1. The use of teachers and community members as invigilators for the 2014 National Senior Certificate (NSC) examinations
1.1 In terms of the Regulations Pertaining to the Conduct, Administration and Management of Assessment for the National Senior Certificate, published in Government Gazette No. 31337 of 21 October 2008, the provincial departments of education must appoint school principals as chief invigilators for the NSC examinations.
1.2 School principals may, however, delegate this responsibility to a senior teacher. However, the school principal will ultimately be accountable for the conducting of all examinations.
1.3 Principals must ensure the completion of all contracts, Addenda A – F, as well as the submission of tax reference numbers for each invigilator, with particular attention to Addendum E.
1.4 The Western Cape Education Department (WCED) commenced with the phasing in of teachers as invigilators for the NSC examinations in 2011. This was communicated to schools through Assessment Management Minute 0009/2010 and Circular 0015/2011.
1.5 The arrangements for the invigilation of the 2014 NSC examinations are as follows:
1.5.1 The school principal must ensure that, for each examination session, 50% of its invigilators are teachers and 50% are members of the community.
1.5.2 The senior invigilator of 2013 may be reappointed for 2014. The senior invigilator is expected to support the chief invigilator in the administration and conducting of the 2014 NSC examinations. Under no circumstances must the senior invigilator take full responsibility for all the administrative tasks associated with the 2014 NSC examinations.
1.5.3 The senior invigilator must be re-appointed for the March 2015 NSC supplementary examinations and May/June 2015 Senior Certificate examinations.
1.6 Teachers serving as invigilators need not be scheduled to invigilate for the full duration of each examination session.
1.7 A teacher who has a child writing the NSC examinations at the school where that teacher is employed, must not be appointed as an invigilator.
1.8 It is imperative that no teacher invigilates the subject that he or she teaches at the school, e.g. during the writing of Physical Sciences, no teacher teaching Physical Sciences may invigilate that examination.
1.9 The school principal must appoint all teachers who will be serving as invigilators for the NSC examinations in writing. The list of all teachers and members of the community appointed as invigilators must be submitted to the district office by 4 August 2014.
1.10 The principal of the school must ensure that all teachers and members of the community appointed as invigilators are fully trained in the execution of their invigilation duties.
1.11 Training for school principals, senior invigilators and chief invigilators will be conducted in September 2014 and is compulsory.
1.12 School principals must draw up an invigilation timetable and submit it to the relevant IMG manager by no later than 29 August 2014. The invigilation timetable must include invigilators and relief invigilators for each examination session.
1.13 If requested, IMG managers will provide assistance with the drawing up of an invigilation timetable.

2. Recruitment and appointment of invigilators for the Senior Certificate and Adult Education and Training (AET) examinations
2.1 Principals of schools and managers of adult learning centres are kindly requested to recruit suitable persons from the community as senior invigilators and assistant invigilators for the above-mentioned examinations.
2.2 Nominations for all invigilators must be made on Addendum A, which must be submitted before 21 July 2014 to the IMG manager. The IMG manager must approve such nominations and submit the final list of names to the Directorate: Examinations Administration by 25 July 2014.
2.3 The list of nominations must be accompanied by certified copies of the ID and highest academic qualification (at least Grade 12) of each nominee.
2.4 When nominating chief invigilators and senior invigilators, the following aspects must be taken into consideration:
2.4.1 The IMG manager must conduct a personal interview with the person nominated as chief or senior invigilator.
2.4.2 The IMG manager must be sure of each nominee's reading, writing, hearing and visual abilities, and state of health.
2.4.3 The IMG manager must ascertain whether persons nominated as senior invigilators are prepared to act as chief invigilators for the March 2015 NSC supplementary examinations and the May-June 2015 Senior Certificate examinations.
2.4.4 It must, however, be clearly emphasised to senior invigilators that, if they commit themselves to an appointment as chief invigilator for March 2015 and May-June 2015, they must abide by that decision.
2.4.5 Applicants or nominees, who have applied for full-time employment elsewhere, should preferably not be considered for appointment.

