ZIMBABWE

HEXCO
NATIONAL EXAMINATIONS

GUIDELINES ON WRITING OF
EXAMINATIONS 2023 EDITION
 HEXCO GUIDELINES ON WRITING OF EXAMINATIONS, 2023 edition

SYNOPSIS

1.0 Preamble

2.0 Preparation for Writing Examinations

3.0 The Role of the Chief Invigilator

4.0 Entry Formalities

5.0 Points for the Attention of the Invigilator

6.0 Action to be taken in case of any Examination Incident

7.0 Submission of Scripts

8.0 Guidelines on Writing of Computer-based Examinations

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1.0 PREAMBLE
1.1 This guideline replaces the previous one titled, GUIDELINES ON
INVIGILATION. Any personnel involved in examinations together with the
candidate should read, understand and adhere to the guidelines on writing of
examinations.

1.2 These guidelines should be read in conjunction with the current HEXCO
National Examinations General Operational Regulations (2012 Revised
2023).

1.3 Every examinations personnel involved in examinations including the A

candidate should follow these guidelines precisely as any deviation may lead to
disqualifications for A candidate.

1.4 An induction workshop should be held for personnel involved in

examinations and for every A candidate before every examination session.

1.5 A copy of the Instructions to Candidate should be availed to every

examination personnel and the candidate.

1.6 A copy of the Instructions to Candidate should be displayed at every

examination venue and every notice board within the institution.

2.0 PREPARATION FOR WRITING OF EXAMINATIONS

2.1 Any Examinations Centre IS NOT EVERYOWED to reproduce

question papers unless authorised by HEXCO.

2.2 Transportation of question papers and scripts

2.2.1 The centre shall provide transport to collect papers from the
designated centers on each examination session (not public transport) to
carry question papers and scripts.

2.3 Dispatch of question papers

2.3.1 The centre’s examination administration shall be responsible for

dispatching question papers to the Chief invigilator during examination
period.

2.4 Storage of question papers

2.4.1 Every question papers received from HEXCO Head Office or
Regional centers must be SECURED in a safe or storeroom. The papers
should be arranged according to dates and times. Examination centre is
not allowed to reproduce question papers unless authorized by HEXCO.

2.5 Personnel involved in preparation and writing of examinations

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2.5.1 for a college: regional examination personnel and every lecturer

2.5.2 for a school: where practical, only teachers teaching HEXCO courses
should be involved in invigilation of HEXCO examinations

2.5.3 A Lecturer/Teacher should invigilate a candidate from other

disciplines other than where they teach.

2.5.4 For special cases like practical subjects, technical personnel for
the subject should be on standby to attend to special issues that may
arise.

2.5.5 Minimum of two (1 male, 1 female) invigilator per twenty A

candidate in an examination room.

2.5.6 No unauthorised person may be admitted to the room where an

examination is in progress. This includes subject/module Teacher/Lecturer,
unless invited to give opinion on a technical matter relating to the
examination.

2.6 The mark Sheet

2.6.1 Every coursework marks should be recorded in the mark sheet
including overall mark. This means that an overall mark/comment for
every candidate should be recorded and captured into NEMIS before the
final continuous external assessment.

2.6.2 This mark sheet should have the signatures of the subject/module
lecturer, Head of Department and external assessor well before
commencement of examinations

2.6.3 This mark sheet should then be presented to the invigilator on

examination day for purposes of marking the register

2.6.4 Special consideration should be made for those subjects with two
components; paper A and B. Two blank mark sheets should be prepared
for the invigilator for the purposes of marking the register; one for
paper A and the other for paper B. The mark sheet containing the
coursework should then be enclosed together with scripts of paper B. It will
be required for purposes of recording the combined marks from the two
papers during marking

2.6.5 Head of departments should ensure that the correct mark sheets
have been presented to invigilator. Avoid mixing up of mark sheets
during the examinations!

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2.7 Invigilation timetable in the examination centre

2.7.1 The invigilation timetable should be formatted as follows:

Day Date Time Subject Subject Room Chief

Code Title invigilator Invigilator

It should be displayed where it is accessible to a candidate and

invigilator

2.7.2 No departure from the published timetable may be made without

the written permission of HEXCO.

