Instructions No. 5
'3~73 . IS
Department of Education
Instructions to Presiding Officers
Miomry of Education, Ontario
Printed by Herbert H. Ball, Printer to the King's Most Excellent Majesty
A.—INSTRUCTIONS TO PRESIDING OFFICERS
Prior to the examinations Presiding Officers will make themselves thoroughly fa
miliar with all the instructions contained herein.
Appointment op Presiding Oeeicers
1. At each centre there shall be a Chief Presiding* Officer and such as¬
sistant Presiding Officers as may be required under Instruction 15, below.
2. The Presiding Officers shall be nominated by the Public School In¬
spectors, subject to the approval of the Minister. Such approval may be assumed
unless the Inspector is notified to the contrary.
3. Except with the approval of the Minister, every Presiding Officer shall
be an experienced teacher now engaged in teaching or inspecting schools, prefer¬
ence being given, in order, to the holders of (a) Permanent High School, (b)
Permanent First Class, (c) Permanent Second Class certificates with at least
three years’ experience.
Shipment and Care oe Question Papers
4. The bag containing the question papers will be shipped by express,
charges collect, to the home address of the Chief Presiding Officer or to the
examination centre, as may be directed by the Public School Inspector, in ample
time for the examinations. Concurrently, a card of advice will be mailed to
the Presiding Officer at his home address.
5. On the receipt of the bag from the Department or the Inspector, the
Presiding Ojficer shall become responsible for the safe-keeping of it and its
contents nutil the examination is concluded. He shall see that the seal is intact.
The bag can be opened by cutting the cord, and when opened, the names of the
subjects and the number of envelopes containing question papers shall be veri¬
fied with the time table and with the lists of candidates. The number of question
papers in each envelope is indicated on the envelope. Should any question en¬
velope be missing, he shall telegraph the Department at once.
6. The question papers .shall be kept in a safe or in a room with the
windows securely fastened and the doors locked by cylinder locks. If the
Presiding Officer is not satisfied as to the security of the papers by the fore¬
going means he shall obtain a padlock and chain, which he shall fasten around
the neck of the bag in such a way as to make it impossible for anyone to gain
access to its contents except by ripping open the bag. In any case the bag
containing the question envelopes shall be locked in a room or cupboard or
secured by means of the padlock and chain to some immovable or ponderous
object. The Presiding Officer shall keep in his possession all the keys that are
supplied with the locks for the room or the padlock. The Presiding Ojficer
shall spare no effort to ensure the safekeeping of the papers. In case of mishap
he zvill be held personally responsible to the Minister.
7. Prior to the first day of the examinations, the Chief Presiding Officer
shall meet the Assistant Presiding Officers and carefully go over the examina¬
tion instructions, making sure that each instruction is thoroughly understood
and that the Assistant Presiding Officers are fully conversant with their duties.
8. The Presiding Officer shall satisfy himself that all necessary arrange¬
ments are made hy the School Board in due time for the examinations. He
should personally consult the Principal of the school at which he is to preside
in order to obtain his advice and co-operation with a view to making the best
possible arrangements and to securing the necessary supplies. If the trustees
have not placed a clock in each room used for examination purposes, the Pre¬
siding Officer shall have power to hire the use of one for each room during the
time required for the examinations and to charge the cost thereof as part of
the expenses of the examinations.
9. All diagrams or maps having reference to the subject of examination
shall be removed from the room, and books, papers, etc., from the desks; all
arrangements shall be completed, and the necessary stationery distributed at
least fifteen minutes before the time appointed for the commencement of the
first subject of the examination, and at least five minutes before each other sub¬
ject is begun.
10. In each examination room, candidates, whether writing on the same
subjects, or on different subjects, shall be seated at least five feet apart.
11. If there is sufficient accommodation and if sufficient question papers
have been received, the Presiding Officer shall admit Middle and Upper School
candidates whose applications were not received by the Inspector by the pres¬
cribed date. He shall enter the names of such candidates at the foot of the
Form (170) in which he records the amount of the fees received, giving such
additional information as may be required. See note under Section 26 (4)
below. This Form and the prescribed fee with one dollar additional and the
candidate’s application, shall be forwarded to the Inspector. This additional
fee shall not be charged a Lower School candidate, nor shall it be charged a
Middle or Upper School candidate who desires to take a paper in addition
to the papers for which he made application by the prescribed date.