3. Nominations of chief invigilators and senior invigilators 3.1
3.1 Addendum B (Nomination of chief invigilators and senior 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. Certified copies of the nominee's ID and his or her most recent academic record (at least Grade 12) must be attached to Addendum B.
3.2 During the interview with the nominated chief invigilator or senior invigilator, the IMG manager, after satisfying him- or herself that the person nominated is capable of performing the required duties, must hand Addendum C to the nominee to be completed, after which the form must also be signed by the IMG manager.

4. 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 IMG manager must indicate whether the appointment of the nominee(s) will be acceptable. Addendum D must then be completed and signed by the assistant invigilator(s).

5. Service contract

All chief invigilators, senior invigilators and assistant invigilators must be prepared to enter into a service contract with the WCED regarding their duties and responsibilities during the conducting of the examinations. The contract will be valid for the examinations of November 2014, March 2015 and May/June 2015.

6. Submission of nomination forms
6.1 After completion, the IMG manager must submit Addenda A, B, C, D, E and F, to the relevant Directorate: Examinations Administration officials by 25 July 2014:

District Relevant official/ Contact Person Contact Number Email
Cape Winelands Margaret Janda 021 467 2275 Margaret.Janda@westerncape.gov.za
Eden Central Karoo Farrel Jacobs 021 467 2909 Farrel.Jacobs@westerncape.gov.za
West Coast Gail Laguma 021 467 2913 Gail.Laguma@westerncape.gov.za
Overberg Linsay van Gensen 021 467 2911 Linsay.vanGensen@westerncape.gov.za
Metropole Central Samuel Adams 021 467 2978 Samuel.Adams@westerncape.gov.za
Metropole East Riyad Isaac 021 467 2916 Riyad.Isaac@westerncape.gov.za
Metropole North Veronica du Plessis 021 467 2920 Veronica.duPlessis@westerncape.gov.za
Metropole South Lindsay Weber 021 467 2732 Lindsay.Weber@westerncape.gov.za
6.2 IMG managers must ensure that all the completed forms are sent to the Directorate: Examinations Administration office in one batch, to avoid unnecessary delays in the appointment process.
6.3 Only persons whose appointment has been approved by the IMG 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 principal or centre manager, in consultation with the IMG manager, must arrange for the appointment of a substitute and the Directorate: Examinations Administration must immediately be informed of the change. Substitutes must also submit their banking details on an Addendum E form.

7. Criteria for the appointment of invigilators
7.1 Under normal circumstances, no person should be considered for appointment as chief, senior or assistant invigilator if he or she is:
7.1.1 under 25 years of age, or older than 65 years of age;
7.1.2 a relative of

  • a candidate writing the examinations;
  • a teacher at that school or a teacher preparing candidates for any of the examinations;
7.1.3 engaged in any capacity on the school staff or in the hostel where candidates of a particular school reside; or
7.1.4 the spouse or next of kin of the chief invigilator.
7.2 Should there be 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 that session, or one assistant invigilator for each room in which the candidates are accommodated, provided that all rooms are used to full capacity before use is made of an additional room.
7.3 At sessions where there are only a few candidates (minimum of two), the services of one assistant invigilator will be adequate. In such an instance, the senior or chief invigilator will not perform normal invigilation duties, other than to relieve an assistant invigilator who has to accompany a candidate who has been granted permission to leave the examination room on account of an urgent need.
7.4 Where practical and theory examinations take place during the same session, the services of an assistant invigilator should be used.
7.5 When the services of two or more assistant invigilators are required for sessions where two or more examination venues are in use at the same time, the chief invigilator will not perform normal invigilation duties.
7.6 Chief invigilators, senior invigilators and assistant invigilators must have an academic qualification of at least Grade 12. If this is not the case, a justification for the nomination must be submitted.
7.7 If all the candidates are male, the chief invigilator and assistant invigilators must be males. If all the candidates are female, the chief invigilator and assistant invigilators must be females. If 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.
7.8 The following examples provide an indication of how many invigilators may be appointed:

Number of candidates Number of chief invigilators Number of assistant invigilators
2 1 1
30 1 1
31 1 2

Should additional invigilators be used, the Directorate: Examinations Administration must be notified without delay (refer to table above).