2.7.3 The timetable must be strictly adhered to. Any departure from the
prescribed dates or times shall, as a rule, invalidate the examination.
The exact length of time allocated for each paper, as shown on the
cover of the question paper, and on the Timetable, must be allowed.
If the time duration on the question paper differs from that
shown on the Timetable, then the Timetable should be followed
after notifying HEXCO.

2.7.4 Each Centre shall ensure that a candidate have adequate examination
resources. Standard examination time frame is from 0900hrs to
1700hrs. In case of unforeseen events, changes to this time frame
must be communicated to HEXCO in advance. Otherwise the starting
times for each paper must be fixed within the limits imposed by the
published examination timetable.

2.7.5 In instances where HEXCO has permitted an examination centre to

administer the same examination to two or more groups sitting at
different times due to unforeseen events, the head of the examination
centre shall quarantine one or more of the groups to prevent leakage
of the examination.

3.0 THE ROLE OF CHIEF INVIGILATOR

3.1 The Chief invigilator is overall in charge of the examination from start
to end.

3.2 The Chief invigilator should check on the following:

3.2.1 Ensure that there is adequate furniture with clear surfaces

with no hints.

3.2.2 Ensure that there are adequate invigilators

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3.2.3 Ensure that the composition invigilators is gender balanced

where possible

3.2.4 Ensure that the invigilator on the invigilation timetable is the only
one allowed entry into the examination room to invigilate. If there are
replacements due to unforeseen events, the Vice Principal should
authorise the replacement and a summary of every such replacements
submitted to HEXCO at the end of the examination session.

3.2.5 Ensure that no unauthorized person may be admitted to the

room where an examination is in progress.

3.2.6 Ensure that no copy of a question paper may be removed from an

examination room, nor may any unauthorised person read
a question paper when an examination is still in progress.

3.2.7 Ensure that the spacing of desks is 1 metre apart.

3.2.8 Ensure that there is adequate ventilation.

3.2.9 Ensure that the room is noise free.

3.2.10 Ensure that there is no movement in the room except for

The invigilator.

3.2.11 Thoroughly checks cleanness of examination material.

3.2.12 Ensure that question papers is sealed.

3.2.13 Ensure that every examination requirement is met i.e.mark

Sheets, graph papers, and registers etc).

3.2.14 For practical examination (e.g. computer application) clear the

Work done by the outgoing candidate.

3.2.15 In open book examination, documentation for use during the

examination should be thoroughly checked for unauthorised material
and/or inscriptions.

3.2.16 Ensure that every candidate has coursework marks entered on

to the mark sheet.

3.2.17 A candidate who has not supplied proof of registration for the
examinations should be barred from entering the examination room.
Only a registered candidate should be allowed to write examinations, and any
unregistered entry’s scripts shall not be marked.

3.2.18 A candidate must be seated 15 minutes before the examination

starts.

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4.0 ENTRY FORMALITIES

4.1 Only a candidate with proof of registration for the subject to be written
(Individual Confirmation of Entry) should be allowed to enter the
examination room

4.2 A Candidate without positive identification (National Registration Card or a

valid passport) should not be allowed into the examination room.

4.3 A candidate should enter the examination room according to discipline.

4.4 A candidate is to sit in the order of their candidate numbers. They must
not choose where to sit.

5.0 POINTS FOR THE ATTENTION OF THE INVIGILATOR

5.1 The invigilator must ensure that a copy of the instructions to the A
candidate should be displayed at the entry of every examination venue
within the college throughout every examination session.

5.2 The invigilator must read the following Instructions to the A candidate
before the question papers is distributed.
5.2.1 No cell-phones is allowed into the
Examination room.
5.2.2 No foreign material is allowed into the
examination room

5.2.3 A Candidate is allowed to turn over the question

papers until instructed to.
5.2.4 A Candidate is allowed to browse through the
question papers five (5) minutes before the examination
starts.
5.2.5 Head gear such as caps, hats, scarfs, other religious
gear is not allowed into the examination room.
5.2.6 Handbag is not allowed in the examination room.

