SAS WFD QMS

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SAS WINGFIELD

QUALITY MANAGEMENT
SYSTEM MANUAL (QMSM)

STREET ADDRESS: C/o Jakes Gerwel and Voortrekker Rd
POSTAL ADDRESS: Goodwood
Contact Details: 7460

Private Bag X1
Goodwood
7459

Telephone Number: 021 590 2601
Fax Number: 021 590 2699

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TABLE OF CONTENTS

QMS DISTRIBUTION LIST ................................................................................................................iv
WFD QUALITY MANAGEMENT SYSTEM - AMENDMENT LIST................................................ v
LIST OF ABBREVIATIONS ................................................................................................vi
QUALITY MANAGEMENT SYSTEM MANUAL.............................................................................. 1
QUALITY POLICY ................................................................................................................1
LEARNING PROVISION POLICY......................................................................................2
QUALITY STATEMENT.......................................................................................................2
VISION .....................................................................................................................................2
VALUES ...................................................................................................................................2
WFD TRAINING DEPARTMENT........................................................................................................ 3
LANGUAGE POLICY ........................................................................................................................... 3
LEARNING PROVISION...................................................................................................................... 4
FINANCIAL, ADMINISTRATIVE AND PHYSICAL RESOURCES ..............................4
LIST OF APPENDICES......................................................................................................................... 5
MASTER RECORD INDEX.................................................................................................................. 5

Revision date: 25 January 2018

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QMS DISTRIBUTION LIST

Serial No Post Title Copy No

1 a b
2 Original
3 Registry
4 01
5 DFHR 02
6 03
7 DFL 04
8 05
9 SSO NETD 06
10 07
11 SSO FETD 08
12 09
13 OC 10
14 11
15 XO 12
16 13
17 TC 14
18 15
19 ATO 16
17
TSO 18

Training Evaluator

R&D Officer

TAO

MF MACH

MF WPNS

MISC

EF RDO/RDR

EF MACH

EF WPNS

Note that an Electronic Master Copy is available on Transfer Docs under the TC folder under
22. QMS 2018 (Updated Jan 18).

Revision date: 25 January 2018

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WFD QUALITY MANAGEMENT SYSTEM - AMENDMENT LIST

Ser Amendment Signature Date

No

a bc

1 Included Training Orders TC Apr 16

2 Included CBMT SOP TC Apr 16

3 Included List of Abbreviations TC Apr 16

4 Included List of Enclosures TC Apr 16

5 Included Approval Page TC Apr 16

6 Included Distribution List TC Apr 16

7 Included Table of Contents TC Apr 16

8 Included Indenturing Process for Artisans TC Apr 16

9 Included Trade Testing TC Apr 16

10 Included International Learner Administration TC Apr 16

11 Amendments and Updates for Handing and Taking Over TC Apr 16

12 QMS amended into SOP format OC Apr 16

13 Include MERSETA SMS Procedure and MERSETA Document TC May 17

Handling Procedure with WFD Email Address

14 Updated SOP 01, 02, 03, 04, 05, 06, 07, 08, 09 (DLOEs), 10, 11, TC Jan 18

12, 13 (Curricula Approval), 14 (Officers Training), 15, 16, 17, 18 ATO

(Email Correspondence, Official Email Address, Social Media, AATO

Instant Messaging), 19 (Trade Testing), 20, 21 (Updated Config QA

Control stakeholders eg FCA, SME, DFHR), 22, 23,24, 25, 26, 27 TE

(Logbooks, Training Schedules, Workplace/Experiential

Training), 28 (Audit), 29 (Registration of Learners on MERSETA

SMS, 30 (Removed – Incorporated in 29)

15 Amended for SASSETA interaction as per CHR Instruction 58 of TC Mar 18

2015, CHR Instruction 51 of 2016 and CHR Instruction 68 of

2015. Included SOP32 for In Post Training and SOP33 for

SASSETA Administration.

Revision date: 25 January 2018

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LIST OF ABBREVIATIONS

ATO Apprentice Training Officer
ATR Annual Training Report
DOD Department of Defense
DODI Department of Defense Instruction
DOL Department of Labour
DFHR Director Fleet Human Resources
ETD Education, Training and Development
ETQA Education, Training Quality Assurance
FHRD Fleet Human Resources Division
FSE Force Structure Element
HR Human Resource
HRD Human Resource Development
MDC Military Discipline Code
MDSMA Military Disciplinary Supplementary Measures Act
MERSETA Manufacturing Engineering and Related Services SETA
MOU Memorandum of Understanding
NLRD National Learner Records Database
NQF National Qualifications Framework
NSB National Standards Body
OBET Outcomes Based Education and Training
PSAP Public Service Act Personnel
QMS Quality Management System
QCTO Quality Counsel for Trades and Occupations
RPL Recognition of Prior Learning
SAEF South African Excellence Foundation
SAN South African Navy
SANDF South African National Defense Force
SAQA South African Qualifications Authority
SASSETA Safety and Security Sector Education and Training Authority
SDF Skills Development Facilitator
SETA Sector Education Training Authority
SF Senior Facilitator
SGB Standards Generating Body
SSO Senior Staff Officer
SSP Sector Skills Plan
TAO Training Admin Office
TC Training Commander
TQM Total Quality Management
TSO Tertiary Training Officer
WFD SAS WINGFIELD
WSP Workplace Skills Plan

Revision date: 25 January 2018

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QUALITY MANAGEMENT SYSTEM MANUAL

1. Purpose. The integration of a number of policies and management procedures is required in
order to achieve WFD mission, vision and values. The QMSM is intended to identify and record the
policies and management procedures required for effective and efficient operation of the business.

2. The QMS must be read with the Naval Order on the Management of Artisans in the SA Navy
(NO PERS No 1/2016), CHR Instructions and WFD SOP’s.

3. Additional references that must be read in conjunction with the QMSM are listed. This policy
document briefly describes/outlines the strategic direction or overriding principles that determine how
a specific process will be managed at WFD.

4. Standard Operating Procedures (SOPs) (see List of SOP’s and Enclosures). SOPs specify
step-by-step instructions on how to perform a task in a real work situation. SOPs include Forms and
Checklists to guide ETD personnel and ensure standardisation between sections.

5. Review of Quality Management Policy. The Training Evaluator (TE) will review the
documented management processes on an annual basis. The QMSM is a living document which
encompasses the transitional changes and incremental improvements that is made to improve the
training system of the unit (see Audit SOP).

6. File Reference. The original approved copy of the QMSM must be placed on
NBS/WFD/R/103/2/3. NBS/WFD/R/103/2/3 is to be used for all correspondence related to the
QMSM.

QUALITY POLICY

7. WFD is committed to establish and sustain a quality assurance system leading towards the
creation of a SA Navy-wide quality culture, positive customer relationships and a high degree of
customer service excellence in learning provision. The unit will establish a quality management
function, which will formally review the unit’s learning provision, practices on a quarterly basis.

8. Reviews. Formal reviews will be conducted through official meetings with the unit’s internal
staff and primary customers/clients to assess compliance with quality requirements. The proceedings
of these meetings will be formally documented and distributed to all stakeholders.

9. Action Plans. Action plans stemming from these meetings will be recorded and reviewed to
assess implementation progress. When applicable the plans will be incorporated in the QMSM or
enclosed training SOPs. Official reviews on action plans will be conducted on a monthly basis.
Progress will be monitored and officially recorded on the respective section’s Training File and/or the
general file NBS/WFD/R/103/2/3.

