RULES AND REGULATIONS GOVERNING
ADMINISTRATION OF THE 2024/2025 SECONDARY
LEVEL NATIONAL EXAMINATIONS
[ORDINARY LEVEL AND ADVANCED LEVEL
(GENERAL EDUCATION, PROFESSIONAL
EDUCATION AND TECHNICAL SECONDARY
EDUCATION)]
July 2025
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SECTION 1: INTRODUCTION
These rules and regulations, consisting of 15 sections, are issued to guide all stakeholders involved in
administering the 2024/2025 Secondary Level National Examinations.
They are intended for:
a. All secondary schools with registered candidates.
b. Registered candidates for the 2024/2025 examinations.
c. Examination Centre Supervisors and Invigilators.
d. District Mayors, Executive Administrators, District Directors of Education (DDEs), District
Education Officers (DEOs), District-based Inspectors (DPIs), and Sector Education Inspectors
(SEIs).
e. District Police Commanders (DPCs).
DDEs, DEOs, and SEIs must ensure that each school receives a copy of these guidelines and that the
document is publicly displayed within the school premises. Candidates are expected to read the
guidelines carefully and adhere to them strictly. Candidates with special educational needs shall
be provided with appropriate support, depending on the nature and severity of their disabilities.
SECTION 2: EXAMINATION CENTRE
An examination centre is a designated school or location where candidates take national examinations.
It must have:
a. Clean and adequate classrooms.
b. Functional toilets and sufficient furniture.
c. Appropriate lighting and ventilation.
If the centre hosts candidates from only one school, measures must prevent malpractice, such as
assigning invigilators who are not teachers at that school.
SECTION 3: EXAMINATION STRONG ROOM (STORE)
The strong room must:
a. Be clean and empty before materials are delivered—only tables and chairs are permitted.
b. Not contain storage cupboards, lockers, or furniture with compartments.
c. Be physically secure with solid/reinforced doors, windows, ceiling, roof, and floor.
d. Be locked with two new padlocks, one set of keys (for one padlock) held by the Centre
Supervisor and the other by the Deputy Centre Supervisor—so that neither can open both
padlocks independently.
During access, only three individuals may enter: the Centre Supervisor, Deputy Centre Supervisor,
and the Security Agent.
Security procedures include:
a. Verifying envelope contents against the examination timetable.
b. Ensuring that used and sealed papers are stored separately.
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c. Forbidding personal items like bags, electronics, and documents in the strong room.
d. Posting diagrams showing the layout and segregation of materials.
The Centre Supervisor ensures all strong room requirements are met before receiving materials from
NESA.
Figure: Design of strong room arrangement, showing total separation of examination booklets,
blank question-answer booklets, and used question-answer booklets.
SECTION 4: NESA REPRESENTATIVE
The NESA representative must:
• Deliver and oversee the distribution of examination materials to districts and centres.
• Collaborate with DDEs to monitor administration quality.
• Return completed and unused exam materials to NESA by the designated dates.
• Collect reports from supervisors and district officials.
• Prepare and submit a comprehensive district report, following NESA’s template.
• Provide technical support during exam activities and maintain effective communication with
NESA and other stakeholders.
• Wear a NESA badge during all official duties.
• Ensure Centre Supervisors input student attendance into the School Data Management System
(SDMS).
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SECTION 5: DISTRICT EXECUTIVE ADMINISTRATORS AND MAYORS
They must:
• Ensure timely transportation of personnel and examination materials to centres.
• Supervise and resolve any issues affecting administration in coordination with stakeholders.
• Enforce strict anti-malpractice measures and address administrative lapses.
• Ensure DDEs, DEOs, and SEIs are fully committed to exam duties without other assignments.
• Provide necessary facilitation and security to NESA representatives and all involved parties.
SECTION 6: RESPONSIBILITIES OF THE DISTRICT DIRECTOR OF EDUCATION (DDE)
AND DISTRICT EDUCATION OFFICERS (DEOs)
The DDE and DEOs must:
• Ensure timely delivery and adequate distribution of examination materials, facilities, and
personnel (Examination Centre Supervisors, Invigilators, etc.).
• Assign Examination Centre Supervisors from schools without candidates at the examination
centre.
• Appoint one Examination Centre Supervisor and one Deputy Examination Centre Supervisor
per centre; assign one Full-time Invigilator per 25 candidates and one Floating Invigilator per
75 candidates.
• Involve trained exam markers in organizing invigilator training and reporting procedures.
• Collaborate with exam centre supervisors to ensure smooth administration and prevent
malpractice.
• Maintain close communication with the NESA representative throughout the examination
period.
• Confirm the accuracy and completeness of received exam materials.
• Ensure gender-appropriate screening of candidates by invigilators at entry points.
• Prevent irregularities and address administrative failures promptly.
• Verify and record all submitted exam booklets using NESA’s reporting format.
• Compile and submit a comprehensive examination report with relevant recommendations.
• Disburse allowances as guided by NESA to involved personnel.
• Ensure all participants wear official badges with the NESA logo while on duty.
• Oversee accurate recording of student attendance through SDMS.
SECTION 7: RESPONSIBILITIES OF DISTRICT-BASED INSPECTORS (DPI)
Each Inspector must:
• Work in coordination with DDEs and SEIs to uphold proper administration.
• Monitor full adherence to examination regulations within the district.
• Maintain continuous communication with NESA and other relevant stakeholders.
• Submit a comprehensive report on the administration process with recommendations.
• Wear an official NESA badge while performing examination-related duties.
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SECTION 8: RESPONSIBILITIES OF THE SECTOR EDUCATION INSPECTOR (SEI)
SEIs are responsible for:
• Ensuring timely availability of materials in collaboration with DDEs, NESA representatives.
• Delivering materials in good condition and appropriate quantities.
• Enforcing rules against administrative lapses and malpractice within their jurisdiction.
• Supervising examination activities within their designated sector.
• Submitting a sector-level report with recommendations to the District Director of Education.
• Verifying that student attendance is accurately recorded in SDMS.
• Wearing the official NESA badge during all exam-related assignments.
SECTION 9: RESPONSIBILITIES OF THE EXAMINATION CENTRE SUPERVISOR (ECS)
The ECS must:
• Sign the Non-Disclosure Agreement (NDA) with NESA.
• Complete and sign the Strong Room Store Card daily.
• Confirm the strong room meets all conditions before and during exams.
• Collaborate with the Deputy Supervisor, Invigilators, and Security Agents to coordinate
administration.
• Enforce strict no-phone policies and store devices in a secured area.
• Finalize room arrangements for all candidates by July 5, 2025.
• Assign gender-appropriate invigilators to screen candidates entering rooms.
• Remove all educational charts, drawings, formulae, maps, and other written materials from
classrooms prior to examinations.
• Identify candidates with impairments by consulting their home school and report details to the
DDE and NESA Representative.
• Assign Invigilators appropriately to support candidates with special needs.
• Distribute and monitor exam papers per schedule, ensuring envelope security.
• Enter and open the strong room only in the presence of the Deputy Centre supervisor and
Security Agent.
• Ensure envelopes are opened in front of candidates only.
• Monitor staff conduct, suspend non-compliant personnel, and report issues immediately.
• Oversee proper packaging and return of completed scripts.
• Complete all required reports, attendance records, and documentation.
SECTION 10: RESPONSIBILITIES OF THE DEPUTY EXAMINATION CENTRE
SUPERVISOR (DECS)
The DECS must:
• Sign the Non-Disclosure Agreement (NDA) with NESA.
• Complete and sign the Strong Room Store Card daily.
• Retain one set of padlock keys for the strong room.
• Be present at all strong room access sessions alongside the Centre Supervisor and Security
Agent.
• Remove instructional and reference materials from examination rooms.
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• Support the ECS in supervising exams, assigning invigilators, and preparing seating.
• Counter-sign all invigilator reports.
• Record candidate attendance using the SDMS platform.
• Wear a NESA badge while engaged in examination-related activities.
SECTION 11: RESPONSIBILITIES OF SECURITY AGENTS (SA)
Security Agents are responsible for:
• Signing the Non-Disclosure Agreement (NDA) with NESA.
• Daily filling and signing the Strong Room Store Card every time any examination envelop is
taken out from the strong room.
• Escorting vehicles transporting confidential materials.
• Maintaining uninterrupted security at the strong room and around the centre.
• Verifying authorized access and ensuring correct handling of exam materials.
• Ensure that the envelopes taken out from the strong room correspond to the papers scheduled
on the National Examination timetable.
• Check and ensure opened envelopes are separated from sealed ones.
• Patrolling the school to prevent unauthorized access.
• Preventing personal belongings in the strong room or exam rooms.
• Reporting any malpractice or irregularity to the Rwanda National Police (RNP) line manager.
• Ensuring only the Supervisor, Deputy Supervisor, and Security Agent enter the strong room—
strictly no prolonged stays.
SECTION 12: RESPONSIBILITIES OF FULL-TIME INVIGILATORS (FTI)
The Full-Time Invigilators (FTI) must:
• Sign the Non-Disclosure Agreement (NDA) with NESA.
• Never use a mobile phone during exam sessions.
• Understand and follow all exam rules and procedures.
• Remove instructional materials from exam rooms.
• Explain exam instructions clearly to all candidates.
• Support impaired candidates as needed.
• Remain present and attentive for the entire session.
• Conduct gender-appropriate physical checks at room entry.
• Verify candidate identity and registration details.
• Open exam envelopes only in front of candidates and with witnesses.
• Submit leftover papers promptly.
• Prevent cheating and report malpractice immediately.
• Verify through the envelope window that the exam inside is the one scheduled.
• Remind the candidates to check if each question-answer booklet has complete pages and
questions.
• Remind students of time remaining, every 30 minutes and at the final 15 minutes.
• Complete and sign all required reports and attendance lists.
• Wear a NESA badge while engaged in examination-related activities.
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Prohibited conduct: Reading unrelated materials, offering exam hints, commenting on paper content,
or leaving students unsupervised.
SECTION 13: RESPONSIBILITIES OF FLOATING INVIGILATORS (FI)
Floating Invigilators (FI) must:
• Sign the Non-Disclosure Agreement (NDA) with NESA.
• Avoid using mobile phones during exam time.
• Oversee up to three rooms (maximum of 75 candidates total).
• Confirm candidate details are correct on answer booklets.
• Seal and collect booklets and escort students during bathroom breaks.
• Substitute for absent invigilators as needed.
• Compile attendance and irregularity lists for their assigned rooms.
• Prevent violations of the rules and sign official documents as required.
• Wear a NESA badge while engaged in examination-related activities.
SECTION 14: RESPONSIBILITIES OF DATA PROCESSING OFFICERS (DPO)
The Data Processing Officers (DPOs) manage examination data via SDMS:
• Ensure accurate setup of staff and examination centres.
• Confirm with Head Teachers that all candidates are registered.
• Monitor attendance through the SDMS system.
• Generate district-wide attendance reports.
• Report irregularities to DDE and NESA representatives.
SECTION 15: INSTRUCTIONS TO CANDIDATES
The candidates must:
• Follow all examination rules strictly.
• Maintain discipline throughout the period.
• Only bring authorized stationery: black/blue pen, ruler, pencil, eraser, sharpener,
mathematical set.
• Avoid carrying unauthorized materials. Possession results in disqualification and cancellation
of all exams.
• Arrive on time; late arrivals beyond 30 minutes will not be allowed.
• Fill in names and index numbers accurately, mismatches lead to exam disqualification.
• Refrain from illegible handwriting, irrelevant content, or erasing excessively.
• Do not cheat or assist others. Violations result in disqualification and nullification of results.
• Sign attendance lists and remain in the room until the exam ends.
• Retain registration forms after submission.
Done at Kigali on 02/07/2025
Digitally signed by
NESA (Director
General)
Dr. BAHATI Bernard
Director General
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2024/2025 SECONDARY NATIONAL EXAMINATIONS SCHEDULE
Date Time & Activity
05 July 2025 Preparation of Examination Rooms at all examinations Centers.
06 July 2025 Transport of examination materials to District Headquarters.
09:00 AM – Meeting at District Headquarters (NESA representatives with DDEs, DEOs, DPIs,
SEIs, and Security Personnel).
07 July 2025
11:00 AM – Distribution of examination materials to examination centres.
03:00 PM – Delivery of Examination Materials to Examination Centers.
09:00 AM – Meeting with Centre Supervisors and Invigilators.
08 July 2025
11:00 AM – Preparation and Setting Up Candidates’ Seating Plan.
09 – 18 July 2025 Administration of secondary National Examinations.
01:00 PM – Transport of question-answer booklets and reports from Examination Centres to District
18 July 2025
Headquarters.
19 July 2025 Transfer of question-answer booklets and reports from District Headquarters to NESA Headquarters.
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