5.2.7 No candidate should leave the examination room until

at least one hour after commencement of the
examination.
5.2.8 A Candidate who wishes to visit rooms of convenience
during the examination should be escorted by the
invigilator.

5.2.9 Upon finishing the examination, the candidate should

raise his/her hand to attract the attention of the
invigilator.

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5.2.10 Every candidate should record the serial number of

answer booklet and sign in on the examination
identification register acknowledging receipt of
serialised answer booklet allocated as the examination
commences and sign out upon submission of answer
scripts. A candidate is to use the same colour of ink for
the answers and the examination identification register.

5.2.11 No scrap paper is to be used. Any rough working is to

be done in the examination scripts. A line should be
drawn through every rough work.

5.2.12 A Candidate is not allowed to write anything in the

question papers.

5.2.13 A Candidate is not allowed to share is any material

during the examination. No discussions or
consultations should be permitted between candidates.
Every clarification should be done through the
invigilator.

5.2.14 No candidate should be allowed into the examination

room after thirty (30) minutes of commencement of the
examination.

5.2.15 No extra time should be allowed to late arrivals who

have been admitted into the examination room.

5.2.16 A Candidate will not be allowed to leave the

examination room in the last thirty minutes of the
examination. They will have to wait until the
examination has ended.

5.2.17 A Candidate should read and adhere to instructions on

both question paper and answer booklet.

5.2.18 Any form of cheating discovered before, during

writing and/or marking will lead to disqualification.

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5.2.19 A candidate is not allowed to write their names inside

or outside the answer book

5.2.20 A candidate is not allowed to tear off sheets from the

answer book.

5.2.21 A candidate should ensure that when they receive answer booklet
that is torn, with loose pages, blurred serial number, faint lines should
alert the invigilator for replacement

5.2.22 A candidate should ensure that the script they hand in after
examinations is intact

5.3 Malpractices that warrant disqualification

The following malpractices will warrant disqualification

5.3.2 Being in possession of a cellphone in an examination room.

5.3.2 Being in possession of prohibited foreign material in the examination

room.

5.3.3 Writing on/in the question paper.

5.3.4 Sharing of material during writing examination

5.3.5 Tearing of sheets from the answer book.

5.3.6 Using different colours of ink in one answer script and on the Exam
Identification Register.

5.3 .7 Any candidate who is found guilty of 5.3.1, 5.3.2, 5.3.4, 5.3.5, and
5.3.6 is deemed to have cheated in an examination and will result in the
disqualification from the affected modules/subjects. The candidate should
be suspended for one (1) year from the course and every HEXCO course.
After the suspension period the candidate will rewrite the disqualified
modules/subjects.

5.4 Malpractices that result in nullification of results

5.4.1 Writing of names inside or outside the answer booklet

5.4.2 Failure to write candidate details on cover page of script

5.4.3 Using different hand writing in the same answer script

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5.5 The invigilator must pay special attention to the following:

5.5.1 Usage of cell phones by invigilator in the examination

room is prohibited.

5.5.2 every examination challenge should be communicated to

NEO through the Chief Invigilator

5.5.3 Ensure that every candidate sign-in in the exam

identification register when entering the examination room
and sign-out after the submission of question papers and
answer scripts

5.5.4 Allocate the serialised scripts in a sequential order. No

candidate shall be allocated a script whose serial number
is outside the range given to other candidates.

5.5.5 Ensure that every A candidate display their identification

particulars and Confirmation of Entries on the table

5.5.6 Ensure that the correct mark sheets have been presented
for marking A candidate’ attendance

5.5.7 The invigilator must sign both mark sheet and exam
identification register in the spaces provided

5.5.8 Ensure that there is no foreign material written on A

candidate’ confirmation of entry, rulers, etc.

5.5.9 Inspect the examination room and ensure that furniture

spacing is acceptable.

5.5.10 The invigilator must check that they have been given the
correct question paper packet before opening. Invigilator
must never open wrong question paper packets.

