Handbook english 2011

Quality Assurance AuthorityEducation & TrainingTraining
Quality Assurance Authority for for Education &

NATIONAL
EXAMINATIONS
UNIT

2011 Administration Handbook
for Schools

Grade 3 Grade 6 Grade 9 Grade 12
Arabic Arabic Arabic Arabic
Mathematics Mathematics Mathematics English
English English Problem Solving
Science Science

NATIONAL
EXAMINATIONS
UNIT

2011 Administration Handbook
for Schools

Grade 3 Grade 6 Grade 9 Grade 12
Arabic Arabic Arabic Arabic
Mathematics Mathematics Mathematics English
English English Problem Solving
Science Science

CONTENTS

INTRODUCTION 7

ABBREVIATIONS USED IN THIS DOCUMENT 8

PART 1: PRINCIPLES 9 - 11

1.1 Responsibilities of the School 9
1.2 Administrative Services Provided by NEU 10
1.3 Communication 10
1.4 Examination Material 10

PART 2: EXAMINATION REGISTRATIONS 12 - 13

2.1 Students 12
2.2 Registration 12
2.3 Late Registration and Registration Amendments 13

PART 3: CONDUCT OF EXAMINATIONS 14 - 24

3.1 Preparation for the Examination 14
3.2 At the Beginning of the Examination 17
3.3 During the Examination 21
3.4 At the End of the Examination 23
3.5 After the Examination 24

PART 4: SPECIAL ARRANGEMENTS AND SPECIAL
CONSIDERATION 25 - 39

4.1 Principles 25
4.2 Introduction 25

SPECIAL ARRANGEMENTS

4.3 Definition of Special Arrangements 25
4.4 Principles Governing Special Arrangements 25
4.5 Examination Criteria 26
4.6 How to Apply for Special Arrangements 26
4.7 Guidance on Particular Disabilities 27

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4.8 Regulations Governing the Use of Readers 30
4.9 Regulations Governing the Use of Writer/Scribe 32
4.10 Regulations Governing the Use of Computers, Word Processors
and ElectronicTypewriters 33
4.11 Regulations Governing the Production of a Transcript 35
4.12 Appeals against the Outcome of Applications for Special Arrangements 36

SPECIAL CONSIDERATION

4.13 Definition of Special Consideration 36
4.14 Principles Governing Special Consideration 37
4.15 Eligibility for Special Consideration 37
4.16 How to Apply for Special Consideration 38
4.17 Appeals against the Outcome of Applications for
Special Consideration 39

PART 5: MALPRACTICE AND MALADMINISTRATION 40 - 43

5.1 Introduction 40
5.2 NEU Procedures for Dealing with Suspected Malpractice 40
5.3 Suspected Malpractice by Students 41
5.4 Maladministration and Malpractice by School Staff 42
5.5 Appeals against decisions of the NEU Malpractice Committee 43

PART 6: EXAMINATION RESULTS 44 - 47

6.1 Results Reports 44
6.2 Result Enquiries 44

PART 7:FORMS 48 - 71

FORM 1: Students Transfer Form 49
Notes on Completion of Form 1 50
FORM 2: Application for Special Arrangements for Temporarily and
Permanently Disabled Students 51
FORM 3: Writer/Scribe Cover Sheet 53

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FORM 4: Transcription Cover Sheet 55
FORM 5: Application for Special Consideration for Part Absent Students
and Students With a Temporary Disability or Affected by
Adverse Circumstances 57
FORM 6: Supplementary Attendance Register 59
FORM 7: Comments on the Examination 60
FORM 8: Notice to Students 61
FORM 9: Checklist for Invigilators 63
FORM 10: Suspected Malpractice Report Form 65
FORM 10.1: Malpractice Investigation Form (Student) 67
FORM 10.2: Malpractice Investigation Form (Invigilator) 68
FORM 11: Declaration of Interest in a Person Taking an
NEU Examination 69
FORM 12: Result Enquiry Form 70

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INTRODUCTION

The Quality Assurance Authority for Education and Training (QAAET) was established as an
independent body to ensure that the quality of education and training in Bahrain meets international
standards and best practice, in accordance with the vision set by the National Education Reform
initiatives. Under Article (4) of Royal Decree No. 32 of 2008, the QAAET is mandated to review the
quality of the performance of education and training institutions in the light of the guiding indicators
developed by the Authority.

The QAAET comprises four Units, the Schools Review Unit (SRU), the Vocational Review Unit
(VRU), the Higher Education Review Unit (HERU) and the National Examinations Unit (NEU).
Further information about QAAET can be found at www.qaa.edu.bh

The National Examinations Unit is mandated to develop and carry out national examinations to
assess performance levels for classes of primary and secondary education stages.

The four main objectives of the National Examinations Unit (NEU) are to:
• Independently and nationwide examine the four core subjects of Maths, Science, Arabic and
English in Grades 3, 6 and 9 to evaluate learning progress against the national curriculum.
• Publish information on student, class and school performance.
• Establish and implement examination requirements for Grade 12.
• Work with different stakeholders to improve education in Bahrain.

The NEU evaluates the performance of students and schools against the national curriculum. The
unit develops and publishes exam specifications that are based on the entire national curriculum
in the subjects that are examined: Maths, Science, Arabic and English (at grade 3 Arabic and Maths
only). From these the unit develops examinations and exam questions which fit the curriculum.
National tests in the four core subjects are held every year in May and involve all students at all
public schools in the country. The results of the national tests are reported to students and schools,
and to the Ministry of Education (MoE) and the public, after approval by the Board of the QAAET.
The reports identify key strengths and areas for improvement for students, schools and the overall
education system.

This Administration Handbook for Schools provides School Principals, Teachers and School
Administrative Staff with all the information they need to ensure that the administration of the
national examinations runs smoothly for their Schools. Together with the subject-specific test
specifications, it gives them a comprehensive understanding of the national examinations.

In April 2011 the NEU will run pilot tests for all Secondary schools at grade 12 in the subjects
of: Arabic, English and Problem Solving. The first national tests with published results in these
subjects will be held in 2012. Specific references to grade 12 subjects only are inserted in blue
font in this Handbook; otherwise, all the provisions in the Handbook apply to every grade.

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ABBREVIATIONS USED IN THIS DOCUMENT (ENGLISH VERSION ONLy)

NEU National Examinations Unit
MoE Ministry of Education
QAAET Quality Assurance Authority for Education and Training

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PART 1: PRINCIPLES

1.1 RESPONSIBILITIES OF THE SCHOOL

The School must adhere to the terms and conditions specified in this Handbook for Schools and
furthermore undertakes to:
(a) correspond with students on every aspect of the examinations on behalf of the NEU;
(b) submit to NEU, in accordance with the instructions given when the information is requested,
details of initial and final registrations (see Part 2) and any other information that NEU may
reasonably require in relation to its examinations;
(c) issue to each student entered through the School details of the dates and times of his or her
examinations;
(d) ensure that all students are aware that their data will be passed to third parties;
(e) make any applications for Special Arrangements and Special Consideration in accordance
with the regulations and guidance (see Part 4);
(f) ensure that students have access to suitable accommodation and specified equipment and
materials to take all examinations (see Part 3);
(g) ensure that all students in each examination are identified (see Part 3);
(h) report to NEU any established, suspected or alleged cases of malpractice by a student or of
malpractice or maladministration by a member of staff discovered by the School, assist any
investigation which results from that or from any malpractice suspected by NEU, and
provide such information and advice as NEU may reasonably require (see Part 5);
(i) ensure that NEU is notified of any changes to contact details such as changes to email, telephone or fax
numbers. NEU will accept notification in writing (or by fax) on official letter headed stationery
from the School. Please note that for security reasons notification of changes can not be
accepted by telephone or email;
(j) facilitate any inspection of the School by or on behalf of NEU. NEU will carry out
unannounced inspections when examinations are being held and Schools must co-operate
with any visit from an Inspector. NEU Inspectors may also inspect the arrangements for the
security of examination material and for conducting examinations at times outside the
examination period;
(k) be responsible for the proper administration and conduct of NEU’s examinations;
(l) ensure that the receipt and security of examination materials; the distribution of the question
papers to the students; the collection of answer papers at the end of each examination and
their appropriate despatch; as well as the maintenance of constant and effective supervision
of the students; are all carried out in accordance with NEU’s regulations;
(m) be responsible for the appointment of suitable Invigilators and ensure that they are familiar
with the instructions contained in Part 3;
(n) ensure that all Teachers involved in the delivery of subjects in the School understand that
NEU examinations are based on the whole subject curriculum and not just on the course
textbooks.

