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HKCEE English Language Supervisors’ Conference 2011

Comprehensive guidelines and procedures for HKCEE English Language exam supervision. Includes important notes, exam procedures, handling of irregularities, and Q&A.

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HKCEE English Language Supervisors’ Conference 2011

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  1. 2011Centre Supervisors’ ConferenceHKCEEEnglish Language16 April 2011

  2. CONTENTS • Important Notes • Major Exam Procedures • Highlights of Listening Test • Handling of Exam Irregularities • Q & A

  3. ImportantNotes

  4. IMPORTANT NOTES • Sticking of Barcode labels • Candidates should affix the barcode labels and write their candidate numbers during the examination time. • To facilitate the scanning of candidates’ answer scripts, if no barcode is found on the cover of a candidate’s answer book during the collection of scripts, supervise the candidate to stick a barcode label on the cover. Report the case in form SR4b (Part B) & ask the candidate to sign on the form.

  5. IMPORTANT NOTES • Listening Test • The Eng Lang Listening Test will be broadcast via the radio or the Infra-red (IR) Transmission System. • For radio-broadcast centres, candidates must bring their own radio set equipped with earphones to take the test. • For IR centres, candidates must bring their own earphones for plugging into the receivers provided by the HKEAA.

  6. IMPORTANT NOTES • Handling of exam irregularities/ complaints • Candidates must lodge their complaints about the centre environment / reception in the listening test at the exam centre. • Maintain the room temperature at 25.5 ℃ as advised by the Government. Adjust the room temperature if candidates express concerns over it being too low or too high. • Other complaints and irregularity reports, if any, must be made in writing within one week after the date of the examination.

  7. Major Exam Procedures

  8. BEFORE THE EXAM • Avoid holding activities and using the loudspeaker in the vicinity of the exam venue during exam. • Seek the cooperation of other teachers and students to keep the school hall and the special room(s) quiet during exam. • Turn off the school bell and the PA system inside the exam hall / room. Turn off or turn down the school bell and the PA system outside the hall/room.

  9. BEFORE THE EXAM • Upon receipt of the question papers, stamp a school seal on the receipt. • Brief the invigilators of the exam regulations and procedures. • For Papers 1A & 1B, invigilators report duties 30 min before the start of exam (i.e. at 8:00 am). • For Paper 2 Listening & Integrated Skills, invigilators report duties at 8:45 am.

  10. BEFORE THE EXAM • Distribute the stationery and barcode sheets before admission of candidates. • Admit candidates 15 min before the start of exam (for written papers) / at 9:10 am (for listening test). Give them sufficient time to check the barcode sheets and exam stationery (e.g. answer books/sheets). • Supplementary answer sheets / graph papers are of A3 size (folded into A4 size) and should not be torn apart.

  11. BEFORE THE EXAM • Before making the first announcement, arrange an invigilator to stay at the entrance of the exam hall and distribute the Mobile Phone Reminder Cards to candidates arriving at the centre after the first announcement. (Note: The above arrangement is not applicable to Paper 2 Listening & Integrated Skills. Candidates arriving after 9:45 am should take the test in the Special Room.)

  12. BEFORE THE EXAM • Make announcements according to the CS Handbook. • Instruct candidates to check their personal belongings and put away all unauthorised materials. Candidates found to have any unauthorised material after the distribution of question papers are subject to mark penalties. • Instruct candidates to check their mobile phones (and the alarm function) and other electronic / communication devices to ensure that the devices have been switched off. Then put their mobile phones, preferably with the batteries removed, under their chairs in a position clearly visible to the invigilators. • Instruct candidates to check the barcode sheets. • Instruct candidates to check the exam stationery (answer books / MC answer sheets / rough work sheets).

