| 1. |
This notice serves as a follow-up to Curriculum Minute DCG 0003/2014 which gave formal notice to all Phase 3 schools of the Cycle 2 training that will take place during June-July 2014. |
| 2. |
This minute contains details of the venues for the training as well as an update and training requirements. |
| 3. |
The training dates and times are listed below. The specific venues for the respective courses are indicated in Annexure A.
| 30 June to 04 July 2014 |
14 July to 18 July 2014 |
Training will take place over 5 days. The times are as follows:
- Monday: Registration at 8:00. Training begins 8:30 and ends 16:00
- Tuesday to Thursday: 8:30 to 16:00
- Friday: 8:30 to 14:00
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| Metro Central Education District |
Metro South Education District |
| Metro North Education District |
Metro East Education District |
| West Coast Education District |
Eden and Central Karoo Education District |
| Cape Winelands Education District |
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| 4.1 |
Curriculum Minute DCG 0003/2014 required that the following teachers be registered to attend the training and that the registration forms be returned to the district GET co-ordinator before 17 April 2014: |
| 4.1.1 |
Schools that will receive Language training and support in Cycle 2 (see Annexure A):
- All Foundation Phase teachers (Grades 1 to 3) but only those Intermediate Phase teachers who teach Languages (Grades 4 to 6) must be registered.
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| 4.1.2 |
Schools that will receive Mathematics training and support in Cycle 2 (see Annexure B):
- All Foundation Phase teachers (Grades 1 to 3) but only those Intermediate Phase teachers who teach Mathematics (Grades 4 to 6).
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| 4.2 |
Note that Grade R and Grade 7 teachers are NOT required to attend the training, unless they are:
- The Foundation/Intermediate Phase HOD.
- The Language or Mathematics subject head for the Phase.
- Will change to Grades 1 to 6 in 2015, and will be teaching Language/Mathematics.
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| 4.3 |
All planning and logistics (including the numbers of manuals per language, the facilitators, groups, venues, catering and accommodation, etc.) have been based on the registration data submitted by schools. |
| 4.4 |
Full attendance is required at the course as the programme sequence and content is accumulative, that is, each session builds successively upon each prior session. |
| 4.5 |
Attendance will be monitored and non-attendance will be followed up by the district as there are audit implications for the WCED (the internal auditor will require a report on fruitless and wasteful expenditure). Principals are required to be available for contact (e.g. on their cellphones) in the event of attendance queries from district officials during the week of the training. |
| 4.6 |
Participants will receive a certificate of attendance at the end of the cycle which will reflect attendance at the June/July training as well as all school-based tutorials. |
| 4.7 |
Any queries regarding registration or attendance must be brought to the immediate attention of the district GET co-ordinator. |
| 5.1 |
Teachers who will attend the Language course are required to bring the following materials:
- 2013 ANA Language results for his / her class and school.
- Home Language Curriculum and Assessment Policy Statement (CAPS).
- Textbook (that is currently used in the teacher's class).
- National department Home Language workbook.
- Class reader.
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| 5.2 |
Teachers who will attend the Mathematics course are required to bring the following materials:
- 2013 ANA Mathematics results for his / her class and school.
- Mathematics Curriculum and Assessment Policy Statement (CAPS).
- Textbook (that is currently used in the teacher's class).
- National department Mathematics workbook.
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| 6.1 |
A travel allowance will be paid subject to the following conditions:
- Full training course attendance is confirmed (on the daily attendance register).
- The total distance travelled for the 5-day period must exceed 100 km, i.e. at least a 20 km return trip each day.
- The total distance claimed for the 5-day period may not exceed 700 km, i.e. not more than a 140 km return trip each day. Participants who exceed this distance will not be reimbursed for more than 700 km travelled and are advised to register for accommodation instead.
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| 6.2 |
Travel claims will be assessed according to the following criteria:
| 6.2.1 Use of own car |
As far as possible, teachers must share transport.
Only the driver or owner of the vehicle may claim for the kilometres travelled. Passengers must be listed.
A standard rate of R3.00 per kilometre will be paid. Engine capacity will not apply. |
| 6.2.2 Use of a lift club (paid or free) in a private car |
Only the driver or owner of the vehicle may claim for the kilometres travelled. Passengers must be listed.
A standard rate of R3.00 per kilometre will be paid. Engine capacity will not apply. |
| 6.2.3 Use of the school bus |
The school must submit a letter indicating that the school bus was used for this course, the names of the passengers and the distance travelled.
A standard rate of R3.00 per kilometre will be paid.
Engine capacity will not apply. |
| 6.2.4 Use of a registered service provider
NB: prior approval must be obtained in writing from the district’s GET co-ordinator. |
| Step 1) |
The school must obtain 3 quotations prior to the training. |
| Step 2) |
The school must submit these quotations to the GET co-ordinator. The lowest quotation will be accepted. |
| Step 3) |
The GET co-ordinator must confirm that the service can be contracted. |
| Step 4) |
The school must arrange for the hire of the service. |
| Step 5) |
After the service the SCHOOL must pay the service provider and obtain a receipt. |
| Step 6) |
For reimbursement the school must submit a letter to the district claims manager indicating that the service provider was used, list the names of the passengers and detail the distance travelled. The quotations, approval of the GET co-ordinator and the final paid invoice must be attached. |
All paperwork must be kept as evidence for the internal auditor.
