1. Principals of schools and managers of adult learning centres are kindly requested to enter the names and addresses of suitable persons who are willing to act as chief invigilators and assistant invigilators on Addendum A (please print on yellow paper) which must immediately be submitted to the Circuit Manager. The Circuit Manager must approve such appointments and submit the final list of names to the Department before/on 18 June 2004.

2. The final timetable for the Senior Certificate examination and ABET grade 12 of October/November 2004 will be forwarded to schools shortly.

3. Please take the following important aspects into consideration:
3.1 The Circuit Manager must conduct a personal interview with the person nominated as chief invigilator.
3.2 The Circuit Manager must be sure of the bona fides of nominees especially in respect of their reading, writing, hearing, visual capabilities and state of health.
3.3 He must ascertain that the nominees will be prepared to act as chief invigilator for the March 2005 Senior Certificate Supplementary Examination should his/her services be required.
3.4 It must, however, be clearly emphasised to each chief invigilator that if he/she commits himself/herself to act as chief invigilator for March 2005 he/she must abide by his/her decision.
3.5 Applicants/nominees who applied for a full-time position elsewhere, should preferably not be considered for appointment.
3.6 The Chief Invigilator must be informed that he/she is compelled to attend training sessions for invigilators. Chief Invigilators living within a radius of 75 km from the school/centre where the training will take place will for the purpose of training be paid one additional session. Chief invigilators living more than 75 km from such training session will be paid two additional sessions. Assistant invigilators are not paid for attending the training sessions.
3.7 The Chief Invigilator must assist the Principal in checking all consignments of question papers received. He/she will be payed only one addisional session irrespective of the number of consignments or the distance travelled for being present at the receiving and checking of question papers.
3.8 The Chief Invigilator must also assist the Principal with the keeping of a register that must be signed by the Principal, Subject Chief and Chief Invigilator for the removal of question papers from the safe.
3.9 Where principals agreed that invigilators’ monies be deposited into their schools’ bank accounts during 2003 the same procedure will be followed in 2004.

4. NOMINATION OF CHIEF INVIGILATORS

Addendum B (please print on green paper - Nomination of Chief Invigilators) must be completed and signed by the principal/centre manager and a copy must immediately be handed over to the person nominated as chief invigilator. This nomination letter contains very important instructions. During the interview with the chief invigilator the Circuit Manager, after he has satisfied himself that the chief invigilator is a suitable and capable person to perform the required duties, must hand Addendum C (please print on pink paper) to him/her for the completion thereof after which the form must also be signed by the Circuit Manager.

5. NOMINATION OF ASSISTANT INVIGILATORS

The principal/centre manager must declare the nominee(s) suitable to act in the capacity of assistant invigilator(s) whereafter the Circuit Manager indicates whether the appointment of the nominee(s) is acceptable. Addendum D (please print on blue paper) should then be completed and signed by the assistant invigilator(s).

6. After completion, Addendums A, B, C, D and E (only available in hard copy) must immediately be submitted by the Circuit Manager, to reach the Directorate: Examinations not later than 18 June 2004. (FOR ATTENTION: MR J.C. ALBERTYN)

N.B: No person whose appointment has not been approved by the Circuit Manager may perform the duties as invigilator. Invigilators may under no circumstances appoint substitutes for any part of their work. Should circumstances prevent a chief invigilator or assistant invigilator from supervising an examination, the appointment of a substitute should be made by the principal/centre manager in consultation with the Circuit Manager. The Department must immediately be informed accordingly. Substitutes at schools must also submit their banking details (Addendum E - only available in hard copy).

7. Under normal circumstances no person should be considered for appointment as chief/assistant invigilator if he/she is:
(a) under 25 years of age;
(b) a relative of a candidate writing the examination or a teacher teaching at the school or a teacher preparing candidates for the examination;
(c) engaged in any capacity on the staff or in the hostel where candidates of a particular school reside; and
(d) the wife or husband or next of kin of the chief invigilator.

8. Chief Invigilators must have reached an academic qualification of at least Grade 12 and Assistant Invigilators at least Grade 10. If not, a motivation must be submitted.

9. If there are more than 30 candidates at a session, the Department is prepared to appoint one assistant invigilator for each additional 30 candidates or part thereof for such session, or one assistant invigilator for each room in which the candidates are accommodated provided that all rooms are utilised to full capacity before an extra room is used. At sessions where there are only a small number of candidates (to a minimum of two) the services of one assistant invigilator will be necessary. In this instance the chief invigilator will not perform normal invigilation duties other than to relieve an assistant invigilator who has to accompany a candidate who has been permitted to leave the examination room on account of an urgent necessity. Where practical and theory examinations take place at the same session, the services of an assistant invigilator should be used. When the service of two or more assistant invigilators is required for sessions where two or more rooms are simultaneously in use the chief invigilator will not perform normal duties of invigilation.

Example:

Number of
Candidates		Number of Chief
Invigilators		Number of Assistant
Invigilators
211
3011
3112

THE DIRECTORATE: EXAMINATIONS MUST BE NOTIFIED SHOULD ADDITIONAL INVIGILATORS BE USED. (SEE TABLE)

N.B.: DUE TO THE SPECIAL NEEDS OF LSEN CANDIDATES, PARAGRAPHS 7 AND 8 WILL BE WAIVED ON RECEIPT OF WRITTEN SUBMISSIONS IN WHICH THE RELEVANT NEEDS ARE CLEARLY SPECIFIED.