NEU expects that these responsibilities of a School are discharged by or through the School Principal.
The School Principal is accountable to NEU for the correct administration of examinations. NEU
will report all infringements and non-compliance to the MoE.

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1.2 ADMINISTRATIVE SERVICES PROVIDED By NEU

NEU undertakes to:

(a) make appropriate administrative arrangements;
(b) inform and advise School Principals;
(c) make such special examination arrangements as Schools request from within the provisions
available (see Part 4);
(d) provide School Entry Lists;
(e) provide examination timetables, instructions, question papers and other examination materials
and documentation;
(f) issue results reports;
(g) maintain the integrity of its examinations.

1.3 COMMUNICATION

Any questions regarding the administration of the examinations please contact:

National Examinations Unit
Doha Plaza, 10th floor
Building 2334, Road 2830, Block 428
Seef District

Telephone: 17562339/17562340
Fax: 17562308
Email: neu@qaa.bh or neu@qaa.edu.bh

1.4 EXAMINATION MATERIAL

1.4.1.OwNERSHIP

Ownership of all material delivered by NEU to a School shall remain with QAAET.

1.4.2 OwNERSHIP OF EXAMINATION MATERIAL

All material submitted for examination will become the physical property of NEU. Student answer
papers will not be returned to Schools.

1.4.3 OwNERSHIP OF STUDENTS’ wORk
NEU reserves the right to use student answer papers or extracts from them on an anonymous
basis in educational presentations, materials and products, which may be published in
printed format or electronically. In addition, NEU reserves the right to use students’ work for
educational purposes only; for example, standard setting, training of Teachers and Examiners,

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and to demonstrate standards in the process of recognition of NEU’s examinations by other
organisations.

1.4.4 OwNERSHIP OF NEU EXAMINATION QUESTION PAPERS

All NEU question papers shall remain the property of QAAET until the question papers are released
to Schools after the examination. Ownership of the question papers will remain with NEU.

1.4.5 OwNERSHIP AND USE OF NEU MATERIAL

Schools may reproduce copies of past question papers and other materials for which NEU holds
ownership, for internal School purposes, provided that copies are:

• used exclusively by students at the School in connection with their class work or internal
examinations;
• not offered for sale or distribution in any circumstances;
• inclusive of all NEU ownership symbols, acknowledgement and notices;
• not warranted by NEU; or,
• not passed to any third party.

Schools must not distribute past papers electronically, including on websites only accessible over
a School’s intranet.

NEU is unable to give permission to reproduce:

• any third party copyright material contained within the past papers. These items can be
identified by the copyright acknowledgements which appear either under each item, or at the
back of the question paper;
• audio and video cassettes and tapes;
• CDs, DVDs and mini-discs;
• photographs.

If staff at Schools wish to use material owned by NEU in any publications they are developing,
they shall request permission from NEU.

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PART 2: EXAMINATION REGISTRATIONS

2.1 STUDENTS

2.1.1 ELIGIBILITy

(a) There are no age restrictions on entering for examinations.
(b) Each student must be entered by a School.
(c) A student is not permitted to enter for the same examination at two Schools in the same
examination session.
(d) All students must be registered for the correct Grade.

2.1.2 TRANSFERRED STUDENTS

Students may only be transferred to a School registered with NEU.

(a) A student who, after final registrations are made, transfers to another School becomes the
responsibility of the receiving School.
(b) A transfer student form must be completed by the receiving School confirming acceptance
of the arrangements. (A copy of the form can be found in Part 7, Form 1). When the form has
been received by NEU, the registration will be moved from the original School to the receiving
School.
(c) NEU is unable to accept a request for transfer received at NEU less than 30 days before the
date of the first examination to be taken by the transfer student.
(d) NEU is unable to accept requests for partial transfers (for example taking just one question
paper of an examination at another School).

2.1.3 CORRESPONDENCE ABOUT STUDENTS

All correspondence on any aspect of a student’s examination will be conducted between NEU and
the School Principal or their deputy responsible for the student’s registration. Only in exceptional
circumstances will NEU, at its discretion, correspond directly with students or their parents.

2.1.4 DISQUALIFICATION OF STUDENTS

Any student for whom malpractice has been confirmed may be disqualified from at least the
question paper concerned (see Part 5).

2.2 REGISTRATION

2.2.1 INITIAL REGISTRATION INFORMATION

NEU requires initial registration information to:

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• aid the planning of the examinations;
• plan the recruitment of examiners;
• print required quantities of question papers.

2.2 FINAL REGISTRATIONS

(a) Schools will be asked to check and submit final registrations for each examination
session.
(b) It is the responsibility of the School Principal to ensure that accurate and complete final student
entry data is submitted to NEU. All registration amendments must be submitted by the deadline
for receiving amendments to avoid jeopardising the School’s student registrations.
(c) All registrations must reach NEU by the published closing date. Late registrations and
changes to registrations can be made until 03 March 2011 (28 February for Grade 12), after
which no further registrations or changes to registration will be accepted.
(d) Once all changes to student registration information have been received, revised school entry
lists will be prepared by the NEU. These will show students in their correct classes and will
be the School’s final record of student registrations during the examinations.
(e) Registration Closing Dates:

Grade 3 and Grade 6 03 February 2011
Grade 9 10 February 2011
Grade 12 21 February 2011

2.2.3 STUDENT NUMBERING

Every student in each School will be assigned a number which will be their CPR number.

2.3 LATE REGISTRATION AND REGISTRATION AMENDMENTS

No registrations or amendments will be accepted after 03 March 2011 (28 February for Grade
12).

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PART 3: CONDUCT OF EXAMINATIONS

3.1 PREPARATION FOR THE EXAMINATION

3.1.1 CONFIDENTIALITy STATEMENT

NEU will provide a Confidentiality Statement to Schools. Each School Principal and invigilator
will be asked to sign a Confidentiality Statement. Copies of these statements must be kept in
the School Examination File set up for each examination session.

3.1.2 COLLECTION OF QUESTION PAPERS AND EXAMINATION
MATERIALS

Schools must inform NEU in advance of the name of the school representative(s) who will collect
and return back the question papers for each day of the examination period. The representative
must collect the question paper packets from the Distribution Centre on the morning of the
examination between the times of 06:00 and 07:30 hours. All school representatives will be
required to sign a Confidentiality Statement before they can take the question papers packets
away. Schools should allow plenty of time for the collection of question papers to ensure that
the examinations are not delayed.

NEU will advise schools of the address of the Distribution Centre by 04 April 2011.

Schools will be provided with the following materials:

• Question papers sealed in secure envelopes.
• Listening CDs sealed in secure envelopes (for all language tests except Arabic at Grade 12).
• List of question paper packets for the School.
• The address of the Centre where student answer papers need to be delivered after the
• examination.
• Examination materials for all examinations will be provided on the first day of the
examination timetable.

Before leaving the Distribution Centre, the representative must check that he/she has all the
materials needed and also that he/she does not have any materials that belong to another
School. The seal of each secure envelope must be intact and the packets undamaged. Any
problems must be immediately reported to staff at the distribution centre.

Question paper packets should be given to each Invigilator as soon as possible. The Invigilator
must ensure that they have been given the correct packet for their class and school.

Question paper packets must remain sealed until the examination is due to start. They
must be opened in the examination room no more than 10 minutes before the start of the
examination.

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3.1.3 EXAMINATION MATERIALS

On day one of the examination timetable, NEU will supply Schools with the following examination
materials:

• Attendance Registers for each question paper.
• Student labels containing CPR and student numbers to be stuck on the front of each question
paper (see also 3.2.3).
• Answer Paper return envelopes, clearly labelled for each subject and paper.

The examination materials for papers to be taken later in the timetable period must be locked in a
secure place in the School until they are needed.

NEU must be informed immediately if the security of the examination materials is put at risk by
fire, theft, loss, damage, unauthorised disclosure or any other circumstances

If a student is entered for NEU examinations at a School where a relative is employed, the School Principal
must ensure that during the examination session the student’s relative does not have unaccompanied
access to examination materials, either before the examination (for example, question papers), or after
the examination (for example, student answer papers). If the relative is acting as the person responsible
for examination administration, then appropriate arrangements must be made to ensure that another
person is present for all the examinations administration relating to the student’s examinations. Any
documentation submitted to NEU for the examinations, (for example, Special Arrangement forms), must
be authorised by a member of School staff who is not a relative of the student. This includes medical
certificates submitted for Special Arrangements and Special Consideration. (See also 3.1.4, 4.5 (d), 4.7
and 4.16 (e).)

3.1.4 ACCOMMODATION

3.1.4.1 EXAMINATION SCHOOL

All students must take the examination at the School at which they are registered unless prior
permission has been obtained from NEU for students to take the examination elsewhere.

