2019 Guidelines and Regulations On Candidate Registration-4 PDF

EXAMINATIONS COUNCIL OF ZAMBIA
2019
GUIDELINES
A ND
REGULATIONS
ON CANDIDATE
REGISTRATION
TABLE OF CONTENTS
1.0. 2019 GRADE 7 CANDIDATE REGISTRATION……………………………… …… 4

1.1. REGISTRATION………………………………………………………………. 4
1.2. ELIGIBILITY…………………………………………………………….......... 4
1.3. ENTRIES…………………………………………………………………......... 4
1.4. PROCEDURE FOR REGISTRATION OF CANDIDATES…………………. 4
1.5. PERIOD FOR REGISTRATION……………………………………………… 5
1.6. SUBMISSION OF CANDIDATE REGISTRATION REPORTS……………. 5
2.0. 2019 GRADE 9 INTERNAL CANDIDATE REGISTRATION… 6
2.1. REGISTRATION……………………………………………………………….. 6
2.2. ELIGIBILITY……………………………………………………………… 6
2.3. ENTRIES………………………………………………………………………… 6
2.4. PROCEDURE FOR REGISTRATION OF CANDIDATES…………………… 6
2.5. PERIOD FOR REGISTRATION……………………………………………….. 7
2.6. SUBMISSION OF ENTRIES…………………………………………………… 7
3.0. 2019 GRADE 9 EXTERNAL CANDIDATE REGISTRATION… 7
3.1. REGISTRATION……………………………………………………………….. 7
3.2. ELIGIBILITY……………………………………………………………… 8
3.3. PROCEDURE FOR REGISTRATION OF CANDIDATES…………………… 8
3.4. PERIOD FOR REGISTRATION……………………………………………….. 8
3.5. SUBMISSION OF ENTRIES…………………………………………………… 8
4.0. 2019 SCHOOL CERTIFICATE CANDIDATE REGISTRATION……… 9
4.1. REGISTRATION……………………………………………………………….. 9
4.2. ELIGIBILITY…………………………………………………………………… 9
4.3. ENTRIES……………………………………………………………………….. 9
5.0. 2019 GENERAL CERTIFICATE OF EDUCATION (GCE) CANDIDATE
REGISTRATION…………………………….. 11
5.1. REGISTRATION……………………………………………………………….. 11
5.2. ELIGIBILITY…………………………………………………………………… 11
5.3. ENTRIES……………………………………………………………………….. 11
Page 2
6.0. 2019 EXAMINATIONS SCALE OF FEES……………………………………….… 12

7.0. 2019 SCHOOL AND TEACHER EDUCATION CENTRE REGISTRATION
AND RENEWAL FEES……………………………………………………………… 13
8.0. GUIDELINES FOR REGISTRATION OF CANDIDATES……………………… 14
8.1. PRE-REGISTRATION ACTIVITY………………………………………… 14

8.2. DATA CAPTURE………………………………………………. 14
Page 3
1.0. 2019 GRADE 7 CANDIDATE REGISTRATION
1.1. REGISTRATION
1.1.1 Registration of the Grade 7 candidates for the 2019 Examination will be
done through the Online Candidate Registration System (OCRS). This is
a system that has been designed to allow for the registration of
candidates at the school and district levels.
1.1.2 An intending candidate becomes a bonafide candidate only after he/she

has been correctly entered by the Head of a registered Examination
Centre and confirmed by the Examinations Council of Zambia through
the final register.
1.2. ELIGIBILITY
Candidates entering for the Grade 7 Examination must have completed seven
years of Primary Education as per requirements of the Zambian Curriculum.
1.3. ENTRIES
1.3.1. All pupils on the school register in Grade 6 must be entered for the
examination even if they are on suspension, are sick in hospital or even
away from school for whatever reason.
1.3.2. Transferred Grade 6 pupils must be entered for the examination by the
school where they were transferred to.
1.4. PROCEDURE FOR REGISTRATION OF CANDIDATES
1.4.1. The Head teachers/Centre Coordinators are advised to strictly follow the
guidelines for the registration of candidates enclosed herewith and in the
OCRS Manual.
1.4.2. The Provincial Education Officers and District Education Board

Secretaries should ensure that checklists are used to verify that all
registered examination centres have presented candidates on the printed
and signed Provisional Candidate registers from the schools/centres.
1.4.3. Only provisional candidate registers printed after verification and signed
by the candidates should be submitted to the Examinations Council of
Zambia together with Special Educational Needs Reports and Centre
subject totals for each centre.
1.4.4. Verification of data is one quality control measure which ensures that all
candidates have been registered. You are therefore urged not to skip any
of the verification processes as outlined in the manual.
Page 4
1.5. PERIOD FOR REGISTRATION
1.5.1. The commencement date for registration of candidates in

