2020 BGCSE - Conduct of Examinations

Directorate Examinations Administration and Certification
Function BGCSE
Document Type Guidelines
Document No. BEC/EAC/BGCSE/G01.v6
Effective Date 2020/08/31
Title Conduct of Examinations – 2020
Guidelines for:
Conduct of Examinations – 2020 BGCSE
Document Reference:
BEC/EAC/BGCSE/G01.v6
This document is the property of the Botswana Examinations Council (BEC). It is strictly confidential and may on no
account be reproduced, copied or divulged to any third party without prior authorisation by BEC Management.
This document is only valid for the date and the time that it was printed.
© BEC 2020
Function BGCSE
DOCUMENT CONTROL SHEET

Preparation
Name Date
Bunny. G Hirschfeldt
Prepared by: Lorato K. Sakarea 20/07/2016
Helgah Samu
Approval - Document Sign off
Name Role Date Signature

L. Puddefoot Manager Programmes – BGCSE 19.08.2020 Signed
D.K Morake Director EAC 19.08.2020 Signed
Revision History
Change Made Description Version Date
By
H. Phometsi Despatch Notes v3 22/05/17
K.L. Sakarea Coursework and Moderation v3 22/05/17
G.B. Hirschfeldt Notice to Candidates v3 22/05/17
G.B. Hirschfeldt What to say to Candidates v3 22/05/17
K.L. Sakarea Invigilation of Practical Examinations v3 22/05/17
A. Lewanika Special Needs v4 30/05/18
K.L. Sakarea Coursework and Moderation v4 30/05/18
H. Samu Preparation for Examinations v4 30/05/18
G. Hirschfeldt Appeals process v4 30/05/18
© BEC 2020
Function BGCSE
BGCSE Team Changes made as a result of the accreditation v5 28/05/19

of: requirements by Cambridge International with regards to
L. Puddefoot the following:
L. Sakarea Introduction; Data Protection Regulations; Key Dates and
G. Hirschfeldt calendar; Support for Chief Invigilator; Alternative
H. Samu Venues; Results; Key holding arrangements; Listening
Examinations; Seating Arrangements; Invigilation
Arrangements; At the beginning of the Examination;
During the Examinations; Emergencies; At the end of the
Examinations; Certification; Examination Malpractice;
Appeals Process; Appendices.
BGCSE Team Amendments made as a results of the on-going process v6 12/06/20
of: reviews and Inspection report of the 2019 exam series.
L. Puddefoot The amendments are found under the following sections:
L. Sakarea 5.2 - Supervising Coursework
G. Hirschfeldt 6.0 - Conduct of Practical Examinations
H. Samu 8.0 - Preparations for the Examinations
10.0 - Preparing the Examination Room
12.2 - Completing the Attendance Register
17.0 - Publication of Results
18.0 - Enquiries about Results
19.0 - Certification
20.0 - Appeals process
Appendix A - A brief guide to the Invigilation of practical
examinations
Appendix D - Checklist for Invigilators
Appendix E- Additional materials list
Appendix I -What to say to candidates
© BEC 2020
Function BGCSE
TABLE OF CONTENTS
IMPORTANT NOTE 1
1.0 THE BOTSWANA EXAMINATIONS COUNCIL EXAM CYCLE 1
1.1 INTRODUCTION ........................................................................................................................................1
2.0 SCOPE 2
2.1 CENTRE RESPONSIBILITIES ......................................................................................................................2
2.2 DUTIES OF THE HEAD OF CENTRE/CHIEF INVIGILATOR...............................................................................3
2.3 DUTIES OF SENIOR INVIGILATOR ..............................................................................................................5
2.4 DUTIES OF INVIGILATORS .........................................................................................................................6
2.5 DUTIES OF A ROVER ................................................................................................................................7
2.6 INSPECTIONS AND QUALITY ASSURANCE ..................................................................................................7
2.7 CANDIDATES ...........................................................................................................................................8
2.8 EXAM ADMINISTRATION ...........................................................................................................................9
2.9 SUPPORT AND COMMUNICATION WITH BEC ........................................................................................... 10
2.10 OWNERSHIP OF QUESTION PAPERS ...................................................................................................... 11
2.11 COPYRIGHT IN EXAM MATERIAL ............................................................................................................ 11
2.12 OWNERSHIP OF ASSESSED MATERIAL ................................................................................................... 12
2.13 KEY DATES AND ACTIVITY OVERVIEW .................................................................................................... 12
3.0 DECLARATION OF INTEREST 13

4.0 CAMBRIDGE INTERNATIONAL REGULATIONS ON CONDUCT OF EXAMINATIONS 14
5.0 COURSEWORK 16
5.1 DEFINITION OF COURSEWORK ............................................................................................................... 16
5.2 SUPERVISING COURSEWORK ................................................................................................................ 17
5.3 INTERNALLY MODERATING YOUR MARKS ............................................................................................... 18
5.4 MARKING COURSEWORK ...................................................................................................................... 19
5.5 INCOMPLETE OR EXTRA COURSEWORK ................................................................................................. 19
5.6 UNSATISFACTORY PRACTICE ................................................................................................................ 20

This document is the property of the Botswana Examinations Council (BEC). It is strictly confidential and may on no account be
reproduced, copied or divulged to any third party without prior authorisation by BEC Management.
© BEC 2020
Function BGCSE
5.7 MODERATION OF COURSEWORK ........................................................................................................... 20
5.8 HOW TO COMPLETE THE FORMS ........................................................................................................... 20
5.9 COURSEWORK SUBMISSION REQUIREMENTS ......................................................................................... 21
5.10 PREPARING SAMPLES FOR DESPATCH ................................................................................................... 21
5.11 SUBMISSION OF BGCSE FRENCH SPEAKING TEST ................................................................................ 22
5.12 W HAT MATERIALS DO CENTRES NEED TO KEEP..................................................................................... 22
5.13 MODERATION REPORTS........................................................................................................................ 22
5.14 RETURNING CANDIDATES WORK ............................................................................................................ 22
5.15 RESUBMITTING COURSEWORK IN LATER SERIES .................................................................................... 23
5.16 SUBMITTING COURSEWORK FOR EXTERNAL COMPETITIONS ................................................................... 23
6.0 CONDUCT OF PRACTICAL EXAMINATIONS 24

6.1 FOR ALL PRACTICAL TESTS IN SCIENCES, FOOD AND NUTRITION AND COMPUTER STUDIES ...................... 24
6.2 SCIENCE PRACTICAL EXAMINATIONS ..................................................................................................... 24
6.3 FOOD AND NUTRITION PRACTICAL EXAMINATION.................................................................................... 26
6.4 COMPUTER STUDIES PRACTICAL EXAMINATION ..................................................................................... 27
6.5 CONDUCTING LISTENING EXAMINATIONS ............................................................................................... 28
7.0 SUBMISSION OF FORECAST GRADES 29

8.0 PREPARATION FOR THE EXAMINATION 30
8.1 SAFE CUSTODY OF QUESTION PAPERS AND OTHER EXAMINATION MATERIALS ........................................ 30
8.1.1 Secure Strong Room Requirements 30
8.1.2 Strong Safe or Non-portable Re-enforced Steel Container Requirements 30
8.1.3 Key Holding Arrangements 30
8.2 PRE-EXAM QUESTION PAPER DESPATCHES .......................................................................................... 31
8.2.1 Checking of Examination Materials 32
8.2.2 In a case where the question paper packet is torn in transit or from storage cabinet (new) 32
8.2.3 We should be notified immediately if there are any discrepancies such as: 33
© BEC 2020
Function BGCSE
8.2.4 Confidentiality of Exam Material During Checking and Verification 33
8.2.5 Cambridge International GCE O Level and BGCSE French Syllabuses 33
8.2.6 Testing of CD’s 34
9.0 EXAMINATION TIMETABLE AND TIMETABLE DEVIATIONS 36

10.0 PREPARING THE EXAMINATION ROOM 38
10.1 EXAMINATION VENUE ........................................................................................................................... 38
10.2 ALTERNATIVE VENUE............................................................................................................................ 39
10.3 NOTICE TO CANDIDATES ....................................................................................................................... 39
10.4 SEATING ARRANGEMENTS .................................................................................................................... 39
11.0 INVIGILATION ARRANGEMENTS 41

12.0 AT THE BEGINNING OF THE EXAMINATION 44
12.1 IDENTIFICATION OF CANDIDATES ........................................................................................................... 44
12.2 COMPLETING THE ATTENDANCE REGISTERS .......................................................................................... 44
12.3 SEATING PLANS ................................................................................................................................... 45
12.4 UNAUTHORISED ENTRIES ...................................................................................................................... 46
12.5 AUTHORISED PERSONNEL..................................................................................................................... 46
12.6 AUTHORISED AND UNAUTHORISED MATERIALS ...................................................................................... 46
12.7 USE OF CALCULATORS ......................................................................................................................... 48
12.8 STATIONERY, MATERIALS AND OTHER EQUIPMENT ................................................................................. 49
12.9 COLLECTING THE QUESTION PAPERS TO ADMINISTER AN EXAMINATION .................................................. 50
12.10 CHECKING AND DISTRIBUTING QUESTION PAPER PACKETS IN THE EXAMINATION ROOM .......................... 50
12.11 STARTING THE EXAMINATION ................................................................................................................ 51
12.12 PROCEDURE TO FOLLOW IN THE EVENT A WRONG QUESTION PAPER PACKET IS OPENED .......................... 51
13.0 DURING THE EXAMINATION 53

13.1 SUPERVISION OF THE CANDIDATES ....................................................................................................... 53
13.2 PRACTICAL EXAMINATIONS ................................................................................................................... 53
© BEC 2020
Function BGCSE
13.3 FIVE (5) MINUTES W ARNING ................................................................................................................. 53
13.4 LATE ARRIVAL OF CANDIDATES ............................................................................................................. 53
13.5 LEAVING THE EXAMINATION ROOM DURING THE EXAMINATION ................................................................ 54
13.6 IRREGULAR CONDUCT .......................................................................................................................... 55
13.7 EMERGENCIES ..................................................................................................................................... 56
13.8 REQUESTS FOR SPECIAL CONSIDERATION ............................................................................................. 56
13.9 EXAMINATION ADMINISTRATION FOR CANDIDATES WITH SPECIAL NEEDS ................................................. 57
14.0 AT THE END OF THE EXAMINATION 59

14.1 FINISHING THE EXAMINATION ................................................................................................................ 59
14.2 COLLECTION OF ANSWER SCRIPTS ....................................................................................................... 59
14.3 COLLECTION OF QUESTION PAPERS ...................................................................................................... 61
14.4 24-HOUR SECURITY RULE .................................................................................................................... 61
14.5 LEAVING THE EXAM ROOM .................................................................................................................... 62
15.0 AFTER THE EXAMINATION 63

15.1 ATTENDANCE REGISTER DESPATCH: BGCSE SYLLABUSES ................................................................... 63
15.2 ATTENDANCE REGISTER DESPATCH: CAMBRIDGE INTERNATIONAL GCE O LEVEL AND BGCSE FRENCH
SYLLABUSES ........................................................................................................................................ 63
15.3 DESPATCH OF OTHER CORRESPONDENCES .......................................................................................... 63
15.4 DESPATCH OF SCRIPTS ........................................................................................................................ 64
15.5 COMMENTS ON THE CONDUCT OF EXAMINATIONS .................................................................................. 64
16.0 EXAMINATION MALPRACTICE 65

16.1 DEFINITION .......................................................................................................................................... 65
16.2 INDIVIDUALS INVOLVED ......................................................................................................................... 65
16.3 CANDIDATE MALPRACTICE .................................................................................................................... 66
16.4 CENTRE STAFF MALPRACTICE – BREACH OF SECURITY ......................................................................... 67
16.5 CENTRE STAFF MALPRACTICE – DECEPTION ......................................................................................... 67
© BEC 2020
Function BGCSE
16.6 CENTRE STAFF MALPRACTICE – IMPROPER ASSISTANCE TO CANDIDATES............................................... 68
16.7 CENTRE STAFF MALPRACTICE – MALADMINISTRATION ........................................................................... 68
16.8 RIGHTS OF INDIVIDUALS SUSPECTED OF MALPRACTICE .......................................................................... 69
16.9 MAKING A DECISION ............................................................................................................................. 69
16.10 RESPONSIBILITIES OF BEC ................................................................................................................... 69
16.11 RESPONSIBILITIES OF THE HEAD OF CENTRE ......................................................................................... 70
16.12 COMMUNICATION.................................................................................................................................. 70
16.13 ALLEGATIONS OF MALPRACTICE ............................................................................................................ 71
16.14 SUSPECTED MALPRACTICE INVESTIGATIONS .......................................................................................... 72
16.15 PENALTIES THAT MAY BE SANCTIONED BY BEC IN RESPONSE TO MALPRACTICE CASES.......................... 73
16.16 POSSIBLE SANCTIONS AND PENALTIES .................................................................................................. 74
16.17 COMMUNICATING DECISIONS ................................................................................................................ 75
17.0 PUBLICATION OF RESULTS 76

18.0 ENQUIRIES ABOUT RESULTS 78
18.1 TYPES OF ENQUIRIES ABOUT RESULTS OFFERED .................................................................................. 78
18.2 ENQUIRIES ON BEHALF OF SCHOOL CANDIDATES ................................................................................... 79
18.3 ENQUIRIES BY PRIVATE CANDIDATES .................................................................................................... 79
18.4 OUTCOMES FROM ENQUIRIES ABOUT RESULTS ..................................................................................... 79
19.0 CERTIFICATION 80
19.1 CERTIFICATES ...................................................................................................................................... 80
19.2 INCORRECT DETAILS OF CERTIFICATES ................................................................................................. 81
19.3 NAME CHANGES................................................................................................................................... 81
19.4 COMBINING GRADES FROM DIFFERENT EXAMINATION SERIES ................................................................ 82
19.5 LOST CERTIFICATES ............................................................................................................................. 82
19.6 DAMAGED CERTIFICATES ...................................................................................................................... 82
19.7 CERTIFYING STATEMENTS .................................................................................................................... 82

© BEC 2020
Function BGCSE
19.8 VERIFICATION OF RESULTS ................................................................................................................... 83
19.9 MIGRATION CERTIFICATE ...................................................................................................................... 83
20.0 APPEALS PROCESS 84

20.1 APPEALS MAY BE MADE AGAINST ......................................................................................................... 84
20.2 W HO CAN APPEAL ................................................................................................................................ 85
20.3 APPEALS AGAINST THE OUTCOME OF ENQUIRIES ABOUT RESULTS .......................................................... 85
20.4 APPEALS AGAINST ACCESS ARRANGEMENTS, SPECIAL CONSIDERATION AND LATE ARRIVAL DECISIONS... 88
20.5 APPEALS AGAINST MALPRACTICE DECISIONS ......................................................................................... 90
20.6 FEES AND COSTS ................................................................................................................................. 92
21.0 ANNEXURES 93
22.0 APPENDICES 94
APPENDIX A – 2020 BGCSE: A BRIEF GUIDE TO THE INVIGILATION OF PRACTICAL &
LISTENING EXAMINATIONS 1
APPENDIX B – 2020 BGCSE: MULTIPLE CHOICE PAPERS: GUIDELINES FOR INVIGILATORS 1
APPENDIX C – EXAM ROOM ENTRY REGISTER 1
APPENDIX D – 2020 BGCSE: CHECKLIST FOR INVIGILATOR 1
APPENDIX E – 2020 BGCSE: ADDITIONAL MATERIAL LIST 1
APPENDIX F – 2020 BGCSE: APPLICATION FOR SPECIAL CONSIDERATION 1
APPENDIX E – 2018 BGCSE: ADDITIONAL MATERIAL LIST 1
APPENDIX G – 2020 BGCSE: REPORT ON CONDUCT OF EXAMINATIONS 1
APPENDIX H – 2020 BGCSE: A BRIEF GUIDE TO THE ADMINISTRATION OF COMPUTER
STUDIES PRACTICAL PAPER 1
APPENDIX I – 2020 BGCSE: A BRIEF GUIDE TO THE ADMINISTRATION OF EXAMINATIONS
UNDER CONTAGIOUS DISEASES: COVID19 ENVIRONMENT 1
© BEC 2020
Function BGCSE
IMPORTANT NOTE:
This document contains the Guidelines/instructions on the conduct of the Botswana
General Certificate of Secondary Education (BGCSE) examinations. The Guidelines
should be read in conjunction with other BEC documents e.g. Manual for Invigilators,
Standards for Secure Storage of Examination Materials at Centres, Guidelines for
Access Arrangements and Special Considerations, Assessment Syllabuses,
Guidelines for Registration of Candidates and other related documents.
All correspondence relating to the contents of this document should be directed to the
Chief Executive Officer, Botswana Examinations Council.
© BEC 2020
Function BGCSE
In this section:
1.0 The Botswana Examinations Council Exam Cycle

1.1 Introduction
1.0 The Botswana Examinations Council Exam Cycle

There are many different activities that need to take place to successfully deliver an exam.
Sometimes it can be challenging to remember what needs to be happening. Our processes are
grouped into six phases to help you keep track of what you need to do and when. We call this the
BEC Exam Cycle.
The cycle includes every phase of the process from the planning and preparation that take place
before you enter your candidates, to issuing your candidates their certificates. The cycle has six
phases:
a) Preparation
b) Entries - Registration of Candidates
c) Teacher Assessment (Coursework)
d) Before the Exams
e) Exam Day
f) Results and Certificates
1.1 Introduction
1.1.1 The regulations and procedures detailed in these guidelines, apply to examination
assessments and qualification provided by Botswana Examinations Council. They also
reference regulations and guidelines provided by Cambridge Assessment International
Education (Cambridge International), the Manual for invigilators and Standards for Secure
storage of Examination materials at Centres.
1.1.2 Throughout these Guidelines, ‘You’ and ‘Your’ refer to the Centre, ‘We’ and ‘Our’ refer to
Botswana Examinations Council (BEC).
1.1.3 By registering with us and submitting entries, you agree to be bound by the terms and
conditions, processes and procedures set out in this guidelines and related documents.
1.1.4 We reserve the right to alter the guidelines and any of our other documentations with any
changes taking immediate effect unless otherwise stated. We will let you know about any
changes. You must make sure you are using the current exam year’s version of guidelines
and related documents.
1.1.5 All services we provide are conditional on the payment of all fees due, in accordance with
our payment terms.
Page 1 of 94
© BEC 2020
Function BGCSE
In this section:
2.0 Scope
2.1 Centre Responsibilities
2.2 Duties of the Head of Centre/Chief Invigilator
2.3 Duties of Senior Invigilator
2.4 Duties of Invigilators
2.5 Duties of a Rover
2.6 Inspections and Quality Assurance
2.7 Candidates
2.8 Exam Administration
2.9 Support and Communication with BEC
2.10 Ownership of Question Papers
2.11 Copyright in Exam Material
2.12 Ownership of Assessed Material
2.13 Key Dates and Activity Overview
2.0 Scope
This document is intended to guide and regulate the conduct of examinations at Senior Secondary
school level. Heads of Centres are advised to ensure that the procedures in the guidelines are
strictly complied with at all times. The purpose of these guidelines is to ensure that the
administration of the examination is standardised to ensure a fair and credible assessment for all
candidates.
The Head of Centre, the Chief Invigilators, invigilators and rovers are advised to familiarise
themselves with the regulations in these Guidelines before the actual examination takes place. The
Guidelines should be brought along to the main examination room to consult during the
examinations.
2.1 Centre Responsibilities
The Head of Centre entering candidates for the BGCSE examinations is ultimately responsible for
all matters relating to the examination at the centre. He/she may, at his/her discretion, delegate to a
senior member of staff, responsibility for the running of the examinations. The term ‘Chief
Invigilator,’ refers to the Head of Centre, or to the member of staff so designated by the Head of
Centre. The Chief Invigilator shall appoint invigilators who will assist him in his duties and he/she will
act as the overall roving invigilator.
Note: However, accountability for running our examinations at your centre remains with the Head of
Centre and can never be delegated.
Page 2 of 94
© BEC 2020
Function BGCSE
These guidelines refer to the conduct of examinations in all syllabuses. Additional syllabus
instructions for the conduct of examinations that are specific to some syllabuses are also issued
where appropriate by us. All correspondence relating to the examinations should be sent directly to
the Chief Executive Officer at BEC.
2.1.1 Where a Centre for private candidates has been established by us, the Chief Invigilator will
be appointed by the Director, Examinations Administration and Certification at BEC.
2.1.2 The Chief Invigilator must make him/herself fully conversant with these regulations and is
responsible for ensuring that they are correctly observed and applied. A copy of the
guidelines should be readily available throughout the examination series.
2.1.3 The Chief Invigilator must satisfy him/herself that all candidates are fully conversant with
Annexure 1 BEC/EAC/BGCSE/G01/AN01 – Notice to Candidates for both BGCSE and
Cambridge International syllabuses and must ensure that they are fully observed.
2.1.4 In any emergency not provided for in these regulations, the Chief Invigilator should use
his/her discretion, and report the matter immediately to the Director, Examinations
Administration and Certification at BEC and the Director, regional operations in their area.
2.2 Duties of the Head of Centre/Chief Invigilator
Note: For section 2.2 to 2.5 refer to BEC/EAC/BGCSE/Man01-Manual for Invigilators
The Head of Centre as the Chief Invigilator is responsible for:
2.2.1 being the liaison person between BEC and the Examination Centre;
2.2.2 Confirm the candidate is entered for the examination being sat.
2.2.3 ensuring that all candidates who end up sitting our examinations are eligible to sit the
examinations.
2.2.4 ensuring that the receipt and security of examination materials, the distribution of the
examination papers to the candidates, the collection of scripts at the end of each
examination and the delivery of the scripts to BEC are all carried out in accordance with
these regulations;
2.2.5 ensuring that candidates are provided with all of the materials specified on the question
paper and any other additional materials indicated in the list provided by us;
2.2.6 the appointment of suitable invigilators and ensuring that they are familiar with the
instructions contained in these guidelines;
2.2.7 a day before the start of the examinations, the Chief Invigilator and senior invigilator should
check that they have all the necessary materials for the examination and that packets
containing question papers have not been tampered with.
Page 3 of 94
© BEC 2020
Function BGCSE
2.2.8 ensure the constant and effective supervision of the candidates;
2.2.9 the submission to BEC, in accordance with the instructions given when the information is
requested, details of estimated and actual entries, marks for parts of the examination which
are assessed in the centre, Forecast Grades and any other information that we may
reasonably require in relation to examinations conducted at the Centre;
2.2.10 ensuring that each candidate entered through the Centre receives details of the dates and
times of his/her examinations, a Statement of Entry, Statement of Result and any certificate
issued by us;
2.2.11 ensuring that, in the case of candidates' work which is assessed by the centre, the work
contained in every candidates’ assessment is produced, marked, internally moderated and
despatched according to the instructions issued by BEC;
2.2.12 the submission of any applications for changes to the venue or timetable in accordance with
these guidelines;
2.2.13 making applications for Access Arrangements and Special Consideration in accordance with
the regulations and guidance;
2.2.14 providing suitable accommodation for candidates to sit the examinations;
2.2.15 ensuring that all candidates in the examination, including private candidates, are identified;
2.2.16 providing us with reports of any suspected or alleged cases of malpractice by a candidate or
malpractice/maladministration by a member of staff discovered by the Centre. The Head of
Centre is further required to assist any investigation which ensues from any alleged
malpractice either reported by the Centre or suspected by us, and to provide such
information and advice as we may reasonably require;
2.2.17 submitting and processing of enquiries about results in accordance with the regulations;
2.2.18 ensuring that we are notified when the centre changes premises and facilitating inspection
and approval of the new premises;
2.2.19 facilitating any inspection of the Centre by or on behalf of BEC. We will carry out
unannounced inspections when examinations are taking place and Centres must co-operate
with the inspector, including allowing access to secure storage. We may also inspect the
arrangements for the secure storage of confidential materials at times when examinations
are not taking place.
2.2.20 where required, remit examination fees at the time specified by BEC;
Page 4 of 94
© BEC 2020
Function BGCSE
2.2.21 distribute all certificates to candidates without undue delay with a record kept of those
issued. Where certificates are not handed to candidates personally, the Head of Centre is
responsible for obtaining acknowledgement of receipt from the candidate;
2.2.22 retain all unclaimed certificates under secure conditions for a minimum period of 24 (twenty-
four) months from the date of issue. At the end of this period, unclaimed certificates should
be returned to BEC.
2.3 Duties of Senior Invigilator
Besides the Chief Invigilator the Head of Centre may assign one Senior Invigilator for every
250 or more candidates as shown in the table below;
Number of Chief Senior Invigilator/s Rover

candidates Invigilator Invigilator
Up to 250 1 0 1 invigilator : 35 candidates 1
251 to 550 1 1 1 invigilator : 35 candidates 2
551 to 880 1 2 1 invigilator : 35 candidates 3
881 and above 1 3 4
1 invigilator : 35 candidates
2.3.1 The Senior Invigilator will be tasked with the responsibility to supervise a group of
invigilators. Senior invigilators assist the Chief Invigilator in carrying out day to day
examination duties. Their duties will include the following:
2.3.1.1 see to the preparation and readiness of the examination rooms including ensuring that:
candidates are not seated two or more to a desk,

