and a letter signed
by the Registrar or Deputy Registrar authorising them to inspect the venue and
sealed examination question papers.
Invigilators must note that examination question papers may NOT be retained
by candidates and that each candidate should hand these papers to the
invigilator together with his/her completed examination answer book at the end
of the session.

21
Please note that certain examination question papers also serve as an answer
book (fill-in question papers) and must be handed in upon completion of the
examination.
6. ENTERING AND EXITING THE EXAMINATION ROOM

6.1 No candidate may be admitted to the examination venue after the
examination session has commenced. No candidate may leave the venue
before one hour of the session has elapsed.
6.2 No candidate may leave the examination venue during the last fifteen
minutes of a session.
6.3 The invigilator may not admit any unauthorised person to the examination
venue either before or during the examination session unless duly
authorised by the University. Nobody may enter the examination venue
between sessions without the Invigilator's permission.
7. SUPERVISION OF CANDIDATES
7.1 The invigilator is required to maintain strict supervision over candidates:
7.1.1 The invigilator must devote his/her undivided attention to this task
(while invigilating he/she should inspect items such as rulers,
calculators and pencil cases to ensure that no notes are written
thereon and which may assist students during the examination)
7.1.2 For the duration of the examination the invigilator may do nothing
that will distract his/her attention from the task at hand
7.1.3 The invigilator must continue to walk amongst students in the

examination venue.
Chief Invigilators must remain vigilant and should not create the impression that
the supervision is lax enough for students to ignore examination regulations. If
the Chief Invigilator has to leave the venue during any part of the examination,
he/she must assign the duties of Chief Invigilator to a Secundus/Assistant
Invigilator.
7.2 Only in cases of the utmost urgency may a candidate be allowed to leave
the examination venue and return to it during a session. In such cases a
responsible person must accompany the candidate.
Students who leave the venue intending to return may not use their
cellular telephones during this absence. Special care must be taken with
the implementation of this rule.

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8. ERRORS IN OR EXPLANATION OF EXAMINATION QUESTIONS

Under no circumstances, unless specifically instructed to do so, may
invigilators draw students attention to errors in an examination question paper
or attempt to answer questions which will entail an explanation of an
examination question.
If students enquire about errors in an examination question paper, they must be

advised to bring it to the attention of the examiner by means of written remarks
in their examination answer books. Please fill in the prescribed form to report
errors in examination question papers and return this form to the relevant Exam
Admin Manager.
9. DURATION OF SESSIONS
9.1 Students may not be allowed extra time over and above what is specified in
the examination timetable and the examination question paper, unless there
is a special instruction from UNISA to this effect.
Please note that the full prescribed time should be given to the students
where the delay in commencing timeously was the fault of the University.
Please report all such incidents to the Examination Administration Division
without delay. (Refer to directory for contact details)
All examination answer books, answer sheets and mark-reading sheets

must be handed to the invigilator as soon as the allotted time has expired.
9.2 Candidates must be reminded of the time five minutes before the end of a
session. Please see the Examination Announcements at the end of this
publication.
10. CIRCUMSTANCES THAT MAY AFFECT A CANDIDATES RESULTS

The Chief Invigilator must enclose a detailed report of any incident which took
place during an examination, and which may affect a students results. Please
include the relevant examination answer book as well.
This report must be addressed to:
The Deputy Director

Examination Administration Division
OR Tambo 2-44
UNISA Main Campus
Pretoria
0003
11. APPLICATIONS FOR AEGROTAT OR SPECIAL (DEFERRED)

EXAMINATIONS:
IMPORTANT: A Chief Invigilator may under no circumstances receive
payments on behalf of the University, from students, and forward it to the
University.

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No receipts may be issued on behalf of the University.
If a student provides the Chief Invigilator with any documentary proof (e.g. a
medical certificate or the death certificate of a relative) of his/her inability to
write the examination, the Chief Invigilator should follow the procedure
outlined below:
11.1 The student should be marked absent, but under no circumstances

should such a document be accepted by the Chief Invigilator and sent
to the University.
11.2 The student should be informed that they should apply in writing for a
deferred examination. Such an application should be accompanied by a
medical certificate or other documentary proof. An examination fee will
be charged for a deferred examination. To be considered, applications
must be submitted WITHIN 10 DAYS OF THE DATE OF THE
EXAMINATION.
Email: Aegrotats@unisa.ac.za
Electronic fax number: 012-4294150.
11.3 Students who become ill during an examination session should be

