Dear Colleague

To ensure a smooth and efficient test week experience, particularly for students requiring extra time, please take note of the following important arrangement and guidelines:

1. Extra-time venue arrangements

• Departments that have designated their own extra-time venues will continue using those allocated spaces as planned.
• An additional venue has been allocated to accommodate overflow and larger student numbers.
• For any inquiries or assistance, please contact the Invigilation Office.

2. Booking of Invigilators:

• All booking requests must be submitted at least five (5) working days before the test date.
• To access the booking forms:
  •  Onderstepoort Campus, click here.
  • Hatfield and Groenkloof Campuses, click here.  
  • Note: Ensure that your browser is updated with the latest Google Drive software for access.
• Cancellations must be made at least two (2) working days before the test.
• If invigilators are cancelled at short notice or required to attend legal proceedings related to their duties, the relevant academic departments will be responsible for compensation.

3. Presence of academic staff at TEST venues.

• Lecturers must be present at the assessment venue 30 minutes before the test starts and remain for at least 30 minutes after it begins to address any student queries.

• Refer to the Examination and related matters policy -. Section 6.2.1 (Clause 6.2.1.1, p7)
• Report incidents via the Exam Incident Reporting tile on the UP Portal during the test week.

4. Scheduling conflicts (module clashes)

• For test scheduling conflicts, the Invigilation Office must be notified in advance.
• Clearly indicate the arrangement made between departments (e.g., which test will be written first).
• Contact:
  • Mr. Chuene - [email protected]
  • Mr. Legae  [email protected]

5. Additional time/special needs accommodation

• If venues or changes to venues are required for students with special needs, the Invigilation Office must be informed at least one (1) working day before the test.

6. Printing, packaging, and collection of test papers

Refer to the Examination and related matters policy, for up-to-date printing instructions.

• For printing and packaging inquiries:
  • Mrs Mositsi Kekana- [email protected]
  • Mr Noman Ngaka- [email protected]

• Provide the following details when submitting print requests:
  • Module code.
  • Date and time of the test.
  • Venue.
  • Lecturer’s contact details.
• Package question papers for special needs students separately for designated venues and ensure A3 papers are printed where approved accommodations apply.

7. Fire alarm and emergency procedure

• Ensure all students and staff exit the building immediately using the nearest emergency exit (follow green running man signs).
• Avoid using elevators.
• Proceed to the designated emergency assembly point (refer to emergency plans posted outside each venue).

8. Additional resources

For further information, please refer to the following official documents:

• 2025 General Academic Regulations and Student Rules
• Examination and related matters policy
• Standard Operating Procedure for Processing Examination Marks.

For any queries or further assistance, please contact the Invigilation Office.

Thank you for your cooperation.

The Department of Enrolment and Student Administration