1. The online capture on the Central Education Management Information System (CEMIS) of the 2010 promotions will be possible from Monday,15 November 2010.

2. The procedure will be the same as that undertaken in 2009.

3. Please ensure that only the learners who are currently registered at your school and who will be receiving a final promotion result at the school appear on the CEMIS.
3.1 Any learner who has left the school to go to another school must be transferred out on the CEMIS.
3.2 Any learner who has gone to another province or country must be de-registered from the CEMIS.
3.3 Any learner who is at your school, but who is not on the CEMIS, must be transferred in so that the learner appears as currently at your school.
3.4 All checking and correcting of your school's learner particulars must be completed by Friday, 12 November 2010, as transfers or registrations cannot be done once the CEMIS changes to promotions mode on Monday, 15 November 2010.

4. Capturing promotion results online
4.1 Point to Promotions 2010 on the CEMIS menu and click on Promotion Summary.
4.2 Click on the hyperlinked number of learners in the 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.
4.4 There are three steps to allocate 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.
4.5 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 displays a 0 (zero) for each grade, this means that all learners in the grade have been allocated a promotion result.
4.6 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. Principals will also be able to capture important information about a learner that they would like the IMG manager to consider when deciding on the promotion result of that learner. The IMG manager will enter the promotion status of each borderline case.
4.7 Pre-Grade R and Grade R learners on the CEMIS will automatically be promoted to the next grade, although this will depend upon each learner's age. The school must indicate which learners must repeat the grade by selecting those learners and changing their promotion status to NRP.
4.8 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 have been reconciled 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 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.
5.3 It must be confirmed that the learners 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 that the IMG manager and the principal meet to finalise and sign the school's promotion and progressions, the changes must be captured on the online CEMIS promotions program as well.
5.5 The principal and IMG manager must sign both schedules, thereby confirming their correctness and declaring these documents as official records of the grades and promotion status of each learner.
5.6 The IMG manager will then lock the promotion function on CEMIS for that school. While locking can be done per grade, the school's complete set of promotions will be locked only when all grades have been locked. The system allows locking only if all learners per grade have received a promotion status.

6. The promotion results of i-SAMS school learners will populate the CEMIS programmatically. The school can print a CEMIS promotion schedule after the promotions have been captured in i-SAMS.

7. For assistance or queries, please contact your IMG manager or the CEMIS administrator at your education district office or Head Office. The telephone numbers are available on the CEMIS under the administration function.

8. The CEMIS administration thanks schools for their hard work and co-operation during the past year, and wishes them success with the examinations and the end-of-year administration.

9. Kindly bring the content of this minute to the attention of all concerned.


SIGNED: MM HARKER
HEAD: EDUCATION
DATE: 2010:11:11