referred to the MyRegistration@Unisa Information Brochure (Rule 17)
(also available on the myUnisa website). Under NO circumstances
should invigilators accept applications for Aegrotat/Special (deferred)
Examinations from students. Applications may be submitted via fax
number 012-429 4150 (For attention: Aegrotats) or to the email
address: Aegrotats@unisa.ac.za (student number must appear in the
subject heading and all attached documents. Please make a note on
the students examination script. Indicate the date and time of the
incident and provide some detail, e.g. student fell ill, left the exam
venue at 11:45 on 12 May 2014. The Chief Invigilator must keep a
record of all these cases.
11.4 If a candidate is unwell on the date of the examination but nevertheless

insists on writing the examination, it should be pointed out to them that
no Aegrotat or Special (deferred) Examination, based on their condition
during the examination, will be granted after the examination results
have been released.
If a candidate falls ill DURING an examination session and therefore

cannot complete the examination, they must apply for an Aegrotat
Examination WITHIN 10 DAYS OF THE DATE OF THE
EXAMINATION, failing which they cannot demand an Aegrotat even if
they have failed the examination.
Consequently, if a candidate is ill BEFORE the examination they should

not present themselves for the examination but should visit a physician

24
and submit the required medical certificate with an application for an

Aegrotat. If a candidate falls ill DURING the examination they should
stop writing and obtain a medical certificate as in the above case and
apply for an Aegrotat.
In all cases, the Chief Invigilator MUST report this to the University and a
note must be written on the cover of the students examination answer
book.
12. VERIFYING THE PRESENCE OR ABSENCE OF CANDIDATES

The University provides all Chief Invigilators with a complete list of the names
and addresses of all candidates who will be writing examinations at a particular
centre (Examination Venue Record). A LABEL REGISTER of all examinations
and cover sheets for examination answer books are enclosed with the
examination question papers.
The LABEL REGISTER comprises a series of labels, each containing the

student number, in bar code form, and for each admitted student. The labels
appear as follows in the register:
Date, session, paper (alphabetical), and student number (numerical).
IMPORTANT:
When carrying out this verification process, please adhere to the following:
a. Do not make any pen or pencil markings on the bar codes on the label
register or cross out any student numbers that appear on the register.
b. Furthermore, do not remove any labels from the labels register at this
stage of the verification process
c. If no labels have been received for a particular student please forward this
examination answer book to the University together with the rest of the
books. Make use of the fill-in stickers provided, by filling in the required
information and sticking this onto the script in the space provided.

25
Verification of label register
At each session, the LABEL REGISTER should be used as a check list to verify
the presence or absence of students:
12.1 Candidates Present at the Examination
Once an examination has commenced, the following must be carried out:
a. Collect and verify all students attendance registers.
b. First sort the registers alphabetically according to the examination

question paper code and then numerically according to the student
number.
c. Compare the sorted attendance registers with the corresponding labels on

the LABEL REGISTER.
d. NOTE: Proceed as follows: Mark each label with a small P (bottom right
hand corner) for every attendance register. Please do not write over the
barcode or any of the other information printed on the label.
e. Count the candidates present for each paper and enter the number on the
third label at the beginning of the series of labels for that paper. Check that
this number corresponds with the number of attendance registers for the
paper concerned.
f. Complete the label register for the course and sitting in question. Stick
labels 1, 2 and 3 on the COVER SHEET FOR EXAMINATION ANSWER
BOOKS.

26
IMPORTANT:
Under no circumstances should an invigilator put the label of a student who

was present at the examination on a yellow register.
12.2 Candidates Absent from the Examination
After completion of an examination, please proceed as follows:
a. For each examination question paper, count the number of

candidates who are absent and enter the number on the third label at
the beginning of the series of labels for that paper.
27
b. NOTE: Proceed as follows: Mark each label with a small A (bottom

right hand corner) for every student absent from the examination.
Please do not write over the barcode or any of the other information
printed on the label.
c. Please stick the absentee labels on the COVER SHEET FOR

EXAMINATION ANSWER BOOKS (see example below).

28
13. CHECKING OF EXAMINATION ANSWER BOOKS

13.1 If no students present themselves to write the examination, please
proceed as follows:
a. Unused examination question papers must remain sealed in the

security plastic envelope and returned to Unisa.
13.2 The invigilator must make sure that:
a. The number of examination answer books handed in corresponds

to the number of students marked "PRESENT" on the label
register for the relevant examination question paper.
b. A student who attends a session but fails to answer any questions

must nevertheless fill in his/her number and other particulars on
the cover of the examination answer book and submit it to the
invigilator.
c. Invigilators must examine the cover of each examination answer

book or mark reading sheet which has been handed in and ensure
that every students student number and all the necessary details
are properly filled in and that the student has submitted the
number of examination answer books that has been indicated.
d. Candidates' names and signatures should not appear on

examination answer books.
e. If a candidate submits two examination answer books, the second

book must be placed inside the cover of the first.
IMPORTANT: Under no circumstances may candidates remove blank,

partly completed or completed examination answer books from the
examination venue.

