| 1. |
This minute replaces Circular 0050/2005 and should be read with the guidelines contained in the Procedure Manual for Centre Managers and Site Co-ordinators of Community Learning Centres. |
| 2. |
District offices and community learning centres (CLCS) are requested to adhere to the following procedures in order to simplify the provision of information by CLCs and the registration, funding, closure and name-changing of CLCs. |
| 3. |
Registration of community learning centres |
| 3.2 |
Each centre must meet the relevant criteria before its registration will be considered. |
| 3.3 |
Applications must be submitted to the WCED for consideration, via the relevant district office and on the prescribed CLC2 application form. |
| 3.4 |
After the relevant district official has evaluated the application, the recommendation of the district office must be forwarded to Head Office for the attention of the Adult Education and Training (AET) Subdirectorate. |
| 3.5 |
The applicant will be informed of the outcome of the application via the district office. |
| 3.6 |
Approval for the closure or moving of a centre must be obtained from the WCED, via the district office, prior to the intended closure or move. The district office must forward the relevant information on the intended closure or move to the AET Subdirectorate. |
| 4. |
Duty of centres to provide information |
| 4.1. |
After a centre has been registered with the WCED, it is compelled to submit the following documentation to the WCED: |
| 4.1.1 |
Snap- and Annual Surveys |
| 4.1.2 |
Quarterly Summary of Learner Attendance |
| 4.1.3 |
Quarterly Summary of Educator Attendance |
| 4.2 |
The district office must submit the Snap- and Annual Survey forms to the Directorate: Knowledge and Information Management. |
| 4.3 |
Allocations to centres will be withheld if the above-mentioned documents are not submitted. |
| 5.1 |
Once a centre has been registered, the WCED may consider funding the centre. To be considered for funding, a centre must |
| 5.1.1 |
comply with paragraph 38(1)(J) of the Public Financial Management Act (PFMA) by completing and submitting the Evaluation Questionnaire for Western Cape Community Learning Centres: Compliance with the Public Financial Management Act and its annexures; and |
| 5.1.2 |
apply for funding annually by completing the relevant CLC3 form and submitting it to the WCED by no later than 15 June each year. |
| 5.2 |
If funding is approved and the centre complies with paragraph 38 (1) (J) of the PFMA, one quarter's tranche will be paid after the WCED has received a satisfactory financial report on the WCED-043 form. The WCED-043 form must be submitted to the district office’s Corporate Services Section within 30 days of the beginning of each quarter. |
| 5.3 |
All CLCs are compelled to submit quarterly financial reports on the WCED-043 form and annual audited financial statements to Head Office, via the Corporate Services Section of their district office. |
| 6.1 |
Should the governing body of a centre decide to close the centre, the WCED must be informed, via the district office, of such a decision at least three months prior to the intended closure. The date of the intended closure must be specified. |
| 6.2 |
Such information will be forwarded to the AET Subdirectorate by the district office. |
| 6.3 |
Arrangements for the transfer of learners and educators must be done in consultation with the district office. |
| 7.1 |
If the governing body has approved the change of the centre’s name, an application to change the name must be submitted to the AET Subdirectorate, via the district office. |
| 7.2 |
The forwarded application must be accompanied by the district office's recommendation. |
| 7.3 |
The centre concerned will be informed, via the district office, of the outcome of the application. |
SIGNED: J H LYNERS
DEPUTY DIRECTOR-GENERAL: INSTITUTION DEVELOPMENT & CO-ORDINATION
DATE: 2013:03:06
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