3.1.4.2 EXAMINATION ROOM

Any classroom or hall in which an examination is conducted must provide students with appropriate
conditions in which to take the examination. It must be an environment in which the students feel
comfortable, and attention must be paid to such matters as temperature, ventilation, lighting and
the level of extraneous noise.

3.1.4.3DISPLAy MATERIAL

There must not be any display materials, for example diagrams or wall charts, which might be
helpful to students in the examination room. Particular care must be taken with those examinations
that are held in learning resources centres.

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3.1.4.4 CLOCk

A reliable clock or some other mechanism for displaying the time must be visible to all students
in the examination room.

3.1.4.5 EXAMINATION START AND FINISH TIMES

The Invigilator must ensure that the students are aware of the duration of the question paper
and its start and finish times.

3.1.4.6 NOTICE TO STUDENTS

An A3 size poster Notice to Students must be displayed both inside and outside the examination
room. A copy of this Notice to Students can be found in Part 7 (Form 8), and should be
distributed to students (and parents) in the week before the first national examination takes
place.

3.1.4.7 SEATING ARRANGEMENTS
The seating arrangements must be such as to prevent students from overlooking the work of
others, intentionally or otherwise, or to be disturbed by other students.

Wherever possible:

(a) each student must have a separate desk or table of sufficient size to comfortably accommodate
question papers;
(b) if, in exceptional circumstances, students are not working at individual desks, they must be
sufficiently far apart so that their work cannot be seen by, and contact cannot be made with,
other students;
(c) students must be seated in student number order, with student numbers labelled on each
desk.

For listening examinations, the School must ensure that all students can hear the CD clearly.

Any student suffering from an infectious or contagious disease must take the examination in a
separate room in which all the examination regulations can be applied. The student’s answer
paper must be packed separately from other answer papers at the School and labelled accordingly,
and advice should be sought from NEU.

The seating plan for each class should be kept in the School Examination File.

3.1.5 INVIGILATION ARRANGEMENTS

An Invigilator, who should not be the class or subject Teacher, must be in the room to supervise
each examination. They must give their whole attention to the proper conduct of the examination
and must not perform any additional task (for example, marking) in the examination room.

When only one Invigilator is present, he or she must be able to summon assistance easily, without
leaving the examination room and without disturbing the students.
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A copy of Checklist for Invigilators must be available to each Invigilator in each examination room.
Invigilators must be familiar with the regulations contained in Part 7 (Form 9) and the contents
of the Notice to Students (Form 8). A copy of this Administration Handbook for Schools must be
available to all Teachers and Invigilators in School and must be easily accessible.

A Checklist for Invigilators can be found in Part 7 (Form 9). It is intended to be used as a reminder
for Invigilators and must only be used in conjunction with the regulations contained in this
Administration Handbook for Schools.

Schools must complete and keep signed records of who invigilated each examination in the School
Examination File and have them available for inspection by NEU at any time.

3.1.6 DECLARATION OF INTEREST

If a member of staff has an interest in a person taking an examination they must complete the
Declaration of Interest form (a copy of this form can be found in Part 7 (Form 11). This must be
handed to the School Principal who shall arrange for a copy of the form to be sent to NEU. The
original of the form must be stored for a period of 1 year and must be available for inspection by
NEU at any time.

If the School Principal has an interest they must also complete the Declaration of Interest form.

For the purpose of the Declaration of Interest, you have an interest in a person if that person is:

• a close relative, for example, children, grandchildren, cousins, or nieces and nephews;
• any person whose relationship to you could compromise the integrity of the School or NEU
examinations; or,
• any person whose relationship to you could compromise your integrity or good name, as a
School employee or otherwise, if the relationship were not disclosed.

A copy of all completed Declaration of Interest forms must be kept in the School Examination File.

3.2 AT THE BEGINNING OF THE EXAMINATION

Schools must ensure that students take NEU’s examinations at the session times indicated on the
timetable.

3.2.1 IDENTIFICATION OF STUDENTS

The Invigilator must check the identity of every student in the examination room, using the CPR
or ID card.

3.2.2 UNAUTHORISED MATERIALS

Students may take into the examination room only those articles, instruments or materials which
are expressly permitted in the rubric of a question paper. Detailed information on the examination
materials that students require in the examination room is provided on the cover of each question
paper.

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Unauthorised materials, for example school bags, text books or mobile phones must be left either
outside the examination room or with the Teacher/Invigilator. All mobile phones must be switched
off.

If unauthorised materials have been taken into the examination room, such materials must be
placed out of reach of the students before the examination commences.

3.2.3 STUDENT NUMBERS

All students should be reminded that their CPR number will be their unique student entry number.
CPR numbers are used on the School Entry Lists, on Attendance Registers, and on labels to be
stuck on the front of each question paper.

The Invigilator should ensure that the correct student label is attached to the front of each question
paper (for grade 12 Problem Solving Paper 2 the label should be stuck on the front of the separate
Answer Booklet). An example of the student label is shown below. The larger label contains
full details of the student which should be checked for each student. ONLy the smaller label
containing the student’s CPR number and bar code, should be stuck on the front of the
student’s question paper in the space provided (for grade 12 Problem Solving Paper 2 the
label should be stuck on the front of the separate Answer Booklet). where a student is absent
for an examination, the smaller CPR label should still be stuck on the front of the question
paper (or Answer Booklet for grade 12 Problem Solving Paper 2) and the invigilator must write
“absent” in the box provided:

ALL question papers (including absentees and unused question papers) (and Answer Paper
Booklets for Problem Solving Paper 2) must be returned to the NEU – the only exception to this
is the Question Paper for Problem Solving Paper 2.

Invigilators must ensure that students do not write on the bar code. In addition students must be
told not to write their name, student number or CPR number anywhere on the question paper. If a
CPR label is missing for a student, the invigilator should tell the student to write the CPR number
in the space provided for the label on the front of the question paper.

3.2.4 ATTENDANCE REGISTERS

Attendance Registers are for recording the presence of students, and must be completed in
accordance with the instructions printed on them.

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Attendance Registers are provided in Grade, class and date order for all question papers (grade 12
students may have different Attendance Registers). Schools must check that they have received
Attendance Registers for each question paper being taken at the School and report any deficiencies
immediately to NEU. On the day of the examination the invigilator must ensure that the correct
Attendance Register is being used for the paper being sat.

Students’ names are printed on the Attendance Registers and any errors in the names must be
reported at once to NEU. If a student is not shown on the Attendance Register, his or her name
and CPR number must be written on the Attendance Register and a formal registration made
to NEU if this has not already been done. If a late registration or registration amendment has
been made after this time, the student details, (including student name and CPR number), must
be added on to the pre-printed Attendance Register. If there is not sufficient room on the pre-
printed Attendance Registers, the Supplementary Attendance Register should be used to record
the Attendance of any additional student(s). (A copy of this form can be found in Part 7, Form 6).

If a student is not present for the examination, he/she must be marked as Absent on the Attendance
Register.

The Attendance Register must be checked and signed at the end of the examination. A copy of the
Attendance Register must be retained in the School Examination File and a copy packed with the
students answer papers.

3.2.5 SEATING PLAN

Schools must keep signed records of the seating arrangements in the School Examination File. It
must be possible to provide a copy of the seating plan from this record. The seating plan may be
required by NEU at any time. All seating plans must be kept in the School Examination File for the
NEU to see at any time.

3.2.6 STATIONERy, MATERIALS AND OTHER EQUIPMENT

Details of the materials required by students are provided below. The Invigilator must ensure that
only the specified items are issued to the students.

Students must provide themselves with pens, pencils and erasers. Students must write their
answers legibly in blue pen (Grade 3 students only may use pencils). Red pen must not be used.

NEU will provide plastic envelopes with the appropriate labels for the return of student answer
papers.

Students are permitted to use the additional materials detailed below:

• Grade 3 Arabic (all question papers) – Each student will need a pencil and an eraser
Dictionaries are not allowed. Students will answer on the question paper.

• Grade 3 Mathematics (all question papers) – Each student will need a ruler, a pencil
and an eraser. Calculators are not allowed. Students will answer on the question paper.

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• Grade 6 Arabic (all question papers) – Each student will need a blue pen. Dictionaries
are not allowed. Students will answer on the question paper.

• Grade 6 Mathematics (all question papers) – Each student will need a ruler, a protractor,
a pair of compasses, a set square, a pencil, an eraser and a blue pen. Calculators are not
allowed. Students will answer on the question paper.