29
13.3 At the conclusion of each examination session, follow this

procedure:
a. After the candidates have handed in their examination answer

books, first sort them alphabetically according to the examination
question paper code and then numerically (according to the
student number). Please ensure that the examination answer
books are correctly sorted.
b. Compare the examination answer books with the corresponding

labels on the LABEL REGISTER for each examination question
paper.

30
c. Now remove only those labels for the candidates present from the
LABEL REGISTER (the labels are self-adhesive) and affix each
label in the block provided on the cover of the corresponding
examination answer book.
IMPORTANT: EXTREME CAUTION SHOULD BE TAKEN WHEN

AFFIXING THE LABELS TO THE EXAMINATION ANSWER BOOKS.
ERRORS WILL CAUSE SERIOUS REPERCUSSIONS.
PLEASE PROCEED AS FOLLOWS:
a. Check that the examination question paper codes and student

numbers written on the examination answer books by the students
correspond to those on the label register.
b. Please make sure that you do not put a label on top of the student
number. (In cases where a candidate's answer set only consists of
a mark reading sheet, the label must be affixed in the blank space
on the right hand side of Part 1 of the mark reading sheet.
c. Fill in Examination Question Papers: In cases where a

candidate has to use his examination question paper as the
answer book, the label must be affixed in the space provided on
the front page of the paper.)
d. Partial Examination Question Papers: Should an examination

question paper be comprised of a mark-reading sheet and an
examination answer book or a partial fill in question paper, the
barcoded label must be affixed to the cover of the examination
answer book.
e. Full Mark Reading Sheets: The mark-reading sheet and / or fill-in

examination question paper must be placed in the examination
answer book and forwarded to the Examination Administration
Division for marking.
f. The first three labels at the beginning of a series of labels for a

particular examination, namely the one on which the number of the
venue appears, the one on which the examination question paper
code and the examination date appear, and the one on which you
have recorded the number of candidates present and absent, must
all be removed from the LABEL REGISTER and affixed to the
cover sheet for examination answer books in the positions
indicated. Please refer to no 12.1 above.
g. The remaining labels which have not been removed from the
LABEL REGISTER, namely those for the students who are
31
absent, must be removed from the LABEL REGISTER and affixed

in the space for absent students on the cover sheet. The cover
sheet is then placed on top of the examination answer books,
which are bound in a clear plastic cover/elastic and returned to the
University.
h. When the only student or all the students for a relevant

examination question paper is/are absent, only the cover sheet for
answer books indicating the absence of a candidate or candidates
must be returned to the Examination Administration Division.
13.4 Under no circumstances may anybody be given access to the

examination answer books of a candidate on any pretext whatsoever,
from the time the examination answer books have been collected until
they are dispatched to Unisa for further processing.
13.5 All unused stationery must be returned to the University at the end
of each examination Period.
14. DISPATCH OF PARCELS/ENVELOPES BY COURIER (SKYNET)

14.1 Forwarding of a parcel and possible problems
Skynet will provide each venue (only national centres) with a batch of
pre-printed waybills that need to be used for return shipments. Each
batch will be in sequence and the numbers will be recorded for tracking
purposes. Please use these waybills in sequence when returning
scripts to Unisa.
A letter with the Unisa account number and your nearest Skynet
Courier agent details (address, telephone numbers and/or fax numbers)
will be forwarded to you. You may also search on the Internet at the
following address to find your nearest agents details:
National web page : http://www.skynet.co.za/
International web page : http://www.skynetwwe.com/
14.2 It is extremely important that you complete a pre-printed waybill (in

sequence) for each parcel to be couriered.
All collections of material from the centre must be arranged with the
undermentioned personnel at the Skynet in-house office. If you
experience any problems with collection of parcels from your centre
please do not hesitate to contact the Skynet in-house office (on site at
Unisa) at the following telephone numbers:
Tel: +27 (0)12-4292981 or +27 (0)12-4292963 (Customer Services)

