head of department - targeted school development … hod recordbook.pdf · targeted school...

Targeted School Development Services 1

Name: _______________________________

Head of

Department

Monitoring and

Implementation

Recordbook for Schools

2014


Contents Section 1: Department of Education Job Description for a Head of

Department.

School Job description

Section 2: Whole School Academic Policies

The Academic Quality Assurance Policy for the school

The Assessment Policy for the school

Section 3: Minutes of Meetings

Academic Committee

Departmental/phase/grade meetings

Section 4: Departmental Policies

Section 5: Planning and Assessment

Departmental / Grade / Phase Assessment plans

Monitoring plans

Moderation Plans

Section 6 : Monitoring and support records

Assessment Result Analysis

Learner Support Records

HOD Monitoring Sheets (book checks, Teaching and

Assessment plan submission

Classroom visit reports

Moderation reports

Section 7: Discipline Records

Section 8: Administrative records

Created by

Antoinette Beck-


Section 1

Job Description Have a look at the Department of Basic Education’s Job Description for a Head

of Department. How many of these tasks are you already doing? What do you

need to do?

DBE Job Description for Heads of Department Performance Criteria Action

i) TEACHING

To be a class teacher if required

To engage in class teaching as per workload of the

relevant post level and the needs of the school.

To assess and to record the attainment of learners

taught

ii) COMMUNICATION

To co-operate with colleagues in order to maintain a

good teaching standard and progress among the

learners and to foster administrative efficiency within

the department and the school.

To collaborate with educators of other schools in

developing the department and conducting extra-

curricular activities.

To meet parents and discuss with them the progress

and conduct of their children.

To participate in departmental and professional

committees, seminars and courses in order to

contribute to and/or update one’s professional

views/standards

To co-operate with Further and Higher Education

institutions in relation to learners’ records and

performance and career opportunities.


To maintain contact with sporting, social, cultural

and community organisations.

To have contacts with the public on behalf of the

Principal.

iii) EXTRA- & CO-CURRICULAR

To be in charge of a subject, learning area or phase.

To jointly develop the policy for that department

To co-ordinate evaluation/assessment, homework,

written assignments, etc. of all the subjects in that

department

To provide and coordinate guidance:

a) on the latest ideas, on approaches to the

subject, method, techniques, evaluation,

aids, etc. in their field, and effectively

conveying these to the staff members

concerned

b) on syllabi, schemes of work, homework,

practical work, remedial work, etc

To control:

a) the work of educators and learners in the

department

b) reports submitted to the Principal as required

c) test and examination papers as well as

memoranda

d) the administrative responsibilities of staff

members

To share in the responsibilities of organising and

conducting extra and co-curricular activities.

iv) PERSONNEL

To advise the Principal regarding the division of work

among the staff in that department

To monitor and evaluate the performance of

educators

To participate in agreed school/educator appraisal

processes in order to regularly review their

professional practice with the aim of improving

teaching, learning and management

v) GENERAL /ADMINISTRATIVE

To assist with the planning and management of:


school stock, text books and equipment for the

department

the budget for the department and

subject work schemes

To perform or assist with one or more non-teaching

administrative duties, such as:

secretary to general staff meeting and/or others

fire drill and first aid

timetabling

collection of fees and other monies

To act on behalf of the Principal during her/his

absence from school if the school does not qualify

for a Deputy Principal or in the event both of them

are absent


Job Description in my

school and allocation of

duties / areas of

responsibility


Section 2

Whole School Academic

Policies

a. Academic Quality Assurance Policy

b. Assessment Policy

c. Learner Support Policy


Academic Quality Assurance Policy


Assessment Policy


Learner Support Policy


Section 3

Minutes of Meetings

This section contains a photo-copiable copy of the documents mentioned

below;

a. Academic Committee

b. Departmental/phase/grade meetings


Minutes of Meeting of Academic Committee: Term ____

Date: ________________

The meeting commenced at: ________________

Venue: ___________

Chair: ______________

Secretary: ______________________

Item

no

Issue Decision Person

Responsible


Minutes of Meeting of ______________________________Department/Phase

Date: ________________

The meeting commenced at: ________________

Venue: ___________

Chair: ______________

Secretary: ______________________

Item

no

Issue Decision Person

Responsible


Section 4

Departmental /Phase

Policies

Departmental Policy

Homework policy

Marking / assessment policy


Section 5

Planning and Assessment

a. Departmental / Grade / Phase Assessment plans

b. Monitoring plans

c. Moderation Plans


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HOD Monitoring Schedule

Term Date What Details

1 Annual teaching plan and

assessment plan

Planning (termly / weekly)

Teacher portfolios / files

Learner books (sample)

Classroom Visits


assessment plan

Planning



Classroom visits


assessment plan

Planning



Classroom visits


assessment plan

Planning


Learner books


Moderation Plan for _________________Learning

Area / Subject

What will be moderated?

