2013 Centre Supervisors’ Conference HKDSE English Language 18 March 2013

CONTENTS Important Notes Major Exam Procedures Highlights of Listening Test Handling of Exam Irregularities Case Sharing Q & A

Important Notes

IMPORTANT NOTES 1. Public Examinations Communication & Support System (PECSS) and Attendance & Script Tracking System (ASTS) PECSS will be set up in all written exams held in halls (except Category C subjects) HKEAA may disseminate important messages via PECSS before and during the exam ASTS will be used in all written exams held in halls (except Category C subjects) and in the Special Rooms for the listening tests CS can make use of the ASTS program to take the attendance of hall invigilators For details, please visit the HKEAA website: http://www.hkeaa.edu.hk/en/Candidates/New_Initiatives/

IMPORTANT NOTES Sticking of Barcode Labels Candidates should affix the barcode labels and write their candidate number during the exam (except for Paper 3 Listening and Integrated Skills). If no barcode is found on the cover of a candidate’s answer script (or the attempted Part B1/B2 of Papers 1 and 3) during the collection of scripts, supervise the candidate to stick a barcode label on the cover. Report the case on Report Form SR4b and ask the candidate to sign on the form.

IMPORTANT NOTES Additional Personalised Barcode Sheets/Attendance Lists An additional personalised barcode sheet will be prepared for each candidate who adds/amends subject(s) after the issue of admission forms. The attendance taking and script collection for the additional candidates will be captured and done by ASTS. Scripts of additional candidates should be collected and packed together with other candidates’ scripts.

IMPORTANT NOTES Papers 1 (Reading) & 3 (Listening and Integrated Skills) The graded approach is adopted in these 2 papers. Each paper consists of 2 parts: Part A Compulsory Part B1 Easier section / Part B2 More difficult section A candidate should attempt Part A and either Part B1 or B2 The sessional break between Papers 1 and 2 has been extended to 60 minutes

IMPORTANT NOTES 5. Paper 3 Listening and Integrated Skills The Listening Test will be broadcast via the radio or the Infra-red (IR) Transmission System. For radio-broadcast centres, candidates must bring their own radio set equipped with earphones. For IR centres, candidates must bring their own earphones to plug into the receivers provided by the HKEAA.

IMPORTANT NOTES 6. Handling of exam irregularities/ complaints Handle candidates’ complaints about the centre environment as soon as the problem arises. Address candidates’ complaints about reception in the listening test promptly. Allow candidates to choose whether or not to move to the special room. Maintain the room temperature at 25.5 ℃ as advised by the Government. Keep the air-conditioning on and close all the windows if noise from outside may cause noise disturbance. Adjust the room temperature if candidates express concerns over it being too low or too high. For assistance, please contact the HKEAA staff at the Command Centre via PECSS.

IMPORTANT NOTES ‘Familiarizing with Invigilation Duties’ 7. Familiarizing school invigilators on Exam Procedures ‘Familiarizing with Invigilation Duties’ Video for CS on Major Exam Procedures Notes for the Guidance of Invigilators ASTS User Manual CSs are advised to arrange briefing/experience sharing sessions with school invigilators

Major Exam Procedures

BEFORE THE EXAM Avoid holding activities and using the loudspeakers in the vicinity of the exam venue during an exam. Seek the cooperation of other teachers, staff and students to keep the exam venue quiet during an exam. Turn off the school bell and the PA system inside the exam hall and the special room for the listening test. Turn off (if class suspension has been arranged) or turn down the school bell and the PA system outside the exam hall/room.

BEFORE THE EXAM Receive the question paper cartons between 7:15 am and 8:15 am on each exam day (Listening test: between 7:45 am to 8:45 am), keep them in safe custody prior to the exam, stamp a school seal on the receipt. About 30 min before the exam starts, brief the invigilators (including the invigilator of the Special Room) of the exam regulations and procedures. For Papers 1 and 2, invigilators report duties 30 min before the start of exam (i.e. 8:00 am) For Paper 3 Listening and Integrated Skills, invigilators report duties at 8:45 am.