32
Cell: 082 330 1710 (International: +27 82 330 1710)

083 680 2170 (International: +27 83 680 2170)
Fax: 012-4292477
Email: skynet@unisa.ac.za or uskynet4@unisa.ac.za
14.3 Stickers
In future kindly use the green round sticker marked EF for parcels to
FLORIDA and the bright pink round sticker marked EP for all parcels to
PRETORIA.
14.4 Internet tracking of your parcel
You can track and trace a parcel that you have forwarded by visiting the
Skynet Couriers web page at the following addresses:
National web page: http://www.skynet.co.za/
International web page: http://www.skynetwwe.com/
The parcel may be tracked by entering either of the following: the

waybill number or the reference number on abovementioned web page.
14.5 SMS tracking of your parcel (only in South Africa)
As soon as a parcel or parcels has/have been collected from you,

please SMS your examination centre number followed by the
waybill number to the following cell phone (mobile number):
National (within South Africa): 31496
Please use the following format when tracking your parcel (example):
Venue : Pretoria
Centre number : 3601-01-3
Waybill number : 000000000001
SMS: 3601013 000000000001

^space
Please send a separate SMS for each waybill collected.
A confirmation SMS will be sent by Skynet to
Indicate a problem if the waybill number was incorrect , or
Confirmation if the waybill number was read successfully by Skynet.
Once a POD proof of delivery) becomes available for the waybill

number, a SMS will be sent to you confirming the same.

33
Any problems that might be experienced with this system must please
be escalated to Skynet by means of a SMS to +27823301710.
The University is prepared to refund you for sending a SMS with the
centre and waybill number. Kindly indicate the cost on the claim
form/invoice for invigilation.
15. RECORDS OF PARCELS SENT TO UNISA

15.1 Since the University does not acknowledge receipt of parcels from
invigilators, it is therefore the responsibility of the invigilator to follow up
the receipt of parcels with the relevant courier company.
15.2 If a parcel is not received within three (3) working days (national) and
seven (7) working days (international), as agreed in the service level
agreement, the University will make enquiries with the Chief Invigilator.
To facilitate the tracing of parcels, the Chief Invigilator must keep a
record of the contents of each parcel, the consignment form, the waybill
and tracking numbers and the date of dispatch.
15.3 The record of parcels sent to UNISA must be kept for a period of six
months after the examination in case it is needed for reference
purposes.
16. EIGHT EASY STEPS TO COMPLETE YOUR SKYNET WAYBILL

34
16.1 Please fill the Unisa account number in the Shippers Account
Number field.
National parcels: P13250 International parcels: P13239
16.2 Please write your venue number in the Shippers Reference Number
field.
16.3 Fill in your name and physical street address in the Shipper field. If
you do not have pre-printed waybills, you must write UNISA's address
in the space marked To: (Recipients name). Always remember to
write the recipients telephone number and the postal code in the
relevant fields.
16.4 Write the date in the Date field.
16.5 ALWAYS forward your parcels via the BUDGET CARGO option on your
waybill.
16.6 In these fields you need to write the total number of pieces of total
consignment (not number of items inside a box or courier bag),
dimensions and weight in kilograms.
16.7 Please print your name and sign the waybill.
16.8 Please ensure that the courier agent write his name, date and time
and sign this waybill for the parcels he/she collected from you. You
must also ensure that the agent give you a copy of the waybill as proof
that you forwarded the parcel(s) to UNISA.
Please keep a register of parcels forwarded by courier and which

examinations were included in a specific parcel for possible enquiries.
17 INVIGILATORS CLAIMS
17.1 Two types of claim forms are available:
Pre-printed, or if not available
Blank forms to be completed manually (by hand).
17.2 In order to provide and maintain a proficient service, the Universitys

Finance Section, kindly request invigilators to take note of the following
information and instructions and ensure that they are adhered to when
completing claim forms.
17.3 As soon as the examinations are concluded, kindly forward the

completed, checked and signed invigilator claim forms and report,
directly to the FLORIDA CAMPUS. Do not forward any claims forms by
post or even registered mail; only make use of the Courier service
35
provided. Please forward the necessary documentation to the address

below:
NATIONAL EXAMINATION CENTRES:
For attention: Mr I Alexander
Division Invigilation & Administration Services

Unisa Florida Campus
Room 120
Tswelopele Building (Block E)
Cnr Christiaan de Wet & Pioneer Avenues
Florida 1709
INTERNATIONAL CENTRES:
For attention: Mr S Mogashoa
Division Invigilation & Administration Services

Unisa Florida Campus
Room 120 Tswelopele Building (Block E)
Cnr Christiaan de Wet & Pioneer Avenues
Florida 1709
17.4 Please DO NOT return completed claim forms along with examination
answer books or question papers, even if in a different envelope, as it
could be misplaced resulting in your claim not being finalised. Pre-
printed waybills have been enclosed for this purpose. Please also paste
the enclosed GREEN EF sticker on this parcel.
17.5 Only use the pre-printed claim forms. Blank claim forms may only be
used for CTA Tests or any other exam that is scheduled outside and
examination period. If you have not received these, immediately phone
or e-mail the following personnel:
Mrs Patience Skosana

DSAA: Finance & Administration Section
Tel: 011 471 2101
E-mail: skosapl@unisa.ac.za
17.6 No faxed copies of Invigilators claim forms will be accepted.
17.7 Any changes to bank account details must be clearly indicated. Please
highlight the new account details on the claim form. Also complete and
return the completed Bank form after it had been stamped by the bank.
Remuneration can only be paid into an invigilators OWN bank account.

