| 1. |
Training of educators in cohort 1: There were 350 Mathematics educators from174 schools who attended training in Mathematics pedagogy and content in July 2015. The list of schools is attached. (Annexure A). The focus of this Grade 8 and 9 training was on the topics that are taught during the second half of the school year. |
| 2. |
It is important that the same cohort of educators completes the training that focuses on the Mathematics content that is taught in the first half of the year. This training will take place from 06 to 08 January 2016 at the Cape Teaching and Leadership Institute (CTLI). |
| 3. |
Educators from the schools listed in Annexure A must please register for the January 2016 training. The registration form is attached.(Annexure B). It should be faxed or emailed to the relevant district GET co-ordinator. |
| 4. |
Training of educators in cohort 2: There are many Grade 8 and 9 Mathematics educators who did not attend the July training but whose schools would benefit from the January course in preparation for the first semester of 2016. |
| 5. |
This additional cohort of educators is invited to join the training that will take place from 06 to 08 January 2016 so that they are able to meet the demands of the curriculum set for the first half of the year. A final course for this cohort will be presented in July 2016. There will be no further training offered of this nature for Grade 8 and 9 educators as Mathematics training for lower grades will receive priority in the coming years. |
| 6. |
Registration to attend the January training must be done on the registration forms attached. Principals are requested to complete the attached registration form and return it on or before Friday, 16 October 2015, to the relevant district GET Co-ordinator. |
| 7.1 |
Claims are subject to the following conditions only if:
- A full training course attendance is confirmed.
- The total distance travelled for the 3-day period must exceed 60 km, i.e. at least a 20 km return trip each day.
- The total distance claimed for the 3-day period may not exceed 420 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 420 km travelled and are advised to register for accommodation instead.
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| 7.2 |
Travel claims will be assessed according to the following criteria:
| 7.2.1 |
Use of own car |
As far as possible, educators 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. |
| 7.2.2 |
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. |
| 7.2.3 |
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. |
| 7.2.4
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Use of a registered service provider NB: prior approval must be obtained in writing from the district 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 district GET co-ordinator. The lowest quotation will be accepted. |
| Step 3) |
The district GET co-ordinator must provide written confirmation to the principal 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 details of the distance travelled. The quotations, approval of the district 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 GET co-ordinator.
Educators must arrange a group pick-up at a central point.
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| 7.2.5 |
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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| 8. |
Accommodation and meals (where applicable) for rural districts only |
| 8.1 |
Accommodation and meals (breakfast and dinner) will be provided, subject to the following conditions:
- The distance to the training venue must exceed 60 km one way, i.e. 120 km return trip.
- 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 8.3 below) may be selected and educators will not be reimbursed for any change or alternative accommodation.
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| 8.2 |
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 day before the start of the workshop. |
| 8.3 |
Types of accommodation:
Educators who are eligible for accommodation may register for ONE of the options below:
| 8.3.1 |
CTLI Hostel accommodation |
Hostel accommodation at the CTLI, at no charge to educators, will be provided. The following conditions apply:
- Registration form (Annexure B) must be submitted by Friday, 16 October 2015.
- Educators will share rooms.
- Educators are required to bring their own bedding, towels and toiletries.
- Arrival time is up until 17:00 only on the day before training starts.
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| 8.3.2 |
Registered hospitality establishments e.g. bed and breakfast, guest houses, hotels |
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 or late claims are not guaranteed of payment.
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| 8.3.3 |
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/friend concerned, countersigned by the claimant and submitted at the training course.
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| 8.3.4 |
Private short term rental/lease agreements |
The following conditions will apply:
- The school will be responsible for accommodation arrangements and payment (all the costs for dinner, bed and breakfast) thereof.
- Due process must be followed:
| Step 1) |
The school must submit a letter to the district GET co-ordinator, in advance, requesting the use of a rented facility to accommodate a group of educators. Details of the accommodation, including the lease agreement and the names of educators must be provided. |
| Step 2) |
The district 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 and supporting documentation (the lease and the approval of the district GET co-ordinator) at the training course. |
- The claim will be treated as one bill, payable to the school.
- A maximum amount of R250 per day per educator will be paid ¡V 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 above this amount 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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| 9.1 |
All educators who wish to lodge a claim must complete a Bank Details Form and submit it to the claims desk at the training venue on the first day. The Bank Details Form must be stamped by the bank and only an original form may be submitted. No faxes or photocopies will be accepted. Educators must complete this form BEFORE the training starts (that is, arrive at the venue with this form already completed). |
| 9.2 |
All claims must be supported by original documentation. No faxes or photocopies will be accepted. |
| 9.3 |
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 educators in this regard. Proof of payment must be kept. |
| 9.4 |
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. |
| 9.5 |
All claims must be submitted at the training venue where officials will be on hand to assist claimants. |
| 9.6 |
No late or incomplete claims will be accepted unless there are exceptional extenuating circumstances and reimbursement cannot be guaranteed. |
| 10. |
Queries
Should you have any further queries, please do not hesitate to contact the relevant district GET co-ordinator:
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| 11. |
Principals are kindly requested to bring this minute to the attention of all Grade 8 and 9 Mathematics educators. |
SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2015:09:30
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