1. The administration of applications for learner transport schemes (LTSs) has become a concern as projections indicate that the need for LTSs in the province is increasing beyond the available budget. The following procedures and controls will be applied in the application process from the beginning of the 3rd school quarter 2012.

2. A fully motivated application for an LTS must be completed and submitted, via the education district office, to Head Office by the due dates indicated in paragraph 4 to ensure that applications are timeously approved and implemented. The approval of applications is subject to the availability of funds. Prior approval must be obtained from Head Office before additional learners are transported on a route. Contractors will not be remunerated for any learners transported without prior approval having been obtained.

3. New routes must be instituted at the beginning of a school year. Thus the application for the institution of a new LTS must be submitted in the following manner. Schools must use the month of August 2012 to prepare a fully motivated application and submit it to the Education District Office by 31 August 2012. The Education District Office must use the month of September 2012 to prepare the route map and route specifications to ensure that a fully motivated application is submitted to Head Office by 30 September 2012.

4. Ordinary public schools must submit all applications for LTSs for the 2013 academic year at least one month in advance of the dates as indicated below to their education district office, for the attention of the Deputy Director: Corporate Services. District offices will then ensure that all the applications are forwarded to the Chief Director: Districts (Attention: Mr R Larney) by the dates indicated below.

TERM STARTING DATE OF TERM DUE DATE FOR APPLICATIONS AT HEAD OFFICE
1 16 January 2013 30 September 2012
2 8 April 2013 1 March 2013
3 15 July 2013 3 June 2013
4 1 October 2013 No new learners will be included on an LTS from the start of the fourth school quarter.

5. After an application has been considered at Head Office, the outcome will be conveyed to the Chief Director: Districts, who will then inform all the relevant parties of the outcome.

6. The following measures will be implemented from the beginning of the 3rd school quarter of 2012:

  • Prior approval must be obtained from Head Office before additional learners are transported on a route. Contractors will not be paid for learners transported without approval.

  • Additional learners and/or the extension of an existing route will be approved with effect from a current date. This date will be from the beginning of the month that follows the month in which the application was received. No retrospective approvals will be granted.

  • No new routes will be instituted during the fourth school term.

  • Before considering the inclusion of learners on a transport scheme, district offices will investigate whether such learners can be placed in schools within a 5 kilometre radius of their homes.

  • WCED policy on LTSs determines that the following areas do not qualify for learner transport:

    • Towns in rural districts where public transport is readily available and where sufficient classroom space or an appropriate school is available
    • Areas of the Cape Town Metropole where public transport is available

    District offices will investigate what routes can be shortened, phased out or terminated where the necessary facilities exist.

  • Late applications will not be considered, unless accompanied by an acceptable written explanation.
7. It will be appreciated if the stipulations contained in this minute can be strictly adhered to.


SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2012:06:20