2021 Centre Supervisors’ Conference HKDSE English Language€¦ · HKDSE English Language. 2...

2021 Centre Supervisors’ Conference

HKDSE English Language

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CONTENT Guidelines regarding Conflict of Interest for

Exam Personnel Contingency and Precautionary Measures at

Examination Centres Major Procedures for Written Exams Highlights of the Listening Component Handling of Exam Irregularities Q & A

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Guidelines regarding Conflict of Interest for

Exam Personnel

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Guidelines on Conflicts of Interest for Exam Personnel

All invigilation staff including Centre Supervisors(CS), invigilators are obligated to preserve thesecrecy of all matters coming to their knowledge inperforming their job duties, and shall at all timeskeep strictly confidential of all information,materials and documents which they may haveaccess to in the course of their duties

Neither the CS/invigilator nor his/her spouse shallhave any teaching duties in a tutorial school*, or isinvolved in the management of a tutorial school

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* ‘Tutorial school’ is a private school offering a non-formalcurriculum and shall be registered under Education Ordinance(Cap. 279). With effect from 1 July 2004, private schooloffering non-formal curriculum is exempt from certainrequirements of the provisions of the Education Ordinanceand Education Regulations relating to fees, employment ofteachers, teachers’ qualifications, principals, holidays andhours of instruction subject to their compliance withconditions specified in the Education (Exemption) (PrivateSchools Offering Non-formal Curriculum) Order.

For the avoidance of doubt, ‘tutorial school’ may come underdifferent names such as ‘tutorial school’, ‘tutorial centre’,‘education centre’, ‘college’, etc.

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Hall Invigilators are required to declare to the CS if they find any candidatesthey know at the centre. The CS should exercise his/her discretion and arrange,as far as possible, another invigilator1) to respond to any requests from the candidate concerned and to collect

his/her scripts and2) to accompany the candidate concerned to the toilet

The CS should record the verbal declaration made by the invigilators#1 andconfirm if the aforementioned follow-up actions (i.e. 1 and/or 2) had beentaken on Part C of the Report Form SR4i. Special Room invigilators#2 shouldcomplete Part D of the Report FormNote: #1 For schools operating as ‘Home Centres’ or ‘Home cum District

Centres’, the above declaration is required by external invigilatorsonly

#2 For schools operating as ‘Home Centres’ or ‘Home cum DistrictCentres’, the above declarations are required by Special RoomInvigilators for non-home school candidates only

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The Authority is specified in Schedule 1 to the Prevention ofBribery Ordinance (POBO) (Cap 201) as one of the Public Bodiesgoverned by the Ordinance. Centre Supervisors and invigilatorsare reminded that they are prohibited from offering advantagesto HKEAA staff. Centre Supervisors and invigilators engaged inexamination administration are also subject to the provisions ofthe POBO. HKEAA prohibits Centre Supervisors and invigilatorsfrom soliciting or accepting any advantages from any persons ororganisations having official dealings with the Authority. CentreSupervisors and invigilators are also prohibited from offeringadvantages to any person or organisation for the purpose ofinfluencing such person or organisation in any dealings with theAuthority.

For details, please view the Training video for ExamPersonnel and leaflet

http://www.hkeaa.edu.hk/video/460974068.html

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Contingency and Precautionary Measures at

Examination Centres

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The HKEAA is implementing a series of contingency and precautionarymeasures at examination centres, based on the recommendations of theCentre for Health Protection (CHP). Centre schools should pay attention to thefollowing:A. Preparation Work before the Exam Where practicable, schools should make use of the school premises,

including exam hall(s), classroom(s) and activity room(s), to space outcandidates in the exam centre as much as possible. The standard seatingdistance between candidates (including front, back and sideways) shouldbe at least 1.5 metres

If schools operate more than one hall on the same day, arrange one schoolteacher to act as the CS in Hall 2

The exam hall can be divided into different zones for crowd controlpurposes. Candidates can be assigned to different zones according totheir seat number. They should be instructed to enter/leave the hall viadifferent exits and use the designated toilet(s) for their zone only

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In case schools reduce the seating capacity of hall/classrooms tofurther space out candidates after the issuance of Admission Forms,some of the candidates will be relocated to other exam rooms whichare not shown in their Admission Forms (Note: the information ofthe new exam room(s) is not updated in the Admission Forms). Inthis connection, centre schools need to rearrange the seats of thecandidates concerned

Arrange a Deputy CS to coordinate the work involved in additionalclassrooms for candidates relocated from the hall, includingdistributing QPs to additional classrooms and returning answer scriptsto the hall

Arrangement for Candidates coming from Restricted Area Arrange reserve seats and exam materials to accommodate wrong

centre candidates as far as possible Provide assistance to such latecomers, report their arrival time on

Report Form SR4g for follow up by the HKEAA

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Classroom 1Seat No. 051-065

Classroom 2Seat No. 066-080

Hall(Updated Seating Plan)Seat No. 001-050

or

Rearrange the Seating Plan(from Hall to additional classrooms)Hall(Original Seating Plan)Seat No. 001-080

Additional Classrooms

Stick up the notice(s) at theentrance of the exam centre

Listening Exam

Stick up signage on the doorof the classroom Classroom 1

(Room 201, 2/F)Centre No.：A1000Seat No.：051-065

1. One day before the exam

(Note: If the centre school operates Hall 1 and Hall 2 on the same day, handle theupdated seating plan(s) carefully so that candidates would not get confused.)