candidates are seated at least 1.25 metres apart from the centre of one desk to the next
in all directions,
subject matter such as charts, drawings, maps etc. are removed from the walls,
chalkboards are cleared of writing, formulae, drawing etc.,
examination rooms are sufficiently ventilated and lit.
2.3.1.2 read the instructions to candidates before the commencement of the examination session
and inform them that they could be disqualified from the examination should they
contravene any of the instructions;
2.3.1.3 ensure that the question papers being opened and distributed to candidates is correct
according to the time and date specified on the examination time table;
2.3.1.4 visit examination rooms frequently during each session to make sure a high standard of
invigilation is maintained;
2.3.1.5 ensure that the seating plan is drawn, indicating the examination room(s) with the desk
arrangement and candidate numbers;
Page 5 of 94
© BEC 2020
Function BGCSE
2.3.1.6 ensure there are no unauthorised persons in or around examination room(s);
2.3.1.7 ensure that all candidates are advised in time of requisites such as rulers, calculators,
drawing instruments to be used in the examination of specific syllabus;
2.3.1.8 ensure that invigilators complete the attendance register appropriately;
2.3.1.9 assist with relief invigilation by escorting and supervising candidates on toilet breaks
ensuring no unauthorised material is consulted;
2.3.1.10 ensure that scripts are properly collected, accounted for, batched and packed according to
candidates’ examination number order once the session has ended;
2.3.1.11 collect, check and sign all invigilation claim forms if applicable;
2.3.1.12 submit written reports on all suspected and other cases of irregularities to the Chief
Invigilator without delay.
2.4 Duties of Invigilators
The invigilator is the person in the examination room, trained in the art of invigilation to
ensure credible examination processes and are responsible for the conduct of examinations.
2.4.1 An invigilator is responsible for ensuring that:
our regulations are complied with;

examinations start and finish at the specified times;
examination papers are secure whilst in their care;
attendance registers and seating plans are accurately completed;
no cheating/collusion takes place.
2.4.2 The invigilator must confirm that the candidates are entered for the examination being sat.
2.4.3 Invigilators are required to conduct the examination in accordance with instructions contained
in these guidelines and any other instructions which may be issued by us.
2.4.4 Invigilators shall ensure that candidates understand and follow all instructions and
regulations.
2.4.5 Where there is suspicion that any of the question paper packets could have been tampered
with, the invigilator must inform the Chief Invigilator who should then notify us immediately.
2.4.6 Invigilators shall check in advance that the exam room and seating arrangements for the
candidates are suitable and that materials provided by the Centre/candidates such as
pencils, rubbers, rulers etc., are available in sufficient numbers.
Page 6 of 94
© BEC 2020
Function BGCSE
2.4.7 The Invigilators may not assist the candidates with answering examination questions. Once
the candidate has begun answering the questions, the invigilator must not repeat
instructions, nor explain difficult words, phrases or concepts contained in the questions.
He/she should not in any way indicate to the candidate whether the question has been
answered correctly or incorrectly. In short, s/he must never assist or encourage the
candidate towards the choice of an answer.
2.4.8 Invigilators must give their full attention to invigilation during the exam and move around the
exam room in order to have a clear view of all candidates.
2.4.9 Invigilators shall maintain silence throughout the examination as even whispered
conversation may distract candidates.
2.4.10 Invigilators shall disengage from unnecessary conversation with non-invigilators outside or
inside the examination room or anywhere nearby.
2.4.11 Invigilators must report any suspected cases of malpractice to the Chief Invigilator as soon
as possible and submit a written report thereafter.
2.5 Duties of a Rover
Rovers are responsible for ensuring that invigilators and candidates get whatever assistance they
require during the examination. The recommended number of additional rovers is suggested in the
table under paragraph 2.3 above.
2.5.1 The following are the duties of the rover:
2.5.1.1 take up a suitable position outside the examination rooms in order to provide assistance to
the invigilators. Rovers may not be in the examination room unless summoned by the
invigilator during the period of the examination. In no circumstance should rovers distribute
question papers or stationery nor assist with the collection of candidates answer books
following each examination.
2.5.1.2 ensure as far as possible that no disturbance occurs outside the examination room which
could distract the candidates from their work.
2.5.1.3 must not leave their position for any reason other than when they are requested by the
invigilator to summon for assistance from the Head of Centre, Chief Invigilator or senior
invigilator or accompany a candidate who has been given permission to leave the
examination room temporarily.
2.6 Inspections and Quality Assurance
Inspections are conducted to ensure that Centres abide by the regulations and rules as set
out in the guidelines to maintain the integrity of the examinations.
Page 7 of 94
© BEC 2020
Function BGCSE
2.6.1 You must cooperate with and facilitate any visit of or an inspection we make, either arranged
or unannounced, including giving our inspectors access to your secure storage area and
examination area, even if exams are taking place when the visit or inspection takes place.
2.6.2 You must cooperate with any quality assurance activities we may request. You must respond
within the specified timeframes and your answers must accurately describe the Centres
premises, systems and procedures. We reserve the right to photograph the premises and
materials relating to assessments including candidate work, as part of the inspection
process.
2.6.3 We may carry out a re-inspection if a Centre changes premises or facilities, or requests to be
approved to offer an additional qualification type or Science syllabus with a practical
component.
2.6.4 Usually our inspections are unannounced and take place during a series. However, we may
inspect a centre outside the main exam period. We may inspect any part of a centre’s
premises or systems or procedures connected with the delivery of our assessment.
2.6.5 We may withdraw your centre status if our inspection indicates that you are not meeting our
standards or regulations.
2.6.6 Inspectors must be accompanied by a member of the Centre staff at all times during their
visit.
2.6.7 In addition to Inspections, you must assist us in carrying out any reasonable monitoring
activities necessary for the secure and effective delivery of assessment.
2.7 Candidates
2.7.1 We do not communicate directly with school candidates about administration of exams. You
must communicate with candidates with respect to every aspect of our programmes,
qualifications and assessments. However, we communicate directly with individual private
candidates.
2.7.2 You must provide your candidates with:

the dates and times of their assessments including periods of Full Centre Supervision,
confirmation and details of entry for each assessment,
confirmation and details for their provisional results for each assessment, and
every results and every certificate we issue for them.
2.7.3 You must not enter any candidates for any of our assessment before you receive full
payments of their entry fee (if this applies to a centre). If you do not take payment before
entering a candidate, you must still pay the entry fee to us and we will not stop the candidate
sitting the exam or receiving their qualification, or otherwise communicate with either party
about the non-payment.
Page 8 of 94
© BEC 2020
Function BGCSE
2.7.4 You must make sure your candidates have access to suitable rooms and specified
equipment and materials for their assessment that involve practical tests.
2.7.5 Before the start of any of our assessments you must confirm the identity of all the candidates
present.
2.7.6 You are responsible for submitting your candidates work. As part of the responsibility you
must make sure that the work in every candidate assessments submission meets the criteria
in the syllabus for the series.
2.8 Exam Administration
2.8.1 To make sure exams are administered effectively, you must, by the deadlines set out in this
guidelines or related documents or otherwise communicated by us, send to us or capture in
Malepa application:
personal details of candidates.

estimated entries for coursework syllabuses.
marks for internally assessed components except for Agriculture paper 3 (and any
required moderation samples).
any other information that we have asked for in our instructions for example Forecast
Grades
if you want to make any application for Special Consideration you must follow the
regulations set out in section 13.8 of these guidelines.
2.8.2 You must keep the exam materials secure at all times after you have received them. You
must check that you have received the correct version of materials for the series.
2.8.3 You must carry out the following in accordance with our guidelines:
Secure storage of all exam materials.

Distribution of exam papers to candidates.
Collection of scripts, question papers and any other material at the end of each exam and
secure return of scripts.
2.8.4 You must appoint suitable invigilators and must make sure exams are carried out in
accordance with these Guidelines: You are responsible for costs associated with this.
2.8.5 You must make sure all staff directly involved with the administration of exam understands
Key Time and Full Centre Supervision regulations. Candidates must be constantly and
effectively supervised during any exam, or period of Full Centre Supervision, to ensure
compliance with Key Time regulations.
2.8.6 You will work with us to prevent malpractice and in particular, you must:
make sure candidates are aware of restricted materials not allowed in the exam room.
Page 9 of 94
© BEC 2020
Function BGCSE
immediately report any established suspected or alleged cases of malpractice.

assist in any investigation into suspected malpractice
promptly provide information and advice regarding suspected malpractice
promptly provide information and advice we may require to assist with any investigation
2.8.7 You must submit and process any enquiries about results or appeals in accordance with the
regulations set out in these guidelines.
2.8.8 You must keep unclaimed certificates under secure conditions for a minimum of 24 months
from date of issue and not destroy unclaimed certificates.
2.9 Support and Communication with BEC
2.9.1 Correspondence with Us
All correspondence between you and us must be in English. This applies even when the
assessments are offered in a language other than English.
The Head of Centre or the designated Chief Invigilator may sign letters from the Centre to
Botswana Examinations Council. Legal notices must be signed by the responsible
person.
When you receive a communication or an email from us, which requires a response, you
must respond within the specified time frame.
You must include the following in all your messages to us:
Centre Name and Centre Number
Name, position and title of the member of staff sending the message and for continuing
correspondence. The reference number included in our initial response should be
reflected.
2.9.2 Communication Method and details
2.9.2.1 Written communication
For general administrative queries, we prefer you use formal written correspondence
addressed to the Chief Executive Officer at:
Botswana Examinations Council
P/bag 0070, Gaborone
Where possible please supply and communicate with us using a specific email address
that is connected to a particular role at your Centre, for example; [email protected]
or a web based email ([email protected])
Page 10 of 94
© BEC 2020
Function BGCSE
2.9.2.2 Telephone communication
Telephone: 3650700
Fax: 3164203/3185011
Toll Free No: 0800601025.
2.9.3 Software and Online Services
You must make sure that the user names and passwords we issue are only given to staff authorised
to access the relevant online services or software. If you do not comply we may suspend all services
with you or withdraw your access rights. For our Online Services, contact us at:
2.9.3.1 Malepa support

[email protected]
3650860/888/855
2.9.3.2 Website: www.bec.co.bw

Facebook: Botswana Examinations Council
Twitter: @ Bots _Exams
IMPORTANT NOTE: We do not accept responsibility for any misinterpretation of information,

advice or guidance given by telephone.
2.10 Ownership of Question Papers
All our examination question papers remain our property. You can use the paper after the exam, in
accordance with either:
the 24 -hour Security rule (see section 14.4 of these Guidelines) or

regulations specific to the conduct of a particular component.
We retain all intellectual property rights to the question papers.

2.11 Copyright in Exam Material
We assert our ownership in the copyright and all other intellectual property rights in all the material
which we deliver to you including syllabuses, question papers and other materials relating to the
programmes and qualifications, except where we have attributed work to a third party.
You may reproduce copies of past question papers and other material for which we hold copyright,
for your internal purposes provided that copies are:
limited to one copy per candidate entered for the syllabus.

used exclusively by candidates at the centre in connection with their class work or
internal assessment.
not offered for sale or distribution under any circumstance.
Page 11 of 94
© BEC 2020
Function BGCSE
reproduced with all our copyright symbols, trademarks acknowledgement and notices
intact.
not passed to any other third party.
you must not distribute past question papers electronically, including websites, even if
they are only accessible over your intranet.
if staff at your centre wants to use material we own in any publications which they are
developing, they must ask for permission to do so.
For Cambridge International borrowed syllabuses you must refer to the relevant sections (L1 – L5)
of the 2020 Cambridge Handbook (International) on page 14-15.
2.12 Ownership of Assessed Material
All material submitted for assessment will become our physical property. We do not return exam
scripts to you.
2.13 Key Dates and Activity Overview
Refer to the hard copy of the yearly calendar.
Page 12 of 94
© BEC 2020
Function BGCSE
In this section:
3.0 Declaration of Interest
3.0 Declaration of Interest

3.1 Heads of Centre, Chief Invigilators whose children or close relatives will be sitting for the
examinations should declare their interest by completing BEC/EAC/BGCSE/G01/F04 -
Declaration of interest Form: Chief Invigilators and submit it to the Chief Executive
Officer, Botswana Examinations Council and copy the correspondence to your Regional
Director.
3.2 All Senior Invigilators and Invigilators whose children or close relatives will be sitting for the
examinations should declare their interest by writing to the Head of Centre.
Page 13 of 94
© BEC 2020
Function BGCSE
In this section:
4.0 Cambridge International Regulations on Conduct of Examinations
4.1 General Data Protection Regulations
4.0 Cambridge International Regulations on Conduct of Examinations

For Cambridge International syllabuses; General Certificate of Education (GCE) Ordinary Level
Statistics, Additional Mathematics and BGCSE French, Cambridge Regulations are applicable and
must be complied with fully. Members of staff responsible for the administration of Cambridge
International Examinations must be familiar with the Cambridge Handbook 2020 (International)
especially the regulations relating to the Security and Conduct of Examinations in section 4 and 5. A
copy of the Cambridge Handbook 2020 (International) will be provided to each centre administering
Cambridge International syllabuses.
4.1 General Data Protection Regulations
We take the protection of personal data seriously. In this section, processing personal data and
sensitive personal data have the meaning referred to below.
4.1.1 You must make sure that all your candidates (if 16 years or over) and their parents/guardians
understand that we will use their personal data (for example, their names, candidate
numbers_ and where relevant video evidence of candidate performance for the purposes of
delivering our qualification through your centre, including processing exam entries and
results, marking exam scripts, issuing certificates, processing enquiries about results and
investigating cases of malpractice. You must also make sure that when applications for
Access Arrangements, Special Consideration or the withdrawal of entries are made,
candidates (if 16 years or over) and their parents/guardians understand that we will use their
sensitive personal data for the purposes of processing these applications. You must also
obtain their consent for such use. You must make sure you keep a record of the consent
given, even if that consent is only given orally. That record must be made available to us
when we ask for it.
4.1.2 You must make sure that all your candidates (if 16 years or over) and their parents/guardians
understand that we will process their personal data for the following legitimate business
purposes:
(i) To carry out research, standards setting and other activities that are related to the
business of delivering qualifications (including assessments), all of which are aimed
at ensuring delivery, as well as integrity of our qualifications and protection of
candidates.
Page 14 of 94
© BEC 2020
Function BGCSE
(ii) To understand the needs of candidates and other users of our qualifications and to
carry out marketing.
(iii) To provide training to those involved in the provision of educational services in

relation to our qualifications, for example, teachers and examining personnel.
(iv) For internal business purposes, including management of risks, protecting the
security of personal data in our possession and carrying out internal record-keeping
and audits.
(v) To share the personal data with other parts of our organisation, including agents (e.g.
Student Placement Department) and representatives which process the personal
data on our behalf for the purposes described in these guidelines.
(vi) To share the personal data with universities and college admissions services and in
order to facilitate the candidates’ relevant application.
(vii) To comply with applicable law or a court order or governmental regulation or for the
purpose of any criminal or other legal investigation or proceeding here or abroad.
4.1.3 You must make sure that candidates or their parents/guardians as appropriate, understand
that Botswana Examinations Council may use anonymised data (that is, data that does not
identify a candidate) and pseudonymised data (that is, data that is anonymous to the people
who receive it) for research purposes and may share that data with third parties also for
research purposes. The third party recipients of candidate data are required to abide by strict
data protection principles in their handling of the data and are also bound by a duty of
confidentiality.
4.1.4 You must make sure that all candidates or their parents/guardians as appropriate understand
that Botswana Examinations Council may transfer candidate data outside of Botswana, for
example, for the processing of entries and results.
Page 15 of 94
© BEC 2020
Function BGCSE
In this section:
5.0 Coursework
5.1 Definition of Coursework
5.2 Supervising of Coursework
5.3 Internally moderating your marks
5.4 Marking Coursework
5.5 Incomplete or Extra Coursework
5.6 Unsatisfactory Practice
5.7 Moderation of Coursework
5.8 How to complete the forms
5.9 Coursework Submission Requirements
5.10 Preparing Samples for Despatch
5.11 Submission for BGCSE French Speaking Test
5.12 What Materials do Centres Need to Keep
5.13 Moderation Report
5.14 Returning Candidates Work
5.15 Resubmitting Coursework in Later Series
5.16 Submitting Coursework for External Competition
5.0 Coursework
5.1 Definition of Coursework
5.1.1 Coursework refers to any component specified by the syllabus that is assessed in the Centre
by the Centre’s teachers as a requirement of the Syllabus. Coursework marks may be used
for purposes of final grading, and when used in that manner, the marks are moderated by us.
5.1.2 You are responsible for the accuracy, quality and integrity of any marks or data submitted to
us and agree to pay our costs in correcting any errors you tell us need correcting. By
submitting any marks or data you are confirming you have carried out all accuracy, quality or
integrity checks necessary and you are solely responsible for any direct or indirect
consequences of us using those marks or data. Revised marks will not be accepted after the
release of results.
5.1.3 You are expected to make the necessary preparations for coursework assessment and the
submission of coursework marks to us. We are responsible for the training of teachers on the
application of the marking criteria. You must ensure that candidates’ work has been marked
in accordance with the assessment criteria provided by us. The marking criterion is intended
to ensure standardised marking at a national level. It is essential that the marking criterion is
adhered to in order to facilitate the moderation of centre scores by us. Where there are
indications that the marking criteria was not being adhered to, Centres will be required to re-
mark. Where a centre has been requested to re-mark its candidates work, the cost of
transport, subsistence allowance and meal allowance for the teachers from the centre will be
borne by the centre.
Page 16 of 94
© BEC 2020
Function BGCSE
5.1.4 BGCSE Syllabuses with coursework components
Syllabus Code Component

Development Studies 0586 03
Design and Technology 0595 02
Art and Design 0596 05
Computer Studies 0597 03
Agriculture 0599 03
Fashion and Fabrics 0612 02
Home management 0613 02
Physical Education 0616 02
Music 0617 03
BGCSE French, Code 0618 Paper 3: This is a speaking test set by Cambridge International
and assessed by teachers in accordance with the assessment criteria provided.
5.2 Supervising Coursework
5.2.1 We do not expect candidates to undertake coursework without guidance and supervision
from teachers. More specifically, teachers are expected to:
(i) assist with the choice of topics for investigations and projects;
(ii) identify sources of information such as organisations or individuals who might be able
to help;
(iii) provide advice on length, approach and treatment
(iv) promote coursework as an integral part of the course, and ensure that candidates are
given regular class work (and homework) which relates to the coursework.
5.2.2 In addition to the provisions of 5.2.1 above, teachers are expected to:
(i) continue supervision of work to prevent plagiarism and to monitor progress;
(ii) distinguish between deliberate copying and an innocent over-reliance on books or

other published materials;
(iii) require candidates to state their sources;
(iv) ensure that the work is completed in accordance with the syllabus requirements and
that it can be assessed in accordance with the specified criteria;
Page 17 of 94
© BEC 2020
Function BGCSE
5.2.3 Coursework must be a candidate’s own unaided work. Unless where there is subject-specific
guidance that says otherwise, teachers can support candidates by reviewing their work
before it is handed in for final assessment. Teachers can do this orally or through written
feedback. Their advice should be kept at a general level so that the candidate leads the
discussion and makes the suggestions for any amendments.
5.2.4 Teachers must not give detailed advice to individual candidates or groups of candidates on
how their work can be improved to meet the assessment criteria.
5.2.5 Teachers must not amend candidates' work.
5.2.6 Candidates must not use online tools which act as writing assistants in the production of their
coursework. Online writing assistant tools identify specific sections of the candidate’s work
where a correction or improvement to style or tone should be made and may propose
specific words that should be used instead. (New)
5.2.7 Teachers must record full details of the nature of any assistance given to individual
candidates beyond that specified above.
5.2.8 Teachers must record full details of any other help they give to individual candidates, or any
evidence that the candidate has received specific or detailed advice and correction to their
work. They should record this information on their Individual Candidate Record Card, which
is in the samples database (www.cambridgeinternational.org/samples). Teachers must
consider this help when they give marks for the work. (New)
5.3 Internally Moderating your Marks
5.3.1 If more than one teacher is involved in the marking of coursework for a component, you must
internally moderate the marking across teachers and teaching groups. This makes sure all
candidates have been assessed against the same standards for a particular syllabus.
5.3.2 For each moderated coursework component, the internal moderator must make sure that a
valid set of marks is produced for candidates from your Centre. You must produce a list of all
candidates in descending order of marks- we call this a rank order. Submit these marks and
record them on the Centre order of Merit form and submit to us. (New)
5.3.3 Standardisation within a centre is achieved by all teachers involved in assessing samples of
work from across the mark range, coming to an agreement on the marks to be awarded.
Marks from some teaching groups may be moved up and down to make sure they are
consistent for the whole Centre. Round up all or any part marks to reach the final total.
5.3.4 To complete internal moderation, each centre must select one teacher per component to act
as an internal moderator. The internal moderator is usually a Senior Teacher (but can be a
subject teacher). Their responsibility is to check that all teachers for each coursework
component are marking consistently to the same standard. The internal moderator may
move marks for some teaching groups up or down to make sure they are consistent for the
whole centre. (New)
Page 18 of 94
© BEC 2020
Function BGCSE
5.3.5 If only one teacher is involved in the marking of a coursework component, you do not need to
internally moderate your candidates’ marks before you submit them to us. (New)
5.3.6 You are required to ensure that the work presented is the candidate’s own work and that the
work is only carried out within the school premises.
5.3.7 You should not submit a candidate’s mark and/or project if there is any doubt about the
authenticity of the candidate’s work. Where we are in any doubt of the originality of
candidate’s work, an investigation will be initiated.
5.4 Marking Coursework
5.4.1 The teacher must award marks for coursework in line with the criteria specified in the
syllabus. They must provide evidence of how they have awarded marks, using the
documentation we have provided for that syllabus.
5.4.2 The teacher must apply the marking criteria to all pieces of work, without regard to the stage
of the candidate’s coursework at which they were produced.
5.4.3 We recommend you do not communicate marks for internally assessed components to
candidates until they have been externally moderated. This is because it is possible for
marks to be adjusted in this process. We do not require you to grant candidates the right to
appeal these internally assessed marks before you submit them for external moderation.
5.5 Incomplete or Extra Coursework
5.5.1 In cases where the coursework component of a syllabus specifically requires candidates to
produce several distinct pieces of work, you should credit a candidate who fails to complete
all parts of the coursework only with the marks that he/she has earned for the work
submitted, and no compensation should be made unless an application for shortfall in
coursework has been made and accepted by us.
5.5.2 If a candidate provides more than the prescribed number of pieces of coursework, the worst
piece(s) should be disregarded in awarding the candidate’s mark, always subject to the
satisfaction of the requirements of the syllabus about the nature of the work.
5.5.3 Failure to submit work and absent candidates
5.5.3.1 If a candidate is entered for a coursework component but fails to submit any coursework,
they are not eligible for the award of a grade in that syllabus and will receive a ‘NO RESULT’
outcome.
Page 19 of 94
© BEC 2020
Function BGCSE
5.5.3.2 When completing Summary Mark Sheets and Attendance Register, the teacher must
indicate with ‘A’ not “0” in both the Summary Mark Sheet and the Attendance Register
against the candidate number and name in a row.
5.6 Unsatisfactory Practice
5.6.1 Where individual teachers or Centres fail to meet our requirements for coursework, further
guidance will be provided.
5.6.2 When, in our sole judgement, a significant problem has occurred, we may ask you to find
another person to assess coursework components in future exam series.
5.7 Moderation of Coursework
We will moderate all coursework marks to ensure that standards have been applied well by all
Centres. To facilitate the moderation exercise, Centres are expected to record candidates’ marks on
to individual candidate mark sheets provided by us and Summary Mark Sheets generated from the
Malepa application by the dates shown on the schedules at the back of the Timetable sent to
Centres for the series. Centres are urged to capture the coursework marks in the Malepa application
and submit the Summary Mark Sheets to the Chief Invigilator before the start of the moderation
exercise. The only Coursework marks that Centres cannot capture into the Malepa application is for
Agriculture.
IMPORTANT NOTE: Centres that have not have captured their coursework marks in the system by
the start of the moderation will not be moderated.
5.8 How to Complete the Forms
Include the marks of all candidates entered for a component, not just the marks of the candidates in
the sample.
(i) The total marks you enter on your forms must add up correctly and must not exceed
the maximum mark.
(ii) If only one teacher was involved in the assessment, enter the breakdown of the
marks and fill in the “total mark” column of the summary mark sheet. The marks in
this column must match the marks you submit to us through the Malepa application.
(iii) If more than one teacher was involved in the assessment, you must also enter the
standardised marks in the “centre mark” column of the Summary Mark Sheet. The
marks in this column must match the marks you submit to us through Malepa
application.
(iv) If a candidate has not completed any work for the component, indicate that they were
absent by filling the centre mark field in with an “A”.
Page 20 of 94
© BEC 2020
Function BGCSE
5.9 Coursework Submission Requirements
In order for Centres to be moderated, they are expected to submit the following to us for moderation:
5.9.1.1 A well completed Summary Mark Sheet will have the following features;
(i) Filled in black pen.