36
17.8 Please ensure that the bank account is active at all times to avoid the
rejection of your salary
17.9 Payslip and IRP5 will be send directly to the postal address and email
address of each invigilator and it is the responsibility of every invigilator
to update any address changes .
17.10 All Chief Invigilators must co-sign their Assistant Invigilators claim
forms and submit these along with their own. Please adhere to the
Universitys Finance Sections cut-off dates (to be provided to Chief
Invigilators separately). Where the cut-off date is prior to the final
examination date, payments will only be effected the following month. If
an Invigilator did not receive his/her payment by the end of the payment
month, he/she must immediately contact the DSAA (Finance &
Administration Section).
17.11 All Invigilators are required to make and keep photocopies of their claim
forms and other supporting documents (for their own records). Please
retain these copies until the claims have been paid. The latter will assist
should a claim be lost in transit.
17.12 In order not to delay the payment of your claims, kindly note the
following:
17.13 Please complete your claim form as accurately as possible. The total
number of hours worked by each invigilator should be clearly indicated
on the invigilators claim form and an attendance register. If there is any
uncertainty regarding the completion of the claim forms, please do not
hesitate to contact the DSAA: Finance & Administration Section.
17.14 Invigilators are paid an amount of 60c or 65c per student for
administrative duties, e.g. working out row seatings, planning and co-
ordination of the examinations and rosters for invigilators. These have
been included in your payment and you may not add extra hours on
your claim for performing these duties.
17.15 The number of candidates admitted at the examination centre for the
duration of examination period has been pre-calculated and determines
the administration fee to be paid to the Chief Invigilator. If no scheduled
candidates presented themselves for an examination session(s) the
number of candidates indicated on the claim for that session must not
be crossed out or altered to nought (0). Additional candidates however,
must be added to the number of candidates as printed on the claim
form.
17.16 A proper timesheet, indicating the hours worked as well as the nature of
the work, has to be prepared BEFORE the commencement of each
examination period. This timesheet must be attached to your completed

37
claim form. Failure to do so, will result in non-payment of these hours

worked.
17.17 The total number of hours worked, which is reflected on the attendance
register, must correlate with the claim form. This is in adherence to the
Internal Auditors instructions and requirements
17.18 Each assistant invigilator is to complete his/her own claim form and the
Chief Invigilator will verify and confirm the correctness of the claim form
by duly signing it.
17.19 Please accurately record the information regarding additional time

worked for disabled candidates, per examination session.
17.20 If an examination centre consists of more than one venue (e.g. different
class rooms or seminar rooms), the Invigilator responsible for each
venue will be entitled to claim the chief invigilators rate. The
administration fee will not be applicable in this instance.
17.21 All additional expenses must be substantiated by means of a voucher,

receipt, etc. The University will not affect payment of any claim that
lack valid attachments/proof of expenditure. (Valid prepaid airtime
vouchers or itemized billing printout, cash register receipts, invoices,
etc. are acceptable where applicable). If an itemised billing is not
available, a telephone log sheet must be completed and airtime
vouchers must be attached to this effect.
17.22 Kindly note that an invigilator will not be paid for travelling to the
examination venue unless he/she is requested to do special invigilation
e.g. travelling to a students residence or attending training at the
Regional Office.
17.23 Any fees payable shall be taxable in accordance with existing Treasury
Regulations, unless you provide the University with a Tax Exemption
Certificate or a Directive issued by the South African Revenue Services
(SARS). It remains the responsibility of the Invigilator to obtain such a
directive and forward it to Unisa.
17.24 Please note that such exemption or directive is only valid for one
financial year.
17.25 Foreign invigilators at South African missions: Persons acting as

examination invigilators for Unisa at South African Embassies and
Consulates will be remunerated by the DIRCO via the particular
Embassy or Consulate.
18 VENUE CLAIMS
18.1 The Chief Invigilator must forward the venue claim as well as the
original invoice along with his/her invigilators claim.
38
19 VIOLATION OF EXAMINATION REGULATIONS (ALLEGED DISCIPLINARY

