ACCESS TO EXAMINATIONS AMIDST DISASTERS

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ACCESS TOEXAMINATIONSAMIDST DISASTERSGuidelines For Conduct OfExaminations In EmergenciesGCE (ADVANCED LEVEL) ANDGRADE 5 SCHOLARSHIP EXAMINATIONS2020National Examination Emergencies Operation UnitNEEOpsYS% ,xld úNd. fomd¾;fïka; jMINISTRY OF DEFENCEcd;sl we.hsï yd mßlaIK fiajdjDepartment of Examinations, Sri LankaNational Evaluation and Testing ServiceDisaster Management CenterDepartment of Examinations, Sri LankaNational Evaluation and Testing ServicesDisaster Management Centre

EPrefacevery child has the right to education, and other fundamental rights are dependent upon the realizationof the right to education. Successive governments of Sri Lanka have continuously prioritized children’seducation. The Grade 5 Scholarship Examinations offer the possibility for better educationalopportunities at a very young age while the General Certificate Examinations Advanced Level (GCE A/L)determines a child’s quest to higher studies and potential career. The effort and determination undertaken bychildren in qualifying for both examinations is tremendous. Equally significant are the travails of the teachersand parents of the children. A decade of their schooling education is tested within a few days through thisexamination. Whilst the Department of Examination with the Provincial Education Directors, provide alladministrative support and comfort for the conduct of the examination, it is crucial that an environmentfree of hazards and disasters are created for children to be safe and concentrate in doing their best at theexamination.362,824 candidates have registered for the Grade 5 Scholarship Examination which is to be conducted in 2,936examination centers while 362,824 candidates have registered for the GCE A/L Examination to be conductedin 2,648 examination centers. As such, the safety and security of the students is of utmost importance.The frequent hazards and disasters experienced in Sri Lanka should not be detrimental to the conduct ofthe examination nor the future of the examination candidates. As a proactive measure, the Department ofExaminations requested the expertise of the Disaster Management Center in supporting the endeavor ofcreating an environment, free of interruptions to the conduct of examinations.I take pleasure in expressing my sincere gratitude to the Disaster Management Center and partnerorganizations in rendering their support in providing safety and security for the children, other candidatesand the officials.B. Sanath PujithaCommissioner General of Examinations,Department of Examinations1i

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Table of ContentsPreface .iForeword .ii1.Introduction . .12.Conduct of Examination . .13.National Examination Emergencies Operations Unit (NEEOps) .33.1 Responsibilities; . .3Objective . .34.1 Specific Objectives . .3Potential Scenarios . .35.1 COVID-19 . .35.2 Adverse Weather Conditions . .35.3 COVID-19 Detection . .45.4 Animal Attacks . .46.Operational Guidelines for Examination Emergencies in Situations of Disasters .46.1 Department of Examinations, Sri Lanka (DoE) . .46.2 Disaster Management Center (DMC) . .56.3 Ministry of Health . .56.4 Ministry of Education (MoE) . .6Guidelines for Implementing Ministries, Departments and Institutions. .67.1 Ministry of Defence (MoD) . .67.2 Office of the Chief of Defence Staff (OCDS) and Tri Forces . .67.3 Sri Lanka Police and Special Task Force (STF) . .67.4 National Examination Emergencies Operations Unit (NEEOps) .77.5 District Examination Emergencies Coordinating Office (DEECO) .87.6 Department of Meteorology . .87.7 Irrigation Department . .97.8 Disaster Preparedness and Response Division (DPRD) .97.9 National Building and Research Organization (NBRO) .107.10 Civil Security Department (CSD) . .107.11 Telecommunications Regulatory Commission (TRC) . .104.5.7.3