5.5.11 Each question paper envelope must be opened by the

invigilator after inspection of the question paper envelope
by at most/least two A candidate in the presence of A
candidate in the examination room not more than 15
minutes before the time at which the paper is written. If a
wrong question paper is issued, the Chief Invigilator
should be notified so that HEXCO is informed immediately

5.5.12 Invigilator shall ensure that the handed in candidate

answer script has no torn sheets or has lose pages and
should make a report of an observation of any torn or lose
pages.

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5.5.13 Ensure that the candidate have been registered either

present (Pre) or absent (Abs).

5.5.14 Check every answer scripts for correctness of script serial

number and candidate number as shown in the exam
identification register and reconcile them with the register
and the mark sheet.

5.5.15 Announce or write on the board 30 minutes time check up

to the end of the examination.

5.5.16 A candidate must stop writing when the time is up.

5.5.17 Extra time may be awarded on compassionate grounds,

and involves compiling a detailed report
supporting/justifying the extra time. (N.B: not for coming
late but for any circumstances arising in the examination
like ZESA power outages, sickness, physical challenges or
in cases of practical examinations that involve more than
one session due to limited capacity in workshops,
laboratories and equipment).

5.6 The invigilator must observe and act on the following examination issues:

5.6.1 Cheating (peeping, referring to notes in palms, thighs, and inside pen
barrels, pockets, toilet tissue papers)

5.6.2 Disruptive behaviour (fidgeting, whispering, clowning, offensive

odours)

5.6.3 Appearance and grooming – funny dress that disrupts the

examination is not allowed.

5.6.4 Smuggling of material into the examination rooms (even if not

referred to) is not allowed.

6.0 ACTION TO TAKE IN THE CASE OF SUSPECTED CHEATING OR ANY OTHER

EXAMINATION INCIDENT

6.1 The invigilator shall not prohibit any candidate from writing an examination
due to irregular practices observed during an examination.

6.2 Examination Incident forms must be available in each examination room

during the writing of examinations

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6.3 In the event of any misconduct, an Examination Incident form must be

completed

6.4 The candidate is expected to stop writing and complete the candidate’s
section on the Examination Incident form. .

6.5 However, the candidate should be allowed to complete writing the

examination only after completing the required section on the Examination
Incident form.

6.6 The answer script for the “disqualified” candidate should be marked

“DISQUALIFIED” and a copy of the duly completed Examination Incident

form should be attached to it. every evidence (except for valuables e.g.
cell phones) of suspected cheating and/or breach of examination
regulations shall be collected , attached to the report and should be
packaged in a separate envelope and enclosed together with the rest of the
other scripts.

6.7 The Examination Incident form and the evidence will be used during the
marking, processing of results and ratification.

6.8 A copy of the Examination Incident form must be retained at the regional
centre. The centre must keep a record of every examination incident.

6.9 A separate Examination Incident register shall be maintained for every case
involving suspected irregular cases and/or breach a of every examination
regulation and any other incident during the examination.

6.10 Head of centre must produce a consolidated report of every examination

incident reported at the centre and forward a copy to HEXCO at the end of the
examination period.

6.11 In the event of malpractices with completed examination incident forms,

the HEXCO Committee Regional Chairperson shall appoint investigation
committee to investigate the case within 24 hours of the final paper of the
examination session.

6.12 The Regional Chairperson should allow the candidate reasonable time to
appear on the hearing.

6.13 The report shall be submitted to HEXCO marking venue for the discipline
together with scripts.

6.14 Composition of the committee shall be as follows:

Chairperson - Vice Principal from another institution of
Higher learning
2x Committee members - 2 Heads of Division from any other division
other than where the candidate belongs to.
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1x Human Resources Officer for minuting

6.15 In the event that suspected malpractices/ cheating cases are discovered
during marking, the Secretariat shall conduct investigations before
pre-ratification of results for that session.

6.16 Composition of the committee:

Chairperson Vice - Principal from another institution of Higher

learning
Expert(s)
HEXCO discipline officers
1x Human Resources Officer for minuting

7 .0 SUBMISSION OF SCRIPTS

7.1 Soon after giving instructions to A candidate to stop writing, the

Invigilator collects question papers first whilst A candidate remain seated.

