1. INTRODUCTION
1.1 This minute replaces Circulars 0004/2008 and 0046/2008 and serves to clarify the Regulations pertaining to the Conduct, Administration and Management of Assessment for the National Senior Certificate with respect to the management and administration of subject changes in Grades 10, 11 and 12.
1.2 The process for all subject changes in Grades 10, 11 and 12 must be included in the school assessment policy. Any subject change in Grades 11 and 12 must be avoided, unless it is absolutely necessary and in the best interest of the learner concerned.

2. PROCEDURES FOR SUBJECT CHANGES IN GRADE 10, 11 AND 12
2.1 The parent must apply in writing to the principal, requesting the subject change and indicating the reason(s) for the request. The learner's personal particulars, such as address and identity number, must be included.
2.2 The principal or his or her delegate must ensure that the parent and the learner understand the consequences of the requested subject change.
2.3 The principal must consult with the learner, his or her parent or guardian and the subject teacher to ensure that consensus is reached as to whether it will be in the best interest of the learner to change a subject.
2.4 After proper consultation and after an agreement has been reached, the learner, his or her parent or guardian, the subject teacher and the principal must sign a memorandum of agreement (Addendum A), indicating that the subject change is being made in the best interest of the learner concerned.
2.5 The school must maintain a file in which all these documents are kept on record.
2.6 District officials may request such documentation from the school at any time.

3. SYSTEM FOR APPROVAL OF SUBJECT CHANGES IN GRADES 10, 11 AND 12 FROM 2010

3.1 SUBJECT CHANGES IN GRADE 10 FROM 2010
3.1.1 A maximum number of two subjects can be changed.
3.1.2 Schools must monitor the learner's performance in Grade 10 carefully and effect subject changes in consultation with the parent(s) and the relevant subject teacher.
3.1.3 All subject changes will be approved by the principal and done online on CEMIS.
3.1.4 The closing date for requests from parents to schools for subject changes is 30 July.
3.1.5 All subject changes on CEMIS must be completed by 16 August.

3.2 SUBJECT CHANGES IN GRADE 11 FROM 2010
3.2.1 A maximum number of two subjects can be changed.
3.2.2 The closing date for requests from parents to schools for subject changes is 30 July.
3.2.3 All applications for subject changes on CEMIS must be completed by 16 August.
3.2.4 The principal will recommend and the Education District will electronically approve the requests for subject changes by the latest by 30 August.

3.3 SUBJECT CHANGES IN GRADE 12 FROM 2010
3.3.1 It is recommended that schools should in future only consider exceptional cases or requests for subject changes at Grade 12 level.
3.3.2 A maximum of one subject ONLY can be changed.
3.3.3 All applications for subject changes must be done online on CEMIS before 31 January.
3.3.4 The Education District will recommend all the applications for subject changes by 15 February.
3.3.5 All subject changes will be electronically approved by Head Office.

4. Once the Education District Office or Head Office has approved a subject change, CEMIS will be updated automatically and an e-mail will be sent to the school.
5. In exceptional cases, when a request for more than two subject changes in Grade 11 and more than one subject change in Grade 12 is received, the school must submit the request for the subject changes through the Education District to Head Office for approval.
6. Principals are urged to ensure that all learners are correctly registered on CEMIS.
7. Education District officials and principals are requested to bring the contents of this assessment minute to the attention of their staff, parents and learners.


SIGNED: T SINGH
HEAD: EDUCATION
DATE: 2009:11:12

Annexure A  (size: 24 KB)