examination policy - waterbergcollege.co.zatitle: examination policy ... examination question papers...

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Printed copies of all QMS documents are uncontrolled. The latest revision is available on the

College website: www.waterbergcolllege.co.za.

EXAMINATION POLICY POLICY NO: 0062

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TABLE OF CONTENT

LEGISTLATIVE FRAMEWORK: ....................................................................................................................................... 4

PURPOSE: ........................................................................................................................................................................... 4

EXAM ENTRIES.................................................................................................................................................................. 4

PLANNING AND PREPARATION FOR EXAMINATION ............................................................................................... 5

CONCESSIONS .................................................................................................................................................................... 6

ABSENTEES ......................................................................................................................................................................... 6

ROLES AND RESPONSIBILITIES ................................................................................................................................ 6

CONDUCTING THE EXAMINATION .............................................................................................................................. 10

General Management of the Examination: ......................... 10

The Examination room: .......................................... 10

DEALING WITH IRREGULARITIES ............................................................................................................................ 11

STRUCTURE FOR THE HANDLING OF IRREGULARITIES ................... 11

PROCEDURE FOR IRREGULARITIES ................................... 12

TYPES OF IRREGULARITIES ........................................ 12

Technical irregularity ........................................ 13

Behavioural offences .......................................... 13

Acts of dishonesty ............................................ 13

PACKING OF THE SCRIPTS ........................................................................................................................................ 14

DEALING WITH MARK SHEETS: ................................................................................................................................. 14

RELIEF INVIGILATION ............................................................................................................................................... 15

INFORMATION TO STUDENTS ..................................................................................................................................... 15

RETURN OF SCRIPTS .................................................................................................................................................... 15

ADOPTION OF POLICY ................................................................................................................................................. 15

AVAILABILITY OF INVESTMENT POLICY.............................................................................................................. 15

ANNUAL REVISION OF POLICY ................................................................................................................................. 15

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AMENDMENT AND APPROVAL RECORD

ISSUE AMENDMENT

DESCRIPTION ORIGINATOR APPROVED BY DATE

02

1. To insert

Legislative

Framework

2. To insert

Irregularities

Sections

3. Job allocation

of Exam

Officer/Invigila

tor

TVET College

Department: Curriculum

Responsibility: Accounting Officer

_______________________

Prepared and submitted

by the Accounting

Officer to Council

Date: _________________

______________________

Authorised by Council

(Signed by Chairperson

obo Council)

Date: _________________

Implementation Date:

TITLE: EXAMINATION POLICY

Policy Number 0062

Effective Date From date of approval

Next Revision Date CURRENTLY UNDER REVIEW

Reviewed May 2015

Approved 2006

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1. LEGISTLATIVE FRAMEWORK

1.1. National Policy on the Conduct, Administration and Management

of the Assessment of the National Certificate (Vocational) -

Published by means of a Government Notice No. 860 in Government

Gazette, Vol. 507, No. 30287 of 12 September 2007

1.2. Above policy must be read in conjunction with the following

documents:

1.2.1. Policy for the National Certificate Vocational A

qualification at level 2,3,4 of the National Qualification

Framework

1.2.2. Subject Guidelines and Assessment Guidelines for Various

subjects in the NCV/Report 191 regarding programme and

promotion requirements of the NCV/Report 191

1.2.3. The Policy document and guidelines as developed in terms of

section3(4)1 and 7 of the National Education Policy Act 1996

(Act No 27 of 19196)

1.2.4. The General and Further Education and Training Quality

Assurance Act 2001(Act No 58 of 2001)

1.2.5. Chapter 3 and 7 of the Further Education and Training

Colleges Act 2001( Act No 16 of 2006) as Amended

1.2.6. Directives issued by UMALUSI in terms of the General and

Further Education and Training Quality Assurance Act 2001(

Act No 58 of 2001)

2. PURPOSE

The purpose of this policy is to:

2.1. Give directives for the preparation and conduct of examination

type of assessment

2.2. Outline roles and responsibilities of the Chief examination

officers, and invigilators.

2.3. Ensure compliance with regulations on the conduct of

examinations.

