1. This minute must be read in conjunction with Circular 0031/2009.

2. The purpose of this minute is to stipulate the process that must be followed by ordinary public schools when applying for additional posts during the last term of 2009 and the first term of 2010.

3. Additional posts are posts for which ordinary public schools apply and which are additional to the educator staff establishment for the 2010 calendar year (which was issued to each school in 2009).

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 2009 (i.e. the learner enrolment number of the school for 2009 as reflected on the educator staff establishment letter for 2010) to the 10th school day of 2010;
4.2 A curriculum post is a post for which an ordinary public school applies as a result of the expansion to the school's curriculum (which should have been approved by WCED) or any other contextual educational factor that would prevent an 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 26 January 2010 (the tenth school day), and provided that there are still posts available in the post basket. The school may apply only after the school principal has signed the school's 2010 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 for 2010. By signing the tenth-day learner total of a school, the circuit team manager (CTM) certifies the correctness of a school's tenth-day total.
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 written justification. The school principal must, however, confirm that there is adequate and suitable accommodation available for the additional educator(s) and learners. The WCED may, however, request the education district officials or any other agency to perform a head count of learners and/or an audit of learner numbers.
5.4 The school may apply for a growth post only if there is a significant increase in learner enrolment. The school must subtract the 2009 learner total, as reflected on the 2010 staff establishment letter, from the 2010 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 a secondary school and forty (40) at a primary school. The number of growth posts for which a school qualifies will be determined as follows. The growth total will be divided by either 35 (secondary schools) or 40 (primary schools) and the answer will be rounded off to the integer, i.e. 4,8 will become 4, not 5.
5.5 A school that applied for and received an additional curriculum post in 2009 for 2010 will not qualify for a growth post in 2010, unless the school qualifies for more growth posts in 2010 than the number of curriculum posts the school has received in 2009 for 2010. In such a case the school will receive the difference.
5.6 To determine the 10th school-day learner enrolment total of the school, the school principal must ensure that the following learners are transferred out or deregistered on the CEMIS and taken off both the school's learner attendance register and the school's admission register:
5.6.1 Learners who have left the school or dropped out of the school at the end of 2009 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 2010 learner academic year.
5.7 The application for a growth post by an ordinary public school will be considered only on the following conditions:
5.7.1 The qualifications and experiences of all teachers at the school have been captured on the Qualifications Database (QDP) of the Human Capital Leave Management System (HC-LMS);
5.7.2 The learner totals of the school have been updated on the CEMIS;
5.7.3 All learners have been placed in classes and these learners have been captured on CEMIS;
5.7.4 All the subjects of all the learners (except possibly Grade 10 learners) in the school are captured on the CEMIS.
5.8 5.8 Ordinary public schools may apply for growth posts as from 16:00 on Wednesday, 13 January 2010 until 15:00 on Friday, 5 February 2010. No late applications will be considered.

