1

2014

Centre Supervisors’

Conference

HKDSE

English Language

13 March 2014

2

CONTENTS

Important Notes for 2014 Exam

Major Exam Procedures

Highlights of Listening Test

Handling of Exam Irregularities

Q & A

3

Important Notes

for 2014 Exam

4

IMPORTANT NOTES

1. Public Examinations Communication & Support System (PECSS) and Attendance & Script Tracking System (ASTS) (for Category A subjects only)

PECSS will be set up in all written exams held in halls

ASTS will be used in all written exams held in halls and the Special Rooms for the listening paper

Note: Attendance taking of hall invigilators via ASTS will be DISCONTINUED from the 2014 exam

For details, please visit the HKEAA website:

http://www.hkeaa.edu.hk/en/Candidates/New_Initiatives/

5

IMPORTANT NOTES

2. Sticking of Barcode Labels

Candidates should affix the barcode labels and write their candidate number during the exam

For Paper 3 Listening and Integrated Skills, the instructions on sticking barcodes will be given in the broadcast.

6

IMPORTANT NOTES

3. Paper 1 (Reading) & Paper 3 (Listening and

Integrated Skills)

Graded approach is adopted in these 2 papers. Each paper

consists of 2 parts:

Part A Compulsory

Part B1 Easier section / Part B2 More difficult section

Candidates should attempt Part A and either Part B1 or B2

Note: Change of Question Paper cover of Paper 1 Reading

Passages / Paper 3 Data Files

The sessional break between Papers 1 and 2 is 60 minutes

7

IMPORTANT NOTES

4. Paper 3 Listening and Integrated Skills

The Listening component 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.

For IR centres, candidates must bring their own earphones to

plug into the receivers provided by the HKEAA.

8

IMPORTANT NOTES

5. Handling of exam irregularities/complaints

Handle candidates’ complaints about undesirable centre environment/conditions as soon as the problem arises.

Attend to candidates’ complaints about reception in the listening component promptly. Allow candidates to choose moving to the special room.

To facilitate the follow-up by the HKEAA, the Centre Supervisor/invigilator should provide as many details about the irregularity as possible (e.g. reception quality in the exam room, the centre environment) in the Sessional Report.

The HKEAA will not accept candidates’ complaints about centre conditions not reported at exam centres, or claims about encountering reception problems but not going to the special room.

9

IMPORTANT NOTES

Maintain the room temperature at 25.5 ℃ as advised by the Government. Keep the air-conditioning on and close all the windows if noise from outside may cause noise disturbance.

Adjust the room temperature by switching off some of the ventilators or lowering their outputs if candidates express concerns over it being too low.

For assistance, please contact the HKEAA staff at the Command Centre via PECSS.

10

IMPORTANT NOTES

6. Familiarising school invigilators with Exam

Procedures

Familiarising with Invigilation Duties

Video for CS on Major Exam Procedures

Notes for the Guidance of Invigilators

ASTS User Manual

CSs are encouraged to arrange briefing/experience sharing

sessions for own school invigilators

Part 2: Examination Proceedings for Written Papers

11

Major Exam

Procedures

12

BEFORE THE EXAM

Venue Preparation

Avoid holding activities and using loudspeakers near the exam

venue.

Seek the cooperation of other teachers, staff and students to keep the exam venue quiet.

Turn off the school bell and the PA system inside the exam hall and the special room for the listening test.

Turn off (if there is class suspension) or turn down the school bell and the PA system outside the exam hall/room.

13

BEFORE THE EXAM

Receive question paper cartons between 7:15 am and 8:15 am on each exam day (Listening test: between 7:45 am to 8:45 am), stamp a school seal on the receipt and keep them in safe custody prior to the exam.

About 30 min before the exam starts, brief the invigilators including the Special Room Invigilator(s) on the exam regulations and procedures.

For Papers 1 and 2, invigilators report duties 30 mins before the start of exam (i.e. 8:00 am).

For Paper 3 Listening and Integrated Skills, invigilators report duties at 8:45 am.

14

BEFORE THE EXAM

The school technician should set up the PECSS equipment and

login the system 20 mins before the start of the exam.

