1. The facility for online capture on the Central Education Management Information System (CEMIS) of the 2011 promotions will be available from Tuesday, 15 November 2011.

2. The procedure will be the same as that undertaken in 2010.

3. Please ensure that only learners who are currently registered at your school appear on the CEMIS.

4. Any learner who has left the school to go to another school must be transferred out on the CEMIS.

5. Any learner who transferred to another province or country must be de-registered from the CEMIS.

6. All checking and correcting of your school's learner particulars must be completed before progressions/promotions commence on Tuesday, 15 November 2011.

7. Capturing promotion results online (CEMIS)
7.1 Point to Promotions 2011 on the CEMIS menu and click on Promotion Summary.
7.2 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.
7.3 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.
7.4 There are three steps to allocate a promotion result to a learner or group of learners:
7.4.1 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.
7.4.2 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.
7.4.3 Click the Submit button.
7.5 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.
7.6 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.
7.7 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 progression status to NRP.
7.8 The principal must manage the process that will ensure that the progression/promotion result captured on CEMIS for each learner corresponds exactly with the result that appears on the school's progression/promotion schedule.

8. The CEMIS progression/promotion schedule
8.1 After the promotion results have been finalised for all learners in the grade and verified for correctness, the final CEMIS progression/promotion schedule can be printed.
8.2 This schedule must be presented to the IMG manager, together with the school progression/promotion schedule. The principal must be able to show the IMG manager that the school and CEMIS promotion schedules have been reconciled.
8.3 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.
8.4 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 progression/promotion schedule, the changes must be captured on the online CEMIS promotions program as well.
8.5 The principal and IMG manager must sign both schedules, thereby confirming their correctness and declaring these documents as official records of the grades and progression/promotion status of each learner.
8.6 The IMG manager will then lock the progression/promotion function on CEMIS for that school. While locking can be done per grade, the school's complete set of progressions/promotions will be locked only when all grades have been locked. The system allows locking only if all learners per grade have received a progression/promotion status.

9. i-SAMS: The progression/promotion results of learners at i-SAMS schools will be populated into CEMIS programmatically. The school can print a CEMIS progression/promotion schedule after the progression/promotion results have been captured in i-SAMS and the principal has signed off in i-SAMS. The IMG manager signs off the promotion results of an i-SAMS school on the Provincial i-SAMS. This sign-off locks the school's promotion process.

10. 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. For your convenience the numbers are listed below:

District Contact Number District Contact Number
Metro Central 021 659 4333 Cape Winelands 023 348 0645
Metro East 021 900 7116 Eden & Central Karoo 044 803 8344
Metro North 021 938 3168 Overberg 023 348 0645
Metro South 021 703 3198 West Coast 021 860 1554

11. The WCED would like to thank all 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.

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


SIGNED: MM HARKER
DEPUTY DIRECTOR-GENERAL: EDUCATION PLANNING
DATE: 2011:11:11