| 1. |
The capturing of the 2009 promotion results online on the CEMIS will be possible from Monday, 16 November 2009.
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| 2. |
The procedure will be the same as that of 2008.
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| 3. |
Please ensure that only the learners who are currently registered at your school and who will be receiving a final promotion result from your school appear on CEMIS.
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| 3.1 |
Any learner who has left the school to go to another school must be transferred out on CEMIS.
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| 3.2 |
Any learner who has moved to another province or country must be deregistered from CEMIS.
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| 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 currently at your school.
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| 3.4 |
All checking and correcting of learners at schools must be completed by Friday, 13 November 2009, because transfers or registrations cannot be done when CEMIS changes to promotions mode on Monday, 16 November 2009.
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| 4. |
Capturing promotion results online
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| 4.1 |
Point to Promotions 2009 on the CEMIS menu and click on Promotion Summary.
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| 4.2 |
Click on the blue hyperlinked grade in which you want to capture promotion results. A list of learners in the grade will appear.
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| 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.
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| 4.4 |
There are three steps to allocating a promotion result to a learner or group of learners:
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| 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 learners' names;
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| 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) and Not Promoted (NP) will appear for learners in Grades 9 to 11;
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| 4.4.3 |
Click the Submit button;
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| 4.4.4 |
The promotion summary table will indicate whether a 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 (zero) for all grades, this means that all learners have been allocated a promotion result.
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| 4.5 |
Borderline cases that must be brought to the attention of the IMG manager can be captured as such before the principal meets with the IMG manager. A note can be added to capture any important information about the learner that the principal would like the IMG manager to consider when deciding on the promotion result of the learner. The IMG manager will allocate the promotion status of each borderline case.
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| 4.6 |
Pre-grade R and Grade R learners on CEMIS will be automatically promoted to the next grade. The school must indicate which learners must repeat the grade by selecting the learners and changing their promotion statuses to NRP.
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| 4.7 |
The principal must manage the process that will ensure that the promotion result captured on CEMIS for each learner corresponds exactly with the promotion result that appears on the school's promotion schedule. Care must be taken to capture the promotion result accurately. The principal must be able show the IMG manager that the school's promotion schedules for each grade reconcile with the CEMIS promotion schedules.
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| 5. |
The CEMIS promotion schedule
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| 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.
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| 5.2 |
This schedule must be presented to the IMG manager, together with the school promotion schedule. The principal must be able to show the IMG manager that the school and CEMIS promotion schedules have been reconciled.
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| 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 statuses.
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| 5.4 |
If any changes are made to the school's promotions schedule (this is the master schedule) on the day when the IMG manager and the principal meet to finalise and sign the school's promotions and progressions, the changes must be captured on the online CEMIS promotions program as well.
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| 5.5 |
The principal and IMG manager must sign both schedules, thereby confirming their correctness and rendering these documents as official records of the grade and promotion status of each learner. The IMG manager then locks the promotion function on CEMIS for the school.
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| 6. |
For assistance or queries, please contact your IMG manager or CEMIS administrator at your education district office or Head Office. The numbers are available on CEMIS under the administration function.
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| 7. |
Thank you for your hard work and co-operation during the past year. The CEMIS administration wishes you and your school well with the end-of-year examinations and their administration.
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| 8. |
Kindly bring the content of this minute to the attention of all concerned.
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SIGNED: S HANSRAJ
HEAD: EDUCATION
DATE: 2009:11:10
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