Schools/Centres for the 2019 Examination is Monday, 1st October,
2018.
1.5.2. The closing date for registering candidates in Schools/Centres for the
2019 Examination is Monday, 31st December, 2018.
1.5.3. There will be no extension to the closing date for receipt of entries as the
date for procurement of examination questions papers cannot be
changed.
1.6. SUBMISSION OF CANDIDATE REGISTRATION REPORTS
1.6.1. Heads of Schools/Centres shall deliver Candidate Registration Reports

to the District Education Board Secretary by Friday, 18th January, 2019.
1.6.2. The District Education Board Secretary will deliver the Candidate
Registration Reports to the Provincial Education Officer by Friday 25th
January, 2019.
1.6.3. The Provincial Education Officer will deliver Candidate Registration

Reports and accompanying documents to the Examinations Council of
Zambia from Monday, 28th January, 2019 to Friday, 1st February,
2019.
Page 5
2.0. 2019 GRADE 9 INTERNAL CANDIDATE REGISTRATION
2.1. REGISTRATION
2.1.1. Registration of the Grade 9 candidates for the 2019 Examination will be
done through the Online Candidate Registration System (OCRS). This is a
system that has been designed to allow for the registration of candidates at
the school and district levels.
2.1.2. An intending candidate becomes a bonafide candidate only after he/she

has been correctly entered by the Head teacher of a registered Examination
Centre and confirmed by the Examinations Council of Zamia
through the final Attendance Register.
2.2. ELIGIBILITY
2.2.1. Candidates entering for the Grade 9 Examination must have completed
Two (2) years of Junior Secondary Education as per requirements of the
Zambian Curriculum.
2.2.2. Candidates entering for the Grade 9 Internal examination must be in

possession of a Grade 7 Certificate and a valid Grade 7 examination
number
2.3. ENTRIES
2.3.1. All pupils on the school register in Grade 8 must be entered for the
examination even if they are on suspension, are sick in hospital or even
away from school for whatever reason.
2.3.2. Transferred Grade 8 pupils must be entered for the examination by the
school where they were transferred to.
guidelines for the registration of candidates enclosed herewith.

registered examination centres have presented candidates on the
printed and signed Provisional Candidate registers from the schools/centres.
Zambia together with Special Educational Need Reports and centre subject
totals for each centre.
Page 6
candidates have been registered. You are therefore urged not to skip any of
the verification processes.

Schools/Centres for the 2019 Examinations is Monday, 1st October, 2018.
2019 Examination is Monday, 31st December, 2018.
date for procurement of examination questions papers cannot be changed.
2.6. SUBMISSION OF ENTRIES

to the District Education Board Secretary by Friday, 18th January, 2019.
Registration Reports to the Provincial Education Officer by Friday, 25th
January, 2019.

Zambia from Monday, 28th January, 2019 to Friday, 1st February, 2019.
3.0. 2019 GRADE 9 EXTERNAL CANDIDATE REGISTRATION

3.1. REGISTRATION
3.1.1. Registration of the Grade 9 External candidates for the 2019

Examination will be done through the Online Candidate Registration System
(OCRS). This is a system that has been designed to allow for the
registration of candidates at the school and district levels.

Centre and confirmed by the Examinations Council of Zamia through the
final Attendance register.
Page 7
3.2. ELIGIBILITY
3.2.1. Learners who did not make a Grade 9 Certificate at their first or
subsequent examination sittings and wish to improve and obtain a Grade 9
Certificate.
3.2.2. Learners taking instruction through Open and Distance Learning or any
other form of instruction to prepare for the examination.
guidelines for the registration of candidates enclosed herewith.

registered examination centres have presented candidates on the printed
and signed Provisional Candidate registers from the schools/centres.
Zambia together with Special Educational Need Reports and centre subject
totals for each centre.
candidates have been registered. You are therefore urged not to skip any of
the verification processes.

Schools/Centres for the 2019 Examinations is Monday, 1st October, 2018.
2019 Examination is Thursday, 31st January, 2019.
3.5. SUBMISSION OF ENTRIES

to the District Education Board Secretary by Friday, 8th February, 2019.
February, 2019.

Page 8
Zambia from Wednesday, 20th February, 2019 to Wednesday, 27th
February, 2019.
4.0. 2019 SCHOOL CERTIFICATE CANDIDATE REGISTRATION

4.1. REGISTRATION
4.1.1. Registration of the Grade 12 Internal and GCE candidates for the year
2019 Examination will be done through the Online Candidate Registration
System (OCRS). This is a system that has been designed to allow for the
registration of candidates at the school level.

