1. SUBMISSION OF CLAIM FORMS

Principals of schools with Grade R and heads of early childhood development (ECD) institutions are reminded that quarterly applications for subsidies must be submitted to the local education district office by the following dates in 2011:

Term District Office Head Office
1st Term of 2011 Friday, 11 February 2011 Friday, 25 February 2011
2nd Term of 2011 Friday, 20 May 2011 Friday, 3 June 2011
3rd Term of 2011 Friday, 19 August 2011 Friday, 2 September 2011
4th Term of 2011 Friday, 18 November 2011 Friday, 2 December 2011

Institutions that fail to adhere to the above dates run the risk of forfeiting their subsidies. Schools requiring assistance with the completion of the subsidy claim forms can contact the IMG ECD manager at the education district office. A CEMIS report, indicating the number of learners who were enrolled in the Grade R class, must also be submitted with each claim.


2. REGISTRATION OF SCHOOLS ON EMIS & GRADE R LEARNERS ON EMIS

In accordance with the National Norms and Standards for Grade R funding (Government Notice No. 30679 of 18 January 2008), all public and independent schools offering Grade R must be registered on the CEMIS and be in possession of a current registration certificate. All the Grade R learners must be registered on the CEMIS.


3. NO-FEES SCHOOLS OFFERING GRADE R
3.1 No-fees schools that receive Grade R funding from the state are not allowed to charge school fees for Grade R learners (see page 4 of National Financial Management Guidelines in Respect of Schools Offering Grade R Classes, October 2009).
3.2 Parents may be requested to make voluntary contributions. However, it must be emphasised that these contributions are not compulsory and may not be used to exclude learners whose parents are not able to make such contributions.

4. ANNUAL FINANCIAL STATEMENT

In terms of Section 55 of the Public Finance Management Act (Act 29 of 1999), all educational institutions that receive funding from the state must keep full and proper records of their financial affairs, and annually submit an audited financial statement to their executive authority (in this case the Western Cape Education Department). In this regard, all ECD institutions must submit an audited annual financial statement relating to the past academic year. This must be submitted to the local education district office before the end of May each year. Failure to do so will delay the following subsidy payment to the institution concerned.


5. ENROLMENT

To ensure sound education in each Grade R classroom, schools are reminded that the maximum number of learners that may be enrolled in a Grade R class must not exceed 35.

Schools should also note that priority should be given to children who have already reached their fifth birthday prior to the beginning of the new year. However, children who turn 5 years of age before the end of June may also be admitted to Grade R, provided that their acceptance does not displace a child who has already turned 5.


6. This circular should also be read in conjunction with Circular 0004/2010.

7. The contents of this circular must be brought to the attention of all involved with ECD at a public school, independent school or education district office.


SIGNED: B.K. SCHREUDER
HEAD: EDUCATION
DATE: 2010:00:00

Public Finance Management Act (Act 29 of 1999)  (size: 317 KB)