| 1.1 |
As prescribed by legislation, the Member of the Executive Council (MEC) for education has consulted both the employee parties to the Provincial Education Labour Relations Council (PELRC) and the recognised school governing body associations in this province on the basket of affordable educator posts available to education institutions of the Western Cape Education Department (WCED). For 2009, he has increased the number of affordable educator posts by 305, as compared with the number of posts that were available in 2008.
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| 1.2 |
The staff establishments of ordinary public schools have been determined in terms of the revised post-provisioning norms approved by the Heads of Education Committee (HEDCOM) in 2007 following on the latest changes to the Grade 12 curriculum. The weightings in Grade 12 have changed as a result of the changes to the Grade 12 curriculum.
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| 1.3 |
Prior to 2005, staff establishments for the special public schools were issued every 3rd year, but staff establishments for that sector have been issued annually since 2005.
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| 1.4 |
As prescribed by legislation, the WCED has consulted both the employee parties to the PELRC and the recognised school governing body associations in this province on the staff establishments of ordinary public schools and special public schools.
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| 2. |
MEASURES (BROAD PRINCIPLES)
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| 2.1 |
POST STRUCTURE
The post structure and descriptions contained in Collective Agreement 4/2003 of the Education Labour Relations Council (ELRC) are applicable to staff establishments. For the sake of clarification, your attention is drawn to the fact that the resolutions contained in the Occupation Specific Dispensation for Educators (OSD) (Collective Agreement 1 of 2008 of the ELRC) have not affected the staff establishments of public schools for 2009.
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| 2.2 |
SCHOOL GRADINGS
Schools are graded according to the School Grading Norms, as contained in Collective Agreement 3/2006 of the ELRC. Please also see paragraph 2.1 above.
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| 2.3 |
EXPIRY OF POSTS ON 31 DECEMBER 2008
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| 2.3.1 |
In terms of the measures of the Revised Post Distribution Model (RPDM), ordinary public schools and special public schools must be issued with their annual staff establishments before the end of September of the previous year. This means that all educator staff establishments applicable to the 2008 academic year and issued to ordinary public schools and special public schools, as well as all additional posts created for and issued to a public school during 2008 for that year, as a result of either increased learner enrolment or the curriculum needs, expire at the end of 2008.
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| 2.3.2 |
The ad hoc posts (over and above the posts reflected in the fixed educator staff establishment of a public school) granted to schools during 2007 for use in 2008 to ensure that certain ordinary public schools had a learner:educator ratio of 33:1 (secondary schools) or 37,5:1 (primary schools), also expire at the end of 2008.
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| 2.4 |
AD HOC ALLOCATION: 458 AD HOC POSTS (POST LEVEL 1 POSTS)
The WCED is pleased to announce that, with the growth in the overall number of affordable posts, it has succeeded in maintaining the ad hoc posts for 2009, which will be granted to schools as set out hereunder
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| 2.4.1 |
Four hundred and fifty-eight (458) posts, to be allocated to schools on an ad hoc basis over and above the fixed establishments, have been approved for the 2009 academic year.
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| 2.4.2 |
The following were taken into account in allocating these 458 additional ad hoc posts to ordinary public schools (with due regard for each institution's fixed establishment for 2009):
| (a) |
Where the model allocated fewer than 6 educator posts to a small secondary school, the WCED topped up the educator posts to 6. For example, if a school qualified for 4 teachers according to the model, it was given 2 extra posts.
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| (b) |
Where the model allocated fewer than 6 educator posts to the secondary phase of a combined school, we topped up the educator posts to 6 in the secondary phase, For example, if a school qualified for 4 teachers according to the model in the secondary phase, we gave the school 2 extra posts for the secondary phase.
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| (c) |
Twenty-seven (27) posts have been allocated to some one-teacher schools.
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| (d) |
The remainder of the ad hoc posts were allocated to schools with a learner:educator ratio exceeding 33:1 in secondary schools and exceeding 37:1 in primary schools until the approved number of ad hoc posts had been exhausted.
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| 2.4.3 |
These ad hoc posts (over and above the posts reflected in the fixed educator staff establishment of a school) granted to schools for use in 2009 to ensure that certain ordinary public schools had a learner:educator dispensation of 33:1 (secondary schools) or 37:1 (primary schools) will expire at the end of 2009. This means that these posts will not be permanent. |
| 2.4.4 |
The WCED reserves the right to recalculate any ad hoc allocation if the information about a school, as contained in the CEMIS Online Survey of March 2008, is found to be incorrect.