3. EXAM ENTRIES

3.1 Exam entries is the responsibilities of the Examination Officer:

3.2 To enter the examination a Student must register with the College

for that academic period or cycle.

3.3 The accurate capture of the registration details of the student

is essential for the processing of the student final results and

thereof Examination Officers must ensure that students’

information is accurately captured.

3.4 Only official Entry forms must be used.

3.5 Transfer of students from one College to the other and reasons

thereof must be mutually agreed upon by the academic Board of

each College concerned, signed off by the College Principal.

3.6 In respect of Unregistered students who present themselves for

the examination the following should apply

- Students who did not register must be informed well in advance

that they will not be permitted to undertake the examination

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- In Exceptional cases where the non registration of students

can be attributed to an error or omission by the College or

any other official the student must be allowed to undertake

the examination and thereafter the cases must be handled as an

administrative /technical irregularity.

4. PLANNING AND PREPARATION FOR EXAMINATION

The planning and preparation stage for examination should cover

the following aspects:

4.1. Registration of students for examination - It is the

responsibility of the Centre Manager to ensure that all

students for various programmes are registered to sit for

examinations.

4.2. Appointment of Chief Invigilator officers and Invigilators -

Each Centre shall appoint in writing the Chief Invigilator as

directed by the DHET Examinations and assessment.

4.3. All invigilators shall be appointed and trained to perform

duties relating to examination processes.

4.4. Besides the Chief Invigilator, one (1) Invigilator must be

appointed per thirty (30) students writing in the venue.

Example:

1 – 30 students per venue: 1 invigilator

31 – 60 students per venue: 2 Invigilators

61 - 90 students per venue: 3 Invigilators

4.5. Under no circumstances should lecturers be appointed to

invigilate or even to relieve other invigilators when the

subject that they teach is being written. Computer and drawing

related subjects are exempted from this requirement.

4.6. Relief invigilators may be appointed for sessions of two (2)

hours or longer. The relief may be for a maximum period of

twenty (20) minutes during the session.

4.7. Storage of question papers and examination materials - All

examination question papers and materials such as (exam answer

books, dictionaries, steam tables etc.) shall be locked in a

safe secure room.

4.8. Exam Only Registration – Registered students of the College can

apply for Exam Only if the following requirements are met:

4.8.1. NATED PROGRAMMES:

4.8.1.1. Students failed a subject but students still has to write

ICASS components

4.8.1.2. For computer aided subjects, students cannot enroll Exam

Only.

4.8.1.3. A term mark must be available for all Exam Only entries

4.8.1.4. Students can only enroll for Exam Only in a programme if

the programme is offered at the College.

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4.8.2. ICDL (International Computer Drivers License)

4.8.2.1. The ICDL programme allows students to write Exam only if

they feel that they are competent in the modules.

4.9. Where the need exists, external invigilators may be appointed

to assist with the invigilation of students. External

invigilators should be persons who are trustworthy and honest,

preferably community leaders.

5. CONCESSIONS

The following concessions may be applied to the students who

experiences barriers of learning:

5.1. Students who are visually impaired deaf, cerebral palsied

suffer from epilepsy or have any other disability may be

granted additional time for writing the examination.

5.2. The additional time may not exceed 15 minutes per hour question

paper.

5.3. Applications for such concessions should be applied for by the

examination Officer and approved by the National Examination

Chief Directorate.

6. ABSENTEES

6.1. In case of illness or any other circumstance beyond the control

of the student, medical certificates, affidavits or acceptable

proof are to be submitted for application to be considered for

supplementary examinations.

6.2. A student who did not register and sit for examination in the

November Examination cycle (NCV) may not be permitted to be

examined in that subject in the supplementary examination.

7. ROLES AND RESPONSIBILITIES

7.1. The Chief Invigilator

The Chief Invigilator is fully responsible and therefore

accountable for the examination conducted at the examination

centre. He or she must be present at the examination centre

for the duration of every examination session. The Chief

Invigilator has the following responsibilities:

7.1.1. The Principal of the College should appoint invigilators

7.1.2. The Chief Invigilator must train all invigilators before the

examination begins

7.1.3. The Chief Invigilator should draw up invigilation and relief

invigilation time tables and submit for approval to the

Central Office Examination Officer.