Centre and confirmed by the Examinations Council of Zambia through the final
attendance register.
4.2. ELIGIBILITY
4.2.1. Candidates entering for the School Certificate Examination must be in

possession of a Grade 9 Certificate, valid examination number and must have
completed three (3) years of Senior Secondary Education as per requirements
of the Zambian curriculum.
4.2.2. Transferred School Certificate pupils must be entered for the examination
by the school where they were transferred to.
4.3. ENTRIES
All pupils on the school register in Grade 11 who have paid examination fees
must be entered for the examination even if they are on suspension, are sick in
hospital or even away from school for whatever reason.
guidelines for the registration of candidates enclosed herewith and in the OCRS
Manual.

Secretaries should ensure that checklists are used to verify that all registered
examination centres have presented candidates on the printed and signed
Provisional Candidate registers from the schools/centres.
Page 9
by the candidates should be submitted to the Examinations Council of Zambia
together with Special Educational Needs Reports, Centre subject totals and
Payment Reports for each Centre.
candidates have been registered. You are therefore urged not to skip any of the
verification processes.

Schools/Centres for the year 2019 Examination is Monday, 1st October,
2018.
year 2019 Examination is Monday, 31st December, 2018.
date for procurement of examination questions papers cannot be
changed.
4.6.1. Heads of Schools/Centres shall deliver the Candidate Registration

Reports to the District Education Board Secretary by Friday, 18th January,
2019.
January, 2019.
4.6.3. The Provincial Education Officer will deliver the Candidate Registration
Zambia from Monday, 28th January, 2019 to Friday, 1st February, 2019.
Page 10
5.0. 2019 GENERAL CERTIFICATE OFEDUCATION (GCE)
CANDIDATE REGISTRATION
5.1. REGISTRATION
5.1.1. Registration of the GCE candidates for the year 2019 Examination will be
done through the Online Candidate Registration System (OCRS). This is a
system that has been designed to allow for the registration of candidates at
the school level.

Centre and confirmed by the Examinations Council of Zambia through the
final Attendance Register.
5.2. ELIGIBILITY
Candidates entering for the General Certificate of Education Examination must

be in possession of a valid National Registration Card (NRC) or valid passport.
5.3. ENTRIES
Only GCE candidates who have paid examination fees should be entered for
the examination.
guidelines for the registration of candidates enclosed herewith and in the
OCRS Manual.
5.4.2. The Provincial Education Officers and District Education Board Secretaries
should ensure that checklists are used to verify that all registered
examination centres have presented candidates on the printed and signed
Provisional Candidate registers from the schools/centres.
5.4.3. Only provisional candidate registers printed after verification and signed by
the candidates should be submitted to the Examinations Council of Zambia
together with Special Educational Needs Reports, Centre subject totals
and Payment Reports for each Centre.
candidates have been registered. You are therefore urged not to skip any
of the verification processes.
5.5.1. The commencement date for registration of candidates in Schools/Centres

for the year 2019 Examination is Monday, 1st October, 2018.
5.5.2. The closing date for registering candidates in Schools/Centres for the year
2019 Examination is Thursday, 31st January, 2019.
Page 11
5.6.1. Heads of Schools/Centres shall deliver the Candidate Registration Reports

to the District Education Board Secretary by Friday, 8th February, 2019.
Registration Reports to the Provincial Education Officer by Friday, 15th
February, 2019.
5.6.3. The Provincial Education Officer will deliver the Candidate Registration
Zambia from Wednesday, 20th February, 2019 to Wednesday, 27th
February, 2019.
6.0. 2019 EXAMINATIONS SCALE OF FEES
The Examinations Council of Zambia has announced Examination fees to be paid by

candidates for the year 2019 School and College Examinations.
The scale of examination fees payable by School/College Examinations candidates for

the year 2019 examinations is as follows:
S/N LEVEL AMOUNT

1 GRADE 9 INTERNAL
Administration fee K5.00 per candidate
2 GRADE 9 EXTERNAL
Entry fee K70.00 per candidate
Subject fee K75.00 per subject
3 GRADE 12 INTERNAL
4 GENERAL CERTIFICATE OF EDUCATION

(GCE)
5 TEACHER EDUCATION
The Heads/Principals of Schools/Colleges should ensure that only candidates who

have paid the required Examination fees in full are entered for the Examination. This
will therefore mean that the signed Provisional Registers, Special Educational Needs
Page 12
Reports, centre subject totals and Payment Reports for each centre which will be
delivered to the Examinations Council of Zambia will be accompanied by the following
documents:
i) yellow copies of receipts issued to candidates

ii) copy of the Revenue Cashbook
iii) copies of Banking slips
7.0. 2019 SCHOOL AND TEACHER EDUCATION CENTRE