Original Exam Centre Seat No. Move to Floor/Room No. Broadcast Mode

A1000

001-050 Hall 1/F IR System

051-065 Classroom 1 2/F Room 201 Computer

066-080 Classroom 2 2/F Room 203 Computer

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2. On the exam day Admit candidates earlier from 8:00 am (Papers 1 & 2) / 8:45 am

(Paper 3: Radio-broadcast centres and centres using the Infra-redTransmission (IR) System) / 9:00 am (Paper 3: centres using theSchool’s Public Address (PA) System/USB Player/Computer) forexams due to start at 8:30 am / 10:00 am

Schools should maintain good indoor ventilation and environmentclean and disinfected

The majority of centre schools will set up body temperaturescreening at the designated location of the exam centres (Note:one of the models of the body temperature screening provided bythe HKEAA should be turned on one hour before use, please referto the instructions provided by the contractor)

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2. On the exam day Before the admission of candidates, candidates must put on their

own surgical mask properly (with the nose, mouth and chin fullycovered) and use alcohol sanitiser-gel to sanitise their hands.Candidates can use their own sanitiser or use the sanitiserprovided at the entrance

Invigilators will check on the spot whether candidates havecompleted and signed the ‘Candidate’s Declaration Form onHealth’, then put the forms into the transparent plastic bagprovided by the HKEAA and return the forms (with a label) to theHKEAA after the exam daily

The HKEAA will provide appropriate amount of anti-epidemicmaterials, including surgical masks (for invigilation staff), infraredear/forehead thermometers, disinfected wet tissues, alcoholsanitiser-gel and gloves, etc. to the exam centres (if replenishmentis required, please contact the HKEAA at 3628 8952)

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Body Temperature Screening

For the prevention of COVID-19, candidates who have anysymptoms of COVID-19 mentioned in the ‘Candidate’sDeclaration Form on Health’ i.e. fever (tympanic temperature ator higher than 38ºC), cough or shortness of breath, sudden lossof sense of taste or smell, undergoing mandatory quarantine orawaiting test results of COVID-19 compulsory testing will berequired to leave the exam centre and consult a doctor as soonas possible. The above procedure will be strictly enforced bythe invigilation staff

Pay attention if any candidateswhose body temperature is at orhigher than the alert level of thescreening system

If yes, take the body temperature ofthese candidates with an infraredear/forehead thermometer

Candidates may rest a while beforetaking their body temperature for thesecond time

The following procedures will be strictly enforced by the invigilators :

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Candidate’s Declaration on Health

021021021

Chan Tai Man 24 April 202121xxxxxxx A1800

Chemistry

Tm Chan

Examination Personnel’s Declaration on Health

A100026 April 2021

ABC SchoolLiberal Studies

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If any candidate indicates ‘Yes’ in any statement in the declaration form, CSs/invigilators shoulddistribute the ‘Notes for Candidates with Symptoms of COVID-19’ SRf(Notes) to the candidateconcerned, to inform them of the arrangements regarding absence from the exams due toillness or COVID-19 related circumstances

Candidates must complete and sign the SR4g report form. The CS should put it into the‘Envelope for Special Reports & Related Scripts’ together with the ‘Candidate’s DeclarationForm on Health’ to the HKEAA for follow-up

Candidates refusing to cooperate or making false, incomplete or misleading declaration mayreceive penalty or even be disqualified from the exam

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3. Before the start of the exam Invigilators should report duty at least 30 minutes before the start of

the exam session (i.e. 8:00 am (Papers 1 & 2) / 8:45 am (Paper 3:Radio-broadcast centres and centres using the IR Transmission System)/ 9:00 am (Paper 3: centres using the School’s PA System/USBPlayer/Computer for broadcast) and complete the temperaturescreening and health declaration procedures

The CS should brief the Hall and Classroom Invigilators (if applicable)of the exam arrangements, then check the stationery (answerbooks/supplementary answer sheets/rough-work sheets) required forthe exam session and the personalised barcode sheets. Distribute theabove items to the Classroom Invigilators (Note: The exam stationeryhas been delivered to the exam centre in late-March. CSs shouldcheck the items received and ensure his/her centre has enoughstationery for the entire exam period before 8 April)

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3. Before the start of the exam Stationery and barcode sheets should be distributed on each candidate’s desk before

admission of candidates (at least 15 minutes before the exam is due to start) Distribute the barcode scanners to the invigilators of additional classrooms (Note: 2-3

classrooms may share one barcode scanner as appropriate) If additional classrooms are used, the CS and Deputy CS should unseal the question

papers in the presence of the candidates and an external invigilator at 8:15 am(Papers 1 & 2) / 9:00 am (Paper 3: Radio-broadcast centres and centres using the IRSystem) / 9:15 am (Paper 3: centres using the PA System/USB Player/Computer forbroadcast)). Place sufficient copies of question papers (one more copy for eachClassroom Invigilator) in the white plastic bags provided by the HKEAA with a label.The Deputy CS should then distribute the QPs to each additional classroom togetherwith the external invigilator

(Note: the CS and Deputy CS should unseal the question papers for the 2nd sessions 15minutes before the exam session)

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4. During the exam Candidates are required to put on a surgical mask.

Those who refuse to put on a mask at exam centre willbe regarded as having breached the exam regulations

Invigilators may ask candidates to remove their surgicalmask temporarily during the taking of attendance inorder to verify their identity

Candidates with serious sneezing/persistent coughingmay be arranged to sit at the reserved seats of theexam hall or another exam room in order to minimisedisturbance to other candidates

Candidates who need a surgical mask may be given oneby the centre staff

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5. During the sessional break

Candidates should keep putting on their surgical maskduring the sessional break. They should be arranged toleave the exam room or go to the toilet in batches/byzones. Candidates should space out and maintain socialdistancing while queuing up outside toilets, and theyshould not use the toilets on other floors unless directedby the centre staff

To avoid overcrowding outside the hall exits or along thecorridors on various floors, centre schools should deployadditional staff to segregate the candidates fromdifferent zones/floors with a view to minimisinginteraction between candidates

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Toilets assigned for specific zones/floors should also belabelled for ease of identification. Schools should put upsignages at appropriate locations of the school premisesto alert candidates and invigilators

