.

Wezem Umnyango Wezemfundo Department of Education Lefapha la Thuto Departement van Onderwys

Circular 73 /2008
Date: 1 December 2008

Topic

Guidelines for the Formation and Management of School Assessment Irregularity Committees (SAICs)

Enclosures

Annexure A: Assessment irregularities that occur during School Based Assessment Annexure B1: Schedule A of sanctions against learners Annexure B2: Schedule B of sanctions against educators and officials

Distribution
Principals and Staff of all Ordinary Secondary Schools Schools for Learners with Special Education Needs and ABET Centres All Divisional Managers and Senior Managers at Head Office and District Offices Members of School Governing Bodies Teacher Organisations and Unions Relevant Non-Governmental Organisations

Enquiries

Directorate: Examinations and Assessment Tel: (011) 403 1314

On request, this circular will be made available in Afrikaans, isiZulu or Sepedi within 21 days Also available on the GDE website at: www.education.gpg.gov.za

Office of the Head of Department

Room 1009, 111 Commissioner Street, Johannesburg, 2001 PO Box 7710, Johannesburg, 2000 Tel: (011) 355 1511 Fax: (011) 333 5546 E-mail: ceogde@gpg.gov.za OR lend@gpg.gov.za

GUIDELINES FOR THE FORMATION AND MANAGEMENT OF SCHOOL ASSESSMENT IRREGULARITY COMMITTEES AND THE MANAGEMENT OF SCHOOL BASED ASSESSMENT IRREGULARITIES

1.

PURPOSE

1.1

This circular deals with the establishment of School Assessment Irregularity Committees hereafter referred to as the (SAIC) The objective of the establishment of the SAICs is : to ensure that the conduct of the school-based assessment for the different NSC subjects offered for study at Grade 12 level is valid, fair and reliable. to ensure that the marks and pieces of work submitted by learners are authentic. to ensure that the alleged irregularities are identified, investigated and resolved at the first level of moderation, i.e. at school level. For this reason each school must establish a School Assessment Irregularity Committee. The roles and responsibilities of the various stakeholders are clearly outlined in this circular. The identification, management and resolution of School Based Assessment [SBA] irregularities is the responsibility of the school principal, who is expected to resolve SBA irregularities in a formal and documented manner with the assistance of the district as well as the provincial department of education. The guidelines in this circular should not be seen as replacing the normal disciplinary actions of the school, but as dealing with those issues in terms of the academic assessment of the learner. Irregularities declared at the provincial moderation will be viewed as serious acts of non-compliance by the school and the district and will be dealt with as acts of misconduct.

1.2 1.2.1

1.2.2

1.2.3

1.3

1.4

1.5

1.6

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2.

LEGISLATIVE FRAMEWORK

2.1 2.2 2.3

The National Education Policy Act, 1996 [Act No 27 of 1996] The South African Schools Act, 1996 [Act No 84 of 1996] as amended. National Policy on the Conduct, Administration and Management of Assessment of the National Senior Certificate: A Qualification at Level 4 on the National Qualifications Framework (NQF) as published in Government Gazette Volume 505, No. 30048 dated 6 July 2007. An addendum to the policy document, The National Senior Certificate: A qualification at Level 4 on the National Qualifications Framework (NQF), regarding the National Protocol for Assessment (Grades R 12), published as Government Notice No. 1267 in the Government Gazette, Volume 498, No. 29467 dated 11 December 2006. An addendum to the policy document, The National Senior Certificate: A qualification at Level 4 on the National Qualifications Framework (NQF), regarding learners with special needs, published as Government Notice No. 1266 in the Government Gazette, Volume 498, No. 29466 dated 11th December 2006. The Employment of Educators Act 1998 [Act No. 76 of 1998]. The General and Further Education and Training Quality Assurance Act 2001 [Act No. 58 of 2001] Regulations pertaining to the Conduct, Administration and Management of Assessment for the National Senior Certificate., Gazette 31337 dated 29th August 2008.

2.4

2.5

2.6 2.7

2.8

3.