• Grade 6 English (all question papers) – Each student will need a blue pen. Dictionaries

• Grade 6 Science (all question papers) – Each student will need a ruler, a pencil, an
eraser and a blue pen. Calculators are not allowed. Students will answer on the question
paper.

• Grade 9 Arabic (all question papers) – Each student will need a blue pen. Dictionaries

• Grade 9 Mathematics (all question papers) – Each student will need a ruler, a protractor,
a pair of compasses, a set square, a pencil, an eraser and a blue pen. Calculators are not
allowed. Students will answer on the question paper.

• Grade 9 English (all question papers) – Each student will need a blue pen. Dictionaries

• Grade 9 Science (all question papers) – Each student will need a ruler, a pencil, an eraser
and a blue pen. Calculators are not allowed. Students will answer on the question paper.

• Grade 12 Arabic – Each student will need a blue pen. Dictionaries are not allowed.
Students will answer on the question paper.

• Grade 12 English – Each student will need a blue pen. Dictionaries are not allowed.
Students will answer on the question paper.

• Grade 12 Problem Solving – Each student will need a calculator, a ruler, a pencil, an
eraser and a blue pen. For Paper 1 students will answer on the question paper. For Paper
2 students will answer on a separate Answer Booklet.

3.2.7 STARTING THE EXAMINATION

An examination is in progress from the time the students enter the examination room until all the
student answer papers have been collected.

Before the Invigilator announces that an examination has started he/she must:

• ensure that the students are seated comfortably;
• check that the students have all the necessary materials to enable them to complete the
examination;
• open the question paper packets and ensure that all students have the correct question
paper. Please note that the question paper packet should be opened carefully by cutting
across the top of the envelope with scissors.
• draw to the students’ attention the instruction and information printed on the front of the
question paper, and ask them to check that they understand what they are being asked to do;

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• inform students that:
(a) they must write their answers clearly,
(b) correcting fluid/correcting pens must not be used,
(c) highlighters and glue must not be used,
(d) all work must be done on the question paper (except Grade 12 Problem Solving
Paper 2).

• remind the students that they must not correspond in any way with, seek assistance from, or
give assistance to, another student whilst they are in the examination room; warn students that
any unauthorised material not previously handed in must be handed in. This should include
any food or drinks, which may only be allowed in the examination room with the specific
approval of the School Principal.

• inform the students of the time allowed for the examinations and announce clearly that they
may begin to write their answers;

3.3 DURING THE EXAMINATION

3.3.1 ATTENDANCE REGISTERS

Attendance Registers are for recording the presence or absence of students and must be completed
in accordance with the instructions printed on them. At the start of the examination Invigilators
must ensure that they have the correct Attendance Register for the Grade, teaching group, subject
and paper being taken.

3.3.2 SUPERVISION OF THE STUDENTS

Invigilators must supervise the students throughout the whole time the examination is in progress
and give complete attention at all times to this duty (see 3.1.5).

3.3.3 USE OF DICTIONARIES

Dictionaries (including electronic dictionaries) are not permitted in examinations.

3.3.4 LATE ARRIVAL OF STUDENTS

A student who arrives after the starting time for an examination may be allowed to enter the
examination room and to take the examination. At the discretion of the Invigilator, additional time
may be allowed at the end of the examination to compensate for the lost time. The student must
be informed that their work may not be accepted.

A student who arrives for the examination after one or more students have already completed and
left the examination room will not be allowed to take the examination.
In cases where a student is late for good reason, such as sudden illness or transport difficulties,
so long as there has been no breach of examination security, the work completed in the whole of
the examination, including that completed in any additional time allowed to compensate for late
arrival, will be accepted.

21

In cases where a student is late because of negligence or oversight, (including oversleeping and
misreading of the timetable), as long as there has been no breach of examination security, the work
completed in normal examination time will be accepted. The work completed in any additional
time allowed to compensate for the late arrival will not normally be accepted.

In each case where a student who is admitted late into the examination room and is allowed
additional time, the following rules apply:

• the answer paper must be submitted to the NEU in the normal way;
• any work completed after the actual examination finishing time must be indicated clearly
on the answer paper by the Invigilator;
• the School Principal must enclose a full report in writing with the answer papers which
should include the following information:
(a) the reason for the late arrival of the student, including any details of special arrangements
made for the student to reach the School;
(b) the actual starting and finishing times of the examination;
(c) the time at which the late student started the examination;
(d) the time at which the late student finished the examination;
(e) a statement regarding any possible breach of examination security arising from the student’s
late arrival, including information about the extent to which the student was under supervision
from the actual starting time of the examination.

The student must be warned that NEU may not be prepared to accept the work.

3.3.5 STUDENTS ARRIVING AFTER THE EXAMINATION HAS FINISHED

A student who arrives late, after the other students have been released from the examination room,
must be dealt with as an absentee and should not normally be allowed to take the examination.

3.3.6 LEAVING THE EXAMINATION ROOM

Students who leave the examination room temporarily must be accompanied by a member of staff.
In cases where Special Consideration is applied for (such as illness) such students may be allowed
extra time to compensate for their temporary absence.
Students may leave the examination early when they have finished answering the questions,
if they so wish. However, students must remain in the examination room at least until half the
examination time has elapsed.

3.3.7 IRREGULAR CONDUCT

Wherever practicable, the Invigilator must remove and retain any unauthorised material discovered
in the possession of a student in the examination (see 3.2.2 and 3.2.6).

The Invigilator is empowered, after consultation with a member of the School senior staff, to expel
a student from the examination room, but such action should only be taken when it is felt that it is
essential or when the continued presence of a student would cause disruption to other students.

Failure to comply with the regulations may lead to the disqualification of the student.

22

3.3.8 EMERGENCIES

The Invigilator must take the following action in the event of an emergency such as a fire alarm or
other alert or serious disturbance:

(a) evacuate the examination room;
(b) ensure that all the question papers and student answer papers are left in the examination
room and that the room is locked if possible (see also 3.3.8 (g));
(c) ensure that the students are supervised as closely as possible whilst they are out of the
examination room so as to ensure there is no collusion or external communication;
(d) after the students have returned to the examination room and before the examination
is resumed, indicate on the students’ work, where it is feasible to do so, the point at which
the interruption occurred;
(e) note the time and duration of the interruption;
(f) allow the students the full working time prescribed for the examination;
(g) in the event of there being only a small number of students, consideration should be given
to the possibility of taking the students, with question papers and answer papers, to another
place in order to complete the examination;
(h) make a full report of the incident and of the action taken and provide this immediately to the
NEU separate from the student answer papers.

3.4 AT THE END OF THE EXAMINATION

3.4.1 FINISHING THE EXAMINATION

Five minutes before the end of the examination the Invigilator must inform the students that there
are five minutes remaining for the examination.

At the end of the examination, students must be told to stop writing and to place their pens/pencils
on their desks immediately.

Where students who arrive late are permitted the full working time to complete their examination
(see 3.3.4), such students must be allowed to continue after the normal finishing time and told to
stop writing after the additional time allowed has been expended.

The Invigilator must instruct the students to ensure that all the required information has been
entered on their answer papers.

3.4.2 COLLECTION OF STUDENT ANSwER PAPERS

Schools MUST ensure that all student answer papers are collected before the students are allowed
to leave the examination room.

Answer papers must be sorted into the order shown on the Attendance Register (student number
order), and checked to make sure that all answer papers are present and that the correct student label
has been applied to the answer papers (and the word “absent” written on the label if appropriate).
Unused question papers should also be put in the answer packet so that ALL papers are returned
to NEU. For grade 12 Problem Solving Paper 2, all Answer Booklets must be checked and returned
to NEU (with the word“absent”written on the label if appropriate), but the question papers should
be retained by the school.

23

After collation, the student answer papers, Answer Booklets for Problem Solving Paper 2, and
unused papers must be placed immediately in the labelled envelope provided, with the
completed Attendance Register and seating plan, and then the envelope securely sealed.
The school should make a copy of each Attendance Register and seating plan for its own records.

Answer papers are confidential between the student and NEU. They may not be read or photocopied
by any person before they are returned to NEU, unless this is specifically required by NEU.

3.5 AFTER THE EXAMINATION

3.5.1 PACkING OF ANSwER PAPERS

Invigilators should consider the following when packing student answer papers:

• the label on the envelope provided corresponds to the Grade, teaching group, subject and
paper taken;
• student answer papers for different question papers must not be packed in the same
envelope;
• the completed Attendance Register and seating plan must be enclosed with the student
answer papers;
• the packets of student answer papers and unused papers must be securely fastened.

Correspondence, reports and forms (for example, Special Consideration application forms), must
be sent separately to NEU and not enclosed with the student answer papers, unless specifically
instructed or authorised by NEU to do so.