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7.1.4. The Chief Invigilator should see to the preparation and

readiness of the examination rooms, which includes the

following:

7.1.4.1. Students may not sit two (2) at a desk or table

7.1.4.2. Students must be seated at least one (1) meter apart

7.1.4.3. Subject matter such as drawings, notes etc. must be

removed from the walls, or covered with blank paper or old

newspapers.

7.1.4.4. Chalkboards must be clean

7.1.5. Before commencement of the first examination session, the

Chief Invigilator should ensure that invigilators read

instructions relating to the examination and inform students

that they could forfeit their results should they contravene

any of the instructions.

7.1.6. The Chief Invigilator should ensure that the students have

ten (10) minutes reading time per question paper, during

which no writing may take place, before the official

commencement of examination over and above the reading of any

other instruction that may be necessary.

7.1.7. Before opening the question paper in the examination room,

the Chief Invigilator should ascertain that the question

paper is correct, according to the time and date specified on

the examination timetable (e.g. paper number, language, etc)

7.1.8. The Chief Invigilator should visit the examination rooms

frequently during each session and make sure that a high

standard of invigilation is maintained.

7.1.9. The Chief Invigilator should draw up a seating plan,

indicating the examination room(s) with the desk arrangement

and the examination numbers of students. If the chief

invigilator prefers to combine groups in one hall/room, the

arrangement should be reflected on the plan.

7.1.10. The Chief Invigilator should ensure that there are no

unauthorized persons in and around the assessment room(s)

7.1.11. The Chief Invigilator should ensure that all students are

advised timeously of requisites such as rulers and drawing

instruments to be used in the examination of specific

subjects, e.g. Drawing, Setting Out.

7.1.12. The Chief Invigilator should ensure that the invigilators

complete the absent/present column on the mark sheet

correctly.

7.1.13. The Chief Invigilator should assist with relief invigilation

in centres.

7.1.14. The Chief Invigilator should ensure that scripts are properly

batched and packed according to the student’s examination

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numbers once the session has ended. The mark sheet belonging

to a certain batch of scripts must be included with that

batch.

7.1.15. The collection of the scripts or the delivery of the scripts

to the examination centre for marking is the responsibility

of the Chief Invigilator.

7.1.16. Chief Invigilator should ensure that all equipment (e.g.

computers, printers, drawing boards etc) to be used by the

students is serviced timeously and is in perfect working

condition and available at the examination venue on the day

of the examination.

7.1.17. The Chief Invigilator should submit written reports on all

suspected and other cases of irregularities to DHET without

delay.

7.1.18. The Chief Invigilator should collect, check and sign claim

forms if applicable.

7.2. Duties of the Invigilator

The Invigilator is responsible for the examination conducted at

the examination venue. He or she must be present at the

examination venue for the duration of every examination

session. The invigilator’s specific examination related duties

include the following. He/She must ensure that:

7.2.1. Students produce the timetable and ID documents before

entering the examination room.

7.2.2. Students should be seated at least thirty (30) minutes before

the commencement of the examination.

7.2.3. Only in exceptional cases may a student be admitted to the

examination room after the commencement of an examination,

but not after an hour has elapsed.

7.2.4. Students may not leave the examination room during the course

of the first hour nor the last 15 minutes of the examination

session.

7.2.5. Students may not take a cell phone or any unauthorized

electronic equipment into the examination room. Only non-

programmable scientific calculators are allowed in the

examination room.

7.2.6. Only students who have registered for the examination, the

Invigilators concerned, the Chief Invigilator and authorized

representative of the DHET may be present during the

examination.

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7.2.7. Invigilators should open the examination paper envelopes in

front of the students.

7.2.8. Before the examination commences, the Invigilator is to draw

the attention of all students to:

a) The main instructions on the examination timetable and on the answer scripts; and

b) All answer scripts or any other answer sheets must be handed in at the conclusion of the examination session.

No exceptions will be considered.

