1. This minute serves as a reminder to all schools in this province that resort under the Western Cape Education Department (WCED) to have all the data of their registered learners updated on CEMIS by 16:00 on 3 March 2009. The following is a list of the data of the registered learners that must be captured by said due date:
1.1 Personal data
1.2 Subjects offered by them
1.3 Language(s) of learning and teaching
2. The following are also important aspects to note:
2.1 All these registered learners must be placed in classes.
2.2 All these learners must be placed in appropriate grades.
2.3 All the learners who have left to attend another school who are still listed on CEMIS under the name of the school must be transferred out.
2.4 All the learners who have left school and who do not attend another school, but are still listed on CEMIS under the name of the school, must be de-registered.
3. It is of utmost importance that this data is captured on CEMIS and that CEMIS is updated by all schools by the above date for the following reasons:
3.1 The data of all schools on CEMIS must be verified by the WCED by 30 June 2009;
3.2 The verified data must then be used by the WCED to plan for the consultations with the labour unions represented in the Provincial Educator Labour Relations Council (PELRC), as well as the School Governing Body Associations, which will take place mid-August 2009;
3.3 This very data is then used to work out the educator staff establishment (ESE) of a school, which will be sent to the school early in September 2009;
3.4 We would like to adhere to the tight time frames we have set ourselves, in order to give the ESEs to schools as early as possible to enable the schools to start with and to finalise their planning for 2010 as early as possible in the current year.
4. On 3 March 2009 at 16:00, the WCED will take a snap shot of the learner data of all schools on CEMIS. This implies that the data on the system on that day and at that time will be the data used by the WCED to verify with the schools. This will also be the data used to determine a school's ESE. Should the data not be updated, then the school will lose out on the number of educators assigned to the school.
5. In 2008 we withheld the ESEs of about 40 schools, because the information supplied by those schools on CEMIS was incorrect, and as a result we reduced the educator staff establishments of those schools. This will happen again this year if we find that schools have deliberately supplied incorrect information. Schools are encouraged to de-register and transfer out learners before 3 March 2009. If learners are transferred out or de-registered deliberately after the 3 March 2009, when they should have been de-registered or transferred out by 3 March 2009, then those learners will not be taken into account in the computation of the school's ESE.
6. Should schools experience connectivity problems and/or any other related problems and they are not able to update their data on CEMIS, they are encouraged to make an appointment with the Directorate: Human Capital Planning at Head Office to use their facilities.
7. Should a school experience problems in updating its learner data on CEMIS the school manager must inform the Directorate Human Capital Planning in writing by making use of the following contact details: mdelo@pgwc.gov.za or avmalgas@pgwc.gov.za or addposts@pgwc.gov.za, or fax number 021 467 9384. When sending the report, the school must indicate what the problem is, the period the school experienced the problem, what the school has done to solve the problem, what the school is prepared to do to solve the problem and what the school thinks the Directorate: Human Capital Planning could do to assist to solve their problem. The school must also inform the specific education district office under which it falls, as well as the EMIS section of the Directorate: Knowledge Management at the Head Office of the WCED.
8. This year, a school will still have the right to appeal before 25 September 2009 if it is of the opinion that WCED has made a computation error in determining its ESE for 2010. This will, however, only be considered if the data of the school was updated as requested by 16:00 on 3 March 2009.
9. We would hereby like to thank all schools that have updated their CEMIS data on time for the tenth day. We trust that every school will do its level best to be done with the update on CEMIS by 3 March 2009 , and thank every school in anticipation,
10. The information in this minute must be brought to the attention of all personnel and members of the school governing body.
11. Your co-operation is much appreciated.


SIGNED: WJS JANTJIES
HEAD: EDUCATION
DATE: 2009:02:23