7.12 Road development Authority (RDA) . .107.13 Electricity Supply – CEB and LECO . .117.14 Fire Brigade – Local Government Municipalities . .117.15 1990 Ambulance Service- Suwaseriya . .118.Communications . .119.Administration and Logistics . .1110.Inclusivity of Children with Special Needs . .1111.Conclusion . .1210.Organizational Structure of NEEOPs .1311.Annex A : National Examination Emergencies Operation Unit (NEEOps) Contact Details .1412.Annex B : Department of Examination - Key Contact Details .1513.Annex C : Instructions for selected public activities work settings for the preventionand control of COVID19 .16Annex D : Special Weather Report by Met Department from 9th Octoberto 25th October 2020 . . .1915.Annex E : Irrigation Department - flood Situation Forecast 7th October to 7th November .2116.Annex F : Grade 05 Scholarship TIME TABLE .2217.Annex G : G.C.E(A/L) (Advanced Level) Examination – 2020 Time Table Old Syllabus .2318.Annex H : G.C.E(A/L) (Advanced Level) Examination – 2020 Time Table New Syllabus .2519.Annex J : Education District - Regional Collecting Centers - 2020 .2720.Annex K : District Disaster Management Contact Details .2821.Annex L : Emergency Services Contact Details .2922.Annex M : District Secretariat Contact Details .3123.Annex N : Provincial Education Director’s Contact Detail .3224.Annex O : Zonal Education Director’s Contact Details .3325.Inner Back Cover: Map of Historical Disaster Events for October (Period from 2014 - 2019)14.4

ForewordThe conduct of national examinations are annual routine events invariably during the cyclic monthseach year. However, the recent pandemic and extreme weather patterns have caused concerns whichrequire disaster preparedness and coordinated swift responses. An event where nearly one millionschool children, private candidates and officials will engage in examinations countrywide utilizing over nearly6,500 5,500 permanent structures as examination and coordinating centers require detailed planning andassessment.The Disaster Management Center (DMC) in liaison with the Department of Examinations is committedto ensure the uninterrupted conduct of examinations providing safety and security from hazards anddisasters. Examination center safety and crisis response has been planned in partnership with governmentalorganizations and other stakeholders. The commissioning of the National Examination Emergencies OperationsUnit (NEEOps) at the national level and the District Examination Emergencies Coordination Office (DEECO)at the district level for the period of examinations will enable the implementation of operational plan forexamination emergencies.These guidelines will further enhance resilience of service providers contributing to the conduct ofexaminations. A coordinated preparedness and response mechanism will ensure the uninterrupted conduct ofexaminations which will allow extracting the full potential of the candidates. I thank all partner organizationsinvolved in the preparation of this guideline. I am confident that the assigned entities will implement theirrespective operational plans in responding to any eventualities. DMC is committed in coordinating andfacilitating the operational plans for the successful conduct of examinations.Major General Sudantha Ranasinghe (Rtd.) RWP,RSP,MSc,ndu,pscDirector GeneralDisaster Management Center1ii

