Name: Sir Thulani
MATHEMATICS
Head of
Department
HIGHLANDS HIGH SCHOOL
1
Monitoring and
Implementation
2021
Contents
Section 1: Department of Education Job Description for a Head
of Department.
School Job description
Section 2: Whole School Academic Policies
The Academic Quality Assurance Policy for the school
The Assessment Policy for the school
Section 3: Minutes of Meetings
Academic Committee
Departmental/phase/grade meetings
Section 4: Departmental Policies
Section 5: Planning and Assessment
Departmental / Grade / Phase Assessment plans
Monitoring plans
Moderation Plans
Section 6 : Monitoring and support records
Assessment Result Analysis
Learner Support Records
2
HOD Monitoring Sheets (book checks, Teaching and
Assessment plan submission
Classroom visit reports
Moderation reports
Section 7: Discipline Records
Section 8: Administrative records
Section 1
Job Description
Have a look at the Department of Basic Education’s Job Description for a Head of
Department. How many of these tasks are you already doing? What do you need to
do?
DBE Job Description for Heads of Department
Performance Criteria Action
i) ii) TEACHING
To be a class teacher if required
To engage in class teaching as per workload of the
relevant post level and the needs of the school.
To assess and to record the attainment of learners taught
iii) iv) COMMUNICATION
To co-operate with colleagues in order to maintain a good
3
teaching standard and progress among the learners and to
foster administrative efficiency within the department and
the school.
To collaborate with educators of other schools in
developing the department and conducting extracurricular
activities.
To meet parents and discuss with them the progress and
conduct of their children.
To participate in departmental and professional
committees, seminars and courses in order to contribute
to and/or update one’s professional views/standards
To co-operate with Further and Higher Education
institutions in relation to learners’ records and
performance and career opportunities.
4
To maintain contact with sporting, social,
cultural and community organisations.
To have contacts with the public on behalf
of the Principal.
iii) EXTRA- & CO-CURRICULAR
To be in charge of a subject, learning area
or phase.
To jointly develop the policy for that
department
To co-ordinate evaluation/assessment,
homework, written assignments, etc. of all
the subjects in that department
To provide and coordinate guidance:
a) on the latest ideas, on approaches
to the subject, method, techniques,
evaluation, aids, etc. in their field,
and effectively conveying these to
the staff members concerned
b) on syllabi, schemes of work,
homework, practical work, remedial
work, etc
To control:
a) the work of educators and learners in
the department
b) reports submitted to the Principal as
required
c) test and examination papers as well
as memoranda
d) the administrative responsibilities of
staff members
To share in the responsibilities of
organising and conducting extra and co-
curricular activities.
iv) PERSONNEL
To advise the Principal regarding the
division of work among the staff in that
department
To monitor and evaluate the performance
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of educators
To participate in agreed school/educator
appraisal
processes in order to regularly review their
professional practice with the aim of
6
Job Description in my school and
allocation of duties
[areas of responsibility]
7
8
Section 2
Whole School Academic
Policies
a. Academic Quality Assurance
Policy
b. Assessment Policy
c.Learner Support Policy
Academic Quality Assurance
Policy
10
Assessment Policy
Learner Support Policy
12
Section 3
Minutes of Meetings
This section contains a photo-copiable copy of the documents mentioned below;
a. Academic Committee
b. Departmental/phase/grade meetings
Minutes of Meeting of Academic
Committee:
Term:
Date:
The meeting commenced at:
Venue:
Chair:
Secretary:
Item no Issue Decision Person
Responsi
ble
Minutes of Meeting of ______________________________Department/Phase
Date: ________________
The meeting commenced at: ________________
Venue: ___________
Chair: ______________
Secretary: ______________________
Item Issue Decision Person
no Responsib
le
Section 4
Departmental /Phase
Policies
Departmental Policy
Homework policy
Marking / assessment policy
21
Section 5
Planning and Assessment
a. Departmental / Grade / Phase Assessment plans
b. Monitoring plans
c. Moderation Plans
1. Calender to be included
Term Date What Detail
s
1 Annual teaching plan and
assessment plan HOD
Monitoring Planning (termly / weekly) Schedule
Teacher portfolios / files
Learner books (sample)
Moderation Plan for _________________Learning
Classroom Visits
Area / Subject
2 Annual teaching plan and
What will be moderated?
assessment plan
Planning
Teacher portfolios / files
Who will moderate?
Learner books (sample)
Classroom visits
How will it be moderated?3 (Method and Annual teaching plan and
Instrument) assessment plan
Planning
Teacher portfolios / files
When will it be moderated?
