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Presentation before Secretary

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Title: Presentation before Secretary


1
Welcome to UPSC
2
Meeting of Coordinating Supervisors
for the conduct of Civil Services (Preliminary)
Examination, 2015 Scheduled to be held on 23rd
August, 2015
3
Module - 1
Scheme of Civil Services (Preliminary)
Examination, 2015
4
Scheme of Civil Services (Preliminary)
Examination, 2015
Date of Exam 23rd August 2015 (Sunday)
Timing Timing
Paper - I 0930 AM to 1130 AM
Paper - II 0230 PM to 0430 PM
5
UPSC believe in
  • Uniformity of standards.
  • Candidate friendliness.
  • Total adherence to instructions.
  • No error.

6
  • This is the most prestigious examination
    conducted by the Commission.
  • 9.46 lakh online applications received.
  • Examination to be held at 2186 venues in 71
    Centres, which include 12 new Centres.
  • Last year number of applied candidates was 9.45
    lakh.
  • Examination was held at 2137 venues at 59 Centres.

7
  • Application procedure 100 online.
  • e-Admission Certificate (e-AC) Candidates can
    download their e-ACs from UPSC website directly
    and reach their venue.
  • Sending ACs by Post has been discontinued.

8
e-Admission Certificate
9
  • Scanable Attendance Lists (ALs) are to be
    handled just like the OMR sheets no pins, tags,
    smudges, folds, marks etc. and re-packed in the
    specially designed boxes in which they were sent.
  • All entries in the ALs and OMR Sheets by
    Candidates/Invigilators/Supervisors are to be
    done in Black Ball Point Pen only.
  • After collection of all used OMR sheets,
    Supervisors to indicate running Sl. No. e.g. 001,
    002, 003, .... against Attendance No. ---- at the
    top centre of the OMR Sheet. Number on last OMR
    Sheet should tally with the total number of
    candidates present at the Venue.

10
Scanable Attendance Lists
11
Scanable Attendance Lists
12
  • IMPORTANT POINTS FOR COORDINATING SUPERVISORS
  • Coordinating Supervisors to brief Supervisors
    THREE-FOUR days in advance.
  • Security arrangements for storage of question
    papers in Govt. Treasury or Strong Room. 
  • To get question papers distributed under escort
    to be distributed separately for each session. 
  •  

13
  • Custodian of question papers to be available at
    centre on the day of examination.
  • No delegation/re-delegation of custody of
    question papers. 
  • Frisking of candidates by Police personnel (both
    male and female) to be carried out at entry point
    of Venues before each session.

14
  • Invigilators to be extra vigilant to ensure that
    no candidate is allowed to resort to cheating.
  • Also ensure that is there is no impediment in
    movement of sensitive material and
    candidates/exam functionaries due to waterlogging
  •  
  • Venues to hire Generator/Emergency light for the
    day of exam. Expenditure would be reimbursed on
    submission of claim with proper voucher.

15
  • Co-ordination with Police Postal authorities.
  • Set up a Control Room at your Centre, for
    liaison with UPSC Control Room, well in advance.
    Intimate us about the contact details of your
    Control Room.

16
Module - 2
Arrangements for the Examination
17
Arrangements for the Examination
Before the day of Examination
18
Please ensure
  • Rooms are spacious, airy and have good
    infrastructure.
  • Furniture should be of standard size. Furniture
    meant for primary school children not to be used.
  • Series of Test Booklets to be indicated on one
    copy of Seating Plan for Invigilator to
    distribute not to be indicated on desk/tables
    nor on the Seating Plans to be pasted on the
    doors of rooms/halls.
  • Direction placards are displayed.
  • There are NO maps/charts/graffiti etc. in rooms.
  •  

19
Also ensure
  • Separate clean toilets for male/female
    candidates.
  • Drinking water provision.
  • Uninterrupted supply of electricity.
  • Arrangements for frisking of candidates by Police
    Personnel at the entrance of the building.
    Separate enclosure for frisking of female
    candidates.
  •  Bundles of Answer Sheets are made room-wise.
  • Seating Plan should be drawn as per roll order in
    SALs.
  • Seating Plans to be displayed not earlier than
    two hours on the examination day.