Candidates should continue to wear masks and avoidmask-off activities during breaks as far as feasible. If theyneed to eat or drink, they should keep at a distance of atleast 1.5 metres and should face one direction.Otherwise, effective partitions (of sufficient height abovehead level) may be installed on tables. Candidates arereminded not to talk while not wearing a mask, performhand hygiene before and after eating, and not to sharefood or drink, or utensils with others

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6. After the exam Classroom Invigilators should count and check the number of

answer scripts collected against the number of candidatespresent before dismissing the candidates in additionalclassrooms

Place the following items into the white plastic bag and return itto the Deputy CS: answer scripts Sessional Report (Classroom) SR4t Report Form (Candidates going to the Toilet) (if any) exam stationery (barcode sheets, rough-work sheets, etc.) barcode scanner (if any)

The Sessional Reports and SR4t Report Forms (if any) need notbe returned daily. They should be returned to the HKEAA on thelast exam day of the centre via the Hall CS

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Deputy CS should handle and count the answer scripts, examstationery and barcode scanners returned from the additionalclassrooms and return them to the Hall CS for uploading the datato the HKEAA

The answer scripts should be placed in the appropriate scriptenvelope in candidate number order according to the candidatenumber ranges printed on the script envelope labels (includinganswer scripts from the additional classrooms). The envelopesmust be tied together with a piece of string. The Hall CS shouldplace the exam stationery in the relevant envelopes and returnthem to HKEAA

At the end of the exam, candidates should follow the instructionsof the CS to leave the exam centre in batches, so as not to crowdthe exits

Schools should clean and disinfect the examination centre facilitiesdaily before the next exam day by using 1:99 diluted bleach (or70% alcohol for metal)

6. After the exam

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Classroom 1(Room 201, 2/F)

Centre No.：A1000Seat No.：051-065

Envelope (Applicable to additional classrooms)

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Envelope (Applicable to additional classrooms)

Classroom 2(Room 203, 2/F)

Centre No.：A1000Seat No.：066-080

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Script envelope (Hall Centre)

Seat number

001 050

1 3

30 APR 2021

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Major Procedures for Written Exams

Part 2: Examination Procedures for Written PapersPart 4: Points to Note Regarding English Language Examination



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Venue Preparation

According to the announcement by the Education Bureau, centreschools are to suspend face-to-face teaching during the coresubject exams (i.e. 26 April to 30 April and 3 May 2021)

Discuss with the school office well in advance to avoid holdingactivities and using loudspeakers near the exam venue

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

Turn off the school bell inside and outside the exam hall and thespecial room(s) for listening exam during the suspension of face-to-face teaching

Post up centre posters at the door of the exam centre

BEFORE THE EXAM

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Receive question paper cartons between 7:15 am and8:00 am on the exam day (Paper 3 Listening andIntegrated Skills: between 7:45 am and 8:45 am), stampa school seal on the receipt and keep them in safecustody prior to the exam

Brief the invigilators including the Special RoomInvigilator(s) about the exam regulations andprocedures

The school technician should set up the PECSSequipment and login the system 20 mins before thestart of the exam

BEFORE THE EXAM

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Take the attendance of hall invigilators in Invigilators’Attendance Record and endorse the TravellingAllowance Claim Form for invigilators provided by otherschools

Distribute the stationery (delivered to the exam centrein late March) and barcode sheets before admission ofcandidates

After candidates are admitted, give them sufficient timeto check the barcode sheets and exam stationery (e.g.rough-work sheets)

BEFORE THE EXAM

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Write down the centre number, centre name, subject and paper ofthe exam on the blackboard in the following format:

BEFORE THE EXAM

Centre No ：A0001Centre Name ：ABC SchoolSubject ：English LanguagePaper ：1 (Reading)Exam Time ：Please write the exact time after the start of the exam

Centre No : A0001Centre Name : ABC SchoolSubject : English LanguagePaper : 3 (Listening and Integrated Skills)Radio Frequency : Copy from Section III C paragraph 1.6 (2)Broadcast Starting Time : Please write the exact time after the start of

the broadcastBroadcast Finishing Time: Please write the exact time when the broadcast

finishesExam End Time : Please write the exam end time by adding one hour and

fifteen minutes to the broadcast finishing time

Paper 3

Paper 1 and Paper 2

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Papers 1 and 2Before making the first announcement, arrange an invigilator tostay at the entrance of the exam hall and distribute the MobilePhone Reminder Cards to candidates arriving at the centre afterthe first announcement

Paper 3Radio/IR centres - this arrangement (i.e. distributing MobilePhone Reminder Cards) is not applicable to Paper 3 Listening andIntegrated Skills. Candidates arriving after 9:45 am should sit theexam in the Special RoomCentres using PA system/USB player/computer – No SpecialRoom will be provided. The invigilator should distribute theMobile Phone Reminder Card to each of these latecomers upontheir entry into the exam centre and to guide them to the seats.Candidates who arrive at the exam centre after the exam USBhas started to play should be guided to the reserved seats at theback of the hall to avoid disturbing other candidates

BEFORE THE EXAM

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Mobile Phone Reminder Card

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Make announcements according to the CS Handbook Instruct candidates to check and put away all unauthorised

materials. Candidates found to have any unauthorisedmaterial after the CS has announced the distribution ofquestion papers are subject to mark penalties

Instruct candidates to check their mobile phones (and thealarm function) and other electronic devices to ensure thatthe devices have been switched off and no sound will beemitted

Then put their mobile phones under their chairs in a positionclearly visible to the invigilators

Instruct candidates to check if they occupy the correct seatsand are given the correct barcode sheets

BEFORE THE EXAM

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Instruct candidates to check the exam stationery(rough-work sheets)

