The norms and standards (N&S) allocation for your non-Section 21 school for the financial year extending from 1 April 2015 to 31 March 2016 is available on the CEMIS and can be accessed in the following way:

• Log on to the CEMIS.
• Select "Public Ordinary".
• Select your school.
• Click "Proceed". Point to the "Administration" menu item and click on "Norms and Standards Allocation ". Select "N&S 2015".
• Print the page.

Your attention is drawn to the following:

Non-Section 21 schools must, before 30 April 2015, divide their N&S allocation for the financial year ending 31 March 2016 into the four categories, namely learning and teaching support material (LTSM), local purchases, municipal services and maintenance, on the WCED 032 form. On receipt of the completed WCED 032 form, the Western Cape Education Department (WCED) will scrutinize the budgets. Schools will be informed if their forms are incorrect and will be requested to submit revised WCED 032 forms.

It is suggested for 2015/16 that schools divide their available allocation as follows among the various expenditure categories:

• 30% for LTSM orders for 2016, 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.);
• 25% for municipal services (However, schools should budget for a larger percentage if expenditure tendencies necessitate this.);
• 25% for maintenance; and
• 20% for local purchases.

The shifting of funds on the WCED 032 form should be finalised by 30 September 2015.

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;
   • 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; and
   • 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 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, consumer studies and hospitality studies and science laboratory equipment.

3. 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
   • 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.).

4. How to obtain LTSM:
   • Non-Section 21 schools must follow the prescribed procedures in Annexure A.
   • In line with Provincial Treasury instructions, the WCED will advertise the LTSM requests of all non-Section 21 schools on the Integrated Procurement Solution (IPS), Sourcelink, which is managed by Ariba. This system allows for competitive bidding in accordance with the legislations promulgated in terms of the Preferential Procurement Policy Framework Act, 2000 (Act 5 of 2000).
   • Schools must select all top-up LTSM from the approved national catalogues that are available on the WCED website at http://wcedonline.pgwc.gov/branchPS/LTSM/index.html
   • For assistance in selecting school library material, schools should contact Ms Theresa de Young, EDULIS Co-ordinator: School Library Services, at tel. 021 957 9638. The education district’s school library adviser and/or resource centre co-ordinator may also be contacted regarding the development of school libraries.

1. The N&S allocation to schools is intended for the payment of, amongst others, schools’ monthly municipal services accounts, which includes electricity, water, sewage 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 Republic of South Africa (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.

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. Where the N&S allocation for municipal services is insufficient, schools are expected to supplement the allocation from their own income, where necessary.

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 service accounts, the WCED reserves the right to withhold funds from the N&S allocation to pay outstanding municipal service accounts on behalf of 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 the 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.

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, 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:

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.

Applications to change from non-Section 21 status to Section 21 status must be submitted before 27 February 2015 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 2015.

The WCED will review all schools’ learner enrolments with the 2015 10th Day Survey. Final allocation letters will be published on the CEMIS by 31 March 2015.

The funds allocated to schools in terms of Circular 0048/2014 must be spent by schools before 31 March 2015.