10. Quality System Training. All staff members will be trained in the quality system of the unit.
The TE will facilitate the training process at least annually to ensure that all ETD personnel are
conversant with the manual.

11. Self-assessment. WFD will formally conduct self-assessments with quality requirements on
an annual basis. Self-assessment findings and the action plans stemming from those will be recorded
and documented.

12. Customer/client assessments. Customer/client assessments will be conducted at the
beginning of each trimester. Assessment findings and the actions plan will be recorded and
documented.

13. Secondary Evaluation. Stakeholders in the Fleet will do secondary evaluation through the
formal review of curricula and confirmation of content. The TE will conduct a secondary evaluation
three months after the permanent re-appointment to confirm inputs from the actual working
environment.

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14. Recording of information. The following information will be officially recorded and
documented:

a. Quality objectives including Individual Performance criteria.

b. Degree of achievement of quality objectives.

c. Level of customer/client satisfaction and dissatisfaction with the service.

d. Results of self-assessment and customer/client assessment reviews.

e. Analysis of reviews to identify quality trends.

f. Corrective actions and their effectiveness.

g. Development of personnel.

h. Personnel performance.

i. Competitive comparisons (Benchmarking).

j. Accreditation Status reports.

LEARNING PROVISION POLICY

15. Purpose. To describe the quality requirements pertaining to WFD’s learning provision
system, in order to ensure an integrated and uniform approach within the unit.

QUALITY STATEMENT

16. WFD is committed towards

a. contributing to the NQF quality objectives and purposes by aligning all training to
nationally accredited qualifications; and

b. establishing long-term relationship within current and potential future
customers/clients by providing learning opportunities and services which comply
with customer quality specifications.

VISION

17. WFD has the vision of being internationally recognised for its contribution to the social and
economic empowerment of the South African population.

18. As such the vision statement of the unit is: Personnel trained at WFD are Superior.

19. This is in answer to the unit’s mission, which is: WFD provides specified competent
technical and Higher Education personnel to the Fleet and the South African Development
Community.

VALUES

20. WFD subscribes to the following values:

a. Customer Service Excellence. All education and training products and services are
based on the customers’/clients needs. Products and services are customised
accordingly.

b. Quality Education and Training. The unit delivers outcomes-based education and
training in support of the national skills development initiatives. Applying sound
quality assurance principles and processes ensures the quality of its education and
training practices.

c. Partnership with End-User/Customers/Clients. The unit enters into partnership
agreements (SLAs) with end-users/customers to ensure a long-term relationship and
to sustain the credibility and relevancy of its education and training initiatives.

Revision date: 25 January 2018

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WFD TRAINING DEPARTMENT

21. The structure of the WFD Training Department is reflected in the Organigram 1 below.
Organigran 1: Structure of WFD Training Department.

LANGUAGE POLICY

Reference A: Language Policy for the DoD No 26/2000 dated 24 March 2000
B: Joint Training Implementation Instruction No 3/2001

22. The language policy in the Department of Defense (DoD) stipulates the use of operational and
Link languages. The following definitions are relevant:

a. Operational Language. Operational language refers to the language used throughout the
DoD, which facilitates general communication, command, control, operations and co-
ordination. The operational language shall serve as a communication medium across
decentralised DoD elements.

b. Link Language. A link language is that language which is dominant in a particular
region, zone, command, formation or unit. The link language may be used for
interpretation, translation and facilitation for the purposes of explaining concepts. The
link languages refer to all 11 national official languages.

23. DoD Language Policy. The operational language, for effective and efficient communication,
will be English and will be supported by the use of appropriate link languages in order to facilitate
communication.

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24. Underlying Principles. The following principles will apply:
a. All facilitators shall be proficient in the operational language. The Language
Service Centre (LSC) will assess the facilitators to determine the individual’s level of
proficiency.
b. In order to perform their tasks or duties, all members who need to improve their
competence in the operational language shall be afforded the opportunity for such
improvement. The LSC will provide such learning opportunities.
c. It is the learner’s responsibility to request timely assistance from his/her facilitator.

25. Budgeting for the Service of the LSC. The Training Evaluator (TE) will plan and budget for
the optional use of interpreters, translators, assessment and services provided by the LSC. The budget
must include the allocation of funds for remedial language services.
26. The following instructions will be adhered to:

a. Lectures/Classes. All classes will be presented in English. Link languages may be used
to facilitate the learning process.

b. Presentation by Students. All presentations by students will be in English. Link
languages may be used to facilitate the learning process.

c. Curricula/Syllabi. These will be available in English.

d. Examinations. All examination papers will be prepared in English.

e. Course Reports. Consolidated Course Reports will be compiled in English. Individual
Course reports will also be in English.

f. Course Programmes. All programmes will be produced in English.

g. Administration. All documents will be compiled in English.

LEARNING PROVISION

FINANCIAL, ADMINISTRATIVE AND PHYSICAL RESOURCES
Reference 1: Naval Order Plans No 2/2004 (Latest Edition)

2: Public Finance Management Act.
3: Navy Plan.
4: Total Quality Management.
5: Risk Management DODI 1/2002 and Public Service Act 29/1999)
27. WFD is committed to quality ETD provision. The unit strives to balance quality service
delivery with cost effectiveness. Consideration to “the lowest possible cost” will thus be avoided.
28. Budgeting. Annual budgets will be based on potential benefits relating to learning provision,
profitability, quality of service and programs. Source documents will be motivated in terms of the
impact to training outcomes and risks will be quantified in terms of cost and impact on learning
provisioning.
29. The zero-based budgeting principle will be used in order to determine full cost requirement of
the unit. The unit will, in consultation with DFHR, ensure that it has sufficient resources, competent
staff, infrastructure (financial, administrative and support), facilities and equipment to sustain the
learning provision as required.
30. Systems thinking models will be used in designing the Unit Business Plan and Budget Plan to
ensure that training remains effective, efficient and economic.

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31. Budget Reviews. The management team of the unit will continuously review its spending
against budget targets, staff competency, infrastructure, and facilities and equipment to ensure that the
unit meets the challenge of the learning provision requirements.
32. Strategic reviews will be based on quality reviews (internal audits, unit self-assessments,
secondary evaluation and customer assessments).
33. Action Plans. Action plans to improve the unit’s financial, administrative and physical
resource infrastructure will be documented and reviewed on a quarterly basis to assess progress.
Action plans will be reflected in the Unit Risk Register and Risk Abatement Plans.
34. The unit’s organigram will clearly indicate lines of responsibility and accountability within
the unit in respect of staff-management chains, and the broader SA Navy/DOD structures.