(ii) Have no blanks.
(iii) Have no X as a mark.
(iv) Have no zero (0) for an absent candidate.
(v) Have no dash as a mark.
(vi) Be clean and neat.
(vii) Be signed by three people – Chief Invigilator, Senior Teacher for the syllabus and a
Teacher who marked the candidate as indicated on the Individual Candidate Mark
Sheet.
5.9.1.2 Accurately completed Attendance Registers.
5.9.1.3 Candidates’ projects, folios and cards where applicable.
5.9.1.4 Individual candidates’ mark sheets.
5.9.1.5 Completed Coursework Submission Check Form for Centres.
5.9.1.6 Ensure that candidates present written coursework on A4 paper, unless stated otherwise in
the syllabus;
5.9.1.7 For 0618, BGCSE French speaking test component, a single CD or DVD containing all the
recordings in your sample. We also require the working mark sheet and the coversheet
sending with the sample. (New)
5.9.1.8 For the Music Performing component, a CD or DVD containing all the recordings of your
sample must be submitted to us.
5.9.1.9 For 0616, Physical Education component where we require video evidence of candidates’
performances, a full-sized DVD can be played on a standard DVD player. If you do not
provide video evidence in the correct format we will not issue a result for the syllabus. Make
sure the video evidence is stored securely until submitted.
5.10 Preparing samples for Despatch
5.10.1 Make sure each piece of work in your internally assessed sample is clearly identified with
your centre number, the candidate number, the syllabus and component.
5.10.2 We recommend you use the “Coursework Identification labels” we send in the early materials
despatch.
Page 21 of 94
© BEC 2020
Function BGCSE
5.10.3 Each CD or DVD you send us must be clearly identified with your centre number, syllabus
code and component code. Write this information on CDs and DVDs using CD/DVD marker,
not a label.
5.10.4 Please enclose a list of candidates’ tests in order of recording. This list should include;
Your centre number
Syllabus and component code
Candidate number and name of each candidate included
IMPORTANT NOTE: Pack these items carefully so that they do not get damaged in transit. Avoid
sending items of value, large, bulky or fragile items by post.
5.11 Submission of BGCSE French Speaking Test
You must capture your marks into the Malepa Application and not through the pre-printed Internal
Assessment Mark sheets (MS1) as this has been discontinued. (New)
5.12 What Materials do Centres Need to Keep
You must keep the following materials and information until after the results enquiries period:
A record of the work sent

A record of marks awarded, for example, a print out of your Malepa internal marks report
A summary of how marks were standardised if applicable
All of the assessed coursework of all candidates not submitted to us
Copies of all the recordings of all candidates who took the speaking tests
Copies of attendance register of all candidates who did coursework.
Copy of each individual Candidate Mark Sheet. These forms are an important part of the
assessment process and we may need to refer to them for quality assurance.
IMPORTANT NOTE: Store all projects securely until after enquiries about results has passed. Do
not return the materials to candidates until after the results enquiries about results period has
passed.
5.13 Moderation Reports
We will send you a moderation report from the moderator which provides feedback on your
assessment of an internally assessed component. This report will be sent to you with the principal
examiner’s report at the end of each exam series.
5.14 Returning Candidates work
We do not return candidates coursework submitted to us.
Page 22 of 94
© BEC 2020
Function BGCSE
IMPORTANT NOTE: All work specified for the examinations is the property of the Botswana
Examinations Council. However, at the discretion of the Council, some work such as artefacts and
projects may be returned to the Centres and ultimately to the candidates.
5.15 Resubmitting Coursework in Later Series
Coursework is not submitted in later series. Marks from the previous series are carried forward in
selected syllabuses of Development Studies, Design and Technology, Agriculture for private
candidates only.
5.16 Submitting Coursework for External Competitions
5.16.1 You may submit your coursework for external competitions. If you chose to do so, you must
not state that the work is also being used for the purposes of coursework for examinations.
5.16.2 This work will be judged against different criteria when being assessed as coursework from
the criteria used for the purposes of the competition, and the outcome should not be
assumed to be the same.
Page 23 of 94
© BEC 2020
Function BGCSE
In this section:
6.0 Conduct of Practical Examinations

6.1 Introduction
6.2 Science Practical Examinations
6.3 Food and Nutrition Practical Examinations
6.4 Computer Studies Practical Examinations
6.5 Conducting Listening Examinations
6.0 Conduct of Practical Examinations

6.1 For all practical tests in Sciences, Food and Nutrition and Computer Studies
6.1.1 Special care should be taken to prevent communication between the candidates, especially
where the arrangements require candidates to move from one part of the room to another.
6.1.2 Centres should observe the seating arrangements rule. If the space allows for a greater
distance between candidates then this is recommended.
6.1.3 Syllabus specialists are not allowed to move around the room unless they are summoned for
assistance by the invigilator/examiner.
6.1.4 Practical examinations must be conducted under conditions that will provide all candidates
with the opportunity to complete their tasks and to display their true level of attainment in the
syllabus concerned.
6.2.1 The requirements for science practical examinations in each syllabus are usually given in the
Instructions to Supervisors for the series.
6.2.2 These instructions are sent to Centres about two months before the examinations starts.
6.2.3 These Instructions to Supervisors must be regarded as confidential and are intended to
enable members of staff to make proper preparations for the examinations.
6.2.4 Where confidential materials such as instructions for practical examinations are required to
be opened in advance of the examination, strict precautions must be taken to safeguard
them after they have been opened.
6.2.5 They must not be removed from the secure storage facility; rather the Supervisor should jot
down information needed and leave the instructions with the Chief Invigilator for secure
storage until a day prior to the scheduled time of the practical examination where they are
issued to the supervisor for preparation.
Page 24 of 94
© BEC 2020
Function BGCSE
6.2.6 No information contained in the instructions must reach the candidates, either directly or
indirectly.
6.2.7 It is essential that the syllabus specialist or a technician who set up the room must be
present in the examination room at the start of the examination and as necessary thereafter,
to deal with technical difficulties that may arise including matters of safety
6.2.8 If the number of candidates for a practical test is larger than can be accommodated at one
time, the candidates may be divided into manageable groups.
6.2.9 All groups must take the examination on the same day and there should be minimum
possible delay between the sessions.
6.2.10 Arrangements must be made to keep the groups apart until all candidates have completed
the examination. In particular, arrangements must be such that there is no contact between
candidates who have completed the examination and others who are waiting to start the
examination.
6.2.11 If equipment is limited, the invigilator, in consultation with the syllabus specialist/technician,
may make arrangements for some candidates to begin their work with one question, and
some candidates with another question.
6.2.12 Where candidates need to change between one set of apparatus and another, the syllabus
specialist or technician must reset the equipment back to its original state each time unless
the confidential instruction say otherwise. The changeover time is in addition to the time of
the exam. Invigilators must make sure candidates must not communicate with each other
during the change-over. The syllabus specialist and any invigilators should include any forms
we ask for in the instructions with the answer scripts. (New)
6.2.13 If there are any problems during the practical that disadvantage the candidates, for example,
the equipment is faulty, the supervisor should record it in their report. They should then talk
to the chief invigilator about applying for special consideration
6.2.14 For practical tests one invigilator must be present for every twenty (20) candidates and at
least two (2) invigilators must be present when a test is being conducted even if you have
fewer that twenty (20) candidates sitting the test. (New)
6.2.15 A syllabus specialist should take responsibility for the Supervisor’s Report.
6.2.16 The Supervisor should submit the report to the Chief Invigilator immediately at the end of the
practical session.
6.2.17 When there are separate sessions of the examination, it may be necessary to complete a
separate Supervisor’s Report for each session.
Page 25 of 94
© BEC 2020
Function BGCSE
6.2.18 The Supervisor’s Report varies for each syllabus as indicated below:
(i) Biology: The report form is attached at the back of each candidate’s script. The
report must be signed and dated as specified in the form. Only the first candidate
script in the packet should be completed.
(ii) Chemistry: The report form is attached at the back of the “Confidential Instructions”.
The report must be signed and dated as specified in the form. It should be completed
and submitted together with the scripts.
(iii) In addition, the Supervisor should provide sample answers for all the questions for
each session (or each laboratory where necessary). The Supervisor should perform
the experiment at the same time with the candidates but in the preparation room out
of sight of the candidates and answer the questions on the question paper. The
Supervisor should indicate on each script of sample answers, the session time (the
laboratory where necessary) and the candidates’ list for the session.
(iv) Physics: The report form is attached at the back of the “Confidential Instructions”.
The report must be signed and dated as specified in the form. It should be completed
and submitted together with the scripts.
IMPORTANT NOTE: For Biology and Physics, a detailed report of the materials provided for the
experiment is adequate to assist the Examiners, while for Chemistry, the report must be
accompanied by sample answers for the questions from the supervisor
IMPORTANT NOTE: For Chemistry practical examinations at least two syllabus specialists should
be available in the laboratory.
6.3 Food and Nutrition Practical Examination
Food and Nutrition Practical Examination is divided into two sections, namely: planning session and
practical examination session.
6.3.1 Planning Session
(i) Planning session for this practical examination will take place on the 01 September
2020 at 8.00 am.
(ii) Practical Examination question papers are sent to Centres about two months before
the practical examination starts.
(iii) The practical examination question papers must be locked away in a place of high
security, ideally a strong room.
Page 26 of 94
© BEC 2020
Function BGCSE
(iv) Chief Invigilators should prepare for this examination in the same way they do for any
other examinations. Sufficient invigilators must be appointed to ensure that the
examination is conducted well.
(v) Syllabus specialists should be present in the examination room at the start of the
planning session to assist with distribution of planning sheets and /or textbooks that
may be requested by candidates.
(vi) Syllabus specialists are not allowed to move around the room unless they are
summoned for assistance by the Invigilator.
(vii) Syllabus specialists should be present at the end of planning session to assist the
invigilator in collection of candidates’ scripts to be stored by the Chief Invigilator.
(viii) Only the shopping list duplicate should be given to the syllabus specialist for
preparation.
6.3.2 Practical Examination Session
(i) This usually takes place about a week from the planning session. Time is given to
allow the Centres to compile the shopping list and be ready for practical examination.
(ii) There must be one BEC examiner for every 6 to 8 candidates for practical
examinations and one invigilator available. (New)
6.4 Computer Studies Practical Examination
(i) Where candidates sit an exam in a computer laboratory, the minimum distance
between the outer edges of one monitor to the other should be 1.25 metres.
(ii) If you cannot meet this requirement, candidates must sit at alternate monitors or in
screened booths. Screened booths may restrict invigilators’ view of candidates. In this
situation, increase the number of invigilators.
(iii) If the number of candidates for a practical test is larger than can be accommodated at
one time, the candidates may be divided into manageable groups.
(iv) All groups must take the examination on the same day and there should be minimum
possible delay between the sessions.
(v) Arrangements must be made to keep the groups apart until all candidates have
completed the examination. In particular, arrangements must be such that there is no
contact between candidates who have completed the examination and others who
are waiting to start the examination.
(vi) There must be one invigilator for every 20 candidates for practical tests.
Page 27 of 94
© BEC 2020
Function BGCSE
(i) Where confidential material is pre-recorded on CDs or other media, they should have
been tested before use. (Refer to section 8.2.6- Testing of CDs).
(ii) Two members of staff must independently check they have the correct question
paper packet before opening it. This includes checking the dates of the exam to make
sure they are within the published window. (New)
(iii) Make sure candidates are given time to write their name, candidate number and
centre number on any work they want to hand in before the invigilator plays the CD.
(New)
(iv) Ideally a member of staff, who speaks the language of the listening examination,
should be readily available to deal with technical difficulties. If the teacher prepared
the candidates for the subject under examination, they must not be the sole
invigilator.
(v) Noise from the outside of the exam room does not constitute a serious emergency.
The invigilator should warn candidates of this before the exam begins.
(vi) The invigilator must not stop the CD once started, except in case of emergency.
(vii) If the exam is stopped because of emergency, the invigilator should restart the CD at
exactly the same place once they have dealt with the emergency.
(viii) The invigilator must include a report with the candidates’ scripts, indicating at which
point in the exam, the interruption took place, the nature of the incident and the length
of the interruption.
(ix) If there is a good reason to doubt whether all candidates heard certain items, the
invigilator must identify these items in the report and give the reason for doubt.
(x) Contact us if equipment fails during the examination.
(xi) At the end of the exam, you must ensure that you undertake appropriate antivirus
checks on any CD to be submitted to us. (New)
IMPORTANT NOTE: We have published a brief guide to invigilating practical and listening
examinations. A copy of the guide has been provided as Appendix A.
Page 28 of 94
© BEC 2020
Function BGCSE
In this section:
7.0 Submission of Forecast Grades
7.0 Submission of Forecast Grades

7.1 A Forecast Grade is the grade a teacher expects a candidate to achieve for the syllabus.
Forecast grades provide us with important information during the grading and Special
Consideration processes.
7.2 The submission of Forecast grades by Centres is compulsory for school candidates. We do
not expect to receive Forecast Grades for private candidates because it is not possible to
make a reasonable forecast of their performance.
7.3 Centres are expected to input the Forecast Grade in to the Malepa application available on-
line and reports generated for verification.
7.4 Forecast Grades should be received at BEC by 30 September of the examination year. The
forecast grade should be a realistic prediction of the grade the candidate is expected to
achieve in the examination. It is intended to be the teacher’s assessment of the quality of the
candidate’s work during the course or some measure of the effort the candidate has made.
7.5 The final grades issued to the candidates will depend only on the quality of their work in the
examination (and any coursework), and Forecast Grades are not used as part of the
assessment.
Page 29 of 94
© BEC 2020
Function BGCSE
In this section:
8.0 Preparation for the Examination

8.1 Safe Custody of Question Papers and Other Examination Materials
8.2 Pre-Exam Question Paper Despatches
8.0 Preparation for the Examination
8.1 Safe Custody of Question Papers and Other Examination Materials
8.1.1 Secure Strong Room Requirements
Examination question papers must be locked away in a place of high security, ideally in a fixed
building where the walls, ceilings and floors are of solid construction. The room should preferably be
windowless. If the room has windows then they must be burglar barred to the specification provided
by us. The doors to the strong room must have robust locking system and burglar barred with robust
burglar bars. The strong room should preferably be fitted with alarm system or CCTV cameras which
must be switched on at all times.
8.1.2 Strong Safe or Non-portable Re-enforced Steel Container Requirements

The secure container inside the strong room should be a strong safe or non-portable, lockable
reinforced steel or metal cabinet or other similar container must be used. The cabinet must be
securely fixed to the wall/ground and must be encased in sufficiently strong metal bars. The doors
must have robust lockable bars. Robust locks like double throw 5-lever locks must be used to
secure both the room and the cabinet.
Centres must ensure all the sharp edges inside the storage cabinets are blunted to reduce incidents
of question paper packets and script packets been torn. (New)
Centres must ensure they have enough space in their secure storage facilities before the question
papers are delivered. This is to avoid question paper packets being packed too tightly or forced in
and out of the cabinets/shelves which can lead to tearing or damaging of the packets and their
contents. (New) Refer to BEC/EAC/BGCSE/Man01- Manual for Secure Storage of Exam
Materials at Centres
8.1.3 Key Holding Arrangements
8.1.3.1 Access to the strong room or containers must be restricted to a minimum of two and a
maximum of three key holders.
8.1.3.2 Key holders do not need to be senior members of staff, but they should have a clear
understanding of our question paper regulations. It is up to the head of centre to nominate an
appropriate member of staff to be a key holder. Only key holders should have access to the
secure room and to the secure container holding the question papers and confidential
material.
Page 30 of 94
© BEC 2020
Function BGCSE
8.1.3.3 Each key holder should be able to access the examination material independently, in case
the other key holders are not available for unexpected reasons.
8.1.3.4 Keep the keys and any access code to both the secure container and the room in a safe
place where unauthorised people cannot access them, for example, a small metal key safe
with a combination lock.
8.1.3.5 When storing question papers and confidential materials, the secure container and the
secure room must be securely locked at all times.
8.1.3.6 When a candidate is entered for BGCSE or Cambridge Assessment International Education
(Cambridge International) GCE O Level and BGCSE French examinations at a centre where
a relative is employed, the Head of Centre must ensure that during the examination session
the candidate’s relative does not have unaccompanied access to examination materials,
either before the examination (e.g. question papers) or after the examination (e.g. answer
scripts).
8.1.3.7 If the relative in question is acting as the centre’s Chief Invigilator, they must complete a
BEC/EAC/BGCSE/G01/F04 - Declaration of Interest Form which Chief Invigilators are
provided with. If the relative is not Chief Invigilator they should write a letter of declaration to
the Head of Centre. Appropriate arrangements must be made to ensure that other senior
personnel in the centre are always present for all the administration relating to the
candidate’s examinations.
8.2 Pre-Exam Question Paper Despatches
We send you the following despatches before the exams. Depending on your entries, these
despatches contain all the materials that you need to administer our exams.
i) Early material despatch: This is based on your estimated entries. Question papers,
confidential instructions and examination material for specific components, such as
practical, project or speaking components where materials are needed before the main
timetable period. Some early items are despatched using final entries only.
ii) Main question paper despatch: This is based on your final entries and contains the
following:
All remaining question papers for the main timetable period.
Despatch notice/advice notes from printers: Documents confirming the details

of your entries as reflected in the delivery note sent to your centre.
Stationery: Exam stationery, including multiple choice answer sheets, key

administrative documents, scripts return envelopes and attendance registers
for BEC Private Centres.
Page 31 of 94
© BEC 2020
Function BGCSE
All examination material despatches must be checked and verified on receipt by the Chief Invigilator
in the presence of senior invigilator.
8.2.1 Checking of Examination Materials
The Chief Invigilator and senior invigilator should check and verify the items and the count listed in
the delivery note and despatch notices from the printers against materials received and provide
comments where necessary.
(i) Delivery Note: is used to verify the list and count of boxes of question papers,
stationery, including multiple choice answer sheets, key administrative documents
and scripts return envelopes. The chief and the senior invigilators must sign and date
the form as provided at the bottom. A copy of the signed records of delivery notes
should be sent to us within a week of receipt of examination materials, while the
original notes are kept by the centre.
(ii) Despatch Notice/Advice Notes from Printers: these are documents confirming the
details of your entries- The chief and senior invigilators must check and confirm with a
tick (√) the count of every syllabus component against the Total Syllabus Entries
report from Malepa application and provide comments where necessary. The chief
and the senior invigilators should sign and date the form at the bottom of each page.
A copy of the signed records of despatch notice/advice notes should be sent to us
within a week of receipt of examination materials, while the original notes are kept by
the centre.
(iii) Appendix E - BEC/EAC/BGCSE/G01/A05 - Additional Materials list is to be used

as a guide to check materials that are required for each component.
We must be informed immediately if the security of the question papers or confidential instructions is
put at risk by fire, theft, loss, damage, unauthorised disclosure or any other circumstances. The
packets of question papers and other examination materials must not be opened until the time
appointed for the examination concerned, except where BEC instructs for material to be opened
once received.
IMPORTANT NOTE: Question paper packets must not be opened prior to the stipulated date of an
examination.
8.2.2 In a case where the question paper packet is torn in transit or from storage cabinet
(new)
8.2.2.1 If a packet is discovered to be torn in transit or from the cabinet storage, the chief invigilator
should take several pictures of the tear from different angles.
The pictures taken should be kept securely for investigative purposes
Page 32 of 94
© BEC 2020
Function BGCSE
It is the responsibility of the Chief Invigilator to ensure that such pictures are not
accessed by unauthorised personnel
8.2.2.2 The torn packet with its contents should be placed in a script return envelope and sealed.
The chief invigilator and a senior invigilator should both sign and date across the seal.
8.2.2.3 The incident must be reported to us immediately. The script return envelope should be stored
securely in the same secure storage.
8.2.3 We should be notified immediately if there are any discrepancies such as:
differences between the material received and the delivery or despatch note;
shortage of material received against centre's requirements;
material that has been significantly damaged in transit;
faulty media on which pre-recorded confidential material is contained e.g. CDs;
there seems to have been an excessive delay in delivery of question papers;
the confidential despatch does not show the correct centre number and address. If
this is the case, do not open the box/ outer courier packaging;
the material is for another centre or does not meet your requirements;
the seal of any question paper packet is not intact, or if there is any indication of
tampering;
a question paper packet has been opened before the examination;
8.2.4 Confidentiality of Exam Material During Checking and Verification
You must keep the confidential materials secure during these checks, until they are transferred to
secure storage.
IMPORTANT NOTE: If discrepancy is discovered for Cambridge International GCE O Level and
BGCSE French question paper then you should follow the instructions on, “complete and submit to
us the “Before the exams – Form 2” (Missing Question Paper Packets) or “Before the exams – Form
3” (Damaged or Open Question Paper Packet) from the Cambridge international website;
http://www.cambridgeinternational.org/forms. There are specific instructions on these forms which
must be followed.
8.2.5 Cambridge International GCE O Level and BGCSE French Syllabuses
For Cambridge International borrowed syllabus examinations Additional Mathematics, Statistics and
BGCSE French the following are provided:
Question Paper Packets: These must be checked against the despatch notes provided
by Cambridge International and arranged in timetable date order so as to reduce the
likelihood of opening a packet of question papers at the wrong time.
Page 33 of 94
© BEC 2020
Function BGCSE
Attendance Registers: These are printed in duplicate by Cambridge International and

these must be confirmed to be present during the checking and verification of materials. If
not notify us immediately.
Notice to Candidates: These must be posted both inside and outside of the examination
room where a Cambridge International examination is taking place.
Candidate Warning Poster: Must be posted both inside and outside of an examination
room where Cambridge International examination is taking place.
For Cambridge International GCE O Level and BGCSE French syllabus examinations centres must
have a copy of the full Cambridge Handbook 2020 (International) in the Main examination room and
a copy of section 4 and 5, and the Key Times and Full centre supervision section in any other exam
room. (New)
8.2.6 Testing of CD’s
(i) Where confidential material is pre-recorded on CD’s or other media, arrangements must be
made immediately, for such material to be spot checked on receipt (not played in full, but
check the start, the middle and the end to ensure that the CD works) according to the
instructions issued by us. Any defects must be reported to us immediately. To test for
“Acoustics,” the spot testing should be done at the appropriate volume in the same room that
will be used for the live examination.
(ii) For Computer Studies CD: the CD is checked to establish whether it is able to be opened
and run.
(iii) The testing of the CD’s should be done by the Chief Invigilator and a senior invigilator.
Syllabus’ specialists are not allowed to test the CD’s to avoid conflicts of interest EXCEPT
FOR MUSIC. (New)
(iv) Two members of staff must independently check they have the correct question paper packet
before opening it. This includes checking the dates of the exam to make sure they are within
the published window. (New)
8.2.7 Erratum notices must be opened as soon as they arrive, unless otherwise stated on the
envelope. Once read they must be tied securely to the syllabus component they address to
avoid forgetting them when the examinations are written. Store these in the secure storage
until the timetabled date and time of the examination.
8.2.8 Where confidential materials such as instructions for practical examinations are required to
be opened in advance of the examination, strict precautions must be taken to safeguard
them after they have been opened. They must not be removed from the building where they
are securely stored. When they are not in use, return them to the secure storage facility and
store them under the same secure storage as the rest of the examination materials until the
scheduled time of the practical examination.
Page 34 of 94
© BEC 2020
Function BGCSE
IMPORTANT NOTE: Do not photocopy confidential instructions.
8.2.9 The Head of Centre is responsible for making sure these materials remain confidential and
that no information about them reaches candidates. Under no circumstances should you
discuss or share the confidential instructions with other Centres. Contact us if you have any
questions about confidential instructions.
8.2.10 Examination stationery and materials must be stored securely at all times so that no
unauthorised person can have access to them.
8.2.11 Examination stationery must be opened and checked on receipt to ensure that enough
quantities have been supplied. It is important to have the examination stationery stored in a
secure lockable storage. Appendix E - Additional Materials List is to be used as a guide to
checking materials that is required for each component.
8.2.12 If you make entries for a particular component, and subsequently withdraw all entries for that
component, you may still receive question papers for that component. If this happens, store
the question paper packets unopened in your secure storage until they are collected by an
authorised officer from BEC.
8.2.13 If you have to keep answer scripts in storage before despatching them, they must be sealed
and stored under the same secure conditions as question paper packets and other
confidential examination materials.
Page 35 of 94
© BEC 2020
Function BGCSE
In this section:
9.0 Examination timetable and timetable deviations
9.0 Examination Timetable and Timetable Deviations

9.1 To maintain the security of our examinations all Centres are issued a hard copy of the
timetable. It is essential that you use the correct version of the timetable.
(i) The timetable shows the date, session and the duration of each examination, including the
range of dates for practical and oral examinations. You must also follow key time regulations
for all Cambridge International GCE O Level and BGCSE French syllabuses. Refer to section
9.2 for the Key Times and Full Centre Supervision.
(ii) All examinations must take place in the sessions stated on the final timetable. There should
be no deviation from the timetable, unless otherwise stated by us.
(iii) As soon as the timetable is available, work out how many examinations rooms you need.
Decide how you are going to make sure your candidates know where and when their
examinations will take place. You should display the timetable somewhere for all your
candidates to see.
(iv) The published timetable of examinations issued by BEC must be followed at all times except
where there are deviations. If the Centre has not received a copy of the published timetable
by May of the examination year the Centre should report to BEC immediately. The timetable
can also be accessed through the BEC website at: www.bec.co.bw.
(v) Examinations scheduled for the morning will start at 8.00 am; examinations scheduled for
the afternoon will start at 2.00 pm. Any deviation from these starting times can only take
place if a written consent of BEC has been obtained in advance of the examination.
(vi) Centres must display copies of the timetable in the examination room/s including the room
where the question papers are stored. This helps to avoid opening of the question papers at
the wrong time.
(vii) The timetable must be strictly adhered to. Any departure from the prescribed dates or times
will, as a rule, invalidate the examination. The exact length of time allotted for each paper, as
shown on the front cover of the question paper, and on the timetable, must be allowed.
(viii) If the time duration on the question paper differs from that shown on the timetable, then the
timetable duration should be followed.
(ix) If the number of candidates for a practical test is larger than can be accommodated at one
time, refer to section 6.2.8.
Page 36 of 94
© BEC 2020
Function BGCSE
9.2 Key Times and Full Centre Supervision, Cambridge International GCE O Level and
BGCSE French Syllabuses
It is most important that all Centres understand and comply fully with the regulation relating to Key
Times and Full Centre Supervision. It is recommended that staff watch the online video tutorial
regarding key times that can be found on Cambridge International website as indicated below:
https://www.cambridgeinternational.org/exam-administration/cambridge-exams-officers-
guide/phase-1-preparation/timetabling-exams/
Centres which take Cambridge International GCE O Level Syllabuses and BGCSE French should
observe that Cambridge International requires that at the Key Times stipulated below all candidates
must be under Full Centre Supervision for security purposes. Syllabuses which are affected are
4037 Additional Mathematics, 4040 Statistics and 0618 French.
The Key Times are 11.00am local time for the morning sessions and 3.00pm local time for the
afternoon session. In the November 2020 examination series all of the examination papers
concerned are in the morning session.
The morning session for examinations will start at 8.00am and this includes Cambridge International
Syllabuses. Candidates who will be writing Cambridge International examinations will finish before
the Key Time. Since the Key Time is after the end of the examinations all candidates must remain
under Full Centre Supervision until 11.00am.
Candidates can either be under Full Centre Supervision in the examinations rooms with their
invigilators or when they leave the examinations rooms, they must be under Full Centre Supervision
with their invigilators continuously until the Key Time.
During the period between the end of the examination and 11.00 am, candidates can have access to
their books and notes, and they can talk to each other provided they do not cause any disturbance
to other candidates who are still doing an examination. However, candidates must not have access
to telephones, cell phones, the internet or any means of external communications, and candidates
must not be allowed to communicate by any means whatsoever with anyone who is not under Full
Centre Supervision. As soon as the Key Time has passed, the candidates may be released.
Page 37 of 94
© BEC 2020
Function BGCSE
In this section
10.0 Preparing the Examination Room