8. Duties of chief invigilators and assistant invigilators
8.1 The duties of chief invigilators and assistant invigilators appear in Annexure A of the service contracts for chief invigilators and assistant invigilators. These duties must be carried out satisfactorily for the duration of the examinations.
8.2 Senior invigilators and chief invigilators must attend the WCED's training for invigilation.
8.3 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.
8.4 Invigilators must not leave candidates unsupervised during the course of an examination session.
8.5 Invigilators must not assist candidates in any irregular activities during the conducting of an examination. The WCED will not hesitate to lay criminal charges against any invigilator who is found guilty of involvement in an irregularity.
8.6 The senior or chief invigilator must assist the principal in checking all consignments of question papers received. The senior invigilator 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.
8.7 The senior or 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.
8.8 Chief invigilators, senior invigilators and assistant invigilators must have their IDs and contracts with them for the duration of the examinations.
8.9 Before the commencement of the examinations, each chief invigilator must ensure that the examination venue is suitable for the conducting of the examinations.

9. Training of invigilators
9.1 The chief invigilator and senior invigilator must be informed that he or she is compelled to attend training sessions for invigilators.
9.2 Senior invigilators who live within a radius of 75 km from the school or centre where the training will take place, will be paid for one additional session.
9.3 Senior invigilators who live more than 75 km from the training venue, will be paid for two additional sessions.

10. Remuneration of invigilators
10.1 The WCED will appoint and remunerate community-based invigilators in accordance with the Personnel Administration Measures.
10.2 Independent schools, colleges and prisons are responsible for the remuneration of their own invigilators. Although the invigilators of these institutions 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, Addenda C and D, and return them to the Department.
10.3 Chief invigilators of independent schools, colleges and prisons must hand their claim forms for invigilation performed to the principal or centre manager, who will make arrangements for their remuneration. If invigilators at prisons are not in the service of the prison, the Department must be informed of this in writing.
10.4 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 invigilation duties performed.
10.5 The current rate (subject to change) for invigilation is R170,01 per session for a senior invigilator and R113,32 per session for an assistant invigilator.
10.6 Under no circumstances will invigilators be remunerated for travel expenses. Principals and centre managers must therefore appoint invigilators from the immediate community served by the school or centre.
10.7 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 the certificate to their local Receiver of Revenue, together with the prescribed IT 12 S form.

IRP5 certificates are normally posted to invigilators’ homes or postal addresses during June and July of the year following their period of invigilation.

Example:

  Number of sessions Tariff Gross Tax Net amount
Senior invigilator 12 R170,01 R2 040,12 R510,03 R1 530,09
Assistant invigilator 12 R113,32 R1 359,84 R339,96 R1 019,88
10.8 In order to expedite the payment of invigilators’ claims, each senior and assistant invigilator must write his or her identity number on the acceptance form and attach a certified copy of his or her ID.
10.9 Addendum E must be completed by all senior and assistant invigilators from the community. The form must be completed and certified as correct and the bank account declared active by the bank concerned.

11. Examination writing facilities
11.1 At least one month before the 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.
11.2 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; and
  • A space 120 cm in front of and behind each desk or table.
11.3 The IMG manager must pay visits to the examination centres in his or her district in order to determine whether this instruction is being followed.

12. Duties of the principal or centre manager
12.1 Accountability for the proper administering of the examinations resides with the principal of the school or the manager of the centre where the examinations are being written.
12.2 The 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 senior invigilators, chief invigilators and assistant invigilators are suitably trained.
12.3 Principals and centre managers are requested to ensure, in consultation with the IMG manager, that satisfactory arrangements are made to ensure that candidates are not disturbed during the examination sessions.

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


SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2014:05:21

Government Gazette No. 31337  (size: 6 241 KB)
Addendum A - D  (size: 37 KB)
Addendum E  (size: 51 KB)
Addendum F  (size: 17 KB)
Contract of temporary employment  (size: 85 KB)