LIST OF APPENDICES

35. Monthly Performance Report and Record of Divisional Interviews

MASTER RECORD INDEX

36. See as attached.

Revision date: 25 January 2018

AANSOEK OM VERLOF LEAVE APPLICATION

MAATSKAPPY / COMPANY: HOOFKANTOOR
DATUM VAN AANSOEK: 16-Aug-18

AARD VAN VERLOF / NATURE OF LEAVE: Van / From Tot / To Aantal dae /
No. of days
1) Betaald / Paid
2) Siekte / Illness 2018/08/17 2018/08/17 1
3) Deernis / Compassionate
2018/08/22 2018/08/22 1

4) Onbetaald / Unpaid KYLE WILLIAMS
WERKNEMER / EMPLOYEE 16-Aug-18
1) Naam / Name
2) Handtekening / Signature
3) Datum / Date

KANTOORGEBRUIK / OFFICE USE
1) Goedgekeur / Approved
2) Datum

BALANSE SOOS OP DATUM VAN VERSOEK

1) Betaald / Paid 8.25

MIN Verlof reeds versoek: 1
1
2018/08/17

2018/08/22

Beskikbare betaalde verlof soos op Versoek Datum 6.25

2) Siekte / Illness (SIKLUS 01/08/16-31/7/19) 30
18/7/17-20/7/17 3
1
2018/03/09 5
10/4/18-16/4/18 1

2018/07/03

Beskikbare Siek verlof soos op Versoek Datum 20

Beskikbare Siekverlof soos op Versoek Datum 30

3) Deernis / Compassionate 3

Master Record

SOP No SOP Name

SOP 01 Process for obtaining client/fleet feedback for military trained
members.
SOP 02 The management of unacceptable behavior during learning
opportunities and/or misconduct during assessment.
SOP 03 Assessment security procedures.
SOP 04 Recognition of prior learning management and process.
SOP 05 Processes of evaluation.
SOP 06 Management of new learners reporting for training.
SOP 07 Standing operating procedure required for indenturing of apprenti
with the Manufacturing, Engineering and Related Services Sector
SOP 08 Education and Training Authority (merSETA).
Standing operating procedure for issuing of course certificates an
SOP 09 statement of results.
SOP 10 Procedure for PLOE and submission of PLOE documentation.
SOP 11 Pre-learning opportunity checklist.
SOP 12 Divisional report on re-appointment/draft.
SOP 13 Layout of learning event plan.
SOP 14 Management of curricula.
SOP 15 Management of officers under training at SAS WINGFIELD.
Standing operating procedure for CBMT and External training pro
SOP 16 (ETDP) course administration for apprentices at SAS WINGFIELD
SOP 17 Learner support.
SOP 18 Appeals procedure.
SOP 19 General instructions pertaining to SAS WINGFIELD training.
SOP 20 Trade testing.
SOP 21 Learner assessment at SAS WINGFIELD.
SOP 22 Configuration control at SAS WINGFIELD.
Standing operating procedure for the assessment report procedur

d Index Training

Responsibility Location Remarks

QA T/Quality Managment

QA T/Quality Managment

QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
ices QA T/Quality Managment
r
T/Quality Managment
nd QA
T/Quality Managment
ovider QA T/Quality Managment
D. QA T/Quality Managment
QA T/Quality Managment
re. QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA
T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA

SOP 23 Standing operating procedure for the moderation report procedure
SOP 24 Progress board.
SOP 25 Discipline at SAS WINGFIELD.
SOP 26 Learner administration at SAS WINGFIELD.
SOP 27 Learning pathways and task-books at SAS WINGFIELD.
SOP 28 Audit.
SOP 29 Process to register learners on MERSETA management system
SOP 30 SOP for record keeping of MERSETA correspondence
SOP 31 Removed (Duplication)
SOP 32 In Post Training SOP
SOP 33 SASSETA LO administration SOP

e. QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment
QA T/Quality Managment

Master Record

SOP No SOP Name

SOP 01 Process for obtaining client/fleet feedback for military trained
members.
SOP 02 The management of unacceptable behavior during learning
opportunities and/or misconduct during assessment.
SOP 03 Assessment security procedures.
SOP 04 Recognition of prior learning management and process.
SOP 05 Processes of evaluation.
SOP 06 Management of new learners reporting for training.
SOP 07 Standing operating procedure required for indenturing of apprenti
with the Manufacturing, Engineering and Related Services Sector
SOP 08 Education and Training Authority (merSETA).
Standing operating procedure for issuing of course certificates an
SOP 09 statement of results.
SOP 10 Procedure for PLOE and submission of PLOE documentation.
SOP 11 Pre-learning opportunity checklist.
SOP 12 Divisional report on re-appointment/draft.
SOP 13 Layout of learning event plan.
SOP 14 Management of curricula.
SOP 15 Management of officers under training at SAS WINGFIELD.
Standing operating procedure for CBMT and External training pro
SOP 16 (ETDP) course administration for apprentices at SAS WINGFIELD
Learner support.

d Index Training Remarks

Release Date Review Date Awaiting Signature

ices Awaiting Signature
r
nd Awaiting Signature
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ovider Awaiting Signature
D. Awaiting Signature
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Awaiting Signature

SOP 17 Appeals procedure.
SOP 18 General instructions pertaining to SAS WINGFIELD training.
SOP 19 Trade testing.
SOP 20 Learner assessment at SAS WINGFIELD.
SOP 21 Configuration control at SAS WINGFIELD.
SOP 22 Standing operating procedure for the assessment report procedur
SOP 23 Standing operating procedure for the moderation report procedure
SOP 24 Progress board.
SOP 25 Discipline at SAS WINGFIELD.
SOP 26 Learner administration at SAS WINGFIELD.
SOP 27 Learning pathways and task-books at SAS WINGFIELD.
SOP 28 Audit.

Awaiting Signature
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re. Awaiting Signature
e. Awaiting Signature
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NBS/WFD/R/103/2/3

SAS WINGFIELD TRAINING SOP: NO 01/18

Issued by

96719489MC CDR B. GOUSSARD
TRAINING COMMANDER SAS WINGFIELD

Telephone: 021 590 2665 SAS WINGFIELD
SSN: 820 2665 Private Bag X1
Facsimile: 021 590 2662 Goodwood
Enquiries: WO 1 S. Tilley 7459

January 2018

PROCESS FOR OBTAINING CLIENT/FLEET FEEDBACK FOR MILITARY TRAINED
MEMBERS

Appendix A: Client Feedback Assessment Form.
B: Flow Chart of Client Feedback Assessment Process.

INTRODUCTION

1. SAS WINGFIELD strives continually for performance excellence in achieving its
mission to provide functional training for the fleet.

2. It is also important that the learning opportunities presented to the learners add
value to them and consequently to the fleet. The learners knowledge, skills and attitude
must match that of the Learner Body Competency Profile (LBCP) and this profile must
be related to the functions and duties the learner (post incumbent) fulfills within the fleet.

AIM

3. The aim of this SOP is to inform all Training Staff with regards to the process to be
followed to obtain feedback from the client / fleet.

SCOPE

4. The following aspects will be covered in this SOP:

a. Action to be taken on completion of a learning opportunity (LO) or Learning
Program (LP) in case of newly qualified Naval Technical Officers and
Artisans.

b. Client Feedback Assessment Form.

c. Action to be taken on return of the Client Feedback Assessment Form.

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ACTION TO BE TAKEN ON COMPLETION OF A LEARNING OPPORTUNITY

5. On completion of each LO or LP, the SF/TSO is to submit a class list, complete
with number, rank, name, post and unit of each member along with contact details and
address of his/her supervisor, to the Research and Development (Electrical/Mechanical)
Officer (RDE, RDM).

6. The R & D (E/M) Officer must log this information in a database, which will give a
prompt two months after the completion date of the LO/LP.

CLIENT FEEDBACK ASSESSMENT FORM

7. On receiving the prompt, the R & D Officer will dispatch all the client feedback
assessment forms to the registry for distribution to the various directorates / units /
ships.

8. The client/ fleet will then complete the assessment form and return it to SAS
WINGFIELD within one month of receipt of the assessment form. An example of the
Client Feedback Assessment Form is attached as Appendix A.

ACTIONS TO BE TAKEN ON RECEIPT OF THE COMPLETED ASSESSMENT FORM

9. The completed Client Feedback Assessment Form must be returned to the R & D
Officer.

10. The R & D Officer will then capture the feedback in a database, and provide
feedback to the various sections, with a view to updating / amending the curriculum.

