1. ALLOCATION

Details of the Norms and Standards (N&S) allocation for your school for the financial year extending from 1 April 2012 to 31 March 2013 are published on CEMIS. Schools can access them 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:

1.1 Allocations are calculated in accordance with the prescripts in paragraph 108 to 113 of the National Norms and Standards for School Funding (NNSSF) in Government Gazette 29179, dated 31 August 2006.

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).

  NQ1 NQ2 NQ3 NQ4 NQ5 Total
National 20% 20% 20% 20% 20% 100%
Western Cape 9.5% 13.6% 16.9% 22.1% 37.9% 100%
1.2 The allocation letter includes the allocation for 2012/13, as well as provisional allocations for the next two financial years, i.e. 2013/14 and 2014/15. All allocations were calculated on the 2011 Annual Survey of Schools (ASS) enrolment.

2. PAYMENT SCHEDULE
2.1 Schools charging school fees

Schools will receive their N&S allocation for the 2012/13 financial year in two instalments, namely 60% in April/May 2012 and 40% in November 2012. Section 21 schools must use their first transfer payment (60%), which will be made during April/May 2012, to purchase their 2013 LTSM so that it is available before the end of September 2012, and to pay for other expenses, as stipulated in paragraph 3.1 below. The second transfer payment (40%), which will be made during November 2012, must be used to cover appropriate school-related expenses up to the end of the State’s financial year, i.e. 31 March 2013.

2.2 No-fee schools

20% of the total N&S allocation for Section 21 schools that is paid over in April/May 2012 (see paragraph above) must be reserved for expenditure previously covered by school fees. Schools will be informed of this amount in the N&S allocation letter. It must be borne in mind that this amount must sustain the school until April 2013, when the payment will be received for the next financial year.


3. USE OF THE ALLOCATION
3.1 The N&S allocation is intended primarily for learning and teaching support materials (LTSM), local purchases, municipal services, essential day-to-day maintenance of school buildings, grounds and equipment (non-scheduled maintenance) and other everyday expenses. Own income, as intended in paragraph 5, must first be used to cover shortfalls in the above regard before it is used to finance governing body posts.

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

  • 50% for LTSM orders for 2013, 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.
  • 20% for local purchases.
3.1.1 Learning and teaching support material (LTSM)

  a. 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
  • 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
  b. Schools are required to use their full LTSM allocation to purchase LTSM that will enrich and strengthen the implementation of the Curriculum and Assessment Policy Statements (CAPS) in their classes. Schools are therefore encouraged to use their LTSM allocation to purchase supplementary 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, computer software, and home economics and science laboratory equipment.
  c. 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 annually allocated 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.)
  d. How to obtain LTSM

  • Section 21 schools must obtain competitive quotations in placing their LTSM orders with suppliers of LTSM.

  • When ordering additional LTSM, schools must select all Foundation Phase and Grade 10 CAPS textbooks from the approved national catalogues (refer to DIR minute 0004/2011 and 0005/2011).

  • Prescribed literature books for Grades 4 to 9 and Grade 10 to 12 must be selected from the recommended prescribed books list circulated to schools.

  • The nationally approved FET catalogue (refer to DCF Minute 016/2009) is still applicable for Grade 12 textbooks top-ups.

  • When selecting school library material, schools should contact the EDULIS Co-ordinator: School Library Services, Mrs Theresa de Young (tel. 021 957 9638) for assistance in selecting recommended titles. The district school library adviser and/or resource centre co-ordinator can also be contacted regarding the development of school libraries.
3.1.2 Municipal services

  1. The N&S allocation to schools is intended for the payment of, amongst others, schools monthly municipal services’ accounts, e.g. electricity, water, sewerage and refuse removal (availability and usage charges), 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. Schools must still implement, amongst others, the savings measures indicated in
    Annexure A.
  3. 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.
  4. Where it is established that schools are not settling their municipal service accounts, WCED reserves the right to withhold funds from the N&S allocation to pay outstanding municipal service accounts on behalf of the school concerned.
3.1.3 Day-to-day maintenance

  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 resulting from 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.
3.2 The WCED will not accept responsibility for the payment of accounts where schools spend more than the amount allocated for this purpose, and schools will have to cover these costs themselves.

4. MAJOR EMERGENCY REPAIRS

In terms of paragraph 97 of the NNSSF, the 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:

CATEGORY A

Serious damage as a result of natural disasters, structural problems and fires

The WCED will accept responsibility for such emergency repairs only if the cost exceeds R5000 and provided that sufficient funds are available.
The WCED will, at its own discretion, consider making a transfer payment for the materials in relatively less serious cases


5. OWN INCOME

In terms of Section 36(1) of the South African Schools Act (SASA), 1996 (Act 84 of 1996) school governing bodies (SGBs) must take all reasonable steps to supplement the resources supplied by the State in order to improve the quality of education provided by 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.


6. REPORTING
6.1 The approved budget of the school must be submitted to the relevant district office by 1 December of each year.
6.2 All schools must submit a WCED 043 form (quarterly report) to the relevant district office within 30 days of the end of each quarter (expenditure to 31 March, 30 June, 30 September and 31 December). Funds will be paid over to schools only if satisfactory WCED 043 reports on the financial activities of previous quarters have been received. Furthermore, Section 43(5) of the SASA, requires schools to submit (for the attention of the relevant education district director) a copy of their audited set of financial statements (in terms of Section 43 of the SASA) for the previous financial year by 30 June of each year.

7. FURTHER CONDITIONS
7.1 The SGB must exercise proper control over revenue and expenditure as set out in the Manual: Basic Financial System for Schools. Should the members of the SGB not have the necessary expertise to carry out this function, they must co-opt someone who will be able to assist them.
7.2 All school funds, obtained both from the state allocation and own income, must be used for purposes directly connected with education, as stated in Section 37(6) of SASA, including the acquisition of LTSM. In terms of WCED policy, textbooks and readers may not be photocopied as this is tantamount to the infringement of the Copyright Act, 1978 (Act 98 of 1978).
7.3 The WCED has the right to inspect records relating to school funds and to act against any member of staff or the SGB should he or she be involved in the mismanagement of school funds. Schools must, therefore, keep all proof of income and expenditure for this purpose.

8. APPEALS
8.1 Learner numbers

WCED will review all school learner enrolments in excess of 7% and where learner enrolments, based on the 2012 10th day survey, show an increase or decrease by more than 7%, at the beginning of the new (2012) school year compared to the 2011 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 2012


9. 2011/12 ALLOCATION

All outstanding WCED 043 forms for Section 21 schools must be submitted before Monday, 29 February 2012, to prevent forfeiture of unpaid funds.


10. CONTACT NUMBERS FOR ENQUIRIES

Subject Name Telephone
WCED 043 quarterly reports and audited annual financial statements Education district office – Deputy Director:
Corporate Services
Applicable district office
Transfer payments to schools
(N&S allocations)
Mr M Draai
Ms L Shasha
021 467 2005
021 467 2770
Emergency repairs Mr N Nepile 021 467 2578
e-Learning
EDULIS Co-ordinator: School Library Services
Ms T de Young
Mr O Sadeck
021 957 9638
021 467 2351
General enquiries: Norms and Standards Mr L van Wyk
Mr J Kitshoff
Mr R Eyssen
Fax no.
021 467 2658
021 467 2665
021 467 2662
086 568 2858


SIGNED: LJ ELY
CHIEF DIRECTOR: FINANCIAL MANAGEMENT
DATE: 2012:01:23

Annexure A: Savings on Municipal Services  (size: 59 KB)