BEFORE THE EXAM The school technician should complete the set up and connection of the PECSS equipment 20 min before the start of the exam Take the attendance of hall invigilators in the ASTS program and complete the Invigilators’ Attendance Record

Part 2 : Examination Proceedings for Written Papers 1 1 2 3 4 Part 2 : Examination Proceedings for Written Papers

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

BEFORE THE EXAM Before making the first announcement, arrange an invigilator to stay at the entrance of the exam hall and distribute the Mobile Phone Reminder Cards to candidates arriving at the centre after the first announcement. This arrangement (i.e. distributing Mobile Phone Reminder Cards) is not applicable to Paper 3 Listening and Integrated Skills. Candidates arriving after 9:45 am should take the test in the Special Room.

Mobile Phone Reminder Card

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

BEFORE THE EXAM Check carefully to ensure the question paper packets correspond to that session and open them in front of the candidates and the invigilators. Make sure there are sufficient copies of question papers before distributing them to candidates. For Paper 3 Listening and Integrated Skills, candidates will be instructed to check the Data Files and Question-Answer Books via the broadcast.

BEFORE THE EXAM For all other papers, instruct candidates to check if there are any missing pages in their Reading Passages/Data Files and Question-Answer Books. Instruct candidates to close their Reading Passages/Data Files and Question-Answer Books upon checking. In case there is any Special Notice (in a bright yellow envelope), announce it to the candidates and then write down the content on the blackboard.

AFTER THE START OF EXAM After the exam starts, write the actual starting time and the correct finishing time (Papers 1 and 2 only), subject, paper and centre number clearly on the blackboard. Nobody should be allowed to take away the question papers before the finishing time of the exam session.

AFTER THE START OF EXAM Late Arrivals Distribute the Mobile Phone Reminder Cards to remind the candidates to switch off the mobile phones Note: NOT applicable to Paper 3 Listening and Integrated Skills Candidates arriving after 9:45 am should take the Listening Test in the Special Room). After the candidates have been seated, remind them to place the mobile phones under their chairs in a position clearly visible to the invigilators.

AFTER THE START OF EXAM Check candidates’ Admission Forms and Identity Cards at an appropriate time. Take attendance using the barcode scanner. No extra time should be given to make up for the time lost. No need to report cases of late arrivals unless there are irregularities.

AFTER THE START OF EXAM During identity checking & attendance taking, check whether: the photo on the Admission Form / Identity Card resembles the candidate (to preclude the possibility of impersonation); the name and ID number on the Admission Form match those on the HKID card; the subject being taken is listed on the Admission Form; the candidate number shown on the Admission Form matches that on the barcode label.

AFTER THE START OF EXAM Use a barcode scanner to scan the barcode printed on the candidate’s admission form and one of the barcode labels on the candidate’s barcode sheet. Place the scanner on the cradle for data transmission after taking candidates’ attendance. For Paper 3 Listening and Integrated Skills, attendance taking should be completed before 9:50 am. If there are candidates moving to the Special Room after taking attendance, the Centre Supervisor should update the ‘Attendance List’ in ASTS by marking that candidate ‘Going to Special Room’ to avoid any discrepancy in the number of candidates present and the scripts collected in the exam hall.

AFTER THE START OF EXAM About 30 minutes after the start of exam, collect question papers, answer books and barcode sheets from vacant seats. For Paper 3 Listening and Integrated Skills, the Data Files, Question-Answer Books and barcode sheets should be collected before the start of the Listening Test. Scan the barcode sheets of the absentees and then place the scanner on the cradle for data transmission.

AFTER THE START OF EXAM If a candidate requests to go to the toilet, arrange an invigilator to accompany the candidate and exercise an appropriate degree of supervision. Record the candidate number and time on Report SR4t. Candidates are subject to mark penalties if they leave the exam centre without the permission of the CS/invigilators.