20
Seating Arrangement
  • Sample Seating Plan for Paper-I (Forenoon
    Session) and Paper-II (Afternoon Session) is as
    follows-

Ist Row Ist Row IInd Row IInd Row IIIrd Row IIIrd Row IVth Row IVth Row
Roll No. Series Roll No. Series Roll No. Series Roll No. Series
000001 A 000008 C 000020 A 000039 C
000002 B 000011 D 000021 B 000041 D
000004 C 000014 A 000026 C 000042 A
000005 D 000015 B 000029 D 000048 B
000006 A 000018 C 000035 A 000061 C
000007 B 000019 D 000036 B 000062 D
21
Day of Examination
22
  • Supervisor/staff to reach the Venue by 730 AM.
    All Exam functionaries to deposit their mobile
    phones, in switched off mode, to Supervisor which
    should be returned to them only after conclusion
    of the exam.
  • Coordinating Supervisor to ensure safe delivery
    of Test Booklets to the Supervisor at the venue
    by 800 AM/100 PM.
  • Coordinating Supervisor to ensure that boxes for
    the correct session are handed over to the
    concerned Supervisor.

23
  • Candidates to be allowed entry to the
    examination hall at 910 AM/210 PM. They are to
    be frisked by Police personnel (both male and
    lady officers) for mobile phones/blue tooth and
    other communication devices with the aim of
    preventing adoption of unfair means.
  • Mobile Phones/Pagers/blue tooth/any other
    communication devices are BANNED inside the
    premises where the examination is being
    conducted. Even exam functionaries are not
    allowed to carry such banned items with them in
    the exam hall/room the hall/room where
    bags/packets of Test Booklets are to be opened.

24
  • Candidates not allowed to take books /
    calculators/electronic watch having calculator or
    blue tooth / spy camera / cigarette / lighter
    etc. inside the examination hall.
  • There have been instances in the past where
    attempts have been made to violate the
    prohibitions on use of mobile phones or other IT
    gadgets in various examinations.
  • A close watch would therefore, have to be kept
    on any use of mobile phones, other IT gadgets,
    spy cameras etc. as their illegal use would have
    a bearing on the integrity of the examination
    system.

25
  • Invigilator(s) to issue Answer Sheets only to
    the present candidates after appending his/her
    initials on the left hand corner box.
  • Entries in the OMR Sheets to be made ONLY in
    BLACK BALL POINT PEN by Candidates /Invigilators
    /Supervisors.
  • Attendance Lists are computer compliant and are
    to be handled with utmost care. All entries are
    to be made ONLY in BLACK BALL POINT PEN by
    Candidates /Invigilators /Supervisors.

26
  • Series coding and other details in OMR Sheet
    made by candidate to be checked by Invigilator
    before filling in Invigilators entry.
  • Present/Absent to be clearly entered in by
    Invigilator on Attendance List.

27
  • Test Booklets are in four series A,B,C,D.
  • Additional sheets have been included at the end
    of each Test Booklet (question paper) for rough
    work. No rough sheet will be provided for rough
    work.
  • Distribute test booklets at 927 AM / 227 PM.
  • No candidate to be allowed entry in the
    examination hall later than 940 AM / 240 PM. No
    functionary has any discretion in this regard

28
  • Candidates are not allowed to leave the
    examination hall till examination is over, i.e.
    before 1130 AM / 430 PM.
  • However, if a candidate falls sick and is unable
    to continue, he/she should be taken to a nearby
    hospital, duly accompanied by an Invigilator,
    after collecting his/her Question Booklet and
    Answer sheet. Such incident may also be intimated
    to the Control Room forthwith.
  • If a candidate comes with court orders, he / she
    may be allowed to appear after obtaining an
    undertaking. Control Room to be informed on
    Phone.
  •  

29
  • In case of doubt/mistake in question paper, if
    any, candidate be advised to make representation
    to the Commission.
  • Defective Test Booklet to be replaced by Test
    Booklet of same series.

30
Conclusion of Session
  •  
  • Close all doors of examination hall/room 5
    minutes before conclusion of the examination.
  • Invigilators to collect answer scripts.
  • Tally number of scripts with number of present
    candidates and thereafter allow candidates to
    leave.
  • Invigilators to immediately hand over the
    scripts to the Supervisor.