11. The R & D Officer will also make recommendations to the Training Commander
concerning the feedback received.

12. The completed process is depicted as a flow chart at Appendix B.

CONCLUSION

13. Client/ Fleet feedback is an important part of the ETD process. To give a true
reflection of training, the training managers are to take cognisance of the reflective
feedback provided from the fleet to SAS WINGFIELD.

DATE OF EXECUTION

14. This SOP comes into effect immediately, and will be reviewed one year after the
date of implementation.

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APPENDIX A
TO TRG SOP NO 01/16

NBS/WFD/R/103/2/3

Telephone: (021) 590 2675 SAS WINGFIELD
Private Bag x1
SSN: 820 2675 Goodwood
7459
Fax: (021) 590 2662
April 2016
Enquiries: WO 1 S. Tilley

SERVICE DELIVERY FEEDBACK: MILITARY TRAINED MEMBERS

1. SAS WINGFIELD strives continually for performance excellence in achieving its
mission to provide military training for the Fleet. The training process at SAS WINGFIELD
rests upon a number of key components, one of which is the client feedback assessment
forms.

2. In order to improve the quality of training delivered by SAS WINGFIELD, it is critical
that feedback is obtained from the end users of trained members, wrt the quality and
standard of the training presented at SAS WINGFIELD.

3. You are requested to complete the attached assessment form and return it to SAS
WINGFIELD (for attention WO1 Tilley) within one month after receipt of the form.

4. In the event of dissatisfaction with the level and standard of training, an investigation
will be conducted, and if necessary, corrective measures will be implemented. Take note
that this unit is required to train personnel in accordance with curricula approved by
DFHR, on the recommendations of DFL. Should you consider that the outcomes in the
curricula must be changed, your proposal should be submitted, through the normal
service channels, to Director Fleet Human Resources, with SAS WINGFIELD for
information.

5. This Unit greatly appreciates the time and effort taken to complete the client
feedback assessment form. If there are any additional queries, please do not hesitate to
contact the unit.

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CLIENT/FLEET FEEDBACK ASSESSMENT FORM

1. Member has acquired the necessary knowledge, skills and attitude to perform his/

her duties satisfactorily. Yes No

If No state reasons.

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2. Member is able to operate independently (without supervision) after completion of

the Learning Opportunity/program. Yes No

If No state reasons.

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3. Member has had sufficient theoretical and practical exposure to operate the various

systems on your platform/ unit. Yes No

If No state reasons.

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4. Member is able to manage his / her activities responsibly and efficiently.
Yes No

If No state reasons.

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5. Member works well individually and in-groups as a team member while conducting

his /her work. Yes No

If No state reasons.

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6. Member is able to think reflectively and solve problems in his /her work after the

Learning Opportunity. Yes No

If No state reasons.

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7. Member applies safety regulations while conducting his / her work.
Yes No

If No state reasons.

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8. Does the member display a positive attitude to the newly gained competency.
Yes No

If No state reasons.

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9. Did the training equip the member to integrate effectively with the rest of the ships
company into the operational role of the ship/ unit.

Yes No

If No state reasons.

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10. Is the member utilised in the post he/she was trained for.
Yes No

If No state reasons.

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APPENDIX B
TO TRG SOP NO 01/16

FLOW CHART OF CLIENT FEEDBACK ASSESSMENT PROCESS

On completion of LO, TSO/SFs OF various sections
submits class list to R & D Officer.

R & D Officer captures the information on a database.

R & D Officer sends out feedback assessment forms to
the HOD's in the fleet.

Fleet completes feedback assessment forms within one
month and returns it to R & D Officer.

R & D Officer captures the fleet feedback information on
database

R & D Officer informs TC of recommended changes to
training from the fleet.

Training department informs various sections of
implementation of changes to curricula.

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RESTRICTED NBS/WFD/R/103/2/3

SAS WINGFIELD TRAINING SOP NO 02/18
Issued by
96719489MC CDR B. GOUSSARD
TRAINING COMMANDER SAS WINGFIELD

Telephone: 021 590 2665 SAS WINGFIELD
SSN: 820 2665 Private Bag X 1
Facsimile: 021 590 2662 Goodwood
Enquiries: WO1 S. Tilley 7459

January 2018

THE MANAGEMENT OF UNACCEPTABLE BEHAVIOUR DURING LEARNING
OPPORTUNITIES AND/OR MISCONDUCT DURING ASSESSMENT

Reference A: DODI TRG NO 00006/2003 Edition 2

B: Naval Order: Pers No 1/2007: The Management of Unacceptable
Behaviour during Learning Opportunities and/or Misconduct during
Assessment

Appendix A: Certificate of Comprehension

B: Declaration of Authenticity of Individual Task/Portfolio of Evidence

INTRODUCTION

1. The Code of Conduct for both Defence Act and Public Service Act Personnel define a
set of values, which are to be exercised in the workplace. These values strongly oppose
acts of dishonesty and/or other unacceptable behaviour during assessments, with these
behaviours being regarded as offences which will be severely dealt with.

2. However, at times alleged dishonesty or other forms of unacceptable behaviour does
come to the fore during assessments. It is imperative that such allegations are dealt with in
an appropriate manner, with the principles of fairness, transparency and equity
underpinning all actions taken.

3. The authority for the withdrawal of students is prescribed in par. 51 of C SANDF
Directive 1/83/84 dd 1 Jan 85.
1. Students may be withdrawn from courses for the following reasons:

a. Dishonesty during assessment.
b. At their own request (see General Instructions).
c. For a lack of academic performance.
d. Medical incapacity (Including Pregnancy).

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e. Lack of discipline (see General Instructions).

AIM

4. The aim of this SOP is to ensure that all members comply with the process as
stipulated in Naval Order Pers No 1/2007 (this Naval Order should be read in conjunction
with DODI TRG No 00006 (2003 (Ed 2) and par. 51 of C SANDF Directive 1/83/84 dd 1
Jan 85, in the event that a learner’s conduct is found to

a. be to the detriment of the learning process; and

b. cause doubt on the authenticity of evidence submitted for assessment of
competence.

SCOPE

5. The following rules will be covered in this order:

a. Procedure to be followed at the commencement of the LO and each time when
evidence of learning is submitted.

b. Procedure to be followed when unacceptable behaviour occurs during a LO.

c. Procedure to be followed when an act of dishonesty or unacceptable behaviour
occurs during assessment.

PROCEDURE TO BE FOLLOWED AT THE COMMENCEMENT OF LEARNING
OPPORTUNITIES AND WHEN EVIDENCE OF LEARNING IS SUBMITTED

6. At the commencement of each LO, References A and B are to be made available to
all learners attending the LO. Facilitators are to explain the content of these policies to the
learners and clarify any uncertainties.

7. The completed Certificate of Comprehension (Appendix A) must be placed on the LO
file for each learner.

8. All tasks, or evidence of learning that are submitted should be accompanied by the
declaration of the individual as per Appendix B. This applies to task books, projects, etc
and not to Comprehension Tests.

9. Any learner who refuses to sign the form is to be warned that their refusal may lead to
his/her withdrawal from the LO or the non-acceptance of the evidence of learning. A
learner, who refuses to sign the forms, is to give reasons in writing to account for his/her
refusal. These reasons are to be forwarded to SSO NETD at Navy Office Info DFHR
(FETD), who will in turn make submission to DNP for a final decision on whether or not the
learner will be allowed to continue with the LO.

