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School-Based Moderation Program School-based Policy For Continuous Evaluation Of Teaching And Assessment (Grades 1 - 9)
Document Version: 2016 Version 1
Release Date: 19 September 2013
Process Version: 2015 Version 2
Scope & Application: Sparrow The Foundation School &
Sparrow Combined School
Author: J. Janse Van Rensburg
Sparrow Schools © 2016
Acceptance And Implementation
General Manager Date
Academic Manager Date
Sparrow Schools © 2016
S-QAP Program Page 1 of 22
Introduction 2
Objective of the Program 2
Structure of the Program 2
Teaching Monitoring (S-QAP TM) 2
Visit Schedule 2
Visit Levels 2
Focus Areas During The Observation 3
Observation Tools and Guidelines 3
Internal Moderation (S-QAP IM) 3
Internal Moderation Schedule and Focus Areas 3
Moderation Schedule 4
Inter-School Implementation 5
School to School 5
Area Of Application 5
Class Observation Tool 6
Moderation Report Templates 12
Moderation Report Part A: Book Control Monitoring 13
Moderation Report Part B: Assessment Moderation 16
Moderation Report Part C: Mark Sheet Moderation 19
Moderation Report Part D: Consolidated Score Report 20
Sparrow Schools © 2016
S-QAP Program Page 2 of 22
Introduction The following document provides an outline of the school based quality assurance procedures to be implemented across
the school and FET college structures.
Objective of the Program • Ensure that required level of teaching occurs in school and college classrooms • Ensure that the work schedules / implementation plans are adhered to by teachers and facilitators • Ensure that the results allocated to learners are accurate, fair and based on sound assessment processes. • Ensure that results are captured and management correctly
Structure of the Program The program will consist of the following components:
Teaching Monitoring (S-QAP TM) Visit Schedule Class visits must be conducted as follows:
Staff Visited By Type of Visit Time Frame Scheduling
HOD
Principal Top Down Termly (or as need arises) Unannounced
Peer-Evaluation by HOD Peer Review Termly (or as need arises) Announced
Academic Manager Top Down As need arises Unannounced
Teacher
Principal Top Down As need arises Unannounced
HOD Top Down Termly (or as need arises) Announced
Peer-Evaluation by teacher Peer Review Termly (or as need arises) Announced
Visit Levels The following diagram shows how observation visits should be scheduled.
The S-QAP Program
Teaching
Monitoring
1
Internal
Moderation
2 • Focussed on observing the teaching
activities of the teacher. • Observation is focussed on:9 areas that
include • Instructional design, • The teaching environment • Quality and suitability of LTSM’s • Visits include Peer-to-Peer and ‘Top
Down’ observation visits.
See below for information
• Focussed on ensuring that the required
processes, practices and methods are
used in the delivery of teaching • Examines learner’s class work,
assessments and teacher’s record
keeping • Moderation is guided by checklist tools • Moderation is completed by HOD’s
and Principals
See below for more information
Sparrow Schools © 2016
S-QAP Program Page 3 of 22
Please note the following: • The scheduled visits by the principal and HOD’s must be scheduled to occur with ALL teachers. • Scheduling of these visits remain the responsibility of the principal and heads of department. • All staff must be notified of the occurrence of announced visits by peers and superiors
Focus Areas During The Observation The focus of the visit will be guided by the visit checklist. However, the visit must also be aimed at evaluating the
following:
Identification of areas of support and development with reference to: • Classroom management and guidance of learner behaviour • Learning environment structure and atmosphere • Type and impact of Interaction with learners • Design of learning activities • Level of engagement with learners
Observation Tools and Guidelines The observation tool that is provided must be used. This tool will ensure that the feedback remain reliable, useful, valid
and quantifiable throughout the visitation process. It is essential that there is no deviation from this observation tool and
that feedback is provided in an unbiased and fair manner.
Observations are conducted in a confidential manner and feedback will not be discussed outside the suitable forum and
channels.
Internal Moderation (S-QAP IM) Internal Moderation Schedule and Focus Areas Please note that where aspects that need to be moderated do not apply to the school, these aspects do not require
moderation. This is relevant to foundation phase where exams are not written.
The internal moderation process is focussed on ensuring the basic practices related to assuring quality of educational
practice is practiced in the schools as it relates to teaching, assessment and results management.
