1. RECRUITMENT AND APPOINTMENT OF INVIGILATORS

Principals of schools and managers of adult learning centres are kindly requested to recruit suitable persons from the community as chief invigilators and assistant invigilators for the above-mentioned examinations.

Nominations for all invigilators must be made on Addendum A, which must be submitted as soon as possible to the circuit manager. The circuit manager must approve such appointments and submit the final list of names to the Department by 26 June 2008.

The list of nominations must be accompanied by a certified copy of the I.D and most recent academic record (at least Grade12 ) of each nominee.

When nominating chief invigilators, the following aspects must be taken into consideration:
1.1 The circuit manager must conduct a personal interview with the person nominated as chief invigilator.
1.2 The circuit manager must be sure of nominees' reading, writing, hearing and visual abilities, as well as state of health.
1.3 The circuit manager must ascertain whether persons nominated as chief invigilators are also prepared to act as chief invigilators for the March 2009 NSC Supplementary Examinations and the May/June 2009 Senior Certificate Examinations, should their services be required.
1.4 It must, however, be clearly emphasised to chief invigilators that, if they commit themselves to an appointment as chief invigilator for March 2009 and May/June 2009, they must abide by that decision.
1.5 Applicants or nominees who have applied for a full-time employment elsewhere, should, preferably, not be considered for appointment.

2. NOMINATION OF CHIEF INVIGILATORS
2.1 Addendum B (Nomination of Chief Invigilators) must be completed and signed by the principal or centre manager and a copy immediately handed to the person nominated as chief invigilator. This nomination letter contains very important instructions. A certified copy of the nominee's ID and his or her most recent academic record (at least Grade 12) must be attached to Addendum B.
2.2 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.

3. NOMINATION OF ASSISTANT INVIGILATORS

The principal or centre manager must declare that the nominee(s) is/are 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).

4. SERVICE CONTRACT

All chief- and assistant invigilators must be prepared to enter into a service contract with the WCED as regards their duties and responsibilities during the conduct of the examinations. The contract will be valid for the examinations of November/December 2008, February/March 2009 and May/June 2009.

5. SUBMISSION OF NOMINATION FORMS
5.1 After completion, the circuit manager must submit Addendums A, B, C, D, E and F as soon as possible to the Directorate: Examinations Administration. These forms must reach the Department by 26 June 2008 and must be labelled "For attention: Ms E du Toit".
5.2 NB: To avoid unnecessary delays in the appointment process, circuit managers must ensure that all the completed forms are sent to the Department together, and not separately.
5.3 NB: No person whose appointment has not been approved by the circuit manager may perform duties as an 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 must be made by the principal or centre manager, in consultation with the circuit manager, and the Department must be informed immediately of the change. Substitutes must also submit their banking details on an Addendum E form.

6. CRITERIA FOR APPOINTMENT OF INVIGILATORS
6.1 Under normal circumstances, no person should be considered for appointment as chief or assistant invigilator if he or she is
6.1.1 under 25 years of age;
6.1.2 a relative of a candidate writing the examinations;
6.1.3 a teacher teaching at the school or a teacher preparing candidates for any of the examinations;
6.1.4 engaged in any capacity on the school staff or in the hostel where candidates of a particular school reside; or
6.1.5 the spouse or next of kin of the chief invigilator.
6.2 If there are more than 30 candidates at an examination session, the WCED 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 used to full capacity before an extra room is used.
6.3 At sessions where there are only a small number of candidates (minimum of two) the services of one assistant invigilator will be necessary. In such an 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.
6.4 Where practical and theory examinations take place at the same session, the services of an assistant invigilator should be used.
6.5 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.
6.6 Chief invigilators and assistant invigilators must have achieved an academic qualification of at least Grade 12. If not, a justification for the nomination must be submitted.
6.7 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 must be a male.
6.8 Examples of the number of invigilators that may be appointed are provided below:

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 above table.)

7. DUTIES OF THE CHIEF INVIGILATOR AND ASSISTANT INVIGILATOR
7.1 The duties of the chief invigilator and invigilator appear in Annexure A of the service contracts for chief invigilators and assistant invigilators. These duties must be carried out satisfactorily during the conduct of the examinations.
7.2 Chief invigilators must attend the WCED training for invigilation.
7.3 Principals must ensure that all assistant invigilators are properly trained before they are allowed to enter an examination venue. All assistant invigilators must sign the attendance register confirming that they have received the necessary training.
7.4 Invigilators must not leave candidates unsupervised during the course of an examination session.
7.5 Invigilators must not aid candidates in any irregular activities during the conduct of an examination. The WCED will not hesitate to lay criminal charges against any invigilator who is found guilty of contributing to an irregularity.
7.6 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.
7.7 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 when a set of question papers is removed from the strongroom.

The chief invigilators and assistant invigilators appointed must have their IDs and contracts with them during the conduct of the examinations.
7.8 Before the commencement of the examinations each chief invigilator must ensure that the examinations venue is satisfactory for the conduct of the examinations.

8. TRAINING OF INVIGILATORS
8.1 The chief invigilator must be informed that he or she is compelled to attend training sessions for invigilators.
8.2 Chief invigilators living within a radius of 75 km of the school or centre where the training will take place, will be paid for one additional session.
8.3 Chief invigilators living more than 75 km from the training venue will be paid for two additional sessions.
8.4 Assistant invigilators are not reimbursed for attending the training sessions.

9. PAYMENT OF INVIGILATORS
9.1 The WCED will appoint and remunerate invigilators in accordance with the Personnel Administration Measures (PAM).
9.2 Independent schools and colleges are responsible for the remuneration of their own invigilators. Although the invigilators of independent schools are not paid by the WCED, 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 return them to the Department.
9.3 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 serve as invigilators for the Senior Certificate examinations do not receive additional remuneration. If invigilators at prisons are not in the service of the prisons, then the Department must be informed of this in writing.
9.4 Administrative personnel and teachers who receive a salary from the Department and who also serve as invigilators, will not be remunerated by the Department for the invigilation duties performed.
9.5 The present rate for invigilation is R96,30 per session for a chief invigilator and R64,20 per session for an assistant invigilator (Tariffs are subject to change).
9.6 UNDER NO CIRCUMSTANCES WILL TRAVEL 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.)
9.7 NB: 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, therefore, make a 25% tax deduction from the amounts paid to invigilators 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 deducted by the Department), submit it to their local Receiver of Revenue, together with the prescribed IT 12 S form. IRP 5 certificates are normally posted to invigilators' homes or postal addresses during May and June of the year following their period of invigilation.

EXAMPLES:

 Number of
sessions		TariffGrossTaxNett amount
Chief invigilator12R96,30R1155,60R288,90R866,70
Assistant invigilator12R64,20R770,40R192,60R577,80
9.8 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 certified copy of his or her identity document.
9.9 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.
9.10 Where principals agreed during 2007 to invigilators' fees being deposited in the school's bank account, the same procedure will be followed in 2008, unless the school informs the Department of an alternative arrangement.

10. EXAMINATION WRITING FACILITIES
10.1 At least one month before commencement of the examinations, the chief invigilator, in consultation with the principal or centre manager, must establish that suitable and adequate examination writing facilities are available for all the candidates entered for the examination.
10.2 Candidates must be seated with adequate space between them in order to rule out the possibility of irregular practices. 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 candidates will sit:
  • A space of 150 cm on both sides of each desk or table
  • space 120 cm in front of and behind each desk or table
10.3 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.

11. DUTIES OF THE PRINCIPAL OR CENTRE MANAGER
11.1 Accountability for the proper administering of examinations resides with the principal of the school or the manager of the centre where the examinations are being written.
11.2 The school principal or centre manager must ensure that question papers are securely and sequentially stored in the strongroom, that the examination venues are satisfactory and that chief invigilators and invigilators are suitably trained.
11.3 Principals and centre managers are requested to ensure, in consultation with the circuit manager, that satisfactory arrangements are made to ensure that candidates are not disturbed during the examination sessions.

12. Please ensure that a copy of this Examinations Administration Minute is handed to the chief invigilator and each assistant invigilator.


SIGNED: BK SCHREUDER
HEAD: EDUCATION
DATE: 2008:06:04

Addendum A: Nomination list - Chief & Assistant Invigilators  (size: 6 KB)
Addendum B: Nomination of Chief Invigilator  (size: 7 KB)
Addendum C: Appointment of Chief Invigilator  (size: 9 KB)
Addendum D: Appointment of Assistant Invigilator  (size: 10 KB)
Addendum E: Bank Details  (size: 18 KB)
Addendum F: Contract of Temporary Employment (Service Contract)  (size: 88 KB)
Terms and conditions for the appointment of a Chief Invigilator / Invigilators  (size: 30 KB)