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ACCESS TO EXAMINATIONS AMIDST DISASTERSGUIDELINES FOR CONDUCT OF EXAMINATIONS IN EMERGENCIES1. IntroductionThe Department of Examinations (DoE) will conduct the Grade 5 Scholarship Examination 2020 on 11th ofOctober 2020 followed by the conduct of General Certificate Examination, Advanced Level (GCE A/L) from12th October to 6th November 2020 in Sri Lanka. Both examinations initially scheduled for August 2020 werepostponed due to the coronavirus outbreak.A total of 331,694 Grade 5 students will sit for scholarship examinations across 2936 centres on 11th October2020 managed by 496 examination coordinating centres. GCE A/L, both old and new syllabus examinationswill be conducted across 2648 centres for 362,824 candidates coordinated by 316 centres. For the period ofthe exams, 38 educational divisions have been established. Nearly 70,000 officials and invigilators will ensurethe conduct of examinations.Paper correction for Grade 5 scholarship examination will be held from 22 to 27 Oct 2020 in 42 centers. GCEA/L examination paper corrections will take place in two stages from 31 Oct to 15 Nov 2020 and 18 Nov to 29Nov 2020 in 68 centers. Over 20,000 officials will be involved in paper correction duties in 109 tersGrade 5Scholarship331,694-331,6944962,936GCE A/LNew Syllabus277,58041,905319,485GCE A/LOld 83The postponed examinations are conducted amid the COVID-19 pandemic where the situation has now vastlyimproved. However, the health guidelines and COVID-19 protocols require to be adhered strictly. The intermonsoon period of October and November prior to the North-East monsoon (December to February) couldhave heavy rains coinciding with the examination dates. Flooding, landslides and high wind are potentialrisks which can deny access, delay travel of candidates and disrupt facilities at examination centers. Furtherprecautions against air hazard, lightening, fire, explosions, animal attacks and road accidents are risks to beaddressed. This will be amidst the threat of COVID-19.Assessing possible risks to candidates sitting for the examination and officials, Disaster Management Centre(DMC) recognized the need for a cohesive risk reduction plan to overcome potential election emergencies.2. Conduct of ExaminationThe Commissioner General of Examinations (CGoE) will execute the Grade 5 Scholarship and GCE A/Lexaminations in liaison with the Provincial Education Director (PED). 38 Educational divisions have beenestablished in the 9 provinces for the purpose of conducting the examinations.1

No.ProvinceEducational Divisions01WesternColombo, Sri Jayawardhanapura, Piliyandala, Homagama, Gampaha,Kelaniya, Negombo, Minuwangoda, Horana, Matugama and Kalutara02SouthernGalle, Matara and Tangalle03SabaragamuwaRatnapura and Kegalle04North WesternKurunegala, Nikaweratiya, Kuliyapitiya, Chilaw and Puttlam05North CentralAnuradhapura and Polonnaruwa06CentralMatale, Kandy and Nuwara Eliya07UvaBadulla and Monaragala08EasternAmpara, Kalmunai, Batticaloa and Trincomalee09NorthernVavuniya, Mannar, Mullaitivu, Kilinochchi, Jaffna I and Jaffna II812 Examination Coordinating Centers (ECC) will be directed by the above 38 educational divisions for theconduct of both Grade 5 scholarship and the GCE A/L examinations. Grade 5 Scholarship Examination - will be held on Sunday 11th October from 0930 to 1215 hoursin 2936 examination centres with 496 coordinating centres. 331,694 students will vie for theexaminations. GCE A/L Examination – will be held from Monday 12th October to 6th November 2020. There will be362,824 candidates sitting for the examination in 2648 examination centres. These examination centreswill be provided with the question papers during the morning hours of each examination day. 33Regional Collecting Centers (RCC) have been established for the collection of answer scripts which willbe handed over by the respective ECCs at the end of each day. Safe and timely travel for the officials intransporting the question papers and answer scripts will be vital without any interruptions.Overall, both examinations will be directed by DoE, the implementation will be via the Provincial EducationalOffices. Provincial Education Directors of the 9 provinces will have 99 Zonal Education Directors ensuring theoperations of the 5584 examination centers.In preparation and execution of any emergencies during the period of examination, a coordinated effort will beessential. As such, the Disaster Management Centre (DMC) in liaison with Department of Examinations (DoE)has formulated this preparedness and response guidelines as a disaster risk reduction mechanism involvingkey stakeholders. The Examination Emergencies will be steered by the Emergency Operations Centre (EOC)of the DMC.2

