QMS APPRAISAL INSTRUMENT FOR EDUCATORS ON POST LEVEL 3

DEPUTY PRINCIPALS

1 Introduction

The performance appraisal of a deputy principal must be conducted twice during the year, using the approved
1.1
instrument provided in this section.

Deputy Principals have a choice in selecting the number of descriptors within the 7 performance standards in the
1.2
appraisal instrument.
2 QMS WORK PLAN AND INSTRUMENT

2.1 Deputy Principals (PL 3) are required to complete a work plan (Annexure C 1) at the beginning of each evaluation cycle.

2.2 The QMS instrument (Annexure C2) should be used for the appraisal of Deputy Principals.

2.3 The work plan and instrument should also be used for purposes of self-appraisal, the mid-year appraisal and final appraisal.

2.4 The Performance Standards in the instrument form the core elements of the job description for deputy principals and principals.

2.5 The criteria form the key deliverables for each of the 7 Performance Standards.

2.6 The desired outcome/key objective of each criteria has been pegged with a maximum rating of 4.

2.7 A rating that is less than the desired outcome will be influenced by the following factors:

○There is no or insufficient evidence of a particular desired activity;

○The desired activity is infrequent;
○The desired activity is frequent but of poorer quality than desired;
○The desired activity is infrequent and of poor quality, and
○ The desired activity may be frequent and of reasonable quality but is impacted by a negative attitude

3 APPRAISAL OF DEPUTY PRINCIPALS

3.1 During the signing of a work plan, the Deputy Principal must also select and agree with the supervisor (principal) on the descriptors in the QMS
instrument (Annexure C 2) that will be applicable for his/her self-appraisal, mid-year appraisal and annual appraisal.

3.2 The following descriptors are compulsory:

•All 35 descriptors in Performance Standards 1, 3 and 4.

3.3 In addition, a total of 24 descriptors from Performance Standards 2, 5, 6 and 7 should be selected as follows:

Performance Standard Number of items/descriptors to be agreed upon for appraisal

1 All descriptors are compulsory

2 10 descriptors
3 All descriptors are compulsory
4 All descriptors are compulsory
5 10 descriptors
6 2 descriptors
7 2 descriptors
The Deputy Principal should be appraised on a total of 59 descriptors (35 compulsory descriptors and 24 selected descriptors) in the 7
3.4 Performance Standards.
4 PERFORMANCE STANDARDS

Table 3 below shows the 7 Performance Standards, the criteria and the desired outcomes for PL 3 educators.

TABLE 3: PERFORMANCE STANDARDS AND CRITERIA FOR PL 3 EDUCATORS (Deputy Principals)

Performance
Criteria The desired outcome
Standard
Leading the learning school (1) Classroom teaching Effective use is made of all resources to ensure that learners are motivated to perform
optimally.
1
(2) Support for the learning The support of all stakeholders has been secured and there is evidence that a quality teaching
school and learning environment is established / being improved

Shaping the direction and 1) Planning Effective use is made of all planning resources and techniques (data, budgets, consultations,
development of the school policies etc).

2 2) School governing body and SGB is established and functioning. SGB is supported in the performance of its functions in
the broader school community terms of SASA. Partnerships are set up to support the development of the school

Managing quality and securing 1) Securing accountability The use of LTSM is monitored. A textbook retrieval system is in place and implemented
accountability effectively. The work of the SMT is monitored regularly. Systems are in place to a) monitor
educator and learner attendance, and b) address improper conduct and dress code of
educators and learners

3
2) Managing the quality of Departmental policies with regard to assessment administration are followed. Marking and
teaching and learning moderation of learner assessments are monitored regularly. Learner assessment outcomes
are analysed, intervention strategies developed and implemented

Developing and empowering 1) Staff Staff development initiatives are functioning. Regular classroom visits provide constructive
self and others feedback, guidance and support. Teacher appraisal systems comply with policy and the
results are valid, reliable and fair.
4
2) Self Regular participation in activities aimed at enhancing personal and professional growth.
Conduct is exemplary.

Managing the school as an 1) Financial management School’s finances are managed by applying the necessary controls to optimise use of fund.
organisation Protocols are followed in developing the school budget, including approvals by the SGB and
parent community. All prescription is SASA and departmental directives are adhered to.