Upon conclusion of the moderation process, completed moderation reports must be captured onto the consolidated
moderation report and submitted to the principal. The final consolidated report (Part D) must be submitted to the
Academic Manager and be held on record with the detailed report pack (including parts A, B and C).. Please review the
moderation process as detailed in the digram below:
Teacher
Ex Co
Chair
Head of Dept.
TERMLY
Scheduled
Peer
Review
TERMLY
Scheduled
Top-Down
Review
Teacher
Need-
Based
Top-Down
Review TERMLY
Scheduled Top-
Down Review
IMPORTANT NOTE:
If teacher is a new
appointment: Must be visited within first
month of service by BOTH
HOD and Principal
Sparrow Schools © 2016
S-QAP Program Page 4 of 22
Moderation Schedule Moderation must be completed to evaluate both formative and summative assessments across all learning areas and
grades.
3rd
Moderate
Submitted
documents
Formative Assessments in
Learner Workbook
Summative
Assessment (Exam
or Test)
Submit
documents to
Moderator
Moderator
(HOD to Principal)
Subject Mark
Sheet
1st
2nd
• Check that result show marks,
percentage, date and signature of
marker • Check that correct marking tool was
used (memorandum / rubric) • Check that marks are correct
• Are marks up to date? • Are marked correctly captured /
recorded on mark sheet? • Do marks calculate through correctly? • Are formulas correctly entered and
used?
• Check that work is completed and up
to date as per term / week planning • Check if all assessments & activities
in book is marked, signed and dated
by teacher
A B C
A B C + +
Moderation Report Part
A
Moderation Report Part
C Moderation Report
Part B
D
Moderation Report Part D:
Consolidated Record
Ex Co Chair
Submit ALL
Parts to Ex
Co Chair
Submit Part D to
Academic
Manager
Academic
Manager
Record findings in
Moderation Report
Part D
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S-QAP Program Page 5 of 22
Moderation Type Source of Document Scheduling Annual Frequency
Formative Assessment
Moderation
Learner Workbook or Class Tests Mid-Term before Summative
assessments take place Terms without Summative
Assessments: Terms 1 and 3
Summative Assessment
Moderation
Formal assessments administered to produce
summative mark per term such as July exams
or Term Cycle test
Following the completion of
formal assessments Terms with Summative
Assessments: Terms 2 and 4
Subject Mark sheet
Printed AND electronic spreadsheets used to
calculate results for learners Coincides with Summative
Moderated Terms with Summative
Assessments: Terms 2 and 4
Inter-School Implementation School to School This program is to be implemented at both Foundation and Combined Schools. It is also to be implemented as an inter-
school program This implies that the moderation and observations is to be conducted at the respective schools by
suitable representatives from the other schools.
Area Of Application The inter-school implementation will not apply to peer evaluation between teachers. Both Foundation and Combined
School Principals and HOD’s will perform visits with staff in corresponding levels at the respective schools.
The following provides a schedule of ‘Inter-School Implementation’ visits
Inter-School Implementation: Foundation To Combined
Staff Visited
Visited By Type of Visit Time Frame Scheduling
CS HOD
FS Principal Top Down Following CS Principal visit Announced
Peer-Evaluation by FS HOD Peer Review Following peer review by CS HOD Announced
CS Teacher FS HOD Top Down Following Top Down visit by CS HOD Announced
Inter-School Implementation: Combined To Foundation
Staff Visited
Visited By Type of Visit Time Frame Scheduling
FS HOD
CS EX Co Chair Top Down Following FS Principal visit Announced
Peer-Evaluation by CS HOD Peer Review Following peer review by FS HOD Announced
FS Teacher CS HOD Top Down Following Top Down visit by FS HOD Announced
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S-QAP Program Page 6 of 22
Class Observation Tool Teacher being visited:
Grade and Class (E.g. ‘4F’):
Subject:
Period:
Date:
Overview Of The Lesson Please tick off the information you have been provided with by the teacher:
Is the following available?
A Lesson Plan for the period and class Yes No
Learner worksheet / handouts / cut-outs Yes No
Defined Learning outcomes Yes No
Class Attendance Learner Attendance Present Absent On Register
Indicate number of learners in each category
Teaching Strategies And Activities Examine the teaching techniques that are being used in the classroom. The following questions will guide your
observations. Each area of observation is provided with a rating scale ranging form 1 to 5. The ratings are listed below:
1: Never
2: Very seldom
3: Sometimes
4: Often
5: Always
1. Development of Learning Objectives
Area of Observation Rating Comments (If any)
Objectives are given to the class orally or written
form
1 2 3 4 5
There are signs that the activities form part of a
lesson plan aimed at achieving outcomes?