AFTER THE START OF EXAM Early Leave Papers 1 and 2: candidates may leave between 30 min after the start of exam and 15 min before the end of exam. Paper 3 Listening and Integrated Skills: early leave is NOT allowed. Check whether early leavers have written their candidate number, affixed barcode labels and marked the question number boxes on their answer scripts.

AFTER THE START OF EXAM Early leavers MUST NOT take away the question papers from the exam centre. The answer scripts and question papers of early leavers should be collected together with those of other candidates at the end of the exam. In case of special circumstances or candidates requesting to leave outside the permitted time period, please fill in Report Form SR4g.

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

END OF EXAM Before the end of an exam session, remind candidates of 15 minutes and 5 minutes left When the time is up, instruct the candidates to stop working immediately. Pause for 10 seconds to ensure all candidates are complying with the instructions. For Papers 1 and 3, candidates should fasten their Question-Answer Books to be handed in i.e. Part A Compulsory and attempted Part B (B1/B2) with a green tag for collection first. All the unattempted Question-Answer Books for Part B (B1/B2) should also be collected and returned to the HKEAA using the “Envelope for Return of Unused/Used Question Papers/Question-Answer Books”.

END OF EXAM For Paper 1 , candidates are NOT required to affix a barcode label on the unattempted Part B (B1/B2) Question-Answer Book. For Paper 3 , candidates will be instructed to affix barcode labels on all Question-Answer Books during the broadcast.

END OF EXAM When collecting the answer scripts, - if a candidate has not put down the candidate number, he/she can be allowed to write the candidate number under the invigilator’s supervision. - if a candidate has not stuck a barcode label on the Question-Answer Book cover, he/she should be asked to stick a label on that cover. The case must be reported on Report Form SR4b. The candidate should be asked to sign on the report.

END OF EXAM Handling of irregularities without Barcode Label / Candidate Number on cover No Barcode Label No Candidate Number Papers 1 and 3 Part A and attempted Part B (B1/B2) *  unattempted Part B (B1/B2) X Paper 2 * Allow candidates to stick barcode label on the cover and report case on Report Form SR4b

END OF EXAM Scan the barcode label on the cover of each Question- Answer Book. Place the scanner on the cradle for data transmission. Check the “Summary Report” and the “Discrepancy Report” in the ASTS programme to ensure that the number of candidates tallies with the number of scripts collected. Collect all barcode sheets (with/without remaining barcode labels) and put them in the Barcode Sheet Envelope. Dismiss the candidates only if the number of scripts collected tallies with the number of candidates present.

END OF EXAM Place the answer scripts in the appropriate script envelopes according to the candidate number ranges printed on them. The envelopes must be tied together with a piece of string. In case of an irregularity, follow it up with an invigilator immediately before dismissing the invigilation staff.

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

Paper 3 Listening and Integrated Skills: EXAM PROCEDURES 8:45 Invigilators report duties at the Centre 8:45-9:00 Briefing to all invigilation staff (including the “Special Room Invigilator”) 9:00-9:10 Hall: Invigilators distribute barcode sheets Special Room: Pass the following materials to the Special Room Invigilator - question papers, barcode sheets (15 spare) and other examination materials a note with the recommended radio frequency (for Special Rooms using radios only) OR demonstration CDs and examination CDs (for Special Rooms using CD players only)

Paper 3 Listening and Integrated Skills: EXAM PROCEDURES 9:10 9:15 Admit candidates into the exam hall Announcement concerning Public Examinations Communication & Support System (PECSS). Announcement to remind candidates to turn off their mobile phones, put personal belongings under their chairs, check their barcode sheets, etc. 9:20-9:50 - Verify identity & take attendance - Candidates may switch on their radios (radio-broadcast centres) / plug their earphones into the receivers provided by the HKEAA (centres using Infra-red Transmission System) to check the reception. - For IR centres, the CSs should ask the technicians to play the demonstration CD to enable candidates to check the reception.