Check carefully to ensure the question paperpackets correspond to that session and open themin front of the candidates and the invigilators (Note:If additional classrooms are used, please refer tothe relevant slides regarding the detailedprocedures under ‘Contingency and PrecautionaryMeasures at Examination Centres’)

Make sure there are sufficient copies of questionpapers before distributing them to candidates

Paper 3 (Radio/IR centres): Distribute Question-Answer Books and Data Files on occupied seats only,and not on vacant seats

BEFORE THE EXAM

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Paper 1 (Reading) & Paper 3 (Listening and Integrated Skills)

Graded approach is adopted in these 2 papers. Each paperconsists 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: The colours of the cover of Paper 1 Reading Passages / Paper 3 Data Files match those of the respective Question-Answer Books

The sessional break between Papers 1 and 2 is 60 minutes

BEFORE THE EXAM

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For Paper 2 and Paper 3, if any writing is found onany candidate’s rough-work sheet during thedistribution of Question-Answer Books and DataFiles, invigilators should collect the rough-worksheet immediately and replace it with a new one

For Paper 1 and Paper 2, instruct candidates tocheck if there are any missing pages in theirReading Passages/Data Files and Question-AnswerBooks. After the start of the exam, candidates arerequired to affix barcode labels and write theircandidate number on the question-answer book(s)

BEFORE THE EXAM

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For Paper 3 Listening and Integrated Skills,candidates will be instructed to check the Data Filesand Question-Answer Books, affix barcode labelsand write their candidate number on the question-answer book via the broadcast

Instruct candidates to close their ReadingPassages/Data Files and Question-Answer Book(s)after checking

In case there is a Special Notice (in a bright yellowenvelope), announce it to the candidates and thenwrite down the content on the blackboard

BEFORE THE EXAM

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Paper 1 and Paper 2: After the exam has started, write the actualstarting time and the correct finishing time on the blackboard:

Nobody should be allowed to take away the question papersbefore the finishing time of the exam session

BEFORE THE EXAM

Centre No ：A0001Centre Name ：ABC SchoolSubject ：English LanguagePaper ：1 (Reading)Exam Time ：8:31-10:01

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Time the exam according to the hall clock or watch of the CS andinform the candidates accordingly

Make use of the digital timer on the computer desktop of PECSSfor countdown of the exam time

AFTER THE START OF EXAM

Subject/Paper and ExamTime

Start Count-down

Exam Time Count-down

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During identity checking & attendance taking,invigilators should check whether:

1. the photo on the Admission Form / identification documentresembles the candidate (to preclude the possibility ofimpersonation);

2. the name and identification document number on theAdmission Form match those on the identification document ;

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


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In case of doubt about a candidate’s identity after checkinghis/her identification document, please contact theCommand Centre via PECSS or call the PECSS hotline (Telno.: 3628 8380) or CS Hotline (Tel. no.: 3628 8950)

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

Place the scanner on the cradle for data transmission aftertaking candidates’ attendance


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For Paper 3 Listening and Integrated Skills, attendancetaking should be completed before 9:50 am (before thestart of the exam)

If there are candidates moving to the Special Room(applicable to radio/IR centres) after taking attendance,the CS should update the ‘Attendance List’ in ASTS bymarking ‘Going to Special Room’ for those candidates toavoid any discrepancy in the number of candidatespresent and the scripts collected in the exam hall


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If there are candidates going from the additionalclassrooms to the Special Room after attendance taking,the Classroom Invigilator should record the candidateinformation in the record form ‘Candidates moved fromadditional Examination Rooms to the Special Room’, andreturn the form to the Hall CS after the exam

The Hall CS should put the forms in the ‘Return Envelopefor Listening Paper Special Room Sessional Report andAnswer Scripts’ and return it to the HKEAA


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For Paper 1 and Paper 2, about 30 minutes after thestart of exam, collect question papers, answerbooks and barcode sheets from vacant seats

For Paper 3 (radio/IR centres), barcode sheets andrough-work sheets should be collected before 9:55am

Scan the barcode sheets of the absentees and thenplace the scanner on the cradle for datatransmission


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Early Leave

Paper 1 and Paper 2: candidates may leave between 30 minsafter the start of the exam and 15 mins before the end ofexam

Paper 3: early leave is NOT allowed

Candidates are subject to mark penalty if they leave the examcentre without the permission of the CS/invigilators

In case a candidate requests to leave early, please completethe attendance taking for the candidate


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Early Leave

Check whether early leavers have written their candidatenumber, affixed barcode labels and marked the questionnumber boxes on their answer scripts before letting thecandidate leave

Remind the candidate NOT to take away the question papersfrom the exam centre

The answer scripts and question papers of early leavers shouldbe collected together with those of other candidates at theend of the exam


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Early Leave

Under special circumstances where candidates request to leaveoutside the permitted time, the cases should be recorded on ReportForm SR4g

Report irregularities (e.g. suspected cheating, irregularities regardingmobile phones or electronic devices, subject not printed in admissionform etc.) in detail to the HKEAA using the appropriate forms

The candidate concerned should be instructed to complete and signon the report after the exam

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

END OF EXAM

Last 15 minutes

Last 5 minutes

Time is up

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When the time is up, instruct candidates to stop workingimmediately. Pause for 10 seconds to ensure all candidates arecomplying with the instructions

During the 10-second pause after ‘Put down all your stationery’ isannounced, the CS should stay on the stage/in front to ensure thatthe candidates follow the instructions and invigilators shouldcheck if any candidates are still working on their answer scripts(including writing, erasing/crossing out answers, holding anystationery, affixing barcode labels or filling in question numbers)

END OF EXAM

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If a candidate is found disobeying the ‘Stop working’ instruction,the CS should mark on the answer scripts the extra work donebeyond the time limit by circling it in red