10. Facilitators is to ensure that the learners fully understands the importance of securing
their evidence of learning, especially after completing the LO. DOD members are to be
instructed not make evidence of learning available for scrutiny by other learners.

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DISHONESTY DURING ASSESSMENT

11. Introduction. The SAN order in respect of Dishonesty during Assessment is be
implemented and adhered to by WFD. Notwithstanding any previous individual decisions
that were made wrt the withdrawal/removal of students, the policy laid down in the WFD
SOP is in force.
12. Where it is suspected that a learner or learners was/were dishonest during
examinations or any tasks submitted for evaluation, the procedure prescribed for
dishonesty during assessments must be followed.

13. Terminology. The following definitions are contained in this order are applicable:

a. Administration Action. Is any decision that is taken, or any failure to take a
decision by an authorised person, other than a state organ, when exercising a
public power or performing a public function in terms of an empowering
provision, which adversely affects the right of any person and which has a
direct, external legal effect.

b. Assessment. The process of gathering information about a learner in order to
measure and make decisions regarding his/her performance. This information
may be gathered by

i. casual observation;

ii. technical tests;

iii. practical tests;

iv. comprehension tests;

v. written examinations; and

vi. oral examinations.

c. Dishonesty. Dishonesty may be defined as follows:

i. The unlawful use of a fellow learner’s (past or present) or a member of
staff’s study notes, tasks or assignments and presentation thereof as
one’s own work.

ii. The reproduction or transmission, in any form or manner, whether
electronically or mechanically (including photocopying, recording or any
other form of information storage or retrieval), any study guide, book, the
SFs, dissertation, article, examination paper, lecture, printed tutorial
matter or any other study aids in respect of which copyright exists, unless
such reproduction or transmission is done in a manner authorised in
terms of the Copyright Act, No 98 of 1978 and unless the copyright
owner’s permission for the reproduction or transmission is obtained.

iii. The unauthorised use of notes or text books during any type of

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examination.
iv. To use and pass off as one’s own, the writings, ideas, etc of any person.

d. Learner. Any person undergoing any form of education, training or
development through the DoD.

e. Learning Opportunity. Any approved form of structured education, training and
development activity.

f. Procedurally Fair Administrative Action. The following circumstances
constitutes Procedurally Fair Administrative Action:

i. Provide adequate notice of the nature and purpose of the proposed
administrative action.

ii. Afford the learner a reasonable opportunity to make representations.

iii. Provide a clear statement of the intended administrative action.

iv. Give the learner adequate notice of the right to request reasons for the
administrative action.

v. Give the alleged perpetrator the opportunity to obtain assistance and in
serious complicated cases, legal representation.

vi. Afford the alleged perpetrator the opportunity to present and dispute
information and arguments.

vii. Afford the alleged perpetrator the opportunity to appear in person.

g. Removal Authority. That person delegated by the Director Naval Personnel to
authorise the removal of a learner from a learning opportunity.

h. Unfair Administrative Action. An administrative action is unfair if the was taken

i. for a reason not authorised by the empowering provision;

ii. for an ulterior motive or purpose;

iii. because irrelevant considerations were taken into account or relevant
considerations were not considered;

iv. because of the unauthorised or unwarranted dictates of another person or
body; or

v. in bad faith; and arbitrarily or capriciously.

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PROCEDURE TO BE FOLLOWED WHEN ACTS OF DISHONESTY OR
UNACCEPTABLE BEHAVIOUR DURING ASSESSMENT OCCUR

14. Actions to be taken by the invigilator when dishonesty is suspected. When an
invigilator, having observed a learner transgressing the assessment rules, and he/she and
the co-invigilator agree, they are to take the following actions:

a. Inform the learner of the suspected dishonesty.

b. Confiscate the unauthorised notes or any object (if applicable) from the learner
for the necessary evidence.

c. Allow the learner to continue with the assessment, but endorse the answer
sheet at the exact point of suspected dishonesty/unacceptable behaviour with

i. the time of the incident;

ii. a short description of the confiscated material;

iii. the names and signatures of the invigilators;

iv. names of any witnesses; and

v. the name(s) of the learner(s) allegedly copied from (if applicable).

d. Documents are not to be confiscated from any learner from whom assistance
has been obtained, unless the latter also violated the assessment regulations.

e. The learner suspected from dishonesty is not to be dismissed from the room or
permitted to leave voluntary before the entire procedure (subpars 11.a to 11.d)
has been completed.

f. Invigilators are to complete and submit a detailed written report of the
circumstances without delay. The invigilators’ behaviour towards the learner
from the moment he/she is suspected of dishonesty, the confiscation of
authorised material, as well as any confession/admission made to him/her by
the learner, are to be noted. The co-invigilator is to submit a separate written
report, giving information of the actions taken by him/her during the incident.

g. All statements, the learner’s assessment documents and incriminating evidence
to the Officer Commanding to be handled as a disciplinary case.

15. Internal Investigation. In any instance where a learner is suspected/alleged to have
committed a dishonest or unacceptable action, the administrative action taken on the part
of the organisation is to comply with the Military Disciplinary requirements and Reference A
(specifically par 45-49). Further rules in this regard are as follows:

a. In the event of allegations/suspicions of a learner acting in a dishonest or
unacceptable manner during assessment, the Officer Commanding is to institute
an Internal Investigation to determine that acts of dishonesty or other
unacceptable behaviour did or did not take place.

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b. A learner who is suspected of acts of dishonesty or other unacceptable conduct
during assessment, is to be informed (verbally or in writing) that an internal
investigation will take place.

c. A learner is not compelled to assist or provide information with regards to the
Internal Investigation, but is to be afforded the opportunity to voluntary assist or
provide information.

d. The Internal Investigation is to take place within one week, or as soon as
practically possible, of the alleged act of dishonesty or unacceptable behaviour,
after being brought to the attention of the Officer Commanding.

e. At the Internal Investigation, all members with information regarding the alleged
incident of dishonesty will be given the opportunity to present information.
Members giving such information are to be informed that any information offered
and obtained during the Internal Investigation is admissible as evidence during
any subsequent legal action.

f. The Officer Commanding must determine if a case has been established. If this
is found to be the case

i. Disciplinary action is instituted in accordance with the Military Disciplinary
Supplementary Measures Act (MDSMA)

ii. The Legal Satellite Office (LEGSATO) is to be instructed to proceed with
prosecuting the learner or, in case of foreign learners, to contact the
authorities of the country of origin.

16. Suspension of a Learner from a LO. If the OC has decided that a prima facie case
has been established and he/she has instructed the LEGSATO to proceed with disciplinary
action, the OC, in consultation with DFHR will decide whether the learner is to be
suspended, or not.

17. Consideration is to be given to the immediate removal of the member from the LO. In
this consideration, an appreciation is to be made of the following factors:

a. The length of time anticipated concluding the legal process.

b. The impact of the delay on the career progression of the member.

c. The negative impact of not removing the learner from the LO, on fellow learners,
and on the values underpinning the learning culture within the SA Navy. In the
instance of it being decided to allow the learner to continue with the LO, the
learner must submit new evidence of learning for the assessment dispute.

18. Management of learners not suspended from the LO

a. If members who were charged for dishonest behaviour during assessment were
not removed from the LO and were subsequently found not guilty on charges of
dishonesty, the original portfolio of evidence (POE) is to be used for assessment
of competence.

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b. If such members were found guilty of dishonesty, the individual is to submit a
new POE for assessment of competence.