10. Where all the candidates are female, the chief invigilator and assistant invigilators must be female. Where the candidates are both male and female, and the chief invigilator is a male, at least one of the assistant invigilators must be a female or if the chief invigilator is a female at least one of the assistant invigilators should be a male.

The invigilator is appointed on the distinct understanding that during the hours of the examination he/she will give his/her full attention to invigilation and that ancillary work of whatever type (viz. Reading, writing, knitting, etcetera) are not allowed while he/she is acting as invigilator at any examination.

THE INVIGILATOR MAY UNDER NO CIRCUMSTANCES LEAVE THE ROOM DURING THE COURSE OF AN EXAMINATION OR LEAVE THE CANDIDATES WITHOUT SUPERVISION.

11(a) The Department will appoint and remunerate invigilators in accordance with the stipulated departmental rules. Independent schools and colleges are responsible for the remuneration of their invigilators. Although their invigilators are not paid by the Department, principals of independent schools, heads of colleges and prisons must please note that it is compulsory to complete the acceptance forms (Addendums C and D) and to return it to the Department.

Chief invigilators of independent schools and colleges must hand their claim forms for invigilation to the principal/centre manager who arrange for their remuneration. Personnel at prisons who act as invigilators for the Senior Certificate Examination do not receive additional remuneration. If invigilators are not in service of the prisons the Department must be informed in writing.
11(b) Administrative personnel and teachers who receive a salary from the Department as well as act as invigilators, will not be remunerated by the Department for the invigilators’ work. The present rate for invigilation is R76,60 per session for a chief invigilator and R51,05 per session for an assistant invigilator. (Tariffs are subject to change)
11(c) UNDER NO CIRCUMSTANCES WILL TRAVELLING EXPENSES BE PAID TO INVIGILATORS. (Principals/centre managers must therefore appoint invigilators who are part of the immediate community served by the school/centre).

N.B.: THE REGULATIONS (IRP10) PERTAINING TO THE PAYMENT OF EMPLOYEES’ TAX DETERMINE THAT ALL SALARIES OF PERSONS IN PART-TIME EMPLOYMENT ARE SUBJECT TO A TAX DEDUCTION OF 25%. THE DEPARTMENT WILL CONSEQUENTLY EFFECT A TAX DEDUCTION OF 25% IN RESPECT OF ALL INVIGILATORS. THE SUBMISSION OF A TAX DEDUCTION DIRECTIVE FOR EMPLOYEES’ (IRP 3) THEREFORE NO LONGER APPLIES. INVIGILATORS WHO QUALIFY TO BE EXEMPTED OR PARTIALLY EXEMPTED FROM THE PAYMENT OF EMPLOYEES’ TAX MUST AFTER RECEIPT OF AN IRP5 CERTIFICATE (PARTICULARS OF PAYMENT FOR INCOME TAX DEDUCTION FROM THE DEPARTMENT) SUBMIT IT TO THEIR LOCAL RECEIVER OF REVENUE TOGETHER WITH THE PRESCRIBED FORM IT 12.S. IRP 5 certificates are normally posted to invigilators’ homes or postal addresses during May/June of the year following their invigilating.

Example:

Title Number of SessionsTariffGrossTaxNett Amount
Chief Invigilator12R76.60R919.20R229.80R689.40
Assistant Invigilator12R51.05R612.60R153.15R459.45
11(d) In order to expedite the payment of invigilators’ claims it is necessary that each chief and assistant invigilator write their identity numbers on the acceptance forms as well as to attach a copy of the ID document and marriage certificate (if applicable).
11(e) Addendum E must be completed only by the nominees of schools that will not be able to assist with the payment of their invigilators. The form must be completed and certified as correct and the bank account declared active by the bank concerned.

12. ACCOMMODATION

At least one month before commencement of the examination, the chief invigilator in consultation with the principal/centre manager must establish whether suitable and adequate accommodation is available for all the candidates entered for the examination. Candidates must be seated with adequate space between them in order to rule out any possibility of irregular behaviour. The school hall and/or as many classrooms as may be necessary must be used in order to allow a space of 150 cm on both sides and 120 cm in front and behind each desk or table at which a candidate is to be seated. (The Circuit Manager should pay visits to the examination centres in his circuit in order to determine whether this instruction is adhered to.)

IT IS THE DUTY OF EACH CHIEF INVIGILATOR TO SATISFY HIMSELF/HERSELF OF THE SUITABILITY OF THE ACCOMMODATION BEFORE COMMENCEMENT OF THE EXAMINATION.

13. Principals/centre managers are requested to ensure, in consultation with the Circuit Manager that satisfactory arrangements are made so that the candidates will not be disturbed during the examination sessions.

14. Circuit managers are responsible for appointing all invigilators at a particular school/centre i.e for full-time, ABET GRADE 12 as well as private candidates (where applicable).

15. COPY OF THIS EXAMINATION MINUTE MUST BE HANDED TO THE CHIEF INVIGILATOR AS WELL AS ALL THE ASSISTANT INVIGILATORS.


SIGNED: A.P. CLAUSEN
HEAD: EDUCATION
DATE: 2004:05:14

Annexure A  (size: 7 KB)
Annexure B  (size: 8 KB)
Annexure C  (size: 10 KB)
Annexure D  (size: 11 KB)