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 principals and centre managers as the chief invigilators for the NSC, SC and AET Level 4 examinations.

2. Principals and centre managers may delegate this responsibility, in writing, to a School Management Team (SMT) member. However, the principal/centre manager will ultimately accept full responsibility and accountability for the conduct of all examinations.

3. In the November 2016 NSC examination the senior invigilator, who must be a member of the community, is expected to support the chief invigilator in the administration and conduct of the examinations. Under no circumstances must the senior invigilator take full responsibility for all the administrative tasks associated with the November 2016 NSC examination.

4. The senior invigilator will serve as the chief invigilator for the March 2017 NSC supplementary examinations.

5. Principals of schools and managers of adult learning centres are requested to recruit suitable persons from the community as senior invigilators and invigilators for the abovementioned examinations.

6. The principal/centre manager or his or her delegate must ensure the completion of all the documents attached to this minute:

ADDENDUM A – Nomination: Chief Invigilator
ADDENDUM B – Nomination: Senior Invigilator
ADDENDUM C – Appointment of Invigilators
ADDENDUM D – BAS Entity Maintenance
ADDENDUM E – Contract of Temporary Employment for Community Members

7. Criteria for the appointment of invigilators
7.1 Under normal circumstances, no person should be considered for appointment as chief invigilator, senior invigilator or invigilator if he or she is:
7.1.1 under 25 or older than 65 years of age;
7.1.2 a relative of a candidate writing the examinations;
7.1.3 the spouse or next-of-kin of the chief invigilator.
7.2 In addition to the chief invigilator, one invigilator must be appointed for every 30 candidates or part thereof 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.

Example: 1–30 candidates:
31–60 candidates:		 1 invigilator
2 invigilators
7.3 At sessions where there are only a few candidates (a minimum of two), the services of one invigilator will be adequate. In such an instance, the senior or chief invigilator will not perform 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 If all the candidates are male, the chief invigilator, senior invigilators and invigilators must be male. If all the candidates are female, the chief invigilator, senior invigilators and invigilators must be female. If there are male and female candidates 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.
7.5 When the services of additional invigilators are required for the management of two or more examination venues at the same time, the chief invigilator will not perform normal invigilation duties, but will be required to perform the duties of a chief invigilator at all the venues.

8. Appointment of invigilators
8.1 The NSC November 2016 and AET Level 4 November 2016 examinations
8.1.1 For the NSC examination sessions, the principal must ensure that 50% of the invigilators are educators and 50% are members of the community.
8.1.2 Educators serving as invigilators need not be scheduled to invigilate for the full duration of each examination session.
8.1.3 An educator who has a child writing the NSC examinations at the school where that educator is employed must not be appointed as an invigilator.
8.1.4 It is imperative that no educator invigilate the subject that he or she teaches at the school.
8.1.5 The principal must appoint all educators who will be serving as invigilators for the NSC examinations in writing. The list of all educators and members of the community appointed as invigilators must be submitted to the district office by Friday, 29 July 2016.
8.2 NSC 2017 Supplementary examination

The principal must, in writing, appoint members of the community who will serve as senior invigilators and invigilators for the NSC 2017 supplementary examination. The list of all members of the community appointed as invigilators for this examination must be submitted to the district office by Friday, 10 February 2017.
8.3 SC June to July 2017 and AET Level 4 June 2017 examinations
8.3.1 The principal/centre manager or his or her delegate will serve as the chief invigilator and will be accountable for the management and administration of the June 2017 SC examination. The chief invigilator will be assisted by the senior invigilator in the conduct of the SC examination.
8.3.2 The principal/centre manager must, in writing, appoint members of the community who will be serving as senior invigilators and invigilators for the SC June to July 2017 and AET Level 4 examinations. The list of all members of the community appointed as invigilators for these examinations must be submitted to the district office by Wednesday, 29 March 2017.

9. Duties of chief invigilators, senior invigilators and invigilators
9.1 The duties of chief invigilators, senior invigilators and invigilators appear in the Examination Procedure Manual.
9.2 Invigilators must not assist 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 involvement in an irregularity.
9.3 Chief invigilators, senior invigilators and invigilators must have their identity documents, most recent academic records (at least Grade 12) and contracts with them for the duration of the examinations.
9.4 Principals must draw up an invigilation timetable and submit it to the relevant circuit manager once the invigilators’ appointments have been approved. The invigilation timetable must include invigilators and relief invigilators for each examination session.

10. Training of invigilators for the NSC, SC and AET Level 4 examinations
10.1 Training for principals, chief invigilators and senior invigilators and community members will be conducted in August and September 2016 and is compulsory.
10.2 Senior invigilators who live within a radius of 75 km from the school or centre where the training takes place will be paid for one additional session.
10.3 Senior invigilators who live more than 75 km from the training venue will be paid for two additional sessions.
10.4 The principal of the school must ensure that all educators and members of the community appointed as invigilators are fully trained in the execution of their invigilation duties.
10.5 Training may be cascaded from principals and chief invigilators to all invigilators who have not attended a Head Office training session.
10.6 Training registers should be completed as evidence and should indicate the time and venue of the training and the names of the invigilators who attended the session.