Paper 3 Listening and Integrated Skills: EXAM PROCEDURES 9:30&9:45 RTHK Radio 2 to broadcast a short announcement to enable candidates to confirm that they have tuned to the correct channel (radio-broadcast centres only). 9:40-9:45 Direct candidates with reception problems to the “Special Room” (changing seats are not permitted); candidates should bring with them their barcode sheets to the “Special Room”. 9:46 Put up the “NO LATECOMERS WILL BE ADMITTED” notice at hall entrance; direct latecomers (those arriving after 9:45) to take the test in the “Special Room”. Instruct candidates to take off the headphones after checking. Stop playing the demonstration CD (IR centres only) Unseal question paper packets in front of invigilators / candidates and distribute the question papers (i.e. Question-Answer Books)

Paper 3 Listening and Integrated Skills: EXAM PROCEDURES 9:55 RTHK Radio 2 broadcasts “Greensleeves” (radio-broadcast centres only) 10:00 Exam starts (At the beginning of the broadcast, candidates will be instructed to write their candidate numbers on the Question-Answer Books covers, check the number of pages and affix barcode labels on the spaces provided in the Question-Answer Books. After that, the test material will be broadcast.) 11:00 (approx.) 12:15 (approx.) End of radio broadcast, candidates complete the written tasks during the next 1 hour and 15 minutes End of exam - Collect Question-Answer Books and barcode sheets separately Part 4 : Instructions for Special Room Invigilators

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

LISTENING TEST: SPECIAL ROOM At 9:45 am, switch on the radio (or the CD player and play the demonstration CD) even if there are no candidates in the “Special Room”. Stop taking candidates’ attendance at 9:55 am. Candidates who sit the listening tests in the “Special Room” must not use their own radio with earphones.

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

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

LISTENING TEST: SPECIAL ROOM After the exam ends, instruct the candidates to close their answer scripts. For candidates coming from the exam hall/classrooms whose attendance has not been taken before the start of the broadcast (e.g. those arrived after 9:55 am), check their admission forms and identity cards, and take their attendance using the barcode scanner. After the collection of answer scripts, scan the barcode label on the cover of each Question-Answer Book. Put down the total number of scripts collected on the Sessional Report. Ask each candidate to verify the corresponding information on the Sessional Report and sign on it.

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

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

LISTENING TEST: Infra-red Transmission System On the day of the test, the Centre Supervisors will receive: Question papers; An envelope containing 2 demonstration CDs; A “confidential” envelope containing 1 examination CD and 1 reserve examination CD; A copy of the tapescript (in the exam CD envelope).

LISTENING TEST: Infra-red Transmission System If a candidate brings a set of wireless earphones or the earphones that cannot be plugged into the receiver (plug diameter: 3.5 mm) provided by the HKEAA, provide the candidate with a spare headphone. If a candidate encounters reception problems during the broadcast, provide the candidate with a replacement headphones and receiver. Alternatively, the candidate may choose to go to the Special Room. The details about candidates changing headphones and cases of defective headphones/receivers should be reported on Report Form SR4g.

LISTENING TEST: Infra-red Transmission System The reserve CD should not be used unless the examination CD cannot function normally. The examination CD should be played once only. Do not start playing the examination CD before 10:00 am. Centre Supervisors should refer to the tapescript when monitoring the progress of the test (The tapescript should not been seen by the candidates. The Listening Test will be broadcast via the a CD player in the Special Room.

Handling of Exam Irregularities

HANDLING OF EXAM IRREGULARITIES Candidates requesting to go to the toilet Mobile phone irregularities Candidates taking photos/video/audio recording in the exam centre Suspected cheating Irregularities concerning barcodes Irregularities concerning the Listening Test conducted in the “Special Room”

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

Mobile Phone Irregularities Locate the source of the ringing sound and instruct the candidate to switch off the mobile phone at once. Record the time and other details on Report Form SR4p. In case the mobile phone is switched on, ask the candidate to show the call / SMS / MMS log after the exam. No further action needs to be taken if the source of the ringing sound cannot be located and the ring stops.