12. In the case of a candidate who for any reason fails to present
himself or is unable to present himself for the examination in a subject on
the half-day specified in the time table for such subject the Presiding Of¬
ficer shall not, under any circumstance whatsoever, permit such candidate
to take the examination in the subject concerned on a half-day other than
that specified in the time table.
13. In die case of a candidate who, through illness, withdraws from the
examination room and who does not hand in an answer book, or in the case of
one who refuses to hand in an answer book, the Presiding Officer shall make a
special note of the fact on the tally list as well as on the list (Form 170) on
which the fees are recorded.
14. The Presiding Officer shall exercise necessary vigilance at all times
while the candidates are writing. He shall not remain seated, but shall move
about so that he may observe the candidates from different parts of the room.
The Presiding Officer shall not give his attention to any matter (such as the
reading of books or papers) other than that which pertains to his duties as
Ih-esiding Officer. He shall take every possible precaution to make it impossible
for the instructions to candidates to be violated without his knowledge.
15. The Presiding Officer at a centre shall not preside over his own pupils,
over pupils prepared in his own school, or over candidates for other than Ontario
Departmental examinations. He shall not have under him at one time more than
16. No person except the Presiding Officers shall be present with the
candidates in any room at the examination; and at least one Presiding Officer
shall be present during the whole time of the examination in each room occupied
by the candidates. No conversation or noise which might disturb the candidates
shall be allozved in the vicinity of the examination room.
17. The Presiding Officer shall explain to the candidates the manner in
which the name slips are to be attached to the answer envelopes. He shall ex¬
ercise great care in distributing the proper number and kind of envelopes and
examination books and in accounting for such envelopes and examination books
as have been distributed. At the close of the examination in each paper
the Presiding Officer shall inspect every desk in order to satisfy himself
that no candidate has omitted to hand in all his examination books.
18. Immediatelv prior to the opening of each question envelope, as speci¬
fied in No. 19, the Presiding Officer shall hand the unopened envelope to two
witnesses, who shall be Assistant Presiding Officers or senior candidates, and
ask them to examine the envelope carefully, seals, flaps and edges, in order to
fully satisfy themselves that the question envelope has not already been opened
or tampered with by anyone. For the same purpose immediately after the Pre¬
siding Officer opens the question envelope and takes out the question papers he
shall hand the empty envelope to the same two witnesses in order that they
may thoroughly examine the inside of the envelope. The Presiding Officer shall
then ask witnesses to sign the declaration on the back of the envelope. If the
witnesses observe any particulars which are not in accordance with the declar¬
ation, they shall note these exceptions below the declaration on the lower flap
of the envelope.
19. Punctually at the time appointed for the commencement of each ex¬
amination the Presiding Officer shall, in the examination room and in the pres¬
ence of the Assistant Presiding Officers or of the candidates, open the envelope
containing the question papers, in the manner directed on the envelope, and give
the question papers to the assistant officers and to the candidates. The papers
of only the subject or subjects required shall be opened at one time. Until the
examination in a subject is over, no question papers other than those which the
candidates receive shall be taken out of the room.
20. Punctually at the expiration of the time allowed, the Presiding Of¬
ficer shall direct the candidates to stop writing, and cause them to hand in their
answer papers immediately, duly fastened in the envelopes.
21. The Presiding Officer shall enter the names of all the Lower'School
candidates on the tally list in alphabetical order. He shall also note their ages
and the schools at which they have been prepared. In the case of the Middle
and Upper School examinations he shall enter their names on the tally list in
the same order as found in the official list (Exam. Form 108) ; names of extra
candidates shall be added after the names of those on the official list. The Pre¬
siding Officer shall keep the tally list on his desk and as each answer paper
in any subject is banded in (and he shall carefully note the superscription on
the envelope), he shall check the same by entering the figure “1” opposite the
name of the candidate.
(1) The Presiding Officer while engaged in receiving and checking the answer
papers at the close of each examination period shall take every possible precaution to
prevent collusion between candidates at a time when his attention might be supposed
to be diverted from the general supervision of the examination room.