31
Module - 3
Special Arrangements for Visually Challenged
Candidates
32
Special Arrangements for Visually Challenged (VC)
Candidates
  • Every Centre (excepting 4 Centres in the North
    East) has a dedicated venue for VC candidates.
    Special dispensation for candidates with 40 or
    more visual impairment
  • Paper-II of the examination for VC candidates
    (ONLY) is different with X Y series (as
    against A, B, C D series for other
    candidates)
  • OMR Answer Sheets for Paper-II for VC candidates
    is different (ORANGE in colour as against MAGNETA
    for other candidates)
  • VC candidates, taking the examination, may be
    either using the services of Scribe or writing on
    their own
  •  

Contd.......
33
Special Arrangements for Visually Challenged (VC)
Candidates
  • Only FIVE VC candidates with Scribe may be seated
    in a room four at four corners and one in the
    centre
  • There should be one-to-one invigilation for VC
    candidates using Scribe
  • Remaining VC candidates may be seated 24 in a
    room like other normal candidates
  • ALL VC CANDIDATES MUST BE GIVEN COMPENSATORY
    TIME OF 20 MINUTES PER HOUR i.e. 40 MINUTES IN
    EACH PAPER

Contd.......
34
Special Arrangements for Candidates with
locomotor disability and cerebral palsy (LDCP)
  • Candidates with locomotor disability and
    cerebral palsy (LDCP), where dominant (writing)
    extremity is affected to the extent of slowing
    the performance of function (minimum of 40
    impairment) will be allowed compensatory time of
    20 minutes per hour i.e. 40 minutes for each
    paper and the facility of Scribe, if they opt for
    it
  • No separate venue / OMR Answer Sheet / Question
    Paper Series have been reserved for such
    candidates
  • They are to be seated with normal candidates BUT
    extra care may be taken to give them compensatory
    time in each paper.
  •  

Contd.......
35
Special Arrangements for Candidates with
locomotor disability and cerebral palsy (LDCP)
  • However, the LDCP candidates taking the
    examination with Scribes shall be seated in such
    a manner that there are not more than FIVE
    candidates (four at each corner and one at the
    centre) in each room. There should also be
    one-to-one invigilation for each such candidate.
  • Venue-wise Lists of visually challenged
    candidates and LDCP candidates will be intimated
    to you separately. Please arrange for required
    number of Scribes who should not be more than
    graduates.