Photo-taking or Video/Audio Recording in the Exam Centre Ask the candidate to switch off the device immediately and warn him/her that a mark penalty or subject downgrading will be imposed in the subject/paper concerned. Instruct the candidates to delete the photos/video/audio recordings concerned and fill out the Report Form SR4g after the exam.

Photo-taking or Video/Audio Recording in the Exam Centre The CS/invigilators should pay particular attention to hi-tech cheating tools which are capable of storing texts or communication to gain unfair advantage. Such tools may resemble ordinary stationery items (such as erasers, rulers).

Photo-taking or Video/Audio Recording in the Exam Centre If an invigilator suspects a candidate using such a tool, he/she must check the item and inform the CS immediately. All such cheating tools should be removed immediately and kept as evidence. The candidate should be allowed to finish the examination and be asked to provide a written explanation on Report Form SR4g before leaving the examination room.

SUSPECTED CHEATING Examples: copying from the work of other candidates, obtaining unfair assistance from books/cribs, communicating with other people, using a mobile phone in the toilet. Remove the unauthorised materials, such as notes, books or pieces of papers. (except for essential items like calculators) Handle the irregularities in the presence of an invigilator. For doubtful cases (including candidate reporting another candidate cheating), avoid disturbing the candidate during the exam. Inform the candidate after the exam to stay behind and complete a report.

IRREGULARITES CONCERNING BARCODES The following candidates will be given spare barcode sheets: candidates whose personalised barcode sheets are not available at the centre (e.g. wrong centre candidates); candidates whose personalised barcode sheets are damaged or found to have incorrect information. In case of insufficient barcode labels, candidates should be asked to write their candidate numbers in the designated spaces for barcode labels on the remaining pages of the answer scripts (no need to issue spare barcode sheets). The candidate number of candidates who have used spare barcode sheets / candidates who have not stuck any barcode labels on the cover of the Question-Answer Book should be reported on Report SR4b. The answer scripts concerned and Report SR4b should be placed in the “Envelope for Special Reports and Related Scripts / Answer Sheets”.

IRREGULARITES CONCERNING BARCODES If a candidate is found to have barcode labels (including barcode labels from previous exam sessions) on the personal belongings (e.g. stuck on the back of the Admission Form), the case should be reported on Report SR4g. The materials with the barcode labels should be copied and attached to the Report Form.

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

Case Sharing 1. Insufficient exam time No. of cases: 15 exam centres (47 candidates) Reasons: Time the exam by referring to a clock/watch showing incorrect time Put down an incorrect exam start/end time(s) on the blackboard Calculate the exam end time wrongly The last 15 and 5 minutes announcements being announced at incorrect time

Case Sharing 2. Not permitting candidates to go to the Special Room No. of cases: 6 exam centres (6 candidates) Reasons: After helping candidates to tune/turn the radio, the reception quality improved The reception problem will only last for a short time Candidates may lose time on moving to the Special Room Worried about inadequate seats in the Special Room for the candidates

Case Sharing 3. Not permitting candidates to use a radio with LCD display or big headphones No. of cases: Few enquiry cases received from CSs Reasons: Worried that the candidates might commit cheating by using the LCD display The volume of the big headphones is too high which disturbs the neighbouring candidates Such equipment does not comply with the requirements listed in the ‘Handbook for Candidates’

OTHER USEFUL INFORMATION HKEAA website www.hkeaa.edu.hk  Schools and Teachers Teachers’ Corner Information for Teachers www.hkeaa.edu.hk  Schools and Teachers  Public Examinations Communication & Support System (PECSS) and Attendance & Script Tracking System (ASTS)

Q & A