1 2 3 4 5
Learners participate in the teaching activities.
1 2 3 4 5
Objectives are discussed with the learners.
1 2 3 4 5
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S-QAP Program Page 7 of 22
1. Development of Learning Objectives
Area of Observation Rating Comments (If any)
Learning content is CAPS compliant
1 2 3 4 5
Learning outcomes are CAPS compliant
1 2 3 4 5
Total /20
2. Selection and use of instructional material
Area of Observation Rating Comments (If any)
Textbooks / audiovisual materials / LTSM’s have a
clear purpose in the teaching activities
1 2 3 4 5
Handouts are well designed and lay-out and
content is suited to the audience and subject.
1 2 3 4 5
Teacher provides help with reading or using the
text if necessary (where applicable)
1 2 3 4 5
The teacher shows a pre-existing understanding
and familiarity with the instructional material.
1 2 3 4 5
Total /20
3. Educational climate and learning
Area of Observation Rating Comments (If any)
Learners AND teacher appear to be interested and
enthusiastic about the activities at hand.
1 2 3 4 5
The teacher knows and uses learner names
1 2 3 4 5
Humor is used appropriately to assist in creating a
constructive learning environment.
1 2 3 4 5
The teacher promotes learner confidence and
recognises the positive behaviour of learners when
shown.
1 2 3 4 5
Learners appear to feel allowed to participate and
give input in a structured way.
1 2 3 4 5
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S-QAP Program Page 8 of 22
3. Educational climate and learning
Area of Observation Rating Comments (If any)
The teacher makes eye contact with learners
regularly.
1 2 3 4 5
Total /30
4. Variety of instructional design
Area of Observation Rating Comments (If any)
Learning activities are timed to take into
consideration attention spans and learning
limitations?
1 2 3 4 5
Learners are involved in making decisions during
the learning process
1 2 3 4 5
Total /10
5. Individualization of instruction
Area of Observation Rating Comments (If any)
Emotional, physical, and intellectual needs of
learners are accommodated
1 2 3 4 5
The teacher makes use of and / or prompts
awareness of learners’ prior learning activities to
promote focus.
1 2 3 4 5
The teacher creates and demonstrates a “real
world” applications and context of the work and
concepts being taught.
1 2 3 4 5
Total /15
6. Responsiveness to learner feedback
Area of Observation Rating Comments (If any)
The teacher is paying attention to cues of boredom,
confusion, disengagement displayed by learners
1 2 3 4 5
The teacher encourages the asking of questions in a
structured manner
1 2 3 4 5
The teacher provides learners with the opportunity
to mention problems.
1 2 3 4 5
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S-QAP Program Page 9 of 22
5. Individualization of instruction
Area of Observation Rating Comments (If any)
Total /15
7. Learning difficulties
Area of Observation Rating Comments (If any)
One or more learners appear unmotivated or unable
to follow the class.
1 2 3 4 5
The teacher shows signs of favoritism / selective
teaching (focussing on a selected group only).
1 2 3 4 5
Learners are unable to make sense of and see
visual aids used during teaching.
1 2 3 4 5
A group in the class dominates the learning and
hinders others’ learning and participation.
1 2 3 4 5
Total /20
8. Subject Knowledge
Area of Observation Rating Comments (If any)
The teacher demonstrates a suitable knowledge of
the learning outcomes of the lesson.
1 2 3 4 5
Material provided to learners is correct & accurate
(terminology, information and spelling)
1 2 3 4 5
The teacher demonstrates suitable knowledge of
different concepts being taught.
1 2 3 4 5
The teacher explains concepts and information
effectively to the audience.
1 2 3 4 5
The teacher demonstrates knowledge beyond the
concepts being taught and enriches the lesson
through its use.
1 2 3 4 5
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S-QAP Program Page 10 of 22
8. Subject Knowledge
Area of Observation Rating Comments (If any)
Total /25
9. Instructional Design
Area of Observation Rating Comments (If any)
The opening of the lesson grasped the class’s
attention and establish rapport with the learners.
1 2 3 4 5
The lesson opening outlined the topic and purpose
of the lesson.
1 2 3 4 5
Delivery is paced to learner’s learning pace and
needs.