7.2 The invigilator will collect scripts from the candidate while making him/her
sign in exam identification register according to the order in which the a
candidate is seated.

7.3 N.B: Ensure that the exam identification register has been signed by the
same ink pen the candidate(s) would have used in writing script(s).

7.4 The invigilator shall ensure that every candidate have signed out on the
identification register as proof of handing in their scripts.

7.5 Recheck mark sheets and ensure that every comment for coursework has
been entered for every candidate.

7.6 Every script, used or unused, shall be accounted for by the invigilator after
very examination.

7.7 A candidate will only leave the room after the scripts and every other
examinations material have been accounted for.

7.8 The mark sheet and exam identification register must be tied to the scripts.

7.9 A copy of the mark sheet and exam identification register should be kept in
the college. It may be used if any query arises.

7.10 Every the material used by the A candidate in the examination must be
left with the invigilator.

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7.11 The invigilator should make a reconciliation of the answer scripts

with mark sheet and exam identification register to ensure that every
script has been submitted.

7.12 Parcel the scripts with the mark sheet/copy of exam identification register
and question paper. Do not use envelopes and packaging material from other
examination boards/councils for packaging HEXCO examinations material.

7.13 Sealing of examination envelope should be done in the examination venue

and invigilator should append signatures at the back of the envelopes (ACROSS
THE SEAL) supervised by the chief invigilator.

7.14 Dispatch them to the Regional Coordinating Centre within 24 hours.

7.15 Coursework mark-sheets not enclosed in sealed envelopes with scripts and
registers shall not be allowed at the marking venues. Non-enclosure of mark sheets
shall warrant disciplinary action to every responsible personnel.

7.16 Invigilator led by the Chief invigilator shall submit every examination scripts
to the examination office at the centre immediately after each examination. In the
case of other centres, the scripts should be submitted to the Regional
Examinations Office within forty eight hours from the end of the examination.

7.17 Written examination question paper is retained in the centre. A candidate

may collect them after twenty-four (24) hours of the examination.

7.18 Every examination question papers shall be considered as live question

paper until after forty eight (48) hours of being written.

7.19 Written scripts collected in the morning session must be locked

in a secure place (i.e. strong room, safe or lockable cabinets) while arrangements
is being made to dispatch them to the Regional Coordinating Centres. It is more
economical to wait until after the afternoon session to dispatch every the
answer scripts to the Regional Centre.

7.20 The Head of the centre has the responsibility to keep these materials safe.
Clear the scripts with the Regional Coordinating office and ensure safe storage of
the parcels. The examinations personnel at the centre should record details of
received scripts in an examination script log book.

8.0 GUIDELINES ON WRITING OF COMPUTER-BASED EXAMINATIONS

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8.1 In addition to the general guidelines on writing examinations, additional guidelines

shall be observed for every computer-based examination

8.2 Preparations before the Practical Examination

8.2.1 Institutions should make sure that adequate preparations have been made
for the practical examination.

Preparations should include the following:

8.2.2 Computers should be well serviced and each machine should have every
the required software for the examination to avoid A candidate changing
machines during the examination.
8.2.3 The examination centre should order enough stationery; bond paper and
printer cartridges as well as enough CDs or storage media. A candidate should
not share CDs or memory sticks, each candidate to have his/her own.

8.2.4 There must be a standby or backup power source e.g. generator

8.2.5 Computers should be cleaned of any previous work done by a candidate
during other examinations or lectures.
8.2.6 In case of two sessions, either different user accounts should be created for
each session or the computers should be cleaned of every work before the
commencement of the next session.
8.2.7 Papers on the walls for every computer laboratory should be removed as
some may carry material relevant to the examination. In general the computer
laboratory should be clean and tidy.
8.2.8 If the computer laboratory is networked, the network should be disabled to
enable the venue to be used for the examination.
8.2.9 There should be enough space between computers so that a candidate is
not sitting very close to each other.