Who will moderate?

How will it be moderated? (Method

and Instrument)

When will it be moderated?

Who will the moderator report to?

When and how will a review of the

moderation take place?

How will Special Needs be dealt with

during assessment & moderation?


Section 6

Monitoring and Support


TEACHING AND LEARNING MONITORING TOOLS

HOD Monitoring Instrument

Name of Teacher being monitored: _________________ Term: _______________________

Year:___________________ Subject: ___________________

Grades taught:______________

Does the educator have the following documents:

Document On file

Relevant CAPS documents for grade, phase and subject.

National Policy pertaining to the Programme and Promotion Requirements of National

Curriculum Statement Grades R-12 (2013)

National Protocol for Assessment Grades R-12 (2012)

Assessment and Moderation Policy for the school and/or the department, phase or

grade

Bloom’s Taxonomy or equivalent

Monitoring Activity Date

received /

conducted

Comment

Annual Teaching Plan

and Assessment plan

submitted

Termly / weekly planning

submitted on termly /

fortnightly basis

Does the teacher’s file

contain the following?:


a.Annual teaching plan

b.Annual assessment

plan

c.Formal assessment

tasks and memoranda

d.List of textbooks being

used

e. Marks sheets

f. Records of extra

academic help given

Teacher’s portfolio /

Preparation file

submitted for the term

Tasks are neat, well set out?

Work is up to date with workscheme?

Sample of pupil books

seen for the term

Names of pupils:

Comment on:

Quality, adequacy and frequency of marking done

Adequacy of feedback to pupils

Markbook up to date for

term

Evidence of moderation

being conducted.

Weaknesses or strengths identified in moderation:

Quality of report

comments made

Date of Classvisits Report filed?

HOD Name: ___________________

Signed: _____________________

Date:____________________

Feedback given:

Support given to teacher:



Moderation Instrument

Pre-Assessment Moderation Instrument

Assessor’s name:

Moderator’s name:

Date / s of moderation

Learning Area and Outcome (if

appropriate)

Evidence of assessment being part

of assessment plan / workscheme

Type of assessment moderated

Length of assessment is appropriate

to grade, time allocation and

assessment guidelines for the

subject

Correct balance of lower order

and higher order skills

Strengths of the assessment process

Weaknesses of the assessment

process

Layout and clarity (especially of

images)

Marks add up correctly

Spelling and grammar

Recommendations

All original moderated test papers with the moderation corrections or comments on

them must be kept on file as proof of moderation along with the moderation tools.



Post-assessment Moderation report

Assessor’s name:

Moderator’s name:

Date / s of moderation

Learning Area and Outcome (if

appropriate)

Criterion Yes/No Comment

Assessment was consistent

(marking is consistent across the

class)

Assessment is reliable (this

assessment is not compromised

by copying, help or time

constraints)

Assessment is valid (The

assessment followed the

marking memo / rubric)

Comment:


TEACHING AND LEARNING MONITORING TOOLS Classroom Practice Checklist Teacher:

Subject: Aspect:

Grade: Date: Term:

Checklist 1 2 3

1. Educator’s knowledge of the subject matter

2. Preparedness for the lesson

3. Language (Fluency, pitch, diction, audibility, vocabulary)

4. Presentation skills – posture, movement around classroom

5. Class response, interest, participation.

6. Questioning techniques.

7. Class management and discipline

8. Demeanour and interaction with learners including feedback to

learners

9. Use of teaching aids (white board, worksheets, charts, smart board)

10. Re-enforcement, recapitulation (Beginning and ending of lessons)

10. Level of integration with life skills.

11. Application.

1 2. Realisation of outcomes/aims & objectives.

13. Classroom environment (board displays, tidiness, desk

arrangements, suitability, safety)

14. Administration skills – filing, textbook loan system etc.

Key:

1. Exceeds the required degree

of competence.

2. Conforms to the desired

degree of competence.

3. Requires attention.

Remarks of Assessor:

Signature of Assessor Signature of HOD Signature of Principal

Date: Date: Date:


Remediation / Extension Register

Teacher: _____________ Subject: ___________

Grade: _________________

Name Dates


Remediation / Extension Record

Name: ____________________________

Grade: ____________________

Date Time Lesson Content Signed by

teacher

Signed by

pupil

-



Assessment Result Analysis

Date: ______________________

Grade: _______________ Class / Subject: _______________________

Teachers: ___________________________________ Assessment: ________________________________

Areas of assessment where learners performed badly.