  13. BEFORE THE EXAM • Check carefully the question paper packets and open them in front of the candidates and the invigilators. • Distribute the question paper. • For Listening & Integrated Skills, candidates will be instructed to check the Question-Answer Book and Data File via the broadcast. • For all other papers, instruct candidates to check if there are any missing pages in their question books. • Instruct candidates to close their question books upon checking. (Note: In case a candidate reports to have a defective question book, make sure that a replacement question book is given to the candidate promptly.)

  14. AFTER THE START OF EXAM • Write the actual starting time and the correct finishing time (Eng Lang Papers 1A & 1B only), subject, paper and centre number clearly on the blackboard. • Nobody should be allowed to take away the question papers during the entire exam period.

  15. AFTER THE START OF EXAM • During attendance taking, check whether • the photo on the Admission Form / Identity Card resembles the candidate (to reduce the possibility of impersonation); 2. the subject being taken is listed on the Admission Form; • the candidate number shown on the Admission Form matches that on the barcode label. • For Listening & Integrated Skills, attendance taking should be completed before 9:40 am.

  16. AFTER THE START OF EXAM • About 30 minutes after the start of exam, collect question papers, answer books and barcode sheets from vacant seats. (For Listening & Integrated Skills, the Question-Answer Books, Data Files and barcode sheets should be collected before the start of the Listening Test.) • If a candidate requests to go to the toilet, arrange an invigilator to accompany the candidate and exercise an appropriate degree of supervision. Record the candidate number and time on Report SR4t. • Make sure that early leavers do not remove the question papers and answer scripts from the exam centre. (Early leave is not allowed in Listening & Integrated Skills.)

  17. AFTER THE START OF EXAM • Report irregularities in detail to the HKEAA (e.g. suspected cheating, irregularities concerning mobile phones or electronic / communication devices, subject not listed on the Admission Form, etc.). • Where necessary, remind candidates to stay behind after the exam to complete a report.

  18. END OF EXAM • Before the end of the exam sessions, remind candidates of 15 minutes and 5 minutes left. • When the time is up, ask candidates to stop writing immediately. Pause for 10 seconds to ensure all candidates are complying with the instructions.

  19. END OF EXAM • When collecting the answer scripts, - if a candidate reports that he/she has not put down the candidate number, the candidate can be allowed to write the candidate number under the invigilator’s supervision. - if an invigilator discovers that a candidate has not stuck a barcode label on the answer book cover / MC answer sheet, to ensure that the answer script can be scanned, the candidate should be asked to stick a label on that cover / MC answer sheet. The case must be reported on Report SR4b. The candidate should be asked to sign on the report.

  20. END OF EXAM • Collect all barcode sheets (with/without remaining barcode labels) and put them in the Barcode Sheet Envelope. • Dismiss the candidates only if the number of scripts collected tallies with the number of candidates present. • Place the answer scripts in the appropriate script envelopes according to the candidate number ranges printed on them. The envelopes must be tied together with a piece of string. • In case of an irregularity, follow it up with an invigilator before dismissing all invigilation staff.

  21. END OF EXAM • Candidates should report any irregularities about the reception in the Listening Test at the examination centre. To facilitate the follow-up by the HKEAA, the Centre Supervisor / invigilator should provide as many details about the irregularity as possible (e.g. radio reception in the examination room, the environment of the examination room) in the Sessional Report.

  22. LISTENING TEST: EXAM PROCEDURES

  23. LISTENING TEST: EXAM PROCEDURES

  24. LISTENING TEST: EXAM PROCEDURES

  25. LISTENING TEST: EXAM PROCEDURES

  26. LISTENING TEST: SPECIAL ROOM • Assign one to two classrooms close to the exam hall as “Special Rooms”. • Place an ordinary radio or radio-cassette player on the teacher’s desk in the “Special Room” and tune it to RTHK Radio 2 (for “Special Rooms” using radios). • Place a CD player on the teacher’s desk in the “Special Room” (for “Special Rooms” using CD players).

