Decentralized Distribution Process of Examination Papers in Zambia
The study focuses on the challenges and opportunities of distributing examination papers to schools in Zambia, especially in combating examination malpractice. Despite security measures, there are still leaks in the system, prompting a need for innovative solutions.
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SUB-THEME: INNOVATIVE ASSESSMENT: OPPORTUNITIES AND CHALLENGES TOPIC: DECENTRALIZED DISTRIBUTION PROCESS OF EXAMINATION PAPERS AND MATERIALS TO SCHOOLS, THE CASE OF THE EXAMINATIONS COUNCIL OF ZAMBIA. Presenter: Lesa Mwansa Msc, Mcips Supply Chain Specialist
1.0 Introduction The 1983 enacted parliament law saw the birth of Examinations Council of Zambia. The responsibilities of ECZ included; Printing, storage and distributing of examination papers and materials to the districts at the DEBS office. The entire distribution of examination papers and materials is conducted as shown on the chart overleaf.
1.2 BACKGROUND Papers delivered To ECZ Printer Contract to Print Papers Contract Satisfaction Contract Award ECZ DEBS Distribution of Papers from ECZ to Schools Zonal Schools Schools Figure 1: Conceptual Framework of Examination Paper Distribution
THE 12TH SAAEA CONFERENCE PAPER PRESENTED BY: LESA MWANSA
1.0 Introduction The 1983 enacted parliament law saw the birth of Examinations Council of Zambia. The responsibilities of ECZ included; Printing, storage and distributing of examination papers and materials to the districts at the DEBS office. The entire distribution of examination papers and materials is conducted as shown on the chart overleaf.
TOPIC: INTRODUCTION OF DECENTRALIZED DISTRIBUTION PROCESS OF EXAMINATION PAPERS AND MATERIALS TO SCHOOLS BY EXAMINATIONS COUNCIL OF ZAMBIA-AN ASSESSMENT INNOVATION TO DEALING WITH EXAMINATIONS MALPRACTICE IN ZAMBIA.
THE 12TH SAAEA CONFERENCE PAPER PRESENTED BY: LESA MWANSA
1.3 STATEMENT OF THE PROBLEM STATEMENT OF THE PROBLEM Despite the strong measures that are put in place to ensure the security of examination papers , such as ensuring that the papers were distributed by ECZ to all the 101 districts in the country under police escort, and that every school had a reliable strong room, examinations still leak. There are different sources of examination malpractices, examinations at times can leak during delivery and storage of papers to schools/ centres. hence the study.
1.4 RESEARCH OBJECTIVES 1.4 RESEARCH OBJECTIVES 1.4.1 1.4.1 General objective To assess how decentralization as an innovative assessment in the distribution process can effectively reduce and combat examination malpractice in the entire distribution process of examination papers and materials to schools/centres by ECZ from the year 2010 to 2016, and the perception of stakeholders from Lusaka and Eastern provinces on the entire distribution process.
1.4.2 Specific objectives will be : 1. To establish the nature and forms of the distribution system used during the dispatching of examination papers from ECZ to Schools/ Centres. 2. To investigate the storage methods of examination papers before and after they are dispatched to Schools.
1.4.3 Research questions: 1. What is the nature and forms of the distribution system used during the dispatching of examination papers from ECZ to Schools/ Centres? 2. What storage methods are used on the of examination papers before and after they are dispatched to Schools.
1.5 AIMS OF THE STUDY To assess how using decentralization as an innovative assessment approach in the distribution process, would effectively assist in reducing of the challenges of examination malpractice in the entire distribution process of examination papers and materials to Schools/ Centres from the period 2010 to 2016. To ascertain the views of the stakeholders from the selected districts of Lusaka and Eastern Provinces, on the effects and causes that the current distribution system may have on the management of examination to the Country.
1.6 LIMITATIONS Respondents expressed skepticism, considering the subject matter as sensitive. There seemed to be no enough literature about the topic, and this was a big challenge for the researcher.