Learner books (sample)
Classroom visits
4 Annual teaching plan and
assessment plan
Who will the moderator report to? Planning
Teacher portfolios / files
Learner books
When and how will a review of the
moderation take place?
How will Special Needs be dealt with
during assessment & moderation?
Section 6
Monitoring and Support
TEACHING AND LEARNING MONITORING TOOLS
HOD Monitoring Instrument
Name of Teacher being monitored: _________________ Term: _______________________
Year:___________________ Subject: ___________________
Grades taught:______________
Does the educator have the following documents:
Document On file
Relevant CAPS documents for grade, phase and subject.
National Policy pertaining to the Programme and Promotion Requirements of
National Curriculum Statement Grades R-12 (2013)
National Protocol for Assessment Grades R-12 (2012)
Assessment and Moderation Policy for the school and/or the department, phase or
grade
Bloom’s Taxonomy or equivalent
Monitoring Activity Date Comment
received /
conducted
Annual Teaching Plan
and Assessment plan
submitted
Termly / weekly
planning submitted on
termly / fortnightly basis
Does the teacher’s file
contain the following?:
a.Annual teaching plan
b.Annual assessment
plan
c.Formal assessment
tasks and memoranda
d.List of textbooks being
used
e.
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Teacher’s portfolio / Tasks are neat, well set out?
Preparation file
submitted for the term
Work is up to date with workscheme?
Sample of pupil books Names of pupils:
seen for the term
Comment on:
Quality, adequacy and frequency of marking done
Adequacy of feedback to pupils
Markbook up to date for
term
Evidence of moderation Weaknesses or strengths identified in moderation:
being conducted.
Quality of report
comments made
Date of Classvisits Report filed?
HOD Name: ___________________
Signed: _____________________ Date:____________________ Feedback given:
Support given to teacher:
TEACHING AND LEARNING MONITORING TOOLS
Moderation Instrument
Pre-Assessment Moderation Instrument
Assessor’s name:
Moderator’s name:
Date / s of moderation
Learning Area and Outcome (if
appropriate)
Evidence of assessment being part
of assessment plan / workscheme
Type of assessment moderated
Length of assessment is
appropriate to grade, time
allocation and assessment
guidelines for the subject
Correct balance of lower order
and higher order skills
Strengths of the assessment
process
Weaknesses of the assessment
process
Layout and clarity (especially of
images)
Marks add up correctly
Spelling and grammar
Recommendations
All original moderated test papers with the moderation corrections or comments on them must be kept on file as proof of moderation
along with the moderation tools.
TEACHING AND LEARNING MONITORING TOOLS
Post-assessment Moderation report
Assessor’s name:
Moderator’s name:
Date / s of moderation
Learning Area and Outcome (if
appropriate)
Criterion Yes/No Comment
Assessment was consistent
(marking is consistent across
the class)
Assessment is reliable (this
assessment is not
compromised by copying, help
or time constraints)
Assessment is valid (The
assessment followed the
marking memo / rubric)
Comment:
TEACHING AND LEARNING MONITORING TOOLS
Classroom Practice Checklist
Teacher:
Subject: Aspect:
Grade: Date: Term:
Checklist 1 2 3
1. Educator’s knowledge of the subject matter
2. Preparedness for the lesson
3. Language (Fluency, pitch, diction, audibility, vocabulary)
4. Presentation skills – posture, movement around classroom
5. Class response, interest, participation.
6. Questioning techniques.
7. Class management and discipline
8. Demeanour and interaction with learners including feedback to
learners
9. Use of teaching aids (white board, worksheets, charts, smart
board)
10. Re-enforcement, recapitulation (Beginning and ending of
lessons)
10. Level of integration with life skills.
11. Application.
1 2. Realisation of outcomes/aims & objectives.
13. Classroom environment (board displays, tidiness, desk
arrangements, suitability, safety)
14. Administration skills – filing, textbook loan system etc.
Key: Remarks of Assessor:
1. E
xceeds
the
required
degree
of
compet
ence.
2. C
onforms
to the
desired
degree
of
compet
ence.
3. R
equires
attentio
n.
Signature of Assessor Signature of HOD Signature of
Principal
Date: Date: Date:
Remediation / Extension Register
Teacher: _____________ Subject: ___________
Grade: _________________
Name Dates
Remediation / Extension Record
Name: ____________________________
Grade: ____________________
Date Time Lesson Content Signed by Signed by
teacher pupil
-
TEACHING AND LEARNING MONITORING TOOLS
Assessment Result Analysis
Date: ______________________
Grade: _______________ Class / Subject: _______________________
Teachers: ___________________________________ Assessment: ________________________________
Areas of assessment where learners performed badly.