REGISTRATION AND RENEWAL FEES FOR PRIVATE
INSTITUTIONS
The Examinations Council of Zambia has announced Centre Registration and Renewal
fees to be paid by Private Schools and all Colleges of Education for the year 2019.
The fees payable by Schools and Colleges of Education for the year 2019
examinations are as follows:
EXAMINATION CENTRE REGISTRATION

S/N LEVEL AMOUNT
1 GRADE 7 K3, 000.00
2 GRADE 9 K4, 000.00
3 GRADE 12 K6, 000.00
3 GCE K6, 500.00
5 TEACHER EDUCATION K12, 000.00
EXAMINATION CENTRE RENEWAL

S/N LEVEL AMOUNT
1 GRADE 7 K2, 400.00
2 GRADE 9 K3, 000.00
3 GRADE 12 K5, 000.00
3 GCE K5, 000.00
5 TEACHER EDUCATION K10, 000.00
Page 13
8.0. GUIDELINES FOR REGISTRATION OF CANDIDATES
8.1. PRE-REGISTRATION ACTIVITY

8.1.1. The Head teacher/Centre Coordinator should compile registration data to
be entered in by asking candidates to provide the following details:
a) Names which should be on the Certificate in full; and as they appear
on the Birth Certificate.
b) Date of Birth and gender as it appears on the Birth Certificate/Birth
Record;
c) Subjects to be written and paper options;
d) Candidate’s school of choice where applicable;
Note: Schools in (d) above should be approved Grade 9 Examination
Centres:
e) Valid Candidate Examination Number, (For Grade 12 Internal, as it
appears on Grade 9 Certificate or Statement of Results and for Grade
9 Internal, as it appears on Grade 7 Certificate or Statement of
Results)
f) Candidate National Registration Card Number for GCE candidates.
8.1.2. Once the above details have been compiled, the Head teacher should
ask the candidates to verify that the above information has been correctly
written before commencement of entering the data.
8.2. DATA CAPTURE

8.2.1. The Head teacher should ensure that all the candidates in the school
have provided the required and correct registration details.
8.2.2. The Accounting Officers should ensure that a list of candidates who have
paid examination fees (where applicable) is given to the Head teacher for
submission to the Data Entry Officer.
Page 14
8.2.3. Only candidates that have paid Examination Fees (where applicable)
should be registered for Examinations.
8.2.4. The Data Entry Officer must ensure that instructions provided in the
Online Candidate Registration System manual are followed when entering
the data. The most important points to note should include the following:
a) Grade 7
i) Examination numbers are automatically generated.
ii) All subjects are automatically allocated except for the Zambian Language
which the Data Entry Officer has to select from the seven options for the
candidates.
iii) A school shall select only One Zambian Language for all the candidates.
iv) The Data Entry Officer should select candidates’ school of choices from
a list of Grade 9 approved existing Examination Centres provided by the
Examinations Council of Zambia.
v) Candidates’ schools of choice are restricted to the Province. Choosing a

school outside the Province will result in a candidate appearing on a
Dummy Centre.
b) Grade 9 Internal Centres

i) Every candidate must supply a valid examination number as stated on
the Grade 7 Certificate or Statement of Results.
ii) All repeaters must be entered for the Grade 9 External Examination.
iii) All subjects must be selected.
iv) Candidates should register for a maximum of nine subjects.
Page 15
c) Grade 9 External Centres
i) Examination numbers will be automatically generated.
ii) All the subjects must be selected for the candidates;
iii) Candidates can enter for one or more subjects but a maximum of nine.
e) Grade 12 Internal Centres

i) Every candidate must supply a valid Examination Number as stated on
the Grade 9 Certificate/Statement of Results.
ii) All repeaters must be entered for the GCE Examination. The Grade 9
Examination number can only be used in one sitting.
iii) All subjects must be selected.
iv) Candidates registering for Art and Design must be entered for Papers 1,
2 and 3.
v) All candidates registering for Biology must be entered for Papers 1, 2

and 3. The Visually Impaired candidates must be entered for Papers 1,
2, and 6.
vi) Candidates taking Pure Sciences must register for 5054 Physics and
5070 - Chemistry while those taking Physical Science must register
for 5124 - Science.
f) General Certificate of Education Examination (GCE) Centres

i) Examination Numbers are automatically generated and are different from
year to year.
ii) All subjects must be selected.
iii) Candidates entering for Art and Design must select papers 1, 2 and 4.
Page 16
iv) Candidates should only be entered for subjects with a practical
component at centres that have facilities for conducting practicals.
g) Verification of Entries.
After the data have been entered, a Provisional Register should be
printed by the School for candidates to verify the details. Where there
are corrections to be made, these must be effected by the Examination
Centre before submitting to the Examinations Council of Zambia
NOTE: The candidates MUST sign on the provisional register to confirm

their registration details.
Page 17

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EXAMINATIONS COUNCIL OF ZAMBIA

