| 1. |
Education Management and Development Centres and community learning centres (CLCs) are requested to strictly adhere to the following guidelines in order to simplify the provision of information by community learning centres and the registration, funding, closure and name-changing of community learning centres.
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| 2. |
REGISTRATION OF COMMUNITY LEARNING CENTRES
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| 2.1 |
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According to the ABET Act, Act 52/2000, no person may establish or maintain a centre unless it is registered with the Western Cape Education Department (WCED).
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| 2.2 |
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Each centre must meet the relevant criteria before its registration will be considered.
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| 2.3 |
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Applications must be submitted to the WCED via the EMDC on the prescribed application form (CLC 2) for consideration.
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| 2.4 |
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After an EMDC official appointed by the EMDC director has inspected the CLC, the application, with the recommendations of the official and the EMDC director, will be forwarded to Head Office for the attention of the Directorate: Logistical Services.
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| 2.5 |
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After the application has been considered, the CLC concerned will be informed of the result via the EMDC.
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| 2.6 |
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Where a centre intends to close or move from one site to another, the approval of the WCED must be obtained, via the EMDC, prior to such closure or move. The EMDC must forward the relevant information regarding such closure or move to Head Office for the attention of the Directorate: Logistical Services.
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| 3. |
DUTY OF CENTRES TO PROVIDE INFORMATION
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| 3.1 |
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After a centre has been registered with the WCED, it is compelled to submit the following documentation to the WCED:
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| 3.1.2 |
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Quarterly Summary of Learner Attendance
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| 3.1.3 |
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Quarterly Summary of Educator Attendance
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| 3.2 |
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The EMDC office has to submit all forms indicated in 3.1.1 to 3.1.3 to Head Office for the attention of the Directorate: Research.
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| 3.3 |
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Payments may be withheld to centres if the documents referred to in 3.1.1 to 3.1.3 are not submitted.
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| 4.1 |
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Once a centre is registered, the WCED may consider funding that centre. To be considered for funding, a centre has to
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| 4.1.1 |
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satisfy the WCED that it complies with paragraph 38(1)(J) of the Public Financial Management Act by completing and submitting the Evaluation Questionnaire for Western Cape Community Learning Centres: Compliance with the Public Financial Management Act and its annexures; and
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| 4.1.2 |
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apply for funding annually on the relevant form (CLC 3). Applications should reach the WCED by no later than 15 June each year.
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| 4.2 |
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If funding is approved and the centre complies with paragraph 38(1)(J) of the Public Financial Management Act, a quarter’s instalment will be paid only after the WCED has received a satisfactory financial report, provided on the attached WCED-043 form, on the financial activities of the quarter before the preceding quarter. The WCED-043 form must be submitted to the EMDC within 30 days of the beginning of each quarter for the attention of the Directorate: Finance, Section: School-based Management.
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| 4.3 |
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All CLCs are compelled to submit a Quarterly Financial Report (WCED-043) and Audited Annual Financial Reports to the WCED.
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| 4.4 |
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The audited quarterly and annual financial reports should be submited to Head Office for the attention of the Directorate: Finance, Section: School Based Management.
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| 4.5 |
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Staffing centres must follow the procedure for recruitment as outlined in Circular 67/2004 and any circular that will replace it to ensure that monthly claims will be paid.
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| 4.6 |
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Centre managers and governing bodies of CLCs are requested to co-operate in this regard in order to ensure that centres receive their payments promptly.
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| 5.1 |
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Should the governing body of a centre decide to close the centre, the WCED must be informed, via the EMDC of such decision at least three months prior to closure. The date of the envisaged closure must be given.
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| 5.2 |
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Such information will be forwarded by the EMDC to Head Office for the attention of the Directorate: Logistical Services
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| 5.3 |
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Arrangements for the transfer of learners to another centre must be made in consultation with the EMDC.
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| 6.1 |
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In a case where the governing body of a centre has approved the change of the centre’s name, it must submit an application to change the name to Head Office, via the EMDC.
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| 6.2 |
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The EMDC director has to submit the application to effect the name change together with his recommendation to Head Office for the attention of the Directorate: Logistical Services, for condonation.
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| 6.3 |
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The centre concerned will be informed, via the EMDC, of the result of the application.
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Please bring the contents of this circular to the attention of all concerned.
SIGNED: B.K. SCHREUDER
HEAD: EDUCATION
DATE: 2005:08:22
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