For Papers 1 and 3, candidates should tie their Question-AnswerBooks to be handed in, i.e. Part A Compulsory and attempted PartB (B1/B2) with a green tag for collection first. All the unattemptedQuestion-Answer Books for Part B (B1/B2) should also be collectedand returned to the HKEAA using the ‘Envelope for Return ofUnused/Used/Unattempted Question Papers/Question-AnswerBooks’. Reading Passages and Data Files need not be collected

END OF EXAM

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

label on the unattempted Part B (B1/B2) Question-AnswerBook

For Paper 3 , candidates should have been instructed to affixbarcode labels on all Question-Answer Books via thebroadcast

END OF EXAM

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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 underthe 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 labelon that cover. The case must be reported on Report FormSR4b. The candidate should be asked to sign on the report

END OF EXAM

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Handling of irregularities

Allow candidates to stick barcode label / write candidate number on the coverReport the case on Report Form SR4b

No Barcode Label

No Candidate Number

Papers 1 and 3Part A and attempted Part B (B1/B2)

*

Papers 1 and 3unattempted Part B (B1/B2)

X XPaper 2 *

*

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

Check the ‘Summary Report’ and the ‘Discrepancy Report’ in theASTS programme to ensure that the number of candidates tallieswith 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 collectedtallies with the number of candidates present

Handle and check the answer scripts and barcode scanners of theadditional classrooms and special room

Upload the records to HKEAA

END OF EXAM

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Place the answer scripts in the appropriate script envelopesaccording to the seat number ranges printed on them. Theenvelopes must be tied together with a piece of string

In case of irregularities, follow them up with the relevantinvigilators immediately before dismissing the invigilationstaff

Part 5: Special Features of the Listening Component

END OF EXAM


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Some centre schools will use different modes of broadcast indifferent centres of the school. Centre Supervisors/ClassroomInvigilators should pay attention to the following arrangementsfor Special Room and latecomers:

Broadcast Mode Special Room Latecomers (arrive after 9:45 am)

Hall Hall2 Classroom

Radio Go to the Special Room

IR Transmission System Go to the Special Room

PA System X X Candidates who arrive after the exam USB has started to play should be arranged to sit at the back of the hall to avoid disturbing other candidates

USB Player/Computer X Candidates who arrive after the exam USB has started to play should be arranged to sit near the entrance of the classroom (if possible) to avoid disturbing other candidates

Paper 3 Listening and Integrated Skills: EXAM PROCEDURES

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Paper 3 Listening and Integrated Skills The Listening component will be broadcast via radio or the IR Transmission System or PA

System

For radio-broadcast centres, candidates must bring their own radio set equipped withearphones (Note: if additional classrooms are used, the school should use the samebroadcast mode as far as possible (i.e. radio with earphones))

For IR centres, candidates must bring their own earphones (with 2 insulating rings andplug diameter of 3.5 mm) to plug into the receivers provided by the HKEAA (Note: ifadditional classrooms are used, the schools should use USB player/classroom computerto broadcast the exam content)

For PA centres, candidates need not bring a radio or earphones, no special room will beprovided. (Note: if additional classrooms are used, the schools should use USBplayer/classroom computer to broadcast the exam content)

The exam USBs to all centres using the IR Transmission System/PA System/USBplayer/computer and their Special Rooms (only applicable to IR centres will be providedby the HKEAA on the day of the exam

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Paper 3 Listening and Integrated Skills: EXAM PROCEDURES

Hall Special Room

Radio/IR Centres Centres using PA System/USB Player/Computer

Special Room of Radio Centres Special Room of IRCentres

Any Special Room?

X

7:45-8:45 Delivery of question papers to the schools

Delivery of question papers to the schools

8:00 Set up the IR Transmission System by the technician

8:45 Arrival of candidates and invigilators;CS provides materials to the Special Room Invigilator

CS provides materials to the Special Room Invigilator;Question Papers, 15 spare barcode sheets and other materials;A note with the recommended radio frequency

CS provides materials to the Special Room InvigilatorQuestion Papers, 15 spare barcode sheets and other materials;Demo USB and Exam USB

9:00 Arrival of candidates and invigilators

9:00-9:10 Distribution of barcode sheets Distribution of barcode sheets

9:15 Make announcements, which include reminding candidates to switch off the mobile phones, put their belongings under the chair, check the barcode sheet, etc., according to the CS Handbook

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Hall Special RoomRadio/IR Centre Centre using PA System/USB

Player/ComputerSpecial Room of Radio Centre

Special Room of IR Centre

9:20 Verify candidates' identity and take attendance (should complete before 9:50 am)

Candidates can switch on the radio (Radiocentres)/plug the earphones into the receiver provided by the HKEAA (IR centres) to test the quality of reception

Instruct the technician to play the demonstration USB to enable candidates to check the quality of reception (IR centres)

09:30 - 9:45 RTHK broadcasts 'The time now is 9:30...' to enable candidates to confirm with the radio channel (applicable to Radio centres)

Make announcements, which include reminding candidates to switch off the mobile phones, put their belongings under the chair, check the barcode sheet, etc., according to the CS HandbookVerify candidates' identity and take attendance (should complete before 9:50 am)

09:40 - 9:45 Ask candidates if they wish to move to the Special Room if they claim to have reception problem. (Unless in very exceptional and justifiable circumstances, changing seats should not be permitted); Candidates should be reminded to take their personalised barcode sheets to the Special Room

Play the demonstration USB (Duration 15 mins)

9:45 RTHK broadcasts 'It is now 9:45...' (applicable to Radio centres)

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Hall Special RoomRadio/IR Centre Centre using PA

System/USB Player/Computer

Special Room of Radio Centre


9:46 Post the 'NO LATECOMERS WILL BE ADMITTED' notice at the entrance to the examination hall; Instruct latecomers (who arrive after 9:45 am) to go to the Special Room to take the examination

Latecomers enter the Special Room

The Special Room Invigilator should switch on the radio no matter whether there is any candidate in the Special Room

