ZIMBABWE

HEXCO
NATIONAL EXAMINATIONS
GUIDELINES ON WRITING OF
EXAMINATIONS 2023 EDITION

HEXCO GUIDELINES ON
WRITING OF EXAMINATIONS,
2023
edition 6
Duties of Chief Examiner
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 and room.
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.

HEXCO GUIDELINES ON
WRITING OF EXAMINATIONS,
2023 edition
7
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.
HEXCO GUIDELINES ON
WRITING OF
EXAMINATIONS, 2023 edition
8
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.
HEXCO GUIDELINES ON
WRITING OF EXAMINATIONS,
2023 edition
9
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

HEXCO GUIDELINES ON
WRITING OF EXAMINATIONS,
2023 edition
10
5.5 The invigilator must pay
special attention to the following:
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.
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

HEXCO GUIDELINES ON
WRITING OF EXAMINATIONS,
2023 edition
11
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

HEXCO GUIDELINES ON
WRITING OF EXAMINATIONS,
2023 edition
12
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.