After the question papers have been distributed to student,

the invigilators must instruct the student to go through the

question papers, page by page, to ensure that on each page:

7.2.8.1. The number of the page is correct.

7.2.8.2. The name of the examination paper is the same on each

page.

7.2.9. Instructions to students must be discussed in detail during

an information session before the actual start of the

examination and, at the start of each examination session.

Refer to ADDENDUM A for guidelines that must be read out to

students. The Invigilator must refer students to the last two

pages of the examination script, where the Rules and

Regulations for the examinations are printed.

7.2.10. Invigilators may not; on any account, read aloud to a

candidate any question or part of a question, or draw

attention to any error which he/she may have observed in any

of the examination papers unless an errata is included in the

question paper. Invigilators may not respond to any enquiry

from a candidate in a manner that would be regarded as an

explanation of the question.

7.2.11. In an emergency a student may leave the examination room

temporarily but only under supervision.

7.2.12. Invigilators are to check against a control list (mark sheet)

that every student has received the correct examination

question paper for the subject the student entered. The

Invigilator should move about continually in the examination

room but without disturbing the students.

7.2.13. The invigilator must ensure that the student examination

number, which appears on his/her timetable, is written on the

front of the examination answer script in the space provided

and at the top of each loose sheet of paper used by that

candidate during the examination.

7.2.14. Students must be seated according to the seating plan.

7.2.15. The invigilator should call out the progression of time on

the hour every hour during the session. For the last 15

minutes of the session he/she should call out the remaining

minutes every 5 minutes. (This is according to DHET Policy.)

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7.2.16. He/she does not leave the examination room with students

unattended.

7.2.17. Report any irregular behavior to the Chief Invigilator. (List

of Irregularities as per Annexure D in Gazette No 30287).

7.2.18. Students are not issued with a second answer book

unnecessarily.

7.2.19. The answer books (scripts) are counted first and arranged

according to the mark sheet before they are wrapped.

7.3. The Examination Officer must ensure that:

7.3.1. The packed scripts are collected by the courier services on

time.

7.3.2. He/she record and file all documentation.

7.4. Centre Managers and Quality Assurance Officer must:

7.4.1. Ensure that examinations are conducted according to policy.

7.4.2. Advice the person in charge when there is any contravention

of any of the policy guideline.

7.4.3. Ensure that irregularities are reported to Central

Examination Officer and DHET in accordance with the

directives for reporting irregularities. This must be done on

a daily basis immediately after the completion of the

examinations for the day for consolidation to DHET

Examinations and Assessment.

8. CONDUCTING THE EXAMINATION

8.1. General Management of the Examination:

8.1.1. The Chief Invigilator shall collect question papers and exam

materials every session of the exam from the safe and, allow

invigilators to sign for question papers and materials before

the commencement of each session

8.1.2. All Invigilators and Relief Invigilators should report for

invigilation and sign in the invigilators attendance

register.

8.1.3. The centre number should be displayed at all times in the

examination centre

8.2. The Examination room:

8.2.1. The examination room should be clearly marked and directed

using direction signs

8.2.2. Learners will only be allowed in the examination room by

producing examination time table and ID book.

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8.2.3. The following should be displayed: center number, start and

finish times, name of subjects in which examination is

written and a clock (if the times are not displayed in the

room)

8.2.4. No unauthorized bags or materials may be brought in the room

8.2.5. All cell phones should be switched off during the entire

session

8.2.6. Seating of the candidates should be in accordance of the

seating plan where 1m spacing is recommended. There shall be

no sharing of the desk.

8.2.7. General conditions of the room:

Well ventilated

No noise

Clean and tidy

Enough light

9. DEALING WITH IRREGULARITIES

9.1. STRUCTURE FOR THE HANDLING OF IRREGULARITIES

9.1.1. The Waterberg TVET College Irregularities

The Waterberg TVET College Committee is a Committee

established to support the DHET in ensuring that the

credibility of the examinations is maintained. This

committee will co-ordinate the handling of irregularities on

a College level and will ensure that a consistent approach is

implemented in the handling of irregularities.

