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Full text of "Annual departmental upper school examinations, 1940: Instructions to presiding officers and candidates (Instructions No. 5)"

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Department of Education 

Annual Departmental 

Upper School 



Mimsfry «.iy Ontario 

Historical C^Ecctiori 

Instructions to Presiding, Officers 

and Candidates 


Printed and Published by T. E. Bowman, Printer to the King’s Most Excellent Majesty 

Annual Examinations 



Prior to the examinations Presiding Officers will make themselves thoroughly 
familiar with all the instructions contained herein. 

Presiding Officers 

1. The Principal of a High, Vocational or Continuation School shall be the 
Chief Presiding Officer in his own school, and the members of the staff shall 
be Assistant Presiding Officers. 

2. In assigning the duties of presiding the Principal shall have regard for 

{a) a fair distribution of these duties among the staff, 

{h) an arrangement whereby teachers shall not preside over candidates 
writing an examination for which they have prepared them, 

(c) an amicable exchange of teachers from adjacent schools wherever 
possible and expedient. 

3. The Chief Presiding Officer shall be responsible for compiling all lists, 
making all reports, completing all forms, and for sending the answer papers to 
the Department in accordance with the instructions. 

4. Subject to the approval of the Minister the Presiding Officers at an exam¬ 
ination centre in a private school shall be appointed by the Public School Inspector. 

Shipment and Care of Question Papers 

5. 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, in ample time for the examinations. Concurrently 
a card of advice will be mailed to the Presiding Officer at his home address. 

6. On the receipt of the bag from the Department or the Inspector, the 
Presiding Officer shall become responsible for the safe-keeping of it and its contents 
until the examination is concluded. He shall see that the seal is intact. The 
bag may be opened by cutting the cord, and when opened, the names of the 
subjects and the number of envelopes containing question papers shall be verified 
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 
envelope be missing, he shall telegraph the Department at once. 

7. 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 foregoing 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 Officer shall spare no effort to ensure the 
safe-keeping of the papers. In case oj mishap he will he held personally responsible 
to the Minister. 

Preliminary Arrangements 

8. Prior to the first day of the examinations, the Chief Presiding Officer 
shall meet the Assistant Presiding Officers and carefully go over the examination 
instructions, making sure that each instruction is thoroughly understood and 
that the Assistant Presiding Officers are fully conversant with their duties. 

9. The Presiding Officer shall satisfy himself that all necessary arrangements 
are made by the School Board in due time for the examinations. If the trustees 
have not placed a clock in each room used for examination purposes, the Presiding 
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. 

10. All diagrams or maps having reference to the subject of examina¬ 
tion 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 subject is begun. 

11. In each examination room, candidates, whether writing on the same 
subject, or on different subjects, shall be seated at least five feet apart. 

Special Instructions 

12. If there is sufficient accommodation and if sufficient question papers 
have been received, the Presiding Officer shall admit Upper School candidates 
whose applications were not received by the prescribed date. The late fee shall 
not be charged a Middle or Upper School candidate who desires to take an 
Upper School paper in addition to the papers for which he made application 
by the prescribed date. 

Note.—The Presiding Officer shall collect $1.00 from a candidate who did not make appli¬ 
cation by the prescribed date, and whose name, therefore, does not appear in Form 108. He 
shall also require him to submit an application for the examination. Such application shall be 
satisfactory, especially in respect of the certificates required re Supplementary Reading in 
English and the foreign languages. 

13. 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 
Officer shall not, in any circumstances whatsoever, permit such candi¬ 
date to take the examination in the subject concerned on a half-day 
other than that specified in the time-table. 


14. In the 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. 

15. 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 Presiding 
Officer. He shall take every possible precaution to make it impossible for the 
instructions to candidates to be violated without his knowledge. 

16. The Presiding Officer at a centre should not preside over pupils writing 
an examination for which he has prepared them, or over candidates for other 
than Ontario Departmental examinations. He shall not have under him at one 
time more than twenty-five candidates. 

17. No person except the Presiding Officers shall he present with the candi¬ 
dates in a?iy 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 
he allowed in the vicinity of the examination room. 

18. 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 exercise 
great care in distributing the proper number and kind of envelopes and examina¬ 
tion 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. 

19. Immediately prior to the opening of each question envelope, as specified 
in No. 20, 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 Presiding 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 declaration, they shall note 
these exceptions below the declaration on the lower flap of the envelope. 

20. Punctually at the time appointed for the commencement of each exam¬ 
ination the Presiding Officer shall, in the examination room and in the presence 
of the Assistant Presiding Officers or of the candidates, open the envelope con¬ 
taining 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. 


21. Punctually at the expiration of the time allowed, the Presiding Officer 
shall direct the candidates to stop writing, and cause them to hand in their 
answer papers immediately, duly fastened in the envelopes. 

22. The Presiding Officer shall enter the names of the candidates for the 
Upper School examinations on the tally lists 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 Presiding Officer shall keep the 
tally list on his desk and as each answer paper in any subject is handed 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. 


23. The necessary stationery includes pens, blotting paper, black ink of a 
uniform colour, and the authorized examination books. At the beginning of 
each examination period each candidate shall be given one examination book 
and one answer envelope, and other books as required during said period. No 
paper, examination book or other book shall be brought into the room by any 

24. (1) In order to facilitate the answering of questions on the Upper 
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 concerned. 