10.1 Examination Venue
10.2 Alternative Venue
10.3 Notice to Candidates
10.4 Seating Arrangements
10.0 Preparing the Examination Room

10.1 Examination Venue
10.1.1 All candidates must sit for the examination at the centre where they registered unless prior
permission has been obtained from BEC for candidates to take the examination elsewhere. If
you need some or all of your candidates to take some exams at a venue that is not your
registered centre, refer to 10.2 on alternative venues below.
10.1.2 Any room in which an examination is conducted must provide candidates with appropriate
physical conditions in which to take the examination. Due attention must be paid to such
matters as lighting, ventilation, ceilings, cleanliness and the level of extraneous noise.
10.1.3 Practical examinations must be conducted under conditions that will provide all candidates
with the opportunity to complete their tasks and to display their true level of attainment in the
syllabus concerned. Centres should observe 10.4 regarding seating arrangements.
10.1.4 A reliable clock must be visible to each candidate in the examination room. All clocks must
be synchronised before the start of the examination and monitored throughout the session to
ensure that they are reporting the same time all the time. Regular checks should be carried
out to ensure that all clocks are in good working condition. (New) For candidates using a
computer, checks must be made to make sure that the time is correct on each computer.
10.1.5 Centre number, Syllabus and Component code, the Start, Finish times and the duration of
each examination must be displayed and should be visible to all candidates either on the
board, a manila sheet or flipchart. The information must be clearly legible to all candidates in
the examination room.
10.1.6 No display material (e.g. maps, diagrams, wall charts) which might be helpful to candidates
must be visible in the examination room unless the rubric expressly states that candidates
are allowed to use reference materials during the examination. Particular care must be
taken with examinations which are held in laboratories.
Page 38 of 94
© BEC 2020
Function BGCSE
10.2 Alternative Venue
Alternative venues may be used where there is lack of facilities for all candidates to sit practical
exams at the designated centre or lack of an examination room large enough to accommodate all
the candidates. We may reject the application for an alternative venue if we think the security of the
exam will be at risk. If approved we will provide guidance on how to conduct the exam. This must be
given to the Chief Invigilator at the alternative venue. Failure to follow the guidance may be
considered centre malpractice.
10.3 Notice to Candidates
Annexure 1 - BEC/EAC/BGCSE/G01/AN01 - Notice to Candidates provided for BGCSE

syllabuses must be displayed both inside and outside of each examination room. If the Centre
conducts examinations for GCE O Level and BGCSE French syllabuses it must strictly adhere to
Cambridge International “Notice to Candidates” and “Candidates Warning Posters” provided for
such syllabuses and these must be displayed both inside and outside of each exam room.
10.4 Seating Arrangements
10.4.1 The seating arrangements must be such as to prevent candidates from overlooking,
intentionally or otherwise, the work of others. In particular, the minimum distance from the
centre of a candidate’s desk to centre of the next candidate’s desk must be 1.25 metres in all
directions.
10.4.2 Where candidates sit an exam in a computer laboratory, the minimum distance between the
outer edges of one monitor to the other should be 1.25 metres. If you cannot meet this
requirement, candidates must sit at alternate monitors or in screened booths. Screened
booths may restrict invigilators’ view of candidates. In this situation, increase the number of
invigilators.
10.4.3 Where candidates sit an exam in a language laboratory, the minimum distance in all
directions from the centre of one candidate’s chair to the centre of another’s must be 1.25
metres. If you cannot meet this requirement you must use screened booths instead.
Screened booths may restrict invigilators’ view of candidates. In this situation, increase the
number of invigilators.
10.4.4 In cases where Centres use theatre style halls, make sure there is at least a free step
between one row and the next to avoid one candidate overlooking the work of another
candidate in the front.
10.4.5 Where possible, Centres should avoid using desks with storage shelves. Where desks with
storage shelves are used, Invigilators must check the shelves for unauthorised notes and
other items before the beginning of the examinations.
10.4.6 Invigilators must pay close attention during the course of the examination to ensure nothing
is placed in the shelves before the start and during the course of the examination.
Page 39 of 94
© BEC 2020
Function BGCSE
10.4.7 Wherever possible, for written examinations:
(i) all candidates should face in the same direction;
(ii) each candidate should have a separate desk or table of sufficient size to accommodate
question papers, maps (as appropriate) and answer booklets;
(iii) if candidates 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 candidates.
The distance from the centre of one candidate’s to the centre of the next candidates
desk must be 1.25 metres in all directions;
(iv) for multiple choice papers, if desks are spaced 1.25 metres apart, candidates may still
be able to see other candidates` work, intentionally or otherwise. Where this is the case,
the Invigilator must use an alternative method so that no candidates work may be
overseen by any other candidates. This can be achieved by;
increasing the space between candidates desks
using extra invigilators
A copy of the guide has been provided as Appendix B - BGCSE Multiple Choice
papers: Guidelines for Invigilators;
(v) when candidates are working on a drawing board set on an easel or other non-horizontal
surface, they must, wherever possible, be arranged in an inward-facing circle or in some
similar pattern;
(vi) you may hold other examinations in the room at the same time, provided no disturbance
is caused;
(vii) candidates should be seated in candidate/index number order, with candidate

numbers/indexes labelled on each desk.
10.4.8 Any candidate suffering from an infectious or contagious disease must take the examination
in a separate room in which all regulations can be applied. The candidate's script must be
kept separate from other scripts from the centre and it must not be despatched until advice
has been sought from us. (New)This also applies to COVID19 for the 2020 series. Refer to
Appendix I - BEC/EAC/BGCSE/G01/A08 - A brief guide to the administration of
examinations under contagious diseases: COVID-19 Environment.
Page 40 of 94
© BEC 2020
Function BGCSE
In this section
11.0 Invigilation Arrangements
11.0 Invigilation Arrangements

11.1 The Head of Centre must ensure that invigilation is carried out by suitably qualified and
experienced adults. Whilst the Head of Centre has discretion to decide who is suitably
qualified and experienced, any relative of a candidate in the examination room is specifically
not eligible to serve as the sole invigilator. The Invigilator is required to write a letter to the
Head of centre declaring their Interest.
11.2 The Head of Centre must ensure that invigilators are fully briefed and trained before carrying
out the task of invigilation. Centres must keep records of trained invigilators which we can
call upon if required.
11.3 The Start and finish times in the invigilation timetable should include Full Centre Supervision
times for Cambridge International syllabuses.
11.4 Sufficient invigilators must be appointed to ensure that the examination is conducted in
accordance with the following requirements:
(i) A ratio of 1:35 Invigilator to candidate must be maintained for BGCSE written
syllabuses and 1:20 for practical examinations. For Food and Nutrition ratio refer to
6.3.2 that requires one BEC examiner for every 6 to 8 candidates.
(ii) A ratio of 1:30 Invigilator to candidate must be maintained for Cambridge International
GCE O Level and BGCSE French written syllabus examinations.
(iii) For practical tests, one invigilator must be present for every twenty (20) candidates and
at least two (2) invigilators must be present when a test is being conducted even if you
have fewer than twenty (20) candidates sitting the test.
(iv) Arrangements must be such that each candidate in the examination room can be
observed by an invigilator at all times.
(v) Invigilators must give their whole attention to the proper conduct of the examination.
Invigilators are not to perform any additional task in the examination room. Refer to
BEC/EAC/BGCSE/Man01 - Manual for invigilators.
(vi) The invigilator, technician, syllabus specialist or rover must not bring cell phones,
books, newspapers, magazines or any other electronic devices to the examination
room. The Invigilators must not attend to anything that is not connected to invigilation
duties, while the examination is in progress. The Invigilator should be able to move
Page 41 of 94
© BEC 2020
Function BGCSE
quietly around the room and position themselves at strategic points where they will be
able to observe all the candidates in the examination room.
(vii) When only one invigilator is present, they must be able to summon assistance easily
without leaving the examination room and without disturbing the candidates. That
means rovers must be visible, attentive to invigilators and alert at all times.
(viii) Where there are both male and female candidates, you must make sure both male and
female invigilators are available to take candidates to the washrooms if required.
Where there is a sole invigilator the rover must be of a different sex from the one
invigilating.
(ix) Invigilators may be changed during the examination, provided that the number present
in the examination room does not fall below the prescribed ratio.
(x) A teacher who has prepared the candidates for the syllabus of the examination during
the academic year of the examination must not be the sole invigilator at any time
during a written examination in that syllabus.
(xi) For listening exams a member of staff who speaks the language of the test should
ideally be present to deal with any technical difficulties.
(xii) A reader, scribe, or practical assistant cannot be counted as an invigilator.
(xiii) In Practical examinations, it is essential that a teacher of the syllabus or a technician

should be present in the examination room at the start of the test and as necessary
thereafter to deal with technical difficulties that may arise, including matters of safety.
Syllabus specialists are not allowed to move around the room unless they are
summoned for assistance by the invigilator, refer to Appendix A –
BEC/EAC/BGCSE/G01/A01 - A Brief Guide to the Invigilation of Practical and
Listening Examinations.
A copy of these Guidelines must be available in the Main Examination Room. The
invigilators must be familiar with all appendices, the BEC/EAC/BGCSE/Man01–
Manual for Invigilators and any specific regulations relating to the syllabuses being
examined.
(xiv) Main Examination Room here refers to the main hall in the case where candidates
have to sit the examinations in multiple rooms. This document then acts as a reference
material. The other rooms will each have the BEC/EAC/BGCSE/Man01 – Manual for
Invigilators and Annexure 2 - BEC/EAC/BGCSE/G01/AN02 - What to say to
Candidates. However, in the case where candidates sit the exam in just one room, the
BEC/EAC/BGCSE/G01 - Guidelines for Conduct of Examinations,
BEC/EAC/BGCSE/Man01 - Manual for Invigilators and Annexure 2 -
BEC/EAC/BGCSE/G01/AN02 - What to Say to Candidates must be available in that
room.
Page 42 of 94
© BEC 2020
Function BGCSE
(xv) For Cambridge International GCE O Level and BGCSE French syllabus examinations
centres must have a copy of the full Cambridge Handbook 2020 (International) in the
Main examination room and a copy of section 4 and 5, and the Key Times and Full
centre supervision section in any other exam room.(New)
(xvi) Centres must keep signed records of the seating plan and invigilation timetable for
each examination session. The seating plan and invigilation records may be required
by BEC at any time up to the end of results enquiry period. The records should be kept
securely at the centre until end of June following the examination series.
IMPORTANT NOTE: Seating plans and invigilation timetables should not be sent to
BEC unless requested.
Page 43 of 94
© BEC 2020
Function BGCSE
In this section:
12.0 At the Beginning of the Examination

12.1 Identification of Candidates
12.2 Completing the Attendance Registers
12.3 Seating Plans
12.4 Unauthorised Entries
12.5 Unauthorised Personnel
12.6 Authorised and Unauthorised Material
12.7 Use of Calculators
12.8 Stationery, Material and other Equipment
12.9 Collecting the Question Paper to Administer an Examination
12.10 Checking and Distributing Question Paper Packets in the Examination Room
12.11 Starting the Examination
12.12 Procedure to Follow in the Event a Wrong Question Paper Packet is Opened
12.0 At the Beginning of the Examination

12.1 Identification of Candidates
12.1.1 The invigilators must be satisfied as to the identity of every candidate attending each
examination session. Identity checks must not disturb any candidates who are already taking
their examinations.
12.1.2 The Head of Centre must ensure that appropriate arrangements are in place to enable all
invigilators to carry out adequate checks on the identity of all candidates.
12.1.3 All candidates, including government school candidates must present their National Identity
card (Omang) if they are citizens or a passport for non-citizens. Each candidate must also
present a Statement of Entry. No candidate should be allowed in the examination room
without any identification.
12.1.4 The evidence must be presented each time they attend an examination session.
12.1.5 Candidates should be seated in candidate/index number order, with candidate

numbers/indexes labelled on each desk.
12.2 Completing the Attendance Registers
12.2.1 Attendance registers for all government Centres, private school Centres and BOU centres
must be printed from the Malepa application in time. For private candidates, attendance
registers and instructions for their use will be sent to the respective Chief Invigilators during
the distribution of question papers.
Page 44 of 94
© BEC 2020
Function BGCSE
12.2.2 The attendance registers must be completed in accordance with the instructions specified in
these guidelines.
12.2.3 Attendance registers are printed in date and session order for all components.
12.2.4 Attendance registers for Cambridge International GCE O level syllabuses and BGCSE
French are printed at Cambridge International and are in duplicate.
IMPORTANT NOTE: Attendance registers provided by Cambridge International for those

syllabuses should be used, instead of the BEC attendance registers. These attendance
registers are delivered to Centres together with question papers.
12.2.5 Candidate’s names are printed on attendance registers exactly as they will appear on the
Statements of Results and Certificates.
12.2.6 Any errors in the names should be reported immediately using the BEC/EAC/DP/P02/F03 -
Candidate Entry Amendment Form. Alternatively, the name can be amended directly on
the Malepa application by the Centre.
12.2.7 If a candidate’s name is not shown on the attendance register, the candidate number and
name of the candidate should be added in the space provided at the end of the attendance
register. We should be informed of this discrepancy so that, if necessary, a formal entry can
be made if this has not already been done. Again, the BEC/EAC/DP/P02/F03 - Candidate
Entry Amendment Form or Malepa Application can be used for this purpose.
12.2.8 At the end of the examination, the attendance register should be checked against the scripts
collected, signed and dated by both the Invigilator and the Chief Invigilator.(New)
12.2.9 If you have candidates taking an examination in a different room from the main examination
room, whether in a separate examination room at your centre or at an alternative venue, do
not submit a separate attendance register for them. Mark them as “present” on the main
attendance. For packaging of scripts refer to section 14.2.
12.2.10 Due care must be taken to ensure that absent candidates are not marked present. (New)
Candidates should append their signatures against their names in the attendance register
to verify their presence. An invigilator should append a signature against any candidate
name marked absent as a form of verification
12.2.11 Please note that by signing on the script return envelope, the Chief Invigilator is verifying
that they have checked and assured themselves of the accuracy of the contents of the
envelopes.
12.3 Seating Plans
12.3.1 You must produce a seating plan for each examination. A seating plan is a diagram that
outlines how the examination room is set up, it shows the position of the tables in the room,
Page 45 of 94
© BEC 2020
Function BGCSE
the position of each chair and which candidate is seated where. (New) It must also show the
position of the invigilators desk and the direction the candidates are facing.
12.3.2 You must keep signed records of the seating plan for each examination session; we may ask
to see the seating plan at any time until we issue certificates.
12.4 Unauthorised Entries
12.4.1 If a candidate arrives for an examination they have not been entered for, you can allow them
to take the examination providing that:
The candidate is able to take all the components required for the syllabus option they
wish to enter. This means you must have enough spare question papers so the
candidates can sit all the components required for the syllabus option at the appropriate
time, not just the specific examination.
You add them to the attendance register for each component they take that they were not
previously entered for. Once they have completed all the components required for the
entry, contact us immediately.
12.4.2 We will then mark the candidate’s script, enter them for the entry option and issue a grade in
the syllabus. You will be charged a late entry for any unauthorised entries.
12.4.3 If you do not have enough spare question papers for each of the relevant components,
contact us immediately and we may be able to send you extra question papers. Each
request will be considered on a case by case basis.
12.4.4 We reserve the right to decline any request received after the late entry deadline, if it is not
possible for us to despatch the extra question papers in time for the examinations. In this
case you must tell the candidate they cannot sit the examination as they have not been
entered for it. You must not photocopy question papers.
12.5 Authorised Personnel
Only persons authorised by the Head of Centre are to be allowed in the examination room.
Appendix C - BEC/EAC/BGCSE/G01/A03 - Exam Room Entry Register should be used to
capture details of personnel that enter the exam room during a live exam session.
12.6 Authorised and Unauthorised Materials
It is essential that you make sure candidates do not bring unauthorised materials in the examination
room.
Page 46 of 94
© BEC 2020
Function BGCSE
12.6.1 Authorised Materials
Candidates may take into the examination room only those articles, instruments or materials which
are expressly permitted in the rubric of the question paper, stationery list or in the syllabus booklet
for the syllabus being examined.
12.6.2 Unauthorised Materials
Unauthorised materials are those that potentially enable candidates to conceal or access
information in the examination room. Having unauthorised materials in the examination room is a
breach of examination regulations and may be considered malpractice. You and your invigilators
must be alert to candidates attempting to bring unauthorised material in the examination room and
must report all instances to us. Unauthorised materials include:
calculator cases
instruction leaflets
dictionaries (except where the rubric specifies)
bags
non-transparent
pencil cases
mobile phones
camera
Bluetooth headsets
Tablet
computers
smart wear (includes smart watches and smart glasses) (New), or
any watch capable of electronic storage or communication or
any other electronic device that enables external communication or the storage and
retrieval of data should not be brought into the examination room.
12.6.3 Other watches can be worn at the discretion of the centre.
12.6.4 If you allow watches, and it is not practical to check them before the examination, candidates
can place their watches on their desks so invigilators can check them as they move around
the examination room. This list does not include every possible item that will be considered
“unauthorised”.
12.6.5 You should use your judgement for any items not on the list above by asking yourself
whether the item potentially enables a candidate to conceal or access information in the
examination room.
12.6.6 All electronic items, including cell phones and blue-tooth devices, must be switched off and
left outside the examination room.
IMPORTANT NOTE: Other types of unauthorised material must either be left outside or
handed to the invigilator before the examination begins. Materials handed to the invigilator
must be placed out of reach and sight of the candidates.
Page 47 of 94
© BEC 2020
Function BGCSE
12.7 Use of Calculators
12.7.1 Calculators can be used in all examinations except where their use is expressly prohibited in
the syllabus or in the rubric of the question paper. Calculators must be checked before the
start of the examination
When the use of calculators is allowed in examinations, candidates must be informed in advance
that:
the calculator must be of a size suitable for use on the desk at which the candidate will
write the examination.
the power supply for the calculator is their responsibility and must be integral to the
calculator (e.g. batteries). The candidate may bring spare batteries into the examination
room in a transparent package.
the working condition of the calculator is their responsibility.
the calculator must be silent, with a visual display only.
a fault in a calculator will not normally be considered as justifying an application for

special consideration on their behalf.
12.7.2 Calculator cases, instruction leaflets or formulae printed on the lid or cover of a calculator or
similar materials must not be in the possession of candidates during the examination. If
calculator cases cannot be removed, they should be checked by an invigilator to ensure that
it does not contain any unauthorised information.
12.7.3 Calculators must not be borrowed from other candidates in the course of an examination for
any reason, although the invigilator may provide a candidate with a replacement calculator;
12.7.4 Candidates are responsible for clearing any information and/or stored programs from the
calculator in advance of the examination. Retrieval of prepared information and/or programs
during the examination, or removal of question paper content from the examination room is
malpractice.
12.7.5 Calculators must be reset before the start of the examination to remove helpful
programmes/formulas. The invigilator should check a sample of the candidates’ calculators
before the start of the examinations to make sure they comply with regulations.
12.7.6 Programmable calculators may be used. However, calculators with any of the following
facilities are prohibited in the examination room, unless otherwise stated in the syllabus:
- data banks
- Graphic Displays
- dictionaries
- language translators
- retrieval or manipulation of text or formulae
Page 48 of 94
© BEC 2020
Function BGCSE
- QWERTY keyboards
- built-in symbolic algebra manipulations
- symbolic differentiation or integration
- Capability of remote communication with other machines.
We regard the use of any such calculator as malpractice. We do not recommend any
particular brand of calculator.
12.8 Stationery, Materials and other Equipment
12.8.1 Centres will be provided with an Additional Materials List in advance of each examination
session, (refer to Appendix E- BEC/EAC/BGCSE/G01/A05 - Additional Materials list)
which specifies all the materials which are required for each examination and whether the
items are to be provided by BEC/Cambridge International or by the centre.
12.8.2 The invigilator must ensure that only the items specified are issued to the candidates. Only
answer booklets/supplementary answer sheets, provided by the Invigilator should be used in
the examination room.
12.8.3 For multiple choice tests, individual pre-printed personalised answer sheets are provided for
each candidate, and invigilators must ensure that each answer sheet is given to the
candidate whose name appears on it and that the sheets refer to the correct component.
12.8.4 BEC has published a brief guide to the administration of multiple choice tests, and a copy of
the guide has been provided as Appendix B - BEC/EAC/BGCSE/G01/A02 - Multiple
Choice Papers: Guidelines for Invigilators. See also Annexure 2 -
BEC/EAC/BGCSE/G01/AN02 - What to Say to Candidates during multiple choice
examinations.
12.8.5 Candidates must:

Provide their own pens, pencils, drawing instruments and erasers.
Write their answers legibly in black or dark blue ink.
Soft pencil (2B or HB) must be used for multiple choice examinations.
Use any other material listed in the confidential instructions for science papers.
Use protractor, pair of compasses, calculators, rulers, mathematical sets, tracing papers,
mathematical tables
12.8.6 Candidate must not use:

Pencils or pens in other colours. These may only be used for maps and diagrams as
specified in the rubric of the question paper.
Red ink or green ink.
Correction fluid or tape
Highlighters pens on answer sheets, answer booklets or in the answer sections of
combined questions and answer booklets
Page 49 of 94
© BEC 2020
Function BGCSE
12.8.7 Where a map is used as part of the question paper, the use of string or a magnifying glass is
permitted but not essential.
12.9 Collecting the Question Papers to Administer an Examination
12.9.1 Chief Invigilator and senior invigilator check and confirm component to be written on the
timetable in the secure storage room.
12.9.2 The team agrees on the number of question paper packets to be picked for the particular
date and time.
12.9.3 Chief Invigilator collects and confirms the component and the date of question paper packets
from the storage cabinet.
12.9.4 Chief Invigilator passes the packets to the senior invigilator to verify.
12.9.5 The Chief and senior invigilator should both sign on the timetable against the component to
indicate that verification was done and that they have satisfied themselves that they have the
right question paper before they leave the secure storage room.
12.9.6 Date and time of verification should be next to the signature on the timetable.
12.9.7 The Chief and senior invigilator take the packets to the examination rooms.
12.10 Checking and Distributing Question Paper Packets in the Examination Room
12.10.1 The invigilator using “What to say to Candidates” announces the following as indicated on
the board, the manila sheet or flipchart that is clearly visible to all candidates.
Centre Number
Syllabus Name
Component Code
Start and finish time
Duration of the paper
12.10.2 The invigilator holds each packet of question papers out to the candidates to confirm that
they have not been tampered with.
12.10.3 The invigilator gives the question paper packets to a number of candidates to verify that it is
the correct component for the date and time and that the packets have not been tampered
with.
12.10.4 The candidates verify and append their names, signatures and date against the component
name.
12.10.5 The invigilator collects the question paper packets from the candidates.
Page 50 of 94
© BEC 2020
Function BGCSE
12.10.6 The invigilator makes the final verification, signs and dates the question paper packet
where indicated
12.10.7 The invigilator neatly cuts open the question paper packets using a pair of scissors.
12.10.8 Where a centre conducts examinations in the same syllabus in more than one room, it is
permissible to open a packet of question papers in one of the rooms, in the presence of the
candidates’ representatives from other rooms, and to take some of the papers to the other
room(s) on the same site. However, it is not permissible to open the packet of question
papers earlier than the time appointed for the examination in order to take some of the
papers to another site. Under these circumstances, the centre should make arrangements
with us for separate packets of question papers to be supplied.
12.10.9 Invigilator distributes question papers according to candidate number order.
IMPORTANT NOTE: It is the responsibility of the invigilator to open the question paper
packet with a pair of scissors making sure not to cut the question papers contained in the
packet. The invigilator should report to the Chief Invigilator any grounds for suspicion about
the security of the question papers. In such cases, the Chief Invigilator must notify us
immediately and submit a full written report.
12.11 Starting the Examination
An examination is deemed to be in progress from the time the candidates enter the examination
room until all the scripts and question papers have been collected and accounted for. You must read
out a set of instructions before candidates are allowed to start working. The instructions are in
Annexure 2 - BEC/EAC/BGCSE/G01/AN02 - What to Say to Candidates, Appendix D-
BEC/EAC/BGCSE/G01/A04 - “Invigilators Check list” provided with these guidelines, and
BEC/EAC/BGCSE/Man01 - Manual for Invigilators.
12.12 Procedure to follow in the event a wrong Question paper packet is opened
No centre should ever have to issue the wrong question paper if the procedure as stipulated in these
guidelines is adhered to. However, if a wrong question paper packet has been opened for BGCSE
question papers, with the exception of BGCSE French (see 12.12.3), the following steps should be
taken:
12.12.1 If the error is discovered before the question papers are issued out:
Draw the attention of the candidates to the error and ask one of them to confirm that the wrong
question paper packet has been opened.
Seal the question paper packets in front of the candidates and ask one of them to sign across the
seal of the question paper packet. The packet is then placed inside a large tamper evident
envelope and it is sealed and signed by both the invigilator and one of the candidates.
Page 51 of 94
© BEC 2020
Function BGCSE
Apologise to the candidates and quickly replace the wrong question paper and get the
examination started.
The Head of Centre/Chief Invigilator should immediately inform the Director, Examinations
Administration and Certification and the Regional Director by phone, followed by a letter.
12.12.2 If the error is discovered after the question papers have been distributed:
Draw the attention of the candidates to the error.
Collect all the question papers and ensure that every question paper has been accounted for
before you can return them into the question paper packets.
Explain the seriousness of the situation to candidates and remind them of the consequences of
sharing confidential information including electronically.
Seal the packets in front of the candidates following the same procedure as in 12.12.1 above.
In this case it is better to spend a bit more time ensuring that the security of the question papers
and the integrity of the examination is maintained before issuing the correct question paper out.
Issue the correct question paper and note the time when the exam started and when it ended but
afford the candidates the full examination time.
The Head of Centre/Chief Invigilator should immediately inform the Director, Examinations
Administration and Certification and the Regional Director by phone, followed by a letter.
12.12.3 For Cambridge International GCE O Level and BGCSE French Question Papers
If a question paper packet is opened in error for Cambridge International GCE O Level or BGCSE
French question paper, photograph the packet as evidence then follow the instructions on, complete
and submit to us the Exam Day – Form 11 (Question Paper Packets Opened in Error) from the
Cambridge International website http://www.cambridgeinternational.org/exam-
administration/cambridge-exams-officers-guide/administative-forms/.
IMPORTANT NOTE: Section 12 is referred to in the BEC/EAC/BGCSE/Man01 - Manual for