2) General institutional Log book contains a record of important events in the school. The school has effective and
management and efficient systems in place to manage correspondence and other forms of communication, the
administration systems are properly maintained and provide easy access for authorised persons. School
5 provides accurate statistics to the district office.

3) Management of infrastructure School has a safe and secure environment with clear access controls. Existing resources and
physical infrastructure are used effectively. Use and safekeeping of all movable and
immovable assets are monitored regularly. School buildings, ablution facilities and grounds
are well maintained.

Managing human resources (1) Managing human resources Departmental HR policies are understood, explained to staff and implemented correctly.
(staff) in the school in the school Delays in addressing staff queries, grievances, disciplinary issues are avoided.
6

Management and advocacy of (1) Management of extra-mural Networks with relevant stakeholders and encourages development of extra-mural or co-
7 extra-mural activities activities curricular activities.
4 Rating Scale, Descriptor, scores and percentages:
4.1 Post Level 3 Educators
•A 4 point rating scale is used when completing the instrument.

DEPUTY PRINCIPAL
RATING DESCRIPTOR PERCENTAGE
SCORE
Maximum score 236 %

Unacceptable: The level of performance does not

1 meet minimum expectations and requires urgent 0 - 117 0% - 49%
intervention and support

Acceptable: Satisfies minimum expectations. The

2 level of performance is acceptable and is in line with 118 – 164 50% - 69%
the minimum expectations, but development and
support are still required

3 Good: Performance meets expectations, but some 165 – 199 70% - 84%
areas are still in need of development and support

Outstanding: Performance exceeds expectations.

4 Although performance is outstanding, continuous self- 200 - 236 85% - 100%
development and improvement are advised.
 4
Annexure C2

QUALITY MANAGEMENT SYSTEM (QMS)

APPRAISAL INSTRUMENT
DEPUTY PRINCIPAL: POST LEVEL 3

Section A: EDUCATOR AND SCHOOL INFORMATION

1. APPRAISEE

Surname First names

Designation Persal number

Highest Qualification Specialization in subject domain

Grade / Subjects taught during current appraisal year Technology and Social Sciences

2. APPRAISER

Surname First names

Designation Persal number

3. SCHOOL

Name of school Dumezweni Primary Province Gauteng

Circuit/district Principal’s name

Telephone Cell No

4. EDUCATOR’S BRIEF JOB DESCRIPTION (Subjects/Grades/Key areas of responsibility, etc)

Management and Administrative

Teaching and assessment responsibilities Extra-mural activities Other: (Please specify)
duties

1. PERFORMANCE STANDARD 1: LEADING THE LEARNING SCHOOL

NB: Appraisal to be conducted on all descriptors in Performance Standard 1

Criterion 1: Classroom teaching Mid-Year Annual

a. Learning and teaching environment 4

4
b. Classroom Management 4
4
c. Knowledge of subject 4
4

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d. Planning and presentation 4
4
e. Management of work schedule 4
4
f. Record keeping 4
4
g. Feedback to learners 4
4
h. Knowledge and application of forms of assessment 4
4
i. Learner progress and achievement 4
4
Sub-Total 36

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Criterion 2: Support for the learning school Mid-Year Annual

a. Enlists the support of parents and community members as partners in learning 4 4

b. Communicates (provides feedback) with all stakeholders on the academic performance of the school 4 4

c. Motivates learners to achieve academically 4 4

d. Ensures that there are functional curriculum structures in the school. 4 4

e. Promotes ICT learning 4 4

f. Manages conflict in order to maintain a healthy teaching and learning environment 4 4

Sub-Total 24

Total for Performance Standard 1 60

Comments:
Mid-year
Annual

2. PERFORMANCE STANDARD 2: SHAPING THE DIRECTION AND DEVELOPMENT OF THE SCHOOL

NB: Appraisal to be conducted on 10 selected descriptors based on the allocated responsibilities in Performance Standard 2

10 descriptors Selected in Performance Standard 2

Criterion 1: Planning Mid-Year Annual

X a. School has developed vision and mission statements which are relevant (to the school community) and achievable. 3 3

X b. Implementation of school improvement plan (SIP) 4 4

X c. Ensures that school has a safe and secure environment 3 3

d. Implements transparent decision making structures – accepts responsibility for decisions taken

X e. Ensures that planning is based on data collected on a range of school activities 4 4

X f. Planning is done on time 4 4

X g. School analyses results of various forms of assessment and sets clear targets for improvement 4 4