19. Repetition of a LO

a. A learner who was removed from the LO and found not guilty will be allocated a

slot on the next similar LO or given the opportunity to submit a POE of

outstanding items iaw with the relevant curriculum. On successful completion of
the LO, the learner’s qualification will be backdated to the date of completion of

the original LO attended by him/her.

b. A learner who was removed from a LO and found guilty, will forfeit the
assessment of that module, but will retain credits for all other assessments
successfully completed. The learner must repeat the particular assessment
and/or the module as determined by the governing body.

c. In instances where learning is still required (and thus enrolment on the LO is
necessary), the learner will receive no special dispensation for admission to the
next available LO.

20. Credits

a. The matter remains under investigation and the subsequent assessment is only
given a ‘’provisional mark” pending the outcome of the investigation.

b. If the legal process is finalised before the end of the LO and the learner is found
guilty, he/she forfeits the credits for that particular subject/module (while
retaining prior credits/results already obtained).

c. If found not guilty, all credits of assessments are retained and the specific
assessment result is given and/or the learner is afforded an opportunity to
repeat the assessment.

d. The certificate of the LO for the implicated learners will be withheld, pending the
outcome of the trial/investigation/disciplinary hearing.

DISHONEST BEHAVIOUR DURING BRIDGING TRAINING

21. The integration committee has decided that, if a learner undergoing bridging training
makes him-/herself guilty of dishonest behaviour during an examination, he/she is to be
suspended from the course immediately and be charged. The procedure prescribed below
is to be followed.

22. Such a learner will be said to have failed the course and in the case of a Non
Statutory Force Member, forfeits one opportunity at bridging training. If the said dishonesty
occurs during the second attempt and he/she being found guilty thereof, the member will
be deemed to have forfeited his/her second opportunity at bridging learner.

COMMITTEE INVESTIGATION PROCESS

23. When a learner is suspected of dishonesty, or is caught in the act of dishonesty, an
investigation committee must be constituted. Before the investigation is to commence, the

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learner must be informed that any information offered or obtained during the committee
investigation is not admissible as evidence during any subsequent legal action that may
follow. The investigation committee must ensure that the administrative process followed
is procedurally fair.

24. As the committee investigation is not a legal process no legal representation will be
permitted. Its purpose is simply to determine the likelihood that dishonesty did or did not
take place.

25. A learner who is suspected of dishonesty must be informed that an investigation will
take place to determine the likelihood that dishonesty did or did not take place. The learner
must acknowledge his/her understanding of the process that will be followed.

26. The committee’s investigation must take place within one week of the alleged
incident of dishonesty being brought to the attention of the OC. The investigation will
be held at a date and time convenient to the OC and individual(s) concerned.

27. The committee will comprise of the following members:

a. OC.

b. TC.

c. ATO.

d. SF.

e. Assessor.

f. A fellow learner of the learner group nominated by the alleged accused learner.

28. A suitable member of staff must replace any of the above members, if they are
personally involved in the discovery of the alleged incident of dishonesty. At the committee
investigation, all members having any information wrt the alleged incident of dishonesty will
be given the opportunity to present information to the committee. The member(s) who
is/are suspected of being involved in the alleged incident of dishonesty will also be given
the opportunity to present information on their behalf.

29. Members giving information at the committee investigation are to be informed that any
information offered and obtained during the committee investigation process is not
admissible as evidence during any subsequent legal action that may follow.

30. The committee may ask questions of any of the members, but are to ensure that only
ask those questions that are relevant to the issue at hand. Any deviation into irrelevant
issues will constitute an unfair administrative action and will render the committee
investigation process illegal.

31. The learner(s) involved in the alleged incident of dishonesty will also be given the
opportunity to pose questions to any of the members who presented information to the
committee.

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32. After listening to all the information presented, the members of the committee must
decide whether a strong likelihood exists that dishonesty has taken place. If so the
members involved must be informed, in writing, of the finding committee
investigation as per appendix C, will immediately be removed from the learning
opportunity; and must be charged under the MDC and warned of his/her rights as
prescribed in Training Order A 12 par 4.

33. Where it is found that there is strong likelihood that dishonesty did not take place, the
member(s) concerned will be informed, in writing, and continues as normal with the
learning opportunity.

34. Removal Authority. The OC WFD is appointed as a Removal Authority.

35. Withdrawal Procedure on the Grounds of Dishonesty. The prescribed committee
investigation is to be concluded before a learner is permanently withdrawn from any
course. Such committee investigation must be given the highest priority and concluded
within seven days. If the learner is charged found guilty, the OC shall provide DFHR with
all the necessary documents to effect the withdrawal from training.

36. Any learner found guilty of dishonesty when the legal process completed will not be
allowed to attend the same learning opportunity for a period of two years. A learner found
not guilty will attend the next learning opportunity.

37. Acknowledgement

a. Each learner will acknowledge the receipt of this training order on
commencement of any course at WFD.

b. Furthermore, the SFs are to ensure that each student signs acknowledgement
of on the commencement of a course, depending on which form(s) is/are
relevant to that course.

38. Special Instructions. Learners will adhere to all further written/oral instructions wrt a
specific examination and/or task, as provided by the module leader.

39. Effect of Training Order

a. This Instruction/Order is not retroactive by nature.

b. This Order is immediately effective and no previous
incidents/decisions/procedures that were followed before 26 February 2001, will
be taken into account when reaching a decision as to the suspension/withdrawal
of a student from a course at WFD on the grounds of misconduct.

40. Should the investigation conclude that the suspected learner is to be charged, he/she
must be advised of their rights that are as follows:

f. That he/she has the right to remain silent and the consequences of giving up
that right. Anything stated after giving up his/her right to remain silent, can be
used in a court of law.

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g. That he/she has the right to a legal practitioner of own choice and at own cost
or a Military Legal Officer at State expense.

h. That he/she is not compelled to make an admission of guilt or confession that
could be used against him/her in a court of law.

41. The learner/s must then be arraigned before the OC who will order that a Preliminary
Investigation be held.

42. Where a learner is withdrawn from training, the necessary supporting documents are
to be prepared for presentation to the OC. In the case of a voluntary withdrawal, the
member must submit a request.

43. The same administrative procedure must be followed irrespective of whether a
student decides to voluntarily withdraw from a course or whether it is decided to withdraw
him/her due to insufficient progress.

WITHDRAWAL DUE TO INSUFFICIENT PROGRESS

44. Any member who fails to achieve the minimum requirements, of any phase of the
Apprenticeship Training, will be required to appear before the Progress Board (PB). The
PB will review the results in consultation with any extenuating circumstances that may have
been prevalent and make it’s ruling accordingly.

45. If the Learner is not satisfied with the Assessors judgement, he/she may appeal
through the Divisional System by completing a Learners Appeal Form. The learner must
comply with the Appeal SOP.

46. After thorough investigation by all the role-players, the Progress Board will make a
decision wrt the withdrawal of the member.

CONCLUSION

47. Acts of dishonesty on LO’s, or unacceptable conduct during any assessment process,
is viewed by the SAN as behaviour which strongly diverges from the Code of Conduct and
the values which underpin both the SAN, and military professionalism more broadly.
Therefore, such alleged behaviours are to be treated in a manner associated with their
seriousness, with due regard for the principles of fairness, transparency and equity. The
compliance of these principles will ensure that offenders are dealt with in a manner befitting
a professional military organisation.

DATE OF EXECUTION

48.. This SOP takes effect immediately, and is to be reviewed one year after its
implementation date.