CASES)
All invigilators must familiarise themselves with the contents of this instruction
manual before the examination begins, and the steps described below must be
scrupulously followed when a student is charged with transgressing the
University's examination regulations.
19.1 Warn all candidates before the start of each session against
contravening the examination regulations as set out in the
Announcements.
19.2 When an invigilator has observed a student carefully and become

convinced that the student is transgressing the examination regulations
by consulting or using unauthorised notes or objects, the invigilator
must proceed as follows:
19.2.1 The Chief Invigilator must ask an Assistant Invigilator to

accompany him/her; or an Assistant Invigilator must ask a Chief
Invigilator to accompany him/her to the student. Please note
that you are not allowed to inspect any personal belongings of a
student if they are not present. In addition do not touch or
conduct bodily searches of students.
19.2.2 Demand the unauthorised notes or objects from the student and
retain them as evidence.
19.2.3 Confiscate the examination answer book and other examination

matter used by the student up to that stage and write on the
cover of the examination answer book, "Confiscated at... (time
confiscated)".
19.2.4 Should a student refuse to hand over the evidence e.g.

swallowing or chewing notes, both the Chief and Assistant
Invigilators must add this information (as well as a detailed
description (e.g. size, colour etc.) of the evidence witnessed) to
their statements and obtain additional statements from other
invigilators .
19.2.5 Advise the student that you will submit a written report to the
University for Full Investigation by the Universitys Disciplinary
Committee. Request the candidate to make a written statement
on the form provided before leaving the examination venue.
(Extra time may be allowed at the end of the session to make

this statement but not to answer any examination questions).

39
19.2.6 Provide the student with a new examination answer book, mark
reading sheet (if applicable) and the necessary writing
materials, and write on the cover, "New book issued at... (time
issued)".
19.2.7 Request the student to proceed with the examination if there is

still time to do so, and make it clear that the student must not
return to the beginning of the examination question paper.
Assure the student that the answers in the confiscated
examination answer book will be marked in conjunction with
those in the new book.
19.2.8 Explain to the student that they will be entitled to write all further
examinations.
19.2.9 Please ensure that the student does not leave the venue before
the whole procedure has been completed should the student
leave, before the process has been finalised this should also be
indicated in the invigilators report.
19.2.10 In the event that a student persists in such malpractice during

the same session, he/she must be expelled from the
examination venue after submitting all his/her examination
material.
19.3 Compile a written declaration of the circumstances without delay. Give

a detailed description of your behaviour towards the student from the
moment of confrontation, as well as of any statements made by the
student.
Any Assistant Invigilator(s) who witnessed the incident must submit

their own separate written declaration(s).
Invigilators may at a later stage be required to make further statements

about the incident, for investigation by the Disciplinary Committee.
19.4 Your written declaration, as well as the declaration(s) of any Assistant

Invigilator(s) must be certified as soon as possible by a Commissioner
of Oaths, e.g. Post master, Police or Reverend. This process must be
finalized by the Chief Invigilator responsible for the centre.
19.5 IMPORTANT: The following must be forwarded to the University

(under separate cover preferably in an envelope OR wrapped
separately with a plastic wrapper) AND must be clearly marked as
"Alleged Disciplinary Case":
The duly completed "Report on Infringement of Examination

Regulation" form (affidavits as well as the student 's declaration);

40
both examination answer books (confiscated and re-issued books

- if applicable);
the examination question paper;
incriminating objects (evidence);
the candidate's signed attendance register; and
a copy of the candidates ID (where possible).
19.6 Please ensure that the specially marked envelope containing the
"Alleged Disciplinary Case" is returned to PRETORIA along with the
batch of examination answer books for the relevant session, within a
period of 24 hours after the conclusion of the examination.

41
STUDENT DISCIPLINARY
DIVISION
-oOo-
Report on infringement
of
Examination Regulations

42
I, the undersigned (full names and surname)

43

44

45
Annexure 1

46

47
Annexure 2
MARK READING SHEET INSTRUCTIONS
USE ONLY AN HB PENCIL TO COMPLETE YOUR MARK READING SHEET
PLEASE DO NOT FOLD OR DAMAGE YOUR MARK READING SHEET
Consult the illustration of a mark reading sheet on the reverse of this page and follow the
instructions step by step when working on your sheet.
Instruction numbers to refer to spaces on your mark reading sheet which you should fill
in as follows:
Write your paper code in these eight squares, for instance:
P S Y 1 0 0 - X
The paper number pertains only to first-level courses consisting of two papers.
for the first paper for the second. If only one paper, then leave
WRITE 0 1 and 0 2 blank.
Fill in your initials and surname.