Reasons that learners may have performed badly:

Revision measures to be instituted:

Areas of assessment where learners performed very well

Insert a graph or else use the graph over the page to analyse the overall performance.


Graphic analysis of Assessment

Levels of

Performance

1-7

Names of Learners



Termly Test Result Analysis Date: ______________________

Grade: _______________ Class / Subject: _______________________

Teachers: ___________________________________

Areas of concern:

Pupils at risk Action to be taken Person

responsible for

action

Person

responsible for

action notified

Signature: ___________________________


Section 7

Discipline records


Discipline records Grade: ____________ Name

of

learner

Misconduct Referring

teacher

Date of

offence

Disciplinary

measure

taken

Parents

notified /

involved

Record

placed

in learner

profile.


Written Warning

Name of learner: _________________________________________

Learner ID number: __________________________

The above learner has breached the disciplinary code which carries with it a

written warning.

Date of offence: _____________

Grade of offence: ________________

Nature of offence:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Learner’s statement:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

____________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Learner: _____________________ Witness: ___________________________

Teacher: ____________________ Grade Head: _______________

Date_____________________

• One (1) copy to learner, original to be kept by GRADE HEAD and then filed in the learner’s

profile.

• Learner’s signature does not signify admission of guilt, but that charges and action taken have

been explained.

Adaptation of documents from:

http://www.education.gov.za/LinkClick.aspx?fileticket=apCdz3vkmp8%3D&tabid=335&mid=971



Final Written Warning

Name of learner: ______________________

Learner ID number: ______________________

Please take note that this is a final warning. If the disciplinary code is breached

again, in any way, it will lead to a disciplinary hearing.

Date of offence: _______________

Dates of previous warnings and offences:

Date of previous warning Offence

Grade of offence: ___________________

Nature of offence:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Learner’s statement:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Learner: _____________________ Witness: _______________________

Teacher: _____________________Grade Head:___________________

Date

• One (1) copy to learner, original to be kept by GRADE HEAD.

• Learner’s signature does not signify admission of guilt, but that charges and

action taken have been explained. Adaptation of documents from:




Notice of Disciplinary Hearing Name of learner

Learner ID number:

A formal disciplinary hearing will be held and you are obliged to be present:

Date of hearing: _______________

Venue of hearing: _________________

Time of hearing: __________________

Date notification was served: ________________

The charge against you is as follows:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Date of offence: __________________________

Nature of offence:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Suspension from class

You are further advised that you have been suspended from class from now

until the hearing has been conducted. During your period of suspension, you will

not be permitted on the School premises unless written permission has been

given to you by a senior member of management, or for attending this hearing. Note: Learner receives one (1) copy and the signed copy must be kept and filed.


Record of Disciplinary Hearing

Venue: ________________________

Date: _______________________________

Name of Complainant: (May

be the school)

Name of Learner:

People Present at Hearing

Name Capacity

Witness for the complainant Witnesses for Learner

Witness 1: Witness 1:




Nature of alleged breach or misconduct (charge, date, place and brief description of the incident/s)

Nature of offence:

Nature of defence / mitigating circumstances

Plea: The learner admits/denies the charges (the appropriate plea to be underlined).

Learner: ______________________ Teacher: _______________________

Witness: ______________________ Grade Head: ____________________


Section 8

Administrative Records

Textbook Loan Register

Department / Phase Acquisitions register

Textbook and Learning resource Inventories

Classroom checklist

Teaching Resource Register


Textbook loan register: _______________department/ phase

Name of learner Name of textbook Number of

textbook

Condition

of book

Date

loaned

Date

returned


Acquisitions Register ___________________ department / phase

Name of resource Author / publisher

/ distributor /

supplier

Medium

(book / DVD

/ furniture

etc)

Price on

purchase

Date of

purchase

Number

purchased


Stocktaking register / Annual Inventory _______________department/phase

Name of resource Author / publisher /

distributor/ supplier

Medium (book /

DVD etc)

Number in

stock room

Number on

loan

Number not

recovered


Classroom checklist

Room number Date

Inventory conducted by

Item/s Number in

classroom

Condition Repairs/replace

ment required

Walls and paint

Floor surface

Doors and door frames,

handles and locks

Windows and window

frames, handles and locks

Cupboards / Filing

cabinets

Bookshelves

Boards (chalk / white/

digital)

Display boards

Teacher’s desk and chair

Learners’ desks

Learners’ chairs

Rubbish bins / recycling

bins

Emergency Evacuation

Instructions

Audio-visual Equipment


Teaching Resource Register

Name of

teacher

Name of textbook /

resource

Medium Date

loaned

Date

returned

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