APPENDIX A
TO TRG SOP NO 02/16

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CERTIFICATE OF COMPREHENSION: THE MANAGEMENT OF UNACCEPTABLE
BEHAVIOUR DURING LEARNING OPPORTUNITIES AND/OR MISCONDUCT DURING
ASSESSMENT

I, No _________________________ Rank: _________

Name: _______________________________________

certify that I have read and understand the contents of Naval Order PERS 1/2007. I
understand that if there is any uncertainty then the onus rests upon me to discuss said
uncertainty with my facilitator.

I furthermore undertake to comply fully with the stipulation in Naval Order PERS 1/2007.
Regarding future uncertainties pertaining to authenticity of POE’s, I hereby undertake to

formally approach the Senior facilitator to obtain clarification.

Signed on this ______________(day) of ____________________________ (month)
at ______________________________ (place).

(________________________________)
LEARNER
I confirm that the above acknowledgement was done before me.

(________________________________)
TRAINING FACILITATOR
Date: ____________________________

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APPENDIX B
TO TRG SOP NO 02/16

MEMORANDUM
NBS/WFD/R/103/2/3
_________________ [DATE]

From: _______________________________
To: _______________________________
DECLARATION OF AUTHENTICITY OF INDIVIDUAL TASK
1. I hereby declare that the contents of the assignment as described below is entirely
my own work:

LO Title: _________________________________________________________
Title of Assignment: ________________________________________________
2. I have not given any written/typed notes, electronic copies, tape recordings or any
other material of mine to someone else that he/she could submit as their own work.
3. I have not copied or used another individual’s personal work or parts thereof verbatim.
4 I furthermore declare that I have handed in all copies of the Learning Assignment.

SIGNATURE
(INITIAL AND NAME)
LEARNER: RANK

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NBS/WFD/R/103/2/3

SAS WINGFIELD TRAINING SOP: NO 03/18

Issued by

96719489MC CDR B. GOUSSARD
TRAINING COMMANDER SAS WINGFIELD

Telephone: (021) 590 2665 SAS WINGFIELD
SSN: 820 2665 Private Bag X 1
Fax: (021) 590 2662 Goodwood
Enquiries: WO1 S. Tilley 7459

January 2018

ASSESSMENT SECURITY PROCEDURES

Reference A: DODI TRG NO 00006/2003 Edition 2

INTRODUCTION

In terms of SANGP 1 D Chapter 16 Human Resources Management and to be
in compliance with the Quality Assurance Policies as prescribed in terms of the SAQA
Act and in order to qualify and to remain as a recognised Training Provider an
examination control process must be followed.

2. The management of assessment security (before, during and after an
assessment) is very important. It is incumbent on each HOD, within the training
department, to ensure that the prescribed assessment processes, as per Reference A,
are strictly adhered to.

SCOPE

3. The following aspects will be covered in this SOP:

a. Handling of Examination papers.

b. Handling of reference material used.

c. Issue and return of examination papers.

d. Control of papers prior to and after assessments.

e. The Examination Certification Sheet.

f. Management of Assessment Documents.

g. Information on Assessment Documents.

h. Responsibilities of Invigilators during Assessment.

i. Assessment rules.

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j. Database.

k. Archiving of examination answer sheets.

4. Handling of Examination papers. Examination papers and model answer
sheets which are still in use are to be handled with the same care accorded to
classified material (see Reference A). Therefore it is the relevant training controlling
staff’s responsibility to ensure that examination papers and model answer sheets are
demanded and safeguarded. The invigilated control of learners and examination
papers during exam processes are enforced and the return of examination papers
processed in the correct controlled manner.

5. Handling of reference material used. Material used in the preparation of
examination papers and from which the contents of these papers could be deduced is
to be handled in the same manner as examination papers.

6. Issue and return of examination papers. The TAO will control the issue and
return of all examination papers, which are currently filed on T-drive with restricted
access to authorised personnel. Any new/reviewed examination will be submitted by
the relevant ETDP to the TAO to be electronically filed on T-drive. This is after the
ETDP has followed the correct procedure with the QA Department and filled in the
form that is available on T-drive/QA/Examination Papers. All examination papers will
be issued as a “controlled” document and will be issued and returned against
Signature by the relevant parties.

7. Control of papers prior to and after assessments. Copies of examination
papers and model answer sheets must be requested by means of the Examination
Control Sheet, see Appendix A from the TAO three days prior to the writing of the
exam. Details of the Examination Module Code with the details of the learner must be
submitted. When the examination papers and model answer sheets are returned, the
relevant ETDP staff will receive a copy of the Examination Control Sheet from the TAO
staff to confirm that the relevant papers were returned.

8. The Examination Certification Sheet. The Examination Certification Sheet
forms part of course documentation requirements. The document serves as
confirmation that all relevant examination papers and model answer sheets for all
learners on a particular course were returned to the TAO.

MANAGEMENT OF ASSESSMENT DOCUMENTS

9. Assessment documents are to be managed as follows:

a. Summative Assessments are to be allocated a security clearance of
CONFIDENTIAL to ensure confidentiality of information.

b. Course Facilitators are to ensure that a memorandum that requests for
reproduction of assessments are handed to the Training Administration
Office (TAO) at least 72 hrs prior to the assessment is scheduled. The
memorandum must contain the following information:

i. Task/Module reference number.

ii. Number of copies required.

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iii. Date and time required.

iv. Learner names.

v. Name of Invigilator.

c. The TAO compiles the assessment pack according to the memorandum.
The Invigilator’s name is typed on the cover of the exam paper by the
TAO. No assessment older than five years may be issued. The TAO will
determine which paper A, B or C) will be issued.

d. The Invigilator collects and checks the exam paper on the day of
assessment against signature. All assessment documents and copies
thereof are to be safeguarded in a lockable safe/cabinet. Confidentiality
concerning assessment documents is to be maintained throughout the
assessment process. The Senior Facilitator of each section is
responsible to monitor the process at the section to ensure compliance.

e. The number of questionnaires made available for the assessment is to
be equal to the number of learners being assessed. One additional
questionnaire and a memorandum is to be included and handed to the
designated invigilator in a sealed envelope.

f. The class list, answer books/sheets, one questionnaire and the
memorandum are to be labelled and returned to the TAO after
moderation and within five working days.

g. Assessment packs are to be kept by the TAO for at least three years
after the assessment.

INFORMATION ON ASSESSMENT DOCUMENTS

10. Assessment documents are to contain at least the following information:

a. Name of the ETD Provider.

b. Name of the subject or module, where applicable.

c. The assessment number of the learner (and not the name). All answer
books/papers must have the number in the specified space for control
purposes.

d. The assessment date.

e. Mark allocation/grading.

f. Time allowed for the assessment, if applicable.

g. Abbreviated assessment rules.

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h. The numbers of the answering books allocated to the specific learner for
the specific assessment (eg books 1 of 3, book 2 of 3, book 3 of 3, etc).

