A. TRANSFER CERTIFICATES
1. All learner movements in the CEMIS database can only be authorised and recognised officially by using the standardised transfer certificate.
2. The CEMIS transfer certificate accommodates the following:
2.1 Transfer: Out or Deregistration on the first section of the certificate is completed by the principal or delegated official. The first section is signed by the principal.
2.2 Transfer: In or Reregistration on the second section is determined by what the certificate was used for in the first section. The Transfer: In section is completed by the school that receives the learner and this section is signed by its principal.
3. Completion of the certificate
3.1 The certificate can be completed by inserting it into a printer and printing it directly from the ONLINE CEMIS database after the transfer is captured online; or
3.2 The certificate can be completed by hand, in which case the transfer must still be captured online afterwards.
4. After the 2005 promotions and progressions have been completed on the CEMIS database, all learners that are transferring to another school must receive the Transfer: Out certificate to allow them to be transferred into the new school. (Please do not issue a Transfer Certificates to the grade 12 learners)
5. Security of these official certificates
5.1 The design of the transfer certificates incorporates eleven built-in security features to eliminate fraudulent reproduction. Only the originals will be accepted when learners move between schools.
5.2 The certificates are numbered and each school is issued with specific numbers that can be traced back to the school of issue. Any certificate can be linked directly to a specific school.
5.3 The principal is required to ensure that the certificates are stored securely prior to issue. After the certificate has been issued and captured on the CEMIS database, there will be a record and history of the form.
5.4 The recipient school must store the completed Transfer: In certificate securely in a record which should be available for auditing at any stage.
6. For any enquiries with regard to the use and safekeeping of the transfer certificates, please contact the Directorate: Education Research, A. Noordien at 021 467 2289.

B. REGISTRATION FORMS
1. The registration forms are used to register learners who are not yet registered on the CEMIS. Learners registering for the FIRST TIME are mainly pre-primary learners, Grade 1 learners who did not attend a pre-primary programme, learners from another province or country, or learners who were not in a public ordinary school in 2005 and whose details have thus not yet been captured in the CEMIS database.
2. Please ensure that learners applying for new registration were not registered in another school by asking for a transfer certificate. (No learner who was in a public ordinary school in 2005 is to be registered in the CEMIS without the original Transfer Certificate from the previous school.)
3. Please make copies of the forms if you require more forms than have been supplied.
4. Please complete the form before capturing the learner on the CEMIS off-line or on-line software.
5. The duly signed and completed form must be filed in the learner’s school administration portfolio. These forms could be requested during learner number audits.
6. NOTES with regard to completion of the forms
6.1 If the address is not a street address, then write the relevant word, e.g. PLOT, FARM, FLAT, next to 8a.
6.2 Question 11 has an option 11 available for the on-line system. If you capture in the off-line system, then use the same rule that applied during the census capture, which required you to enter 10, and then write only the letter H in the line provided below.
6.3 Question 22 has option 16=none available for the on-line system to indicate that the learner does not have any disability. In the off-line system, this question is left blank.
6.4 Question 26. Provision is now made in the on-line system for the situation where a learner offers more than one language as a primary language. If the learner offers a 2nd primary language, write only the code for the subject in the last two blocks on the right-hand side in the row. The off-line system uses the same arrangement that applied during the census capture period in 2005.

Thank you for your co-operation and patience. The successful introduction of this new system could not have taken place without your assistance and advice. We should soon see some of the major benefits that this system is designed to deliver to all involved in education.

Should you have any queries, please contact your CEMIS regional representative or the Directorate: Education Research on 021 467 2290 or 021 467 2289.



SIGNED: P. PRESENT
HEAD: EDUCATION
DATE: 2005:11:18