Latecomers enter the Special Room

The Special Room Invigilator should switch on the USB player/computer to play the Demo USB no matter whether there is any candidate in the Special Room

Test completed. Instruct the candidates to take off their earphonesStop playing the Demo USB (applicable to IR centres)Unseal and open the packets of Question-Answer Books in front of the invigilators and candidates. Distribute the Question-Answer Books to each occupied seat, but not the vacant seats

(Note: If there is additional classroom, please unseal and open the packets before 9:30 am)

9:46 Announce distribution of Question-Answer Books9:50 Complete attendance taking / distribution of

Question-Answer BooksComplete attendance taking

9:55 Collect the rough-work sheet and barcode sheet from each vacant seat

RTHK broadcasts the 'Greensleeves' (applicable to Radio centres)

Stop playing the Demo USB. Announce distribution of Question-Answer Books

Stop attendance taking (if any candidates in the Special Room)

Stop attendance taking (if any candidates in the Special Room)

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Player/ComputerSpecial Room of Radio Centre


10:00 Exam starts Exam starts

(Candidates who arrive at the exam centre after the examination USB has started to play should be guided to the reserved seats at the back of the hall to avoid disturbing other candidates.)

Exam starts Exam starts

(After the start of the Listening component, candidates will be instructed via the broadcast to write their candidate number, check the Question-Answer Books and affix barcode labels on the cover and the inner pages of the Question-Answer Books)




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Player/ComputerSpecial Room of Radio Centre Special Room of IR Centre

10:55 End of the broadcast, the CS should time the examination by adding one hour and fifteen minutes according to the clock in the centre. The CS should write the broadcast finishing time and the examination end time on the blackboard.

End of the broadcast, the CS should time the examination by adding one hour and fifteen minutes according to the clock in the centre. The CS should write the broadcast finishing time and the examination end time on the blackboard.

Collect the rough-work sheet and barcode sheet from each vacant seat.

End of the broadcast, the Special Room Invigilator should time the examination by adding one hour and fifteen minutes according to the clock in the centre. The CS should write the broadcast finishing time and the examination end time on the blackboard.

End of the broadcast, the Special Room Invigilator should time the examination by adding one hour and fifteen minutes according to the clock in the centre. The CS should write the broadcast finishing time and the examination end time on the blackboard.

Around 12:10

End of the exam, collect the attempted Question-Answer Books first. The rough-work sheets, barcode sheets (with/without remaining barcode labels) and the unattempted Question-Answer Books should be collected separately later.



End of the exam, collect the attempted Question-Answer Books first. The rough-work sheets, barcode sheets (with/without remaining barcode labels) and the unattempted Question-Answe Books should be collected separately later.

Part 6: Instructions for Special Room Invigilators


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Assign one to two classrooms close to the exam hall asSpecial Rooms

Place an ordinary radio or radio-cassette player on theteacher’s desk in the Special Room and tune it to RTHK Radio2 (for Special Rooms using radios)

Place a USB player on the teacher’s desk in the Special Room(for Special Rooms or additional Special Rooms using USBplayer/PA System/Classroom Computer)

Assign a staff as the Special Room Assistant to assist theSpecial Room Invigilator during the exam

Paper 3: SPECIAL ROOM (applicable to Radio and IR centres only)

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At 9:46 am, switch on the radio (or the USB player and playthe demonstration USB) even if there are no candidates inthe Special Room

Stop taking candidates’ attendance at 9:55 am

Candidates who sit the listening paper in the Special Roommust not use their own radio with earphones


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For candidates who go to the Special Room after the start ofthe exam broadcast: if they bring with them the Data Files and Question-Answer

Books, they should continue using them If they do not bring with them the Data Files and Question-

Answer Books, they should be given new Data Files andQuestion-Answer Books

Candidates who do not have their personalised barcodesheet should be given a spare barcode sheet

Distribute the ‘Special Room Reminder Card’


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Special Room invigilators should be flexible in handling theexam arrangements for candidates who arrive justbefore/after the exam begins

Record the seats taken by individual candidates in theSpecial Room by filling in the ‘Listening Paper Special RoomSeating Plan’

The Special Room Invigilator (or the Special Room Assistant)may record the arrival time and the candidate number ofindividual candidates against their seats on the seating plan


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When the exam is over, instruct candidates to close their answer scripts For candidates from the exam hall/classrooms/additional classrooms who have not had

their attendance taken in the Special Room (e.g. those arriving after 9:55 am), check theiradmission forms and identification documents, and take their attendance using thebarcode scanner

After the collection of answer scripts, scan the barcode label on the cover of eachQuestion-Answer Book. Put down the total number of scripts collected on the SessionalReport

If more than one hall centre (i.e. Hall 1 and Hall 2) is set up in the centre school,candidates from different halls should go to their designated Special Room. If a candidateis found having gone to a wrong Special Room, remember to use the barcode scanner ofthe respective hall to scan the answer scripts of the candidate concerned and place thescripts into the respective ‘Return Envelope for Listening Paper Special Room SessionalReport and Answer Scripts’ and then return to the Centre Supervisor of respective Hall


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During collection of the Question-Answer Books, if the SpecialRoom Invigilator discovers that a candidate has not been given anybarcode sheet, the candidate should be given a spare barcodesheet and be asked to write his/her candidate number on thebarcode sheet

The Special Room Invigilator should record the incident on ReportForm SR4b (Parts A and C) so that the candidate will not bepenalised for not following the instruction of sticking barcodelabels during the exam


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On the Sessional Report (Special Room), SpecialRoom invigilators should:

1. accurately record the candidates’ arrival time at theSpecial Room and the reasons for attending the paper inthe Special Room

2. Instruct individual candidates to affix their personalisedbarcode labels in the designated spaces on the SessionalReport