Sub-Total 22

Criterion 2: School Governing Body and the broader school community Mid-Year Annual

X a. Ensures that the school has a functioning SGB 2 2

X b. Renders assistance to the SGB in terms of the areas listed in SASA 16A, excluding finances (Refer to PS 5 for Finances) 3 3

X c. Informs the SGB about policy and legislation 2 2

The school has developed the various policies as required by SASA, which are aligned with the requirements of various legislation
X d. 3 3
and departmental policies

e. Networks with the community and builds partnerships to support the development of the school

f. Liaises with relevant government departments (e.g. Dept of Health) as required

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Sub-Total 10

Total for Performance Standard 2 32

Comments:
Mid-year
Annual

3. PERFORMANCE STANDARD 3: MANAGING QUALITY AND SECURING ACCOUNTABILITY

NB: Appraisal to be conducted on all descriptors in Performance Standard 3

Criterion 1: Securing accountability Mid-Year Annual

a. Ensures safekeeping of all movable and immovable assets 3

3
b. Ensures completion of all attendance registers and takes appropriate action where necessary (Staff and learners) 4
4
c. Ensures that LTSMs are used effectively 4
4
d. A textbook retrieval system is in place and is properly implemented 4
4
e. Leads and monitors the work of the School Management Team 4
4
f. Addresses unprofessional and improper conduct of educators and learners 3
3
Sub-Total 22

Criterion 2: Managing the quality of teaching and learning Mid-Year Annual

a. Follows departmental policies with regard to assessment administration (e.g. NSC, ANA, SBA) 4
4
b. Monitors marking and moderation of learner assessments 4
4
c. Ensures that efficient systems are in place for examinations / assessments 4
4
d. Consolidates and analyses learners’ assessment outcomes and develops appropriate intervention strategies 3
3
e. Promotes (provides leadership) and monitors school learner intervention strategies 3
3
Sub-Total 18

Total for Performance Standard 3 40

Comments:
Mid-year
Annual

4. PERFORMANCE STANDARD 4: DEVELOPING AND EMPOWERING SELF AND OTHERS

NB: Appraisal to be conducted on all descriptors in Performance Standard 4

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Criterion 1: Staff Mid-Year Annual

a. Staff training programmes planned and implemented 3 3

b. Provides leadership and oversees mentoring, coaching and general support to staff 3 3

c. Manages underperformance 4 4

d. Promotes teacher appraisal practices in terms of applicable policy/ collective agreement 4 4

e. Monitors staff appraisal and verifies evidence 4 4

f. Conducts classroom observations to provide support and development of educators 4 4

g. Ensures that departmental circulars and other relevant information are brought to the attention of staff 4 4

Sub-Total 26

Criterion 2: Self Mid-Year Annual

a. Attends and participates in departmental, union and other professional activities aimed at enhancing his/her professional skills 3 3

b. Professional conduct with reference to punctuality, presentable appearance, respect shown to others 4 4

Sub-Total 7

Total for Performance Standard 4 33

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Comments:
Mid-year
Annual

5. PERFORMANCE STANDARD 5: MANAGING THE SCHOOL AS AN ORGANISATION

NB: Appraisal to be conducted on 10 selected descriptors based on the allocated responsibilities in Performance Standard 5

Selected descriptors exceeds 10

Criterion 1: Financial Management Mid-Year Annual

X a. Manages school’s finances in terms of applicable legislation (SASA) and policy 3 3

X b. Provides the necessary guidance to the SGB i.t.o finances 3 3

X c. Follows protocols in developing the school budget 3 3

X d. Takes all reasonable steps to prevent financial mismanagement and corruption 4 4

X e. Supports school’s fundraising efforts 4 4

Sub-Total 17

Criterion 2: General institutional management and administration Mid-Year Annual

X a. Maintains a log book containing a record of important events at the schools 4 4

X b. Ensures that systems are in place for the management of all correspondence 3 3

X c. Ensures that sensitive information on learners and teachers are properly maintained 3 3

X d. Maintains a filing and storage system 3 3

X e. Submits reports to the department / districts in terms of national and provincial policies 4 4

Sub-Total 17

Criterion 3: Management of infrastructure Mid-Year Annual

X a. Uses existing resources and physical infra-structure optimally 3 3

X b. Monitors use and safekeeping of all movable and immovable assets in the school 4 4

