Generic HOD Recordbook

Name: _______________________________
Head of
Department
Monitoring and
Implementation
Recordbook for Schools
2014
Targeted School Development Services 1

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 Created by

Moderation reports
Antoinette Beck-
Section 7: Discipline Records
Section 8: Administrative records

Section 1
Job Description
Have a look at the Department of Basic Education’s Job Description for a Head
of Department. How many of these tasks are you already doing? What do you
need to do?
DBE Job Description for Heads of Department

Performance Criteria Action
i) 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 Issue Decision Person

no Responsible

Minutes of Meeting of ______________________________Department/Phase
Date: ________________
The meeting commenced at: ________________
Venue: ___________
Chair: ______________
Secretary: ______________________
Item Issue Decision Person

no 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

Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
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5 6 7 8 9 10 11 2 3 4 5 6 7 8
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February
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January
2007 2007
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March
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April
30 31
Apr 18: Good Friday
2014 2014 Apr 20: Easter Sunday

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June
May
2007 2007
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6 7 8 9 10 11 12 3 4 5 6 7 8 9
13 14 15 16 17 18 19 10 11 12 13 14 15 16
20 21 22 23 24 25 26 17 18 19 20 21 22 23
August
27 28 29 30 31 24 25 26 27 28 29 30
July

31
2014 2014
1 2 3 4 5 6 1 2 3 4
7 8 9 10 11 12 13 5 6 7 8 9 10 11
14 15 16 17 18 19 20 12 13 14 15 16 17 18
21 22 23 24 25 26 27 19 20 21 22 23 24 25
September
28 29 30 26 27 28 29 30 31
October
2007 2007
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2 3 4 5 6 7 8 7 8 9 10 11 12 13
9 10 11 12 13 14 15 14 15 16 17 18 19 20
November
December
16 17 18 19 20 21 22 21 22 23 24 25 26 27
23 24 25 26 27 28 29 28 29 30 31

30
2014 2014
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 Comment

received /
conducted
Annual Teaching Plan

and Assessment plan
submitted
Termly / weekly planning

submitted on termly /
fortnightly basis
Does the teacher’s file

contain the following?:

a.Annual teaching plan
b.Annual assessment
plan
c.Formal assessment
tasks and memoranda
d.List of textbooks being
used
e. Marks sheets
f. Records of extra
academic help given
Teacher’s portfolio / Tasks are neat, well set out?
Preparation file
submitted for the term
Work is up to date with workscheme?
Sample of pupil books Names of pupils:

seen for the term
Comment on:
Quality, adequacy and frequency of marking done
Adequacy of feedback to pupils
Markbook up to date for

term
Evidence of moderation Weaknesses or strengths identified in moderation:

being conducted.
Quality of report
comments made
Date of Classvisits Report filed?
HOD Name: ___________________

Signed: _____________________
Date:____________________
Feedback given:
Support given to teacher:

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:

Classroom Practice Checklist
Teacher:
Subject: Aspect:
Grade: Date: Term:
1 2 3
Checklist
1. Educator’s knowledge of the subject matter
2. Preparedness for the lesson
3. Language (Fluency, pitch, diction, audibility, vocabulary)
4. Presentation skills – posture, movement around classroom
5. Class response, interest, participation.
6. Questioning techniques.
7. Class management and discipline
8. Demeanour and interaction with learners including feedback to

learners
9. Use of teaching aids (white board, worksheets, charts, smart board)
10. Re-enforcement, recapitulation (Beginning and ending of lessons)
10. Level of integration with life skills.
11. Application.
1 2. Realisation of outcomes/aims & objectives.
13. Classroom environment (board displays, tidiness, desk

arrangements, suitability, safety)
14. Administration skills – filing, textbook loan system etc.
Key: Remarks of Assessor:

1. Exceeds the required degree
of competence.
2. Conforms to the desired
degree of competence.
3. Requires attention.
Signature of Assessor Signature of HOD Signature of Principal
Date: Date: Date:

Remediation / Extension Register
Teacher: _____________ Subject: ___________
Grade: _________________
Dates
Name

Remediation / Extension Record
Name: ____________________________
Grade: ____________________
Date Time Lesson Content Signed by Signed by

teacher 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 Person

responsible for responsible for
action action notified
Signature: ___________________________
Section 7
Discipline records

Discipline records
Grade: ____________
Name Misconduct Referring Date of Disciplinary Parents Record
of teacher offence measure notified / placed
learner taken involved in learner
profile.