36
Module - 4
Some common problems mistakes
37
Common Problems
S.No. Problems Remedy
1 Candidate comes with a mobile phone and declares its possession before commencement of Exam. Candidates are to be frisked by Police Personnel at the entry gate. Mobile phones, blue tooth and other communication devices are not allowed inside exam venue. Arrangements to be made for keeping candidates belonging, if any, at the entry gate of the venue.
2 Candidate carries the mobile phone to Examination Hall. It should be taken from him/her, kept in safe custody of Supervisor and returned after conclusion of exam. Further, a declaration/Admission Statement be obtained from the candidate and sent to UPSC.
Contd.....
38
Common Problems
S.No. Problems Remedy
3 Candidates photograph on e-Admission Certificate and Attendance List differs. Candidate should be allowed to take Examination. A photocopy of Admission Certificate should be taken and candidate present should put his/her signature thereon and same should be sent with detailed report to the Commission along with undertaking.
4 Candidates name on e-Admission Certificate Attendance List differs. Candidate should be allowed to take Examination. A photocopy of Admission Certificate should be taken and candidate present should put his/her signature thereon and same should be sent with detailed report to the Commission along with undertaking.
5 Roll No. on e-Admission Certificate and Attendance List differs. Candidate should be allowed to take Examination. A photocopy of Admission Certificate should be taken and candidate present should put his/her signature thereon and same should be sent with detailed report to the Commission along with undertaking.
6 No photograph or illegible photograph on e-Admission Certificate / Attendance List but having correct name, Roll No and signature. Candidate should be allowed to take Examination. A photocopy of Admission Certificate should be taken and candidate present should put his/her signature thereon and same should be sent with detailed report to the Commission along with undertaking.
Contd.....
39
Common Problems
S.No. Problems Remedy
7 No facsimile signature on Attendance List / Facsimile signature and name do not tally. Candidate present should be asked to sign in the Attendance List and this should be countersigned by Invigilator. Undertaking and copy of e-Admission Certificate to be taken and sent to the Commission .
Contd.....
40
Common Problems
S.No. Problems Remedy
8 No photo-graph on e-Admission Certificate / disparity between the photograph printed in Attendance List and actual physical appearance. Candidate should be allowed to take Exam. with undertaking subject to production of proof of Identity such as I-Card, Voter I-Card, Passport, Driving License etc. He should be asked to produce photograph on the same day in next session which should then be fixed on the undertaking and signed by the candidate and attested by the Invigilator and Supervisor. However, cases of impersonation if any may be brought to the notice of UPSC Control Room forthwith for further direction.
Contd.....
41
Common Problems
S.No. Problems Remedy
9 No venue/sub - centre on e-Admission Certificate. To contact the Control Room forthwith for ascertaining Venue and the candidate be directed to proceed to the allotted Venue. However, if time left is not sufficient to reach there, the Candidate should be allowed to take Exam with undertaking that he/she is taking exam at his/her own risk and Commissions decision will be final and binding on him/her. The candidate should also be asked to report to the allotted Venue in the next session. A detailed report along with copy of e-Admission Certificate, photograph, ID proof etc. should be sent to UPSC.
10 The candidate reports to a Venue other than that allotted to him/her as per the e-Admission Certificate To contact the Control Room forthwith for ascertaining Venue and the candidate be directed to proceed to the allotted Venue. However, if time left is not sufficient to reach there, the Candidate should be allowed to take Exam with undertaking that he/she is taking exam at his/her own risk and Commissions decision will be final and binding on him/her. The candidate should also be asked to report to the allotted Venue in the next session. A detailed report along with copy of e-Admission Certificate, photograph, ID proof etc. should be sent to UPSC.
Contd.....
42
Common Problems
S.No. Problems Remedy
11 Candidate has e-AC but name of the candidate does not figure in the Attendance List. Name to be added to the Attendance List at the end and photocopy of e-Admission Certificate to be attached and sent to the Commission, alongwith undertaking from the candidate as well as a detailed report from the Supervisor. Such cases may also be intimated to the Control Room forthwith.
12 The candidate does not hold any e-Admission Certificate but comes with Court Order/ Direction. Candidate should be allowed to take the Examination and asked to furnish photograph and undertaking to the effect that he is appearing on the basis of court order. These should be sent to the Commission with detailed report of the supervisor. Such cases may also be intimated to the Control Room forthwith.
Contd.....
43
Common Problems
S.No. Problems Remedy
13 The candidate does not hold e-Admission Certificate and his name is also not included in the Attendance List. To contact Control Room for ascertaining venue with reference to R.I.D., name, date of birth and fathers name of the candidate. The Supervisor does not have any discretion to allow a candidate who does not have any valid document without approval from the Control Room of the Commission.
Contd.....
44
Common Problems
S.No. Problems Remedy
14 Candidates name is appearing in Attendance List (AL) of Paper-I but missing in Paper-II or vice-versa. Supervisor should make photocopies of Attendance List where the name appears for this purpose and use the same.
15 One or more pages of ALs of one paper are missing. ALs of other paper are to be checked and photocopies of the missing pages to be made and use the same.
Concluded
45
FEED BACK expected from your Control Room after
the start of the examination
  • UPSC Control Room to be informed about smooth
    commencement by 1000 AM in the first session and
    by 0300 PM in the second session
  • UPSC Control Room MUST also be intimated about-
  • total number of candidates actually present at
    all the venues in each Centre/city during the
    Forenoon Session, latest by 1200 Noon on 23rd
    August, 2015

  • -

46
  • whether frisking of candidates at each venue was
    done by Police personnel for both the Sessions
    and
  • whether all parcels of used Answer Scripts have
    been dispatched by every Venue Supervisor,
    separately for each session, from your Centre and
    delivered to the designated Post Offices.