Invigilators
Page 52 of 94
© BEC 2020
Function BGCSE
In this section:
13.0 During the Examination

13.1 Supervision of the Candidates
13.2 Practical Examinations
13.3 Five (5) Minutes Warning
13.4 Late Arrival of Candidates
13.5 Leaving the Examination Room during the Examination
13.6 Irregular Conduct
13.7 Emergencies
13.8 Requests for Special Consideration
13.9 Examination Administration for Candidates with Special Needs
13.0 During the Examination
13.1 Supervision of the Candidates
Invigilators must supervise the candidates throughout the whole time the examination is in progress
and give complete attention at all times to this duty. They must not read through any question
papers. Refer to BEC/EAC/BGCSE/Man01 – Manual for Invigilators for role of invigilators.
13.2 Practical Examinations
During a practical examination, it is recognised that some movement by candidates and spoken
instructions may be necessary. These must be limited to those which are essential to achieve the
objectives of the examination.
13.3 Five (5) Minutes Warning
Five minutes before the end of the examination the invigilator should inform candidates of the time
remaining. Refer to Annexure 2 - BEC/EAC/BGCSE/G01/AN02 - What to Say to Candidates.
13.4 Late Arrival of Candidates
13.4.1 A candidate who arrives after the starting time for an examination may be allowed to enter
the examination room and to sit the examination. A candidate who arrives after the start of
the examination must not be allowed any time after the scheduled end of the examination
and will finish at the same time as all other candidates. However, candidates who have valid
reasons should be allowed the full time for the examination. You should warn the candidate
that BEC reserves the right not to accept the script. For borrowed syllabuses, refer to
section 5.1.9 – Late Arrivals in the Cambridge Handbook 2020 (International).
Page 53 of 94
© BEC 2020
Function BGCSE
13.4.2 In determining whether any of the work completed by a candidate who arrives late can be
accepted, we will pay particular attention to the extent to which it can be regarded the
security of the examination as having been maintained, with particular regard to the time at
which candidates leave the examination room.
13.4.3 In all cases where a candidate is admitted late into the examination room, the following rules
apply:
(i) the script must be sent to us in the normal way;
(ii) a full written report must be sent to us as soon as possible containing the following
information:
the reason for the late arrival of the candidate, including any details of Access
Arrangements made for the candidate to reach the centre;
the actual starting and finishing times of the examination;
the time at which the candidate started the examination;
a statement regarding any possible breach of examination security arising from the
candidate's late arrival, including information about the extent to which the candidate
was under staff supervision from the actual starting time of the examination.
13.4.4 Where a candidate arrives late for the examination and after the scheduled finishing time, the
candidate must be recorded as 'Absent'. In such cases, the candidate should be advised
that ‘NO RESULT’ may be issued for the syllabus.
13.5 Leaving the Examination Room during the Examination
13.5.1 The invigilator must ensure that no candidate leaves the examination room until at least one
hour after the published starting time if the exam lasts longer than one hour or the duration of
the examination, if less than one hour.
13.5.2 Candidates who leave the examination room temporarily for to use the rest rooms must be
accompanied by a member of the invigilation personnel of the same sex. Such candidates
should normally not be allowed extra time on their return.
13.5.3 However, in cases where there is an application for special consideration (e.g. illness) such
candidates may be allowed extra time to compensate for their temporary absence (see
section 13.9 on examination administration for candidates with special needs).
13.5.4 The invigilator must ensure that a candidate who has finished work and has been allowed to
leave the examination room early must hand in all their work. Such candidates must not be
re-admitted into the examination room. A list of such candidates must be kept until after the
end of the results enquiries period.
Page 54 of 94
© BEC 2020
Function BGCSE
13.5.5 For those candidates who have finished work for the Cambridge International GCE O Level
and BGCSE French early, they must be kept under Full Centre Supervision until the local
Key Time.
13.6 Irregular Conduct
13.6.1 Wherever practicable, the invigilator should remove and retain any unauthorised material
discovered in the possession of a candidate during examination. It is the duty of the Head of
Centre to ensure that all cases of irregularity or misconduct in connection with the
examination are reported to us as soon as possible. The Head of Centre is empowered to
expel a candidate 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 candidate would cause disruption
to other candidates. Any infringement of the regulations may lead to a disqualification of the
candidate. The decision on disqualification rests with us. All candidates must be made
aware that any attempt to cheat or disturb another candidate during an examination may
lead to their disqualification.
13.6.2 Where an invigilator suspects any kind of collusion or misconduct, he/she should warn the
candidate and report the matter to the Chief Invigilator who should in turn immediately notify
us in writing.
13.6.3 Where an invigilator is reasonably sure that a candidate is being dishonest, he/she should
confiscate the candidate’s answer script and any other evidence available. At the bottom of
the script he should write ‘Confiscated at’ (and quote the time and date). The candidate may
then be given a fresh answer paper on which he/she may continue his answers.
13.6.4 The invigilator should indicate at the top of the fresh paper the time at which the paper was
given to the candidate. The confiscated and fresh answer scripts, any available evidence, a
full report from the Chief Invigilator and report/statement from the candidate should be
enclosed together with the Centre report. This should be sent to us in a separate envelope
and not enclosed with other scripts.
13.6.5 In the event of a candidate being deliberately disobedient or unruly, s/he may be expelled
from the examination room and forbidden to sit that paper. The Chief Invigilator may use
his/her discretion on whether to admit such a candidate to a subsequent examination. Full
reports in all such cases must be forwarded to us.
13.6.6 At the discretion of the Chief Executive Officer the candidate may be disqualified if that
candidate introduced or tried to introduce unauthorised material into the examination room or
the candidates has communicated, or tried to communicate in any way with another person
during the examination, or if the candidate was wholly or partially responsible for any other
kind of misconduct or disruption in connection with the examination which might affect his/her
own results or the results of other candidates.
13.6.7 At the discretion of the Chief Executive Officer the candidate may be disqualified from all or
part of the current examination, including papers written before and after the time at which
the offence was committed.
Page 55 of 94
© BEC 2020
Function BGCSE
13.6.8 If the Chief Executive Officer is satisfied that breaches of regulations or any irregularity,
misconduct or dishonesty whatsoever in connection with the examination have been
widespread at any centre, or that the circumstances in which the examinations are held at
any centre are unsatisfactory, s/he may at his discretion cancel the entire examination at that
centre, or any one or more papers or the results thereof, in relation to all the candidates at
that centre.
13.6.9 If a candidate is expelled you cannot apply for special consideration.
13.7 Emergencies
In an emergency, the safety of candidates and staff is the most important aspect. If it is safe
and practical to do so, the invigilator should take the following steps to make sure the
examination remains secure:
evacuate the examination room;

ensure that all the question papers and examination scripts are left in the examination
room, and that the room is secured so that no exam materials leave the room;
ensure that the candidates 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;
after the candidates have returned to the examination room and before the examination
is resumed, where it is feasible to do so, indicate on the candidates' work the point at
which the interruption occurred;
note the time and duration of the interruption;
allow the candidates the full working time prescribed for the examination;
in the event of there being only a small number of candidates, consider the possibility of
taking the candidates with question papers and scripts to another room in order to
complete the examination but ensure that the safety of the candidate is a priority;
make a full report of the incident and of the action taken for direct submission to the Chief
Executive Officer at BEC.
13.8 Requests for Special Consideration
13.8.1 Where a candidate writes an examination under adverse circumstances, the centre should
submit an application for special consideration. Such applications must be made by
completing the form in Appendix F - BEC/EAC/P14/F01 - Application for Special
Consideration Form.
13.8.2 If a candidate falls sick some days before the examination starts and is admitted to a
hospital, the Chief Invigilator must inform us and complete Appendix F- BEC/EAC/P14/F01 -
Application for Special Consideration Form. Arrangements can be made with the
hospital so that the candidate sits the examination at the hospital or at a nearby school.
Page 56 of 94
© BEC 2020
Function BGCSE
13.8.3 The answer sheets for such a candidate must be sent separately (if the candidate sat the
examination at the hospital) or together with the answer sheets of the school where the
candidate sat for the examination but under a separate script return envelope.
13.8.4 A report on the candidate should then be written providing details of the examination.
13.8.5 For candidates who write the examination under adverse conditions like illness,
bereavement, the BEC/EAC/GO1- Access Arrangements and Special Consideration; A
Guide for Centres should be consulted and procedures followed.
13.9 Examination Administration for Candidates with Special Needs
13.9.1 Centres that have requested for oral response format and the use of a scribe/amanuensis
must record the responses on a standard tape, CD/DVD but preferably on an external hard
drive in addition to producing a written transcript. Furthermore, the writer coversheet must be
completed and sent back to BEC.
IMPORNTANT NOTE: A transcript of an examination presented orally will not be accepted

without a recording of the candidates’ response.
13.9.2 If the candidate’s disability and/or the nature of the access arrangement might disturb other
candidates during an examination, the candidate must take the examination in a separate
room and be supervised according to the regulations governing the special conduct of such
an examination.
13.9.3 The candidate must be familiar with any special equipment authorised for use in an
examination. If support from an amanuensis, a reader, prompter, practical assistant or
communicator is required, the candidate must practice with the person acting in this capacity
before the examination.
13.9.4 The centre is responsible for ensuring that all equipment authorised for a candidate with
special assessment needs functions correctly and that there is a member of staff who is
familiar with its use.
13.9.5 Any difficulties that arise from the nature of the access arrangements, or any unforeseen
difficulties encountered by the candidate, should be reported to BEC.
13.9.6 The Head of Centre is responsible for selecting a writer (scribe) or reader for approved
candidates with special needs. The scribe must write answers exactly as dictated by the
candidate.
13.9.7 A writer and or reader must be a responsible adult who is able to produce an accurate record
of the answers dictated by the candidate. The person must be able to write legibly. In the
case of scientific, mathematical or technical subjects, the writer should have a good working
knowledge of the subject being examined.
Page 57 of 94
© BEC 2020
Function BGCSE
13.9.8 It is not permissible for the writer or reader to also act as the invigilator, so a separate
invigilator must be provided.
13.9.9 Sign language may be used to assist candidates to read the questions but must not be used
to explain what the question is asking the candidate to do. The communication of answers
(e.g. from a candidate to a writer) is not permissible.
13.9.10 Assistive technology devices such as computers should be approved in advance by BEC.
When used in an examination, BEC expects a computer to be used as a basic word
processor. If other facilities are to be used, BEC will need to be made aware of the
hardware and software which the candidate proposes to use. This must include details of
the candidate’s access to facilities such as thesauruses, calculators, etc. Before approval
can be given, BEC must be able to determine what effect, if any, the use of the computer
might have on the reliability of the assessment of the candidate in each syllabus for which
the candidate is entered.
Page 58 of 94
© BEC 2020
Function BGCSE
In this section:
14.0 At the End of the Examination

14.1 Finishing the Examination
14.2 Collection of Answer Scripts
14.3 Collection of Question Papers
14.4 24 Hour Security Rule
14.5 Leaving the Exam Room
14.0 At the End of the Examination

14.1 Finishing the Examination
At the end of the examination, candidates should be told to stop writing. Refer to Annexure 2-
BEC/EAC/BGCSE/G01/AN02 - What to Say to Candidates.
The invigilator, using “What to Say to Candidates” must instruct the candidates to:
(i) ensure that all the required information has been entered on their scripts;
(ii) check that their answers are correctly numbered;
(iii) assemble any loose sheets in the order in which the questions have been attempted
and fasten them and any supplementary answer sheets to the back of their answer
booklets with the string or treasury tags provided. Paper clips or staples should not
be used to hold papers together as they could get dislodged causing the scripts to be
mixed up.
14.2 Collection of Answer Scripts
14.2.1 All answer scripts must be collected and accounted for before candidates are allowed to
leave the room.
14.2.2 Any sheets of extra paper a candidate wants to hand in to be marked should be fastened to
the main script using a treasury tag or string provided.
IMPORTANT NOTE: Answer Scripts must not be removed from the examination room by
candidates or unauthorised persons. If this happens you must tell us immediately. The
candidate should be warned we may not accept their script.
The invigilator must:
(i) sort the answer scripts into the order shown on the attendance register in candidate
number order;
Page 59 of 94
© BEC 2020
Function BGCSE
(ii) check that all answer scripts are present and that candidates have used correct centre
and candidate numbers;
IMPORTANT NOTE: From the 2020 series, all the scripts must be returned to BEC in the
Pre-bar-coded script return envelopes that BEC will send to your Centre. We have
already pre-determined the number of script return envelopes for each component in
each centre. All the Bar-coded script return envelopes must be returned to us, even if
they are empty.
Example
If your Centre has been issued with three script return envelopes for 150 candidates and
you were supposed to put 50 scripts in each envelope but only 100 candidate actually
turned up for the exam, the envelopes should be labelled, 1 of 3, with 50 scripts, 2 of 3
with 50 scripts and 3 of 3 with 0 scripts. You should also indicate the count on the outside
of all the three envelopes. In this case, envelope 3 of 3 will have a count of zero (0) but
must still be returned to us as it needs to be scanned into the system.
(iii) place the scripts in a script return envelope and seal the packet in front of the
candidates. The invigilator and one candidate should sign and date the script return
envelope;
(iv) if the same examination is taking place in different rooms, invigilators from the different
rooms should place the scripts in re-useable envelopes with no bar code (which does not
need to be sealed) and take the scripts to be collated with the scripts from the other
rooms at a central point. Scripts will then be checked, accounted for and then placed in
bar-coded script return envelopes and sealed for storage before being returned to us.
(New) Candidates’ representatives must witness the sealing of the scripts at the central
collation point;
(v) mark the outside of the envelopes with the centre number, the syllabus and component
code (e.g. 0561/01), the number of scripts enclosed and the range of candidate numbers
in each packet. Absent candidates’ numbers must be reflected on the packet that contains
their range;
(vi) label the packets according to numbering indicated in the example below; e.g. if there
are 5 packets they should be labelled as 1 of 5, 2 of 5, 3 of 5, 4 of 5 and 5 of 5.
14.2.3 Packaging of Special needs scripts (New)
Specialised script return envelopes will be provided for Centres to package scripts of candidates
who have been approved for the following arrangements:
The use of a reader with extra time
modified learning disability and hearing impairment scripts
braille scripts
extra time of 30% and above
Page 60 of 94
© BEC 2020
Function BGCSE
large print multiple choice answers indicated on the question paper
IMPORTANT NOTE: Unnecessary separation of candidates’ scripts should be avoided and

clarity must be sought from our Special Needs office. Multiple Choice answer sheets should
not be separated and if this cannot be avoided, the answer sheets must be packaged
between hard boards, placed in the correct envelope and correctly labelled.
14.2.4 Labelling of Envelopes containing scripts of candidates with special needs
Special needs scripts return envelopes containing scripts of candidates with special needs should
be counted among the envelopes for the Centre for a particular syllabus component. These
envelopes should NOT be labelled as 1 of 1, but rather as 1 of the total number of scripts return
envelopes for the particular component. The scripts return envelopes for the Centre should be
secured together and sent to us as one consignment. For further clarification, contact the Special
needs office @ 3650700 / 831 / 896 / 727.
14.3 Collection of Question Papers
14.3.1 Before candidates can leave, the invigilator must:
(i) collect, count and verify that every question paper that was issued out has been
accounted for and place them in the original packets.
(ii) hand over the scripts and question papers to the Chief Invigilator for safe custody before
despatch to us.
(iii) dismiss the candidates ensuring that they leave the room in an orderly manner.
14.3.2 Empty question paper packets must be stored securely until the certificates are issued. We
may need them for investigations into suspected malpractice.
14.3.3 Question papers must not be removed from the examination room by candidates or
unauthorised persons. If this happens you must tell us immediately. The candidate should
be warned we may not accept their script.
IMPORTANT NOTE: Answer scripts are confidential between the candidate, BEC and
Cambridge International. They should not be read or photocopied by any person prior to
despatch. By signing the outside of each script return envelope the Chief Invigilator is
verifying the contents of the envelope and therefore there should be no discrepancy at the
opening and verification of contents before the start of marking.
14.4 24-Hour Security Rule
14.4.1 No copy of a question paper may be taken from the examination room.
Page 61 of 94
© BEC 2020
Function BGCSE
14.4.2 All question papers must be stored securely in the centre strong room until at least 24 hours
after the published finishing time for the paper. (This means 24 hours not just the next day).
The question papers that have been opened but have not passed the 24- hour security
clearance are considered live and must be accounted for and locked away in the same high
security safe or cabinet used for scripts storage.
14.4.3 In the case of Cambridge International GCE O Level and BGCSE French examinations, the
invigilator must collect all unused question papers at the end of the exam and store them
securely until at least 24 hours has passed after the end of the exam or Key Time. After 24
hours has passed you can return question papers to candidates/centre staff at your
discretion.
14.5 Leaving the Exam Room
14.5.1 Candidates must remain under examination conditions and in the examination room until told
otherwise by the invigilator.
14.5.2 You must collect and account for all answer scripts, question papers and any other
examination material before candidates leave the room.
14.5.3 For Cambridge International GCE O Level and BGCSE French examinations, if an
examination ends before the Key Time, candidates must be kept under Full Centre
Supervision until the Key Time has passed. If a candidate does not attend a required period
of Full Centre Supervision, you must inform us and we will consider this as possible
malpractice. See section 9.2 on Key Times and Full Centre Supervision.
14.5.4 Whether or not they leave the examination room early, candidates must not remove any
question papers or transcribed content of question papers. This includes writing questions on
Statement of Entry, inserting question content into calculators etc. This is not an exhaustive
list. You must apply the 24-hour rule for the security of question papers and their contents.
Page 62 of 94
© BEC 2020
Function BGCSE
In this section:
15.0 After the Examination

15.1 Attendance Register Despatch: BGCSE Syllabuses
15.2 Attendance Register Despatch: Cambridge International GCE O
Level and BGCSE French Syllabuses
15.3 Despatch of Other Correspondence
15.4 Despatch of Scripts
15.5 Comments on the Conduct of Examination
15.0 After the Examination

IMPORTANT NOTE: There are different despatch modes for attendance registers for BGCSE and
Cambridge International syllabuses.
15.1 Attendance Register Despatch: BGCSE Syllabuses
(i) During the course of the examination period, attendance registers for BGCSE
syllabuses must be filed in date and session order and then put together in a single
envelope marked “ATTENDANCE REGISTERS” at the end of the examination series
for despatch to BEC.
(ii) This envelope should come with the last despatch of examination scripts submitted to
BEC.
(iii) A signed list of attendance registers, showing the specific component attendance
registers should be included in the despatch and a copy should be left at the centre.
(iv) Attendance registers for all BGCSE syllabuses should never be placed in the same
returning envelope as the scripts.
15.2 Attendance Register Despatch: Cambridge International GCE O Level and

BGCSE French Syllabuses
Attendance registers for all Cambridge International for syllabuses; GCE O Level Additional
Mathematics, Statistics and BGCSE French must be included in the scripts return envelope.
15.3 Despatch of Other Correspondences
All correspondence, including requests for special consideration, should not be included with the
examination scripts despatch. All such correspondence should be sent separately to the Chief
Executive Officer at BEC.
Page 63 of 94
© BEC 2020
Function BGCSE
15.4 Despatch of Scripts
(i) Scripts must be despatched to us in accordance with schedules provided by BEC.
(ii) Scripts which are retained in the centre awaiting despatch must be kept under strict
secure conditions.
15.5 Comments on the Conduct of Examinations

(i) BEC is interested in centre’s comments on all aspects of the examination, including
written examinations, practical tests, the timetable and all aspects of the administration of
the examination.
(ii) The Appendix G- BEC/EAC/BGCSE/G01/A06 - Report on Conduct of Examinations

provided in in these guidelines should be used to provide comments on conduct of
examination and submitted to us.
Page 64 of 94
© BEC 2020
Function BGCSE
In this section:
16.0 Examination Malpractice

16.1 Definition
16.2 Individuals Involved
16.3 Candidate Malpractice
16.4 Centre Staff Malpractice – Breach of Security
16.5 Centre Staff Malpractice – Deception
16.6 Centre Staff Malpractice – Improper Assistance to Candidates
16.7 Centre staff Malpractice – Maladministration
16.8 Rights of Individuals Suspected of Malpractice
16.9 Making a Decision
16.10 Responsibility of BEC
16.11 Responsibility of the Head of Centre
16.12 Communication
16.13 Allegations of Malpractice
16.14 Suspected Malpractice Investigations
16.15 Penalties that May be Sanctioned by BEC in Response to Malpractice Cases
16.16 Possible Sanction and Penalties
16.17 Communicating Decisions
16.0 Examination Malpractice
16.1 Definition
Malpractice is any action that occurs which may threaten the integrity of our examinations. This may
occur before, during or after the examinations and may not necessarily be confined to events during
timetabled examinations.
16.2 Individuals Involved
The individuals involved in malpractice may be:
Candidates.
Teachers or other staff members responsible for the conduct and quality assurance of
examinations and assessment processes.
Those involved in the assessment of candidates’ work such as assessors, examiners

and moderators.
Others such as parents or friends of the candidate.
Page 65 of 94
© BEC 2020
Function BGCSE
IMPORTANT NOTE: Regardless of the circumstances or the people involved, we have a

statutory duty to investigate all allegations of malpractice relating to our examinations and
assessments. We also have a duty to protect the integrity of all our qualifications. This part
of the Guidelines for Conduct of Examinations describes the procedures which must be
followed in the investigation of all such allegations.
16.3 Candidate Malpractice
The following are examples of candidate malpractice. The list is not intended to be exhaustive, and
other examples of malpractice may be identified and considered at our discretion.
(i) The alteration of any results document, including Statement of Results and certificates.
(ii) Failing to follow the instructions or advice of an invigilator or other supervisor in relation to
BEC regulations which apply to examinations and assessments.
(iii) Failure to abide by the conditions of invigilation or supervision which is intended to

maintain the security of the examination or assessment.
(iv) Working in collusion with other candidates, beyond what is permitted by the regulations.
(v) Copying from another candidate.
(vi) Allowing work to be copied by another candidate.
(vii) The deliberate destruction of another candidate’s work.
(viii) Seeking, obtaining, exchanging or receiving (or attempting to obtain or receive)

information which is examination related from another candidate in the examination
room, or passing any such information to another candidate in the examination room.
This includes communication by speech and in writing and other non-verbal
communication.
(ix) Making a false declaration of authenticity in relation to coursework.
(x) Either giving or receiving assistance in the production of coursework.
(xi) Being in possession of confidential material in advance of an examination.
(xii) Bringing into the examination room unauthorised materials such as notes, study guides,
electronic dictionaries, cell phones, etc.
(xiii) The inclusion of offensive or obscene material in scripts or coursework.
(xiv) Pretending to be someone else in the examination (impersonation), or arranging for

another person to take one’s place in an examination.
Page 66 of 94
© BEC 2020
Function BGCSE
(xv) The inclusion in coursework of material which is copied from another source but which
is not acknowledged.
(xvi) Theft of another candidate’s work.
(xvii) Behaving in such a way as to undermine the integrity of the examination.
16.4 Centre Staff Malpractice – Breach of Security
Centre Staff Malpractice is breaching the confidentiality of question papers or other examination
materials or confidentiality of candidates’ scripts. For example:
(i) Failing to keep examination materials secure prior to an examination.
(ii) Revealing secure information.
(iii) Moving the time or date of an examination without the prior written approval of BEC.
(iv) Failing to supervise adequately candidates who are involved in a timetable deviation.
(This would, for example, apply to a practical examination which is to be taken in a
number of sessions).
(v) Permitting, facilitating or obtaining unauthorised access to examination material prior to

an examination.
(vi) Failing to retain and secure examination material/candidates where the examination is
to be taken in a later session due to a timetable deviation.
Tampering with candidates’ scripts or coursework after collection and before

despatch to BEC or before making the work available to a moderator.
(vii) Failing to maintain Full Centre Supervision in relation to Key Time.
16.5 Centre Staff Malpractice – Deception
Any act of dishonesty in relation to an examination or assessment. For example:
(i) Inventing or changing marks for internally assessed components such as coursework
where there is no actual evidence of the candidate’s achievement to justify the marks
being awarded.
(ii) Entering fictitious candidates for examinations or assessments or otherwise subverting

the certification process for financial gain.
Page 67 of 94
© BEC 2020
Function BGCSE
16.6 Centre Staff Malpractice – Improper Assistance to Candidates
This may include giving assistance to one or more candidates which may result in a potential or
actual advantage in an examination or assessment. For example:
(i) Assisting candidates in the production of coursework beyond that permitted by the
regulations.
(ii) Making candidates’ coursework available to other candidates.
(iii) Assisting candidates with the production of answers.
(iv) Assisting candidates for whom Access Arrangements have been made (such as the
provision of reader or an amanuensis) beyond that permitted by the regulations and
other BEC publications.
16.7 Centre Staff Malpractice – Maladministration
Failure to follow the regulations regarding the conduct of examinations and assessments or
malpractice in the conduct of examinations and assessments including the handling of examination
materials, candidate scripts, mark sheets, etc. For example:
(i) Failing to ensure that candidate’s coursework is adequately supervised.
(ii) Failure to train invigilators adequately, leading to non-compliance with BEC regulations.
(iii) Failing to issue appropriate notices or warnings to candidates in accordance with BEC
regulations.
(iv) Failing to post notices relating to examinations and assessments as required by BEC
regulations.
(v) Ensuring that the rooms used for examinations meet BEC requirements as specified in
the regulations.
(vi) The introduction of unauthorised material into the examination room, either during or
prior to the examination.
(vii) Failing to remind candidates that unauthorised materials must be handed to the
invigilator before the start of an examination.
(viii) Making access arrangements available to candidates where prior approval has not
been obtained from BEC.
(ix) Failure to despatch candidates’ scripts or coursework to BEC or failure to make

coursework available to moderators when required to do so by BEC.
Page 68 of 94
© BEC 2020
Function BGCSE
(x) Failing to report a case of suspected malpractice in an examination or assessment to