1.0. 2019 GRADE 7 CANDIDATE REGISTRATION……………………………… …… 4

6.0. 2019 EXAMINATIONS SCALE OF FEES……………………………………….… 12

8.1. PRE-REGISTRATION ACTIVITY………………………………………… 14

1.1.2 An intending candidate becomes a bonafide candidate only after he/she

1.4. PROCEDURE FOR REGISTRATION OF CANDIDATES

1.4.2. The Provincial Education Officers and District Education Board

1.5.1. The commencement date for registration of candidates in

1.6. SUBMISSION OF CANDIDATE REGISTRATION REPORTS

1.6.1. Heads of Schools/Centres shall deliver Candidate Registration Reports

1.6.3. The Provincial Education Officer will deliver Candidate Registration

2.1.2. An intending candidate becomes a bonafide candidate only after he/she

2.2.2. Candidates entering for the Grade 9 Internal examination must be in

2.4. PROCEDURE FOR REGISTRATION OF CANDIDATES

2.4.2. The Provincial Education Officers and District Education Board

2.5. PERIOD FOR REGISTRATION

2.5.1. The commencement date for registration of candidates in

2.6. SUBMISSION OF ENTRIES

2.6.1. Heads of Schools/Centres shall deliver Candidate Registration Reports

2.6.3. The Provincial Education Officer will deliver Candidate Registration

3.0. 2019 GRADE 9 EXTERNAL CANDIDATE REGISTRATION

3.1.1. Registration of the Grade 9 External candidates for the 2019

3.1.2. An intending candidate becomes a bonafide candidate only after he/she

3.3. PROCEDURE FOR REGISTRATION OF CANDIDATES

3.3.2. The Provincial Education Officers and District Education Board

3.4. PERIOD FOR REGISTRATION

3.3.1. The commencement date for registration of candidates in

3.5. SUBMISSION OF ENTRIES

3.5.1. Heads of Schools/Centres shall deliver Candidate Registration Reports

3.5.3. The Provincial Education Officer will deliver Candidate Registration

4.0. 2019 SCHOOL CERTIFICATE CANDIDATE REGISTRATION

4.1.2. An intending candidate becomes a bonafide candidate only after he/she

4.2.1. Candidates entering for the School Certificate Examination must be in

4.4. PROCEDURE FOR REGISTRATION OF CANDIDATES

4.4.2. The Provincial Education Officers and District Education Board

4.5. PERIOD FOR REGISTRATION

4.5.1. The commencement date for registration of candidates in

4.6. SUBMISSION OF CANDIDATE REGISTRATION REPORTS

4.6.1. Heads of Schools/Centres shall deliver the Candidate Registration

5.1.2. An intending candidate becomes a bonafide candidate only after he/she

Candidates entering for the General Certificate of Education Examination must

5.4. PROCEDURE FOR REGISTRATION OF CANDIDATES

5.5. PERIOD FOR REGISTRATION

5.5.1. The commencement date for registration of candidates in Schools/Centres

5.6. SUBMISSION OF CANDIDATE REGISTRATION REPORTS

5.6.1. Heads of Schools/Centres shall deliver the Candidate Registration Reports

6.0. 2019 EXAMINATIONS SCALE OF FEES

The Examinations Council of Zambia has announced Examination fees to be paid by

The scale of examination fees payable by School/College Examinations candidates for

S/N LEVEL AMOUNT

4 GENERAL CERTIFICATE OF EDUCATION

The Heads/Principals of Schools/Colleges should ensure that only candidates who

i) yellow copies of receipts issued to candidates

7.0. 2019 SCHOOL AND TEACHER EDUCATION CENTRE

EXAMINATION CENTRE REGISTRATION

EXAMINATION CENTRE RENEWAL

8.1. PRE-REGISTRATION ACTIVITY

on the Birth Certificate.

b) Date of Birth and gender as it appears on the Birth Certificate/Birth

c) Subjects to be written and paper options;

d) Candidate’s school of choice where applicable;

Note: Schools in (d) above should be approved Grade 9 Examination

e) Valid Candidate Examination Number, (For Grade 12 Internal, as it