47
  • For details of Admission Certificates and Venue
    of the examination etc., the candidates may
    contact UPSC Facilitation Counter and UPSC
    website -

Facilitation Counter 011 -23385271 011 -23381125 011- 23098543
UPSC Website www.upsc.gov.in
For further details, please familiarise yourself
with the Handbook for Supervisors and other
detailed instructions supplied to you.
48
Module - 5
Handling of Sensitive material for the Exam
49
Handling of sensitive material for the Exam
50
Dosuti Bags
Dosuti Bags have sealed Boxes inside, which
contain Test Booklets for the Exam
These Bags are sealed and have a Plastic
Tag containing the name and address of the
Custodian and Centre
On receipt of the Dosuti Bags ensure correctness
of the addressee from the Plastic
Tags on the Bags before opening.
51
Sealed Boxes
Immediately on receipt, Dosuti Bags shall be
opened and boxes taken out and checked for any
signs of damage to sealing or the Box
itself .
Information on the slips should be tallied
with that advised in the letters
separately sent w.r.t. name of sub-centre /
venue, number of Boxes etc. and confirmation
sent to Joint Secretary (Conf.) , UPSC by FAX.
52
Boxes of Test Booklets
  • Boxes are sealed using brown adhesive tapes with
    authorized signature impressions on information
    slips visible through transparent adhesive tapes
    on top.
  • Slips contain instructions of opening and
    information of venue and quantity of Test
    Booklets.
  • Boxes should be segregated sub-centre/venue-wise
    and securely stored separately for each session
    and shall be sent to
    venue-Supervisors on the day of Exam,
    session-wise.

53
Opening of Boxes at Venue
  • At the venue, the Boxes shall be opened by the
    Venue Supervisor in presence of Asstt Supervisors
    Invigilators , Session-wise .

Opening Time Paper-I (Forenoon Session) To
be opened at 900 A.M.
Opening Time Paper-II (Afternoon Session) To
be opened at 200 P.M.
54
Opening of Boxes at Venue
  • Cut open the brown tape pasted on the top
    side along the middle and the edges.
  • Do not open the boxes with force or from
    the edges which may damage the Test
    Booklets inside.

55
Handling of OMR Sheets Attendance Lists
56
Filling up of OMR Sheets
Correctness of
  • Roll No.
  • Subject Code
  • Test Booklets Series (candidate)

Filling of
  • Attendance No. (Venue Supervisor)
  • Test Booklet Series ( Invigilator)

Appending of
  • Signature ( Invigilator )

57
Filling up of Attendance List
  • Presence or Absence of Candidates
  • Test Booklets Series
  • Test Booklet Serial No.
  • OMR Sheet Serial No.
  • Signature by candidate
  • Photo of the candidate
  • Specimen signature of the candidate
  • Signature by Invigilator

C S ( PRE) EXAM 2015
SUBJECT
58
Care to be taken in handling OMR Sheets
and Attendance Lists
  • OMR sheets Attendance Lists to be packed
    carefully without any folds or crumbling
    of the edges.
  • Pins, Tags, Punch etc. not to be used.

59
Care to be taken in handling OMR Sheets
and Attendance Lists
2
1
  • After formation of a bundle of OMR Sheets
    ensuring no folds or damage to edges, provide
    card-boards at the top and bottom to
    protect edges and then tie with string or
    twine.
  • Such a stack shall be placed in cardboard box
    and packed as Packet I.

X
3
60
Packing of Post-Exam Material
Packet - I
  • Used OMR Sheets
  • Attendance Lists in designated boxes

Packet - II
  • Certificate of Opening Packing
  • Account of Test Booklets
  • Checklist for Packing Dispatch of Answer
    Sheet
  • Absentee Statement

Packet - III
61
Packing of Post-Exam Material
  • Both Packet I , Packet II Packet III should be
    wrapped in durable paper and
    tied.
  • Such a packet should be covered with cloth and
    sealed in form of a Parcel.
  • Parcel for Forenoon Session to bear code
    23/VIII/I.
  • Parcel for Afternoon Session to bear code
    23/VIII/II.
  • Code words on the Parcels to be written in BLUE
    INK for Forenoon Session and RED INK
    for Afternoon Session.

62
Packing and Dispatch of Post Exam
Material
  • Name of the Exam SHOULD NOT be written on
    the outer cover of the
    Parcel.
  • Immediately after conclusion of the Exam in
    each FN / AN session , cloth Parcel
    so formed shall be dispatched to Joint
    Secretary (C), UPSC by insured speed post
    (Rs 100/-) from designated Post Office only.
  • List of designated Post Offices and details
    of Nodal Officer of Deptt of Posts at
    your Centre has already been sent to
    you.

63
Thank You
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