1.7 SIGNIFICANCE OF THE STUDY The study focused on establishing the importance of examinations to the Nation and what innovative assessment measures would be put in place to ensure that challenges faced during the distribution of examinations materials were handled in a diligent manner. The study would help propose measures in identifying the weaknesses in the current distribution system and the contributions an innovative assessment would have.
2.0 LITERATURE REVIEW Reviewed literature reviewed that stakeholders had ignored a few cases of malpractices that were reported to have occurred during distribution and storage of examination papers. The reviewed literature also showed that, very few researchers had addressed the issue on the importance of effective examination distribution and storage in relation to reducing the occurrence of malpractices. (Lambert, 2003) Selected African Countries that were reviewed, had been putting up measures to curb malpractices that occurred during the distribution and storage of examination papers and materials The current existing distribution structure of examination papers and materials, revealed that the process of delivery underwent so many different points before they could be delivered at the Schools/ Centres where examinations are written.
4.0 RESEARCH DESIGN AND METHODOLOGY METHODOLOGY Mixed method design, which saw the use of qualitative and quantitative approaches. Area of Study Selected districts in Lusaka and Eastern Provinces. Data collection tools Questionnaires Interviews Focus group discussions Sampling Techniques and Sample size Purposive sampling-participants were selected based on relevance to the study ECZ DEBS (Lusaka, Luangwa,Chongwe & Rufunsa) DEBS ( Nyimba,Petauke,Katete,Chadiza,Chipata & Vubwi) MOGE Total Participants Data Analysis Statistical package (STATA) Microsoft Excel Sheet, Tables, Pie charts and Histograms 15 24 36 3 78
5.0 DATA FINDINGS DELIVERY AND STORAGE CHALLENGES Activity Activity Extent Extent of Challenge (%) of Challenge (%) Storage of Papers at Schools/Centres Storage of Papers at Schools/Centres 16 16 Storage of Papers at DEBS Storage of Papers at DEBS 17 17 Delivery from DEBS to Schools/Centres Delivery from DEBS to Schools/Centres 19 19 Sorting and delivery from ECZ to DEBS Sorting and delivery from ECZ to DEBS 8 8 Constraints in delivering from Printer to ECZ Constraints in delivering from Printer to ECZ 2 2 Manual handling during receiving & delivery by ECZ Manual handling during receiving & delivery by ECZ 5 5 Knowledge of Pupils about arrival of papers at Schools/ Knowledge of Pupils about arrival of papers at Schools/ Centres Centres 14 14 Manual handling during receiving & delivery at DEBS Manual handling during receiving & delivery at DEBS 1.5 1.5 Secured vehicles to transport Papers from ECZ to DEBS Secured vehicles to transport Papers from ECZ to DEBS 0.5 0.5 Secured Vehicles to transport Papers from DEBS to Schools/ Secured Vehicles to transport Papers from DEBS to Schools/ Centres Centres 12.5 12.5 Others (Did not have an idea on the topic) Others (Did not have an idea on the topic) 4.5 4.5
DATA FINDINGS Weaknesses in the distribution system Lack of resources 8% Weaker storage strongrooms 12% Increase in number of schools 12% Not enough security 15% Many delivery points 32% Not enough delivery vehicles 21%
6.0 CONCLUSSIONS Very little has been said about the importance of decentralized distribution of examination papers and materials. Malpractices do occur during the distribution and storage of examination papers and materials throughout the process, and not many stakeholders had paid attention to this area of examination administration. Examination papers and materials go through many different distribution and storage points before they are finally delivered to Schools/ Centres where examinations are to be written. This gives room to compromising with security at each stage.
7.0 RECOMMENDATIONS MOGE should consider to revise the June 5th 1987 circular on the examination of school examination that has not been changed since. ECZ should consider delivering papers direct to provinces without resorting them at ECZ headquarters to allow for more efficiency and effectiveness. Government should increase incentives to Police officers who play a part in the distribution and storage process. MOGE at provincial level should consider standardizing the quality of strong rooms at each district office. There should be inclusion of lessons at each level, to educate those that are involved in the distribution of examination papers , on the importance of examinations to Country.
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