X c. Makes regular physical infrastructure inspections 4 4

X d. School buildings, ablutions facilities and grounds are properly maintained 3 3

Sub-Total 14

Total for Performance Standard 5 48

Comments:
Mid-year

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Annual

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6. PERFORMANCE STANDARD 6: MANAGING HUMAN RESOURCES (STAFF) IN THE SCHOOL

NB: Appraisal to be conducted on 2 selected descriptors based on the allocated responsibilities

2 descriptors Selected

Mid-Year Annual
Criterion 1: Managing human resources (educators and support staff) in the school

a. Makes every effort to fill vacant posts in terms of departmental policy

X b. Assists staff members with solving conditions of service problems 4 4

c. Ensures that a positive labour environment exists at the school

d. Deals with grievances of staff in terms of the relevant ELRC/PSCBC resolutions

X e. Ensures that prescribed procedures are followed with regard to any disciplinary action 4 4

Sub-Total 8

Total for Performance Standard 6 8

Comments:
Mid-year
Annual

7. PERFORMANCE STANDARD 7: MANAGEMENT & ADVOCACY OF EXTRA-MURAL ACTIVITIES

NB: Appraisal to be conducted on 2 selected descriptors based on the allocated responsibilities

2 descriptors Selected

Criterion 1: Management and advocacy of extra-mural activities Mid-Year Annual

X a. Ensures that the school offers extra-mural activities to its learners 4 4

X b. Encourages and supports learners to take part in extra-mural activities 4 4

c. Ensures educator participation in extra-mural activities

d. Oversees organisation of extra-mural activities

e. Involves community with extra-mural activities, where applicable

Sub-Total 8

Total for Performance Standard 7 8

Comments:
Mid-year

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Annual

Overall Remarks:
6. Overall Remarks

6.1 Deputy Principal’s comments on the appraisal

Mid-year
Annual

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6.2 Resource persons’ comments on the appraisal (Optional)
Mid-year
Annual

6.3 Principal’s comments

Mid-year
Annual

7. Recommendations (Principal)
Mid-year
Annual

Signatures

Name of Appraisee - Deputy Principal:

Signature & Date:

Mid-year

Name of Resource Person (Optional):

Signature & Date:

Name of Appraiser - Principal:

Signature & Date:

Name of Appraisee - Deputy Principal:

Signature & Date:

Name of Resource Person (Optional):

Annual

Signature & Date:

Name of Appraiser - Principal:

Signature & Date:

SCHOOL STAMP

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 Annexure C 3

QUALITY MANAGEMENT SYSTEM (QMS)

COMPOSITE SCORE SHEET: PL 3
Deputy Principal
(To be submitted to the District Office by the end of the 4th quarter)

Date

Surname 0 First Name 0

Persal Number 0

School Dumezweni Primary

SCORES
NO. PERFORMANCE STANDARD
MAX SCORE FINAL SCORE

1 Leading the learning school 60 60

2 Shaping the direction and development of the school 40 32

3 Managing quality and securing accountability 44 40

4 Developing and empowering self and others 36 33

5 Managing the school as an organisation 40 48

6 Managing human resources (staff) in the school 8 8

7 Management and advocacy of extra-mural activities 8 8

TOTAL 236 229

ANNUAL SCORE (Final Score: Total ÷ 236 x 100) 97%

Comments (Strengths and areas for development):

Select a statement

Signatures:

Name of Appraisee - Deputy

Memorial Nzuza
Principal:

Signature & Date: 10/11/2023

Name of Resource Person

(Optional):

Signature & Date: (Optional)

Name of Appraiser - Principal: Lulama Njokwana

Signature & Date: 10/11/2023

Validated by

District Director

Signature & Date:

SCHOOL/DISTRICT STAMP
 QMS WORK-PLAN (PL 3: Deputy Principal): Year :…………………………….. Annexure C 1
NAME SCHOOL
PERIOD DESIGNATION
SUPERVISOR DESIGNATION

PERFORMANCE STANDARD KEY ACTIVITIES TARGETS TIME- FRAME PERFORMANCE INDICATORS CONTEXTUAL FACTORS

1. Leading the learning school Criterion 2: Support for the

learning school
Criterion 1: Planning
2. Shaping the direction and Criterion 2: School Governing
development of the school Body and the broader school
community
Criterion 1: Securing
accountability
3. Managing quality and securing
accountability Criterion 2: Managing the quality
of teaching and learning