6. CURRICULUM POSTS
6.1 Applications for curriculum posts must be done online on the CEMIS.
6.1.1 This may take place as from 10:00 on Monday, 5 October 2009 until Friday, 23 October 2009 at 15:00. No application during this first round will be considered if it is submitted after 15h00 on Friday, 23 October 2009.
6.1.2 If a school applies during the first round for a curriculum post, then the school is also required to submit a list of the names and surnames of the new learners who have enrolled at the school for the 2010 academic year, together with each learner's EMIS number, date of birth, current grade, current school (if applicable), as well as the name of one of the parents and his or her telephonic contact details. For your convenience, an example is attached as Annexure D.
6.1.3 An application from a school that has not completed the capturing of its educator data on the QDP of the HC-LMS will not be considered. The completed capturing must be verified by the relevant CTM or IMG manager.
6.1.4 All these online applications will be processed by the Directorate: Human Capital Planning of WCED by Tuesday, 30 November 2009.
6.1.5 Schools will be notified by 11 December 2009 of the outcome of the first round of their applications for curriculum posts.
6.1.6 Schools will be given a second chance to apply for curriculum posts early in 2010.
6.1.7 For this second round, schools may apply from 16:00 on Wednesday, 13 January 2010 until 15:00 on Friday, 5 February 2010.
6.1.8 No applications will be considered after 15:00 on Friday, 5 February 2010.
6.1.9 Schools will be notified about the outcome of their second round applications by Tuesday, 31 March 2010.
6.2 Applications for curriculum posts must be fully justified in writing.
6.3 The application by an ordinary public school for a curriculum post will be considered only on the following conditions:
6.3.1 The school provides evidence that no staff member at the school (including those in excess) would be able to offer the subjects or learning areas or phase for which the school is seeking an educator;
6.3.2 The learner totals of the school have been updated on the CEMIS and they correspond with the learner totals in both the school's learner attendance register and the school's admission register. This must be verified by the CTM or the IMG Manager;
6.3.3 All learners have been placed in classes and these class lists have been captured on the CEMIS;
6.3.4 All the subjects of all the learners in the school have been captured on the 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 educator(s);
6.3.6 The school has updated its educator data (WCED-paid as well as SGB-paid staff) on the QDP of the HC-LMS;
6.3.7 A staff member of the Subdirectorate: Knowledge and Information Management has indicated that all the CEMIS data for the school has been updated, that there are no duplicate learners and that there is a record on the CEMIS of all the learners who were deregistered or transferred out;
6.3.8 The school principal has completed and captured the following on the CEMIS:

6.3.9 The school principal has completed and e-mailed the following:

  • Annexure B (Schedule of Teacher Utilization);
  • Annexure D (a list of names of all the new learners).

These two documents must be e-mailed to your CTM (this e-mail address you must obtain from your CTM), district director (this e-mail address you must obtain from your district director) and The Director: Human Capital Planning (at e-mail address avmalgas@pgwc.gov.za).

6.3.10 The written justification on the CEMIS must indicate the following:

  • How the additional educator(s) will be deployed (including new posts for which applications were submitted);
  • Why the educators currently on the staff cannot offer the subject(s) or learning area(s) for which the additional educators are required.

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


7. CONCLUSION
7.1 The 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 for the needs of the school concerned. If such an educator in excess is found, 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 approval from the Directorate: Human Capital Planning.
7.3 A school will be notified and informed, via e-mail, about the status of its application. If your school experiences connectivity problems, please contact your CTM.
7.4 The school principal must ensure that all learner details are updated on CEMIS before the school attempts to apply for an additional post.
7.5 Schools must ensure that all learner details (subject information included) are complete by Friday, 5 February 2010 for the 2010 post provisioning phase. All de-registrations and transfers out must be completed by the school by Monday, 1 February 2010.
7.6 Should your school have any connectivity problems whilst applying for a post, please contact your CTM to assist you.

8. The school must ensure that the number of staff granted to the school on the 2010 educator staff establishment will be able to cope with the number of subjects and combinations the school intends to offer in 2010. Some schools offer too wide a subject choice, with the resultant negative effects on such factors as the standard of education, class sizes, supply of and demand for educators in scarce subjects, and the school fees charged.

9. You are requested to take special note of paragraphs  2.32.7.22.14  and  3.4  in Circular 0031/2009.

10. If you wish to apply for an additional post, please log-in on CEMIS, click on Administration and then click on either Growth application or Curriculum application, depending for which type of post you are applying for.

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


SIGNED: WILLIAM JS JANTJIES
HEAD: EDUCATION
DATE: 2009:09:25

Instructions  (size: 319 KB)
Annexure A: Schedule of Teacher Allocation  (size: 26 KB)
Annexure B: Schedule of Teacher Utilization  (size: 18 KB)
Annexure C: Schedule of Teaching Time  (size: 20 KB)
Annexure D: Malmesbury Combined School  (size: 10 KB)