1. This minute must be read in conjunction with Circular 0011/2003.
2. The purpose of this minute is to stipulate the process that is to be used by schools and will be applied by the officials of the Western Cape Education Department (WCED) when ordinary public schools apply for additional posts during the last term of 2008 and the first term of 2009.
3. Additional posts are posts for which ordinary public schools apply to the WCED, additional to the educator staff establishment which was issued to the school in 2008 for the 2009 calendar year.

4. There are two types of additional posts, viz. growth posts and curriculum posts:
4.1 A growth post is a post for which an ordinary public school applies because of a significant increase in learner enrolment, as reflected on CEMIS and the learner attendance register of the school, from March 2008 (learner enrolment number of school for 2008 reflected on the educator staff establishment letter for 2009) up to the tenth day of school in 2009.
4.2 A curriculum post is a post for which an ordinary public school applies as a result of the expansion of the school's curriculum (which should have been approved by WCED) or any other educational contextual factor that would prevent the ordinary public school from delivering the curriculum effectively and efficiently.

5. GROWTH POSTS
5.1 Applications for growth posts will be considered only on the basis of the learner enrolment of the ordinary public school as on 3 February 2009 (the tenth school day) and providing that there are still posts available in the post basket. The school may only apply once the school principal has signed off the school's 2009 tenth day learner enrolment total. The principal must ensure that the number of learners reflected on CEMIS corresponds with the number of learners reflected in the learner attendance class registers of 2009. By signing off the tenth day learner totals of the school, the circuit team manager (CTM) verifies and certifies the school's tenth day totals.
5.2 An application for a growth post must be done online. An application for a growth post that is not done online will not be considered by the WCED.
5.3 When a school applies for a growth post, the school does not have to supply a motivation. The school principal must, however, confirm that there is adequate and suitable accommodation available for the additional educator(s) as well as the additional learners.
5.4 The school may only apply for a growth post if there is a significant increase in learner enrolment. The school must subtract the 2008 learner total as reflected on the 2009 staff establishment letter, from the 2009 tenth school day total. A school will qualify for a growth post if the difference between these two numbers is at least thirty five (35) at secondary schools and forty (40) at primary schools. The number of growth posts for which a school qualifies will be determined in the following manner: the growth total will be divided by 35 and 40 at secondary schools and primary schools respectively, and the answer will be rounded down to the nearest integer, i.e. 4,8 will become 4 and not 5.
5.5 A school that applied for and received an additional curriculum post in 2008 for 2009 will not qualify for a growth post in 2009, unless the school qualifies for more growth posts in 2009 than the number of curriculum posts the school has received in 2008 for 2009. In such a case the school will receive the difference.
5.6 To determine the tenth day learner enrolment total of the school, the school principal must ensure that the following learners are transferred out or deregistered on CEMIS and taken off the school's learner attendance register as well as the school's admission register:
5.6.1 Learners who have left the school or dropped out of the school at the end of 2008 for whatever reason.
5.6.2 Learners who have received a transfer certificate from the school.
5.6.3 Learners who have not attended school for any of the first ten days of the 2009 learner academic year.
5.7 The application for a growth post by an ordinary public school will only be considered under the following conditions:
5.7.1 The school has no educators in excess, i.e. the school does not have more permanently appointed educators than the number of posts for which its educator staff establishment for 2009 provides.
5.7.2 The learner totals of the school have been updated on CEMIS.
5.7.3 All learners have been placed in classes on CEMIS.
5.7.4 All the subjects of all the learners (except possibly Grade 10 learners) in the school are captured on CEMIS.
5.8 Ordinary public schools may apply for growth posts as from 16:00 on Tuesday, 3 February 2009 until 16:00 on Friday, 13 February 2009. No late applications will be considered.