BEC as soon as possible after any such incident has occurred.
(xi) Failing to keep candidate’s computer files secure.
(xii) Failing to conduct an investigation into suspected malpractice when asked to do so by

BEC.
(xiii) Retaining or destroying of certificates contrary to BEC regulations.
16.8 Rights of Individuals Suspected of Malpractice
(i) The Head of Centre, preferably in writing, must make any individual suspected of
malpractice aware of this as soon as possible.
(ii) We may instruct the Head of Centre to share relevant evidence with the individual.
(iii) Any individual suspected of malpractice must be;
told what it is they are accused of,

given the opportunity to submit a written statement,
made aware of the possible consequences if malpractice has occurred, and
informed of our appeals procedure.
16.9 Making a Decision
(i) We will consider all available information and use the balance of probabilities to reach
a decision on whether the suspected malpractice has occurred or not.
(ii) At our discretion we may consider mitigating factors supported by appropriate

evidence.
(iii) As we make no assumptions on intended actions, decisions are only based on the
information presented.
16.10 Responsibilities of BEC
In order to meet its responsibilities, BEC will:
(i) Oversee all investigations into alleged or suspected malpractice.
(ii) Withhold the results of the candidates involved until the investigation is complete.
(iii) BEC will withhold the results of candidates permanently if the circumstances warrant
such action.
Page 69 of 94
© BEC 2020
Function BGCSE
(iv) Apply sanctions and penalties where the malpractice is proven.
(v) Report the circumstances to the Police if a criminal act may have been committed as
part of the malpractice.
(vi) Use its own personnel to investigate cases which involve a suspected malpractice or
maladministration.
(vii) Require the Head of Centre to provide full details of any suspected or confirmed breach
of security.
16.11 Responsibilities of the Head of Centre
Heads of Centres are required to:
16.11.1 Report to BEC any incident of actual malpractice or suspicion of malpractice as a matter of
urgency. The only exception to this is malpractice in coursework which is discovered before
the candidate is registered for the examination.
16.11.2 Respond openly and speedily to all requests for an investigation into an allegation of
malpractice.
16.11.3 Ensure full cooperation during the investigation into an allegation of malpractice by all
concerned parties within the centre.
16.11.4 Pass on to the individuals concerned any warnings or notification of penalties.
16.11.5 Ensure compliance with any instructions or requests made by BEC relating to the future
conduct of BEC examinations and assessments in the Centre.
IMPORTANT NOTE: The responsibilities above also apply to instances of suspected

malpractice which involve private candidates entered through the Centre.
16.12 Communication
16.12.1 BEC will communicate with the Head of Centre in all matters relating to an allegation of
malpractice, except when the Head of Centre is under investigation.
16.12.2 In some circumstances, BEC may communicate directly with members of staff at the
Centre who are suspected of malpractice. For example, direct communication would be
necessary if the person is no longer employed at the Centre.
16.12.3 BEC will communicate directly with a candidate only if the circumstances warrant such
communication or if the candidate is a private candidate. For example, BEC might decide
to communicate with a candidate if there is a contradiction in the evidence provided by the
Page 70 of 94
© BEC 2020
Function BGCSE
Centre and the candidate or where it seems that the Centre is not co-operating fully with
the investigation. In such cases, the Head of Centre will be informed in writing that BEC
proposes to deal directly with the candidate and will be asked not to communicate further
with the candidate.
16.13 Allegations of Malpractice
16.13.1 Suspected malpractice identified by examiners or moderators.
Examiners and moderators who suspect malpractice in a BEC examination or assessment are
required to report their suspicions to BEC immediately, providing BEC with a full account of the
circumstances which has given rise to their suspicions. At this stage, the Head of Centre is not
informed of the suspected malpractice, either by BEC or by the Examiner or Moderator.
16.13.2 Suspected malpractice identified by a Centre.
Where suspected malpractice is identified by a Centre, the Head of Centre must submit an account
of the circumstances to us at the earliest opportunity, failure by the centre to notify us of suspected
malpractice constitutes malpractice in itself.
16.13.3 Report cases of suspected malpractice with all relevant information. Including the
following:
(i) Statements from relevant centre staff, for example, the Head of Centre, the Chief
Invigilators, Invigilators or teachers. Statements should include a detailed account of
the circumstances surrounding the suspected malpractice, including any details of
investigation that has been carried out by the Head of Centre.
(ii) Statement of all candidates involved in the suspected malpractice, giving their
account of events in their own words.
(iii) Evidence of any unauthorised material found in a candidate possession e.g. a

photograph of the unauthorised material.
(iv) Seating plans.
(v) Any additional evidence or information that is relevant.
16.13.4 Provide all statements in English. If the level of English of the person writing the statement
would undermine their ability to produce a fair statement, we may accept the statements
in Setswana.
16.13.5 In the case of coursework components, if the malpractice is discovered prior to the date
for final entry, the Centre should resolve the matter internally and may exercise discretion
as to whether or not to enter the candidates concerned. If an entry is subsequently made
Page 71 of 94
© BEC 2020
Function BGCSE
in respect of such candidates, then none of the work which contributed to the dishonesty
or malpractice must be submitted.
16.13.6 Centres are reminded that all work must be authenticated by the teacher. If the work of
any candidate cannot be authenticated because of suspected dishonesty or malpractice,
then no mark should be given for the syllabus/component concerned.
16.13.7 If the malpractice is discovered after final entries have been made, the details must be
reported to BEC.
16.13.8 We take all reports of suspected malpractice seriously. We will acknowledge reports in
writing. In our response we will either;
confirm no further action,
issue guidance, or
open a suspected malpractice investigation.
16.13.9 Suspected malpractice identified by others.
(i) Allegations of malpractice may sometimes be made by individuals such as centre

staff, candidates or members of the public. We would ask for the allegation to be
made in writing, although the informant will be given the option of remaining
anonymous. We will evaluate all such cases in the light of all available information
before deciding whether an investigation is justified.
(ii) We are aware that reporting malpractice by a member of staff at a Centre or by a

candidate might lead to difficulties for the individual. In view of this BEC will normally
not disclose the identity of the informant unless legally required to do so.
16.14 Suspected Malpractice Investigations

16.14.1 When we open a suspected malpractice case we will write to you with the details,
including actions and instructions that your centre must complete and confirm. We will try
to find all relevant facts and circumstances of the case to help us decide whether
malpractice has happened or not.
16.14.2 You must complete all actions and cooperate with all instructions in the timescales
specified.
16.14.3 We oversee all investigations. We expect the Head of Centre to personally supervise and
collect information on our behalf.
16.14.4 Failure to take actions or cooperate in suspected malpractice investigations as required by

us is malpractice in itself.
16.14.5 We reserve the rights to withhold results while investigations are on-going. We will notify
you if we do this.
Page 72 of 94
© BEC 2020
Function BGCSE
16.14.6 We reserve the right to deal directly with the candidate or the candidate’s representative.
In these cases we will notify the Head of Centre.
16.14.7 During our investigation further concerns may be identified. In these instances, we may
extend the scope of our investigation as needed.
16.14.8 We may send the representatives to your centre to conduct an investigation.
16.14.9 Malpractice cases are confidential between the individual centre, the individuals involved
and us.
16.14.10 Correspondence about suspected malpractice is confidential between the centre and us.
16.14.11 The Head of Centre can share concerns and/or requests for information with the
candidate(s) involved and their parents/guardian.
16.14.12 If the Head of Centre is implicated in the suspected malpractice we may, at our discretion,
ask someone else to collect information, for example, the Regional Director.
16.15 Penalties that May be Sanctioned by BEC in Response to Malpractice Cases
16.15.1 After we carry out investigations, we may impose sanctions and penalties on individuals
and Centres suspected of malpractice in order to:
(i) minimise the risk to the integrity of our qualifications, both in the present and in the
future;
(ii) maintain the confidence of the public in our qualifications; and
(iii) deter others from committing malpractice.
16.15.2 We may impose sanctions and penalties to individuals suspected of malpractice. These
individuals will be candidates or members of staff who are responsible in some way for the
examination or assessment. However, when the malpractice is judged to be the result of
serious mismanagement of the Centre, we may apply sanctions against the Centre.
16.15.3 We will do everything possible to protect the interest of candidates who become involved
in malpractice through no fault of their own. However, it should be recognised that there
may be instances where the work submitted for assessment does not represent the
attainment of individual candidates, and it may not be possible to issue grades to these
candidates. When considering such cases, we will consider both the position of the
innocent individuals caught up in the malpractice and our responsibility to other
candidates.
16.15.4 There may be cases where it is known that malpractice has taken place, but it may not be
possible to apportion suspected malpractice with any certainty. In such cases, if it is clear
Page 73 of 94
© BEC 2020
Function BGCSE
that the integrity of the examination or assessment has been impaired, we may decide not
to accept the work of candidates and results will not be issued.
16.15.5 We have decided that sanctions and penalties are not to be fixed, but are to be selected
from a range of available penalties in order to reflect the particular circumstances of the
case and in order to take any mitigating circumstances into account. We reserve the right
to apply penalties, and in the case of practicing teachers this will be done in consultation
with the employer.
16.15.6 Sanctions and penalties applied must be reasonable and based only on the evidence.
16.15.7 Penalties must be consistent in their application, and we will take no account of the
consequences which might arise from the candidate’s circumstances, such as the effect of
the penalty on the candidate’s application for admission to institutions of higher learning.
16.15.8 When the head of centre has received our outcome, it is at their discretion whether they
take further action with their candidate(s) and/or staff.
16.15.9 Some outcomes will mean that components are not eligible for request about enquiries
about results. We will confirm this in our outcome letter.
16.15.10 A permanent record will be kept of the effect of any penalties on a candidate’s results. All
other information relating to specific instances of malpractice will be destroyed after a
period of five years.
16.16 Possible Sanctions and Penalties
We may, at our discretion, impose sanctions and penalties against candidates and Centres
suspected of malpractice. Such sanctions may include:
Written warning
Loss of marks for part of a component
Loss of marks for a component
Candidate debarred
Imposition of special conditions
Suspension from participation in examination related activities
Additional inspection
Restrictions on the storage of examination materials
Withdrawal of Centre status
Withdrawal of results
No further action
IMPORTANT NOTE: We reserve the right to apply outcomes not listed above.
Page 74 of 94
© BEC 2020
Function BGCSE
16.17 Communicating Decisions
16.17.1 Heads of Centres will be informed of a decision in writing as soon as possible after the
decision has been made. The Head of Centre is then required to communicate the
decision to the individuals concerned. Where appropriate, the Head of Centre must pass
on written warnings to the individuals concerned.
16.17.2 Cases of malpractice will normally remain confidential between the Centre and us.
However, in cases of serious malpractice, where the circumstances outweigh the duty of
confidentiality, the appropriate department of the Ministry of Basic Education will be
informed. We will provide the department with a report on the nature of the malpractice
together with details of the action taken against the Centre or individuals at the Centre.
Page 75 of 94
© BEC 2020
Function BGCSE
In this section:
17.0 Publication of Results
17.1 Online Results
17.2 Candidates Results Service
17.3 Provisional Results Despatch
17.4 Syllabus Grades on Provisional Results Documents
17.0 Publication of Results

Results are published initially as provisional results until after the end of the results enquiries period.
(New)
17.1 Online Results
You can access your results from the Malepa application. The online results are available in the
following formats:
Result Broadsheet
Statement of Results
5C’s or better
Summary of results by Centre by Syllabus
Summary of results by Syllabus by Centre
Candidates Results by Syllabus and Component
Overall Summary of results by Centre
17.2 Candidates Results Service
This service gives your candidate access to their results directly via a secure website
www.bec.co.bw and “SMS” technology as advertised.
17.3 Provisional Results Despatch- Private candidates
This arrangement is for BEC Private Centres only. We send this despatch by courier unless
instructed otherwise. We do not email or fax results to you or anybody else.
17.4 Syllabus Grades on Provisional Results documents
17.4.1 We report syllabus grades on provisional results documents as follows:
(i) A*(a*), A (a), B (b), C(c), D (d), E (e), F (f) or G (g).

A*(a*) is the highest grade and G (g) is the lowest grade.
(ii) “UNGRADED” shows that the candidate failed to reach the standard for grade G (g).
Page 76 of 94
© BEC 2020
Function BGCSE
(iii) “NO RESULTS” or “X” means one of the following:
We were notified that the candidate was absent or withdrawn from one or more
components of the syllabus. The candidate is therefore not illegible for the award
of a grade.
We were not notified that the candidate was absent or withdrawn and there is no
record of their mark in one or more components of the syllabus. The candidate is
therefore not illegible for the award of a grade.
We disqualified the candidate. Where this is the case we would have contacted
the centre separately explaining the reasons for the disqualification.
(iv) “PENDING” or “Q” means that a result cannot be issued at present but will follow in
due course once the reasons for withholding the results have been resolved.
Page 77 of 94
© BEC 2020
Function BGCSE
In this section:
18.0 Enquiries about Results

18.1 Types of Enquiries about Results Offered
18.2 Enquiries on behalf of school candidates
18.3 Enquiries by Private candidates
18.4 Outcomes from enquiries about results
18.0 Enquiries about Results

The results enquiries period starts immediately on the day of release of results and runs for six
weeks after the release. All enquiries about results must be submitted to us within this period. The
start and end dates is communicated with the results release.
We carry out extensive quality checks before results are issued. However, you can submit enquiries
about results if you would like BEC to check the results for a particular candidate.
18.1 Types of Enquiries about Results Offered
We offer four types of enquiries about results services and depending on the type of enquiry you
would like us to carry out, there may be an administrative fee for some enquiries. We will refund the
fee paid if the enquiry leads to a change to the syllabus grade. You can only submit enquiries at
component level. (New)
18.1.1 No Results (X-enquiry) - This service checks why a particular syllabus does not have a
grade. This involves searching for a missing script. There is no fee charged for this service.
18.1.2 Clerical check - This service checks that all parts of the script were marked, that the marks
were totalled correctly and that the marks were recorded correctly and shaded correctly on
the mark sheet. There is a fee for this service.
18.1.3 Review of marking (New) - This involves a review of the original marking to check that the
agreed mark scheme was applied correctly. This also includes the checks applied in the
clerical check service. This service is not available for multiple choice question papers. There
is a fee charged for this service. A valid explanation for requesting the review of marking
given by a Head of Centre providing proof that the candidates could have done better is
required. (New) For private candidates no such proof is required.
For clerical recheck or review of marking services, you may only select one type of review or
recheck service. For example, you cannot ask for clerical check in one component and a
review of marking for another component if they are in the same syllabus. (New)
18.1.4 Review of Moderation of the Centres Coursework with report - This involves a review of
the Centres coursework for a component and a report on the assessment of the candidates’
coursework. (New) A valid explanation for requesting the review of moderation given by a
Page 78 of 94
© BEC 2020
Function BGCSE
Head of Centre providing proof that the candidates could have done better is required. This
is not available for private candidates.
18.2 Enquiries on behalf of school candidates
Enquiries on behalf of school candidates should be made to the Chief Executive Officer through the
Head of Centre where the candidates sat for the examination. (New) A Result Enquiry Form, and a
letter indicating how to submit requests for results enquiries, is sent out to centres at the point of
publication of results.
18.3 Enquiries by Private candidates
Enquiries for private candidates may be made directly to the Chief Executive Officer by the
candidate. (New) A letter and a form indicating how to submit requests for results enquiries is sent
private candidates at the point of publication of results.
18.4 Outcomes from Enquiries about Results
Outcomes from Enquiries about Results will be communicated to the Head of Centre for School
candidates and directly to the Private candidate through letter including the new Statement of
Results whether there is a grade change or not. (New)
Page 79 of 94
© BEC 2020
Function BGCSE
In this section:
19.0 Certification
19.1 Certificates
19.2 Incorrect Details of Certificates
19.3 Name Changes
19.4 Combining Grades on a single Certificate
19.5 Lost Certificates
19.6 Damaged Certificates
19.7 Certifying Statements
19.8 Verification of Results
19.9 Migration Certificate
19.0 Certification
.
19.1 Certificates
A certificate is and remains our property at all times and is issued subject to the following conditions:
(i) this certificate must be returned to us on request;

(ii) this certificate should be kept in a safe place;
(iii) we will not issue a copy of this certificate;
(iv) any alterations to this certificate invalidates the certificate and we does not certify any
such alterations;
(v) use of an altered certificate is a criminal offence and we may also take civil action for
damages caused;
(vi) ownership of all trademarks shown on the certificate are, and remains, the property of
BEC or UCLES or their respective owners; copyright in the contents and layout of this
certificate is and remains the property of UCLES.
All results issued by us are regarded as provisional until the results are confirmed by the issue of a
certificate. Certificates will be sent to the Head of Centre/Private Candidates, and it is the
responsibility of the Head of Centre to forward certificates to all candidates entered by the Centre.
Distribution should take place as soon as possible after receipt.
IMPORTANT NOTE: In a case where certificates are not handed to the candidate personally, the
Head of Centre is responsible for obtaining acknowledgement of receipt from the recipient.
Certificates are printed and distributed to Centres/Private candidates at the conclusion of results
enquiries, which is six (6) weeks after the release of the results. We are therefore, unable to
despatch certificates before the deadline for submission of enquiries has elapsed, as candidate’s
marks and subject grades may be adjusted by the outcome of an enquiry about results. Certificates
will be despatched as soon as this deadline has passed but the certificate for any candidate for
whom an enquiry is still in progress will be withheld until the outcome of the enquiry about results is
Page 80 of 94
© BEC 2020
Function BGCSE
known. Once the outcome of the enquiry is known the certificate will be printed and sent to the
Centre/Private Candidate.
You must store certificates in a safe place until they are distributed to candidates. You must retain
unclaimed certificates for a period of 24 months from the date of issue. When that period has
elapsed, you should return any unclaimed certificates to us. When certificates are returned, you
should enclose a list which identifies the candidates. A copy of the list should be kept in the Centre.
Once certificates are returned to us, candidates will be expected to claim them from us.
Where a Centre loses certificates before distributing to candidates, we should be notified in writing.
We will use our discretion on how the matter will be treated basing on the merits of each case. Note
that Centres may be required to pay for the replacement of the certificates.
IMPORTANT NOTE: Under no circumstances must any certificate be destroyed.
19.2 Incorrect Details of Certificates
19.2.1 Centre and candidate details such as the spelling of the candidate’s name must be checked
when Statements of Entries and Statements of Results are received. Any inaccuracies must
be reported to us as soon as possible after the error has been identified and certainly before
certificates are printed. We may replace such a certificate, but only at our discretion. If a
replacement is to be provided, the following conditions will apply:
(i) A letter of request from the centre for the centre candidates and from the candidate for
a private candidate.
(ii) A proof of identity for private candidates.
(iii) The original Certificate must be returned to us before any replacement will be provided.
(iv) A fee will be charged for issuing the corrected certificate. The fee to be charged will be
determined by us from time to time.
IMPORTANT NOTE: Certificates can only be replaced within a period of 18 months from the
date of issue of the original certificate. Thereafter, a Certifying Statement will be issued as in
paragraph 19.7 below.
19.3 Name Changes
Certificates are issued in the name of the candidate at the time the award is made. Replacement
certificates will only be provided to accommodate a subsequent change of name when imposed by a
court of law.
Page 81 of 94
© BEC 2020
Function BGCSE
19.4 Combining Grades from Different Examination Series
Certificates are issued for each separate examination series, and we cannot combine grades
obtained in different examination series on to one certificate
IMPORTANT NOTE: We cannot delete selected syllabuses or grades from a certificate.
19.5 Lost Certificates
A Certifying Statement is an official document issued by us to a candidate whose certificate is lost or

damaged. It shows all the grades awarded to the candidate in a given examination series.
19.5.1 A candidate who has lost a certificate may apply to us for a Certifying Statement of Results.
All grades are shown on the certifying statement, including Ungraded. A Certifying Statement
will be issued as in paragraph 19.7 below.
19.6 Damaged Certificates
In cases where Certificates have been damaged, BEC at its discretion reserves the right to issue
replacement certificates to candidates upon satisfactory understanding of the circumstances leading
to the damage, and proof of identity. The following conditions will apply:
19.6.1 We will replace the damaged certificates within a period of 18 months from the date of issue
of the original certificates. Thereafter, a certifying statement will be issued as in paragraph
19.7 below.
19.6.2 The damaged certificate must be returned to us before any replacement will be provided.
19.6.3 A fee will be charged for issuing a replacement certificate. The fee to be charged will be
determined by us from time to time.
19.7 Certifying Statements
19.7.1 Conditions for application of a Certifying Statements:
(i) A letter of confirmation for collection of original certificate is required from the centre.
(ii) An Affidavit as proof of loss/damage of certificate.
(iii) A fee determined by us from time to time will be charged for issuing certifying
statements.
(iv) Proof of Identity in the form of a National Identity Card for citizens and passport for
non-citizens.
Page 82 of 94
© BEC 2020
Function BGCSE
(v) The names on the certificate are expected to be identical to the names on the Identity
document otherwise proof of discrepancy to be provided. An Affidavit is required in
the case of names while an official document from a Botswana Government
institution is required for surname.
(vi) When a person other than the owner of the certificate makes the request, the
applicant is expected to produce an authorisation letter from the owner of the
certificate to collect the certificate on their behalf.
19.8 Verification of Results
A third party, such as a prospective employer, an educational institution, and or the Security Forces
can make a request for a verification of results of a particular candidate at any time. The following
conditions will apply:
(i) A request letter or completed BEC/EAC/DP/P11/F01 - Verification Request Form for

verification of a certificate from an institution or company.
(ii) A copy of the certificate to be verified.
19.9 Migration Certificate
A Migration Certificate is a document issued to an individual who has sat our examinations, and
wishes to pursue their education outside the country. It clarifies the qualification, the grading criteria
and performance of the candidate. A candidate who wishes to pursue their education outside
Botswana can make a request to us for a Migration Certificate. The following condition will apply:
(i) A request for a migration certificate from client in the form of a written letter, or a
completed BEC/EAC/DP/P12/F01 - Migration Request Form.
Page 83 of 94
© BEC 2020
Function BGCSE
In this section:
20.0 Appeals Process

20.1 Appeals May be Made Against
20.2 Who can Appeal?
20.3 Appeals against the Outcome of an Enquiry about Results
20.4 Appeals against Access Arrangements, Special Consideration and Late arrival decisions
20.5 Appeals against Malpractice Decisions
20.6 Fees and Costs
20.0 Appeals Process