9.1.2. Composition of Waterberg TVET College Irregularities

Committee

The Waterberg TVET Irregularities Committee will compromise

the following persons at each Centre:

9.1.2.1. Centre Manager and or Chief Examination Invigilator

9.1.2.2. Examination Officer

9.1.2.3. Administrator

9.1.2.4. Centre HOD’s

All members of the Committee, together with the Chairperson,

will be appointed by the Principal of Waterberg TVET College.

9.1.3. Jurisdiction of the College Irregularities Committee

The College Irregularities Committee will have jurisdiction

in any alleged examination irregularity relating to, or

occurring during, the various stages of examination process,

which includes, but not limited to:

9.1.3.1. Registration of student

9.1.3.2. Compilation of internal examination mark

9.1.3.3. Monitoring and moderation of internal assessment

9.1.3.4. Setting and moderation of examination question papers

9.1.3.5. Writing of the examinations and or Assessments

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9.1.3.6. Marking of examination scripts

9.1.3.7. Capturing of marks

9.1.3.8. Release of examination results

9.1.3.9. Appeal processes

9.1.3.10. Administrative errors or omissions

9.1.3.11. Behavioral offences and

9.1.3.12. Acts of dishonesty.

9.1.4. Functions of Waterberg TVET Irregularities Committee

9.1.4.1. The Centre Irregularities Committee is responsible for

coordinating all alleged examination and or Assessment

irregularities in the respective centres.

9.1.4.2. The Centre Irregularities Committee will ensure that the

examination and or assessment irregularities are handed in

a consistent manner across the college.

9.1.4.3. Report all irregularities with recommendations to the

Principal.

9.1.4.4. Keep record of all irregularities and recommendations.

9.1.4.4.1. Irregularity is any event, act or omission, or any

alleged event, which may undermine or threaten to

undermine the integrity, credibility, security or the

fairness of the examination processes.

9.2. PROCEDURE FOR IRREGULARITIES

9.2.1. In case of any irregularity occurring during the examination

period the invigilator should note such irregularities, take

all the notes /evidence of such and the answer book from the

candidate. Issue a new answer book and let the candidate

continue writing. No extra time shall be given to the

candidate.

9.2.2. The Chief Invigilator should attach the

Invigilator’s report to the daily reports that is sent to the

department.

9.2.3. Irregularities that may occur during the conduct of the

examination may be classified as:

9.2.3.1. Student misbehaving of willfully disobeying regulations or

instructions issued during an examination

9.2.3.2. Student engaged in dishonest acts during the examination

process

9.2.3.3. Lecturers contravening the legislation on the conduct of

examination so as to grant students an unfair

advantage/disadvantage in the examination

9.2.4. Students engaged in dishonest acts during the examination

process include those that are identified before the

commencement of the examination and those that are identified

while the question paper is being written.

9.3. TYPES OF IRREGULARITIES

There are 3 types of irregularities:

Technical irregularities (administrative errors or omissions)

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Behavioral offences and

Acts of dishonesty

9.3.1. Technical irregularity

9.3.1.1. Failure by candidates to produce an identity document

9.3.1.2. Failure to produce admission permit

9.3.1.3. Late arrival at the exam room – after the first hour

9.3.1.4. Incorrect or no examination number

9.3.1.5. Examination number not on the computerized mark sheet

9.3.1.6. Details of subject and level not on answer book

9.3.1.7. Incorrect answer book or writing materials used to write.

NB: These irregularities may be resolved immediately at site-

level, and a report must be forward to DHET about how they

were resolved

9.3.2. Behavioral offences

9.3.2.1. Candidates in possession of unauthorized material in the

exam venue

9.3.2.2. Failure by candidates to obey exam rules/ instructions

9.3.2.3. Candidate/Officials helping another candidate

9.3.2.4. Candidates sharing or being part of activities to gain

unfair advantages during writing

9.3.2.5. Candidates creating a disturbance with other candidates

during writing of exams

9.3.2.6. Different writings on scripts

NB: These types of irregularity are referred to DHET for

resolution by NEIC

9.3.3. Acts of dishonesty

9.3.3.1. A person/official writing an exam for another candidate

(fraud)

9.3.3.2. Producing answer sheet (computer subjects) of another

candidate.

