Details of the Norms and Standards (N&S) allocation for your school for the financial year extending from 1 April 2011 to 31 March 2012 are published on CEMIS. Schools can access it in the following way:

• Log on to CEMIS.
• There is a message on one of the opening display screens that recommends the procedure.
• Click "Proceed". Point to the "Administration" menu item on CEMIS and click on " Norms and Standards Allocation ".
• Please print the page.

Your attention is drawn to the following:

According to paragraph 109 of the NNSSF, the provincial education departments must use the national poverty distribution table (poverty table) to determine how the targeted amounts are to be allocated in each province. The amended table below indicates the percentage of learners in the Western Cape that may be placed in the various national quintiles (NQs).

It is suggested that schools divide their available allocation as follows among the various expenditure categories:

• 50% for learning and teaching support material (LTSM) orders for 2012, of which 10% should be targeted for library material. Each learner must have a textbook for each subject. The stock of school library material should be augmented annually until the total number of items reflects the minimum international standard of 10 items per learner. See paragraph 3.1.1 below for the list of items included under LTSM;
• 24% for municipal services. However, schools may budget for a larger percentage if expenditure tendencies necessitate this.
• 6% for maintenance, and
• 20% for local purchases.

1. The Department of Basic Education (DBE) defines LTSM as any material that supports and facilitates teaching and learning directly in the classroom or at home (homework). It includes the following:
   • Textbooks, readers, reference books, prescribed works, atlases and dictionaries
   • Modules and workbooks
   • Posters, maps and wall charts
   • Educational board games
   • Library material (fiction and non-fiction), reference books, posters, and recordings on videos, DVDs, audio cassettes, CDs, CD-ROMs, multi-media, etc.
   • Computer software and licensing
   • Resource material for teachers, learners, classroom and library

2. Schools are required to use their full LTSM allocation to purchase LTSM that will enrich and strengthen the NCS implementation in their classes. Schools are therefore encouraged to use their LTSM allocation to purchase textbooks, prescribed works, atlases, dictionaries, workbooks, posters, maps, wall charts, educational board games, library material (fiction and non-fiction), reference books, recorded videos, DVDs, audio cassettes, CDs, CD-ROMs and computer software.

3. Schools are requested to note that, following recent audits at schools, the concession as contained in paragraph 3.1.1(b) of N&S Circular: 0032/2009 permitting deviation and assignment of less than 50% for LTSM acquisition, subject to the availability of textbooks for each learner, compliance with minimum international standard of 10 school library material items per learner and a resolution properly adopted by the school governing body to that effect, is no longer applicable [paragraph 3.1.1 (b) of Circular: 0032/2009 is repealed and replaced by paragraph 3.1.1(d) and (e) of this Circular.

4. Subject to the following conditions, schools may assign less money to LTSM if:
   • each learner in the school has a textbook for each subject and access to other LTSM resources;
   • the school has been annually allocating 10% of the LTSM allocation for the purchasing of library material to augment the library stock and the total number of items in the library stock now constitutes the minimum international standard of 10 items per learner; and
   • if the governing body has taken a formal decision regarding this deviation. (This decision of the governing body regarding the budget, which must be submitted at a parents' meeting, must be explained and the amount spent per learner on LTSM must be provided. This decision must be put before the parents' meeting, whether the IMG manager supports it or not.)

5. All schools must adhere to the Preferential Procurement Policy of the province in the spending of their N&S allocations for LTSM. For this purpose, there are two lists of suppliers. List A (the preferential list) represents those suppliers who must be given preference. They are the so-called historically disadvantaged individuals (HDIs) and small, medium and micro enterprises (SMMEs). Schools must buy textbooks and other books to the value of at least 70% of their N&S allocation from the suppliers on List A. LTSM for the balance (30% of the allocation for LTSM) may be bought from suppliers on List B. The latest lists have been provided to schools under cover of separate circulars.

6. How to obtain LTSM
   • Non-Section 21 schools must follow the prescribed procedures in Annexure A.

   • Section 21 schools must adhere to the Preferential Procurement Policy in placing their LTSM orders with suppliers registered on the B/WCED 60 contract.

   • Schools must select all Further Education and Training (FET) textbooks from the nationally approved FET catalogue (refer to DCF Minute 016/2009). When selecting LTSM for General Education and Training (GET) or prescribed literature works, schools must follow the guidelines and selection of the WCED Curriculum Directorates. District offices may be contacted should schools require assistance with the choice of LTSM.