(2) After the papers are handed to the Presiding Officer he shall not permit the
answer envelopes to be opened, and he shall be responsible for their safe-keeping until
transmitted to the Department. The answer papers shall be kept securely locked in
the bag or in a safe or in a room with the windows securely fastened and locked with
cylinder locks. The Presiding Officer shall keep in his possession all the keys that
are supplied with the locks.
22. The necessary stationery includes pens, blotting paper, black ink of a
uniform color, the authorized examination books and drawing paper about 12
inches by 9 inches. At the beginning of each examination period each candidate
shall be given one examination book (or in the case of Art, one sheet of draw¬
ing paper for each question or drawing prescribed) and one answer envelope,
and other books or sheets as required during said period. Except as authorized
herein,' no paper shall be distributed to the candidates, and no paper, examina¬
tion book or other book shall be brought into the room by any candidate.
23. (1) In order to facilitate the answering of questions on the Middle
vSchool Algebra and Arithmetic and the Tapper School Physics, Geometry and
Trigonometry, which may require the drawing of graphs, the candidates at such
examinations shall be given sheets of squared paper. The Presiding Officer shall
see that a sufficient supply of the squared paper is provided by the School Board
(2) For use on papers requiring geographical location, outline maps, where
required, have been prepared by the Department and will be found in the en¬
velope with the question papers.
(3) The Presiding Officer shall hand out one sheet of squared paper or
an outline map with each question paper requiring its use. Additional sheets
may be given, one at a time, to candidates as required. Great care shall be taken
in accounting for all sheets distributed.
(4) The Presiding Officer shall require each candidate to attach each sheet
and outline map, as soon as received, to the top of one of the ruled pages of
his examination book. A gummed margin has been provided for this purpose
at the top of the reverse side of the sheet.
(5) For the Upper School paper in Trigonometry the Presiding Officer
shall see that each candidate is provided with logarithmic and interest tables.
These tables may also be used, if required, for the Upper School paper in yVlgebra.
24. For the examinations in Art, special confidential instructions to the
Presiding Officer will be sent in the bag with the question papers. The envelope
containing these instructions sliall be opened not later than the day prior
to the examination concerned. Under no circumstances shall the candidates be
shown these instructions.
25. Presiding Officers shall see that candidates use the correct answer en¬
velopes as follows:—
(1) Lower School candidates use the envelopes designated (in purple ink),
“Lower School Examination.”
(2) Model Entrance candidates use the envelopes designated (in green
ink), “Examination for Entrance into the Model Schools.”
(3) Middle School candidates use the envelopes designated (in red ink),
“Middle School Examination.”
(4) Upper School candidates use the envelopes designated (in black ink),
“Upper School Examination.”
(5) Candidates for more than one of the above examinations shall place
their answers for the different examinations in the respective envelopes as in¬
CoivLKCTlNG AND FoRWARDING FgES
26. Candidates are required to pay the prescribed fee on each day of their
examinations. (See Instruction 5, Section B, below.) With a view to facili¬
tating the collection of the fees with a minimum amount of inconvenience, and
to rendering it unnecessary for the Presiding Officer to interfere in any way with
the candidates while they are writing, the following instructions are given:—
(1) The fee slips, a supply of which will be found in the bag, shall be dis¬
tributed with other material specified in Instructions 22-24 above, one slip being
placed in full view on each desk.
(2) Before distributing the question papers, the Presiding Officer shall
instruct the candidates to fill in the fee slips. Each candidate shall enter his
name, the name of his examination and of the subject, and the amount of the
fee (one dollar) and place the slip and the fee on his desk. The Presiding Offi¬
cer shall then collect the slip and the fee, taking care in the case of each candi¬
date to check the one with the other before proceeding to the next candidate.
He shall follow this procedure before the commencement of the examination on
each paper. Presiding Officers are advised not to accept cheques.
(3) As soon thereafter as convenient, and before the close of the exam¬
inations each day, the Presiding Officer shall check the slips and the fees with
the lists of candidates.
(4) The Presiding Officer shall then make out from Form 108, a list show¬
ing the names of the candidates (in alphabetical order, sexes not to be separated),
and the fees paid. The Form (Examination Form 170) for this purpose will
be found in the hag.