3. National Examination Emergencies Operations Unit (NEEOps)NEEOps will be operational from 9th October to 7th November 2020 at the Emergency Operations Centre (EOC)of the Disaster Management Centre (DMC). Commissioner General of Examinations (CGoE) and DirectorGeneral Disaster Management Center (DG-DMC) will co-chair NEEOps. Operational command will be Directorof EOC - DMC and a representative of CGoE.Under the directive of the respective Government Agents/District Secretary, the twenty-five Assistant Directorsof District Disaster Management Coordinating Unit (AD-DDMCU) will function as district coordinators ofDistrict Examination Emergencies Coordinating Office (DEECO). They will link with the thirty-eight educationaldivision representatives. The 99 Zonal Education Directors will link with DEECO. These offices will be directlylinked with NEEOps in Colombo.3.1 Responsibilities; Coordinate and facilitate planning of examination emergencies; early warning mechanisms;and communications among essential service organizations in disasters during the period ofexaminations. Support District Secretariats, Provincial Educational Offices, Local Government and otherstakeholders in emergencies. Ensure operational functions of DEECO. Implement individual and collective organizational contingency plans in achieving examinationemergency objectives. Identify needs and mobilize resources as required. Achieve objectives of Examination Emergencies.4. ObjectiveThe main objective is to ensure there are no interruptions to the planned conduct of Grade 5 Scholarship andGCE A/L Examinations due to disasters, and provide safe access and security to school children/candidatessitting for the examinations including officials.4.1 Specific Objectives Ensure timely accessibility of 694,518 candidates as per the examination timetable to the designated5,584 examination centers without any impediments caused by hazards/disasters. Provide unimpeded access to officials of the examination department and uninterrupted servicesto 38 Examination Divisional Offices, 812 Examination Coordinating Centers and 5,584 ExaminationCenters. Prepare, coordinate and execute emergency plans among all essential service organizations inemergencies to achieve the mandate of the Examination Department of Sri Lanka.5. Potential Scenarios5.1 COVID-19Health Guidelines issued by the Ministry of Health to be strictly adhered by students, officials andsupporting staff for early detection of infected persons.5.2 Adverse Weather ConditionsMonth of October and November, being the second inter-monsoon season could have unexpectedintense rainfall. Selection and establishing of examination centers should be safe from potentialflood and landslide zones demarcated by National Building Research Organization (NBRO), IrrigationDepartment (ID) and DMC. Lightening is a potential threat.3

5.3 COVID-19 DetectionThe detection of COVID-19 patient/s or the tracing of such person/s having visited the examination/coordinating centres can cause immediate disruption to the conduct of examinations. Each centreshould have contingency plans to isolate and continue functions in pre-identified alternativelocations.5.4 Animal AttacksAnimal encounters remain a considerable cause of human harm in certain areas. Stings from bees,wasps and hornets can be lethal. Routes will need to be secure of animal encounters and bee/wasp nests. Further, the areas identified with Human-Elephant Conflict (HEC) too need considerableattention in planning and contingencies. Access to such examination/coordinating centres bycandidates and officials with alternative routes need to be identified.Immediate Action in the Event of an InterruptionHOT LINE –1911Department of Examinations (DoE)The DoE has established a 24 hour Examination Emergency Coordinating Office for the period 11th Octoberto 6th November 2020 with direct access through the hotline – 1911. In the event of any interruptions tocontinue with the examinations due to hazards/disasters, the DoE will direct the 38 Educational Divisionalheads to allow affected candidates to overcome disruption through a special directive to continue theexamination from the nearest centre.Contact numbers of Educational Divisional Heads is attached.6. Operational Guidelines for Examination Emergencies in Situations of DisastersSafety and security of school and private candidates eligible to sit for GCE O/L and officials engaged inconducting the examinations will be of paramount importance in the event of potential disasters due tonatural hazards. 694,518 candidates, majority being school children will commute over 27 days between11th October to 6th November 2020. In addition, over 70,000 officials will be involved. Provision of publicand private transport and mobility contingencies in the event of disaster will require detailed planning. Theclimate patterns and past extreme weather conditions indicate possibilities of heavy rains leading to flooding,landslides and earth slips. High wind, storm surge, coastal erosion, lightening, severe thunder storms andindustrial hazards are possibilities. Tsunami, fire and explosions inclusive are potential threats.Road accidents and animal attacks (human elephant conflict etc) are on the increase, which are severe safetyconcerns of school children and officials.Preparation in providing early warning, reducing risks and responding speedily in the event of a calamitywould be a collective action by agencies involved in examination emergencies. The guidelines will supportsuch agencies to be proactive, prepare, coordinate and implement plans to achieve the specified objectives.6.1 Department of Examinations, Sri Lanka (DoE)Commissioner General of Examinations (CGoE) of the DoE will be Co-chair of NEEOps. He will sharehis operational plans with the other Co-Chair of DMC. Administrative activities will be managed bythe CGoE. Operational aspects related to disaster management will be coordinated by DMC. CGoEwill;a. Assign DoE representative as Operational Co-Chair of NEEOps.b. Share deployment of officials/candidates and assets related to the examination with NEEOps tofacilitate emergency response planning.c. Appoint DoE provincial and district representatives in respect of each district to coordinate with4

