1. Purpose

The policy outlined in this circular is part of the evolving strategic plan to address the shortages in instruction space in the Western Cape Education Department (WCED). The purpose of this policy is to ensure that sufficient provision is made for instruction space in ordinary public schools for all learners for whom the WCED is legally responsible for instruction space.

As the WCED has experienced a considerable increase in enrolment for 2004, the policy attempts to assist schools to comply with the legal requirements regarding the provision of instruction space for compulsory school age learners and the phasing in of Grade R learners. The pressure for the provision of instruction space will be greatly relieved if each school ensures that its enrolment reflects the purpose of this policy.


2. Legal Background
2.1 In terms of Section 39(1) of the SA Schools Act [Act 84 of 1996, as amended], the compulsory school age is from 7 years to 15 years of age or Grades 1 to 9 and, in terms of Section 3(3) of the Act, the WCED is legally responsible for the provision of instruction space for these learners.
2.2 The National policy: Education White Paper 5 on Early Childhood Development, promulgated in terms of the National Education Policy Act, (Act 27 of1996), requires that by 2010 most of the "five- turning six-year-olds, … would be accommodated within primary school-based reception year programmes" (paragraph 6.1.3) and "that some community-based sites [would] become part of the public [school] system" (paragraph 6.1.4).

3. Terminology

Admission age: [Learners who are] 5 years of age, turning 6 by 30 June of the admission year

Compulsory school age: 7 years to 15 years (Grades 1 to 9)

Compulsory school-age learner: A learner within the compulsory school age

Pre-Grade R learners: Learners younger than 4 years and 6 months on 1 January of the admission year

Grade R learners: Learners who are 4 years of age and who will turn 5 by 30 June of a year, or who are older but not exceeding the compulsory school age

Instruction space: Any space in a classroom or other school room that can be used for the instruction of learners, including full-time use of all specialist rooms


4. Provision of instruction space for learners in Grades 1 to 9
4.1 From January 2005 no learner who is pre-Grade R, i.e. younger than 4 years and 6 months on 1 January, may be accommodated on public school premises. Pre-Grade R learners may be enrolled by their parents at private (independent) pre-primary schools or crèches.
4.2 When considering applications for admission from compulsory school-age learners in Grades 1 to 9, public schools must, therefore, comply with the following requirements:
4.2.1 Compulsory school-age learners in Grades 1 to 9 must be given preference above Grade R learners regarding the allocation of instruction space.
4.2.2 Learners in Grade R may be accommodated on public school premises only if schools have sufficient instruction space to accommodate all applications from compulsory school-age learners (Grades 1 to 9), as per the school's admission policy, and still have space available.
4.2.3 Schools which lease instruction space to private organisations for Pre-Grade R and Grade R classes and which experience a shortage of instruction space, must in good time (at the time of the intake of learners during September and October of each year) inform these lessees to vacate the premises so that the instruction space can be used for compulsory school-age learners in January of the next year. This applies to all cases where the leased accommodation will be needed by the school.
4.3 Where schools and parents wish to keep Grade R learners as part of the school establishment, but do not have sufficient instruction space to accommodate them on the school premises, school governing bodies may consider the option of keeping the Grade R classes as part of the school enrolment and temporarily accommodating the Grade Rs off the school premises in a private facility until space becomes available at the school.
4.4 Schools wishing to exercise the option proposed in 4.3 must apply, via the circuit manager, to the EMDC director for permission to do so. The option may be implemented only after written approval has been granted. Applications must include the following:
4.4.1 A letter of application signed by the chairperson of the governing body, in which the decision to make use of the off-site option, taken at a formal meeting of the governing body, is confirmed.
4.4.2 A list on which parents of Grade R learners indicate their approval for the option. [The attached form ECD-1 may be used for this purpose.]
4.4.3 Proof from the educators of Grade R learners that they are willing to work under these changed circumstances and away from the school premises.
4.4.4 An indication of which educator will act as supervisor of the Grade R programme and a written undertaking that this person will accept responsibility for the additional duties.
4.4.5 Proof of the availability of a suitable facility off the school premises, accompanied by an unsigned contract stipulating the negotiated conditions for use of the facility. The school may sign no contract before it has received the written approval of the director of the EMDC for implementation of the option.
4.4.6 Proof that the facility has been approved by the local authority for use for Grade R instruction. Failing this, the following details must be provided to the EMDC for consideration of the granting of approval of the application. (If necessary, the Directorate: Physical Resource Planning can be approached for advice on the suitability of the facility, contracts and negotiations. Note, however, that the WCED will not provide a facility for this purpose.)
  • A floor plan of the facility with the area indicated in square metres (m²)

  • The type of building and the building material used

  • The cleanliness and neatness of the facility

  • The number of learners that can be accommodated per room (±2 m² per learner)

  • The number of toilets and washbasins and an indication of how the needs of smaller learners will be catered for

  • Whether there is a suitable and safe area for storing supplies

  • The area (in m²) available for free play and games (as large as possible)

  • The safety of the facility, e.g. fencing and burglar bars

4.4.7 A detailed explanation and budget of income and expenditure for the option, including new expenditures such as municipal services, safety and equipment. Schools must provide proof that the option will be economically viable and sustainable and that the school will have sufficient funds available for the purpose.

5. Phasing in of Grade R
5.1 Pre-school education is divided into Pre-Grade R learners from 0 to 4½ years (in private pre-primary schools and crèches) and Grade R learners from 4½ to 5½ years.
5.2 The current fragmented provision of pre-school education must be aligned with the requirement of the national policy (White Paper 5 on Early childhood Education), to have 85% of all Grade R learners enrolled at public schools by 2010.
5.3 To do justice to this important stage in education, schools that have instruction space available, may begin to enrol Grade R learners from 2005. Schools and governing bodies must confer with the EMDC and Early Childhood Development component of the Directorate: Institutional Management and Governance Planning at Head Office before enrolling any Grade R learners.

NOTE: The WCED does not allow for post provisioning for Grade R classes. Depending on the available funding, a per capita subsidy of R3 per school day per learner to a maximum of 30 learners per class may be claimed.

5.4 To make provision for the required instruction space by 2010, all schools providing or leasing instruction space to private organisations for Grade R are requested to start negotiations with parents and parties concerned to make these Grade R learners part of the school enrolment under the management of the school governing body, provided that space is available.

6. Implementation
6.1 Circuit managers and principals must ensure that the measures contained in this circular, which are applicable to all public schools, are applied. Circuit managers must support schools in the implementation of the policy so that no compulsory school-age learner is adversely affected.
6.2 On the 10th school day of each year, principals must provide the director of the EMDC, via the circuit manager, with the enrolment of the school per grade, the number of Grade R learners in each age group, as well as the total number of instruction rooms available at the school.
6.3 Please bring the contents of this circular to the attention of all staff, members of the governing body and other parties concerned.


SIGNED: R.B. SWARTZ
HEAD: EDUCATION
DATE: 2004:08:09

Form ECD1  (size: 15 KB)