NATIONAL CERTIFICATE

MANAGEMENT COMMUNICATION N4
(First paper)

(5140364)

24 May 2021 (X-paper)

09:00–12:00
OPEN-BOOK EXAMINATION

TWO dictionaries (bilingual and/or explanatory) and TWO additional reference works may
be used.
No electronic dictionaries may be used.

This question paper consists of 5 pages and 3 addenda.

031Q1J2124

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DEPARTMENT OF HIGHER EDUCATION AND TRAINING

REPUBLIC OF SOUTH AFRICA
NATIONAL CERTIFICATE
MANAGEMENT COMMUNICATION N4
(First paper)
TIME: 3 HOURS
MARKS: 100

INSTRUCTIONS AND INFORMATION

1. Answer all the questions.

2. Read all the questions carefully.

3. Number the answers according to the numbering system used in this

question paper.

4. Read and interpret all the questions against the given background and use all
the available information.

5. Start each section on a NEW page.

6. Use only a black or blue pen.

7. Write neatly and legibly.

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BACKGROUND INFORMATION

Imagine that you are the manager of a wellness clinic at Sunshine College. You
service the seven campuses. You are tasked with the organisation of one main event,
the HIV/AIDS Awareness Campaign Celebration, which would bring all the workers
and students together at a central venue.

QUESTION 1: PRECIS

Write a precis of 100 words in paragraph form, using the article 'Fight HIV/Aids in the
workplace' in ADDENDUM A (attached) which appeared in the New Age newspaper.
Provide a different heading from the one given in the article.
Write the number of words you used in brackets at the end of the precis. 
CONTENT LANGUAGE WORDS COHERENCE HEADING
10 2 1 1 1 [15]

QUESTION 2: LETTER OF COMPLAINT

You received a letter of complaint from an employee working on one of your

campuses. She recently tested HIV positive in one of the wellness campaigns offered
by the College. She disclosed her HIV status and had since experienced rejection as
well as discrimination. This has made her realise that the college neither offers any
counselling for people in her condition, nor any education on prevention or treatment
for the infected employees. The employee has not only complained, but also
suggested TWO possible solutions to the problem.

Write the letter that the staff member wrote. Remember to open and close the letter
with a goodwill paragraph.
 CONTENT LANGUAGE FORMAT
12 5 3 [20]

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QUESTION 3: PROGRESS REPORT

The Management of the college has approved the celebration of the HIV/Aids
Awareness Campaign for both staff and students on 27 November 2020 from 10:00 to
14:00. A planning committee, consisting of Wellness Clinic staff and some college
students, has started with the preparations. On 10 November 2020 the College
Principal, Mrs Mary Chauke, requested a progress report from you as the manager of
the Wellness Clinic. She wants to be briefed on preparations. Besides securing the
venue, you have also managed to send invitations to key figures in the community.
You have also selected a catering committee which has finalised its food budget and
submitted it to you. You are currently trying to obtain the main guest speaker from the
Department of Health. One staff member is also still designing a programme for the
day. One of the students is busy designing entrance cards for students whose fee you
have already pegged at R20 per head. You are yet to find musicians to grace the day.
You are also yet to find an HIV positive person who will provide a word of
encouragement at the event.

Submit the progress report in memo format using the following headings:

1.
2.
Background
Purpose of the report 
3. Tasks completed
4. Tasks being attended to
5. Tasks still to be completed
6. Conclusion

CONTENT LANGUAGE FORMAT

20 5 5 [30]

QUESTION 4: FORMAL NOTICE OF AND AGENDA FOR A COMMITTEE MEETING

You need to meet with all the wellness staff members and students who are on the
committee involved in preparations for the AIDS Awareness day that shall be held on
27 November 2020. You decide to invite them for a committee meeting on
20 November 2020 to brief them on the progress report that you submitted to the
principal and also to discuss how students will be transported from different campuses
to the central venue on the day of the event. You will also discuss issues of ushering.
A convenient time for the meeting will be 11:00 in the Clinic auditorium.