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


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On the day of the examination, the Centre Supervisor willreceive the following exam materials:1. Question papers;2. An envelope containing 2 demonstration USBs;3. A ‘confidential’ envelope containing 1 exam USB and 1

reserve exam USB;4. A copy of the tapescript (in the exam USB envelope)

(Note: If additional classrooms are used, please refer to therelevant slides regarding the detailed procedures in ‘Contingencyand Precautionary Measures at Examination Centres’)

Exam Centres using USBs (IR System/PA System)

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The exam USB should be played once only. Do not start playingthe exam USB before 10:00 am

Centre Supervisors should refer to the tapescript when monitoringthe progress of the exam (Note: The tapescript is strictlyconfidential and must not been seen by the candidates)

The reserve exam USB should not be used unless the exam USBcannot function normally

The Listening component will be broadcast via USB player/otherdevice in the Special Rooms/additional Special Rooms

Exam Centres using USBs (IR System/PA System)

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If a candidate brings a set of wireless earphones or the earphonescannot be plugged into the receiver (earphones with 2 insulatingrings and plug diameter of 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 set of replacement headphones andreceiver. Alternatively, the candidate may choose to move to theSpecial Room

The details about candidates changing headphones and cases ofdefective headphones/receivers during the exam should bereported on Report Form SR4g

Exam Centres using Infra-red Transmission System

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Handling ofExam Irregularities

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1. Candidates without admission form/valid identificationdocument

2. Irregularities concerning barcodes3. Irregularities related to mobile phone/electronic

device/article that can email sound4. Suspected cheating5. Other emergency situations

HANDLING OF EXAM IRREGULARITIES

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1. Candidates without Admission Forms(original)/Identification Document (original) Candidates must present the original of their Admission

Form and Identity Card/valid identification document ateach exam session. Candidates without sufficientidentification documents for verification of identityshould be given a copy of the ‘Notes for Candidateswho cannot produce Admission Form and/or ValidIdentification Document’-SR1(Notes)

The candidate should complete Part A of Report FormSR1 and copy one of the paragraphs in Part B(1) on theform in the space provided so that his/her handwritingcan be checked later while the Centre Supervisor (CS)should complete Parts B & C of the form

HANDLING OF EXAM IRREGULARITIES

Complete SR1 Report and Take Photo of the candidate via PECSS

after script collection

Candidates without admission form/valid identification document

Without Admission Form Without Valid Identification Document

Candidates without admission form/valid identification document

Admit as normal

YesAdmission Form with Photo? Hold Valid Identification Document?

Complete SR1 Report Only (without

Admission Form)

Yes

Issue SR1(Notes) to the candidate during attendance checking

No

No

YesYes

Photo Resemble?

No

No

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The candidate should complete the information on the back ofthe ‘Notes for Candidates who cannot produce AdmissionForm and/or Valid Identification Document’-SR1(Notes) andhave a photo taken via the PECSS for future verificationpurposes. This arrangement applies to the following situations:

Admission Form Identification Document with photo

X X

(Admission form has no photo OR photo does not resemble the candidate)

X

X (Photo does not resemble the

candidate)

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Take Photo of the candidate via PECSS after script collection

1. Take a Snapshot Use the Web Camera for

recording purpose (i.e.the camera facing thecandidates)

click the ‘Snapshot’button

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2. A message will then appearto show the location of thesnapshot file

Snapshotwill besaved tod:\sn\

Folder ofthecurrentexam day

File is namedaccording to thedate and time ofits creation, inthe order of year,month, date,hour, minuteand second

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Sending Files to the Command Centre3. Open the Conversation

window with HKEAAHelpdesk in the ContactList, click the ‘FileTransfer’ button

Select the file that youwant to send from a filefolder location

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4. A file transfer invitation willthen be sent to the CommandCentre

If the transfer is accepted, a‘Transfer of <filename> iscomplete’ message will appear

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Handling of Report Form SR1 and Answer ScriptsAdmission Form (original)

Identification Document (original)

PersonalisedBarcode Sheet*

Report Form to be Recorded

Attendance Taking

Scripts Handling Centre Supervisor’s Handbook (English Language – Hall)

1. Cannot produce identification document with a photo(original)

(Does not bear photograph or the photograph does not resemble the candidate)

X

SR1

The candidateshould copy oneof the paragraphsin Part B(1) onthe form in thespace providedso that his/herhandwriting canbe checked later

The script should be returned with those of othercandidates present

Section IVParagraph 17.3(3)

Section III AParagraph 9.2(3)Paragraph 9.3(6)

(Does not bear photograph or the photograph does not resemble the candidate)

X X The candidate should be given a spare barcodesheet*The script should be put into the Envelope forSpecial Reports and Related Scripts/AnswerSheets with the Report Form

2. Cannot produce Admission Form (original)

X The script should be returned with those of othercandidates present


Section III AParagraph 9.2(2)Paragraph 9.3(3)

X X The Centre Supervisor should write the candidate’sname in pencil at the bottom right-hand corner onthe front cover of the answer book. The candidateshould be given a spare barcode sheet*The script should be put into the Envelope for Special Reports and Related Scripts/Answer Sheets with the Report Form

3. Cannot produce identification document with a photo (original) and Admission Form (original)

X X The script should be put into the Envelope forSpecial Reports and Related Scripts/AnswerSheets with the Report Form


Section III AParagraph 9.3(4)

X X X The Centre Supervisor should write the candidate’sname in pencil at the bottom right-hand corner onthe front cover of the answer book. The candidateshould be given a spare barcode sheet*The script should be put into the Envelope for Special Reports and Related Scripts/Answer Sheets with the Report Form

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Additional personalised barcode sheets are provided for candidates whoadd/amend subjects or alter their names after the issue of admission forms; Use ASTS to take attendance and collect answer scripts scripts of these candidates can be collected and packed together with the scripts of

other candidates

Spare barcode sheets for the following cases: Candidates’ personalised barcode sheets are not available at the centre