8.2.10 Invigilator should ensure that A candidate do not exchange memory sticks
during the examination.

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8.2.11 Before every examination session, an institution should hold a workshop

to train invigilator so that he or she is wary of some of the actions
performed by a candidate that can lead to examination malpractices.

8.2.12 Examination material should be provided by the institution, a

candidate should not bring their own into the examination room.
8.2.13 Computer laboratories should be installed with CCTV and
footage for the examination should be submitted to HEXCO upon request.

8.3 During the Examination

8.3.1 There should be thorough supervision of writing by invigilator when

the examination is being written.
8.3.2 Serialised script covers shall e be provided for every computer-
based examinations
8.3.3 A candidate should type the script number and candidate number as
a header on each page.
8.3.4 Every printed answer sheets without script serial number and
candidate number shall not be considered for marking and a zero
will be recorded for the answer on the printed sheet. Every page
should be numbered.

8.3.5 Instructions on the face of examination question papers directed to

both the candidate and invigilator should be followed precisely
8.3.6 A candidate should be advised, before the commencement of the
examination, to create a folder on the desktop which is identified by
their candidate number where they will be saving their work. The
folder will be transferred to the individual candidate’s CD or memory
stick at the end of the examination.
8.3.7 A candidate should be constantly reminded to continuously save
their work in case of power outages.
8.3.8 A candidate should not bring storage media (memory sticks, CDs,
etc.) into the computer laboratory (examination room). These should
be treated as foreign material.

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8.3.9 The subject teacher/expert should be available for consultation but

not in the examination room. Other invigilator will supervise the
candidates as usual.
8.3.10 Each computer laboratory should have at least two invigilators
per session.
8.3.11 Invigilator should be vigilant throughout the examination,
moving around to check if a student is not exchanging storage media
during the examination.
8.3.12 Information Technology Unit staff should be on stand-by to
attend to technical issues on the computers but should not be
involved in the actual conduct of the examination. Information
Technology Unit attaches or interns should not be involved.
8.3.13 Please note the IT staff shall not attend to issues involving the
IT subjects that they teach the candidate.
8.3.14 If a candidate is to exchange computers (for any reason) during
the examination, this should be done through the invigilator and
chief invigilator and a report produced. Before the A candidate
change the computers, the work that they would have done should
be removed and saved elsewhere before the swap.
8.3.15 Saving is part of the examination and therefore should be done
within the three (3) hours of the examination; A candidate should be
allocated extra time to save their work, but printing can be done
after the three (3) hours.
8.3.16 In case of power failure in the middle of the examination and it
is restored, the examination should continue from where the
examination was disturbed, rather than start afresh, no extra time is
given to A candidate.
8.3.17 A candidate should check whether every their files is saved in
their examination folders and labelled with their correct candidate
numbers.

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8.4 After the Examination

8.4.1 After the examination, A candidate should transfer their folders to
the individual CD or memory stick that is provided by the institution for
the examination and then print their work in the chronological order of
their candidate numbers and NOT haphazardly!
8.4.2 A candidate should print their own work (they should not be
assisted). Printing of A candidate’ work should be diligently
monitored by the invigilator and the invigilator must make sure no
candidate copies his/her work to the printing station meaning that
printing should be done direct from the CD or memory stick.

8.4.3 No network printing is allowed as this may lead to cheating.

8.4.4 During printing, the invigilator must ensure that there is limited
movements by a candidate, as some exchange printed pages during
that time and one of the invigilator (with knowledge of computers)
should be closely monitoring the printing but not assisting A
candidate with printing.
8.4.5 The examination centre should remain with a back-up copy of the A
candidate’ work.
8.4.6 Printing time is outside the 3 hours. A candidate should tie their
printouts together and submit both the hard copy and soft copy
(invigilator must ensure that A candidate submit both the hardcopy
and the softcopy).
8.4.7 The work is treated as examination material and should therefore be
submitted in the normal way as the other scripts.
8.4.8 Invigilator should ensure that the A candidate’ printouts and CDs or
memory sticks is sealed together for submission to National
Examinations.

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