District Secretary and DMC in emergencies. The 38 divisional examination heads to be connectedwith DEECO.d. Ensure examination officials are briefed of contingency plans provided by NEEOps.e. Provide detailed briefing to invigilators and officials in examination centers of immediate actiondrill in the event of a disaster during the process of examinations.f.Direct Emergency Response Calls received by DoE Hotline 1911 to NEEOps.g. Make available contact list of essential focal points and link them with NEEOps and DEECO.6.2 Disaster Management Center (DMC)DMC will be responsible for the planning and execution of examination emergencies in liaison withDoE. It will function as Co-Chair of NEEOps. A coordination mechanism will be established to ensureessential and support organizations are prepared to implement contingency plans at national,provincial and district/divisional levels in the event of a disaster.a. Assign DMC representative as Operational Co-Chair of NEEOps. Director EOC to be assigned. EOCto be the central operations room for NEEOps.b. District offices of the DMC to be the District Examination Emergencies Coordinating Offices(DEECO) with Assistant Directors of DDMCU being the district based operational officers linkedto NEEOps.c. Implement National Examination Emergency Plan in liaison with other ministries, departmentsand organizations via NEEOps.d. Create safe access routes to and from, the examination and coordinating centers for candidatesand officials for in the event of emergencies.e. Transport providers both state and private to be made aware of the needs and contingencies.f.Provide early warning of impending disasters timely and efficiently.g. National Council for Disaster Management to be appraised of action plan in the event of anational examination emergency.6.3 Ministry of HealthEmergency health response plans in support of Examination Emergencies to be prepared andresources allocated based on the potential threat. National and sub-national key focal persons willbe linked with DMC and NEEOps to confirm readiness and activate contingency plans if required. TheDisaster Preparedness and Response Division (DPRD) of the Ministry of Health will be the focal unitlinking health and medical needs in examination emergencies with NEEOps and DEECO.Special attention will be required for the adherence of COVID-19 protocols during the period of theexaminations at examination and coordinating centres.a. A fulltime coordinating representative will be at NEEOps for the period stated.b. National emergency health response action plan will be shared with JEEOps.c. ‘Health Guidelines for Conducting the Examinations Amidst the COVID-19 Outbreak’ is to beshared with all responsible officials for serious adherence.d. SOP to be formulated and shared with relevant authorities in the event of the detection of avirus infected person. The health emergency protocol to be activated.e. List of contact details of national, provincial and district health coordinators to be submitted.f.Deployment of ambulances and required vehicles to be ensured.5

