| 1. |
The use of teachers and community members as invigilators for the 2015 National Senior Certificate (NSC) examinations |
| 1.1 |
In terms of the Regulations Pertaining to the Conduct, Administration and Management of the National Senior Certificate examination, published in Government Gazette No. 37651 of 16 May 2014, the provincial departments of education must appoint school principals and centre managers as the chief invigilator for the NSC and Senior Certificate (SC) examinations. |
| 1.2 |
School principals may, delegate this responsibility, in writing, to a senior teacher. However, the school principal will ultimately be fully responsible and accountable for the conducting of all examinations. |
| 1.3 |
The school principal or his/her delegate 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. |
| 1.5 |
The arrangements for the invigilation of the 2015 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, who is a member of the community, is expected to support the chief invigilator in the administration and conducting of the 2015 NSC examinations. Under no circumstances must the senior invigilator take full responsibility for all the administrative tasks associated with the 2015 NSC examinations. |
| 1.5.3 |
The senior invigilator must be re-appointed for the March 2016 NSC supplementary examinations and the June 2016 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 Monday, 3 August 2015. |
| 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 2015 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 Friday, 21 August 2015. 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. |
Appointment of invigilators for the Senior Certificate 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 invigilators for the above-mentioned examinations. |
| 2.2 |
Nominations for all invigilators must be made on Addendum A, which must be submitted before Wednesday, 24 June 2015 to the IMG manager. The IMG manager must approve such nominations and submit the final list of names to the Directorate: Examinations Administration by Wednesday, 29 July 2015. |
| 2.3 |
The list of nominations must be accompanied by certified copies of each nominee’s identity document and academic qualification(s), of which the minimum requirements must be at least a Grade 12 certificate. |
| 2.4 |
When nominating a senior invigilator, the following aspects must be taken into consideration: |
| 2.4.1 |
The IMG manager must conduct a personal interview with the person nominated as the 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 |
Applicants or nominees, who have applied for full-time employment elsewhere, should preferably not be considered for appointment. |
| 3. |
Nominations/approval of chief invigilators and senior invigilators |
| 3.1 |
Addendum B (Nomination of chief invigilators, and senior invigilators) must be completed by the principal or centre manager and approved by the IMG manager. A copy hereof must immediately be handed to the person nominated as chief invigilator. This nomination letter contains very important instructions. Certified copies of the nominee's identity document 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 invigilators
The principal or centre manager must declare that the nominee(s) is/are suitable to perform the duties of 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 invigilator(s).
|
| 5. |
Service contract
All chief invigilators, senior invigilators and 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 2015, March 2016 and June – July 2016. |
| 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 as listed below by 29 July 2015 (as stipulated in paragraph 2.2):
|
| 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 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 and tax reference numbers on the attached 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 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 invigilator for each additional 30 candidates, or part thereof, for that session, or one 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 invigilator will be adequate. In such an instance, the senior or chief invigilator will not perform normal invigilation duties, other than to relieve an 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 |
When the services of additional invigilators are required to manage two or more examination venues at the same time, the chief invigilator will not perform normal invigilation duties, but will be required to assist and perform duties in these venues. |
| 7.5 |
Chief invigilators, senior invigilators and invigilators must have an academic qualification of which the minimum requirement is a Grade 12 qualification. |
| 7.6 |
If all the candidates are male, the chief invigilator and invigilators must be males. If all the candidates are female, the chief invigilator and invigilators must be females. If the candidates are both male and female and the chief invigilator is a male, at least one of the invigilators must be a female, or, if the chief invigilator is a female, at least one of the invigilators must be a male. |
| 7.7 |
The following examples provide an indication of how many invigilators may be appointed:
| Number of candidates |
Number of chief invigilators |
Number of invigilators |
| 1 - 30 |
1 |
1 |
| 31 - 60 |
1 |
2 |
| 61 - 90 |
1 |
3 |
| CATN 1 – 10 (Practical) |
1 |
1 |
Should additional invigilators be used, the Directorate: Examinations Administration must be notified without delay (refer to table above).
|
| 8. |
Duties of chief invigilators and invigilators |
| 8.1 |
The duties of chief invigilators and invigilators appear in Annexure A of the service contracts for chief invigilators and 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 invigilators. |
| 8.3 |
Principals must ensure that all invigilators are properly trained before they are allowed to enter an examination venue. All 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 |
Chief invigilators, senior invigilators and invigilators must have their identity documents, most recent academic record (at least Grade 12) and contracts with them for the duration of the examinations. |
| 8.7 |
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 the training sessions for invigilators. |
| 9.2 |
The chief invigilator will in turn be responsible to train additional invigilators. |
| 9.3 |
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. |
| 9.4 |
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 (PAM). |
| 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 |
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. |
| 10.4 |
The current rate (subject to change) for invigilation is R182,57 per session for a senior invigilator and R121,71 per session for an invigilator. |
| 10.5 |
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. |
| 10.6 |
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 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 IT12 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:
| Designated official |
Number of sessions |
Tariff |
Gross |
25 % Tax |
Net amount |
| Senior Invigilator |
12 |
R182,57 |
R2 190,84 |
R547,71 |
R1 643,13 |
| Invigilator |
12 |
R121,71 |
R1 460,52 |
R365,13 |
R1 095,39 |
|
| 10.7 |
In order to expedite the payment of invigilators’ claims, each senior invigilator and invigilator must write his or her identity number on the acceptance form and attach a certified copy of his or her identity document. Addendum E which also reflects the tax reference number must be completed by all senior invigilators and invigilators from the community. The form must be completed and certified as correct and the bank account declared active by the bank concerned. |
| 11. |
Duties of the principal or centre manager |
| 11.1 |
Accountability for the proper administering of the examinations resides with the principal or manager of the centre where the examinations are being written. |
| 11.2 |
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 invigilators are suitably trained. |
| 11.3 |
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. |
| 12. |
Please ensure that a copy of this Examinations Administration Minute is handed to the principal or centre manager, his/her delegate, senior invigilator and each additional invigilator. |
SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2015:06:11
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