These Guidelines are intended to describe and explain the processes for appealing against certain
decisions made by us. It is intended for use by Heads of Centres and Private candidates who wish
to appeal against our decision.
The guidelines below specify the decisions against which appeals can be made and provide
guidance on the procedures to be followed, both by the Head of Centre/Private candidate and by us.
(i) The Head of Centre (or private candidate) who wishes to appeal against the outcome of a
decision listed in paragraph 20.3 should submit any such appeal, in writing, to arrive at BEC
within fourteen (14) days of the notification of the outcome of the enquiry or notification of the
decision;
(ii) The appeal will be considered by a senior officer from BEC and in some cases by the BEC
Appeals Committee, and we will inform the Head of Centre (or private candidate) of the
outcome within fourteen (14) days of receiving the appeal;
(iii) The outcome of the appeal is regarded as final, and we will not enter into further
correspondence about an appeal once the outcome of the appeal has been notified to the
Head of Centre (or Private Candidate).
20.1 Appeals May be Made Against
(i) The outcomes of Results Enquiries.
(ii) Decisions made in relation to Access Arrangements and Special Consideration.
(iii) Decisions made in cases of malpractice.
(iv) Other decisions made by us including late arrival of a candidate.
Page 84 of 94
© BEC 2020
Function BGCSE
20.2 Who can Appeal
Only the following can appeal against our decision:
(i) A Head of Centre on behalf of individual candidates or groups of candidates in the

centre.
(ii) Private candidates.
(iii) Members of staff at a centre or, personnel contracted to a centre (e.g. invigilators)
against who sanctions have been applied personally.
(iv) Third parties who have been barred from our qualifications.
(v) Appeals may not be made by School Candidates or their parents or guardians.
20.3 Appeals against the outcome of Enquiries about Results
This section applies to cases in which the Centres and/or Private candidates are dissatisfied with the
outcome of the initial enquiries about results.
20.3.1 Making a stage 1 appeal against the outcome of an enquiry about results
All appeals must be made by the private candidate or Centre the school candidate was registered
with. We do not accept appeals directly from parents/Guardians or school candidates. Stage 1
appeal must be made in writing and signed by the head of centre or Private candidate.
Centres/Private candidates may only submit a stage 1 appeal after receipt of the initial enquiry about
results.
Example 1.
You have made enquiries about Results for two candidates. One has already received an
outcome. You may appeal for the candidate who has already received their outcome. You
must wait until the second candidate has received their outcome to make a stage one
appeal. If you do not have the outcome for the second candidate by the appeal deadline and
you wish to appeal for the first candidate, you will need to submit two separate appeals to
meet the deadline for each candidate. (New)
Example 2.
You have made enquiries about results for some, but not all, candidates entered for a
syllabus component. You can only appeal against the outcome of candidates you have made
enquiries about results for. You may not include the other candidates. You may only appeal
for a whole group if you have made enquiries about results for all candidates in the group.
(New)
Page 85 of 94
© BEC 2020
Function BGCSE
(i) Once a decision has been received, the Head of Centre or Private candidate may appeal
against sanctions imposed on the centre and on candidates entered through the centre or a
private candidate. Any such appeal must be received at BEC within fourteen (14) days of the
receipt of the decision. The Appeal must be made in writing and signed by the Head of
Centre/Private candidate and addressed to the Chief Executive Officer. We do not accept
appeals directly from parents, guardians or Centre candidates. We will not accept late
appeals submissions. When making an appeal, you must explain your reasons for appealing
against the decision and in particular provide any extra information or evidence that you want
to be considered. Centres and private Candidates should note that the appeals process will
investigate the procedures which have been followed by us and is not concerned with
making judgments about candidates’ work. The procedures include all processes leading to
the final award of marks and grades, and further consideration of candidates’ work would
only take place if it is found that procedures had not been properly followed by us.
(ii) We reserve the right to reject an appeal if the criteria in paragraph 20.3.1(i) are not met or
where we deem the grounds for the appeal to be inappropriate.
(iii) Appeals can only be made against decisions where a sanction has been imposed.
(iv) You must show you have grounds for appeal. The grounds that we will consider are that
either:
We did not use procedures which were consistent with the commitments made in our
guidelines, or
We did not apply our internal procedures properly and fairly in arriving at our
judgements.
(v) We will not consider appeals based on any other grounds. For example, the following are not
sufficient on their own:
Disagreement with marking or moderation judgment made by markers and examiners,

either originally or as part of an enquiry about results.
Disagreements with our judgements on thresholds at either a component or syllabus

level.
Differences between candidates’ results and their results in other assessments.
(vi) On receipt of an appeal, we will send a letter of acknowledgement within seven working days
of receiving it. The case will first be reviewed by a senior officer at BEC who has had no
previous involvement with the case. The review will take into account the submission of the
Head of Centre (or Private candidate) and will include a review of all relevant procedures and
evidence that you sent and then we will consider whether we:
Page 86 of 94
© BEC 2020
Function BGCSE
used the procedures which were consistent with the commitments made in our
guidelines, and
applied our internal procedures properly and fairly in arriving at our judgement
(vii) We will notify you in writing within fourteen days of receiving the appeal whether it was fully
successful, partly successful or un-successful.
(viii) You must inform school candidates and parents/guardians of the outcome of the appeal as
soon as it is received.
When to make Stage 1 appeals
Example 1.
You receive the outcome of an enquiry about results for one candidate on 01 March. You
have until 15 March to make a stage 1 appeal. (New)
Example 2.
You have made Enquiries about Results for five candidates for the same syllabus
component. You have received the outcome for all the five candidates but on different
dates. Any appeals must be made within 14 days of the outcome letter for each individual
candidate. (New)
20.3.2 Making a stage 2 appeal against the outcome of enquiries about results
(i) The stage 2 appeals process is designed to provide the Head of Centre or Private candidate
the opportunity of presenting their case to an impartial body appointed from the senior
committees of BEC identified as the Appeals Committee for the purposes of these
guidelines.
(ii) If the appeal is not fully successful at stage 1, you may choose to proceed to stage 2. Stage
2 appeals must be made in writing and signed by the head of centre/Private candidate and
addressed to the Chief Executive Officer. We do not accept appeals directly from parents,
guardians and school candidates.
Example: You made a stage 1 appeal against the outcome of an enquiry about results for
candidate A and have received an outcome. Candidate B had an enquiry about results
outcome, but you did not make a Stage 1 appeal. You may make a stage 2 appeal for
candidate A but not for candidate B. (New)
Page 87 of 94
© BEC 2020
Function BGCSE
(iii) When making a stage 2 appeal, you must fully and accurately explain your grounds for
submitting a further appeal and arguments against the decision. You must also provide any
extra information or evidence that you would like the panel to consider. You must make your
stage 2 appeals within fourteen (14) days of receipt of stage 1 outcome letter. We will not
accept late appeals submissions.
Example 1. You received the outcome of stage 1 appeal dated March 1 for one candidate.
You have until 15 March to make your stage 2 appeal. (New)
Example 2. You made stage 1 appeals for two groups of candidates for the same syllabus
component. The stage 1 outcome letters are dated 1 March and 5 March respectively. If you
wish to make a stage 2 appeal for both groups together, you need to submit it by 15 March,
the deadline for the earliest outcome you received. (New)
(iv) As at stage 1 appeal, every effort will be made to establish whether or not we followed proper
procedures in coming to our decisions. The Appeals Committee is not authorised to re-
assess whether the grades issued are appropriate but instruct us to carry out further
investigations. The hearing of the appeal will take the form of an examination of the
evidence, comments and reports provided to us and the observations made by the Head of
Centre (or Private candidate).
(v) At the conclusion of the hearing, the Appeals Committee will decide whether to uphold the
original decision made by us. The Committee may also make recommendations on any
issues or concerns which arose during the hearing. In coming to its decision, the Appeals
Committee will consider whether:
• it is satisfied that the procedures followed by us were appropriate,

• the procedures were properly and fairly applied, and
• the original enquiry, application or report from the Centre (or from some other source)
was dealt with appropriately.
(vi) The decision of the Appeals Committee will be communicated to the Head of Centre or
Private candidate in writing within Five (5) working days of the conclusion of the hearing.
(vii) The communication of the decision to the Head of Centre or Private Candidate concludes the
appeals process. The outcome of the appeal is regarded as final and we will not enter into
further correspondence about an appeal.
20.4 Appeals against Access Arrangements, Special Consideration and Late Arrival
Decisions
If you are dissatisfied with the outcome of an access arrangement application, a request for special
consideration or a late arrival decision, the Head of Centre/Private candidate may request an
appeal.
Page 88 of 94
© BEC 2020
Function BGCSE
20.4.1 Making A Stage 1 Appeal against an Access Arrangement, Special Consideration or

Late Arrival Decision
(i) Once a decision has been received, the Head of Centre or private candidate may appeal
private candidate. Any such appeal must be received at BEC within fourteen days of the
receipt of the decision. The appeal must be made in writing by the Head of Centre/Private
Candidate and addressed to the Chief Executive Officer. We do not accept appeals directly
from parents, guardians or Centre candidates. We will not accept late appeals submissions.
Example: You receive a letter dated 1st March, with our decision about the late arrival of a
candidate, or your application for access arrangements or Special consideration. You have
until 15 March to make your stage 1 appeal. (New)
(ii) When making an appeal, you must explain your reasons for appealing against the decision
and in particular provide any extra information or evidence that you want to be considered.
Centres and private Candidates should note that the appeals process will investigate the
procedures which have been followed by us.
(iii) BEC reserves the right to reject an appeal if the criteria in paragraph 20.4.1 (i) are not met or
where BEC deems the grounds for the appeal to be inappropriate.
(iv) Appeals can only be made against decisions where a sanction has been imposed.
(v) You must show you have grounds for appeal. The grounds that we will consider are that
either:
• we did not use procedures which were consistent with the commitments made in our
Guidelines for conduct of examinations, or
• we did not apply our internal procedures properly and fairly in arriving at our judgements.
(vi) We will notify you in writing within fourteen days of receiving the appeal whether it was fully
successful, partly successful or un-successful.
(vii) You must inform school candidates and parents/guardians of the outcome of the appeal as
(viii) We will not consider appeals based on any other grounds.
20.4.2 Making A Stage 2 Appeal Against Access Arrangement, Special Consideration or Late
Arrival Decision
(i) The Stage 2 Appeals process is designed to provide the Head of Centre or Private candidate
Page 89 of 94
© BEC 2020
Function BGCSE
guidelines.
2 appeals must be made in writing and signed by the Head of Centre/Private candidate and
addressed to the Chief Executive Officer. We do not accept appeal directly from parents,
guardians and school candidates. When making stage 2 appeals, you must fully and
accurately explain your grounds for submitting a further appeal and arguments against the
decision. You must also provide any extra information or evidence that you would like the
panel to consider. You must make your stage 2 appeals within fourteen days of receipt of
stage 1 outcome letter. We will not accept late appeals submissions.
(iii) As at Stage 1 appeals, every effort will be made to establish whether or not we followed
proper procedures in coming to our decisions. The Appeals Committee is not authorised to
re-assess whether access arrangements, special consideration or late arrival ground have
been dealt with appropriately but instruct us to carry out further investigations. The hearing of
the appeal will take the form of an examination of the evidence, comments and reports
provided to us and the observations made by the Head of Centre (or Private Candidate).
(iv) At the conclusion of the hearing, the Appeals Committee will decide whether to uphold the
original decision made by BEC. The Committee may also make recommendations on any
• it is satisfied that the procedures followed by BEC were appropriate,

(v) The decision of the Appeals Committee will be communicated to the Head of Centre or
Private Candidate in writing within Five (5) working days of the conclusion of the hearing.
(vi) The communication of the decision to the Head of Centre or Private Candidate concludes the
appeals process. The outcome of the appeal is regarded as final, and BEC will not enter into
20.5 Appeals against Malpractice Decisions
Decisions relating to cases of malpractice are based on the principles and procedures defined in
section 16 of these guidelines.
20.5.1 Making A Stage 1 Appeal against Malpractice Decision
(i) Once a decision has been received, the Head of Centre or private candidate may appeal
private candidate. Any such appeal must be received at BEC within fourteen days of the
receipt of the decision. The Appeal must be made in writing by the Head of Centre/Private
Page 90 of 94
© BEC 2020
Function BGCSE
candidate and addressed to the Chief Executive Officer. We do not accept appeals directly
from parents, guardians or Centre candidates. We will not accept late appeals submissions.
Example: You receive a letter, dated 1st March, telling you the outcome of the malpractice
case. You have until 15 March to make your stage 1 appeal. (New)
(ii) When making an appeal, you must explain your reasons for appealing against the decision
and in particular provide any extra information or evidence that you want to be considered.
Centres and private Candidates should note that the appeals process will investigate the
procedures which have been followed by BEC.
(iii) We reserve the right to reject an appeal if the criteria in paragraph 20.5.1 (i) are not met or
where BEC deems the grounds for the appeal to be inappropriate.
(iv) Appeals can only be made against decisions where a sanction has been imposed.
(v) You must show you have grounds for appeal. The grounds that we will consider are that
either:
we did not use procedures which were consistent with the commitments made in our
guidelines, or
we did not apply our internal procedures properly and fairly in arriving at our judgements.
(vi) We will not consider appeals based on any other grounds. For example, the following are not
sufficient on their own:
The individual did not mean to commit Malpractice.

The individual has a good academic record.
The individual could lose a university place.
The individual regrets their action.
(vii) On receipt of an appeal, we will send a letter of acknowledgement within five working days of
receiving it. The case will first be reviewed by a senior officer at BEC who has had no
previous involvement with the case. The review will take into account the submission of the
Head of Centre (or Private candidate) and will include a review of all relevant procedures and
evidence that you sent and then we will consider whether we:
Used the procedures which were consistent with the commitments made in our Guidelines
Applied our internal procedures properly and fairly in arriving at our judgement
(viii) We will notify you in writing within fourteen working days of receiving the appeal whether it
was fully successful, partly successful or unsuccessful
(ix) You must inform school candidates and parents/guardians of the outcome of the appeal as
Page 91 of 94
© BEC 2020
Function BGCSE
20.5.2 Making A Stage 2 Appeal against A Malpractice Decision
(i) The Stage 2 Appeals process is designed to provide the Head of Centre or Private candidate
guidelines.
2 appeals must be made in writing and signed by the head of centre/Private candidate and
addressed to the Chief Executive Officer. We do not accept appeals directly from parents,
guardians and school candidates. When making stage 2 appeals, you must fully and
accurately explain your grounds for submitting a further appeal and arguments against the
decision. You must also provide any extra information or evidence that you would like the
panel to consider. You must make your stage 2 appeals within fourteen days of receipt of
stage 1 outcome letter. We will not accept late appeals submissions.
(iii) As at Stage 1 appeal, every effort will be made to establish whether or not we followed
proper procedures in coming to our decisions. The Appeals Committee is not authorised to
re-assess whether a malpractice has occurred but instruct us to carry out further
investigations. The hearing of the appeal will take the form of an examination of the
evidence, comments and reports provided to us and the observations made by the Head of
Centre (or Private candidate).
(iv) At the conclusion of the hearing, the Appeals Committee will decide whether to uphold the
original decision made by BEC. The Committee may also make recommendations on any
• it is satisfied that the procedures followed by BEC were appropriate,

(v) The decision of the Appeals Committee will be communicated to the Head of Centre or
Private Candidate in writing within five working days of the conclusion of the hearing.
(vi) The communication of the decision to the Head of Centre or Private candidate concludes the
appeals process. The outcome of the appeal is regarded as final, and BEC will not enter into
20.6 Fees and Costs
We charge a fee for each stage 1 and 2 appeals against the outcome of enquiries about results. The
charge is per appeal, not per candidate. If your appeal is upheld (successful), appeals fees will be
refunded.
Page 92 of 94
© BEC 2020
Function BGCSE
In this section:
21.0 Annexures
21.1 Annexure 1- BEC/EAC/BGCSE/G01/AN01- Notice to Candidate
21.2 Annexure 2- BEC/EAC/BGCSE/G01/AN02- What to Say to Candidates
21.0 ANNEXURES
IMPORTANT NOTICE: Annexures are not included as part of the Guidelines. They will be provided
to you separately.
Page 93 of 94
© BEC 2020
Function BGCSE
In this section:
Appendix A - A Brief Guide to the invigilation of Practical and Listening Examinations
Appendix B - Multiple Choice Papers: Guidelines for Invigilators
Appendix C - Exam Room Entry Register
Appendix D - Checklist for Invigilators
Appendix E - Additional Materials List
Appendix F- Application for Special Consideration
Appendix G - Report on Conduct of Examinations
Appendix H - A Brief Guide for the Administration of Computer Studies Practical Paper
Appendix I - A Brief Guide to the Administration of Examinations under Contagious Diseases:

Covid-19 Environment
22.0 Appendices
Page 94 of 94
© BEC 2020
APPENDIX A – 2020 BGCSE: A BRIEF GUIDE TO THE
INVIGILATION OF PRACTICAL & LISTENING
EXAMINATIONS
1.0 Introduction
IMPORTANT NOTE: Refer to section 6 for the regulations relating to the conduct of practical
examinations
Practical examinations are not as easy to invigilate as most written examinations, mainly because the
examinations take place in laboratories rather than halls or classrooms. Candidates have more items
on the laboratory bench than they would have on the examination desk, and they often need to move
around the laboratory. This can make malpractice more difficult to spot, and the following instructions
are intended to help invigilators maintain both the security and the smooth running of the practical
examination:
i. Familiarise yourself with Appendix D - BEC/EAC/BGCSE/G01/A04 - Checklist for Invigilators,

these instructions apply to both written and practical examinations.
ii. Before the first candidates arrive for the examination, look around the room and make sure that
there are no posters, diagrams or anything else which might help or distract candidates. Any such
items must be removed before the candidates arrive.
iii. When the candidates arrive, inform candidates that they are now subject to examination regulations
and draw their attention to:
- Warning to Candidates;
- Notice to Candidates.
iv. Ensure that all unauthorised materials have been handed in. Certain types of calculators are
allowed, but calculator cases and covers are not (see section 12.6.2. and 12.7 of these Guidelines).
Cell phones are NOT allowed in the examination room.
v. Have candidates check that the question paper packets are the right question paper for the session
and are still intact before opening them and:
open the question paper packet in the examination room in front of candidates.
instruct candidates to complete the details on the front of the answer booklet.
draw candidate attention to the instructions on the front of the question paper.
ensure that details of any erratum notices are brought to the attention of the candidates.
vi. If you are not a syllabus specialist, a teacher of the syllabus or technician should be available at all
times to advice on technical difficulties or safety issues. However, they are not allowed to move
around the room unless they are summoned for assistance by the Invigilator.
IMPORTANT NOTE: For Chemistry practical at least two syllabus specialists should be available in the
laboratory.
vii. Make sure that you have access to a copy of the Instructions to Supervisors (included in the Early
Material Despatch) and are familiar with the contents. This applies even if you are not a syllabus
specialist since there may be special instructions dealing with the general administration of the
examination and other relevant details
viii. During the examination, candidates may need to move around the laboratory. However, you should
ensure that any such movement is essential to the examination and you must make sure this does
not compromise the security and integrity of the exam in any way. Chemicals and equipment should
be arranged in such a way as to minimise movement.
BEC/EAC/BGCSE/G01/A01.v2 2020.08.31
Page 1 of 3
ix. Be constantly vigilant, move around the laboratory and if you see any unauthorised article, remove it
without causing disturbance to candidates. If you detect a breach of examination security (e.g.
unauthorised material such as notes which have been prepared in advance or obvious collusion
between candidates), confiscate any such note and inform the Chief Invigilator immediately.
Candidates who are disruptive in any way should be removed from the examination room, and the
Chief Invigilator should be informed immediately.
x. If a candidate appears to be having problems with faulty equipment, inform the syllabus specialist.
They will determine if the there is a problem with the equipment. If the problem is with the
equipment this should be replaced or fixed as soon as possible. If a candidates experiences
difficulties during the exam, communicate directly with them. If it is something which affects all the
candidates, you may make an announcement as long as the security or integrity of the exam is not
compromised. The supervisor should make a note of this in their report. Any issues must be
recorded on the Supervisor’s Report which is sent to us with the scripts at the conclusion of the
examination.
xi. You should not comment on any aspect of the candidates’ work,
Only communicate with candidates on administrative and safety issues.
In some cases, you can give practical assistance to candidates (this will be detailed on the front
of the question paper or in the confidential instructions). Keep a note if you give any assistance
to candidates.
No assistance should ever be given with the analysis of data or other written work.
2.1 Syllabus specialist should take responsibility for the Supervisor’s Report. The supervisor submits the
report to the Chief Invigilator and the report must be signed and dated as specified in the report
template and a copy of the report should be placed in the packet(s) of scripts sent to us. When there
are separate sessions of the examination, it may be necessary to complete a separate Supervisor’s
Report for each session. The supervisors report varies for each syllabus as indicated below:
(Science)
(i) Biology: The report form is attached at the back of each candidate’s script. Only the first
candidate script in the packet should be completed.
(ii) Chemistry: Sample answers for all the questions should be provided for each session (or
laboratory where necessary). The supervisor should perform the experiment at the same
time with the candidates but in the preparation room out of sight of the candidates.
(iii) Physics: The report form is attached at the back of the “Confidential Instructions”. It should be
completed and submitted together with the scripts.
3.0 Food and Nutrition Practical Examinations
3.0 For the planning session, Chief Invigilators should prepare for this examination in the same way
they do for any other examinations. Sufficient invigilators must be appointed to ensure that the
examination is conducted according to guidelines.
3.1 Syllabus specialists should be present in the examination room at the start of the examination to
assist with the distribution of materials and then leave the examination room.
Page 2 of 3
3.2 Syllabus specialists should then come at the end of planning session to assist the invigilator in
collection of candidates’ scripts to be stored by the Chief Invigilator. Only the shopping list duplicate
should be given to the syllabus specialist for preparation.
3.3 During practical examination, there must be one External Examiner for every 6 to 8 candidates and
one invigilator in the room.
4.0 Computer Studies Practical Examinations
4.1 Where candidates sit an exam in a computer laboratory, the minimum distance between the
outer edges of one monitor to the other should be 1.25 metres.
4.2 If you cannot meet the requirement in 3.1 above, candidates must sit at alternate monitors or in
screened booths.
4.3 Screened booths may restrict invigilators’ view of candidates. In this situation, increase the
number of invigilators.
5.1 Tell candidates to write their name, candidate number and centre number on any work they want
to hand in. Ensure candidates are given time to do this before the invigilator plays the CD. (New)
5.2 Two members of staff must independently check they have the correct question paper packet
before opening it. This includes checking the dates of the exam to make sure they are within the
published window. (New)
5.3 Ideally a member of staff, who speaks the language of the listening examination, should be
readily available to deal with technical difficulties. If the teacher prepared the candidates for the
subject under examination, they must not be the sole invigilator.
5.4 Noise from outside the examination room does not constitute a serious emergency. The
invigilator should warn candidates of this before the exam
5.5 The invigilator must not stop the CD once started, except in case of emergency.
5.6 If the exam is stopped because of emergency, the invigilator should restart the CD at exactly the
same place once they have dealt with the emergency. The invigilator must include a report with
the candidates’ scripts, indicating at which point in the exam the interruption took place, the
nature of the incident and the length of the interruption. If there is a good reason to doubt
whether all candidates heard certain items, the invigilator must identify these items in the report
and give the reason for doubt.
5.7 Contact us if equipment fails during the examination.
Page 3 of 3
APPENDIX B – 2020 BGCSE: MULTIPLE CHOICE PAPERS:
GUIDELINES FOR INVIGILATORS
1. Answer Sheets
Multiple-choice answer sheets are supplied pre-printed with personalised details of the candidate names,
syllabus name, component code, Centre name and centre number. Supplementary answer sheets are also
pre-printed with details of the syllabus name, component code, Centre number and Centre name and are
intended to be used for candidates for whom a fully personalised answer sheet has not been provided.
These are normally candidates who were registered late or had late amendments to their entries.
2. Before the Examination Starts
Make sure candidates are seated according to the seating plan in candidate number order. The seating
arrangements must be such as to prevent candidates from overlooking, intentionally or otherwise, the work
of others. In particular, the minimum distance from the centre of a candidate’s desk to centre of the next
candidate’s desk must be 1.25 metres in all directions. Check that they all have the items required for the
examination. Refer to Appendix E - BEC/EAC/BGCSE/G01/A05 - Additional Materials List. Once the
candidates are seated, they should be asked to check the pre-printed details to confirm that the information
is correct. Note that this is also a good opportunity to remind candidates that their name appears on the
answer sheet exactly as it will appear on their Statement of Results and Certificates. They should inform the
invigilator if the name is not exactly as it should be. The invigilator should capture the amendments and
inform the Chief Invigilator. Candidates should then be reminded of the correct method of recording their
answers by referring them to the instructions on the Multiple-Choice Answer Sheet. Invigilators should also
make sure that all candidates have a soft pencil (2B or HB).
3. Additional Candidates
Any candidate who does not have a fully personalised answer sheet should be issued with a supplementary
answer sheet. Note that only supplementary answer sheets which show the correct component details
should be used. The invigilator should make sure that the candidates are able to provide the details
required. Assistance should be given if required. The examination should not start until the invigilator is sure
that all supplementary answer sheets have been completed correctly. If it is not possible to provide an
additional candidate with a supplementary answer sheet, the candidate should be told to answer on the
question paper by putting a pencilled ring around the letter (A, B, C or D) alongside their chosen response
for each question. At the end of the examination, the question paper should be placed in the same packet as
the answer sheets of other candidates. Please check to make sure that the candidate’s name, centre
number and the candidate number are shown clearly on the front of the question paper.
The additional candidates may appear on the attendance registers since the registers are printed much later
than the answer sheets. If this is the case, the candidates should be marked present, and no further action
is required. However, if the candidate has not been provided with an answer sheet and does not appear on
the attendance register then their name should be added in pen at the bottom of the attendance register.
The Chief Invigilator should then be informed and if the candidate’s entry has been omitted in error, the
Chief Invigilator should inform BEC immediately.
4. Absent Candidates
Absent candidates should be recorded as ABSENT in the usual way on the attendance register.
5. Return of Answer Sheets

All answer sheets should be counted and arranged in candidate number order. Any supplementary answer
sheets which have been used should be placed after the answer sheet of the last candidate, followed by any
answer sheets for absent candidates. They should then be placed between two hard boards provided by
BEC and tied neatly with a rubber band to ensure the OMR form does not get damaged in transit. The
attendance register should be kept and packaged with other attendance registers at the end of the series. It
is not necessary to return Supplementary Answer Sheets which have not been used. Answer sheets should
be flat at all times. They should not be stapled or folded in any way.
Page 1 of 1
APPENDIX C – EXAM ROOM ENTRY REGISTER
CENTRE EXAMINATION ROOM