Take the attendance of hall invigilators in Invigilators’ Attendance

Record and endorse the Travelling Allowance Claim Form for

invigilators provided by other schools.

15

BEFORE THE EXAM

Distribute the stationery and barcode sheets before admission of

candidates.

Admit candidates 15 mins before the start of the exam (for written

papers) / at 9:10 am (for listening paper). Give them sufficient time

to check the barcode sheets and exam stationery (e.g. rough-work

sheets).

Supplementary answer sheets are of A3 size (folded into A4 size)

and should not be torn apart.

16

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.

This arrangement (i.e. distributing Mobile Phone Reminder Cards) is not applicable to Paper 3 Listening and Integrated Skills. Candidates arriving after 9:45 am should take the test in the Special Room.

17

Mobile Phone Reminder Card

18

BEFORE THE EXAM

Make announcements according to the CS Handbook.

Instruct candidates to check and put away all unauthorised materials. Candidates found to have any unauthorised material after the distribution of question papers are subject to penalties.

Instruct candidates to check their mobile phones (and the alarm function) and other electronic devices to ensure that the devices have been switched off, preferably with the batteries removed. Then put their mobile phones under their chairs in a position clearly visible to the invigilators.

Instruct candidates to check if they occupy the correct seats and are given the correct barcode sheets.

Instruct candidates to check the exam stationery.

19

Check carefully to ensure the question paper packets correspond

to that session and open them in front of the candidates and the

invigilators.

Make sure there are sufficient copies of question papers before

distributing them to candidates.

For Paper 3 Listening and Integrated Skills, candidates will be

instructed to check the Data Files and Question-Answer Books via

the broadcast.

BEFORE THE EXAM

20

For all other papers, instruct candidates to check if there are any

missing pages in their Reading Passages/Data Files and Question-

Answer Books.

Instruct candidates to close their Reading Passages/Data Files and

Question-Answer Books after checking.

In case there is a Special Notice (in a bright yellow envelope),

announce it to the candidates and then write down the content on

the blackboard.

BEFORE THE EXAM

21

AFTER THE START OF EXAM

After the exam has started, write the actual starting time and the

correct finishing time (Papers 1 and 2 only), subject, paper and

centre number clearly on the blackboard.

No. of cases about insufficient time given to candidates in the 2013

exam: 8 exam centres (36 candidates)

Nobody should be allowed to take away the question papers

before the finishing time of the exam session.

22

AFTER THE START OF EXAM

Late Arrivals

Distribute the Mobile Phone Reminder Card to remind the candidates to switch off the mobile phones

Note: applicable to Papers 1 & 2 only

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 at an appropriate time.

No extra time should be given to make up for the time lost.

No need to report cases of late arrivals unless there are any irregularities.

23

AFTER THE START OF EXAM

During identity checking & attendance taking, check whether:

1. the photo on the Admission Form / Identity Card resembles the candidate (to preclude the possibility of impersonation);

2. the name and ID number on the Admission Form match those

on the HKID card;

3. the subject being taken is listed on the Admission Form;

4. the candidate number shown on the Admission Form matches that on the barcode label.

24

AFTER THE START OF EXAM

Use a barcode scanner to scan the barcode printed on the candidate’s admission form and one of the barcode labels on the candidate’s barcode sheet.

Place the scanner on the cradle for data transmission after taking candidates’ attendance.

For Paper 3 Listening and Integrated Skills, attendance taking should be completed before 9:50 am.

If there are candidates moving to the Special Room after taking attendance, the Centre Supervisor should update the ‘Attendance List’ in ASTS by marking that candidate ‘Going to Special Room’ to avoid any discrepancy in the number of candidates present and the scripts collected in the exam hall.

25

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 Paper 3, the Data Files, Question-Answer Books and barcode sheets should be collected before the start of the Listening Test.

Scan the barcode sheets of the absentees and then place the scanner on the cradle for data transmission.

26

AFTER THE START OF EXAM

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.

Candidates are subject to mark penalties if they leave the exam

centre without the permission of the CS/invigilators.

27

AFTER THE START OF EXAM

Early Leave

Papers 1 and 2: candidates may leave between 30 mins after the start of exam and 15 mins before the end of exam.