Reasons that learners may have performed badly:
Revision measures to be instituted:
Areas of assessment where learners performed very well
Insert a graph or else use the graph over the page to analyse the overall performance.
Targeted School Development Services 39
Graphic analysis of Assessment
Levels of
Performance
1-7
Names of Learners
TEACHING AND LEARNING MONITORING
TOOLS Termly Test Result Analysis
Date: ______________________
Grade: _______________ Class / Subject: _______________________
Teachers: ___________________________________
Areas of concern:
Pupils at risk Action to be taken Person Person
responsible for responsible for
action action notified
Signature: ___________________________
Section 7 Discipline
records
Discipline records
Grade: ____________
Name Misconduct Referring Date of Disciplinary Parents Record
of teacher offence measure notified / placed
learner taken involved in learner
profile.
Written Warning
Name of learner: _________________________________________
Learner ID number: __________________________
The above learner has breached the disciplinary code which carries with it a
written warning.
Date of offence: _____________ Grade
of offence: ________________ Nature
of offence:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Learner’s statement:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
____________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Learner: _____________________ Witness: ___________________________
Teacher: ____________________ Grade Head: _______________
Date_____________________
• One (1) copy to learner, original to be kept by GRADE HEAD and then filed in the
learner’s profile.
• Learner’s signature does not signify admission of guilt, but that charges and action
taken have been explained.
Final Written Warning
Name of learner: ______________________
Learner ID number: ______________________
Please take note that this is a final warning. If the disciplinary code is
breached again, in any way, it will lead to a disciplinary hearing.
Date of offence: _______________
Dates of previous warnings and offences:
Date of previous warning Offence
Grade of offence: ___________________ Nature
of offence:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Learner’s statement:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Learner: _____________________ Witness: _______________________
Teacher: _____________________Grade Head:___________________
Date
• One (1) copy to learner, original to be kept by GRADE HEAD.
Learner’s signature does not signify admission of guilt, but that charges and
action taken have been explained. Adaptation of documents from:
Notice of Disciplinary Hearing
Name of learner
Learner ID number:
A formal disciplinary hearing will be held and you are obliged to be present:
Date of hearing: _______________
Venue of hearing: _________________
Time of hearing: __________________
Date notification was served: ________________
The charge against you is as follows:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Date of offence: __________________________
Nature of offence:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Suspension from class
You are further advised that you have been suspended from class from now
until the hearing has been conducted. During your period of suspension, you
will not be permitted on the School premises unless written permission has
been given to you by a senior member of management, or for attending this
hearing.
Note: Learner receives one (1) copy and the signed copy must be kept and filed.
Record of Disciplinary Hearing
Venue: ________________________
Date: _______________________________
Name of Complainant: (May be the Name of Learner:
school)
People Present at Hearing
Name Capacity
Witness for the complainant Witnesses for Learner
Witness 1: Witness 1:
Witness 2: Witness 2:
Witness 3: Witness 3:
Nature of alleged breach or misconduct (charge, date, place and brief description of the
incident/s)
Nature of offence:
Nature of defence / mitigating circumstances
Plea: The learner admits/denies the charges (the appropriate plea to be underlined).
Learner: ______________________ Teacher: _______________________
Witness: ______________________ Grade Head: ____________________
Section 8
Administrative Records
Textbook Loan Register
Department / Phase Acquisitions register
Textbook and Learning resource Inventories
Classroom checklist
Teaching Resource Register
Textbook loan register: _______________department/
phase
Name of learner Name of textbook Number of Condition of Date Date
textbook book loaned returne
d
Acquisitions Register ___________________ department /
phase
Name of resource Author / Medium Price on Date of Number
publisher / (book / DVD purchase purchase purchased
distributor / / furniture
supplier etc)
Targeted School Development Services 52
Stocktaking register / Annual Inventory
_______________department/phase
Name of resource Author / publisher / Medium (book / Number in Number on Number not
distributor/ supplier DVD etc) stock room loan recovered
Classroom checklist
Room number Date
Inventory conducted by
Item/s Number in Condition Repairs/replace
classroom ment required
Walls and paint
Floor surface
Doors and door frames, handles
and locks
Windows and window frames,
handles and locks
Cupboards / Filing cabinets
Bookshelves
Boards (chalk / white/ digital)
Display boards
Teacher’s desk and chair
Learners’ desks
Learners’ chairs
Rubbish bins / recycling bins
Emergency Evacuation
Instructions
Audio-visual Equipment
Teaching Resource Register
Name of teacher Name of textbook / Medium Date Date returned
resource loaned
Targeted School Development Services 56
