Approval has been granted for the backdated increase in the quarterly subsidies of the most needy pre-primary (Grade R) classes/learning sites from R3 to R6 or R7 per learner with effect from 1 April 2005 (2nd term). In order to improve the cash flow of most pre-primary learning sites, the Western Cape Education Department (WCED) has decided to change the current payment method of 4(four) quarterly subsidy transfer payments.

1. INCREASE IN SUBSIDY

Due to limited funds, it is not possible for all schools/learning sites to benefit from the increase in subsidy. The principles of the National Norms and Standards for the funding of schools were therefore applied to identify the most needy schools. Schools that are of the opinion that their poverty level was incorrectly classified may write a letter with a full motivation to the Director of their local education management and development centre (EMDC) of the WCED for a possible review of their classification. Schools that benefited from the increase received individual letters.

2. CHANGE IN PAYMENT METHOD

The current system of making four quarterly subsidy transfer payments to schools is changing with immediate effect to make provision for two six-monthly payments. The first payment will commence annually from July and will be for the second term and an advance payment for the third term based on the learner enrolment for the second term. The second payment will be made annually in October and will cover the fourth term and an advance payment for the first term of the new academic year. The process regarding the submission of subsidy application forms will remain unchanged, i.e. at the end of each school term. The reconciliation of accounts will be done on a continuous basis and overpayments deducted from the next payment. Strict financial discipline must be exercised to ensure that the Grade R teacher receives her monthly salary and that funds are available for the day-to-day running of the learning site/class.

3. PURPOSE OF THE SUBSIDY

Due to general uncertainty regarding the use of the subsidy, the following guidelines will apply with immediate effect to ensure proper application of the subsidy:
3.1 The basic division of the subsidy shall be 70% towards the educator’s salary and 30% for the day-to-day running of the learning site/class, i.e. the purchase of pre-primary (Grade R) learning material, stationery and equipment. The following list of items can be regarded as necessary:

  • basic salary for the educator

  • learner support material and services, e.g. glue, paint, dough, etc.

  • educational toys/equipment

N.B. As it is obvious that the government subsidy will not be enough to cover all expenses, the management of the learning site/school must explore other avenues, e.g. sponsorships, fundraising, financial support from the parents, etc. to boost their income and to ensure that the educator receives a monthly remuneration of at least R2 000. Only rural schools with a low learner enrolment will be considered for a minimum monthly subsidy of R2 000. Schools must, however, be aware that, with effect from the second term of 2006, all qualifying learners will be subsidised. The enrolment for a single class should, however, not exceed 30 learners.
3.2 A contract shall be concluded on an annual basis between the educator and her employer to include the following:

  • a basic monthly salary

  • conditions of employment e.g. annual leave, working hours etc.

  • curriculum to be followed.
4. REQUIREMENTS FOR THE PAYMENT OF A SUBSIDY
4.1 The following documentation must accompany the quarterly application for funding (Annexure A and B):

  • A comprehensive financial statement (Annexure C) prepared by the financial officer of the school indicating how the previous allocated subsidy was spent. This financial statement must be signed by the principal, the Grade R educator, a witness and the chairperson of the governing body, if any. The statement must also be accompanied by receipts of all purchases made.

  • A copy of the daily class attendance register clearly indicating the daily attendance and absence of each learner.

  • A certificate of sound financial management (Annexure D)
4.2 The school must also comply with the following requirements:

  • Must be registered officially with the WCED and be in possession of a registration certificate issued by the WCED head office

  • Must have submitted the snap survey form, as well as the annual EMIS survey form

  • Must have an official banking account that is registered in the name of the school, and not a private entity, into which the subsidy can be transferred

  • Must comply with the WCED curriculum
4.3 Failure to comply with any of the above may lead to an indefinite suspension of the subsidy until such time that the requirements are met.
4.4 Schools/sites are reminded of the contents of WCED Circular 0046/2004, which states that no pre-Grade R learners, i.e. learners younger than 4 years and 6 months, may be accommodated on public school premises.

5. The contents of this circular must be brought to the attention of all the role players involved with Early Childhood Development (ECD) education at the school/learning site and the local education management and development centre (EMDC).


SIGNED: D.R. SHEPHERD
HEAD: EDUCATION
DATE: 2006:07:12

Annexure A  (size: 7 KB)
Annexure B  (size: 12 KB)
Annexure C  (size: 6 KB)
Annexure D  (size: 33 KB)