  27. LISTENING TEST: SPECIAL ROOM • In case of candidates entering the “Special Room” before 9:45 am, switch on the radio (or the CD player and play the demonstration CD). • Switch on the radio (or the CD player and play the demonstration CD) at around 9:45 am even if there is no candidate in the “Special Room”. • Record the seats taken by individual candidates in the Special Room by filling in the “LT Special Room Seating Plan”. • Stop taking candidates’ attendance at 9:55 am. • Candidates who sit the listening test in the “Special Room” are not allowed to use their own radio with earphones.

  28. LISTENING TEST: SPECIAL ROOM • For candidates who go to the “Special Room” after the start of the exam broadcast, if they bring with them the Question-Answer Books and Data Files, they should continue to use them. • In case the candidates do not bring with them the Question-Answer Books, Data Files and barcode sheets, they should be given a new set. • Distribute the “Special Room Reminder Card”.

  29. LISTENING TEST: SPECIAL ROOM • “Special Room” invigilators should be very flexible in handling the exam arrangements for any candidates who arrive just before / after the exam begins. • Record the seats taken by individual candidates in the Special Room by filling in the “LT Special Room Seating Plan”. • To facilitate the completion of the Sessional Report, the Special Room Invigilator may record the candidates’ arrival times together with their candidate numbers against their seats on the seating plan.

  30. LISTENING TEST: SPECIAL ROOM • After the collection of answer scripts, put down the total number of scripts collected on the Sessional Report. • Ask candidates to verify the information on the Sessional Report and sign on it. • For candidates whose attendance has not been taken before the start of the broadcast (e.g. those arrived after 9:55 am), check their admission forms (and identity cards if the admission forms do not have their photos) and take their attendance.

  31. LISTENING TEST: SPECIAL ROOM • During collection of the Question-Answer Books, if the Special Room Invigilator discovers that a candidate has not been given any barcode sheet, the candidate should be given a spare barcode sheet and be asked to write his/her candidate number on the barcode sheet. The Special Room Invigilator should record the incident on Report SR4b (Parts A and C) so that mark penalty for not following the instruction of sticking the barcode label during the examination will not be imposed on the candidate concerned.

  32. LISTENING TEST: SPECIAL ROOM • On the Sessional Report (Special Room), “Special Room” invigilators should • accurately enter the candidates’ arrival time at the “Special Room” and the reasons for attending the “Special Room”; • affix individual candidates’ barcode labels in the designated spaces on the Sessional Report; • ask the candidates to verify the information on the report and sign against their candidate numbers.

  33. LISTENING TEST: INFRA-RED SYSTEM • On the day of the test, the Centre Supervisors will receive: • Question papers; • An envelope containing 2 demonstration CDs; • A “confidential” envelope containing 1 examination CD and 1 reserve examination CD; • A copy of the tapescript.

  34. LISTENING TEST: INFRA-RED SYSTEM • If a candidate brings a set of wireless earphones or the earphones cannot be plugged into the receiver (plug diameter: 3.5mm) provided by the HKEAA, provide the candidate with a spare headphone. Alternatively, the candidate may choose to go to the Special Room. The details (bringing wireless headphones, headphones cannot be plugged into the receiver, etc) should be reported on SR4g.

  35. LISTENING TEST: INFRA-RED SYSTEM • The reserve CD should not be used unless the examination CD cannot function normally. • The examination CD should be played once only. Do not start playing the examination CD before 10:00 am. • Centre Supervisors should refer to the tapescript concerning the progress of the test. • The Listening Test will be broadcast via the portable radio (except for a few centres) in the Special Room.

  36. Handling of Exam Irregularities

  37. HANDLING OF EXAM IRREGULARITIES • Late arrivals • Early leavers • Candidates requesting to go to the toilet • Mobile phone irregularities • Suspected cheating • Irregularities concerning barcodes • Irregularities concerning the Listening Test conducted in the “Special Room”

  38. LATE ARRIVALS • Remind the candidates to switch off the mobile phones (distribute the Mobile Phone Reminder Cards) (not applicable to Paper 2; candidates arriving after 9:45 am should take the Listening Test in the Special Room). • After the candidates have been seated, remind them to place the mobile phones under their chairs in a position clearly visible to the invigilators. • Check candidates’ Admission Forms and Identity Cards (if the admission forms do not have the candidates’ photos) at an appropriate time. • Amend the attendance record. • No extra time should be given to make up for the time lost. • No need to report cases of late arrivals unless there are irregularities.