Note.—In the case of a Middle or Upper School candidate who did not make appli¬
cation to the Inspector by the prescribed date, and whose name, therefore, does not
appear in Form 108, the Presiding- Officer shall collect from him $1.00 in addition to
the prescribed fee (see Instruction 1, Section B below), and he shall also require him
to submit an application for the examination. Such application shall be satisfactory,
especially in respect of the certificate required re Supplementary Reading. The name
of such candidate shall be entered at the foot of the list (Form 170), with the entry,
“Late candidate,” opposite.
27. (1) On the last day of the examinations, the Presiding Officer shall
forward to the Public School Inspector (a) the list of Lower School candidates
received from the Principal of each school, (b) Form 170, and (c) the total
amount of fees received from such candidates.
(2) A similar procedure shall be followed in the case of the Middle and
Upper School examinations. With the lists of fees therefor he shall forward
to the Inspector, Form 108 and the applications of late candidates. In all cases
the fee slips shall be retained by the Presiding Officer as his check on the fees
Note 1.—Before forwarding the fees and the lists of candidates to the Public School
Inspector, the Presiding Officer shall carefully check Form 170 with the fee slips handed
in by each candidate and with the tally list, and make sure that the fees collected agree
with the number of answer papers handed in by the candidates. In the case of a can¬
didate who is found to have paid fees in excess of the amount prescribed for the number
of papers on which he has written, the Presiding Officer shall make the necessary re¬
fund to such candidate.
Note 2.—In the case of a candidate who fails to hand in an answer paper to a sub¬
ject to which he has been admitted he shall not be entitled to a refund of the fee paid
therefor. A note of the case shall be made in Form 170.
28. The Inspector, on the receipt of the lists and the fees, shall check the
same, divide the total amount received according to instructions (see Instruction
40 below), forward to the School Board its share and the balance to the Depart¬
ment, together with Form 170. He shall retain Form 108, the Principals’ lists
of Lower School candidates and the applications of late candidates.
Making Reports and Returning Answers
TO THE Department
29. The Presiding Officer shall report to the Department at the close of
the examination in the “remarks” column of the Diagram Blank (Exam. Form
21) any particulars in which the instructions, etc., were not observed and shall
mention any facts regarding the examination that he deems expedient to have
brought to the attention of the Department. The Presiding Officer and his as¬
sistants shall sign a declaration that in all other respects the instructions and
regulations were fully complied with.
30. The Presiding Officer, as part of his report to the Department, shall
send a diagram of each room on the Form provided (Exam. Form 21), showing
the position occupied by each candidate and Presiding Officer during the exam¬
ination in each subject.
31. (1) The Presiding Officer shall arrange the answer papers so that all
the answers of each candidate for examination are sent together in the same
shipment (except as specified in (2) below) and in the order in which their
names appear in the list of candidates for the examination. To facilitate this,
elastic hands have been supplied, one for each candidate’s set of answers.
(2) Where a candidate takes papers belonging to different examinations,
such papers are to be divided according to the examinations taken and each parcel
sent with those of the other candidates for these examinations.
32. (1) The prompt return of the answers to the Department at the close
of the respective examinations is essential, and may be greatly facilitated if the
answers are sorted at the close of each day’s examination.
(2) The tally-list of each examination shall be returned in its respective
bag with the candidates’ answer envelopes. See Instructions 33 and 34 below.
(3) The declaration and diagram report (Exam. Form 21), and the reports
on special cases such as illness of candidates, shall be forwarded to the Depart¬
ment by post on the respective days that the answers are forwarded. For this
purpose a special envelope will be found in the bag.
33. The answers of the candidates taking the Lower School and the Model
Entrance examinations, together with the corresponding tally-lists, shall be se¬
curely tied and returned promptly at the close of these examinations in separate
34. The answers of candidates taking (1) the Middle School examination,
(2) the Upper School examination, together with the corresponding tally-lists,
shall be securely tied, in separate parcels, and returned promptly at the close
of these examinations, or as otherwise directed, in one of the bags provided.
35. (1) Each bag shall be so tied that the words, ‘‘The property of the
Department of Education,” will be outwards. The shipping tag shall be securelv
attached to the strap on each bag.