Written Warning
Name of learner: _________________________________________
Learner ID number: __________________________
The above learner has breached the disciplinary code which carries with it a
written warning.
Date of offence: _____________

Grade of offence: ________________
Nature of offence:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Learner’s statement:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
____________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Learner: _____________________ Witness: ___________________________

Teacher: ____________________ Grade Head: _______________
Date_____________________
• One (1) copy to learner, original to be kept by GRADE HEAD and then filed in the learner’s
profile.
• Learner’s signature does not signify admission of guilt, but that charges and action taken have
been explained.
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:
http://www.education.gov.za/LinkClick.aspx?fileticket=apCdz3vkmp8%3D&tabid=335&mid=971

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 Name of Learner:

be the school)
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 Condition Date Date
textbook of book loaned returned

Acquisitions Register ___________________ department / phase
Name of resource Author / publisher Medium Price on Date of Number
/ distributor / (book / DVD purchase purchase purchased
supplier / furniture
etc)

Stocktaking register / Annual Inventory _______________department/phase
Name of resource Author / publisher / Medium (book / Number in Number on Number not
distributor/ supplier DVD etc) stock room loan recovered

Classroom checklist
Room number Date
Inventory conducted by
Item/s Number in Condition Repairs/replace

classroom ment required
Walls and paint
Floor surface
Doors and door frames,

handles and locks
Windows and window

frames, handles and locks
Cupboards / Filing
cabinets
Bookshelves
Boards (chalk / white/

digital)
Display boards
Teacher’s desk and chair
Learners’ desks
Learners’ chairs
Rubbish bins / recycling

bins
Emergency Evacuation
Instructions
Audio-visual Equipment

Teaching Resource Register
Name of Name of textbook / Medium Date Date

teacher resource loaned returned

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Name: _______________________________

Targeted School Development Services 1

School Job description

Section 2: Whole School Academic Policies

Section 3: Minutes of Meetings

Section 4: Departmental Policies

Section 5: Planning and Assessment

Departmental / Grade / Phase Assessment plans

Section 6 : Monitoring and support records

Assessment Result Analysis

Learner Support Records

HOD Monitoring Sheets (book checks, Teaching and

Classroom visit reports Created by

Section 8: Administrative records

Targeted School Development Services 2

DBE Job Description for Heads of Department

Targeted School Development Services 3

Targeted School Development Services 5

Targeted School Development Services 6

Targeted School Development Services 9

Targeted School Development Services 10

Targeted School Development Services 12

Targeted School Development Services 14

Targeted School Development Services 17

Item Issue Decision Person

Targeted School Development Services 18

Item Issue Decision Person

Targeted School Development Services 20

Marking / assessment policy

Targeted School Development Services 23

Targeted School Development Services 25

Targeted School Development Services 26

Targeted School Development Services 27

Targeted School Development Services 28

1 Annual teaching plan and

Planning (termly / weekly)

Teacher portfolios / files

Learner books (sample)

2 Annual teaching plan and

Teacher portfolios / files

Learner books (sample)

3 Annual teaching plan and

Teacher portfolios / files

Learner books (sample)

4 Annual teaching plan and

Teacher portfolios / files

Targeted School Development Services 29

Who will moderate?

How will it be moderated? (Method

When will it be moderated?

Who will the moderator report to?

When and how will a review of the

How will Special Needs be dealt with

Targeted School Development Services 30

Targeted School Development Services 31

Name of Teacher being monitored: _________________ Term: _______________________

Year:___________________ Subject: ___________________

Does the educator have the following documents:

Relevant CAPS documents for grade, phase and subject.

National Policy pertaining to the Programme and Promotion Requirements of National

Monitoring Activity Date Comment

Annual Teaching Plan

Termly / weekly planning

Name of Teacher being monitored: _ Term: _______

Year:_ Subject: _

Teachers: ___ Assessment:

Learner: _ Witness: _______

Learner: _ Witness: ___

Learner: Teacher: _

Witness: __ Grade Head: