| 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, 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 15 June 2006.
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| 2. |
The final timetable for the Senior Certificate examination and ABET Grade 12 examinations of October/November 2006 will be forwarded to schools shortly.
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| 3. |
Please take the following important aspects into consideration:
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| 3.1 |
The circuit manager must conduct a personal interview with the person nominated as chief invigilator.
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| 3.2 |
The circuit manager must be sure of nominees’ reading, writing, hearing and visual capabilities, as well as state of health.
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| 3.3 |
The circuit manager must ascertain that the nominees are also prepared to act as chief invigilator for the March 2007 Senior Certificate Supplementary Examination should their services be required.
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| 3.4 |
It must, however, be clearly emphasised to each chief invigilator that if he/she commits themselves to acting as chief invigilator for March 2007, they must abide by that decision.
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| 3.5 |
Applicants or nominees who have applied for a full-time employment elsewhere, should, preferably, not be considered for appointment.
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| 3.6 |
The chief invigilator must be informed that he or she is compelled to attend training sessions for invigilators. Chief Invigilators living within a radius of 75 km of the school or centre where the training will take place, will, for the purpose of training, be paid for 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.
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| 3.7 |
The chief invigilator must assist the principal in checking all consignments of question papers received. He or she will be paid for only one additional session for this task, irrespective of the number of consignments or the distance travelled to be present at the receiving and checking of question papers.
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| 3.8 |
The chief invigilator must also assist the principal with the keeping of a register that must be signed by the principal, subject head and chief invigilator for the removal of question papers from the safe.
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| 3.9 |
Where principals agreed during 2005 to invigilators’ fees being deposited in the school’s bank account, the same procedure will be followed in 2006.
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| 4. |
NOMINATION OF CHIEF INVIGILATORS
Addendum B (Nomination of Chief Invigilators) must be completed and signed by the principal or centre manager and a copy must immediately be handed to the person nominated as chief invigilator. This nomination letter contains very important instructions. During the interview with the nominated chief invigilator, the circuit manager, after he has satisfied himself that the person nominated is a suitable person capable of performing the required duties, must hand Addendum C to the nominee for completion thereof, after which the form must also be signed by the circuit manager.
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| 5. |
NOMINATION OF ASSISTANT INVIGILATORS
The principal or centre manager must declare the nominee(s) suitable to perform the duties of assistant invigilator(s), whereafter the circuit manager indicates whether the appointment of the nominee(s) will be acceptable. Addendum D should then be completed and signed by the assistant invigilator(s).
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| 6. |
After completion, Addendums A, B, C, D and E must immediately be submitted by the circuit manager, to reach the Directorate: Examinations by not later than 15 June 2006. (FOR ATTENTION: MS. V.D. DU PLESSIS/MRS. P.M. LIGUMA)
N.B. Circuit Managers must please ensure that all the forms are send to the Department together and not separately as this cause unnecessary delays with the appointment process.
N.B. No person whose appointment has not been approved by the circuit manager may perform 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 or 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).
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| 7. |
Under normal circumstances no person should be considered for appointment as chief or assistant invigilator if he or she is
| (a) |
under 25 years of age;
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| (b) |
a relative of a learner writing the examination or a teacher teaching at the school or a teacher preparing learners for the examination;
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| (c) |
engaged in any capacity on the school staff or in the hostel where learners of a particular school reside; and
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| (d) |
the wife/husband or next of kin of the chief invigilator.
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| 8. |
Chief Invigilators must have reached an academic qualification of at least Matric and assistant invigilators of at least Standard 8. If not, a justification for the nomination must be submitted.
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| 9. |
If there are more than 30 learners at an examination 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, provided that all rooms are used to full capacity before an extra room is used. 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 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 used simultaneously, the chief invigilator will not perform normal duties of invigilation.
