| 1. |
The CEMIS online promotion capture will be possible from Monday, 17 November 2008. |
| 2. |
The procedure will be the same as last year (2007). |
| 3. |
Please ensure that ONLY the learners who are currently registered at school and who will be getting a final promotion result at the school appear on CEMIS. |
| 3.1 |
Any learner who has left the school to go to another school must be transferred out on CEMIS. |
| 3.2 |
Any learner who has gone to another province or country must be deregistered from CEMIS. |
| 3.3 |
Any learner who is at your school but who is not on CEMIS must be transferred in so that the learner appears as current at your school. |
| 3.4 |
All checking and correcting of learners at school must be completed by Friday, 14 November 2008, because transfers or registrations CANNOT be done when CEMIS changes to promotions mode from Monday, 17 November 2008. |
| 4. |
Capturing promotion results online |
| 4.1 |
Point to Promotions 2008 on the CEMIS menu and click on Promotion Summary. |
| 4.2 |
Click on the hyperlinked grade (blue) in which you want to capture promotion results. A list of learners in the grade will appear. |
| 4.3 |
You can select a class group within the grade if you want to capture the promotion results of learners per class. There is a class selector in the upper section of the screen that opened. |
| 4.4 |
There are three steps to allocating a promotion result to a learner or group of learners: |
| 4.4.1 |
Check the learner (click the tick box next to the name of the learner). The "Check all" button, above the numbers, allows you to check all the learners simultaneously. The "Uncheck all" button removes the ticks from the learner names. |
| 4.4.2 |
Select the promotion result that applies to the checked (selected) learners. These options are Ready to Progress (RP) and Not Ready to Progress (NRP) for Grades 1 to 8, while Promoted (P) or Not Promoted (NP) will appear for learners in Grades 9 to 11. |
| 4.4.3 |
Click the submit button. |
| 4.4.4 |
The promotion summary table will indicate whether promotion status has been given to all learners. The number of learners who must still receive a promotion status will be indicated by a blue number in the column on the left. When the column on the left contains 0 (zeros) for all grades, this means that all learners have been allocated a promotion result. |
| 4.5 |
Borderline cases that must be brought to the attention of the IMG adviser can be captured as such before the principal meets with the IMG adviser. A note can be added to capture any important information about the learner that the principal would like the IMG adviser to consider when deciding on the promotion result of the learner. The IMG adviser will allocate the promotion status of the borderline case. |
| 4.6 |
Pre-grade R and Grade R learners on CEMIS will automatically be promoted to the next grade. The school must indicate which learners must repeat the grade by selecting the learners and changing their promotion status to NRP. |
| 4.7 |
The principal must manage the process that will ensure that the promotion result captured on CEMIS for each learner corresponds exactly to the promotion result that appears on the school promotion schedule. Care must be taken to capture the promotion result accurately. The principal must be able show the IMG adviser that the school promotion schedules for each grade reconcile with the CEMIS promotion schedules. |
| 5. |
The CEMIS promotion schedule |
| 5.1 |
After the promotion results have been finalised for all learners in the grade and verified for correctness, the final CEMIS promotion schedule can be printed. |
| 5.2 |
This schedule must be presented to the IMG adviser together with the school promotion schedule. The principal must be able to show the IMG adviser that the school and CEMIS promotion schedules are reconciled. |
| 5.3 |
It must be confirmed that the learners who are indicated as NRP or NP on the school schedule correspond with the names on the CEMIS schedule and have the same promotion status. |
| 5.4 |
If any changes are made to the school promotion schedule (this is the master schedule) on the day when the IMG adviser and the principal meet to finalise and sign-off the school promotion and progressions, the changes must be captured on the online CEMIS promotions program as well. |
| 5.5 |
The principal and IMG adviser must sign both schedules confirming the correctness and thus rendering these documents as official records of the grades and promotion status of each learner. The IMG advisor LOCKS the promotion function on CEMIS for the school.
|
| 5.6 |
The principal must please provide an additional signed copy of the final school promotion schedule to the IMG adviser. This copy is for EMIS use at Head Office and will be collected from the education district office. |
| 6. |
Thank you for the hard work and co-operation throughout the year. Please bring the content of this minute to the attention of all the role-players concerned. |
| 7. |
The CEMIS administration wishes you, your team and learners well, and wishes you success with the examination and all administration for the rest of the year. |
| 8. |
For any assistance or further queries, please contact your IMG adviser or the CEMIS administrator at your education district office or Head Office. The numbers are available on CEMIS under the administration function. |
SIGNED: SH MAFANGA-KIBI
HEAD: EDUCATION
DATE: 2008:11:11
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