| 1. |
As you are aware, your school is assigned to Phase 4 of the Western Cape Education Department (WCED) Language and Numeracy intervention (LitNum Intervention). The phase is conducted over 2 cycles as follows:
- Cycle 1 will begin in June-July 2015, with a 5-day in-service training session for teachers in either Language or Mathematics. This will be followed by onsite support to teachers by specialist service providers to implement the methodologies, deepen content knowledge and build a community of practice. Cycle 1 concludes in June 2016.
- Cycle 2 begins in June 2016. The initial, 5-day training will be held during June-July 2016. In Cycle 2 all schools that previously received Language support in Cycle 1, will now receive Mathematics support during Cycle 2, and vice versa.
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| 2. |
This minute serves as a formal notice to all Phase 4 schools that Cycle 1 training will take place during June-July 2015 (as announced at the district information meetings with school management). Teachers and HODs should reserve the relevant dates below:
| 29 June to 03 July 2015 |
13 July to 17 July 2015 |
Training will take place over 5 days. The times are as follows:
- Monday: Registration at 08:00. Training begins 08:30 and ends 16:00
- Tuesday to Thursday: 08:30 to 16:00
- Friday: 08:30 to 14:00
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| Metro Central Education District |
Metro North Education District |
| Cape Winelands Education District |
Metro East Education District |
| West Coast Education District |
Eden and Central Karoo Education District |
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| 3. |
As in the past and where possible, training will take place at centralised venues in the metro and rural districts. |
| 4.1 |
Principals are requested to complete the attached registration form (either Annexure C or Annexure D) and return it before Thursday, 30 April 2015, to the relevant district GET co-ordinator. |
| 4.2 |
The following teachers must be registered to attend the training: |
| 4.2.1 |
Schools that will receive Language training and support in Cycle 1 (see Annexure A):
- All Foundation Phase teachers (Grades 1 to 3), but only those Intermediate Phase teachers who teach Languages (Grades 4 to 6).
- Annexure C, the Language course registration form, must be completed.
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| 4.2.2 |
Schools that will receive Mathematics training and support in Cycle 1 (see Annexure B):
- All Foundation Phase teachers (Grades 1 to 3), but only those Intermediate Phase teachers who teach Mathematics (Grades 4 to 6).
- Annexure D, the Mathematics course registration form, must be completed.
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| 4.3 |
Note that Grade R teachers 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; or
- will teach Grades 1 to 6 in 2016 and will be teaching Language/Mathematics.
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| 4.4 |
In order to avoid any logistical problems at the training, it is essential that schools provide accurate registration information. All planning and arrangements for the training (including the number of manuals per language, facilitators, groups, venues, catering and accommodation, etc.) are based on this information. |
| 5.1 |
A travel allowance will be paid, subject to the following conditions:
- Full training course attendance is confirmed.
- 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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| 5.2 |
Travel claims will be assessed according to the following criteria:
| 5.2.1 |
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. |
| 5.2.2 |
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. |
| 5.2.3 |
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. |
| 5.2.4 |
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 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 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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| 5.2.5 |
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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| 6. |
Accommodation and meals (where applicable) in rural districts only |
| 6.1 |
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 6.3 below.
- Only 1 option (see 6.3 below) may be selected and teachers will not be reimbursed for any change or alternative accommodation.
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| 6.2 |
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 start of the workshop. |
| 6.3 |
Types of accommodation:
Teachers who are eligible for accommodation may register for ONE of the options below:
| 6.3.1 |
Hostel accommodation |
Hostel accommodation, at no charge to teachers, will be provided. The following conditions apply:
- Registration form (Annexure C or D) must be submitted by Thursday, 30 April 2015.
- Teachers will share rooms.
- Teachers are required to bring their own bedding, towels and toiletries.
- Sunday arrival time is up until 17:00 only
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| 6.3.2 |
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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| 6.3.3 |
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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| 6.3.4 |
Private short term rental/lease agreements |
The following conditions will apply:
- The school will be responsible for the 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 GET co-ordinator, in advance, requesting the use of 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 and supporting documentation (the lease and the approval of the 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 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 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 the original documentation
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| 7.1 |
All teachers who wish to lodge a claim must complete the attached 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. Teachers must complete this form BEFORE the training starts (that is, arrive at the venue with this form already completed). |
| 7.2 |
All claims must be supported by original documentation. No faxes or photocopies will be accepted. |
| 7.3 |
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. |
| 7.4 |
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. |
| 7.5 |
All claims must be submitted at the training venue where officials will be on hand to assist claimants. |
| 7.6 |
No late or incomplete claims will be accepted unless there are exceptional extenuating circumstances, and reimbursement cannot be guaranteed. |
| 8. |
Queries
Should you have any further queries, please do not hesitate to contact the relevant district GET co-ordinator:
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| 9. |
Principals are requested to ensure that the information in this minute is conveyed to all teachers and that registration details are lodged with the district's GET co- ordinator by no later than Thursday, 30 April 2015. |
SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2015:03:20
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