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REGISTRATION, RESULTING AND CERTIFICATION

August 2017

CANDIDATE ENTRIESTXT FILE VS HARD COPY ENTRY FORMS

• All candidate entries must be submitted via txt file.

• All Examination Centres (Public, Private and Correctional Services) must comply.

• No hard copies / scanned copies will be allowed • Correctional Services, Distance Education

Colleges and Examination Centres registering GCC candidates - must submit hard copies to the DHET for capturing - interim process .

REGISTRATION: ENTRY

ACTIVITY: REGISTRATION

Refer to the entry screen and indicate five (05) common errors that could be made during the registration process of a candidate.

COMMON REGISTRATION ERRORSCOMMON ID ERRORS

• Invalid ID vs Date of Birth• Must be 13 numeric characters• RSA candidates – ID compulsory• Foreign candidates with alpha characters in

their ID – populate field with 13 Zeros. IT System will generate an Examination number

• Namibian candidates have 11 numeric characters – populate a 00 at the end of the ID

RSA ID VERIFICATION • 13-Digit number - only numeric characters• Defined as YYMMDDSSSSCAZ:• YYMMDD represents the date of birth;• SSSS is a sequence number registered with the

same birth date (where females are assigned sequential numbers of either 0 to 4 and males from 5 to 9)

• C is the citizenship with 0 if the person is a SA citizen, 1 if the person is a permanent resident;

• A is 8 or 9. • Z is a checksum digit

COMMON REGISTRATION ERRORS

• First Name (ID)• Second Name (ID)• Switch 1st and 2nd name around• Only initials are used – not allowed

• IT System allows three names• Fourth name may be added after the third

name with a space as a delimiter

COMMON REGISTRATION ERRORS

• Incorrect Gender

• Enrolled candidates on more than one programme

• Special Characters ( è, ë, etc.) – make use of the “normal” character (e)

• Invalid Subject (incorrect subject number / incorrect subject associated with programme)

COMMON REGISTRATION ERRORS

• Same ID but Different names• Same ID but Different surnames• Different ID’s, same DoB on Programmes• Using a different Examination Centre for

the NC (V) supplementary examinations• Register Installation Rules / Specialized

Installation Codes using the wrong programme number.

COMPLETING THE ENTRY FORM• Surname• Full Names• Postal Address• Postal Code• Apprentice – N (Default)• Mother Tongue• ID Number• Date of Birth• Previous Exam Number• Gender• Number of Subjects for Certificate 4 = R191 and 7 = NC (V)• Race• Previous Level Passed• Verified by Exam Centre and Signed by candidate

COMPLETING THE ENTRY FORMSECTION C

• SUBJECTS

• ATTENDANCE = 1 OR 2 OR DISTANCE EDUCATION CENTRES

• LANGUAGE (APPLICABLE TO EXAMINATION PAPER)

MANAGEMENT OF TXT FILES

• No special characters allowed.• Note: The upload of a second file will override the previous

file.• Therefore: While correcting data with data officials – re-send

a complete file.• Once a prelim is created by the DHET, then no electronic

(TXT) upload of entries is allowed.• Resulting Officials will manually affect corrections on the

main frame IT system. • Examination Centres must implement a verification process –

e.g. print own prelims and affect corrections before submitting the text file to the DHET

VERIFICATION PROCESS

• Must comply to policy – Report 191 / NC (V)