QUALIFICATION/LEVEL:
NO. YEAR/SERIES: NO:
NOTE: This form is to be completed by every personnel who goes into the examination room during a live exam
Exam Entry
Name of Purpose
Component Time Time Visitor’s Authorised By Invigilator’s
Date the Visiting of the
Taking In Out Signature (Invigilator’s Signature
Personnel Visit
Place Name)
Name of Chief Invigilator: ____ Signature: Date: _
This form may be required as evidence during investigations of alleged malpractice cases. It
should be kept securely in the Centres secure storage until after the end of the results enquiries
period which is six weeks after the release of results. Thereafter it can be disposed of like any
other exam materials that the centres needs to dispose. However, if the Centre is still under
investigation six weeks after the release of results this report should be kept until the
investigations are completed.
Page 1 of 1
APPENDIX D – 2020 BGCSE: CHECKLIST FOR INVIGILATOR
This checklist summarises the essential actions for the invigilation of examinations. A copy of this document must
be in the exam room. Invigilators must be familiar with the Instructions for the Conduct of Examinations and
should refer to this booklet for detailed instructions and guidance.
A Arrangement of the examination rooms- the C Identification of Candidates Tick
invigilator must: Tick
1. Check that any charts, diagrams, etc have been i. Identity all candidate using ID and statement
cleared from the walls. of Entry
2. Check the following;
D. Checking of question papers by candidates
i. Question papers were checked against timetable, and
the component is correct i. Is the question paper packet sealed
ii. Notice to candidates and Candidates warning signs are
displayed both inside and outside the exam room ii. Is the Date, Time, Syllabus and component correct
iii. Desks are correctly placed and spacing between is 1.25
metres apart. iii. Signature by candidates to confirm the above
iv. Clocks are working, clearly visible to all candidates and
synchronised. iv. systematic distribution of question papers
v. A board/Manila sheet/Flip chart with legible writing
showing; E. During the Examination, the Invigilator must:
Centre number 1. Complete the sitting plan and the attendance
register according to instructions.
syllabus and component for the examination 2. Be vigilant and supervise the candidates at all
session times to prevent cheating, and distractions.
starting time, finishing time and duration of the 3. Not give any information to the candidates about;
examination.
3. Required Regulatory Documents- Check that you i. suspected errors in the question paper, unless
have: an erratum notice has been issued,
i. A copy of the current ii. any question on the paper or the requirements
BEC/EAC/BGCSE/G01-Guidelines for the Conduct for answering particular questions.
of Examinations if you are in the main examination 4. List all candidates who leave the examination room
room. before scheduled end examination
Cambridge Handbook 2020 (International) for 5. Not remove any question papers from the exam
(Cambridge International syllabuses and BGCSE room
French) in the main room 6. Make the Chief Invigilator aware of any suspected
ii. a copy of section 4 and 5 of Cambridge Handbook 2020 malpractice that takes place during the exam
(International) and Key Times and Full centre supervision 7. Follow instructions on Warnings in “What to say to
section in any other exam room for Cambridge syllabuses candidates”
& BGCSE French F At the end of the Examination, the invigilator
iii. an Invigilators Manual in the main room and other rooms must:
1. Follow instructions on finishing the examination in
iv. “What to say to Candidates” document in the main room “What to Say to Candidates”
and other rooms
v. any syllabus-specific instructions issued by us in the main i. Systematically collect all scripts and all unused
room and other rooms
stationery and balance the question papers and
vi. attendance registers in the main room and other rooms
scripts before the candidates leave the
vii. seating plan of the examination room in the main room examination room.
and other rooms. ii. arrange scripts in Attendance Register order.
B Before the Examination the Invigilators should:
iii. Seal scripts and sign the envelope in front of
i. Check that the ratio of candidate to invigilator is as
candidates or a representative of candidates, and
stipulated in the guidelines and a rover is readily
available. submit them to the Chief invigilator for secure
ii. Verify that scripts return envelope and any other required storage.
items for collating and packing the answer scripts are in iv. Collect, count and verify the number of Question
the exam room. papers after the exam. The number collected
iii. Refer to the “Additional Materials List” for required should tally with the original number brought to the
materials
examination room.
iv. Follow instructions on “What to say to candidates” to start
the examination v. All question papers should be returned to their
v. neatly cut open the question paper packets using a pair original packets and submitted to the Chief
of scissors. invigilator for secure storage.
vi. Ensure that details of any erratum notices are brought to
the attention of the candidates if any
Page 1 of 1
APPENDIX E – 2020 BGCSE: ADDITIONAL MATERIAL
LIST
IMPORTANT NOTE:
i. Information in this Appendix is available to the invigilator in the examination room
ii. Information relating to the equipment necessary for practical examinations is detailed in
the relevant Syllabus Booklet or in the Confidential Instructions, as appropriate.
1. This Additional Materials List details materials which, according to the rubric of the question
papers, will be required by the candidates in the examination room.
2. For Multiple Choice components, candidates must answer on the personalised Multiple Choice
Answer Sheets for all syllabuses. If personalised Answer Sheets are not available for some
candidates, the Supplementary Multiple Choice Answer Sheets provided should be used. If it is
not possible to provide an additional candidate with a Supplementary Answer Sheet, the
candidate should be told to answer on the question paper by putting a pencilled ring around the
letter (A, B, C or D) alongside their chosen response for each question. At the end of the
examination, the question paper should be placed in the same packet as the answer sheets of
other candidates. Please check to make sure that the candidate’s name, centre number and the
candidate number are shown clearly on the front of the question paper.
For some examinations components we require candidates to write their answers in spaces
provided on the question paper. This is clearly stated on the front of the question paper. In
these examinations, candidates can be provided with additional stationery if required.
Where candidates are not answering on Multiple Choice Answer Sheet or the question
paper, answer booklets provided should be used. Answer booklets are lined and have ruled
margins. There is no limit to the number of sheets a candidate may use.
Tracing paper must be provided by the Centre if required.
3. General rules and assumptions:
a) It is assumed that all candidates will have a pen, pencil, ruler (300mm) and a soft clean
eraser for all written papers.
b) For question papers involving technical drawing, candidates should have standard drawing
equipment.
c) The following should be available to all candidates for all science papers: calculator, ruler
(300mm), protractor, set square, pair of compasses and graph paper. Where any difficulties
with the availability of calculators are anticipated or encountered, mathematical tables
should be made available.
d) All work (including any rough work) must be done on the examination stationery provided by
the centre. Any rough work should be neatly crossed through, but not so that it is illegible,
and must be kept securely until six weeks after the release of results. Where candidates
write their answers on the question paper itself or on Multiple Choice Answer Sheets, the
answer paper may be used for any rough working.
e) Dictionaries are not allowed in examination except where the rubric specifies.
4. Materials such as graph paper may be issued on request for those papers where their use is not
specifically stated.
5. For some Mathematics papers, candidates may have been taught using tracing paper for
transformations. In such cases, the centre should make tracing paper available to candidates.
Page 1 of 5
Syllabus/ AM/ Syllabus Name Additional Materials NOT Additional Materials
Paper No. PM provided by BEC/CIE provided by BEC/CIE
02 /10/20 Friday
4040/12 AM Statistics Protractor / Pair of Compasses Mathematical Tables

Paper 12 (Optional)
05/10/20 Monday
4040/22 AM Statistics Protractor / Pair of Compasses Mathematical Tables

Paper 22 (Optional)
09/10/20 Friday
4037/12 AM Additional Mathematics Graph Paper
Paper 12
16/10/20 Friday
4037/22 AM Additional Mathematics

Paper 22
19/10/20 Monday
0587/01 AM Literature in English 12 page Answer Booklet

Paper 1
0583/02 PM History 8 page Answer Booklet
Paper 2
20/10/20 Tuesday
0597/01 AM Computer Studies Pre-recorded CD (1 per 30
Practical Paper candidates)
21/10/20 Wednesday
0618/02 AM French Pre-recorded CD (1 per 30

Reading candidates)
0572/01 PM Biology - Soft Pencil (Type B or HB Multiple Choice Answer Sheet
Multiple Choice must be used
- Eraser
- Calculator(Optional)
22/10/20 Thursday
0599/02 AM Agriculture Calculator 8 Page Answer Booklet

Theory
0585/03 PM Social Studies - Calculator
Paper 3 - Ruler
23/10/20 Friday
0615/02 AM Business Studies

Paper 2
0586/01 PM Development Studies 8 Page Answer Booklet
Paper 1
26/10/20 Monday
0597/02 AM Computer Studies 8 Page Answer Booklet
Written
0570/01 PM Chemistry - Soft Pencil (Type B or HB) Multiple Choice Answer Sheet
Multiple Choice - Eraser
27/10/20 Tuesday
0618/04 AM French
Writing
0584/03 PM Geography - Calculator - 8 Page Answer Booklet
Paper 3 - Mathematical set - Graph paper
Page 2 of 5
28/10/20 Wednesday
0583/01 AM History 8 Page Answer Booklet
Paper 1
0585/01 PM Social Studies
Paper 1
29/10/20 Thursday
0571/04 AM Physics - As listed in the Confidential
Practical Test Instruction
- Electronic Calculator
- Ruler
0571/05 AM Physics - Ruler
Alternative to Practical - Calculator
30/10/20 Friday
0586/02 AM Development Studies 8 Page Answer Booklet
Paper 2
0598/01 PM Commerce - Soft Pencil (Type B or HB) Multiple Choice Answer
Multiple Choice - Eraser Sheet
02 /11/20 Monday
0614/01 AM Accounting
Paper 1
0570/03 PM Chemistry Calculator
Theory
03/11/20 Tuesday
0615/01 AM Business Studies

Paper 1
0588/01 PM Religious Education
Paper 1
04/11/20 Wednesday
0570/04 AM Chemistry - As listed in the Confidential

Practical Test Instructions
- Calculator
0570/05 AM Chemistry Calculator
Alternative to Practical
05/11/20 Thursday
0584/02 AM Geography 12 Page Answer Booklet
Paper 2
0571/01 PM Physics - Soft Pencil (Type B or HB) Multiple Choice Answer
Multiple Choice - Eraser Sheets
06/11/20 Friday
0572/04 AM Biology - As stated in the supervisors

Practical Test Instructions
0572/05 AM Biology Calculator(Optional)
0573/02 AM Human and Social Biology - Ruler Supplementary Answer
Theory - A pair of compasses Sheets
- Protractor
Page 3 of 5
09 /11/20 Monday
0561/02 AM English Language

Comprehension
0571/03 PM Physics - Electronic calculator
Theory - Ruler
10/11/20 Tuesday
0585/02 AM Social Studies 12 Page Answer Booklet
Paper 2
0568/04 PM Science Single Award Calculator
0569/04 PM Science Double Award Electronic Calculator
11/11/20 Wednesday
0618/01 AM French Listening
0598/03 PM Commerce
Case Study
12/11/20 Thursday
0616/01 AM Physical Education

Paper 1
0562/01 PM Setswana 8 Page Answer Booklet
Continuous Writing
13/11/20 Friday
0568/03 AM Science Single Award Calculator

Theory
0569/03 AM Science Double Award Electronic Calculator
Theory
16/11/20 Monday
0588/02 AM Religious Education 12 Page Answer Booklet

Paper 2
0599/01 PM Agriculture - Soft Pencil (Type B or HB) Multiple Choice Answer
Multiple Choice - Eraser Sheets
17/10/20 Tuesday
0595/01 AM Design and Technology
Written Paper
0611/01 AM Food and Nutrition Calculator(Optional)
Theory
0612/01 AM Fashion and Fabrics
Written
0613/01 AM Home Management
Written
0568/01 PM Science Single award - Soft Pencil (Type B or HB) Multiple Choice Answer
- Calculator
0569/01 PM Science Double Award - Soft Pencil (Type B or HB) Multiple Choice Answer
Page 4 of 5
18/11/20 Wednesday
0563/02 AM Mathematics - Electronic Calculator

Paper 2 - Geometrical Instrument
0584/01 PM Geography - Calculator - 8 Page Answer Booklet
Paper 1 - Mathematical Instruments - Graph Paper(1 Sheet
- Tracing paper per Candidate)
19/11/20 Thursday
0562/03 AM Setswana 8 Page Answer Booklet

Literature
0572/03 PM Biology Calculator 8 Page Answer Booklet
Theory
0573/01 PM Human and Social Biology - Soft Pencil (Type B or HB) Multiple Choice Answer
20/11/20 Friday
0563/03 AM Mathematics - Electronic Calculator, - Graph Paper

Paper 3 - Geometrical Instrument - Mathematical
Tables(optional)
- 12 Page Answer Booklet
0617/01 PM Music Written CD Player Pre Recorded CD (1 per 30
Listening Candidates)
23/11/20 Monday
0598/02 AM Commerce 8 Page Answer Booklet

Written
0561/01 PM English Language 8 Page Answer Booklet
Continuous Writing
24/11/20 Tuesday
0614/02 AM Accounting Supplementary Answer
Paper 2 sheet (Optional)
0563/01 PM Mathematics
Paper 1
25/11/20 Wednesday
0562/02 AM Setswana 8 Page Answer Booklet

Comprehension, Summary
and Translation
Page 5 of 5
APPENDIX F – 2020 BGCSE: APPLICATION FOR SPECIAL
CONSIDERATION
Please read the notes overleaf before completing this form. This form must be accompanied by
supporting evidence.
1. Examination (PSLE, JCE or BGCSE) Year
2. Candidate Details
Centre Number Centre Name
Candidate Number Candidate Name
3. Syllabus and Components Affected
Date of Syllabus Title Syllabus Component Did not sit Sat component
Examination Code number component but was
disadvantaged
4. Reasons for Application (enter the details below of perceived adverse circumstances that may affect the
candidate’s performance in the examination or coursework)
5. Comparable Candidates within the Teaching Group (please list in order of merit two candidates who
are immediately above and two immediately below the affected candidate in terms of performance)
Candidate Number Candidate Name Forecast Grade
Name of Applicant Designation
Head of Centre Signature
Date Tel/Cell no.
Fax Number
BEC/EAC/P14/F01.v1 2016.01.29
Page 1 of 2
Guidance Notes
Background
Special Consideration is a post-examination adjustment made to a candidate’s mark, by an awarding body, to make
allowances for any adverse circumstances, for example illness, bereavement or temporary injury.
Completing the Form
The Centre
• Must complete a separate form for each syllabus.
• Should list all the components affected.
• May submit one form in cases where a group of candidates has been disadvantaged by a particular event (for
example, fire outbreak). A clearly titled list of the candidates’ names and numbers should be submitted along
with this form together with a detailed report.
• Should, where medical/psychological evidence is required, submit a clearly titled document with the
application.
Deadline
Applications for Special Consideration should be submitted within seven days of the last examination.
Application for Special Consideration
A candidate is eligible for special consideration if there is perception that performance in an examination is affected
by circumstances beyond the candidate's control, such as illness, accident, bereavement or some disturbance during
the examination. A candidate may also be eligible for special consideration if a paper is missed in similar
circumstances. Application should also be made if the centre believes that access arrangements in respect of a
permanent or long-term disability proved inadequate.
Application for Special Consideration must be made through this form by providing the details specified. Applications
must be signed by the Head of Centre. Completed forms should be sent to the Chief Executive Officer at BEC. It is
acceptable for a Centre to send all applications in a single batch at the end of the examination period.
The Centre should enter details of the examination and the candidate in sections 1 and 2.
In section 3 provide details of the syllabus/subject and components. Enter the Syllabus/subject code, and the
syllabus/subject name, and list the components which were affected. Tick one box alongside each component to
indicate whether the candidate was absent from the examination, partially absent after being taken ill during the
examination, or present for the entire examination although disadvantaged.
In section 4 provide a brief description of the circumstances which led to this application for Special Consideration.
In section 5, identify 4 candidates whose ability in the subject is similar to that of the candidate. List the forecast
grade previously supplied to BEC for each candidate at PSLE/JCE and BGCSE.
The Head of Centre should sign the form to confirm the accuracy of the information provided on the form and to
confirm his/her support for the application.
All applications should be accompanied by supporting evidence.
Once completed, this form should be sent by mail or fax to:

The Chief Executive Officer
Botswana Examinations Council
Private Bag 0070, Gaborone
Tel: 3650700 Fax: 3164203
BEC/EAC/P14/F01.v1 2016.01.29
Page 2 of 2
APPENDIX G – 2020 BGCSE: REPORT ON CONDUCT OF
EXAMINATIONS
BEC is interested in receiving comments from Examination Centres on all aspects of the examination.
Comments might be made, for example, on the written papers, practical tests in the Separate Sciences
and Computer Studies, the moderation of coursework, etc. Comments about any aspect of the
administration of the examination such as the Timetable, the delivery of materials (stationery, mark
sheets, question papers, etc.) would also be welcome by BEC.
A separate form should be used for comments on different topics (e.g. different question papers,
different aspects of the administration) so that comments can be passed on to the relevant staff in
BEC. In the case of comments on question papers (including Practical Tests), the component
concerned should be specified.
Comments should be received at BEC as soon as possible after the end of the examination and before
the end of the year. All comments will be carefully considered, and BEC will provide responses where
appropriate.
Comments
Centre Number Centre Name
Name: Position
Signature: Date:
Page 1 of 1
APPENDIX H – 2020 BGCSE: A BRIEF GUIDE TO THE
ADMINISTRATION OF COMPUTER STUDIES PRACTICAL
PAPER
This document is intended for use the chief invigilator, the Computer Studies Senior teachers and the
invigilators.
The Computer Studies Practical Paper (0597/01) is an exercise in which candidates are required to
demonstrate practical skills in word-processing, spread sheets and databases. The duration of the paper is
90 minutes, during which time each candidate will require exclusive use of a PC installed with word
processing, spread sheet and data base applications and access to a printer.
Where candidates sit an exam in a computer laboratory, the minimum distance between the outer edges of
one monitor to the other should be 1.25 metres. If you cannot meet the 1.25m spacing requirement
candidates must sit at alternate monitors or in screened booths. The screened booths may restrict
invigilators’ view of candidates. In this situation, increase the number of invigilators.
The examination should be conducted in an isolated network, without access to the internet.
The files required for the examinations will be provided on a CD ROM as part of the main question paper
despatch to Centres. The file will be provided as MS Office document. If a centre intends to use a different
package from MS Office, We should be informed so that the relevant file format can be provided. At the start
of the examination, candidates should be instructed to open all the files. Accessing the files is not a skill
which is being tested, and so candidates may be given help at this stage. Centres can decide the best way of
providing candidates with access to the files.
At certain points during the examination, there are instructions on the question paper which require
candidates to print their work. It follows that candidates may require access to a printer at any point during
the test. The question may require candidates to add their name and candidate number to the document
they are working on. So, assuming that they manage to do so, these printouts will be identified. Other
printouts will carry no such identification, and Centres need to add the candidate’s name and candidate
number to each printout as it is produced. Centres should decide how this can be achieved most
conveniently. The printouts should be returned to the candidates during the course of the examination (or
perhaps at the end). Candidates should be instructed to write their name and candidate number on the
question paper and to attach their printouts onto the question paper.
In the case of a technical problem which is beyond the control of the candidate, staff should give whatever
help is necessary to enable the candidate to continue. In the event of the accidental deletion of files, it may
be necessary for candidates to repeat some of the work. If the deletion is not the fault of the candidate, then
extra time should be given to ensure that the candidate is not disadvantaged, otherwise no further help
should be given and all of the usual examination regulations should be applied. Centres may consider
reserving one PC for use in emergencies. For example, in the case of a technical problem on one PC which
cannot be resolved quickly, the candidate could be moved to the spare PC and then given time to repeat the
work which was lost.
In most Centres, it will be necessary to arrange more than one session of the examination. Centres may
operate as many consecutive sessions as necessary, so long as the security of the examination is
maintained throughout. In particular, the arrangements must ensure that candidates who have completed the
examination do not come into contact with those who have still to do the examination. This becomes difficult
if more than two or three sessions are required. The simplest solution is to require all candidates to arrive in
the Centre at the usual time for a morning examination. The candidates are then supervised while they wait
for the start of the session of the examination to which they have been allocated. Candidates can be
released at the end of their examination, but Centres must ensure that they cannot communicate with
candidates who are about to start the examination. Centres are free to make their own arrangements, but all
such arrangements are subject to BEC scrutiny.
Page 1 of 1
APPENDIX I – 2020 BGCSE: A BRIEF GUIDE TO THE
ADMINISTRATION OF EXAMINATIONS UNDER
CONTAGIOUS DISEASES: COVID19 ENVIRONMENT
This document is intended for use by the Chief Invigilator and Invigilators in an environment where an
examination is being conducted under the COVID-19 environment.
COVID-19 is a highly infectious disease and as such, the possibility of candidates carrying the virus into
the examination rooms is heightened in the 2020 examinations. At all times the health protocols as
prescribed by the COVID-19 task team for the entire country must be strictly adhered to. This includes
wearing of masks, temperature checks, social distancing and sanitising. Not- withstanding the provisions
of the National COVID-19 task team, for examination purposes the following guidance is provided to help
Chief invigilators and invigilators to handle administration of examinations under COVID-19 environment.
6. It is already a requirement in the examination set up that the sitting arrangement from the centre of
one candidate’s desk to the next must be maintained at 1.25m in all directions. This distance already
satisfies the COVID-19 social distancing protocol of 1 to 2m.
7. The exam room, candidates’ desks and chairs must be disinfected before the start and at the end of
each exam sitting as different candidates use different desks and chairs at each sitting.
8. Candidates and invigilators should have their temperatures checked before they enter the
examination room.
9. Any candidate that records a temperature of 37.4 degrees Celsius or above should be isolated and
supervised separately so that Centres can then report to the COVID-19 office.
10. All candidates must pull down the mask for a short period for identification before they enter the
exam room.
11. The Chief Invigilator and the Senior Invigilators who collect question papers packets from the exam
storage must wash their hands with water and soap or sanitise before they collect the papers for the
session.
12. Candidates must wash their hands with water and soap or sanitise before they enter the exam room.
13. Invigilators must wash their hands with water and soap or sanitise before they enter the exam room.
14. All equipment used by candidates with special needs including Perkins braillers (candidates with
visual impairment), assistive technology devices and recorders for other disabilities such as Learning
disabilities should be sanitised before and after use.
15. Provide face shields for candidates with special needs where possible/appropriate for oral responses.
Provide face shields too for scribes, readers and sign language interpreters as the use of face masks
may render the examination inaccessible for certain disability types. Sign language interpreters may
be not be required to wear face masks and therefore a safe distance of minimum 1.25 metre may be
maintained between the interpreter and the candidate.
16. Since candidates’ needs are different, only when it’s appropriate and when candidates are
comfortable with special arrangements being made in response to COVID-19 should these measures
be enabled as some candidates with special needs may be averse or sensitive to having material on
their skin such as face masks or face shields (sensory issues, e.g. Autism). The use of such must be
backed up by evidence and approved in advance by BEC. The approval letter should be produced
during centre inspection. Care should be taken though to ensure that the safety of candidates with
special needs is not compromised.
Page 1 of 2
17. Candidates who verify that the question paper packets are still intact and are the right question
papers for the session must sanitise before they handle the packets.
18. Invigilators must sanitise before distributing exam materials to candidates.
19. Invigilators must sanitise before collecting scripts from candidates.
20. On the day of despatch, the invigilators who handover exam boxes to the Courier Company
personnel must wash their hands with water and soap or sanitise before pulling the packets out of the
secure storage.
21. The Courier company personnel should wash their hands with water and soap or sanitise before
receiving exam boxes.
Important Note: Candidates under self-isolation or in isolation camps should be allowed to sit the
examinations provided the Doctors have certified them fit to sit the exam. Centres must seek advice
from the national COVID-19 team on how to handle such candidates.
If Centres require help or advice, either during the preparation of the examination or whilst the
examination is taking place, they should telephone: 3650768, 3650729 and 3650759.
Page 2 of 2

2020 BGCSE - Conduct of Examinations

Uploaded by

Copyright:

Available Formats

2020 BGCSE - Conduct of Examinations

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

2020 BGCSE - Conduct of Examinations

Uploaded by

Copyright:

Available Formats

Directorate Examinations Administration and Certification

DOCUMENT CONTROL SHEET

Approval - Document Sign off

Name Role Date Signature

D.K Morake Director EAC 19.08.2020 Signed

K.L. Sakarea Coursework and Moderation v3 22/05/17

G.B. Hirschfeldt Notice to Candidates v3 22/05/17

G.B. Hirschfeldt What to say to Candidates v3 22/05/17

K.L. Sakarea Invigilation of Practical Examinations v3 22/05/17

A. Lewanika Special Needs v4 30/05/18

K.L. Sakarea Coursework and Moderation v4 30/05/18

H. Samu Preparation for Examinations v4 30/05/18

G. Hirschfeldt Appeals process v4 30/05/18

BGCSE Team Changes made as a result of the accreditation v5 28/05/19

2.2 DUTIES OF THE HEAD OF CENTRE/CHIEF INVIGILATOR...............................................................................3

2.3 DUTIES OF SENIOR INVIGILATOR ..............................................................................................................5

2.4 DUTIES OF INVIGILATORS .........................................................................................................................6

2.5 DUTIES OF A ROVER ................................................................................................................................7

2.6 INSPECTIONS AND QUALITY ASSURANCE ..................................................................................................7

2.7 CANDIDATES ...........................................................................................................................................8

2.8 EXAM ADMINISTRATION ...........................................................................................................................9

2.9 SUPPORT AND COMMUNICATION WITH BEC ........................................................................................... 10

2.10 OWNERSHIP OF QUESTION PAPERS ...................................................................................................... 11

2.11 COPYRIGHT IN EXAM MATERIAL ............................................................................................................ 11

2.12 OWNERSHIP OF ASSESSED MATERIAL ................................................................................................... 12

2.13 KEY DATES AND ACTIVITY OVERVIEW .................................................................................................... 12

3.0 DECLARATION OF INTEREST 13

5.2 SUPERVISING COURSEWORK ................................................................................................................ 17

5.3 INTERNALLY MODERATING YOUR MARKS ............................................................................................... 18

5.4 MARKING COURSEWORK ...................................................................................................................... 19

5.5 INCOMPLETE OR EXTRA COURSEWORK ................................................................................................. 19

5.6 UNSATISFACTORY PRACTICE ................................................................................................................ 20

5.7 MODERATION OF COURSEWORK ........................................................................................................... 20

5.8 HOW TO COMPLETE THE FORMS ........................................................................................................... 20

5.9 COURSEWORK SUBMISSION REQUIREMENTS ......................................................................................... 21

5.10 PREPARING SAMPLES FOR DESPATCH ................................................................................................... 21

5.11 SUBMISSION OF BGCSE FRENCH SPEAKING TEST ................................................................................ 22

5.12 W HAT MATERIALS DO CENTRES NEED TO KEEP..................................................................................... 22

5.13 MODERATION REPORTS........................................................................................................................ 22

5.14 RETURNING CANDIDATES WORK ............................................................................................................ 22

5.15 RESUBMITTING COURSEWORK IN LATER SERIES .................................................................................... 23

5.16 SUBMITTING COURSEWORK FOR EXTERNAL COMPETITIONS ................................................................... 23

6.0 CONDUCT OF PRACTICAL EXAMINATIONS 24

6.2 SCIENCE PRACTICAL EXAMINATIONS ..................................................................................................... 24

6.3 FOOD AND NUTRITION PRACTICAL EXAMINATION.................................................................................... 26

6.4 COMPUTER STUDIES PRACTICAL EXAMINATION ..................................................................................... 27

6.5 CONDUCTING LISTENING EXAMINATIONS ............................................................................................... 28

7.0 SUBMISSION OF FORECAST GRADES 29

8.1.1 Secure Strong Room Requirements 30

8.1.2 Strong Safe or Non-portable Re-enforced Steel Container Requirements 30

8.1.3 Key Holding Arrangements 30

8.2 PRE-EXAM QUESTION PAPER DESPATCHES .......................................................................................... 31

8.2.1 Checking of Examination Materials 32

8.2.4 Confidentiality of Exam Material During Checking and Verification 33

8.2.5 Cambridge International GCE O Level and BGCSE French Syllabuses 33

8.2.6 Testing of CD’s 34

9.0 EXAMINATION TIMETABLE AND TIMETABLE DEVIATIONS 36

10.2 ALTERNATIVE VENUE............................................................................................................................ 39

10.3 NOTICE TO CANDIDATES ....................................................................................................................... 39