| 1. |
Thank you to the principals and staff who contributed towards the capturing of learners on the database, for doing the online and offline promotions and for implementing the new transfer-out procedures. We trust that we will be able to rely on your assistance in the further implementation of the CEMIS system.
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| 2. |
In 2006, CEMIS should allow us to edit information on existing learners, transfer-in registered learners, register new learners from outside CEMIS, transfer learners between schools and complete and edit the snap and annual survey details online. Schools should benefit from a host of developed reports and exports available to the school or even suggest useful reports to be developed.
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| 3. |
Report on promotions process and consequent challenges
Many schools managed and accomplished the processes successfully. However, copies of the promotion schedules were taken from all schools for verification purposes, and, after the promotion and progression process had been completed, the service provider carried out an analysis of the data received from schools compared to the promotion schedules. During this process it became clear that there were large discrepancies between the CEMIS database and the information contained in the schedules. The service provider has, therefore, captured the majority of the schedules and electronically compared the two sets of data to produce exception reports per school that will be faxed through to you. These exception reports will show the following:
Learners on the promotion schedules, but not on the database (Need census forms)
Learners on the database, but not the schedules (Dropouts)
Date of birth differences
Gender differences
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| 3.1 |
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Corrections
The CEMIS must be based on accurate data. The errors must therefore be corrected and signed off as such. Schools are therefore requested to check these reports and ensure that the information is accurate.
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| 3.1.1 |
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Where necessary, the school must please obtain the required census forms and forward these to the service provider by 25 January 2006.
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| 3.1.2 |
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The school is also requested to check and correct the following information online and provide the service provider with the corrected exception report:
| (a) |
learners that have dropped out |
| (b) |
correct gender for the learners |
| (c) |
correct date of birth |
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| 3.2 |
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Outstanding forms
During the process at the end of last year, schools were required to complete CEMIS online information sheets. Many of these forms are still outstanding. Should a school’s form be outstanding, the service provider will be in contact with the school to request that it be completed and returned to us.
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| 4. |
New Registrations
In order to access functions on the CEMIS offline tool, you will require the following password: c3m!s
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| 4.1 |
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Capturing
Schools will be required to complete the forms that were distributed to schools (new registration forms). These forms are to be captured using the CEMIS offline tool using the same process as was followed when the learner information was captured last year. The service provider has also provided an editing tool should you need to make any changes to the data prior to uploading it. The data can also be edited online once it has been uploaded.
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| 4.2 |
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Uploading learner file
The schools must log on to the online CEMIS website via the capturing tool, proceed to the Upload function and click on it. This will automatically upload the data onto the CEMIS online database.
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| 5.1 |
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Most schools, especially secondary schools, will be required to transfer-in learners who have come from other schools in the Western Cape and who are in possession of an original transfer certificate. This can be done by logging on to the online CEMIS website and proceeding to the Transfer-in function. Click on the button and it will prompt you to search for the learner using the unique learner identifier. Complete the screen as prompted once the learner has been located.
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| 5.2 |
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If a learner with a transfer certificate was not transferred out of the previous school on the online system, then proceed with the provisional transfer-in of the learner.
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| 5.3 |
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For any enquiries with regard to the above, please contact the toll-free number 0800 204 800 or EMIS at 021 467 2289/ 2290/ 2291/ 2292/ 2293/ 2294/ 2295 / 2297/ 2220/ 2221.
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| 6. |
Online Editing: Updating of learner details for 2006
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| 6.1 |
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CEMIS provides a list of learners per class or grade on which the learner’s new class for 2006 can be indicated. You are advised to print the list and to enter the correct new class next to the name. Once the list is completed, log onto online system and update CEMIS with the new class of each learner in according to the hard copy. This procedure will save time. Refer to the manual.
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| 6.2 |
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The subjects for the grade 10’s of 2006 must be selected and indicated. The manual will provide guidelines how to update the grade 10’s easily.
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| 6.3 |
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The subject choice and subject grade for the grade 11 and especially the grade 12 learners must be updated by the end of February 2006.
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| 6.4 |
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Updating of general learner information where changes occur in address, parents deceased status, extramural activities etc should be done as required.
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| 7. |
New Registration Audit
In order to test the integrity of the CEMIS database against actual learner numbers at schools, the service provider has been requested to conduct learner headcounts at 100 schools across the Western Cape Province. These audits will take place between February and May 2006. The number of learners attending school on a particular day will be counted. Where significant numbers of learners are absent at any given school, this will be followed up on.
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| 8. |
School Staff Module
This module is still under construction and will be available shortly. You will be notified as soon as it becomes available.
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| 9.1 |
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The National Minister of Education has issued an instruction to the National Department regarding the availability of learner data in the form of a snap survey. In order to conduct an accurate snap survey, schools will have to have completed all of the New Registrations and Transfers-in by 31 January 2006, which is the date of the snap survey (10th school day). The National Department needs the data on 10 February 2006.
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| 9.2 |
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All schools must therefore make the necessary preparations to finalise the completion of the hard copy on 31 January 2006 and submit it to the circuit manager on the same day. EMIS will arrange with the circuit managers to receive the surveys from them on 3 February 2006.
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| 9.3 |
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Online Survey
One of the new menu items on CEMIS is Surveys. Click on it to view and complete the form.
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| 9.3.1 |
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The learner table numbers will be provided off the CEMIS database. If the learner numbers do not correspond with the learner numbers at your school, then please update the CEMIS database.
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| 9.3.2 |
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The staff tables must be completed by typing the numbers into the table.
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| 9.3.3 |
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Once the staff tables have been completed, please click on the Verify button, which will indicate that the detail provided in the staff tables is accurate and correct. This section will be locked to hold the snap information.
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| 10. |
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.
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| 11. |
Should you have any queries, please contact your CEMIS regional representative or the Directorate: Education Research on 021 467 2290 or 467 2289. For online queries please call 021 467 2873.
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SIGNED: P.C. PRESENT
HEAD: EDUCATION
DATE: 2006:01:12
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