The following details outline the necessary arrangements for ensuring the smooth running of the June/July 2024 examination period.

Important documents that provide in-depth information on the upcoming examinations can be accessed by clicking on 2023 General Academic Regulations and Student Rules, and the Policy: Examination and related matters and the SOP for Processing of Marks can be downloaded here.

1. Booking of Invigilators:

• Invigilators must be booked by 31 May 2024.
• All booking requests for invigilators must be submitted five (5) working days before the examination date.
• The booking form for an invigilator can be accessed by clicking on Invigilation Booking Form. Once the form has been submitted, the request for an invigilator will be processed according to the information provided.
• Cancellations must be made at least two (2) days before the examination date. If invigilators are cancelled at short notice or need to attend legal proceedings related to their duties, the relevant academic departments will be responsible for compensation.

2. Presence of academic staff at examination venues.

Lecturers are required to be present at the examination venue during the entire duration of their module's examination session. If they are unable to attend, they must arrange for a representative from the academic department to be there instead. See Examination and related matters policy. Section 6.2.1 Clause 6.2.1.1 (p7)

3. Class lists

Lecturers must include a class list of students eligible to take the specific module in the examination pack. This list will be used to verify students in case the scanning machines malfunction.

4. Clash of modules

If there is a scheduling conflict involving examination modules, the Invigilation Office must be informed in advance of the arrangement agreed upon by the relevant academic departments. This includes details such as whether the student will take both exams and the order in which the modules will be written. These details must be sent  to [email protected] and [email protected]

5. Additional time/Special needs

• Students with special needs should be instructed to contact the Disability Unit for assistance. The necessary forms and information must be provided to the lecturer and Programme Coordinator 10 days before the examination. Once approval is obtained, an email can be sent to [email protected] to inquire about the required support.
• If students need additional time for an examination, the Invigilation Office must be notified at least one (1) working day before the examination begins. The Invigilation Office is responsible for assigning these students to the appropriate venues.

6. Printing, packaging, and collection of examination papers

For updated information on the printing of examination papers. See Examination and related matters policy - Section 6.3.7 (pp 13-14)

• Mr Edwin Mokete- [email protected] or

      Ms. Annetjie Windell - [email protected] can be contacted at the University Printers.

• The University Printers will follow the instructions given by academic departments for packaging question papers according to specific venues. To ensure correct packaging, academic departments must provide the following information to the University Printers:
  • Module code.
  • Date and time of examination.
  • Examination venue.
  • Contact details for the relevant lecturer.

• Question papers for students with special needs must be packaged separately. The following four venues will be designated for this purpose.

• Engineering 2 (Lecture Hall 3-40)
• Law 1-45 (Whole day)
• Law 1-31(Whole day)
• Humanities Building:  HB 3-15 and HB 3-23 (Whole day – priority for Engineering students)

7. If the fire alarm sounds, lecturers should adhere to the following instructions:

• Allow everyone to evacuate the building through the nearest emergency exit door (identified by green running man signage).
• Avoid using elevators during a fire alarm.
• Upon exiting the building, move away to the nearest emergency assembly point.
• Please note that each lecture hall has an emergency evacuation plan posted outside the hall and sometimes inside the exam room.

8.  Finalising the examinations

All academic staff participating in the marking of examination scripts must follow the specified dates for the final submission of marks to prevent any delays in submission. 

The delayed submission of marks significantly affects various processes within the University, as these processes rely on the timely submission of marks for completion.

• Module (exam) results must be finalised three calendar days before the supplementary examination of that specific module begins.
• ALL June examination marks must be finalised three days before the start of the supplementary examination begins.
• Supplementary examinations will take place from 1 to 6 July 2024.
• All marks must be finalised and uploaded three days after the conclusion of the supplementary examination.

The Invigilation office will gather examination scripts from venues where examinations conclude by 18:30. Academic departments are responsible for arranging the collection of scripts for examinations ending after 18:30, including those where students with special needs complete their exams after this time.

All the best with your marking!