g. Sufficient health staff and medicinal stocks in hospitals to deal with emergencies in vulnerabledistricts to be confirmed.6.4 Ministry of Education (MoE)Ministry will be overall responsible for providing guidelines and directives to the examinationcandidates via the Department of Examinations. Adherence to COVID-19 protocols by all examinationcentres is mandatory with the provision of adequate health and hygiene supplies. The schools selectedas examination and coordinating centres to be least vulnerable to effects of hazards. Potential areasand centres vulnerable to extreme weather or hazardous conditions are to be brought to the noticeby relevant schools Principals to NEEOps and DEECO to mitigate such effects via prior planning.7. Guidelines for Implementing Ministries, Departments and Institutions.Response to election emergencies will be carried out by relevant ministries, departments and institutionsbased on the nature of the hazard.7.1 Ministry of Defence (MoD)MoD will be appraised by the DoE through the Ministry of Education with regard to troop deploymentin support of National Examination Emergencies caused by natural disasters. MoD will provideassistance to any such emergency response through the Office of the Chief of Defence Staff (OCDS).NEEOps will link with OCDS for tri-force deployment plans in election emergencies.7.2 Office of the Chief of Defence Staff (OCDS) and Tri ForcesCivil-military cooperation in humanitarian emergencies is vital. Military assets, its experience, rapidemployment and speedy access are immense advantage they possess in saving lives. Plans of OCDS,in preparing and responding to emergencies will support the conduct of examinations in the event ofextreme weather conditions or any other interruptions. NEEOps will liaise with OCDS in connectingDoE, DMC, national and provincial/district-based stakeholders. OCDS is requested to;a. Assign OCDS representative to liaise directly with NEEOps.b. Request from Commander of the Army, Navy and Air force to provide operational assistanceto JEEOps through respective Directors of Operation to execute examination emergencyresponses.c. Attach tri-forces (Army, Navy, Air Force) senior representatives to JEEOps to assess, coordinateand authorize resources for emergency response relevant to respective service organizations.d. Nominate tri-forces representatives for 25 District Election Emergencies Coordinating Offices.e. Provide examination emergency response plan/guidelines in respect of resource mobilization forelection emergencies.f.Link OCDS Operations room with NEEOps and DEECO.g. Disseminate weather forecast, early warning, potential mobilization and other related informationsent by NEEOps with relevant tri-service organizations.h. Collate and share contact details of key military coordinators at national and district levelsassigned for election emergencies.7.3 Sri Lanka Police and Special Task Force (STF)Sri Lanka Police with the support of STF require deploying on the directive of Inspector General ofPolice. In emergencies, Police is to link with the NEEOps and DEECO to manage any interruptions tothe examinations. Police HQ is requested to;6

a. Provide communication and deployment plan in examination emergencies.b. Assign focal officer/team for NEEOps.c. Link local police stations for information sharing with NEEOps at the national level and DEECO atthe provincial/district levels.d. Disseminate alerts and warning sent out by NEEOps to reach candidates and examinationofficials.e. Harness community support and assistance as first responders in response to a disaster.f. Share list of Police representatives to be linked with JEEOps and DEECO.7.4 National Examination Emergencies Operations Unit (NEEOps)NEEOps will be the operational arm to coordinate and implement examination emergencies. EOC,with the support of DMC will be the lead in planning and operationalizing examination emergencyprocedures in liaison with DoE representatives. It will take all necessary steps to counter any disasteror impending disaster in accordance with existing plans.DMC appointed Operational Co-chair for NEEOps will be the Director of Emergency operations Centre(EOC – DMC). Office and command center of NEEOps will be the EOC at DMC. District ExaminationEmergencies Coordinating Offices (DEECO) will be in the respective 25 district secretariats under theauspices of the District Secretary. NEEOps will;a. Direct and authorize Examination Emergency Action Plans of key disaster response stakeholdersand support organizations for implementation in the event of any emergencies interruptingexaminations.b. Ensure identified organizations are operational to implement emergency plans at any given timeduring the period 9th October to 7th November 2020.c. Share district/divisional hazard maps for extensive circulation among officials and districtadministrators involved in the conduct of examinations. Take measures to ident

Department of Examinations, Sri Lanka National Evaluation and Testing Services National Examination Emergencies Operation Unit NEEOps MINISTRY OF DEFENCE Disaster Mana gement Center YS% ,xld úNd. fomd¾;fïka; j cd;sl we.hsï yd mßlaIK fiajdj Department of Examinations, S

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