WCED Minute

Centre 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 which must be submitted to the Circuit Managers before 10 September 2004 for approval. The final list of names must reach the Department before or on Thursday, 23 September 2004.

2.	The timetable for the Abet Level 4 assessment of October 2004 will be forwarded to ALC’s shortly.

The Circuit Manager must be sure of the bona fides of nominees especially in respect of their reading, writing and visual capabilities and state of health. It is therefore expected of the Circuit Manager to conduct a personal interview with the person nominated as chief invigilator. Applicants/nominees who applied for a full-time position elsewhere, should preferably not be considered for appointment. Due to the implementation of new laws regarding the cashing of cheques, it has become necessary that nominees have bank accounts as invigilators' monies will automatically be deposited into their bank accounts.

NOMINATION OF CHIEF INVIGILATORS

Addendum B (Nomination of Chief Invigilators) must be completed and signed by the centre manager and a copy must immediately be handed over to the person nominated as chief invigilator. This nomination letter for chief invigilators contains very important instructions. During his 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 to him/her for the completion thereof after which the form must also be signed by the Circuit Manager.

NOMINATION OF ASSISTANT INVIGILATORS

The 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 should then be completed and signed by the assistant invigilator(s).

After completion, Addendums A, B, C, D and E must immediately be submitted by the Circuit Manager, to reach the Directorate: Examinations not later than Thursday, 23 September 2004 (FOR ATTENTION: MR. L. VAN GENSEN/C. SLEE, ROOM 417).

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 assessment, the appointment of a substitute should be made by the centre manager in consultation with the Circuit Manager. The Department must be informed accordingly.

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 learner being assessed or a facilitator preparing learners for the assessment;

(c)	engaged in any capacity on the staff of a particular ALC; and

(d)	the wife or husband or next of kin of the chief invigilator.

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.

If there are more than 30 learners at a session, the Department is prepared to appoint one assistant invigilator for each additional 30 learners or part thereof for such session, or one assistant invigilator for each room in which the learners are accommodated. At sessions where there are only a small number of learners (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 learner who has been permitted to leave the assessment room on account of an urgent necessity. Where practical and theory assessments 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 LEARNERS	NUMBER OF CHIEF INVIGILATORS	NUMBER OF ASSISTANT INVIGILATORS
2 30 31	1 1 1	1 1 2

Where all the learners are female, the chief invigilator and assistant invigilator must be female. Where the learners 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 assessment 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 assessment. THE INVIGILATOR MAY UNDER NO CIRCUMSTANCES WHATSOEVER, LEAVE THE ROOM DURING THE COURSE OF AN ASSESSMENT AND LEAVE THE LEARNERS WITHOUT SUPERVISION.

10(a)

The Department will appoint and remunerate invigilators in accordance with the stipulated departmental rules. Personnel at prisons who act as invigilators for the Abet Level 4 assessment do not receive additional remuneration. If invigilators are not in service of the prisons the Department must be informed in writing.

10(b)

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)

10(c)

UNDER NO CIRCUMSTANCES WILL TRAVELLING EXPENSES BE PAID TO INVIGILATORS. (Centre managers must therefore appoint invigilators who are part of the immediate community served by the centre). When a person perform invigilator's duties during the same session for both ABET Level 4 and Senior Certificate, he or she may claim once only for the session.

N.B. THE REGULATIONS (IRP 10) 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 IRP 5 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.

10(d)

Heads of Prisons must please note that it is compulsory to complete the acceptance forms (Addendums C and D) and to return it to the Department.

10(e)

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). It is furthermore imperative that both chief and assistant invigilators must have bank accounts to facilitate the payment. No cheques will be issued. Addendum E must be completed by the nominees.

11.

ACCOMMODATION

At least one month before commencement of the assessment, the chief invigilator in consultation with the centre manager must establish whether suitable and adequate accommodation is available for all the learners entered for the assessment. Learners must be seated with adequate space between them in order to rule out any possibility of irregular behaviour. The 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 learner is to be seated. (The Circuit Manager should pay visits to the assessment 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 ASSESSMENT.

12.	Centre managers are requested to ensure, in consultation with the Circuit Manager that satisfactory arrangements are made so that the learners will not be disturbed during the assessment sessions.

13.	Circuit Managers are soley responsible for the appointment of invigilators for ALC’s.

14.	THE CONTENTS OF THIS EXAMINATION MINUTE MUST BE BROUGHT TO THE ATTENTION OF THE CHIEF INVIGILATOR WHO MUST IN TURN BRING IT TO THE NOTICE OF THE ASSISTANT INVIGILATORS.

SIGNED: A.P. CLAUSEN
HEAD: EDUCATION
DATE: 2004:08:31

Annexure A (size: 5 KB)
Annexure B (size: 6 KB)
Annexure C (size: 6 KB)
Annexure D (size: 8 KB)
Annexure E (size: 5 KB)