(2) All the express charges shall be prepaid, and no commercial value
shall be placed upon the bags and contents.
36. (1) All surplus question papers shall be given at the close of the ex¬
aminations to the Principal of the school.
(2) All surplus answer envelopes, fee slips and name slips shall be re¬
turned to the Department in one of the bags containing candidates’ answers.
(3) The packages of empty question envelopes having the declarations
of the witnesses thereon, shall be tied together in a parcel and returned to the
Department in the bottom of one of the bags containing the candidates’ answers.
Expe:nse:s of thf Examination and Scalf of Fffs
37. The Treasurer of the School Board of the school where the examin¬
ation is held shall pay, on the certificate of the Public School Inspector, the in¬
cidental expenses of the examination, including the cost of stationery, express
38. Except in a District or a Provisional County, the Treasurer of the
School Board of a school where the examination is held shall pay, on the cer¬
tificate of the Public School Inspector:
(1) To the Public School Inspector, for preparing in duplicate the list of
candidates (Examination Form 108), the sum of $3.00, provided that the number
of candidates writing does not exceed twenty, and for each additional ten can¬
didates or fraction of that number, one dollar in addition. It is to be under¬
stood that the number of applications received, and not the examinations on
which the candidates write, will determine the amount paid for this service.
(2) To each Presiding Officer, $12.00, and to each Assistant Presiding
Officer, $9.00 per diem, for presiding at the examinations, and return railway
fare or the ordinary cost of conveyance from and to his usual place of residence.
39. The examination fees are as follows:—
Model Entrance (maximum $5.00)—per paper. $1.00
Lower School (maximum $5.00)—per paper. 1.00
Middle School (maximum $10.00)—per paper. 1.00
Upper School (maximum $15.00)—per paper. 1.00
Note.—If the fees for the examinations zvhich a candidate desires to take
amount to more than $15.00, only $15.00 shall be required.
40. Attention is directed to the disposition to be made of the fees. Sixty
per cent, of the total fees collected under Instruction 39 for the above examina¬
tions for any centre shall be sent to the Department and the balance to the
School Board or other body that bear^ the expenses of the examination.
The additional late penalty fees collected under authority of Instruction 1,
Section B, shall be forwarded to the Department without division.
Note.—The Inspector is requested to forzvard the fees due the Department
per bank draft or money order.
B—INSTRUCTIONS TO CANDIDATES
Previous to the examination Principals shall read and carefully explain to their
candidates the following instructions.
Under present conditions, it is not practicable for Presiding Officers to read the
instructions to the candidates. They should, however, inform them that they are ex¬
pected to make themselves familiar with the instructions already in their hands on the
reverse side of the time table.
1. Candidates shall forward their applications to the Public School In¬
spector so as to reach him not later than May 1st. In no case shall the appli¬
cation be sent to the Department. Candidates who desire to write at the
University shall submit their applications to the Registrar of the University. If
a candidate, through an oversight, should neglect to have his application duly
sent to the Inspector, he may present himself at the examination, when the Pre¬
siding Officer is at liberty to admit him, provided that the application is satis¬
factory, and there is the necessary accommodation, and that a sufficient number
of question papers has been received. An additional fee of $1.00 shall be exacted
by the Presiding Officer from a Middle or Upper School candidate who presents
himself in this way.
2. A candidate for a University Scholarship shall make special appli¬
cation therefor to the University concerned. He shall also make application
to the Public School Inspector for the Middle or Upper School examination, or
both, as the case may be.
3. Each candidate shall satisfy the Presiding; Officer as to his personal
identity, and any person detected in attempting to personate a candidate shall be
reported to the Department. The Presiding Officer is authorized to refuse the
application of any candidate who presents himself at any centre other than that
nearest his usual place of residence, unless the candidate’s explanation of his
course in so presenting himself is in ever}^ way satisfactory to the Presiding
In the case of a candidate who has already submitted his application, if
he desires to write one or more of his papers at a centre other than that nearest
his school or his place of residence, he shall make application through his Prin¬
cipal to the Department for permission to do so.