(e.g. wrong centre candidates) Candidates’ personalised barcode sheets are damaged or found to

contain 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 berecorded on Report SR4b. Their answer scripts and Report SR4b should beplaced in the ‘Envelope for Special Reports and Related Scripts/AnswerSheets’

2. Irregularities concerning Barcodes

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In case of insufficient barcode labels, candidates should beasked to write their candidate numbers in the designatedspaces for barcode labels on the remaining pages of theanswer scripts (no need to issue spare barcode sheets)

If a candidate is found to have barcode labels (includingbarcode labels from previous exam sessions) stuck on thepersonal belongings (e.g. Admission Form), the case should bereported on Report SR4g. The materials with barcode labelsshould be scanned and transmitted to the HKEAA for follow upor should be photocopied and attached to Report Form SR4g

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3. Irregularities related to mobile phone/electronic device/article that can emit sound Locate the source of the ringing sound

and instruct the candidate to switchoff the mobile phone/electronicdevice/article (e.g. radios, timers,watches, etc.) and remove the battery(if possible) at once

Electronic devices include tablets,mobile phones, multimedia players,electronic dictionaries, databankwatches, smart watches or otherwearable technologies withcommunication or data storagefunctions, etc.

In case the mobile phone/electronicdevice/article is in operating mode,instruct the candidate to switch it offand put the phone inside a MobilePhone Plastic Bag

Wearable Technology

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If the device/article is too big, instruct the candidate to switch it offand place it under the chair till the end of the exam

Ask the candidate to show the call logs/message records after theexam

Record the time when the article emitted sound and other details onReport Form SR4p with all the boxes filled in

No follow up action needs to be taken if the source of the ringingsound cannot be located and the ring stops

Part 8: Handling of Mobile Phones Irregularities


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Examples: copying from the work of other candidates, obtaining unfairassistance from books/cribs, communicating with other people, using amobile phone/electronic device in the toilet

Remove the unauthorised materials, such as notes, books, pieces ofpapers, word-hidden/erasable pens, databank watches, etc. from thecandidate immediately

Handle the irregularities in the presence of an invigilator For doubtful cases (including reports by one candidate against another

candidate), avoid disturbing the candidate being reported during theexam. Inform the candidates concerned after the exam to stay behindand complete report form SR4g

4. Suspected Cheating

Part 9: Handling of Suspected Cheating


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The CS/invigilators should pay particular attention to electronicdevices which are capable of recording, storing texts orcommunication to gain unfair advantage. Such tools mayresemble ordinary stationery items or articles (such as pens,erasers, rulers, watches etc.)

Use of hi-tech cheating tools

smart watches with mobile applications installed or wireless technologies supported

sport watch

mobile phone installed in a calculator

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If an invigilator suspects a candidate cheating with such a toolincluding electronic devices, he/she must check the item andinform the CS immediately. All cheating tools should be removedimmediately and kept as evidence. The candidate should beallowed to finish the exam and be asked to provide a writtenexplanation on Report Form SR4g after the exam

In the case of mobile phones or smart watches, they should beswitched off and placed inside a Mobile Phone Plastic Bag. Thehandling procedures are the same as those of mobile phones

Use of hi-tech cheating tools

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5. Other Emergency Situations In case there are other emergency situations (e.g. power

failure, noise problem, etc.), please refer to Section 4 -Handling of Irregularities of the English Language CentreSupervisor’s Handbook

Please contact the HKEAA Command Centre via PECSS if thereare irregularities found during the exam

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Handling of exam irregularities/complaintsHandle candidates’ complaints about undesirable centreenvironment/conditions as soon as the problem arises: Attend to candidates’ complaints about reception in the

listening component promptly. Allow candidates tochoose whether or not to move to the special room

The Handbook for Candidates states that the HKEAAwill not accept candidates’ complaints about centreconditions not reported at exam centres, or claimsabout encountering reception problems but not goingto the special room (only applicable to radio/IR centres)

Candidates should provide specific information aboutthe undesirable condition(s) encountered (e.g. time andduration of the noise/disturbance) before they leavethe exam centre

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Handling of exam irregularities / complaints For assistance, please contact the HKEAA staff at the

Command Centre via PECSS (Tel no.: 3628 8380) Precautionary measures against COVID-19 will be

implemented at exam centres. Any changes to theprecautionary measures will be communicated toschools and announced via the HKEAA website(www.hkeaa.edu.hk) as soon as possible

http://www.hkeaa.edu.hk/

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CS Handbook for Eng Lang➢ Responsibilities of CS, exam logistics, exam procedures,

handling of exam irregularities (i.e. Sections I, II, IIIA and IV)and Notes for the Guidance of Invigilators (Hall Invigilators, HallInvigilators (LT) and Special Room Invigilators): For radio/IRcentres and Centres using PA System

➢ Exam procedures and announcements for individual papers(Sections IIIB and IIIC): For radio/IR centres and Centres usingPA System

➢ For special centres, please refer to the CS Handbook for SpecialCentres

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Important Notes to CS and Invigilators Video for CS on Major Exam Procedures (For SEN centres,

refer to Video for Special Centres) Notes for the Guidance of Invigilators Familiarising with Invigilation Duties ASTS User Manual (Including ‘Special Arrangement on

Attendance Taking and Script Collection due to theprecautionary measures against COVID-19’)

CSs are encouraged to arrange briefing/experience sharingsessions for own school invigilators

Familiarising school invigilators with Exam Procedures

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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)

OTHER USEFUL INFORMATION



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Q&A ArrangementIf you have any problems and enquires, please email to us at [email protected]

2021 Centre Supervisors’ Conference HKDSE English Language€¦ · HKDSE English Language. 2...

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