6. CURRICULUM POSTS
6.1 Applications for curriculum posts must be done online on CEMIS.
6.1.1 This may take place as from 10:00 on Monday, 3 November 2008 until Friday, 14 November 2008 at 16:00.
6.1.2 All these posts will be considered by the district director by Friday 21 November 2008 and it will be considered by the Chief Director: Districts by Friday, 28 November 2008.
6.1.3 Schools will be notified by 12 December 2008 of the outcome of the first round of their applications for curriculum posts.
6.1.4 Schools will be given a second chance to apply for curriculum posts early in 2009.
6.1.5 Schools may apply from 08:00 on Monday, 26 January 2009 until 16:00 on Friday, 13 February 2009.
6.1.6 No applications will be considered after 16:00 on Friday, 13 February 2009.
6.1.7 Schools will be notified about the outcome of their applications (of the second round) by Tuesday, 31 March 2009.
6.2 Applications for curriculum posts must be fully motivated.
6.3 The application by an ordinary public school for a curriculum post will only be considered under the following conditions:
6.3.1 The school has no educators in excess, i.e. the school does not have more permanently appointed educators than the number of posts for which its educator staff establishment for 2009 provides.
6.3.2 The learner totals of the school have been updated on CEMIS and they correspond with the learner totals in the school's learner attendance registers as well as the school's admission register. This must be verified by the CTM.
6.3.3 All learners have been placed in classes on CEMIS.
6.3.4 All the subjects of all the learners in the school have been captured on CEMIS.
6.3.5 The school principal has confirmed and the CTM has verified that there is adequate and suitable accommodation available for the additional educators.
6.3.6 The school has supplied a full motivation indicating how the additional educators will be applied.
6.3.7 A staff member of the sub-directorate Knowledge and Information Management has indicated that all CEMIS data for the school is duly updated, that there are no duplicate learners and that all the learners who were supposed to be deregistered or transferred out have been deregistered and transferred out respectively.
6.3.8 The school principal has e-mailed a duly completed Annexure A (Schedule of Teacher Allocation), Annexure B (Schedule of Teacher Utilization) and Annexure C (Schedule of Teaching Time) to the school's CTM (this e-mail address you must get from your CTM), district director (this e-mail address you must get from your district director) and The Director: Human Capital Planning (on e-mail address mdelo@pgwc.gov.za or avmalgas@pgwc.gov.za) indicating how the educators (including new posts for which applications were submitted) will be utilized;
  • the number of learners in the classes;
  • the number of periods during which the educator will be teaching;
  • the percentage of time the teacher will be busy teaching in the cycle;
  • the qualifications of all educators (including educators remunerated by the school governing body); and
  • why the present teachers cannot offer the subject(s) or learning area(s) for which the additional teachers are required.

Examples of completed schedules are attached to this minute for your convenience.


7. CONCLUSION
7.1 The circuit team manager (CTM) must ensure that there are no educators in excess in their circuit or their neighbouring circuit whose services could possibly be used to provide in the needs of the school concerned. If such an educator in excess is identified, the Directorate: Internal Human Capital Administration must be notified.
7.2 Under no circumstances may a principal appoint an educator prior to receiving official written notification of approval from the Directorate: Internal Human Capital Administration.
7.3 A school will be notified and informed via e-mail about the status of its application.
7.4 The school principal must ensure that all learner detail is updated on CEMIS before the school attempts to apply for an additional post.
7.5 Schools must ensure that all learner detail (subject information included) is completed by Friday, 13 February 2009 for the 2009 post provisioning season. All de-registrations and transfers out must be completed by the school by Monday, 2 February 2009.
7.6 Should a school have any connectivity problems whilst applying for a post, please contact your CTM to assist you.

8. Kindly bring the content of this minute to the attention of all personnel and governing body members.


SIGNED: WJS JANTJIES
HEAD: EDUCATION
DATE: 2008:10:29

Annexure A  (size: 22 KB)
Annexure B  (size: 16 KB)
Annexure C  (size: 23 KB)