1. In my letter of 7 December 2001 (reference 13/2/8/17/2/B), principals of schools which make use of official learner transport schemes were authorised to include additional learners on such schemes on condition that the additional learners per scheme did not exceed the approved number of learners by more than 10%.
2. Although the Western Cape Education Department (WCED) has great appreciation for the role that principals have played in this regard, a limited budget for learner transport schemes has necessitated the re-consideration of these delegated powers. Requests for the inclusion of additional learners will, therefore, have to be managed very carefully and alternatives to inclusion will now have to be considered within the context of the education plan for the circuit concerned.
3. In view of the above and from 1 November 2004 until further notice, a moratorium has been placed on principals' authority to approve the inclusion of additional learners on an official transport route. This means that from 1 November 2004 additional learners may only be included on official transport schemes with the approval of Head Office.
4. Principals are requested to adhere to the following procedure when application is made to include additional learners on an existing transport route:

  • A fully motivated application for the inclusion of such learners must be submitted to Head Office in the prescribed manner via the Education Management and Development Centre (EMDC) concerned. Upon receipt of the application, the senior circuit manager must make his/her recommendation on the application, and then forward it to Head Office for the attention of Mr R Biscombe.

  • If Head Office grants approval for learners to be added to or excluded from a route, the principal must add or delete the names of such learners on the register (WCED 062) and provide the contractor concerned with a copy of the amended register immediately. Note that if Head Office adds learners to a route, payment for the additional learners will only be made with effect from the first day of the month following the date of authorisation. If, however, learners stop making use of the service in the course of a month, the contractor will still be remunerated for those learners till the end of the month concerned. When additional learners are therefore authorised on a route, the principal must record the date of authorisation on the WCED 062. This date must be taken into account when the contractor's claim form (WCED 063) is certified as correct.
5. EMDC Directors must ensure that officials who deal with transport schemes at their centres, are fully aware that from 1 November 2004 no payment must be effected in respect of additional learners. The number of learners reflected on the payment advices of 31 October 2004 may therefore not be exceeded.
6. Your co-operation in this regard will be appreciated.


SIGNED: J.H. LYNERS
HEAD: EDUCATION
DATE: 2004:09:27