EXAMPLE:
| NUMBER OF LEARNERS | NUMBER OF CHIEF INVIGILATORS | NUMBER OF ASSISTANT INVIGILATORS |
| 2 | 1 | 1 |
| 30 | 1 | 1 |
| 31 | 1 | 2 |
THE DIRECTORATE: EXAMINATIONS MUST BE NOTIFIED SHOULD ADDITIONAL INVIGILATORS BE USED. (SEE TABLE)
N.B. OWING TO THE SPECIAL NEEDS OF LSEN LEARNERS, PARAGRAPHS 7 AND 8 WILL BE WAIVED ON RECEIPT OF WRITTEN SUBMISSIONS IN WHICH THE RELEVANT NEEDS ARE CLEARLY SPECIFIED.
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| 10. |
Where all the learners are female, the chief invigilator and assistant invigilators 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 must be a male.
Invigilators are appointed on the distinct understanding that during the hours of the examination he or she will give his or her full attention to invigilation and that pastimes, of whatever type (e.g. reading, writing, knitting) are not allowed while he or she is invigilating an examination.
INVIGILATORS MAY UNDER NO CIRCUMSTANCES LEAVE THE ROOM DURING THE COURSE OF AN EXAMINATION OR LEAVE THE LEARNERS WITHOUT SUPERVISION.
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The Department will appoint and remunerate invigilators in accordance with the Departmental rules. Independent schools and colleges are responsible for the remuneration of their own invigilators. Although the invigilators are not paid by the Department, principals of independent schools, heads of colleges and prisons must note that it is compulsory to complete the acceptance forms (Addendums C and D) and to return it to the Department.
| 11(a) |
Chief invigilators of independent schools and colleges must hand their claim forms for invigilation performed to the principal or centre manager, who will 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, then the Department must be informed in writing.
| (b) |
Administrative personnel and teachers who receive a salary from the Department and who also act as invigilators, will not be remunerated by the Department for the invigilation duties performed. The present rate for invigilation is R85,10 per session for a chief invigilator and R56,75 per session for an assistant invigilator. (Tariffs are subject to change)
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| (c) |
UNDER NO CIRCUMSTANCES WILL TRAVELLING EXPENSES BE PAID TO INVIGILATORS. (Principals and centre managers must therefore appoint invigilators who are part of the immediate community served by the school or 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 PAID FOR SERVICES PERFORMED. THEREFORE, THE SUBMISSION OF A TAX DEDUCTION DIRECTIVE FOR EMPLOYEES (IRP3) 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 invigilation.
EXAMPLE:
| | Number of
Sessions | Tariff | Gross | Tax | Net Amount |
| Chief Invigilator | 12 | R 76.60 | R919.20 | R229.80 | R689.40 |
| Assistant Invigilator | 12 | R 51.05 | R612.60 | R153.15 | R459.45 |
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| (d) |
In order to expedite the payment of invigilators’ claims, it is necessary that each chief and assistant invigilator writes his or her identity number on the acceptance form and attach a copy of his or her identity document and marriage certificate (if applicable).
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| (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.
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| 12. |
ACCOMMODATION
At least one month before commencement of the examination, the chief invigilator, in consultation with the principal or centre manager, must establish whether suitable and adequate accommodation is available for all the learners entered for the examination.
Learners 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 for the following spacing of desks or tables at which learners will sit:
A space of 150 cm on both sides of each desk or table
A space 120 cm in front of and behind each desk or table
The circuit manager should pay visits to the examination centres in his or her circuit in order to determine whether this instruction is being followed
IT IS THE DUTY OF EACH CHIEF INVIGILATOR TO SATISFY HIMSELF/HERSELF OF THE SUITABILITY OF THE ACCOMMODATION BEFORE COMMENCEMENT OF THE EXAMINATION.
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| 13. |
Principals and 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 examination sessions.
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| 14. |
Circuit managers are responsible for appointing all invigilators at a particular school or centre, i.e for full-time, ABET Grade 12 and private learners (where applicable).
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| 15. |
A COPY OF THIS EXAMINATION MINUTE MUST BE HANDED TO THE CHIEF INVIGILATOR AS WELL AS TO EACH ASSISTANT INVIGILATOR. |
SIGNED: A.P. CLAUSEN
HEAD: EDUCATION
DATE: 2006:05:19
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