Paper 3 Listening and Integrated Skills: early leave is NOT allowed.

Check whether early leavers have written their candidate number, affixed barcode labels and marked the question number boxes on their answer scripts.

28

AFTER THE START OF EXAM

Early leavers MUST NOT take away the question papers from the exam centre.

The answer scripts and question papers of early leavers should be collected together with those of other candidates at the end of the exam.

In case of special circumstances or candidates requesting to leave outside the permitted time period, please fill in Report Form SR4g.

29

AFTER THE START OF EXAM

Report irregularities in detail to the HKEAA (e.g. suspected

cheating, irregularities concerning mobile phones or electronic

devices, subject not listed on the Admission Form, etc.).

Instruct the candidates to stay behind after the exam to complete a

report.

30

END OF EXAM

Before the end of an exam session, remind candidates of 15 minutes and 5 minutes left.

When the time is up, instruct the candidates to stop working immediately. Pause for 10 seconds to ensure all candidates are complying with the instructions.

For Papers 1 and 3, candidates should tie their Question-Answer Books to be handed in, i.e. Part A Compulsory and attempted Part B (B1/B2) with a green tag for collection first. All the unattempted Question-Answer Books for Part B (B1/B2) should also be collected and returned to the HKEAA using the “Envelope for Return of Unused/Used Question Papers/Question-Answer Books”.

31

END OF EXAM

For Paper 1 , candidates are NOT required to affix a barcode label

on the unattempted Part B (B1/B2) Question-Answer Book.

For Paper 3 , candidates will be instructed to affix barcode labels

on all Question-Answer Books during the broadcast.

32

END OF EXAM

When collecting the answer scripts,

- if a candidate has not put down the candidate number, he/she

can be allowed to write the candidate number under the

invigilator’s supervision.

- if a candidate has not stuck a barcode label on the Question-

Answer Book cover, he/she should be asked to stick a label on that

cover. The case must be reported on Report Form SR4b. The

candidate should be asked to sign on the report.

33

END OF EXAM

Handling of irregularities without Barcode Label / Candidate Number on cover

No Barcode

Label

No Candidate

Number

Papers 1 and 3

Part A and attempted Part

B (B1/B2)

* Papers 1 and 3

unattempted Part B

(B1/B2)

X X Paper 2

* * Allow candidates to stick barcode label on the cover and report

case on Report Form SR4b

34

END OF EXAM

Scan the barcode label on the cover of each Question-Answer Book. Place the scanner on the cradle for data transmission.

Check the “Summary Report” and the “Discrepancy Report” in the ASTS programme to ensure that the number of candidates tallies with the number of scripts collected.

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.

35

END OF EXAM

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 immediately before dismissing the invigilation staff.

Part 3: Special Features of the Listening Tests

36

Paper 3 Listening and Integrated Skills:

EXAM PROCEDURES 8:45 Invigilators report duties at the Centre

8:45-9:00 Briefing to all invigilation staff

(including the “Special Room Invigilator”)

9:00-9:10 Hall:

Invigilators distribute barcode sheets

Special Room:

Pass the following materials to the Special Room Invigilator

- question papers, barcode sheets (15 spare) and other exam

materials

- a note with the recommended radio frequency (for Special

Rooms using radios only) OR

demonstration CDs and exam CDs (for Special Rooms

using CD players only)

37

Paper 3 Listening and Integrated Skills:

EXAM PROCEDURES

9:10

9:15

Admit candidates into the exam hall

Announcement concerning Public Examinations

Communication & Support System (PECSS).

Announcement to remind candidates to turn off their mobile

phones, put personal belongings under their chairs, check

their barcode sheets, etc.

9:20-9:50 - Verify identity & take attendance

- Candidates may switch on their radios (radio-broadcast

centres) / plug their earphones into the receivers provided

by the HKEAA (centres using Infra-red Transmission

System) to check the reception.

- For IR centres, the CSs should ask the technicians to play

the demonstration CD to enable candidates to check the

reception.

38

Paper 3 Listening and Integrated Skills:

EXAM PROCEDURES 9:30&9:45

RTHK Radio 2 broadcasts a short announcement to enable

candidates to confirm that they have tuned to the correct

channel (radio-broadcast centres only).