Write a formal notice and agenda of this committee meeting using the format of a
special general meeting.
 CONTENT LANGUAGE FORMAT
6 2 2 [10]

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QUESTION 5: TELEPHONE MESSAGE

While you were at a meeting on 20 November 2020, Mr Pule Phala, from the
Department of Health phoned from 014 678 2233. The call came through at 10:00 and
was received by Mahlatse. He wanted to inform you that the Department will be
bringing and distributing pamphlets and educational material on the services available
to the public. They also have big HIV/AIDS banners that can be used at the venue
where the event will be held. He requested you to call him back.

Write this telephone message using ADDENDUM B (attached). 

CONTENT LANGUAGE FORMAT
5 3 2 [10]

QUESTION 6: MEMORANDUM

As the working committee, you are expected to provide information on the expectations
on the day of the event. Remind staff and students about the title and date of the
event. Also supply them with the name of the guest speaker. All staff is expected to
wear the T-shirts bearing the college colours. Each student must be in possession of
their entry ticket of R20. All campuses are expected to be at the venue by 09:00.
Buses will ferry them from campuses. Red and white ribbons will be pinned on
everyone present to symbolise the event. The Department of Health will have stalls
where information will be given. Food and refreshments will be served after the event.

Write this memorandum using ADDENDUM C (attached). 

CONTENT LANGUAGE FORMAT
12 2 1 [15]

TOTAL: 100

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ADDENDUM A

FIGHT HIV/AIDS IN THE WORKPLACE

HIV/Aids is a major threat to the world of work and has had a huge impact on the most
productive segment of the labour force.

As we commemorate World Aids Day under the theme Increasing Impact through
Transparency, Accountability and Partnerships, and as the HIV/Aids epidemic enters
its fourth decade, few, if any, workplaces remain untouched. Lest we forget, according
to the World Health Organisation (WHO), the majority of infected people are between
25 and 49 years old. Half the nation's workforce falls into this age group. Businesses
around the globe are steadily counting up the cost of HIV/Aids and the statistics are
staggering.

Stigmas and discrimination are amongst the primary obstacles to effective HIV/Aids
prevention and care in the workplace and across communities. Persons living with
HIV/Aids are rejected and scorned by colleagues at work, members of the community
and even relatives and friends. Of course, smart business leaders are recognising the
danger of ignoring its economic and social consequences. According to the WHO, the
disease is the world’s leading infectious killer, claiming to date more than 25 million
lives.

HIV/Aids is covered by various legislations which look into non-discrimination

standards, job application procedures, hiring, advancement procedures and the
discharging of employees. Discrimination in compensation, job training, and any other
terms, conditions and privileges of employment are also covered. We must praise the
efforts of the government on the progress made nationally regardless of many
challenges and resource constraints. Some of the successes include a reduction in
transmission of HIV, particularly among the economically active age group (15–49), a
decline in the mother-to-child transmissions and an increase in voluntary testing.
These days people get to know their status sooner, seek treatment sooner and hence
the increase in the number of people on treatment. However, it cannot be left to the
government alone to continue the fight against HIV/Aids. The corporate world and
responsible citizens need to help stop the discrimination and stigmatisation of HIV
infected workers as it makes them vulnerable in the workplace. Some companies still
wait until they discover that one employee carries the virus before they attempt the
need for education and proper personnel policies. This is tantamount to improvising a
response in a crisis situation already.

HIV/Aids in the workplace is serious. Its threat to workers has critical implications. It is
detrimental for companies not to implement health programmes and proper personnel
policies because the illness has affected gone workers, continues to attack current
workers and is a looming threat to future workers as well.

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ADDENDUM B

EXAMINATION NUMBER:

QUESTION 5: TELEPHONE MESSAGE

TELEPHONE MESSAGE FORM

To: _________________________

From: _________________________ Company:_________________________

Tel: _________________________

Date: _________________________ Time: _____________________________

Message:

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Message taken by: _____________________________________

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ADDENDUM C

EXAMINATION NUMBER:

QUESTION 6: MEMORANDUM

MEMORANDUM

To: _________________________ From: ________________________

Date: _________________________ Ext: ________________________

Message:

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

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