GUIDELINES FOR THE ESTABLISHMENT OF SCHOOL ASSESSMENT IRREGULARITY COMMITTEES (SAICs)

3.1

PRINCIPAL PROCESS DRIVERS Heads of the Institutions/Principals of Schools.

3.2

TIME FRAMES FOR ESTABLISHMENT SAICs must be established immediately

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3.3

APPOINTMENT

All members of the SAIC will be appointed by the Head of Department or an official delegated by the Head of Department. 3.4 COMPOSITION

3.4.1 The SAIC must comprise of the following members: The District Official serving the school (IDSO) should be the chairperson of the SAIC The Principal of the school One member from the School Management Team (SMT) One member from the teaching staff who is not a member of the SMT. One member of the School Governing Body (SGB) One District Assessment Official nominated by the District Director will serve as an ex-officio member of the SAIC. The following members will have observers status: o One representative from each of the teacher unions recognised by the ELRC o The chairperson/representative of the School Governing Body 3.5 DURATION The SAIC must be constituted every three years. All vacant posts must be filled and approved by the District Director or his nominee. 3.6 JURISDICTION The SAIC will have jurisdiction in any alleged internal assessment irregularities relating to or occurring during the various stages of internal SBA processes, which include: Compilation of SBA marks. Monitoring and moderation of SBA. Conditions under which educators conduct SBA. Conditions under which learners are internally assessed. 3.7 Capturing and processing of data in respect of SBA. Setting and moderating of internal assessment of question papers Any other irregularity related to SBA.

ROLES, RESPONSIBILITIES AND FUNCTIONS

The SAIC must: Work closely with examination officials based at the District Office in respect of all internal assessment irregularities that could occur at all stages Investigate all irregularities committed by educators in the internal assessment process
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 3.8

Investigate all irregularities committed by any other person involved in the internal assessment process Investigate all irregularities committed by learners during the internal assessment process Investigate any other internal assessment irregularity as and when requested by the District Director or his or her nominee Report all internal assessment irregularities to the PEIC

REPORTING The SAIC must report all internal assessment irregularities, in writing, to the Provincial Examination Irregularities Committee (PEIC), within seven days of the alleged irregularity. In cases where an irregularity requires an investigation, the initial reporting must be followed by a detailed report on conclusion of the irregularity

4.

RATIFICATION OF SANCTIONS IMPOSED All decisions taken by the SAIC, relating to irregularities in the above stages of the assessment process will be subject to final ratification by the Provincial Examination Irregularities Committee (PEIC)

5.

CONCLUSION The management of SBA irregularities is the responsibility of the School Assessment Team. The above systems have been put in place to ensure that the school based assessment can be declared valid, fair and reliable by the provincial department of education as well as the external quality assurance body.

_______________________ LEN DAVIDS ACTING HEAD OF DEPARTMENT

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ANNEXURE A Circular 73/2008

ASSESSMENT IRREGULARITIES THAT OCCUR DURING THE INTERNAL ASSESSMENT PROCESS Examination/Assessment Irregularities must be categorised as follows: 1. 1.1 ADMINISTRATIVE IRREGULARITIES On the part of Learners A candidate who refuses to abide by any or all of the minimum requirements in respect of the compilation of a mark for internal assessment in a subject, with no valid reason. The SAIC must approve the validity of the reason presented. 1.2 On the part of Educators The assessment irregularities involving educators may include the following: The teacher wilfully and intentionally, without a valid reason, fails to satisfy the requirements or excludes one or more assessment tasks from the compilation of the final assessment marks

2. 2.1

BEHAVIOURAL OFFENCES On the part of Learners A candidate, who, in respect of a component of a mark for Internal Assessment that is completed under controlled conditions, does the following: Creates a disturbance, intimidates others, or behaves in an improper or unseemly manner despite a warning Is drunk or behaves in a disorderly manner Disregards the arrangements or reasonable instructions of the educator despite a warning; or Continues to disregard assessment regulations despite a warning

2.2

On the part of Educators The assessment irregularities involving educators may include the following: The teacher wilfully and intentionally, without a valid reason, fails to satisfy the requirements or excludes one or more assessment tasks from the compilation of the final assessment marks.