11. Nomination and approval of chief invigilators, senior invigilators and invigilators for all examinations
11.1 Addendum A and Addendum B must be completed by the principal or centre manager. The circuit manager will recommend nominees to Head Office for final approval.
11.2 The nominations of chief and senior invigilators must be accompanied by certified copies of each nominee’s identity document, a one-page CV and his or her academic qualification(s), which must include at least a Grade 12 certificate.
11.3 The circuit manager must conduct a personal interview with the person nominated as chief or senior invigilator.
11.4 The circuit manager must be sure of each nominee's reading, writing, hearing and visual abilities and state of health.
11.5 Applicants or nominees who have applied for full-time employment elsewhere should preferably not be considered for appointment.
11.6 The principal or centre manager must declare that the nominee(s) is/are suited to the duties of invigilators. Thereafter, the circuit manager must indicate whether the nominee(s) can be recommended for appointment. Addendum C must then be completed and signed by the invigilator(s).
11.7 Only a person whose appointment has been approved by the circuit manager/Head Office 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, a senior invigilator or an invigilator from supervising an examination, the principal or centre manager, in consultation with the circuit 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 D form.

12. 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 with regard to the examinations. The contract will be valid for the examinations of November 2016, March 2017 and June to July 2017.
13. Submission of nomination forms
13.1 After completing Addendums A, B, C, D and E, the circuit manager must submit them in one batch to the relevant Directorate: Examinations Administration officials listed below:

District Official/ Contact person Contact number Email
Cape Winelands (Head Office) Lindsay Weber 021 467 2732 Lindsay.Weber@westerncape.gov.za
Metropole Central (Head Office) Farrel Jacobs 021 467 2990 Farrel.Jacobs@westerncape.gov.za
Metropole East (District Office) Nicole Gezwint 021 900 7032 Nicole.Gezwint@westerncape.gov.za
Metropole North (District Office) Johnnie Isaacs 021 938 3033 Johnnie.Isaacs@westerncape.gov.za
Eden and Central Karoo (Head Office) Samuel Adams 021 467 2914 Samuel.Adams@westerncape.gov.za
Metropole South (District Office) Linsay van Gensen 021 370 2076 Linsay.vangensen@westerncape.gov.za
West Coast (Head Office) Gail Laguma 021 467 2913 Gail.Laguma@westerncape.gov.za
Overberg (Head Office) Patricia Liguma 021 467 2935 Patricia.Liguma@westerncape.gov.za
13.2 Summary of submission dates for Invigilator nomination forms:
13.2.1 NSC November 2016 and AET Level 4 examinations 29 July 2016
13.2.2 NSC supplementary March 2017 examination 10 February 2017
13.2.3 SC June to July 2017 and AET Level 4 examinations, June 2017 29 March 2017

14. Remuneration of invigilators
14.1 The WCED will appoint and remunerate invigilators from the community in accordance with the Personnel Administration Measures (PAM).
14.2 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 Addendums A, B, C and E and return them to the WCED. Circuit managers must interview suitable candidates who will be appointed to perform the duties of chief or senior invigilators at independent schools.
14.3 Administrative staff and educators who receive a salary from the WCED and who also serve as invigilators will not be remunerated by the WCED for invigilation duties performed.
14.4 The current rate (subject to change) for invigilation is R195,35 per session for a senior invigilator and R130,25 per session for an invigilator.
14.5 Under no circumstances will invigilators be reimbursed for travel expenses. Principals and centre managers must therefore appoint invigilators from the immediate community served by the school or centre.
14.6 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 WCED 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 exempt or partially exempt from the payment of employees’ tax must, after receipt of an IRP5 certificate (particulars of payment for income tax deducted by the WCED), 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 in June or July of the year following their period of invigilation.
14.7 In order to expedite the payment of invigilators' claims, each senior invigilator or invigilator must write his or her identity number on the acceptance form and attach a certified copy of his or her identity document. Addendum D, 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 must be declared active by the bank concerned.

15. Please ensure that a copy of this Examinations Administration minute is handed to the principal or centre manager or his or her delegate, the senior invigilator and each additional invigilator.


SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2016:07:01

Addendum A: Nomination and appointment: Chief invigilator  (size: 56 KB)
Addendum B: Nomination and appointment: Senior invigilator  (size: 55 KB)
Addendum C: Appointment of invigilators  (size: 59 KB)
Addendum D: BAS entity maintenance  (size: 51 KB)
Addendum E: Contract of temporary employment  (size: 54 KB)