• Run validation programme to verify correct programme and subject number

Preliminary Entry Schedule • Program : Q0942BP DEPARTMENT OF HIGHER EDUCATION AND TRAINING Page: 1• Examination period: 2015/11 Preliminary schedule of entries Date: 2015/07/06• Program: 502060102 Centre: MALUTI FET COLLEGE• ------- L2:ENGINEERING AND RELATED DESIGN ------ 399990302 ITEMOHELENG CAMPUS• F=Full time; P=Part time; *=TECHNISA; &=SAPPI; $=INTEC; %=Gauteng Distance College ;#=DAMELIN subject• Identity /A = Instructional offering will be written in Afrikaans Afr Cand• number Surname and first names Subject codes (See the time table for subject descriptions) Eng Sign• ------------- ----------------------------------------- ------------------------------------------------------------------- --- ----• 8704025944082 BUTHELEZI TSOEU THOMAS F 10501042 E ____• *** Does not comply with NC(V) requirements ***• *** No certificate will be issued !!! ***• 9403165334084 CINDI KHETHANI AARON F 4101102 F 6021002 F 6021012 F 6021022 F 6031012 E ____• F 7601012 F 10501042• 9509181316085 GUMBI MAKHOSAZANA EMILY F 4101102 F 6021002 F 6021012 F 6021022 F 6031012 E ____• F 7601012 F 10501042• 9304045311088 KHOMO VENEZA THABO F 4101102 F 6011042 F 6021002 F 6021012 F 6021022 E ____• F 7601012 F 10501042• 8705146128083 KHUMALO MUZWANDILE F 4101102 F 6011042 E ____• *** Does not comply with NC(V) requirements ***• *** No certificate will be issued !!! ***• 9212250492081 KOLA LIEKETSENG CHRISTINA F 4101102 F 6021002 F 6021012 F 6021022 F 6031012 E ____• F 7601012 F 10501042

CORRECTIONS - PRELIMS

STANDARD: FONT COLOUR: BLACK BOLD FONT BRACKET ANY CORRECTIONS / ADDITIONS UNDERLINE THE CORRECTION / ADDITIONS USE KEY WORDS: ADDDELETECORRECTION

CORRECTIONS: PRELIMINARY ENTRY SCHEDULE

• Program : T0942BP DEPARTMENT OF HIGHER EDUCATION AND TRAINING Page: 1• Examination period: 2017/08 Preliminary schedule of entries Date: 2017/06/20• Program: 501110002 Centre: 799990701 BETTER BEST EDUCATION PROJECTS:MOKOPANE• ------- N1:ENGINEERING STUDIES (REVISED) ------• F=Full time; P=Part time; C=Correspondence• Identity /A = Instructional offering will be written in Afrikaans Afr Cand• number Surname and first names Subject codes (See the time table for subject descriptions) Eng Sign• ------------- --------------------------------------- - ------------------------------------------------------------------- --- ----• ADD: 9703066437187 ASAD OSAMA F 11040651 F 16030121 F 15070391 F 8090261 E ___• 9509250525087 BALOYI NTHABISENG DELYCACIA F 8090261 E ___• 9704066145085 BALOYI SELLO STEPHEN F 8090261 F 11040651 F 15070391 F 16030121 E ___• 9803185041082 BOTHA GERT ADD (ROELOF JOHANNES) F 15070391 E ___• 9806305316086 DIGAOTO JOHANNES HLONGOLI ITUMELENG F 8090261 F 11040651 F 15070391 F 16030121 E ___• 9712025085086 DIKGALE TSEPHO CORRECTION (TSHEPO) CANCEL (F 8080641 F 11041861 F 15070391)F 16030121 E ___• 9702195283082 FOURIE ROBERT-ROY P 15070391 P 16030121 E ___• 9404265650080 GWEBU MAHLATSE ABNER F 15070391 F 16030121 ADD SUBJECTS: ( F 11041861 F 8080641) E ___• 9410185154087 HLONGOANE TEBOGO ANTHONY CANCEL (F 8080641 F 11041861 F 15070391) F 16030121 E ___• 8406150648088 HLUNGWANE SANDRA MOSIMA F 8090261 F 16030121 E ___• DELETE (9010255638082 KEKANA LESIBA SOLOMON P 15070391) E ___• 9107215419080 KEKANA SHIBA JOCKS P 11021871 P 15070391 F 1104651 E ___• 9208515155085 CORRECTION (9208125155085) KGAFELA KHOMOTSO BOLDWIN F 8090261 F 16030121 E ___• *** WARNING Invalid or no identification number ***•

PRELIM GUIDANCE• Do not enrol candidates at more than one

Examination Centre • Submit a complete examination entry form with

the addition of a Candidate• Submit a certified copy of the ID for any ID, Name

or Surname changes • Return only the prelim page with the corrections• Report 191 – max of 5 subjects per examination• NC (V) – Max of seven subjects per L2 and L3

examination. Eight for L4/L3

ADMISSION REQUIREMENTS FOR NATIONAL EXAMINATIONS

PRINCIPLE: The pass percentage of the subject = the term mark / ICASS requirement to be allowed to write the examination.