9.3.3.3. Source of leakages of question papers and/ or memo

9.3.3.4. People in possession of DHET question papers and/ or memo

before such are officially released.

9.3.3.5. Presentation of fraudulent identification documents

9.3.3.6. Failure to present identification documents

9.3.3.7. Bribery or attempted bribery

9.3.3.8. Access to leaked question paper/s

9.3.3.9. Possession of unauthorized examination material which

could in any way assist in the answering of questions

9.3.3.10. Copying from notes or text scripts or any other

unauthorized material

9.3.3.11. Copying from fellow students

9.3.3.12. Attempting to obtain assistance from, or being assisted by

another student or any other individual

9.3.3.13. The use of another student examination number

9.3.3.14. Use of a cell phone, programmable calculators or any other

electronic device that may be of assistance to the student

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whilst writing the examination, except where the

examination instructions specify otherwise and,

9.3.3.15. Any other action which is in contravention of the relevant

legislation.

NB: These irregularities are also referred to DHET, but are usually

escalated as criminal acts requiring police investigations

10. PACKING OF THE SCRIPTS

10.1. Invigilators should:

10.1.1. Check that those students who were present and wrote the

paper are marked present and those who were absent are marked

absent.

10.1.2. Arrange the scripts, which belong to a specific mark sheet

according to the examination numbers appearing on the mark

sheet.

10.1.3. Place the mark sheet that belongs to a pile of scripts on top

of the pile of scripts.

10.1.4. Wrap the scripts and the mark sheets and write down the

centre number, subject, and the number of scripts on the

wrapper.

10.1.5. Make sure that all the scripts are handed in to the Chief

Invigilator and that each parcel of scripts is accompanied by

its relevant mark sheet.

11. DEALING WITH MARK SHEETS:

11.1. This role is overseen by the Exam Officer at each Centre.

11.2. Mark sheets must be completed correctly by the Invigilators on

duty in the examination room. The following should be noted

about mark sheets:

11.2.1. There must be at least one (1) mark sheet for each subject

written at a center. It is imperative that mark sheets are

accompanied by the correct set of scripts.

11.2.2. The examination numbers of the students must appear on the

mark sheets.

11.2.3. The ONLY “writing” which invigilators should include on the

mark sheet, is the completion of the “absent/present”

columns.

11.2.4. All mark sheets must be returned to DHET even if none of the

students wrote the particular paper.

11.2.5. Under no circumstances should information be added to the

mark sheet.

11.2.6. Information appearing on a mark sheet may not be deleted or

changed.

11.2.7. If a mark sheet is not included with the examination question

papers, this should be reported to the DHET by the Chief

Invigilator.

11.2.8. Internal Continuous Assessment, the Integrated Summative

Assessment Task and the written examination will each have

separate mark sheets to be completed.

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12. RELIEF INVIGILATION

12.1. All Invigilators invigilating sessions longer than two (2)

hours should be relieved for a maximum of twenty (20) minutes.

13. INFORMATION TO STUDENTS

13.1. When students are required to answer only a selected number of

questions from those given in an examination question paper, an

instruction to this effect should appear on the examination

question paper,

13.2. A period of ten (10) minutes before the official commencement

of the examination must be allowed for reading of the

examination question paper over and above the reading of any

instructions that may be necessary, but no writing may take

place during this time.

14. RETURN OF SCRIPTS

14.1. The return of scripts directly to the Chief Invigilator must be

handled with the same care and security as the same care and

security as the question papers, and therefore examination

centres must follow the procedures as communicate in

examination memorandums determined by DHET in every examination

cycle in the return of scripts.

15. ADOPTION OF POLICY

This policy is effective from the date on which it is adopted by

the Council.

16. AVAILABILITY OF INVESTMENT POLICY

A copy of this policy and other relevant documentation should be

made available on the College website.

17. ANNUAL REVISION OF POLICY

This policy will be subject to an bi-annual review by College

management to ensure its relevance. Any recommended changes to the

policy should be presented to the College Council for approval.

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