N.B. Thirty-nine (39) ad hoc dance posts were allocated to serve as itinerant posts at more than thirty-nine schools in the province.
Thirteen (13) posts for the subject, Information Technology (IT), were allocated to 13 schools across the province so that they may serve as computer centres. These computer centres are required not only to use this post during school time to teach their own learners, but also to offer classes in the afternoon to learners of neighbouring schools who study the subject but who do not have teachers at their schools to offer IT. The names of these computer centres are available on request from the Directorate: Curriculum FET.
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| 2.5 |
ALLOCATION: FOCUS SCHOOL POSTS
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| 2.5.1 |
Eleven (11) educator posts have been granted additional to the 2008 focus post allocation. Fifty-seven (57) permanent focus school posts have therefore been allocated to certain focus schools over and above the fixed educator staff establishment for 2009.
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| 2.5.2 |
These posts must be used exclusively for the purpose for which they were intended and must further the objectives of the Focus School Initiative. Every effort must be made to ensure that suitable professionally qualified teachers are recruited for these posts. If it is not possible to recruit a suitably qualified teacher, then a teacher with the necessary experience in the subject field may be considered for appointment, provided that a full written justification is submitted.
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| 2.5.3 |
With the aim of improving education and pass rates, selected MST focus schools, particularly in Mathematics and Physical Science, have been granted one additional ad hoc post (Post Level 1).
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| 2.5.4 |
The number of allocated focus school posts for 2009 is given in the educator staff establishment letter to the institution.
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| 2.6 |
DINALEDI SCHOOLS POSTS
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| 2.6.1 |
The manner in which additional posts have been allocated to Dinaledi Schools (over and above the fixed establishment of each Dinaledi school) remains the same.
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| 2.6.2 |
These posts are not taken into account when determining the number of promotion posts allocated to a school.
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| 2.7 |
POSTS FOR FOUNDATION PHASE
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| 2.7.1 |
As stated previously, the overall number of affordable posts of the WCED has been increased by 305, with effect from 1 January 2009. After consultation with the relevant stakeholders, it has been decided that 150 of these 305 posts will be allocated to the Foundation Phase of schools. The purpose of this is to improve literacy and numeracy in our primary schools.
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| 2.7.2 |
The allocation of posts to the fixed establishments of schools with a Foundation Phase will be done in the normal manner, whereafter the learners in the Foundation Phase will be further weighted, which could result in many schools with a Foundation Phase receiving (an) additional Post Level 1 post(s).
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| 2.7.3 |
These additional Post Level 1 posts may be used only in the Foundation Phase of the school.
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| 2.7.4 |
This means that all affected schools must have, at least, the number of Foundation Phase posts normally allocated by the school PLUS the ad hoc Foundation Phase post(s) which has/have been allocated as a result of the above-mentioned weighting of Foundation Phase learners.
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| 2.7.5 |
The additional Post Level 1 post(s) allocated may be permanently filled.
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| 2.7.6 |
These posts are not taken into account when determining the number of promotion posts allocated to a school.
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| 2.8 |
GRADE 9 LEARNERS: DETERMINATION OF STAFF ESTABLISHMENTS
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| 2.8.1 |
When the age-of-enrolment policy was amended at the beginning of 2000, it resulted in approximately 22 000 fewer learners registered in Grade 1. This has resulted in a smaller number of Grade 9 learners in 2008. It is foreseen, therefore, that the total number of Grade 10 learners for 2009 will, therefore, be considerably smaller than in previous years. In view of this, and in order to maintain stability in the system, the fixed 2009 staff establishments of schools with Grade 9 learners in 2008, have been calculated as follows:
| (a) |
Please note: The staff establishment of a school is the sum of the curriculum posts of the school plus the poverty redress posts of the school, which depends on the number of weighted learners in a school and in the province. The total number of weighted learners of a school is the sum of the weighted learners of all grades at that school, plus the weight of language of instruction, plus the baseline weight. However, the number of weighted learners of a province is the sum of the weighted learners of all the schools in the province.
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| (b) |
Procedure that was followed: The RPDM model was applied, using each school's total number of Grade 9 learners in 2008. This 2008 Grade 9 learner total was used to work out the school's number of weighted learners for 2009, as well as the total number of weighted learner in the province for 2009. These totals were used, firstly, to work out the curriculum post total for 2009. Once this first curriculum post total for 2009 was calculated, it was compared with the 2008 curriculum post total.
| (i) |
If the first curriculum post total for 2009 was equal to or was more than the curriculum post total for 2008, the school's poverty redress post(s) was/were added and the sum rounded off to give the school's staff establishment for 2009, after a revised grand total of weighted learners was calculated for each school and the province.