Refer to the syllabus of the subject.

Memorandum 46 of 2015

Implication for exam only entries with immediate effect Clarity

ADMISSION REQUIREMENTS FOR NATIONAL EXAMINATIONS

EXAMPLES: Financial Accounting N5 40% Tourist Destinations N4-N6 50% Travel Office Procedures N4-N6 50% Travel Services N4-N5 60% Travel Services N6 70% Bass Guitar N4 60% Engineering Science N4 40% Electrical Draugting N5 (MDOP) 50% NC (V) Vocational Subjects 50%

TERM MARKS: VALIDITY PERIOD

REGULATED BY:

ICASS GUIDELINES FOR REPORT 191 PROGRAMMES IN TVET COLLEGES (2017)

ICASS GUIDELINES FOR NC (V) QUALIFICATIONS IN TVET COLLEGES (2017)

SIGNED BY THE DDG, MR FY PATEL ON 04 NOVEMBER 2016 Clarity

TERM MARKS: VALIDITY PERIOD

ENGINEERING STUDIES

Three Examinations – Not Necessary Consecutive

TERM MARKS: VALIDITY PERIOD

BUSINESS STUDIES

Two Consecutive Years = Four Consecutive Semesters

TERM MARKS: VALIDITY PERIOD

NC (V)

ISAT = Three Consecutive years

ICASS = Up to the Supplementary Examinations

MARK SHEET MANAGEMENT

• No blank spaces on the marks sheet are allowed.• No Tippex on the mark sheets is allowed.• No manually generated mark sheets (MGM) are

allowed.• Special care must be taken to correctly capture

the marks for subjects with a P1 and P2.• Special care must be taken to transfer the correct

ISAT / TERM mark of repeater / exam only candidates to mark sheets.

MANAGEMENT OF ICASS / TERM MARKS SHEETS

PROGRAMME LEVEL ACCOUNTABILITY COMMENTS

NC (V) L2, L3 and L4 EXAMINATION CENTRES Examination Centres must

retain the original mark sheet for a period of 5 years. Do not submit these marks sheets to the DHETBusiness Studies N4, N5 and N6

NSCEXAMINATION CENTRES

Engineering Studies N1, N2, N3, N4, N5 and N6

EXAMINATION CENTRES

MANAGEMENT OF WRITTEN MARKS SHEETS

PROGRAMME LEVEL ACCOUNTABILITY COMMENTS

NC (V) L2 and L3 EXAMINATION CENTRES

Examination Centres must retain the original mark sheet for a period of 5 years. Do notsubmit these marks sheets to the DHETEngineering Studies N1 EXAMINATION

CENTRES

NC (V) L4 DHET Marking Centres must submit the original mark sheet to the DHET per Examination Centre Number. The DHET will retain these mark sheets for a period of 5 years.

Business Studies N4, N5 and N6NSC

DHET

Engineering Studies N2, N3, N4, N5 and N6

DHET

MARK VERIFICATION PROCESS

• Implement a double capturing process.• Each candidate’s mark must be captured and

verified by two different officials.• Verify the txt file against the mark sheets.• Mark sheets need to be completed – no open

spaces.• 0 (zero) mark is NOT allowed for ISAT / ICASS /

Term marks • Either 999 / MARK% - (Written may have a 0 mark)• Submit the txt file to the relevant DHET data

capturer to upload

CAPTURING ERRORS

• Electronic file (TXT) and mark sheet do not reflect the same mark.

• P1 & P2 - captured the same mark twice

• ICASS / ISAT/ TERM mark captured as 0 (zero) – not allowed

Applications for Concessions• Applications for concessions are received on

an ad hoc basis without the necessary supporting documentation.

• Complete guidelines for application for concessions for barriers to learning.