Fill in the date of the examination.
Fill in the name of the examination centre.
WRITE the digits of your student number HORIZONTALLY (from left to right). Begin
by filling in the first digit of your student number in the first square on the left; then fill
in the other digits, each one in a separate square.
In each vertical column mark the digit that corresponds to the digit in your student
number as follows:[-].
WRITE your unique paper number HORIZONTALLY.
NB. Your unique paper number appears at the top of your examination paper and
consists only of digits (e.g. 403326).
In each vertical column mark the digit that corresponds to the digit number in your
unique paper number as follows: [-].
Question numbers 1 to 140 indicate corresponding question numbers in your
examination paper. The five spaces with digits 1 to 5 next to each question number
indicate an alternative answer to each question. The spaces of which the number
corresponds to the answer you have chosen for each question and should be marked
as follows: [-].
For official use by the invigilator. Do not fill in any information here.

48
Annexure 3
UNIVERSITY OF SOUTH AFRICA
DIRECTORATE: STUDENT ASSESSMENT ADMINISTRATION
TRAINING DECLARATION
I, Mr/Mrs/Ms., being the Chief Invigilator

at the .....................................examination venue, declare herewith under oath that I
have successfully trained Mr/Mrs/Ms . in
respect of all aspects of conducting an examination in terms of Unisas Examination
Rules and Regulations.
Signed at .... on this ..day of ... 20
Full name and surname of Chief Invigilator
I certify that the Incumbent acknowledges that he/she is acquainted with the contents
of this statement and understands it.
Signature of Chief Invigilator
..
Full name and surname of Trained Invigilator
..
Signature of Trained Invigilator

49
Annexure 4
EXAMINATION ANNOUNCEMENTS
[ANNOUNCEMENTS BEFORE AND DURING EXAMINATION SESSIONS]
The following important announcements must be read in a clearly audible voice

before and during each session in the presence of the candidates.
The parenthetic remarks (in grey) are for your own information and must not be read.
1.1 Ten minutes before the time of commencement of a session
Attention please, ladies and gentlemen! The examinations are about to

commence. Please take your seats and listen to the following
announcements.
All personal belongings must be placed under your desks.
All cellular phones must be switched off immediately. Under no

circumstances may your cellular phone be switched on or used during
the session, Cellular phones may not be kept on your table. Should it
ring during the session it will be treated as a contravention of
examination regulations
The University will not be held liable for any theft of any personal
belongings brought to the examination venue.
Candidates will now receive an examination answer book and other

relevant stationery.
[Give each candidate an examination answer book as well as the other

stationery mentioned in your special instructions.]
Please complete all the required information on the front page of the
examination answer book /Fill in question paper [Repeat].
Complete the attendance register, read the statement and sign the
declaration. Students who have only on a mark reading sheet and have
no answer book must complete the attendance register on the
examination question paper in full. Please read and sign the declaration
on the attendance register.

50
Please ensure that the correct student number and subject code is
entered on all examination material.
Place the completed attendance register as well as your identity

document, student card and examination time table on the right-hand
side of the desk for checking and collection of the attendance register.
The second attendance register must be retained as proof of

attendance. An invigilator must complete in full and sign this copy
in order to validate the document.
Students who use mark-reading sheets including partial examination must

complete all the information clearly on the mark-reading sheets. Marking
reading sheets filled in pen would not be marked .NO extra time will be
allowed at the end of the session to complete answers on mark-reading
sheets.]
On no account may the examination answer book be retained, removed

from the examination room, or pages removed from the book. This is a
contravention of the Examination regulations. Examination material
removed from the examination room will NOT be marked..
[Students who finish before the end of the session must hand all
examination material, including examination question papers, to the
invigilator before leaving the examination venue.
No student will be permitted to leave the room during the first hour or
during the last fifteen minutes of the examination session.
ALL examination question papers must be handed in after completion

of the examinations. Under no circumstances will students be allowed
to remove or retain any examination question paper.
All candidates now have a final opportunity to hand in any unauthorised

documents and objects in your possession.Should any notes or
unauthorised material be found in your possession you will be charged
with transgressing examination regulations.
Each student will now receive an examination question paper. Do not

start writing immediately. .
Please make sure that you have received the correct examination
question paper. [Repeat]
IMPORTANT: Ensure that the papers are distributed five minutes

before the start of an examination, face down.