4. Candidates shall be in their allotted places before the hour appointed
for the commencement of each examination. If a candidate be not present till
after the appointed time, he shall not be allowed any additional time. No can¬
didate shall be permitted, on any pretence whatever, to enter the room after the
expiration of an hour from the commencement of the examination. The Pre¬
siding Officer is authorized to refuse admission even within the hour if the
candidate’s explanation is in any sense unsatisfactory, or if he has reason to
suspect collusion between the newly admitted candidate and other candidates.
5. Candidates shall take with them into the examination room, when pre¬
senting themselves for examination in each subject, the exact amount of the
examination fee prescribed (one dollar), and shall place it on their desks for
collection as instructed by the Presiding Officer. The maximum fee for the
Lower School examination is $5.00; for the Middle School, $10.00; and for
the Upper School, $15.00.
6. A candidate shall not leave the room within one hour after the dis¬
tribution of the question papers in any subject; and if he leave after that period,
he shall not be permitted to return during the examination in such subject.
7. Every candidate shall conduct himself in strict accordance with the
He shall not take into the room or have in or on his desk any book, notes,
paper or anything from which he may derive assistance. He shall not talk to
another candidate; he shall not give or receive assistance of any kind whatever.
Should he violate these instructions his examination will be cancelled and he
may be debarred from presenting himself at any Departmental examination for
Should the Presiding Officer obtain clear evidence of the violation of these
instructions at the time of its occurrence, he shall cause the candidate concerned
to leave the room at once; he shall strike his name from the list of candidates;
and he shall not permit him to return to the room during the remaining part of
the examination. If, however, the evidence be not complete at the time, or be
obtained after the close of the examination, the Presiding Officer shall report
the case to the Department.
8. (1) For the examinations in Mathematics, candidates shall provide
themselves with a ruler (showing millimetres and sixteenths of an inch), a pair
of compasses and a protractor.
(2) For the examination in Art, candidates shall come supplied with soft
drawing pencils, rulers, compasses, erasers, pens, water-colours, brushes, India
ink and tracing paper. They will also need water-pans and a supply of water.
9. A candiate shall not use any paper or book other than that provided.
He shall write the name of the subject of examination very distinctly at the top
of his book. He shall not, however, write his name or any distinguishing
mark or symbol on his book, nor shall he tear any paper from his book or
insert therein any matter not pertinent to the examination.
10. Candidates are also reminded that the Presiding Officer is not allowed
to make any explanation or other statement regarding the probable meaning of
any question or to give any advice as to what question should be answered by
the candidates or how any question should be answered.
Should an error appear to have been made in any question, no attention
shall be drawn to it during the time of examination by either the Presiding
Officer or any of the candidates. Candidates may, however, at the end of the
examination period submit the matter to the Presiding Officer, who, if he con¬
sider it necessary, will report on the matter to the Department at the close of
11. Every candidate shall write his answers and full solutions on the ruled
sides of the leaves of his examination book or books (if more than one be need¬
ed) ; he shall use the unruled sides in preparing the answers in rough where
necessary. He shall fold his examination book (or books) once across, place
it in the envelope provided by the Presiding Officer, seal the envelope, write
on the outside of the envelope the subject of examination only, and, on the slip
provided, his name in full (surname preceding), and then securely fasten the
slip to the envelope, as instructed by the Presiding Officer. Each candidate shall
hand in all the answer books he has used.
12. In case of the illness of any candidate affecting his examination,
he shall request the Presiding Officer to report full particulars to the De¬
partment immediately at the close of the examination. This report shall
be accompanied by a medical certificate, stating precisely the nature of the
illness and its time and duration. Other occurrences interfering with the
candidate’s examination shall be reported at the same time. Certificates
received or circumstances reported after this date will not be considered.
13. The answer papers of all candidates are read carefully by boards of
Associate Examiners selected from the successful teachers of the Province. All
papers on a subject are valued according to a uniform scale of marks decided
upon by the Examiner-in-Chief in consultation with a committee of Associate
Examiners in charge of that subject.
Before the results are made up, the answers of candidates who fail by not
more than a reasonable margin in any paper are immediately re-read. Candi¬
dates who still fail in this supplementary reading are sent statements indicating
in what papers their answers have been re-read.
Besides the precautions outlined above, the addition and transferring of
marks are carefully checked on all answer papers.