• Application to be done ASAP, but at least one month prior to the examination.

• Subject Clashes – refer to TT and do not enroll more candidates than available facilities

CORRESPONDENCE COLLEGES

Distance College

Exam Site 1 Exam Site 3Exam Site 2

DHET

• Exam Permit• Mark Written Sheets• Question Papers

TER

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RESU

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MOU MOU MOU

PREL

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• Exam Permit• Mark Written Sheets• Question Papers

• Exam Permit• Written Mark Sheets• Question Papers

CAN

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ATE EN

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LMEN

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CORRESPONDENCE COLLEGES

1. Sign Memorandum Of Understanding (MOU) with hosting exam centre – if hosting centre is not a public college apply for a concession with CD:NEA.

2. Enroll student for exam. Use host college exam centre number top left of Examination Entry Form.In Column 1 capture your college special number as depicted in Section C of the instructions.

3. Prelims will be sent to your college for verification. Notify host college that student is enrolled.

4. DHET will send Exam Permit to host college for student to collect. Question papers and mark sheets will be sent to host college.Exams will be written at host college and answer scripts will be sent to delivery points and be delivered to marking centres.

5. You must submit SBA marks to CD:NEA6. CD:NEA will submit results to your college.

STANDARDISATION

• COMPUTER PROGRAMS

• COMPARE RAW MARKS

• PAST FIVE EXAMINATION CYCLES

• PER SUBJECT

• NATIONAL LEVEL

NO ADJUSTMENT OF MARKS

• No adjustment of marks is recommended where:

• The number of candidates per examination is fewer than 100.

• The recommended adjustment does not make a significant difference to the percentage passes or distinctions.

ADJUSTMENTS

STATISTICAL MODERATION

• Ensure that the ICASS/TERM marks of all Campuses throughout the country are comparable.

STATISTICAL MODERATION

Compare:• The mean (average) of the exam mark

with• The mean (average) of the ICASS mark.• At each Examination Centre• Per subject.• Adjust the ICASS mark if necessary

GROUP ACTIVITY• Analyse Moderation Reports 1 - 3 and complete the

following:

• What was the average (mean) percentage for these group of candidates with reference to the exam mark?

• What was the average (mean) percentage for these group of candidates with reference to the term mark?

• What was the average (mean) adjusted percentage for these group of candidates after the statistical moderation process?

• Interpret the assessment practices of this Lecturer.

RESULTING

• Report 191 Activity:

• Data:Written Component = 51% (Standardized

mark)Adjustment on written component = -3%Term mark = 72%The adjustment on the term mark of this

candidate was -9%

Calculate the final mark of the candidate

RESULTING

• Final Result = (Standardised Examination mark X 0,6) + (Semester mark –/+ Adjustments X 0,4)

• = (51 – 3) 0,6 + (72 – 9) x 0,4• = 28,8 + 25,2• = 54,0• = 54%

NC (V) CERTIFICATION UPDATE

Backlog (200711 – 201203)Complete

Completeness Tests:Error reports: e.g. different names, surnames,ID and date of birth issues etc.

Consolidation process for the 201703 Examination cycle is in progress.

REPORT 191 CERTIFICATION UPDATE

Backlog (201511 – 201704) Candidates passing all subjects for a qualification in one examination sitting were certificated.

Candidates passing subjects for a qualification inmore than one examination sitting were not certificated.

Completeness Tests similar to NC (V)

INCORRECT CERTIFICATES

• Letter from the Examination Centre requesting for example a Re-issue.

• Copies of statement of results (SOR) applicable where there are differed ID / Exam No’s

• Affidavit• Certified copy of ID• The original “incorrect” certificate must be

retuned to the DHET to ensure a replacement

LOST CERTIFICATE

• AffidavitCertified copy of Id

• Request Re-Issue

REQUEST HISTORICAL RECORDS FROM 1985 TO 1995

• Affidavit

• Certified copy of Id

• The original “incorrect” Certificate must be returned to the DHET to ensure a replacement

DHET INTEGRATED COMPUTERISED EXAMINATION SYSTEM

A new integrated, computerised, examination system catering for:

National Certificate Vocational [NC (V)] Report 191 Adult Education and Training (AET).