The WCED will ONLY reimburse the school upon receipt of signed documentation, including the prior written approval from the district’s GET co-ordinator.
Teachers must arrange a group pick-up at a central point.
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| 6.2.5 Use of public transport, e.g. a public taxi, bus, train for short distance travel |
Claims must indicate the start and end point of each stage of the journey.
Reimbursements will be made according to standard rates.
Evidence (tickets) may be requested by the claims official in order to validate the claim.
No metered taxi fares may be claimed. |
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| 7. |
Accommodation and meals (where applicable) in rural districts only |
| 7.1 |
Accommodation and meals (dinner and breakfast) will be provided subject to the following conditions:
- The distance to the training venue must exceed 60 km one way per day.
- Full training course attendance is confirmed.
- Registration is completed in advance.
- Full compliance with the requirements set out in 8.3 below.
- Only 1 option (see 7.3 below) may be selected and teachers will not be reimbursed for any change or other accommodation.
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| 7.2 |
Accommodation will be provided from the first to the last day of the training course, with the option of checking in at 14:00 and 17:00 on the Sunday before the workshop begins. |
| 7.3 |
Types of accommodation:
Teachers who are eligible for accommodation may register for ONE of the options below:
| 7.3.1 |
Hostel accommodation |
Hostel accommodation, at no charge to teachers, will be provided. The following conditions apply:
- Registration form (Annexure C or D) should have been submitted by 17 April 2014.
- Teachers will share rooms.
- Teachers are required to bring their own bedding, towels and toiletries.
- Sunday arrival time is up until 17h00 only.
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| 7.3.2 |
Registered hospitality establishments e.g. bed and breakfast, guest house, hotel |
The following conditions will apply:
- Up to R300 per day may be claimed for dinner, bed and breakfast.
- An original invoice from the establishment must be countersigned by the claimant and submitted at the training course.
- Incomplete claims or late claims are not guaranteed to be paid.
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| 7.3.3 |
Family / friends accommodation |
The following conditions will apply:
- Up to R130 per day may be claimed for dinner, bed and breakfast.
- This claim must be accompanied by a sworn affidavit from the relative concerned, countersigned by the claimant and submitted at the training course.
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| 7.3.4 |
Private short term rental / lease agreements |
The following conditions will apply:
- The school will be responsible for the accommodation arrangements and payment thereof. The school will be responsible for all the costs for dinner, bed and breakfast.
- Due process must be followed:
| Step 1) |
The school must submit a letter to the GET co-ordinator, in advance, requesting to use a rented facility to accommodate a group of teachers. Details of the accommodation, including the lease agreement, and the names of teachers must be provided. |
| Step 2) |
The GET co-ordinator must approve the arrangement in writing. No arrangements can be concluded without this. |
| Step 3) |
The school must pay and submit the receipt with supporting documentation (the lease and the approval of the GET co-ordinator). |
- The claim will be treated as one bill, payable to the school.
- A maximum amount of R250.00 per day per teacher will be paid - this includes all accommodation, dinner, bed and breakfast costs. The actual amount reimbursed will however depend on the actual costs, up to a maximum of R250 per person per day. Any costs over will not be paid by the WCED.
- All original meal receipts, till receipts, etc., must be signed off and submitted with a summary.
- The whole claim must be submitted AS ONE BILL with a covering letter from the school supported by all original documentation.
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| 8.1 |
The attached Bank Details Form must be submitted on day 1 by:
- All educators on contract to WCED.
- All SBG educators.
- All educators who have changed banking details in the past year.
Only the original form with an original bank stamp may be submitted. No faxes or photocopies will be accepted. Teachers must complete this form BEFORE the training starts (that is, arrives at the venue with this form already completed).
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| 8.2 |
All claims must be supported by original documentation. No faxes or photocopies will be accepted. |
| 8.3 |
Claimants will be reimbursed only after completion of the training course and therefore will have to pay their own expenses up front. Where necessary, schools are kindly requested to assist their teachers in this regard. Proof of payment must be kept. |
| 8.4 |
Reimbursements will be made only after careful scrutiny of the claim and the WCED reserves the right to make the final decision where there is any discrepancy or non-compliance. |
| 8.5 |
All claims must be submitted at the training venue where officials will be on hand to assist claimants. |
| 8.6 |
No late or incomplete claims will be accepted unless there are exceptional, extenuating circumstances supported by evidence. Reimbursement, however, cannot be guaranteed. |
| 8.7 |
Only claims submitted in accordance with the above requirements will be paid out in full. Claimants who do not receive payment by 15 October 2014 may request a follow up. All such requests must be submitted in writing to the district GET co-ordinator by 30 October 2014. |
| 9. |
Queries
Should you have any further queries, please do not hesitate to contact the relevant district GET co-ordinator whose contact details are given below:
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| 10. |
Principals are requested to ensure that the information in this minute is conveyed to all the teachers who are registered to attend. |
SIGNED: PP SATYO
ACTING DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2014:06:03
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