   • When selecting school library material, schools should contact the EDULIS Co-ordinator: School Library Services for assistance in sourcing and purchasing recommended titles, and also their district school library adviser and/or resource centre co-ordinator regarding the development of their libraries.

1. The N&S allocation to schools is intended for the payment of, amongst others, their monthly municipal services' accounts, e.g. electricity, water, sewerage and refuse removal, but excludes the payment of property tax. As in the past, the State will pay the property tax on property registered in the name of the RSA.

2. A few schools have indicated that they do not wish to manage their own municipal services and their accounts will still be paid by the relevant district offices. The district offices will provide each school with copies of its accounts each month for examination and for confirmation that the accounts are correct. The WCED 032 amount represents what the WCED will be liable for and this will be used to pay municipal services. Schools will be liable for the payment of any municipal expenses incurred in excess of what was budgeted for.
   Schools will also have to budget for additional municipal expenses; accounts currently being posted to schools by the WCED (211 … account series), as well as for the old accounts currently being received by schools.

3. Non-Section 21 schools must calculate, using their past expenditure plus inflation adjustments, the amount they reserve for municipal services and indicate it on the WCED 032 form. This amount and the funds for maintenance will be paid simultaneously to those schools that accepted the function.

4. Schools must still implement, amongst others, the savings measures indicated in Annexure B.

5. ESKOM and most municipalities have indicated they can make prepaid electricity meters available to schools. This will enable schools to better control their electricity consumption.

6. Where it is established that schools are not settling their municipal accounts, WCED reserves the right to withhold funds allocated for that purpose from the schools concerned.

1. Day-to-day maintenance applies to the maintenance of grounds, cleaning, renovations, repairs and/or replacement of parts of school buildings. Regular maintenance must be carried out to prevent deterioration of school buildings and emergency repairs owing to neglect.

2. Where the N&S allocation for day-to-day maintenance is insufficient, schools are expected to supplement the allocation from their own school funds, where necessary. Schools must budget for their day-to-day maintenance repairs in accordance with the condition of the school building and grounds. The N&S allocation for day-to-day maintenance may be insufficient. In such cases, schools should supplement the allocation from school funds, where applicable.

3. Schools should set aside a budget amount from their annual day-to-day maintenance allocation for the maintenance of equipment used to enhance the appearance of the school grounds, e.g. servicing the lawnmower, purchasing paint for benches on the school grounds, and purchasing lime and fertiliser.

4. N&S allocations may not be used for day-to-day repairs to hostels. Such repairs should be funded from the learners' boarding fees and bursaries.

In terms of paragraph 97 of the NNSSF, WCED accepts responsibility for major emergency repairs to buildings, subject to the availability of funds budgeted for such eventualities. The following repairs will be considered according to the procedures in Circular 175/2000:

In terms of Section 36(1) of the South African Schools Act 1996 (Act 84 of 1996) (SASA) school governing bodies (SGBs) must take all reasonable steps to supplement the school to all learners at the school. Although no-fee schools may not charge compulsory school fees (including registration fees), they are encouraged to seek voluntary contributions and engage in fundraising activities.

Applications to change from non-Section 21 status to Section 21 status must be submitted before 25 February 2011 on the attached application form (Annexure C). Successful schools will receive Section 21 status only from the beginning of the following financial year, i.e. with effect from 1 April 2011.

WCED will review all school learner enrolments in excess of 7% and where learner enrolments, based on the 2011 10th day survey, show an increase or decrease by more than 7%, at the beginning of the new (2011) school year compared to the 2010 ASS enrolment, the N&S allocations of the schools concerned will be adjusted for the learners in excess of 7%, and revised allocation letters will be sent to schools by March 2011.

The WCED has received numerous written and telephonic requests for the revision of the national quintiles (NQs) of schools based on the unemployment of parents, learners attending schools from poorer areas, non-payment of school fees, etc. In this regard the NNSSF provides that schools (beneficiaries of the allocation) may not be the source of this information, and that reliable data from institutions such as Stats SA or similar objective data may be used for this purpose.

Therefore, no adjustments could be made to the poverty classification of schools for the reasons submitted by schools. Only in cases where the WCED instructs schools to enrol learners from areas other than the surrounding community, owing to (a) inadequate space or (b) problems with the quality of teaching, may consideration be given to the adjustment of a school's NQ rating. Learners who attend a school from outside the community by own choice may not be considered for revision of poverty placement.

The funds allocated to schools in terms of Circular 0032/2009 must be spent by non-Section 21 schools before 31 March 2011. All outstanding WCED 043 forms for Section 21 schools must be submitted before Monday, 28 February 2011, to prevent forfeiture of unpaid funds.