The system will integrate with the following external entities/ systems:

• Home affairs for ID number and Work Permit Validation• PERSAL for Payments• South African Qualifications Authorities for Quality

Assurance• NSFAS for supplying results / qualifications• College Systems for Student Management• Couriers for item (Question Paper etc.) tracking• Printers for Printing of Question Papers• HISA for providing information on student qualifications• Namibia & Swaziland Educational Systems for Student

Management

THE NEW IT SYSTEM

• Secure and Reliable online access (Internet Access)

• Online capturing and maintaining student records

• Online Access to Colleges for Candidate Attendance

• Registers, Exam Permits, Schedule of Results etc.

• Online Access to Student Results & Qualifications

• System communication using SMS and/or email

• Various System & Data warehouse Reports

• Testing will commence during 2018

WEB -SITE

www.tvetcolleges.co.za

Business StudiesPROVINCE NAME TEL FAX TO E-MAIL E-MAIL

Western CapePROV 1

Ms Cleopatra Matseba (012) 357 3963 (086) 714 0147 Matseba.c@dbe.gov.za

Northern CapePROV 2

Ms Cleopatra Matseba (012) 357 3963 (086) 714 0147 Matseba.c@dbe.gov.za

Free State PROV 3

Ms Cleopatra Matseba (012) 357 3963 (086) 714 0147 Matseba.c@dbe.gov.za

Eastern CapePROV 4

Ms Dineo Mekoa (012) 357 3946 Mekoa.d@dbe.gov.za

KZN PROV 50502 – 2599

Ms Elizabeth Mazibuko (012) 357 3964 (086) 628 8854 Mazibuko.e@dbe.gov.za

KZN PROV 55501 – 5598

Mr Nelson Ntuli (012) 357 3951 (086) 458 2364 Ntuli.n@dbe.gov.za

MpumalangaPROV 6

Mr Leslie Maseko (012) 357 3223 (086) 714 7267 Maseko.l@dbe.gov.za

LimpopoPROV 7

Ms Julia Dolamo (012) 357 3960 (086) 714 0181 Dolamo.j@dbe.gov.za

GautengPROV 8 0801 - 5874

Ms Sandra Soteriou (012) 357 3961 (086) 714 0058 Soteriou.s@dbe.gov.za

GautengPROV 8 8801 - 8898

Mr Itumeleng Mpuru (012) 357 3225 (086) 458 2761 Mpuru.i@dbe.gov.za

GautengPROV 8 2802 - 2845

Mr Samuel Madiba (012) 357 3235 (086) 458 2760 Madiba.s@dbe.gov.za

Northern West & Foreign CountriesPROV 9 & 10

Ms Julia Dolamo (012) 357 3960 (086) 714 0181 Dolamo.j@dbe.gov.za

Engineering StudiesNAME E-MAIL FAX TEL CENTERS PROVINCE

Ms A Nagel nagel.a@dbe.gov.za 0867140130 012 357 3937 5/0501 – 5/05995/2501 – 5/2599

KWAZULU NATAL

Ms M Matlala matlala.ms@dbe.gov.za 012 3230170 012 357 3945 4/0401 – 4/54998/2800 – 8/2899

EASTERN CAPE GAUTENG

Ms K Tabudi tabudi.k@dbe.gov.za 012 3230170 012 357 3948 8/8801 – 8/8899 GAUTENG

Mr L Tholo tholo.l@dbe.gov.za 0865556204 012 357 3228 2/0201 – 2/52993/0301 – 2/5399

NORTHERN CAPEFREE STATE

Ms G Grobler grobler.g@dbe.gov.za 0866224054 012 357 3938 8/5801 - 8/5899 GAUTENGGCC

Ms D du Plooy duplooy.d@dbe.gov.za 0866247562 012 357 3935 5/5501 – 5/559910/5001 – 10/5099

KWAZULU NATALNAMIBIA SWAZILAND

Ms A Rencken rencken.a@dbe.gov.za 0865590879 012 357 3942 7/0701 – 7/5799 LIMPOPO