1 2 3 4 5
The teacher introduces a topic, states goals,
presents material or activities clearly and
effectively.
1 2 3 4 5
The teacher can be adequately seen and heard by
the learners.
1 2 3 4 5
Key points / items / terms were emphasised by the
teacher during the lesson.
1 2 3 4 5
Explanations regarding activities and tasks were
clear and learners were able to follow
1 2 3 4 5
Examples, metaphors, and analogies were used
appropriately and pitched at the right level for the
audience.
1 2 3 4 5
Total /40
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S-QAP Program Page 11 of 22
Observation Scoring Scoring Summary
1. Development of Learning Objectives /20
2. Selection and use of instructional material /20
3. Educational climate and learning /30
4. Variety of instructional design /10
5. Individualization of instruction /15
6. Responsiveness to learner feedback /15
7. Learning difficulties /25
8. Subject Knowledge /25
9. Instructional methods /40
Total /200
Overall % %
Rating Not
demonstrated Needs
Improvement Satisfactory Outstanding
Score 0 - 50 51-100 101 - 150 151 - 200
% 0 - 25% 26 - 50% 51 - 75% 76 - 100%
Level Level 1 Level 2 Level 3 Level 4
Applicant Score (Please Tick)
Submission Information Observer:
Capacity (HOD, Principal, etc)
Date of Completion of Visit:
Signature
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S-QAP Program Page 12 of 22
Moderation Report Templates This moderation report consists of four (4) components. They are as follows:
Moderation Report PART A: Workbook Moderation 1. This is completed following a review of the learner workbooks.
2. The workbooks to be reviewed are a random sample of workbooks
3. A sample of 10% of the total number of learners must be drawn.
Moderation Report PART B: Assessment Moderation 1. This is completed following a review of an example of assessment of a sample of leaners. This may be a class test,
exam script or term test.
2. The assessments to be reviewed are a random sample of assessments accompanied by the relevant assessment tool
(memorandum or rubric).
3. A sample of 10% of the total number of learners must be drawn.
Moderation Report PART C: Mark Sheet Moderation 1. This is completed following the review of the educator’s mark sheets.
Moderation Report PART D: Consolidated Report 1. This is completed by the principal at the conclusion of each moderation process.
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S-QAP Program Page 13 of 22
Moderation Report Part A: Book Control Monitoring Monitoring Session Information
Moderation Information
Date
Teacher
Subject
Grade & Class
Sample Selection Sample Information: Please fill in the names of the learners that have been selected for moderation
Learner Name & Surname (Highest Mark) 1:
Learner Name & Surname (Average Mark) 2:
Learner Name & Surname (Lowest Mark) 3:
Monitoring Session Results Moderation Result Record: Please complete the following per learner
Learner Name & Surname
Task (Title of Task as in learner workbook)
Date when activity was done by learner
The activity marked / checked by teacher Yes No
There is evidence of regular checking Yes No
Moderation Result Record: Please complete the following per learner
Learner Name & Surname
Task (Title of Task as in learner workbook)
Date when activity was done by learner
The activity marked / checked by teacher Yes No
There is evidence of regular checking Yes No
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Moderation Result Record: Please complete the following per learner
Learner Name & Surname
Task (Title of Task as in learner workbook)
Date when activity was done by learner
The activity marked / checked by teacher Yes No
There is evidence of regular checking Yes No
Recommendations & Comments Recommendations / Areas where attention is needed
Comments / Noteworthy aspects
Moderation Summary Each question is provided with a rating scale ranging form 1 to 5. The ratings have the following values:
The ratings are listed below:
1: Never
2: Very seldom
3: Sometimes
4: Often
5: Always
No. Questions Please mark the appropriate box clearly with an ‘X’ Your rating
1 All learner’s work is marked to date 1 2 3 4 5
2 There is evidence of regular book control and monitoring by teacher 1 2 3 4 5
3 All tasks that are marked have marks clearly indicated 1 2 3 4 5
4 All marks show the date and signature of the teacher 1 2 3 4 5
5 Achievement Levels are indicated at marked tasks / activities 1 2 3 4 5
6 Marks allocated to task and activities are fair and reflect the learner’s quality of work 1 2 3 4 5
7 The activities in the learner’s workbooks are suitable to their age, ability and knowledge 1 2 3 4 5
Total (Mark out of 25) /35
