| 1. |
RECRUITMENT AND APPOINTMENT OF INVIGILATORS
Centre 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 assessment.
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 by 8 September 2008 and submit the final list of names to the Department. The final list of nominees must reach the Western Cape Education Department (WCED) by Monday, 15 September 2008.
The list of nominations must be accompanied by a certified copy of the Identity Document and most recent academic record of each nominee.
When nominating chief invigilators, the following aspects must be taken into consideration.
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| 1.1 |
The circuit manager must conduct a personal interview with the person nominated as chief invigilator.
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| 1.2 |
The circuit manager must be sure of the nominee's reading, writing, hearing and visual abilities, as well as state of health.
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| 1.3 |
The circuit manager must ascertain whether the persons nominated as chief invigilators are also prepared to act as chief invigilators for the June 2009 ABET Level 4 (NQF 1) Assessment.
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| 1.4 |
It must, however, be clearly emphasised to chief invigilators that, if they commit themselves to an appointment as chief invigilator for June 2009, they must abide by that decision.
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| 1.5 |
Applicants or nominees who have applied for a full-time position elsewhere, should, preferably, not be considered for these appointments.
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| 2. |
NOMINATION OF CHIEF INVIGILATORS
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| 2.1 |
Addendum B (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 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.
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| 2.2 |
During the interview with the chief invigilator, the circuit manager, after he or she is satisfied that the person nominated is suitable and is capable of performing the required duties, must hand Addendum C to the nominee for completion thereof, after which the completed form must also be signed by the circuit manager.
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| 3. |
NOMINATION OF ASSISTANT INVIGILATORS
The centre manager must declare each nominee suitable to perform the duties of assistant invigilator, whereafter the circuit manager must indicate whether the appointment of each nominee is acceptable. Addendum D must then be completed and signed by each approved assistant invigilator.
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| 4. |
SERVICE CONTRACT
All chief and assistant invigilators must be prepared to enter into a service contract with the WCED regarding their duties and responsibilities during the conduct of the examinations. The contract will be valid for the examinations of October 2008, and June 2009.
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| 5. |
SUBMISSION OF NOMINATION FORMS
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| 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 Monday, 15 September 2008 and must be labelled: For attention: Mr C Slee, Room 529, WCED Head Office.
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| 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.
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| 5.3 |
NB: No person whose appointment has not been approved by the relevant circuit manager may perform the duties of 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 assessment, the appointment of a substitute must be made by the 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.
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| 6. |
CRITERIA FOR APPOINTMENT OF INVIGILATORS
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| 6.1 |
Under normal circumstances, no person may be considered for appointment as chief or assistant invigilator if he or she is
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| 6.1.1 |
under 25 years of age;
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| 6.1.2 |
a relative of a candidate being assessed;
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| 6.1.3 |
a facilitator preparing learners for the assessment; |
| 6.1.4 |
engaged in any capacity on the staff of a particular ALC; or
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| 6.1.5 |
the spouse or next of kin of the chief invigilator.
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| 6.2 |
If there are more than 30 candidates at an assessment 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.
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| 6.3 |
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 on account of an urgent necessity.
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| 6.4 |
Where theory and practical assessments take place during the same session, the services of an assistant invigilator should be used.
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| 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.
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| 6.6 |
Chief invigilators and assistant invigilators must have achieved an academic qualification of at least Grade 12. If not, then a written justification for that nomination must be submitted.
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| 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.
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| 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 |
| 2 | 1 | 1 |
| 30 | 1 | 1 |
| 31 | 1 | 2 |
The Directorate: Examinations Administration must be notified should additional invigilators be used. (See above table.)
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| 7. |
DUTIES OF THE CHIEF INVIGILATOR AND ASSISTANT INVIGILATOR
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| 7.1 |
The duties of the chief invigilator and invigilator appear in ADDENDUMS A and B of the service contracts for chief invigilators and assistant invigilators. These duties must be carried out satisfactorily during the conduct of the assessment.
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| 7.2 |
Chief invigilators must attend the WCED training for invigilation.