RESPONSIBILITIES OF INVIGILATORS DURING ASSESSMENT (SPECIFICALLY
DURING KNOWLEDGE ASSESSMENTS)

11. The responsibilities of invigilators are as follows:

a. The assessment room is to be clear of all material relating to the subject
being assessed, prior to the commencement of the assessment.

b. During an assessment, no individual learner is to be advantaged over
other learners, e.g. more time, more information, etc.

c. The appointed invigilators are to control learners during an assessment
in such a way, that all learners have a fair and equal opportunity during
the assessment.

d. The desks in the assessment room are to be spaced to minimise
possible opportunities of copying. The setting of the assessment room
is to facilitate 360 degrees observation by an invigilator.

e. Learners are not allowed to leave the assessment room earlier than 30
minutes after the commencement of the assessment. Learners are not
to leave the assessment room during the last 15 minutes of the
scheduled assessment time.

f. A learner who arrives late may only be admitted to the venue until 30
minutes of the assessment have elapsed. Such a learner has no extra
time to finish the assessment (therefore he/she loses 30 minutes of the
allotted assessment time).

g. The identity of all learners is to be verified against the WAR/Class list.

h. The sealed envelope with the assessment documents is to be opened in
the presence of the learners.

i. The assessment rules are to be read to the learners at the onset of the
assessment (as per the standard cover sheet that forms part of the
assessment document).

j. An invigilator may not answer any question posed by a learner, which
may result in an explanation of the answer to an assessment question,
but may clarify the semantics of a question.

k. The invigilators should preferably not be directly involved with the subject
being assessed. The facilitator/assessor of the specific subject may
clarify any uncertainties 10 minutes before the official commencement of
the assessment and then leave the assessment room.

l. At least one invigilator per 30 learners is to be present during an
assessment session and should move around continually to discourage

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any learner from possible dishonesty. The invigilator must devote their
undivided attention to observation and take particular care to ensure that
the learners obey the assessment regulations.

m. The invigilators are to be present from the time that the assessment
room is opened for the learners until the last one has returned in his/her
assessment documents. The invigilator(s) may only leave the
assessment room in exceptional circumstances and only if an authorised
person relieves him/her.

n. An invigilator may not act in a way that will disturb the learners.

o. Should a learner not be able to complete the assessment due to
situations beyond his/her control (eg death in the family or serious
accident), the invigilators are, where practically possible, to be notified
prior to the assessment. In the event of a sick report, proof is to be
submitted soon after. Arrangements can then be made for
supplementary assessment.

p. If, in unforeseen circumstances a learner needs to leave the assessment
room temporarily during the progress of the assessment, the invigilator is
to arrange for someone to accompany the learner during his/her period
of absence.

q. Time allocated for an assessment is to be written in a prominent place
(see Appendix A). The learners are to be informed at regular intervals of
the amount of time left for the assessment. No deviation from the
scheduled concluding time is permitted.

r. The invigilators are responsible for effective management of all the
assessment documents (question papers and answer sheets) in the
assessment room and are to ensure that no unauthorised persons have
unauthorised access to the venue.

s. On completion of the assessment the invigilator must check the
following:

i. Correctness of information on the cover of the answer
books/sheets.

ii. Correlate the number of answer books handed out with the
number handed in after the assessment.

iii. The attendance register/list must be completed by each learner
after all the assessment documents have been handed in.

t. The invigilators must sign the attendance register/list to indicate that the
above-mentioned procedure has been adhered to.

u. Invigilators supervising assessments are responsible for handing in all
assessment documents to the assessor/delegated member of each
section, immediately after the conclusion of the assessment.

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v. No results may be communicated to the learners before the moderation
process is completed.

ASSESSMENT RULES

12. The following rules are to be communicated to learners at the onset of the
assessment (see Appendix A). It focuses on theoretical assessment, but can be
adapted for other methods of assessment:

a. You are to be allowed approximately five minutes (depending on the
length of the paper) to read through the exam paper. Learners may not
commence writing before the invigilator instructs them to start (at the
scheduled time of the assessment).

b. The facilitator/assessor is to be present for the first ten minutes to clarify
content questions. Thereafter only the invigilator will answer questions.

c. Learners are not allowed to communicate with any fellow learners by any
means during the assessment.

d. Learners are not allowed to leave the assessment room and return for
the duration of the assessment. In case of utmost urgency (and only
under the proper supervision of one of the invigilators), a learner will be
accompanied to alleviate the emergency.

e. Learners may not be in possession of any unauthorised notes or objects
during the assessment.

f. Learners are not allowed to make notes on any loose page or pieces of
paper. The back pages/open spaces of the questionnaire are be used
for notes and rough work. Learners are to indicate that these notes were
personal notes by drawing a line through them. Learners are not to
remove any pages from the questionnaire.

g. Only writing equipment and prescribed items (eg calculator), where
applicable, will be allowed in the assessment room.

h. Learners may not leave the assessment venue during the last 15
minutes of the assessment (to avoid disturbance to fellow learners).

i. No cell phones are allowed in the assessment room.

j. If a learner is found guilty or suspected of dishonesty, disciplinary action
will be taken against him/her.

13. Archiving of examination answer sheets. The TAO staff will archive all
examination papers and model answer sheets per year, block, course title and
number. These documents will be archived in a controlled manner for at least 5 years.

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AMENDMENTS TO CBMT COMPREHENSION TEST(S)

14. When it is required to amend a comprehension test, the Senior
Facilitator/Facilitator is to complete a Memorandum Control Sheet and forward it to QA
for approval.

15. Once QA has approved the amendment, the Memorandum Control Sheet is
handed to TAO. TAO downloads the required comprehension test onto a disk
provided by the section.

16. Once the comprehension test has been amended, the SF must sign the
Memorandum Control Sheet before returning it to QA for verification. QA will not
verify the test if the SF failed to sign the Memorandum Control Sheet.

17. Once the amended test (Disk and hard copy) has been checked by QA and
approved, the amended disk is returned to TAO complete with the Memorandum
Control Sheet for them to download onto the data-base.

18. The disk is formatted and returned to the SF/F. The hard copy is filed by TAO.

Note: Under no circumstances may any CBMT assessment be saved on the
server or local hard drive where access by unauthorized personnel is possible.
In the event that an electronic or paper copy of a CBMT assessment is
discovered by any learner or staff member, new assessments will have to be
drawn up for the module.

DEVELOPMENT OF CBMT COMPREHENSION TEST(S)

19. When it is required to develop a comprehension test, the Senior
Facilitator/Facilitator is to complete a Memorandum Control Sheet and forward it to QA
for approval.

20. Once QA has approved the request, the section commences with the
development of the new comprehension test(s).

21. Once the comprehension test has been developed, the SF must sign the
Memorandum Control Sheet before returning it to QA for verification. QA will not
verify the new test if the SF failed to sign the Memorandum Control Sheet.

22. Once the new comprehension test (disk and hard copy) has been checked by
QA and approved, the disk is forwarded to TAO complete with the Memorandum
Control Sheet for them to download onto the data-base. The disk is to be formatted
and returned to the SF/F. The hard copy is filed by TAO. Under no circumstances will
the comprehension test be transferred from the SF to the TAO through the “T” Drive.

DATABASE

23. Each section is to confirm that results are recorded by the TAO on the data-
base.

CONCLUSION

24. Assessment security is an important part of the ETD process, and it is vital that
all training sections manage their environment accordingly.

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DATE OF EXECUTION

25. This SOP takes effect immediately, and is to be reviewed one year after its
implementation date.

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APPENDIX A
TO TRG SOP 03/16

MEMORANDUM NBS/WFD/R/103/2/3/330
January 2018
Extension:
Enquiries:

From:
To:
AMMENDMENTS (DEVELOPMENT OF) TO CBMT COMPREHENSION TEST
1.

a.

SENIOR FACILITATOR: CPO
COMMENT BY QUALITY ASSURANCE SECTION

(R. WILLIAMS)TE : WO1

COMPREHENSION/ PERFORMANCE TEST CHECKED BY SENIOR INSTRUCTOR

Signature:_____________ ___________ Date: ________________

DISTR

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Internal For Action

TAO

Internal For Info

TC
ATO

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