| 1. |
The Annual Survey of ordinary schools is gazetted and must provide accurate and verified data on every ordinary school as at 5 March 2013, particularly information on learners. Please ensure and sign off the following on the CEMIS: |
| 1.1 |
That learners are in their correct grades and classes |
| 1.2 |
That learner transfers (in and out) have been completed |
| 1.3 |
That grade changes have been completed |
| 2. |
The Annual School Survey also requires educator information and some capture screens to be completed and verified, including a series of questions on ICT at your school. The educator information and capture screens must be completed as follows and signed off by 26 March 2013: |
| 2.1 |
Update educator information on years of experience, and grades and subjects they are teaching in 2013. |
| 2.2 |
Complete all capture screen and ensure that pre-populated screens are updated e.g. school fees and infrastructure tables. |
| 2.3 |
Continue to maintain learner tracking by transferring learners on the date they are admitted to or leave your school. |
| 3. |
As the school's EMIS officer, the principal must ensure that all data is verified and signed off by the staff responsible for verification. Please refer to the screen message on the front page of the CEMIS for more details. As all data is required for audits, the accuracy of this information is crucial. |
| 4. |
The learner data will also be used at the end of February 2013 to register learners for the Annual National Assessments (ANAs). In this connection, please complete the following tasks and verify the data by 20 February 2013: |
| 4.1 |
A special printable learner ANA registration report is provided on the CEMIS to simplify the checking process at schools. Errors must be corrected, using the correction facilities on the CEMIS. |
| 4.2 |
Learner disabilities are also displayed on the CEMIS. Should the disability status of a learner need to be changed, please contact your district SNE co-ordinator, who will update the field on the CEMIS accordingly. |
| 4.3 |
Please note that it is to become compulsory for every learner to have an identity document (ID) number. Capture ID numbers provided by parents on the CEMIS, and use the CEMIS report to identify learners who do not have ID numbers. Should a learner not be in possession of an ID, please send a written notification to the parents concerned, informing them that they are required to obtain an ID for their child and referring them to the local Home Affairs office. Keep a record of all such notifications. |
| 5. |
The co-operation of all schools with the above processes will be much appreciated. |
SIGNED: SH MAFANGA-KIBI
ACTING: DEPUTY DIRECTOR-GENERAL: EDUCATION PLANNING
DATE: 2013:02:15
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