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3. 3.1

ACTS OF DISHONESTY On the part of Learners A learner who presents work that is not his or her original work. This may take various forms and may include the following: Copying verbatim from another source. In this case, if the teacher is suspicious and has evidence that sections of or the complete assignment or project has been lifted verbatim from another source. An assignment/project that is not his or her own effort. This may have been completed by another learner, his or her parent, or acquired from another source Reproduction of an assignment or project from another learner and there is evidence of such copying Work that has been previously presented and for which credits were received, which could either be his or her own effort or that of another individual The whole or part of a portfolio that is not his or her own but that of another learner from the same learning institution or from another school/learning institution and A candidate who resorts to any dishonest act to mislead the educator in terms of the authenticity or originality of the portfolio presented

3.2

On the part of Educators The assessment irregularities involving educators may include the following: The teacher alters, in other words, decreases or increases the marks of candidates without the approval of the Internal Moderator or head of the institution The teacher wilfully provides assistance to a learner that advantages a learner unfairly in comparison to other learners and The teacher collaborates with a candidate who presents the whole or part of the portfolio that is not his or her own work.

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ANNEXURE B1 Circular 73/2008 POSSIBLE IRREGULARITIES AND GUIDELINES ON HOW TO RESOLVE IRREGULARITIES INVOLVING LEARNERS NO IRREGULARITY CORRECTIVE MEASURES SANCTIONS 01 Candidate caught If the candidate is found guilty the candidate copying or obtaining must be awarded a ZERO for that component help from a fellow of the SBA candidate The guilty parties must face disciplinary action as deemed necessary, according to the schools code of conduct. If there is evidence of collusion, the candidate offering the assistance must also be sanctioned by giving him/her a letter of warning. 02 Evidence of two or more candidates presenting similar/identical pieces of work for assessment. An investigation should be conducted to determine how this was possible as the final pieces of SBA must be completed in class, under controlled conditions The educator must re-assess the learners work Candidates may face disciplinary action, as deemed necessary, according to the schools code of conduct.

If the candidate is found guilty the candidate must be awarded a ZERO for that component of the SBA

03

Missing components of SBA

If the candidate did not submit a piece of SBA for a valid reason, then the candidate must be given another opportunity to complete and submit the task for assessment. If the candidate is not able to complete an assessment task for a valid reason, that task

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POSSIBLE IRREGULARITIES AND GUIDELINES ON HOW TO RESOLVE IRREGULARITIES INVOLVING LEARNERS NO IRREGULARITY CORRECTIVE MEASURES SANCTIONS may be excluded from the portfolio and the marks for that section should not be taken into consideration. The educator must have documented evidence of extended opportunities given to a candidate to submit any component of SBA. 04 Candidates answers are identical to, or similar to the marking memorandum. Work not dated. The School Assessment Team (SAT) must investigate how learners came to be in possession of the memorandum. If it can be proven that the learners had obtained memos from any source other than the educator the candidate must be awarded a ZERO for that component of the SBA

05

The educator must insist on the work being dated before the task is assessed. Failure to record the date should be treated as an act of non-compliance.

06

Declaration of authenticity not signed by learner. (Can only be declared during final moderation of learner portfolios).

The marks attained for the entire portfolio of evidence must be withheld until the declaration is completed and submitted with the portfolio of evidence.

07

Plagiarism

The learner must be given a letter of warning that if there is a recurrence of this nature he/she may be barred from writing the exams.

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POSSIBLE IRREGULARITIES AND GUIDELINES ON HOW TO RESOLVE IRREGULARITIES INVOLVING LEARNERS NO IRREGULARITY CORRECTIVE MEASURES SANCTIONS The learner may face disciplinary action, according to the code of conduct of the school. A ZERO MARK must be awarded for the relevant task or section. 08 Different handwriting in one learners portfolio. The SAT must establish to whom the different handwriting belongs. For the pieces of work that do not belong to the learner A ZERO MARK must be awarded.