  39. EARLY LEAVERS • Papers 1A & 1B: candidates may leave during the period from 30 min after the start of exam to 15 min before the end of exam. • Paper 2 Listening & Integrated Skills: early leave is not allowed. • Check whether early leavers have written their candidate numbers, affixed barcode labels and marked the question number boxes. • Early leavers cannot take away the question papers from the exam centre.

  40. EARLY LEAVERS • The answer scripts and question papers of early leavers should be collected together with those of other candidates at the end of the exam. • Candidates requesting to leave outside the permitted time should fill in Report SR4g. • Candidates will receive a mark penalty if they leave the exam centre without the permission of the CS/invigilators.

  41. CANDIDATES REQUESTING TO GO TO THE TOILET • An invigilator (preferably of the same gender) should accompany the candidate and exercise an appropriate degree of supervision. • Record the candidate number and time on Report SR4t. • In case of irregularities, report them on SR4g. • Handle the irregularities in the presence of an invigilator. • Under no circumstances should the body or personal belongings of a candidate be searched. • No extra time should be given to make up for the time lost.

  42. MOBILE PHONE IRREGULARITIES • Locate the source of the ringing sound and instruct the candidate to switch off the mobile phone at once. • Record the time and other details on Report SR4p. In case the mobile phone is switched on, ask the candidate to show the call / SMS / MMS log after the exam. • No follow-up action will need to be taken if the ringing sound cannot be traced and the ring stops.

  43. SUSPECTED CHEATING • Examples: copying from the answer scripts of other candidates, obtaining unfair assistance from books, communicating with other people, using a mobile phone in the toilet. • Remove the notes, books or pieces of papers, etc. as evidence. • Handle the irregularities in the presence of an invigilator. • For doubtful cases (including a candidate reporting another candidate cheating), avoid disturbing the candidate during the exam. Inform the candidate after the exam to complete a report.

  44. IRREGULARITES CONCERNING BARCODES • The following candidates will be given spare barcode sheets: • candidates whose personalised barcode sheets are not available at the centre (e.g. wrong centre candidates); • candidates whose personalised barcode sheets are damaged or found to have incorrect information. • In case of insufficient barcode labels, candidates should be asked to write their candidate numbers on their answer scripts in the designated spaces for barcode labels on the remaining pages of the answer scripts (no need to issue spare barcode sheets).

  45. IRREGULARITES CONCERNING BARCODES • The candidate numbers of candidates using spare barcode sheets / candidates who have not stuck any barcode labels on the MC answer sheet or the cover of the answer book should be reported on Report SR4b. The answer scripts concerned and Report SR4b should be placed in the “Envelope for Special Reports and Related Scripts / Answer Sheets”. • If a candidate is found to have barcode labels (including barcode labels from previous examination sessions)on the personal belongings(including barcode labels stuck on the Admission Form), the case should be reported on Report SR4g. The materials with the barcode labels should be copied and attached to the Report Form.

  46. IRREGULARITIES CONCERNING THE LISTENING TEST CONDUCTED IN THE “SPECIAL ROOM” • In case a candidate, despite being reminded by the Special Room Invigilator, continues to use his / her own radio with earphones, allow the candidate to use them for the remaining time. Do not disturb the candidate. • After the Listening Test, ask the candidate to fill in Report SR4g.

  47. OTHER USEFUL INFORMATION HKEAA website www.hkeaa.edu.hk Schools and Teachers Teachers’ Corner  Information for Teachers

  48. Q & A

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