9:40-9:45 Direct candidates with reception problems to the “Special

Room” (changing seats are not permitted); candidates should

bring their personalised barcode sheets to the “Special Room”.

9:46

- Put up the “NO LATECOMERS WILL BE ADMITTED” notice

at hall entrance; direct latecomers (those arriving after 9:45) to

take the test in the “Special Room”.

- Instruct candidates to take off the headphones after checking.

- Stop playing the demonstration CD (IR centres only)

- Unseal question paper packets in front of invigilators /

candidates and distribute the Question-Answer Books.

39

Paper 3 Listening and Integrated Skills:

EXAM PROCEDURES

9:55 RTHK Radio 2 broadcasts “Greensleeves” (radio-broadcast

centres only)

10:00 Exam starts

(At the beginning of the broadcast, candidates will be

instructed to write their candidate numbers on the cover of

the Question-Answer Books, check the number of pages and

affix barcode labels on the spaces provided in the Question-

Answer Books. After that, the test material will be broadcast.)

11:00

(approx.)

12:15

(approx.)

End of radio broadcast, candidates complete the written tasks

during the next 1 hour and 15 minutes

End of exam - Collect Question-Answer Books and barcode

sheets separately

Part 4: Instructions for Special Room Invigilators

40

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).

Assign a staff as the Special Room Assistant to assist the Special

Room Invigilator during the listening paper.

41

LISTENING TEST:

SPECIAL ROOM At 9:45 am, switch on the radio (or the CD player and play the

demonstration CD) even if there are no candidates in the “Special

Room”.

Stop taking candidates’ attendance at 9:55 am.

Candidates who sit the listening paper in the “Special Room” must

not use their own radio with earphones.

42

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 Data Files and

Question-Answer Books, they should continue using them.

In case the candidates do not bring with them the Data Files and

Question-Answer Books and barcode sheets, they should be given

a new set of Data Files and Question-Answer Books, and a spare

barcode sheet.

Distribute the “Special Room Reminder Card”.

43

LISTENING TEST:

SPECIAL ROOM “Special Room” invigilators should be very flexible in handling the

exam arrangements for 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 (or the Special Room Assistant) may record the

arrival time and the candidate number of individual candidates

against their seats on the seating plan.

44

LISTENING TEST:

SPECIAL ROOM After the exam has ended, instruct the candidates to close their

answer scripts.

For candidates from the exam hall/classrooms 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, and take their attendance using the barcode scanner.

After the collection of answer scripts, scan the barcode label on the cover of each Question-Answer Book. Put down the total number of scripts collected on the Sessional Report.

Ask each candidate to verify the corresponding information on the Sessional Report and sign on it.

45

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

Form SR4b (Parts A and C) so that the mark penalty for not

following the instruction of sticking barcode labels during the exam

will not be imposed on the candidate concerned.

46

LISTENING TEST:

SPECIAL ROOM

On the Sessional Report (Special Room), “Special Room” invigilators should

1. accurately enter the candidates’ arrival time at the “Special Room” and the reasons for attending the test in the “Special Room”;

2. affix individual candidates’ barcode labels in the designated spaces on the Sessional Report;

3. ask the candidates to verify the information on the report and sign against their candidate numbers.

47

LISTENING TEST:

Infra-red Transmission System On the day of the test, the Centre Supervisors will receive:

1. Question papers;

2. An envelope containing 2 demonstration CDs;

3. A “confidential” envelope containing 1 examination CD and 1

reserve examination CD;

4. A copy of the tapescript (in the exam CD envelope).

48

LISTENING TEST:

Infra-red Transmission System If a candidate brings a set of wireless earphones or the earphones

that cannot be plugged into the receiver (plug diameter: 3.5 mm)

provided by the HKEAA, provide the candidate with a spare

headphone.

If a candidate encounters reception problems during the broadcast,

provide the candidate with a replacement headphones and receiver.

Alternatively, the candidate may choose to move to the Special

Room.

The details about candidates changing headphones and cases of

defective headphones/receivers should be reported on Report

Form SR4g.