4. Developing and empowering self and Criterion 1: Staff

others Criterion 2: Self
Criterion 1: Financial
Management

5. Managing the school as an Criterion 2: General institutional

organisation management and administration

Criterion 3: Management of
infrastructure

6. Managing human resources (staff) in Criterion 1: Managing human

resources (educators and support
the school staff) in the school

7. Management and advocacy of extra- Criterion 1: Management and

mural activities advocacy of extra-mural activities

AGREED (Signatures):

Name Designation Signature Date

School Stamp
School Stamp
 PS2
Criterion 1: Planning
Select A Descriptor

School has developed vision and mission statements which are relevant (to the school community) and
a achievable.
School has developed vision and mission statements which are relevant (to the school community) and achievable.

Implementation of school improvement plan (SIP)

b Implementation of school improvement plan (SIP)

Ensures that school has a safe and secure environment

c Ensures that school has a safe and secure environment

d Ensures that planning is based on data collected on a range of school activities

Ensures that planning is based on data collected on a range of school activities

e Planning is done on time

Planning is done on time

f School analyses results of various forms of assessment and sets clear targets for improvement

School analyses results of various forms of assessment and sets clear targets for improvement
g #VALUE!

Criterion 2: School Governing Body and the broader school community

Select A Descriptor

Ensures that the school has a functioning SGB

a Ensures that the school has a functioning SGB
Renders assistance to the SGB in terms of the areas listed in SASA 16A, excluding finances (Refer to PS 5 for
b Finances)
Renders assistance to the SGB in terms of the areas listed in SASA 16A, excluding finances (Refer to PS 5 for Finances)

Informs the SGB about policy and legislation

c Informs the SGB about policy and legislation
The school has developed the various policies as required by SASA, which are aligned with the requirements
d of various legislation and departmental policies The school has developed the various policies as required by SASA, which are aligned with the requirements of various legislation and
departmental policies

e #VALUE!

f #VALUE!

PS5
Criterion 1: Financial Management

Select A Descriptor

a Manages school’s finances in terms of applicable legislation (SASA) and policy

Manages school’s finances in terms of applicable legislation (SASA) and policy

b Provides the necessary guidance to the SGB i.t.o finances

Provides the necessary guidance to the SGB i.t.o finances

c Follows protocols in developing the school budget

Follows protocols in developing the school budget

d Takes all reasonable steps to prevent financial mismanagement and corruption

Takes all reasonable steps to prevent financial mismanagement and corruption

e Supports school’s fundraising efforts

Supports school’s fundraising efforts
Criterion 2: General institutional management and administration

Select A Descriptor

a Maintains a log book containing a record of important events at the schools

Maintains a log book containing a record of important events at the schools

b Ensures that systems are in place for the management of all correspondence
Ensures that systems are in place for the management of all correspondence

c Ensures that sensitive information on learners and teachers are properly maintained
Ensures that sensitive information on learners and teachers are properly maintained

d Maintains a filing and storage system

Maintains a filing and storage system

e Submits reports to the department / districts in terms of national and provincial policies
Submits reports to the department / districts in terms of national and provincial policies

Criterion 3: Management of infrastructure

Select A Descriptor

a Uses existing resources and physical infra-structure optimally

Uses existing resources and physical infra-structure optimally

b Monitors use and safekeeping of all movable and immovable assets in the school
Monitors use and safekeeping of all movable and immovable assets in the school

c Makes regular physical infrastructure inspections

Makes regular physical infrastructure inspections

d School buildings, ablutions facilities and grounds are properly maintained

School buildings, ablutions facilities and grounds are properly maintained

PS6
Criterion 1: Managing human resources (educators and support staff) in the school

Select A Descriptor

a Assists staff members with solving conditions of service problems

b Assists staff members with solving conditions of service problems

Ensures that prescribed procedures are followed with regard to any disciplinary action

c #VALUE!

d #VALUE!

e Ensures that prescribed procedures are followed with regard to any disciplinary action
#VALUE!

PS7
Criterion 1: Management and advocacy of extra-mural activities

Select A Descriptor

a Ensures that the school offers extra-mural activities to its learners

Ensures that the school offers extra-mural activities to its learners

b Encourages and supports learners to take part in extra-mural activities

Encourages and supports learners to take part in extra-mural activities

c #VALUE!

d #VALUE!

e #VALUE!