51
Have all candidates received an examination question paper?

Please ensure that it is the correct examination question paper. [:]
Candidates may now start writing. On my watch it is now exactly . . .
this will be regarded as the official starting time of this session.
IMPORTANT: Once candidates have started writing, only the

following essential announcements must be made for every
session and it must be made in such a way as to cause the
minimum disturbance.
1.2 Fifteen minutes before the end of a Two /Three/Four / Five hour sessions:
Candidates have fifteen minutes left. Please remain seated until

the end of the session.
1.3 Five minutes before the end of a Two/Three/Four and Five hour sessions i
Candidates:you have five minutes left to complete your

examination question paper.
1.4 When the time for a Two/Three /Four /Five hour session expires:
Candidates the time has expired. Please remain seated until all the
examination answer books have been collected. Silence please!
[Please hand all answerbooks in your possession to the invigilators

ossession? If so, please raise your hand.
[Thank you, you.may now leave the examination room quietly.
[Collect all three-hour candidates' examination answer books at their
[Thank you. You may now leave the examination room.
IMPORTANT INFORMATION:

52
As soon as the students have started writing, check and collect each one's
attendance register. Make sure that it has been signed and check the candidate's
identity. Identity documents, student cards and timetable must be left in the
possession of candidates.
Students must be watched carefully during the session. If someone commits an

irregularity, you must take immediate action as stipulated in Students Disciplinary
Code. Make sure that you are familiar with the contents of this instruction, since any
transgression of the examination regulations requires firm and correct action.

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UNIVERSITY OF SOUTH AFRICA

Towards the African University in the Service of Humanity

Directorate Student Assessment Administration (DSAA)

University of South Africa (UNISA)

TELEPHONE NUMBERS FAX NUMBERS

Invigilators Claim : Mrs Patience Skosana

Invigilators Claim : Mr S Mogashoa

Exam irregularities : Mr Frik Prinsloo

Stationery/Examination : Question Paper Enquiries

Aegrotat or Special (Deferred) : Email: Aegrotats@unisa.ac.za

Fraud/Corruption Hotline: 0800 869 693

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

Table of Content ..................................................................................................... 3

UNISA CODE OF ETHICS AND CONDUCT ........................................................... 5

B. PRE-EXAMINATION PHASE .............................................................................. 8

C. EXAMINATION PHASE .................................................................................... 17

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

14. DISPATCH OF PARCELS/ENVELOPES BY COURIER (SKYNET) ........ 31

Annexure 1 - MARK READING SHEET(MCQ) ..................................................... 45

Annexure 2 - MARK READING SHEET INSTRUCTIONS .................................... 48

Annexure 3 - TRAINING DECLARATION ............................................................ 49

Annexure 4 - EXAMINATION ANNOUNCEMENTS ............................................. 49

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

UNISA CODE OF ETHICS AND CONDUCT

It is a policy requirement that UNISA invigilators conduct themselves with the

UNISA invigilators should at all-time dress appropriately as not to tarnish the

Invigilators must respect fellow employees by acknowledging the moral and

Accountability entails acceptance of responsibility by an Invigilator for

UNISA Invigilators undertake to manage all resources and/or resources put

It is the responsibility of the Chief Invigilator to ensure the safekeeping of all

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

A. ADMINISTRATION AND HUMAN RESOURCES

1.1 National Examination Centres

The Chief Invigilator has no authority to appoint an Assistant Invigilator

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

e.g.( Up to 20 students = 2 Invigilators; 20-40 students= 3 invigilators;

A Secundus must be appointed at every venue and must be present at

1.2 International Examination Centres

2. TRAINING OF CHIEF INVIGILATORS

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

3. TRAINING OF ASSISTANT INVIGILATORS

Once off, before the commencement of the examination period

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

Alternatively, contact one of the following Manager:

2. RECEIPT OF EXAMINATION QUESTION PAPERS (NATIONAL

2.3 The Chief Invigilator/Secundus (Second in Charge) must present his/her

The Chief Invigilator/Secundus must record and immediately report any

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

2.9 The Chief Invigilator/Secundus must ensure that there is an adequate

3. RECEIPT OF EXAMINATION QUESTION PAPERS (INTERNATIONAL

Refer to number 4 for procedure for receiving examination question papers

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

4. REPORTING OF POSSIBLE EXAMINATION SECURITY BREACHES:

4.2 Upon delivery of examination stationery, please report all damaged/partially

All Chief Invigilators will be required to present their ID documents to the

Date of the exam.

Bins are numbered according to their position in a batch, i.e.: 1 of 10; 2 of

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

Example of a sealed bin.

i. That all cable ties/grippers are still intact

a. Take receipt of the bin

UNISA Invigilators Manual May/June 2016 - May/Jun 2017

ii. Examination Venue