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ANNEXURE B2 Circular 73/2008

IRREGULARITIES INVOLVING EDUCATORS AND OTHER OFFICIALS OF THE DEPARTMENT OF EDUCATION. NO IRREGULARITY CORRECTIVE MEASURES ACTIONS TO BE TAKEN AGAINST EDUCATORS 01 Unlawful assistance by The task for that component of the SBA If there is evidence that the educator had Educators to learners must be declared NULL AND VOID colluded with learners, then the educator must be charged in terms of the Employment of Educators Act The candidate must be given another opportunity to complete the task under supervision. 02 The incorrect awarding of a zero [0] mark for SBA It may be possible to award a zero mark for a component of SBA. If this is the case, the educator must show intervention and involvement at the following levels: School Subject HOD School Assessment Team Parental Involvement SGB involvement Only if documented proof at the various intervention stages is available can the learner be awarded a zero [0] mark.

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IRREGULARITIES INVOLVING EDUCATORS AND OTHER OFFICIALS OF THE DEPARTMENT OF EDUCATION. NO IRREGULARITY CORRECTIVE MEASURES ACTIONS TO BE TAKEN AGAINST EDUCATORS 03 No school-based All tasks must be moderated If the SAT does not find evidence of moderation moderation the educators may be charged for The moderation must be dated and not complying with the requirements for completed in black ink internal assessment Disciplinary steps in terms of the Employment of Educators Act must be taken against repeating offenders. 04 No cluster based moderation The SAT must establish why the educator did not attend the cluster meeting. The school may seek the involvement of the district so that the cluster leaders feedback forms to the district may be interrogated to establish the educators attendance at cluster meetings. The SAT must inform the district subject facilitator, in writing, that the evidence of cluster moderation has not been complied with. The district subject facilitator must ensure that the moderation is done. 05 The assessment task/s The school subject HOD/SAT must ask for in the learner portfolios the full complement of learner portfolios for is/are not marked, school based moderation. This will ensure that the all tasks are marked by the educator and that the educator is adhering to his/her assessment plan. Disciplinary steps in terms of the Employment of Educators Act will be taken against the educator. The educator may be given a warning by the District Director for not attending a cluster meeting.

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IRREGULARITIES INVOLVING EDUCATORS AND OTHER OFFICIALS OF THE DEPARTMENT OF EDUCATION. NO IRREGULARITY CORRECTIVE MEASURES ACTIONS TO BE TAKEN AGAINST EDUCATORS The SAT/school subject HOD may write a report on the findings and recommendations to support the educator in meeting all the requirements for SBA. Due dates for the marking of tasks must be given to the educator and follow up support and intervention should be provided by the SAT and school subject HOD. The SAT/school subject HOD must moderate 10% of the portfolios. 06 Incorrect computation of marks/transfer of marks/no correlation between working mark sheet and computerised mark sheet/no evidence to support marks in learner portfolios/difficulty in understanding how the final mark was calculated. The SAT must ensure that the correct assessment tools and SAGs are being used by all educators at the school. The use of the correct assessment tools is the responsibility of the relevant Head of Department and SAT. The district subject facilitators, via the cluster leader/school visits, ensure that the correct assessment tools are used by the school. Once discovered, the educator and school subject HOD, with the assistance of the cluster leader/district subject facilitator must correct errors and submit the corrected mark sheets to the district for confirmation of compliance. If this is only discovered up at the provincial moderation, then the school principal will face disciplinary action in terms of the Employment of Educators Act The school principal is accountable for the correctness of all marks submitted for capturing and may be charged for submitting incorrect/fraudulent marks. SBA marks may be declared NULL AND VOID until authentic marks supported by evidence of tasks are submitted to the district assessment official

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IRREGULARITIES INVOLVING EDUCATORS AND OTHER OFFICIALS OF THE DEPARTMENT OF EDUCATION. NO IRREGULARITY CORRECTIVE MEASURES ACTIONS TO BE TAKEN AGAINST EDUCATORS 07 No working mark sheet/ memos/assessment tools, etc in the educators portfolio. The educator must be given a time frame within which to comply and re-submit these documents so that moderation may take place. The educator must be warned that without these documents, moderation cannot take place (school/cluster/provincial) Failure to comply will result in disciplinary steps taken in terms of the Employment of Educators Act. The Principal and SAT must be held accountable for these errors. Twinning and checking of mark sheets must be managed by the SAT. The computerised mark sheets must be submitted immediately

