1. The Western Cape Education Department (WCED) is pleased to announce that it is has developed a function on the Central Education Management Information System (CEMIS) to support schools to manage admission related information which will also generate an online list of unplaced learners.

2. The measures outlined in this minute apply to applications received in this year for admission to schools in 2015.

3. Capture of planned enrolment for 2015:

Principals are requested to complete planned learner projections for 2015 by 15 August 2014.

4. Capture of applications for admission to the school for 2015:
4.1 Schools are required to capture the applications of all learners who have applied for admission to the school for 2015 on CEMIS.
4.2 This can be found on CEMIS under the "Administration" tab and the "Admissions" dropdown.
4.3 Please note that the details of learners who are already on CEMIS will not have to be re-captured.
4.4 The system will pre-populate the required fields when the user enters the CEMIS number or identity number; or the learner’s name, surname and gender.
4.5 Only the basic information of learners applying to a school in the Western Cape for the first time would have to be captured.
4.6 If a learner has been accepted at a school, this basic information will be uploaded onto CEMIS after progression and promotion at the end of the year.

5. Resolving cases where learners have not been placed at schools:
5.1 The relevant IMG Manager will have access to the list of unplaced learners and the available spaces in his or her circuit and is requested to assist in resolving the placement of learners by liaising with schools in their respective circuits.
5.2 Districts must aim to resolve all unplaced learners on the lists by 14 February 2015.

6. Benefits of capturing applications for admission on the CEMIS database:
6.1 The system will indicate the number of available spaces at the school which will be accessible to the Principal and the IMG Manager.
6.2 Easy referencing of applications per learner / grade at school level.
6.3 The WCED, based on accurate information of unplaced learners, will be better able to assist parents who are looking for spaces at schools.
6.4 The basic information of new learners will have been captured on CEMIS for 2015.
6.5 The identity number of the learner will be used to ensure that there is no duplication of data in the database.

7. The system will be available for the capturing of this information on CEMIS from 8 August 2014.

8. Access to the database will be strictly limited and designated officials will be required to sign confidentiality agreements.

9. In light of the increased demand for spaces at schools, the WCED trusts that this measure will assist the system to perform better. We wish to thank principals, SGBs and officials for their support in placing all children in schools.

10. All queries in respect of the above can be directed to the relevant IMG Manager.


SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2014:08:05