Mr HN de Beer debeer.hn@dbe.gov.za 0867140184 012 357 3934 1/0101 – 1/51999/0901 – 9/5999

WESTERN CAPENORTH WEST

Mr K Bopape Bopape.k@dbe.go.za 0865556209 012 357 3234 8/0801 – 8/0899 GAUTENG

Ms N Nzimande nzimande.n@dbe.gov.za 0865556201 012 357 3952 6/0601 – 6/5699 MPUMALANGA

NC (V) NAME CONTACT DETAILS EXAMINATION CENTRES

Mrs M Visser(Assistant Director)

(012) 3573978Fax: 0867140050NCVCare@dhet.gov.za / Visser.m@dbe.gov.za

Unit Manager

Mr G Moremi(Senior Admin Officer)

(012) 357 3981Fax: 086 525 7635 / Moremi.g@dbe.gov.za

Gauteng 5801 to 5899

Mr M Groenewald(Admin Officer)

(012) 3573972Fax: 0867140174 / Groenewald.m@dbe.gov.za

Eastern Cape

Ms M Moshokoa(Chief Admin Clerk)

(012) 3573975Fax: 0864586559 / Moshokoa.m@dbe.gov.za

Gauteng: 0801 to 0899

Mr L du Plooy(Senior Admin Clerk)

(012) 3573977Fax: 0867140179 / duPlooy.l@dbe.gov.za

Limpopo

Mrs M Malherbe(Senior Admin Clerk)

(012)3573428Fax: 0867140161 / Malherbe.m@dbe.gov.za

KZN: 5501 to 5554

Mrs A Nel(Senior Admin Clerk)

(012)3573968Fax:0867140128 / Nel.a@dbe.govza

Western Cape

Mr M Ramalekana(Senior Admin Clerk)

(012)3573971Fax:0867140301 / Ramalekana.m@dbe.gov.za

North WestFree State

Ms I Baloyi(Senior Admin Clerk)

(012) 357 3988Fax: 086 665 5768 / Baloyi.in@dbe.gov.za

KZN: 0501 - 0565

Ms O Moeketsi(Senior Admin Clerk)

(012) 357 3989Fax: 086 498 1242 / Moeketsi.o@dbe.gov.za

MpumalangaNorthern Cape

Ms M Makena(Senior Admin Clerk)

(012) 357 3211 / Makena.m@dbe.gov.za Gauteng 8801 – 8860Gauteng 2815 – 2823

DATA CAPTURERSName Email Address Office Number Centres Numbers Province Name

Mrs Ina Van Heerden VanHeerden.I@dbe.gov.za 012 357 3650 1/0101 – 1/51998/8833 – 8/8898

Western Cape and Gauteng

Ms Olga Kekana Kekana.R@dbe.gov.za 012 357 3237 2/0201 – 2/52998/2801 – 8/2854

Northern CapeGauteng

Mrs Mapula Shokane Shokane.M@dbe.gov.za 012 357 3962 3/0301 – 3/5399 Free State

Mr Andrew Maponyane Maponyane.A@dbe.gov.za 012 357 3954 4/0401 – 4/5499 Eastern Cape

Mr Jerome Bukes Bukes.J@dbe.gov.za 012 357 3956 5/0501 – 5/0599 Kwazulu-Natal

Mrs Gladys Masemola Masemola.G@dbe.gov.za 012 357 3536 5/5501 – 5/5599 Kwazulu-Natal

Mrs Sinah Mahlangu Skhosana.S@dbe.gov.za 012 357 3955 6/0601 – 6/5699 Mpumalanga

Mrs Sandra Nkhwashu Nkhwashu.S@dbe.gov.za 012 357 3953 7/0701 – 7/5799 Limpopo

Mrs Hannie Venter Venter.H@dbe.gov.za 012 357 3949 8/5801 –8/58748/8801 –8/8831

Gauteng

Ms Agnes Sadiki Sadiki.A@dbe.gov.za 012 357 3230 9/0901 – 9/5999 North West

Thank You