08

The computerised mark sheet is filled in incorrectly

09

The computerised mark sheet was not submitted to the district The use of the incorrect assessment guidelines

Disciplinary steps in terms of the Employment of Educators Act will be taken against the Principal

10

The SBA for that subject at the school may be declared null and void. The correct assessment tasks must be given and assessed. The SAT must ensure that every educator has the SAGs for every subject he/she is teaching.

Disciplinary steps will be taken against the school subject HOD and Principal in terms of the Employment of Educators Act

11

The annexures as contained in the relevant circulars are

The relevant annexure must be filled in and included in the relevant portfolios.

Disciplinary steps will be taken against the Educator in terms of the Employment of Educators Act

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IRREGULARITIES INVOLVING EDUCATORS AND OTHER OFFICIALS OF THE DEPARTMENT OF EDUCATION. NO IRREGULARITY CORRECTIVE MEASURES ACTIONS TO BE TAKEN AGAINST EDUCATORS not completed and Cluster and district support must be offered filed in the to school so that full compliance may be learner/educator achieved. portfolios. 12 Tasks/Tests not of the required standard The SAT must ensure that pre-moderation of tasks take place. This can be done by the School Subject HOD/cluster leader/ district subject facilitator. The pre-moderation must be signed and dated. The assessment for that task must be declared NULL AND VOID and a new task that complies with provincial standards must be set and administered. 13 Superficial school/cluster moderation The full complement of portfolios is not available at the school at any given time. The tasks must be re-moderated by cluster/district. The School Subject HOD/SAT must be held accountable for the effective moderation of the tasks. The school principal will be held accountable for all the portfolios.

14

The portfolios are the property of the GDE and must be available at the school at any given time. The learners may be requested to compile portfolios from scratch if the requested portfolios cannot be accounted for. Under no circumstances must the entire

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IRREGULARITIES INVOLVING EDUCATORS AND OTHER OFFICIALS OF THE DEPARTMENT OF EDUCATION. NO IRREGULARITY CORRECTIVE MEASURES ACTIONS TO BE TAKEN AGAINST EDUCATORS portfolio of a learner be taken home. All final SBA assessment must be done at school under controlled conditions. 15 Aspects of assessment tasks are not in learner portfolios but a mark has been awarded. The educator should be held accountable for providing the evidence of assessment tasks and may be held accountable for providing fraudulent marks. The marks must be declared NULL AND VOID The learner should be given another opportunity to complete the required tasks. These tasks must be handed to the SAT who will ensure that it is moderated. 16 No dates in learner/educator portfolios The educator and School Subject HOD must The SAT is responsible for ensuring that this be held accountable for this omission. aspect of compliance is adhered to. The dates reflected in the assessment plan must correlate with the dates recorded in the assessment tasks. 17 The submission of portfolios that were not selected. [provincial moderation] The required portfolios must be sent to the district subject facilitator and the district assessment official for verification that the requested portfolios meet the full requirements for SBA. Disciplinary steps in terms of the Employment of Educators Act will be taken against the principal Disciplinary steps in terms of the Employment of Educators Act will be taken against the educator

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IRREGULARITIES INVOLVING EDUCATORS AND OTHER OFFICIALS OF THE DEPARTMENT OF EDUCATION. NO IRREGULARITY CORRECTIVE MEASURES ACTIONS TO BE TAKEN AGAINST EDUCATORS 18 Marks are inflated The learners marks must be adjusted in consultation with the educator, School Subject HOD, cluster leader and district assessment official. If consensus cannot be reached, the matter may be referred to the District facilitators. The educator/School Subject HOD must be supported and developed on how to use the approved assessment tools. 19 All learners are The marks for this section must be declared awarded the same null and void. mark or fabricated marks for a component The work must be re-assessed of the SBA Disciplinary steps in terms of the Employment of Educators Act will be taken against the educator

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