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| (ii) |
If the first curriculum post total for 2009 was less than the curriculum post total for 2008 and it was definitely as a result of a lower learner total in Grade 9 in 2008, as compared with the Grade 9 learner total in 2007, then the greater Grade 9 learner total of 2007 would be used to calculate the revised weighted learner total for Grade 9 for 2009 for that school, as well as for calculating a revised grand total of weighted learners for all schools for 2009. We refer to this curriculum post total as the second curriculum post total for 2009. The school's poverty redress post total is now added to the second curriculum post total of 2009 and this sum is rounded off to give the school's 2009 staff establishment, taking the revised weighted learner totals into consideration.
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| 2.8.2 |
As for the rest of the grades, the learner numbers obtained from the CEMIS Online Survey of March 2008 have been used to determine the establishment of each school, as is normally the case.
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| 2.9 |
LEARNING SUPPORT POSTS
The Learning Support posts at ordinary public schools are linked to the establishments of education districts and therefore do not appear on the establishments of schools, except those allocated to ordinary public schools with approved unit classes.
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| 2.10 |
THERAPIST POSTS
Eleven additional therapists posts were allocated for the 2009 academic year. This gives a total of 132 posts to be distributed to special schools.
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| 2.11 |
PSYCHOLOGIST POSTS: SPECIAL PUBLIC SCHOOLS
The psychologist posts at special public schools, where applicable, form part of the promotion posts.
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| 2.12 |
REVISION OF 2009 ESTABLISHMENTS
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| 2.12.1 |
The WCED has distributed the number of affordable posts to institutions under its control, in accordance with the RPDM and the measures set out in this circular.
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| 2.12.2 |
The WCED realises that there could, however, be heads of ordinary public schools who wish to have their establishments reviewed because of exceptional changes in circumstances at their schools. Fully motivated requests for the revision of establishments may be submitted to the WCED. They must be addressed to The Director Human Capital Planning, Western Cape Education Department, Room 2012, 2nd Floor, Atterbury House, Lower Burg Street, Cape Town, 8000. Alternatively, you may use fax number 021 467 9384 or 086 695 4133, or e-mail address mdelo@pgwc.gov.za Please mark all requests "For attention: Ms MN Delo" . These requests must reach the WCED by 19 October 2008.
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| 2.13 |
ABOLITION OF POSTS RESULTING FROM REDUCED ENROLMENT ON FIRST SCHOOL DAY OF 2009
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| 2.13.1 |
Where a school experiences a reduction in its learner enrolment when schools reopen in 2009, i.e. where the learner enrolment on the first day of school is lower than the learner enrolment (CEMIS 2008 data) reflected in its establishment for 2009, posts may be filled only to an extent equal to the learner: educator dispensation of that school's learner enrolment for 2009.
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| 2.13.2 |
The above means that should a school's staff establishment for 2009 (based on the CEMIS 2008 data) of 1000 learners make provision for 30 posts (which gives a learner: educator dispensation of 33, 33: 1 for the ordinary public school concerned) and the learner enrolment on the first school day of 2009 is only 920, then the principal may fill only 28 posts (920÷ 33, 33 = 28 [27, 60]). The remaining two posts will be abolished and allocated to schools where there has been increased enrolment. This reallocation will also be based on the number of learners registered on CEMIS.
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| 2.13.3 |
The above measure is NOT applicable to ordinary public schools where ALL posts are filled in a permanent capacity. However, should a post fall vacant, for whatever reason, the above measure will be applicable.
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| 2.14 |
ABOLITION OF POSTS AS A RESULT OF A DROP IN ENROLMENT DURING 2009
The WCED reserves the right to abolish Post Level 1 posts if there is a drop in a school's learner enrolment during the course of 2009. In such cases, educators appointed in a temporary capacity will be transferred to posts at other institutions. Therefore, when recruiting educators on a temporary basis, heads of institutions are requested to inform applicants that they will be appointed on the understanding that they may have to be transferred to other institutions if posts are abolished as a result of a drop in learner enrolment.
