1. The gazetted Annual Survey for ordinary schools will be conducted on 4 March 2014. Principals will be required to sign off on the accuracy of the learner data on CEMIS. Please ensure that the following reflect correctly on CEMIS by 4 March 2014:
1.1 Learners are in the correct grades, classes and LOLT category;
1.2 Learner transfers (in and out) have been completed; and
1.3 Grade changes have been completed.

2. The Annual Survey also requires that schools update educator information and complete capture screens. This task should be signed off by no later than 26 March 2014 by ensuring the following:
2.1 Educator information has been updated regarding years of experience, and the grades and subjects taught during 2014;
2.2 All capture screens have been completed and pre-populated screens updated e.g. school fees and infrastructure tables; and
2.3 Learner tracking has been maintained by transferring learners on the dates they are admitted to or leave the school.

3. As the institutional EMIS officer, the principal must manage the data processes to ensure that evidence of verification and the signatures of staff delegated to check the data, are present. The school EMIS data business process must be recorded to ensure accountability for data accuracy, as the information is auditable. Please refer to Knowledge and Information Management Circular 0003/2012 for more information. Principals are also kindly reminded that as of this year, accurate CEMIS data is a pre-condition for schools to receive Norms and Standards funding (Knowledge and Information Management Circular 0044/2013).

4. A national Identity Number (ID) is mandatory for learners on all computerised school administration and management systems. An official circular in this regard will be published shortly. A CEMIS report is available to identify learners without identity numbers and to facilitate the capturing of missing identity numbers. Should the learner not be in possession of a valid ID number, please facilitate the process of acquiring one by following the guidelines provided in the forthcoming circular.

5. Principals should coordinate Annual Survey processes to ensure accuracy and timeous completion.

6. Please direct all queries relating to this circular to T Pokolo and T Abbas at tel. nos. 021 467 2289 and 021 467 9290 respectively.


SIGNED: M M HARKER
DEPUTY DIRECTOR-GENERAL: EDUCATION PLANNING
DATE: 2014:02:13