49

LISTENING TEST:

Infra-red Transmission 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 when monitoring

the progress of the test (Note: The tapescript is strictly confidential

and must not been seen by the candidates.)

The Listening component will be broadcast via a CD player in the

Special Room.

50

Handling of

Exam Irregularities

51

HANDLING OF

EXAM IRREGULARITIES 1. Candidates requesting to go to the toilet

2. Mobile phone irregularities

3. Candidates taking photos/video/audio recording in the

exam centre

4. Suspected cheating

5. Irregularities concerning barcodes

6. Irregularities concerning the Listening Test conducted

in the “Special Room”

52

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.

For Paper 3 Listening and Integrated Skills, candidates may take their radio to the toilet during the examination. However, no exam materials may be taken to the toilet.

In case of irregularities, report them on Report 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.

53

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 Form SR4p. In case

the mobile phone is switched on, ask the candidate to show the call /

SMS / MMS log after the exam.

No further action needs to be taken if the source of the ringing sound

cannot be located and the ring stops.

54

Photo-taking or Video/Audio

Recording in the Exam Centre Ask the candidate to switch off the device immediately and warn

him/her that a mark penalty or subject downgrading will be

imposed in the subject/paper concerned.

Instruct the candidates to delete the photos/video/audio recordings

concerned and fill out the Report Form SR4g after the exam.

55

Photo-taking or Video/Audio

Recording in the Exam Centre The CS/invigilators should pay particular attention to electronic

devices which are capable of recording, storing texts or

communication to gain unfair advantage. Such tools may resemble

ordinary stationery items (such as pens, erasers, rulers).

56

Photo-taking or Video/Audio

Recording in the Exam Centre If an invigilator suspects a candidate using such a tool, he/she must

check the item and inform the CS immediately. All such cheating

tools should be removed immediately and kept as evidence. The

candidate should be allowed to finish the examination and be

asked to provide a written explanation on Report Form SR4g

before leaving the examination room.

57

Suspected Cheating

Examples: copying from the work of other candidates, obtaining unfair assistance from books/cribs, communicating with other people, using a mobile phone in the toilet.

Remove the unauthorised materials, such as notes, books, pieces of papers, word-hidden pens, databank watches, etc.

58

Suspected Cheating

Handle the irregularities in the presence of an invigilator.

For doubtful cases (including candidate reporting another

candidate cheating), avoid disturbing the candidate during the

exam. Inform the candidate after the exam to stay behind and

complete a report.

59

Irregularities concerning

Barcodes Additional personalised barcode sheets are prepared for

candidates who add/amend subjects or alter their names after the issue of admission forms.

Scripts of candidates using additional barcode sheets should be collected and packed together with other candidates’ scripts.

The following candidates should be given spare barcode sheets:

Candidates’ personalised barcode sheets are not available at the centre (e.g. wrong centre candidates);

Candidates’ personalised barcode sheets are damaged or found to have incorrect information.

Candidates who have used spare barcode sheets or who have not stuck any barcode labels on the cover of the Question-Answer Book should be reported on Report SR4b. Their answer scripts and Report SR4b should be placed in the “Envelope for Special Reports and Related Scripts / Answer Sheets”.

60

Irregularities concerning

Barcodes In case of insufficient barcode labels, candidates should be asked

to write their candidate numbers in the designated spaces for

barcode labels on the remaining pages of the answer scripts (no

need to issue spare barcode sheets).

If a candidate is found to have barcode labels (including barcode

labels from previous exam sessions) on the personal

belongings (e.g. stuck on the back of the Admission Form), the case

should be reported on Report SR4g. The materials with the barcode

labels should be photocopied and attached to the Report Form.

61

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, let

the candidate use them for the remaining time. Do not disturb the

candidate.

After the end of the exam, ask the candidate to fill in Report SR4g.

62

OTHER USEFUL INFORMATION

HKEAA website

www.hkeaa.edu.hk Schools and Teachers

Teachers’ Corner Information for Teachers

www.hkeaa.edu.hk Schools and Teachers

Public Examinations Communication & Support

System (PECSS) and Attendance & Script Tracking

System (ASTS)