1. Centre managers of adult learning centres are kindly requested to enter, on the attached yellow form (Addendum A), the names and addresses of suitable persons willing to act as chief invigilators and assistant invigilators for the above-mentioned October 2006 assessment. The completed form must be submitted to circuit managers for approval by 31 August 2006. The final list of names must reach the Western Cape Education Department (WCED) by Thursday, 7 September 2006.
2. The timetable for the October 2006 Abet Level 4 Assessment will be sent to adult learning centres (ALCs) shortly.
3. Circuit managers are requested to establish the bona fides of each nominee, especially as regards the nominee’s reading, writing and visual abilities, and his or her state of health. It is, therefore, expected of the circuit manager to conduct a personal interview with each person nominated as a chief invigilator. Nominees who have applied for a full-time position elsewhere, should, preferably, not be considered for these appointments.
4. Owing to the implementation of new laws regarding the cashing of cheques, it has become necessary for nominees to have bank accounts as invigilators' fees will be deposited electronically into their bank accounts.
5. NOMINATION OF CHIEF INVIGILATORS

Addendum B (green form – Nomination of Chief Invigilators) must be completed and signed by the centre manager and a copy must immediately be handed to the person nominated as chief invigilator. This letter of nomination to chief invigilators contains very important instructions.

During the interview with the chief invigilator, the circuit manager, after he or she is satisfied that the nominated chief invigilator is capable of performing the required duties, must hand Addendum C (pink form) to the nominee for his or her completion. The completed form must also be signed by the circuit manager.

6. NOMINATION OF ASSISTANT INVIGILATORS

The centre manager must declare each nominee suitable to perform the duties of assistant invigilator, whereafter the circuit manager indicates whether the appointment of each nominee is acceptable. Addendum D (blue form) must then be completed and signed by each approved assistant invigilator.

7. After completion, Addendums A, B, C, D and E must immediately be submitted by the circuit manager to the Directorate: Examinations by Thursday, 7 September 2006 (For attention: Mr C Slee, Room 417, WCED Head Office).
8. It is important to note that no person whose appointment has not been approved by the relevant circuit manager may perform the duties of an invigilator. Furthermore, 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 must be made by the centre manager, in consultation with the circuit manager. The WCED must then be informed accordingly.
9. Under normal circumstances, no person may be considered for appointment as chief or assistant invigilator if he or she is
(a) under 25 years of age,

(b) a relative of a learner being assessed or of a facilitator preparing learners for the assessment,

(c) engaged in any capacity on the staff of a particular ALC, or

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

Chief invigilators must have an academic qualification of at least Grade 12 and assistant invigilators at least Grade 10. If not, then a written justification for that nomination must be submitted.

10. If there are more than 30 candidates at a session, the WCED is prepared to appoint one assistant invigilator for each additional 30 candidates or part thereof for such a session, or one assistant invigilator for each room in which the candidates are accommodated. 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 assessment room for urgent and acceptable reasons. Where theory and practical assessments take place during the same session, the services of an assistant invigilator should be used. When the services of two or more assistant invigilators are required for sessions where two or more rooms are used simultaneously, the chief invigilator will not perform normal invigilation duties.

EXAMPLE:

Addendum A (yellow form)


NUMBER OF CANDIDATESNUMBER OF CHIEF INVIGILATORSNUMBER OF ASSISTANT INVIGILATORS
211
3011
3112

11. Where all the candidates are of the same gender, both the chief invigilator and assistant invigilator must be of the same gender as the candidates. Where the candidates include both males and females, then at least one of the assistant invigilators must be a person who is not of the same gender as the chief invigilator.

The invigilator is appointed on the express understanding that, during the hours of the assessment, he or she will give full attention to invigilation and abstain from reading, writing, knitting or involving him- or herself in any work or activity that will hamper the efficient execution of his or her duties as invigilator. The invigilator may not, under any circumstances, leave candidates unsupervised in the assessment room.

12. REMUNERATION
12.1 The WCED will appoint and remunerate invigilators in accordance with the stipulated Departmental rules. Personnel at prisons who act as invigilators for the ABET Level 4 Assessments do not receive additional remuneration. If invigilators at prisons are not permanently in the service of the prisons, the WCED must be informed in writing.
12.2 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, however, subject to change.
12.3 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 performs invigilator’s duties during the same session for both ABET Level 4 and Senior Certificate examinations, he or she may claim for only one session.

N.B. The regulations pertaining to the payment of employees’ tax (IRP 10) determine that all salaries of persons in part-time employment are subject to a tax deduction of 25%. The WCED will, therefore, effect a tax deduction of 25% from each invigilator’s remuneration. Thus, the submission of a tax deduction directive for employees (IRP 3) no longer applies. Invigilators who qualify for exemption or partial exemption from the payment of employees’ tax must, after receipt of their IRP5 certificate (particulars of payment for income tax deduction) from the WCED, submit it to their applicable SA Revenue Services office, together with the prescribed I 2 .S Form

12.4 Heads of prisons are kindly requested to note that the completion of the acceptance forms (Addendums C and D) is compulsory and that they must be returned to the WCED.
12.5 In order to expedite the payment of invigilators’ claims, it is necessary that each chief and assistant invigilator write his or her identity number on the acceptance form and attach a copy of his or her ID document. Addendum E must be completed by each nominee. It must be emphasized, once again, that is imperative that all chief and assistant invigilators have bank accounts to facilitate payment. No cheques will be issued.
13. ACCOMMODATION

At least one month before commencement of the assessments, the chief invigilator, in consultation with the centre manager, must establish whether suitable and adequate accommodation is available for all the candidates entered for the assessments. Candidates must be seated with adequate space between them in order to avoid any possibility of irregular behaviour. Within the hall and/or classrooms used, there must be a space of 150 cm on both sides of and 120 cm in front of and behind each desk or table at which a candidate is seated. The circuit manager must pay visits to the assessment centres in his or her circuit in order to ensure that this instruction is carried out. It is also the duty of each chief invigilator to satisfy himself or herself of the suitability of the accommodation before commencement of the assessment.

14. Centre managers are requested to ensure, in consultation with the circuit manager, that satisfactory arrangements are made so that the learners are not disturbed during the assessment sessions.
15. Circuit managers are solely responsible for the appointment of invigilators for ALCs.
16. 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: 2006:08:04

Addedum A  (size: 6 KB)
Addedum B  (size: 6 KB)
Addedum C  (size: 6 KB)
Addedum D  (size: 9 KB)
Addedum E  (size: 6 KB)