1. The Annual Survey for ordinary schools is gazetted and accurate data must be obtained on every ordinary school, as at 6 March 2012 (CEMIS Day 2).

2. Schools completing the online survey must ensure that

  1. the correct learners are displayed per class and that the learner details are verified as accurate;
  2. the capture screens are accurately completed; and
  3. the staff information is updated per individual, with the current details for 2012.
3. Data accuracy is of critical importance and the school principal must take responsibility for the accuracy of the data by signing it by Tuesday 6 March 2012. The accuracy of the data must also be confirmed by the IMG manager.

4. The learner data will be used to register the learners for the Annual National Assessments (ANAs), the WCED’s systemic tests for Grades 3, 6 and 9, and LTSM orders. All provinces are required to submit ANA learner registration data from mid-February 2012.

5. With regard to registration for the ANAs for Grades 3, 6 and 9, all schools must verify the accuracy of the following data fields on CEMIS or iSAMS:

  1. The Language of Learning and Teaching (LOLT) of every learner (Use the CEMIS LOLT verification report.)
  2. The subject taken at Home Language level (Use the CEMIS GET Band subject correction facility.)
  3. The subject taken at First Additional Language level (Use the CEMIS GET Band subject correction facility.)
  4. The gender, race, date of birth and national identity document (ID) number (The ID number must contain the correct 13 digits printed in the learner’s ID.)
  5. Any learner disability information captured in the CEMIS must be checked. If this information has changed, your district’s special need education co-ordinator must be contacted.
6. A special printable learner ANA registration report will be provided on the CEMIS to simplify the checking process at school. Errors must be corrected via the correction facilities on CEMIS.

7. For the managing of the ANAs and WCED’s systemic tests, it is important to record the correct LOLT for each learner as the correct number of questions papers for each language group have to be printed and distributed to schools.

8. The principal should co-ordinate the above tasks so as to ensure correct and timely completion. An appeal is made to principals to verify the data prior to and no later than 6 March 2012.

9. Kindly note that the WCG internal audit team as well as the AG’s external audit teams, will audit the CEMIS learner data at schools.


SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2012:02:24