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| 2.15 |
CREATION OF POSTS AS A RESULT OF AN INCREASE IN ENROLMENT IN 2009
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| 2.15.1 |
Applications by schools to WCED for the creation of additional posts at ordinary public schools as a result of growth in learner enrolment or other contextual factors must be submitted online, via CEMIS. No application will be considered if it is not done online, via CEMIS. When a school applies for an additional post, the school must submit a fully motivated application as well as a schedule of how the educators will be used. All the measures stipulated in DPE Minute No. 0007/2006 of 8 December 2006 and Circular 0011/2003 of 16 January 2003 are still applicable, with the one difference that applications will now be done online, via CEMIS.
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| 2.15.2 |
Principals are requested to note the following:
- Applications for additional posts will be considered only until the end of the first school term in April 2009.
- The nomination of an educator for an additional post by a school (applied for as a result of growth and/or the curriculum needs of the school) may not be made before written approval has been obtained for the creation of that additional post. Such approval must be obtained in writing from the Head: Education or his delegate.
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| 3.1 |
FILLING OF POSTS WHEN THE NUMBER OF POSTS HAS BEEN INCREASED
Where there has been an increase in the number of educator posts allocated to a public ordinary school, newly created posts may be filled in the following ways:
| (a) |
Matching and placing of staff in excess (Note that the matching and placing of educators in excess is a continual process, which will be given preference over the advertising of posts.)
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| (b) |
Through advertisements in the Vacancy List with the view to the permanent filling of such posts (This means that Post Level 1 and promotion posts must be advertised at the earliest opportunity.)
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| (c) |
On a permanent or temporary basis, or in an acting capacity in terms of existing policy measures
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| 3.2 |
FILLING OF POSTS WHEN THE NUMBER OF POSTS HAS BEEN REDUCED
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| 3.2.1 |
Where there has been a reduction in the number of posts allocated to a ordinary public school or special public school (i.e. a post or posts has/have been abolished), the school may fill posts only to the limit indicated on the staff establishment. It therefore follows that a school may not fill more posts than are provided for in its establishment.
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| 3.2.2 |
Should there be more permanently appointed educators at a school than the number of posts provided in the establishment of that school, the school may not make any further permanent or temporary appointments.
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| 3.2.3 |
Heads of institutions are also reminded that the WCED does not allocate substitutes to an institution where there are more permanently appointed educators than posts.
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| 3.2.4 |
Declaring a permanently appointed educator in excess must be done in terms of Collective Agreement 2/2003 of the ELRC.
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| 3.3 |
FILLING OF ADVERTISED POSTS
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| 3.3.1 |
All posts that have already been advertised in a Departmental Vacancy List may be filled permanently, provided that the post appears on the 2009 staff establishment.
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| 3.3.2 |
Should an advertised post not appear on the 2009 staff establishment, the institution is not entitled to that post and such a post will be regarded as erroneously advertised.
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| 3.3.3 |
The stipulation, that an advertised post (particularly a promotion post) may be filled only if it does not create an additional educator in excess, remains in place.
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| 3.3.4 |
Should heads of institutions and governing bodies be of the opinion that the post description of the advertised post no longer meets the curriculum needs of the institution, they may request the WCED to regard the post as erroneously advertised. A detailed explanation must accompany such a request.
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| 3.4 |
FILLING OF AD HOC POSTS
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| 3.4.1 |
Ad hoc posts may be filled only in a temporary capacity and, in the case of fully qualified educators, that temporary appointment may be for no longer than twelve calendar months and may not extend beyond 31 December 2009 .
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| 3.4.2 |
The filling of ad hoc posts must be done with due regard to paragraphs 2.12 and 2.13 of this circular.
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| 3.5.1 |
The educators who have already been declared in excess, based on previous establishments and in accordance with previous processes, and who are still in excess, retain their in excess status. These educators will be dealt with in terms of the prevailing collective agreements of the ELRC.
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| 3.5.2 |
These educators in excess (refer to paragraph 3.5.1) may be absorbed into vacancies in the new staff establishment by way of matching and placing [refer to paragraph 3.1(a)].
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| 3.5.3 |
As indicated in paragraph 3.2.4 above, permanently appointed educators must be identified as in excess in terms of Collective Agreement 2/2003 of the ELRC.
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| 4. |
ENQUIRIES
Kindly address all enquiries pertaining to this circular to circuit team managers.
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| 5. |
GENERAL
Please bring the contents of this circular to the attention of all educators and governing body members.
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SIGNED: RB SWARTZ
HEAD: EDUCATION
DATE: 2008:09:05
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