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| 7.3 |
Centre managers must ensure that all assistant invigilators are properly trained before they are allowed to enter an assessment venue. All assistant invigilators must sign the attendance register, confirming that they have received the necessary training.
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| 7.4 |
Invigilators must not leave candidates unsupervised during the course of an assessment session.
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| 7.5 |
Invigilators must not aid candidates in any irregular activities during the conduct of an assessment. The WCED will not hesitate to lay criminal charges against any invigilator who is found guilty of contributing to an irregularity.
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| 7.6 |
The chief invigilator must assist the centre manager 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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| 7.7 |
The chief invigilator must also assist the centre manager with the keeping of a register that must be signed by the centre manager, subject head and chief invigilator when a set of question papers is removed from the strongroom.
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| 7.8 |
The chief invigilator and assistant invigilators appointed must have their identity documents and contracts with them during the conduct of assessment.
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| 7.9 |
Before the commencement of the assessments, each invigilator must ensure that the assessment venue is satisfactory for the conduct of the assessment.
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| 8. |
TRAINING OF INVIGILATORS
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| 8.1 |
The chief invigilator must be informed that he is compelled to attend training sessions for invigilators.
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| 8.2 |
Chief invigilators living in a radius of 75 km from an ALC or centre where the training will take place will be paid for one additional session.
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| 8.3 |
Chief invigilators living outside a radius of 75 km from an ALC or training venue will be paid for two additional sessions.
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| 8.4 |
Assistant invigilators will not be reimbursed for attending the training sessions.
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| 9. |
PAYMENT OF INVIGILATORS
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| 9.1 |
The WCED will appoint and remunerate invigilators in accordance with the Personnel Administration Measures (PAM).
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| 9.2 |
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.
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| 9.3 |
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.
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| 9.4 |
The current rate for invigilation is R96,30 per session for a chief invigilator and R64,20 per session for an assistant invigilator. (Tariffs are, however, subject to change).
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| 9.5 |
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).
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| 9.6 |
When a person invigilates during the same session for both ABET Level 4 and Senior Certificate examinations, he or she may claim for only one session.
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| 9.7 |
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. Therefore, 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 IT I2 S form.
The IRP 5 certificates are normally posted to invigilators' homes or postal addresses during May and June of the year following their period of invigilation.
EXAMPLE:
| | Number of
sessions | Tariff | Gross | Tax | Nett amount |
| Chief Invigilator | 12 | R 96,30 | R 1155,60 | R 288,90 | R 866,70 |
| Assistant Invigilator | 12 | R 64,20 | R 770,40 | R 192,60 | R 577,80 |
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| 9.8 |
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.
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| 9.9 |
In order to expedite the payment of invigilators' claims, each chief and assistant invigilator must write his or her identity number on the acceptance form and attach a copy of his or her identity document.
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| 9.10 |
Addendum E must be completed only by the nominees of centres 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. It must be emphasised, once again, that it is imperative that all chief and assistant invigilators have bank accounts to facilitate payment. No cheques will be issued.
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| 10. |
EXAMINATION WRITING FACILITIES
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| 10.1 |
At least one month before commencement of the assessments, the chief invigilator, in consultation with the centre manager, must establish that suitable and adequate examination writing facilities are available for all the candidates entered for the examination.
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| 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 in order to allow for the following spacing of desks or tables at which candidates will sit:
- Text here.A space of 150 cm on both sides of each desk or table
- A space of 120 cm in front of and behind each desk or table
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| 10.3 |
The circuit manager should pay visits to the assessment centres in his or her circuit in order to determine whether this instruction is being followed before commencement of the assessment.
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| 11. |
DUTIES OF THE CENTRE MANAGER
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| 11.1 |
Accountability for the proper administering of the examinations resides with the centre manager of the centre where the examinations are being written.
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| 11.2 |
The 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.
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| 11.3 |
Centre managers are requested to ensure, in consultation with the circuit manager, that satisfactory arrangements are made so that the candidates are not disturbed during the assessment sessions.
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| 12. |
Please ensure that a copy of this Examinations Administration Minute is handed to the chief invigilator and each assistant invigilator.
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SIGNED: AP CLAUSEN
HEAD: EDUCATION
DATE: 2008:08:11
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