(2) The Presiding Officer shall hand out one sheet of squared paper 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. 

(3) The Presiding Officer shall require each candidate to attach each sheet, 
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. 

(4) 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 Algebra. 

Answer Envelopes 

25. Presiding Officers shall see that candidates use the answer envelopes 
provided for the Upper School examination. 


Making Reports and Returning Answers 
TO THE Department 

26. On the last day of the examinations, the Presiding Officer shall forward 
to the Department of Education the total amount of fees received from late 
candidates, and the candidate’s statements of late candidates. 

27. 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 
assistants shall sign a declaration that in all other respects the instructions and 
regulations were fully complied with. 

28. 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. 

29. The Presiding Officer shall arrange the answer papers so that all the 
answers of each candidate for examination are sent together in the same ship¬ 
ment and in the order in which their names appear in the list of candidates 
for the examination. To facilitate this, elastic bands have been supplied, one 
for each candidate’s set of’answers. 

30. (1) The prompt return of the answers to the Department at the close 
of the 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 the examination shall be returned in the bag with the 
candidates’ answer envelopes. See Instructions 31 and 32 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 Department 
by post on the respective days that the answers are forwarded. For this purpose 
a special envelope will be found in the bag. 

31. The answers of candidates for the Upper School examination, together 
with the tally lists, shall be securely tied in parcels, and returned promptly at 
the close of the examination, or as otherwise directed, in one of the bags pro¬ 

32. (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 securely 
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. 

33. (1) All surplus question papers shall be given at the close of the exam¬ 
inations to the Principal of the school. 

(2) All surplus answer envelopes, and name slips shall be returned 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. 

Expenses of the Examination and Scale of Fees 

34. The Treasurer of the School Board of the school where the examination 
is held shall pay, on the certificate of the Principal, the incidental expenses of 
the examination, including the cost of stationery, express charges, etc. 

Examinations in Private Schools 

35. (1) Subject to the conditions contained in the High School Courses of 
Study, and in accordance with a time-table issued by the Minister from time to 
time, written examinations in the subjects of the Upper School courses will 
be held annually by the Department of Education at each High School and Col¬ 
legiate Institute, and at such other centres as the Minister may approve on the 
recommendation of the Public School Inspector. 

(2) It will be necessary for the authorities of a private school who wish to 
have an examination centre to notify the Inspector before the first of April, in 
order that satisfactory arrangements may be made. 

(3) The private school authorities shall give an undertaking to pay all the 
local costs of the examination, including the cost of presiding, if such cost is 
found to be necessary. 

(4) Subject to the approval of the Minister, the Public School Inspector 
of the Inspectorate in which a private school examination centre is situated shall 
appoint the Chief Presiding Officer and any Assistant Presiding Officers necessary. 

Where possible and expedient the Presiding Officers shall be selected through 
a fair exchange of qualified teachers of the High, Vocational and Continuation 
Schools and the Private Schools, so that there may be no charge for presiding. 

(5) If it is found impossible to obtain Presiding Officers in the manner just 
indicated, the Inspector shall nominate qualified persons to act as Presiding 
Officers, who shall be entitled to remuneration at the rate of $8.00 per diem 
for Chief Presiding Officers, and $6.00 per diem for Assistants. 

(6) Examinations in a private school shall be conducted in accordance with 
the preceding Regulations. 

Examinations in Universities 

36. Where it is found necessary for the convenience of candidates, the 
Minister may establish a centre for the Upper School examinations at a Uni¬ 
versity of the Province. The expenses for the conduct of the examinations at 
such centre shall be borne by the Department of Education. 



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 (on the reverse side of the 
time-table) already in their hands. 

1. Candidates shall file their applications not later than May 1st, with the 
Principal of the school at which they propose to write the examination. In no 
case shall the application be sent to the Department. Candidates who desire to 
write at the University of Toronto 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 Principal, he may present himself at the examina¬ 
tion, when the Presiding Officer is at liberty to admit him, provided that the 
application is satisfactory, and there is the necessary accommodation, and that a 
sufficient number of question papers has been received. A late fee of $1.00 shall be 
exacted by the Presiding Officer from an Upper School candidate who presents 
himself in this way. 

2. A candidate for a University Scholarship shall make special application 
therefor to the University concerned. He shall also make application to the 
Principal for the Upper School examination. 

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 every 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 Principal 
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 
candidate shall be permitted, on any pretence whatever, to enter the room after 
the expiration of an hour from the commencement of the examination. The 
Presiding 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. A charge of One Dollar shall be collected by the Presiding Officer from 
a candidate who fails to make application by the prescribed date. The Presiding 
Officer shall see that the application of such candidate meets the requirements 
of the Regulations before admitting him to the examination. 

6. A candidate shall not leave the room within one hour after the distribution 
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 in¬ 

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 two years. 

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. For the examinations in Mathematics and Physics candidates shall provide 
themselves with a ruler (showing millimetres and sixteenths of an inch), a pair 
of compasses and a protractor. 

9. A candidate 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 considers 
it necessary, will report on the matter to the Department at the close of the 

11. Every candidate shall write his answers and full solutions on the ruled 
side of the leaves of his examination book or books (if more than one be needed); 
he shall use the unruled side 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 
Department 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. Candidates 
who still fail in this supplementary reading are sent a statement 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. 



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