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Submission Information Moderator
Capacity (HOD, Principal, etc)
Date of Moderation:
Signature
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S-QAP Program Page 16 of 22
Moderation Report Part B: Assessment Moderation Moderation Information
Moderation Information
Date
Teacher
Subject
Grade & Class
Sample Selection Sample Information: Please fill in the names of the learners that have been selected for moderation
Learner Name & Surname (Highest Mark) 1:
Learner Name & Surname (Average Mark) 2:
Learner Name & Surname (Lowest Mark) 3:
Moderation Results Moderation Result Record: Please complete the following per learner
Learner Name & Surname
Assessment (Title / Type of assessment)
Date of assessment
Assessment clearly shows mark attained Yes No
Assessment clearly shows percentage Yes No
Assessment tool is attached / available Yes No
Marks allocated by teacher Mark: Percentage: %
Moderated Mark Mark: Percentage: %
Variance between marks Moderated Mark Original Mark
Moderated Mark Variance:
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Moderation Result Record: Please complete the following per learner
Learner Name & Surname
Assessment (Title / Type of assessment)
Date of assessment
Assessment clearly shows mark attained Yes No
Assessment clearly shows percentage Yes No
Assessment tool is attached / available Yes No
Marks allocated by teacher Mark: Percentage: %
Moderated Mark Mark: Percentage: %
Variance between marks Moderated Mark Original Mark
Moderated Mark Variance
Moderation Result Record: Please complete the following per learner
Learner Name & Surname
Assessment (Title / Type of assessment)
Date of assessment
Assessment clearly shows mark attained Yes No
Assessment clearly shows percentage Yes No
Assessment tool is attached / available Yes No
Marks allocated by teacher Mark: Percentage: %
Moderated Mark Mark: Percentage: %
Variance between marks Moderated Mark Original Mark
Moderated Mark Variance
Moderation Summary Each question is provided with a rating scale ranging form 1 to 5. The ratings have the following values:
The ratings are listed below:
1: Never
2: Very seldom
3: Sometimes
4: Often
5: Always
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S-QAP Program Page 18 of 22
No. Questions Please mark the appropriate box clearly with an ‘X’ Your rating
1 Learner’s assessment is marked in accordance with assessment tool 1 2 3 4 5
2 Assessment tool is correctly used / applied 1 2 3 4 5
3 Marks are correctly added and calculated 1 2 3 4 5
4 All marks show the date and signature of the teacher 1 2 3 4 5
5 Marks are presented as percentage score 1 2 3 4 5
6 Achievement Levels are indicated at marked assessments 1 2 3 4 5
7 Learner’s marks are a fair and accurate reflection of work of learner 1 2 3 4 5
Total (Mark out of 20) /35
Submission Information Moderator
Capacity (HOD, Principal, etc)
Date of Moderation:
Signature
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Moderation Report Part C: Mark Sheet Moderation Moderation Information
Moderation Information
Date
Teacher
Subject
Grade & Class
Moderation Results Mark Sheet Formatting
Mark sheet is printed and available Yes No
Mark sheet is labeled with teacher’s name Yes No
Mark sheet is labeled with subject name Yes No
Learner names present & alphabetised Yes No
Mark sheet displays the titles of tasks Yes No
Mark Sheet Data
Mark sheet is filled in up to date Yes No
Marks are correctly entered per learner Yes No
Marks are correctly calculated Yes No
Mark Sheet Cross Reference Checking
Recorded marks correspond to workbooks Yes No
Recorded marks correspond to tests Yes No
Mark sheet Score Total
Scores given Total “Yes”: Total “No”
Total Scores Total Achieved (Total “Yes” - “Total “No”)
Recommendations & Comments Recommendations / Areas where attention is needed
Comments / Noteworthy aspects
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S-QAP Program Page 20 of 22
Submission Information Moderator
Capacity (HOD, Principal, etc)
Date of Moderation:
Signature
Moderation Report Part D: Consolidated Score Report To be completed by Moderator
Moderation Information
Date of Consolidation
Staff Member
Subject
Grade
Moderation Data Moderation Part Moderator Date of Moderation Score
Moderation Part A /35
Moderation Part B /35
Moderation Part C /10
Consolidated Score Total (A + B + C) /80
Recommendations & Comments Recommendations / Areas where attention is needed
Comments / Noteworthy aspects
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S-QAP Program Page 21 of 22
Submission Information Moderator
Capacity (HOD, Principal, etc)
Date of Moderation
Signature
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