3.5.2 RETURN OF ANSwER PAPERS

After all examinations have been completed for a given day, the packets containing student answer
papers and unused papers must be delivered by hand, by a representative from the School, to
the allocated address. These packets must be delivered on the day of the examination. Schools
will be informed of the address and opening hours when question papers are collected from the
Distribution Centre.

24

PART 4: SPECIAL ARRANGEMENTS AND SPECIAL
CONSIDERATION

4.1 PRINCIPLES

The NEU wants its examinations to be accessible to all students who are able to benefit from them.
It is recognised that some students with special needs and learning disabilities will not benefit
from taking the examinations, and the School Principal is the person best placed to determine
each individual case. School Principals are strongly encouraged to read the whole of Part 4 before
deciding if a student with special needs or learning disabilities is to be entered for the NEU’s
examinations.

4.2 INTRODUCTION

This section is designed to help those Schools entering students who have permanent disabilities
or who suffer from medical conditions which affect performance at the time of the examinations
or who have sat the examination(s) under adverse conditions, affected by illness, bereavement or
other acceptable circumstances.

Schools should refer to the relevant section as the need arises. Once arrangements have been
agreed by NEU, the regulations governing those arrangements must be observed. Failure to
comply with the regulations may lead to the disqualification of the student.

Before applying for any provision, sections 4.3 to 4.17 should be consulted as appropriate.


4.3 DEFINITION OF SPECIAL ARRANGEMENTS

Special Arrangements are made to allow students with substantial and long-term disabilities to gain
access to the examination and to demonstrate their attainment in the best possible examination
conditions. Special Arrangements include an extra time allowance, the provision of specially
adapted papers, assistance with reading or writing, etc. All applications are considered on an
individual basis, however, NEU will not consider arrangements that are not specifically requested
by the School (see 4.5(c)).

4.4 PRINCIPLES GOVERNING SPECIAL ARRANGEMENTS

(a) All students are assessed according to the same marking criteria.
(b) All students are assessed for what they know and can do, not for what they might have
achieved, had circumstances been different.
(c) Special Arrangements must not give the student an advantage over other students.
(d) Special Arrangements must not interfere with the integrity of the examination (see 4.5) and
will therefore be restricted in certain subjects.
(e) Applications for Special Arrangements with the reason being that Arabic is not the student’s
first language will not be considered as valid grounds for an application.

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4.5 EXAMINATION CRITERIA

Special Arrangements will not be permitted if they compromise the examination criteria.

4.6 HOw TO APPLy FOR SPECIAL ARRANGEMENTS

(a) Permission to allow a student Special Arrangements must be requested well in advance of the
examination. NEU will not guarantee to deal with late applications, especially where modified
papers are required. Please refer to the deadline dates in 4.6 (f).

(b) Applications must be made on the Special Arrangements form (a copy of this form can be
found in Part 7, Form 2). Please ensure that the relevant form is used and that the form is
completed correctly and in full. NEU cannot guarantee to consider a School’s request if it does
not receive the correct information.

(c) Applications must be submitted by the School making the registration. No application will be
accepted from students or their parents. If Special Arrangements are approved by NEU, the
School may use their discretion as to whether the approved arrangements are administered
to the student.

(d) All applications must be accompanied by supporting medical or psychological evidence.
Evidence submitted in support of Special Arrangement applications must not be written by
a friend or relative of the student. Where this is unavoidable, the evidence must be counter
signed and authorised by a senior member of School staff normally the School Principal.
NEU reserves the right to refuse evidence that has been written by a friend or relative of the
student.

(e) No Special Arrangements may be made unless NEU has given written consent, except for
Emergency Special Arrangements for temporary disabilities (for example, sudden injuries such
as broken arms or wrists).

Where possible, NEU should be contacted in advance to obtain advice and approval for the
Special Arrangements. It is advisable to telephone NEU rather than to fax or email, so that
the Special Arrangements application can be dealt with immediately. If permission is given
verbally, the School must complete the Special Arrangements form, stating the arrangements
that were given and send this to NEU along with the student’s medical certificate as soon as
possible.

If it is not possible to contact NEU before the examination, the School may use their discretion
on the day of the examination to grant arrangements that will alleviate the problem. However,
Schools must ensure that the Special Arrangements do not interfere with the examination
criteria of the examination in question (see 4.). For all cases the School must complete the
Special Arrangements form stating the arrangements that were given and send this to NEU
along with the student’s medical certificate as soon as possible.

Please note that regulations relating to any arrangement given must be adhered to. These
regulations can be found in Parts 4.7 to 4.11. Failure to comply with the regulations may result
in a malpractice investigation.

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Deadline for submitting applications for Braille or modified papers:

27 January 2011

(f) Deadlines for submitting applications for all other Special Arrangements (except emergency
applications, see 4.5(e)):

24 February 2011

(g) Please read the notes printed on the back of the application forms before completion. Completed
forms must be submitted to:

Seef District
Fax: 17562308

(h) Guidance on particular disabilities is given in 4.7. In addition to those disabilities outlined, NEU
will consider, but not necessarily approve, applications for Special Arrangements for disabilities not
mentioned in 4.7.

4.7 GUIDANCE ON PARTICULAR DISABILITIES

4.7.1 STUDENTS wITH PHySICAL DISABILITIES

(a) Students with severe disabilities may require a supervised rest break. The timing of the
examination should be stopped and re-started when the student is able to continue. The
student must remain under supervision at all times.
(b) If the student cannot write independently, an application to use a writer/scribe should be
submitted. The School is responsible for selecting an appropriate writer/scribe and the
Regulations Governing the Use of a Writer/Scribe (see 4.9) must be observed. A Writer/
Scribe Cover Sheet must be attached to the answer paper. (A copy of this form can be found
Part 7, Form 3.) The use of a writer/scribe will not be permitted in examinations where writing
is part of the examination criteria (see 4.4.). Please refer to individual subject curriculum for
details on examination objectives.
(c) If the student normally uses a word processor, an application may be made to request this
arrangement for written examinations. The Regulations Governing the Use of Computers,
Word Processors and Electronic Typewriters (see 4.10) must be observed. A copy of NEU’s
letter approving the use of a word processor must be attached to the students answer paper.
(d) If the student can write, but the writing is not easy to read, the School may wish to provide
a transcript. The Regulations Governing the Production of a Transcript (see 4.11) must be
observed. A Transcription Cover Sheet must be attached to the transcript. (A copy of this
form can be found in Part 7, Form 4).

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4.7.2 STUDENTS wITH VISUAL IMPAIRMENT

(a) The needs of most students with a visual impairment will be met by an additional time
allowance of up to 25%. In severe cases, this may need to be extended and for those using
Braille papers 100% extra time may be required. The amount of time recommended must be
stated on the application form.
(b) Supervised rest breaks may also be required. The timing of the examination should be
stopped and re-started when the student is able to continue. The student must remain under
supervision at all times.
(c) If the student cannot read independently or use Braille, an application to use a reader should be
submitted. The School is responsible for selecting an appropriate reader and the Regulations
Governing the Use of Readers (see 4.8) must be observed.
(d) If the student cannot write independently, an application to use a writer/scribe should be
submitted. The School is responsible for selecting an appropriate writer/scribe and the
Regulations Governing the Use of a Writer/Scribe (see 4.9) must be observed. A Writer/Scribe
Cover Sheet must be attached to the answer paper. (A copy of this form can be found in Part 7,
Form 3.) The use of a writer/scribe will not be permitted in examinations where writing is part
of the examination criteria (see 4.8). Please refer to individual subject curriculum for details on
examination objectives.
(e) If the student normally uses a word processor, or Braille and print machine, an application may
be made to request this arrangement for written examinations. The Regulations Governing the
Use of Computers, Word Processors and Electronic Typewriters (see 4.10) must be observed. A
copy of NEU’s letter approving the use of a word processor must be attached to the students
answer paper.
(f) If the student can write but the writing is not easy to read, the School may wish to provide
a transcript. The Regulations Governing the Production of a Transcript (see 4.11) must be
observed. A Transcription Cover Sheet must be attached to the transcript. (A copy of this form
can be found in Part 7, Form 4.)
(g) Papers can be provided in the following formats:
• Braille question papers – visual information will be simplified or removed and presented as
verbal information. Diagrams may be presented in a tactile form.
• Enlarged question papers in A3 size – the normal question paper is enlarged to A3 size.
• Students receiving modified question papers are still expected to answer the same questions,
at the same level as other students not receiving Special Arrangements. The modified
papers will not have different or easier questions.

IT IS ESSENTIAL THAT DEADLINES FOR SUBMISSION OF APPLICATIONS ARE OBSERVED
BY SCHOOLS. IF THEY ARE NOT MET, NEU WILL BE UNABLE TO PROVIDE MODIFIED
PAPERS (SEE 4.6 (f)).

(h) If students present answers in Braille, a transcript must be provided for the Examiner. The
Transcription Cover Sheet must be used. (A copy of this form can be found in Part 7, Form 4).
The Regulations Governing the Production of a Transcript (see 4.11) must be observed.

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4.7.3 STUDENTS wITH HEARING IMPAIRMENT

(a) Students with hearing impairment may use an extra time allowance of up to 25% if their
literacy difficulties reduce the speed at which they read and comprehend written questions.

(b) In listening examinations, Special Arrangements may be made for students with hearing
impairments, for example they may be allowed to take the examination in a separate room, or
with headphones, and may request extra time.

(c) If Special Arrangements will not enable the student to take the listening examination, an
exemption from the listening examination may be requested.

(d) Sign language must not be used in language examinations.

(e) Sign language may be used to help the student read the questions but must not be used to
explain what the question is asking the student to do. Sign language must not be used to
convey answers to written questions in any subject, for example, must not be used to ‘dictate’
answers to a writer/scribe.

4.7.4 STUDENTS wITH LEARNING DISABILITIES

Students with learning disabilities must have been assessed by an Educational Psychologist, a
Clinical Psychologist or an Occupational Psychologist. The Psychologist’s report must accompany
the application form and be dated within three years of the examination for which Special
Arrangements are required.

NEU will accept a report from a suitably qualified specialist Teacher at the School for applications
for the awarding of extra time or the use of a word processor, for students with learning disabilities.
Details of the Teacher’s subject must be submitted with the report, along with a photocopy of
their subject certificate. NEU will also accept a report written by a Teacher who has no formal
qualification, but has had at least five years working experience in the area of Special Educational
Needs. NEU require a written statement from the School Principal confirming this, if this option
is taken. If more than extra time or the use of a word processor is required it is essential that a full
Educational, Clinical or Occupational Psychologist’s report is provided.

Evidence submitted in support of Special Arrangement applications must not be written by a friend
or relative of the student. Where this is unavoidable, the evidence must be counter signed and
authorised by a senior member of School staff normally the School Principal. NEU reserves the
right to refuse evidence that has been written by a friend or relative of the student.

(a) The needs of most students will be met by an extra time allowance of up to 25%.

(b) Students with severe learning disabilities may require reading assistance. The School is
responsible for selecting an appropriate reader and the Regulations Governing the Use of
Readers (see 4.8) must be observed. Readers will not be allowed in examinations where reading

29

is part of the examination criteria (see 4.4) Readers will not be allowed unless the student’s
reading skills (accuracy, speed or comprehension) have been measured in an examination
conducted by an Educational Psychologist, a Clinical Psychologist or an Occupational
Psychologist and are shown to be below average. Below average is classed using a nationally
standardised examination and does not mean below average standard within a particular
School. It is essential that examinations are conducted by the Psychologist to determine the
student’s reading abilities and that these are detailed in the psychological report. If examination
results are not included the application for a reader will be rejected.

(c) If the student normally uses a word processor, an application may be made to request this
arrangement for written examinations. The Regulations Governing the Use of Computers,
Word Processors and Electronic Typewriters (see 4.10) must be observed. A copy of NEU’s
outcome letter approving the use of a word processor must be attached to the students answer
paper.

(d) If the student can write but the writing is not easy to read, the School may wish to provide a
transcript. If the transcript is requested in isolation, and no other arrangements are required
(for example, extra time), then it is not necessary for the School to provide supporting evidence
with the application form. However, the School is required to request permission from NEU
using the Special Arrangements application form. The Regulations Governing the Production
of a Transcript (see 4.11) must be observed. A Transcription Cover Sheet must be attached to
the transcript. (A copy of this form can be found in Part 7, Form 4.)

(e) In exceptional cases, the School may wish to request permission to allow a writer/scribe to
write for the student. The application form must be accompanied by evidence of the student’s
work both with and without the use of a writer/scribe. It must be clearly stated how long each
piece of work took to complete. The writer/scribe will not be allowed in examinations where
the examination criteria include writing. This will only be considered if the student can dictate
all grammar and punctuation and the words letter by letter. Where this has been done it must
be noted on the writer/scribe cover sheet. A writer/scribe is not automatically permitted to act
as a reader for the student unless NEU has given prior permission that the student may have
the use of a reader. The Regulations Governing the Use of a Writer/Scribe (see 4.10) must be
observed. A Writer/Scribe Cover Sheet must be attached to the students answer paper. (A
copy of this form can be found in Part 7, Form 3.)

4.8 REGULATIONS GOVERNING THE USE OF READERS

A reader is a person who, on request, will read to the student:

• the entire or any part of the question paper;
• any part of the student’s answers.

For students requiring a reader and a writer/scribe, the same person may act as both (see Regulations
Governing the Use of a Writer/Scribe, 4.9).

(a) Permission for the use of a reader must be obtained from NEU prior to the examination.

30

(b) The use of a reader must not give a student an unfair advantage nor must it disadvantage the
student.

(c) The use of a reader must modify neither the requirements for the subject being examined nor
specific subject requirements. In some cases the understanding of the written word may be
the skill being examined, for example, in language examinations (see 4.4).

(d) Additional time will be permitted for the use of a reader and will normally be up to 25% of the
prescribed duration of the examination.

(e) A reader must be a responsible adult who is able to read accurately and at a reasonable rate
and who, in the case of a scientific or mathematical subject, should ideally have a working
knowledge of that subject.

(f) A reader is responsible to the School Principal and the person who is to act as the reader must
be acceptable to the School Principal.

(g) A reader should not normally be the student’s own Teacher but there may be circumstances
in which it is necessary to use the student’s own Teacher in that capacity. In such cases, NEU
must be specifically consulted. On no account may a relative or friend of the student be used
as a reader.

(h) A student using a reader must be accommodated in such a way that no other student is able
to hear what is being read. A separate room and separate invigilation will be required. The
reader may not also act as the Invigilator.

(i) During an examination, a reader:

• must read accurately;
• must only read the rubrics and questions, not explain or clarify;
• must not give factual help to the student or offer any suggestions;
• must not advise the student regarding which questions to do, when to move on to the next
question, or the order in which the questions should be done;
• must only repeat instructions given on the question paper when specifically requested to
do so by the student;
• for the visually impaired:
− must read, as often as requested, the questions and the answers already recorded,
− must, if asked, give information regarding time elapsed and remaining,
− is permitted to help a student using tactile diagrams, graphs and tables to obtain the
information which the print/amended print copy would give to a sighted student;
• must, if requested, give the spelling of a word which occurs in the question paper – otherwise
spellings must not be given;
• must be prepared for periods of inactivity during an examination;
• must immediately refer any problems in communication during an examination to the
Invigilator. If in doubt always ask the Invigilator.

31


(j) If the School Principal considers that the arrangements have not, for any reason, enabled
the student to demonstrate his/her attainment in the examination, then a request for Special
Consideration must be submitted to NEU with an explanation of the difficulties experienced
by the student.

4.9 REGULATIONS GOVERNING THE USE OF A wRITER/SCRIBE

A writer/scribe is a designated person who writes down, types or word processes a student’s dictated
answers to questions. Students are eligible to use a writer/scribe if they suffer from long-term or
temporary disabilities that prevent them from communicating by any other means. If writing is a
skill which is being examined and the use of a writer could modify the requirements of the subject
being examined, the student will need to dictate all punctuation to be included in their responses
and any assistance provided with spelling by the writer must be noted on the writer/scribe cover
sheet. All assistance provided to the student by the writer/scribe must be described on the cover
sheet in full. However a writer/scribe will not be possible in certain language examinations where
it is not possible to dictate responses. For students requiring a writer/scribe and a reader, the same
person may act as both. (See Regulations Governing the Use of Readers, 4.8.)

(a) Permission for the use of a writer/scribe must be obtained from NEU prior to the
examination.
(b) The use of a writer/scribe must neither give a student an unfair advantage nor disadvantage
the student.
(c) The use of a writer/scribe must modify neither the requirements for the subject being examined,
nor the specific subject requirements. In some cases the writing of answers by the student
may be the skill being examined, such as language examinations and therefore the use of a
writer will not be permitted (see 4.4.).
(d) Additional time will be permitted for the use of a writer/scribe and will normally be up to 25%
of the prescribed duration of the examination.
(e) A writer/scribe must be a responsible adult who is able to produce an accurate record of the
student’s answers; who can write legibly, type or word process at a reasonable speed; and, in
the case of a scientific or mathematical subject, should ideally have a working knowledge of
that subject.
(f) A writer/scribe is responsible to the School Principal and the person who is to act as the writer/
scribe must be acceptable to the School Principal.
(g) A writer/scribe should not normally be the student’s own Teacher but there may be
circumstances in which it is necessary to use the student’s own Teacher in that capacity. In
such cases, NEU must be specifically consulted. On no account may a relative or friend of the
student be used as a writer/scribe.(h) A student
using a writer/scribe must be accommodated in such a way that no other student is able to
hear what is being dictated. A separate room and separate invigilation will be required. The
writer/scribe may not also act as the Invigilator.
The need for a writer/scribe may not arise until immediately before or during an examination.
The School should provide a writer/scribe, alternative accommodation and supervision and
ensure that the Regulations Governing the Use of a Writer/Scribe are observed. The situation
must be reported immediately to NEU (see 4.6 (e)).

32

(i) During the examination, a writer/scribe:
• must neither give factual help to the student nor offer any suggestions;
• must not advise the student regarding which questions to do, when to move on to the next
question, or the order in which the questions should be done;
• ust write down, type or word process answers exactly as they are dictated (in some
m
examinations this will involve students dictating their answers letter by letter, for example,
in examinations where accuracy of the language is being examined);
• must draw or add to maps, diagrams and graphs strictly in accordance with the student’s
instructions;
• ust write, type or word process a correction on a typescript or Braille sheet if requested to
m
do so by the student;
• must at the student’s request read back what has been recorded;
• must not expect to write throughout the examination as the student may require supervised
rest breaks during the working of the examination;
• ust immediately refer any problems in communication during the examination to the
m
Invigilator. If in doubt always ask the Invigilator.

(j) The transcription produced by a writer/scribe must be despatched to NEU in the normal way
with the completed a Writer/Scribe Cover Sheet attached to the students answer paper. (A
copy of this form can be found in Part 7, Form 3.) A copy of NEU’s letter approving the use of
a writer/scribe must also be attached to the transcript.
(k) If the School Principal considers that the arrangements made have not, for any reason, enabled
the student to demonstrate his/her attainment in the examination, a request for Special
Consideration must be submitted to NEU with an explanation of the difficulties experienced
by the student.

4.10 REGULATIONS GOVERNING THE USE OF COMPUTERS, wORD
PROCESSORS AND ELECTRONIC TyPEwRITERS

These regulations apply to those students who normally have the use of a word processor to
produce written work, and who have been given permission to use it for written examinations.
The use of the term ‘computer’ in these regulations should be taken to include word processors,
personal computers (PCs) and other microprocessor-controlled devices producing output in text or
other forms such as graphics and diagrams.

4.10.1 PRINCIPLES

(a) The object of Special Arrangements is to enable students with disabilities to demonstrate their
attainment in relation to the examination objectives of a subject. This principle applies to
the use of computers in the same way as it does to other types of Special Arrangement. It is
the attainment of the student that must be assessed and the use of the computer must not
result in a misleading examination of that attainment or confer an unfair advantage over other
students.

33

(b) It is expected that students who are able to produce work for examination by handwriting or
drawing will do so. Students with disabilities may be permitted to produce their answers via a
computer in cases where the disability means they cannot present answers in the usual way.
It is expected that the Special Arrangement requested for examinations will reflect the student’s
usual method of working in the classroom.

(c) It is in the best interests of students to establish at an early stage whether Special Arrangements
can be made.
(d) When considering an application for Special Arrangements that will involve more than the
computer being used as a basic typewriter, NEU will need full details of the hardware and
software requested for use by the student. This must include details of facilities such as spell
checkers, dictionaries, thesauruses, calculators, etc., which are available. NEU will wish to
determine what effect, if any, the use of the computer will have on its ability to assess the
student fairly in each subject.
NEU reserves the right to seek independent advice concerning the operation of computers and
software used by students in order to help it determine what Special Arrangements should be
made.
(e) In language examinations none of the following facilities must be available to students using
a computer to produce written work in a written examination: dictionaries, thesauruses, spell
checkers, grammar checkers, or predictive text software.
(f) In addition to the restrictions detailed in (e), use of a word processor must not give the student
access to any of the following, unless specifically stated in the subject or prior permission has
been granted by NEU:
Dictionaries
Calculators
Spreadsheets
Graphics packages or computer aided design software
Voice activated software
The internet
(g) The student’s word processed answer paper must be submitted to NEU in the usual way. A
copy of NEU’s letter approving the use of a word processor must be attached to the students
answer paper.

4.10.2 OPERATION

(a) Where the use of a computer has been approved, NEU will award marks on the basis of the
positive achievement demonstrated by the student. In order to ensure the fair application
of marking schemes, Schools may, in some cases, be asked to supply additional information
concerning the means used by students to answer particular examination questions.
(b) A computer may be used solely by the student who is the subject of the provision and not by
someone acting on the student’s behalf. The student must therefore be proficient in the use of
the computer and its software. Operator guides may not be used in examinations.
(c) The School must ensure that the computer is working correctly at the time of an
examination.
(d) Students must have access only to those facilities that have been agreed in advance.

34

(e) Similarly, students must not be able to gain access to existing files or documents. Hard disk
systems must be cleared of files. Where a system operates from CD or USB, the student must
be supplied with a formatted device containing only the software required for the examination
concerned. Where a system operates from network files, only access to permitted files and
software must be given.
(f) Students using computers in circumstances where their use may distract other students must
be accommodated separately from others for formal examinations. NEU’s normal regulations
concerning invigilation must be applied.
(g) The frequent saving of work is strongly recommended. Where available, an autosave facility
can achieve this.
(h) The printing of answers may take place after the time allowed for the examination has expired.
The student must be present in order to verify that his/her printing is complete.
The Invigilator must ensure that facilities such as those identified in 4.10.1(f), which have not
been approved by NEU, are not used by the student.


4.11 REGULATIONS GOVERNING THE PRODUCTION OF A
TRANSCRIPT

The purpose of a transcript is to aid the examiner in the marking of a student’s answer paper. The
examiner will mark the student’s answer paper and will only refer to the transcript if it is impossible
to decipher any part of the student’s response(s).

THE REGULATIONS BELOW APPLY EQUALLY TO THE TRANSCRIPTION OF A STUDENT’S
ANSWERS IN BRAILLE.

(a) Permission to provide a transcript must be obtained from NEU prior to the examination.

(b) The transcript must be produced by a member of the School’s teaching staff who is familiar with
the student’s handwriting or is fully competent in the Braille code for the subject concerned, or
by a member of the Saudi Bahraini Institute for the Blind.
(c) The transcript must be produced in a separate copy of the question paper/answer paper or on
lined or unlined white paper as appropriate.
(d) The transcript may be hand-written, typed or word-processed as appropriate. If hand-written,
dark blue or black pen must be used. Pencil must never be used.
(e) The transcript must be produced immediately after the examination under secure conditions.
The student must not be involved in the production of the transcript.
(f) A copy of the Transcription Cover Sheet Form, must be completed and securely attached to the
front of the transcript together with a copy of NEU’s letter approving the transcription but not
the application for Special Arrangements or the supporting evidence. The Cover Sheet must
be signed by the Teacher preparing the transcript and counter-signed on behalf of the School
Principal. (A copy of this form can be found in Part 7, Form 4.) Both the student’s answer
paper and the transcript must be sent to NEU.

(g) Normally, the transcript will be of complete answers. In cases where only occasional words

35

need to be transcribed, these may be written on a photocopy of the student’s answer paper.
On no account must the student’s original answer paper be marked or annotated in any way.
(h) In language examinations the transcript must be a verbatim copy of the original answer paper.
Any errors, including those of spelling, punctuation and grammar, must be transcribed as
given by the student and must not be corrected.
(i) If, in subjects other than language examinations assessing the use of Arabic or English, the
School considers that some interpretation is necessary, this should be discussed with NEU
well in advance of the examination. The School should be prepared to supply samples of the
student’s usual written work. Such interpretation should be confined to the correct spelling
of individual words or, exceptionally, some re-phrasing rather than an indication of what the
student intended to write.

(j) Any annotations by way of interpretation must be written on the verbatim transcript using a
different colour pen, but not red or green pen. Pencil must not be used for this purpose.

(k) The transcript together with the documents referred to under point (f) above, must be securely
attached to the back of the student’s answer paper and be included with the School’s answer
papers for despatch to NEU in the normal way. The production of the transcript must not
delay the despatch of scripts to NEU.


4.12 APPEALS AGAINST THE OUTCOME OF APPLICATIONS FOR

(a) If, having received the result of any application, a School Principal wishes to appeal against
that outcome, the School Principal may submit an appeal to NEU.
(b) Schools must submit appeals, in writing, within 10 days of the date of the notification of the
decision.
(c) NEU will inform Schools of the outcome of their appeal within 10 days of the date of the
appeal.
(d) The outcome of an appeal is regarded as final and NEU will not enter into further correspondence
about an appeal with Schools after notification of the outcome of that appeal.


4.13 DEFINITION OF SPECIAL CONSIDERATION

Special Consideration is a small adjustment to the marks achieved by a student to make some
allowance for the fact that the student took the examination under adverse conditions, affected by
illness, bereavement or other acceptable circumstances described below. When a student misses a
question paper for an acceptable reason, an allowance may be made to take account of the missing
question paper, subject to the regulations in 4.15.

36

4.14 PRINCIPLES GOVERNING SPECIAL CONSIDERATION

(a) All students are assessed according to the same marking criteria.

(b) All students are assessed for what they know and can do, not for what they might have
achieved, had circumstances been different.

(c) Special Consideration must not give the student an advantage over other students.

(d) Special Consideration must not interfere with the integrity of the examination and will
therefore be restricted in certain subjects.

4.15 ELIGIBILITy FOR SPECIAL CONSIDERATION

(a) A student will be eligible for Special Consideration if:
• erformance in a question paper is affected by circumstances beyond the control of the
p
student, for example recent personal illness, accident, bereavement, serious disturbance
during the examination (but see 4.15 (c));
• art of an examination is missed due to circumstances beyond the control of the student,
p

for example recent personal illness, accident, bereavement subject to the minimum
requirements in 4.15 (d);
• pecial Arrangements which were made in respect of a permanent or long-term disability
S
proved inappropriate or inadequate.
(b) A student will not be eligible for Special Consideration if:
• ny part of the examination is missed due to personal arrangements including holidays, or
a
unauthorised absence from any question paper;
• hey have been disadvantaged due to reasons which were not beyond their control, for
t
example misreading the timetable or question paper;
• evidence is supplied by the School that the student had been affected at the time of the
no
examination by a particular condition, for example epilepsy, diabetes;
• hey have already received Special Arrangements for the same circumstance;
t
• he reason for the application is because Arabic is not the student’s first language.
t
(c) Students, either individually or as groups, will not be eligible for Special Consideration if:
• reparation for a question paper is affected by difficulties during the course, for example
p
disturbance through building work, lack of proper facilities, changes in or shortages of
staff, industrial disputes;
• he effect on the final examination cannot be reliably quantified by NEU;
t
• he incorrect question paper is completed;
t
• the students have not been adequately prepared for the examination.
(d) For Special Consideration to be granted in respect of a missed question paper, the student
must have completed a minimum of 50% of the subject examination (and see 4.13 (b) and
(c)).

37

4.16 HOw TO APPLy FOR SPECIAL CONSIDERATION

(a) Applications must be made on the Special Consideration form. (A copy of this form can be
found in Part 7, Form 5.) Please ensure that the relevant form is used and that the form is
completed correctly and in full. NEU cannot guarantee to consider a School’s request if we do
not receive the correct information.

(b) If a student is likely to be affected for the whole examination session, for example because
of bereavement or long-term illness, state the students year Grade and submit the form at
the start of the examination session. This will ensure that NEU receives all of the necessary
information and that the information is up-to-date and correct.

(c) NEU will not accept Invigilator reports or applications included with answer papers as
applications for Special Consideration. Schools must complete the correct form and send it
directly to NEU.

(d) Applications on behalf of students affected by illness, including those Part Absent from an
examination, must be supported by medical evidence. Failure to submit such evidence will
disqualify any such student from receiving Special Consideration.
Evidence submitted in support of Special Consideration applications must not be written by
a friend or relative of the student. Where this is unavoidable, the evidence must be counter
signed and authorised by a senior member of School staff normally the School Principal.
NEU reserves the right to refuse evidence that has been written by a friend or relative of the
student.

(e) NEU will acknowledge all approved applications with a standard letter. It is not NEU’s policy to
inform Schools of specific details regarding the actions taken during the Special Consideration
process.

(f) If the application is rejected, NEU will inform the School of the reasons.

(g) Applications must be submitted by the School making the registration. No applications will
be accepted from students or their parents.

(h) Deadline for submitting applications is the day after the last examination in the question
papers affected (but see 4.16 (b)).

(i) Please read the notes printed on the back of the application form before completion. Completed
forms must be submitted to:

Seef District
Fax: 17562308

38

4.17 APPEALS AGAINST THE OUTCOME OF APPLICATIONS FOR

(a) If, having received the result of any application, a School Principal wishes to appeal against
that outcome, the School Principal may submit an appeal to NEU.
(b) Schools must submit appeals, in writing, within 10 days of the date of the notification of the
decision.
(c) NEU will inform Schools of the outcome of their appeal within 10 days of the date of the
appeal.
(d) The outcome of an appeal is regarded as final and NEU will not enter into further correspondence
about an appeal with Schools after notification of the outcome of that appeal.

39

PART 5: MALPRACTICE AND MALADMINISTRATION

5.1 INTRODUCTION

Malpractice and maladministration are those actions that may threaten the integrity of NEU
examinations. It is the responsibility of the School Principal to report immediately all cases of
suspected malpractice and maladministration to NEU using form 10.

5.2 NEU PROCEDURES FOR DEALING wITH SUSPECTED
MALPRACTICE

(a) NEU will acknowledge the receipt of reports of malpractice. When dealing with suspected
malpractice, NEU will deal primarily with the School Principal or his/her nominated
representative. It is the responsibility of the School Principal to carry out an investigation
and submit a full written report with supporting evidence to NEU (using Form 10.1 or 10.2 as
appropriate).

(b) If further investigation is necessary the results of the students concerned will be withheld
pending the outcome of that investigation.

NOTE: Any documents requested must be sent to NEU within 10 days from the date of the
request or it will be considered that the School/student has nothing to add and the Malpractice
Committee will review the case on the basis of the evidence that has been presented.

(c) On the basis of the information received, the matter will be referred to the NEU Malpractice
Committee, which will decide what action, if any, should be taken. Each case of suspected
malpractice will be considered on an individual basis in light of all the information available.

(d) The following penalties may be imposed:

• a warning may be issued;
• marks may be deducted or no marks awarded for a question paper;
• tudents may be disqualified from the question paper in which the malpractice took place.
s
In some cases the disqualification may be extended to the subject or all subjects taken in a
session;
• n some serious cases involving theft, personation or the falsification of documents the
i
police may be informed.
Other penalties may be imposed at the discretion of the NEU Malpractice Committee.

(e) School Principals will be informed of decisions in writing as soon as possible after decisions
are made. It is the responsibility of the School Principal to correspond the outcome to the
individuals concerned.

40

5.3 SUSPECTED MALPRACTICE By STUDENTS

The following are examples of malpractice by students. The list is not exhaustive and other instances
of malpractice may be considered by NEU at its sole discretion:

• obtaining unauthorised access to examination material;
• introduction of unauthorised material into the examination room;
• use of a calculator or other means of arriving at an answer when this is not permitted;
• collusion or attempted collusion with other persons during the examination;
• copying from another student;
• disruptive behaviour in the examination room;
• failure to abide by the instructions of the Invigilator;
• personation;
• plagiarism;
• failure to abide by the conditions of supervision designed to maintain the security of the
examinations;
• the inclusion of offensive or obscene material in answer papers.

5.3.1 SUSPECTED MALPRACTICE IN EXAMINATIONS

(a) Cases identified by the School (use Form 10 only)

Any actual or suspected case of malpractice identified by the School must be reported in
writing to:

Seef District
Fax: 17562308

Reports must be supported by statements from the Invigilators and students concerned. Any
unauthorised material found in a student’s possession must be included with the report.

If the conduct of a student is such that his/her continued presence in the examination room
would cause disruption to other students then he/she may be removed from the examination
room. All cases of disruptive behaviour, whether or not the student was removed from the
examination room, must be reported to NEU. Reports of cases of malpractice in written
examinations, identified by the School, must include:
• a detailed account of the circumstances surrounding the suspected malpractice including,
in the case of disruptive behaviour, an indication as to whether the behaviour continued
after warnings were given, and a report of any investigation carried out by the School;
• written statements from the Invigilators and other staff concerned;
• handwritten statements from the students concerned or a statement from the student(s)
indicating that they have been given the opportunity to make a statement;
• seating plans;

41

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