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REFERENCE:  44393
14/3/2
ENQUIRIES:   L Bredenkamp    TEL:   021 467 2943  FAX:   021 461 5637

EXAMINATIONS ADMINISTRATION MINUTE:  0001/2015


TO:   

DEPUTY DIRECTORS-GENERAL, CHIEF DIRECTORS, DIRECTORS (HEAD OFFICE AND EDUCATION DISTRICT OFFICES), DEPUTY DIRECTORS, CHIEF EDUCATION SPECIALISTS, HEADS: CURRICULUM CO-ORDINATION AND ADVICE, CIRCUIT TEAM MANAGERS, HEADS: IMG CO-ORDINATION AND ADVICE, IMG MANAGERS, GET CO-ORDINATORS, DEPUTY CHIEF EDUCATION SPECIALISTS, SENIOR CURRICULUM PLANNERS: GENERAL EDUCATION AND TRAINING, ASSESSMENT CO-ORDINATORS, CURRICULUM ADVISERS AND HEADS OF INSTITUTIONS WHICH OFFER GRADES 1 TO 9


 

VERIFICATION OF LEARNER REGISTRATION INFORMATION ON THE CENTRALISED EDUCATION MANAGEMENT INFORMATION SYSTEM (CEMIS) IN PREPARATION FOR THE 2015 ANNUAL NATIONAL ASSESSMENTS (ANA) FOR GRADES 1 TO 9


1. The Department of Basic Education (DBE) has revised the implementation of the Annual National Assessments (ANA) to include Grades 7 and 8 from 2015. This will ensure that greater focus is provided to the senior phase in the General Education and Training (GET) band, where poor learner performance has been a concern.

2. The ANA will be administered in Language and Mathematics in all grades as was the case in previous years. The administration of the ANA is scheduled to take place between 15 to 18 September 2015.

3. To ensure that each learner receives the ANA tests in the correct grade and language of learning and teaching (LoLT), it is important that the registration of learners in Grades 1 to 9 is accurately recorded on CEMIS and updated by 20 March 2015

4. The following is applicable to learner registration for the ANA, for ordinary public schools, state subsidised independent schools and some special needs schools:
4.1 Each learner has to write a Language test and a Mathematics test.
4.2 Each test will be provided in the LoLT of the learner.
4.3 In the case of the Intermediate and Senior Phases, the level of the Language test must be the same as the level (Home Language or First Additional Language) at which that language is studied at school.
4.4 The language levels of the tests are explained in paragraphs 4.5 and 4.6 below.
4.5 Language of assessment in the Foundation Phase (Grades 1 – 3)

In the Foundation Phase, the ANA will be provided at Home Language level.

Subject taken Language of learning and teaching (LoLT) Language of ANA Language test Language of ANA Mathematics test
isiXhosa Home Language isiXhosa isiXhosa Home Language isiXhosa
Afrikaans Home Language Afrikaans Afrikaans Home Language Afrikaans
English Home Language English English Home Language English
SeSotho Home Language SeSotho SeSotho Home Language SeSotho
4.6 Language of assessment in Grades 4 to 9

Learners in Grades 4 to 9 will be assessed in either English or Afrikaans (either at Home Language level or at First Additional Language level) as explained below:

Home Language subject taken First Additional Language subject taken Language of learning and teaching (LoLT) Language of ANA Language test Language of ANA Mathematics test
English Home Language isiXhosa First Additional Language English English Home Language English
Afrikaans Home Language English First Additional Language Afrikaans Afrikaans Home Language Afrikaans
Afrikaans Home Language English First Additional Language English English First Additional Language English
isiXhosa Home Language English First Additional Language English English First Additional Language English
English Home Language Afrikaans First Additional Language English English Home Language English
isiXhosa Home Language Afrikaans First Additional Language Afrikaans Afrikaans First Additional Langauge Afrikaans
4.7 To verify that the learner totals and LoLT are correct per grade, log onto CEMIS and go to "Assessments".
4.7.1 Select the "ANA 2015" tab, click on the "LoLT report".
4.7.2 Check that the learner numbers and the LoLT indicated are correct for the learners writing the Language and Mathematics tests. Make the necessary corrections on the LoLT sheet. Once the LoLT sheet has been corrected, the changes are automatically saved.
4.7.3 The sign off page for the LoLT report is accessed by selecting "ANA Print Statistics" under "ANA 2015" on the "Assessment" menu. Capture the Principal’s name and surname and the date in the "sign off details" block and click on "submit details" to sign off the LoLT report for your school.
4.7.4 Select "Print Details" to print the completed signed off sheet and submit a copy of the signed off LoLT report to the relevant assessment co-ordinator in your education district, as indicated in the table below, by no later than Friday, 27 March 2015:

Education District Assessment Co-ordinator Telephone Number Email
Cape Winelands Ms Monica Stanley 023 348 4655 Monica.Stanley@westerncape.gov.za
Metro East Ms Geraldine Kirchner 021 900 7029 Geraldine.Kirchner@westerncape.gov.za
Metro Central Mr Johann Afrika 021 514 6970 Johann.Afrika@westerncape.gov.za
Metro North Mr Gladstone Foster 021 938 3027 Gladstone.Foster@westerncape.gov.za
Metro South Ms Bridget Tobin 021 370 2059 Bridget.Tobin@westerncape.gov.za
Overberg Mr Trevor de Bruyn 028 214 7364 Trevor.DeBruyn@westerncape.gov.za
West Coast Ms Gail Ahrends 021 860 1568 Gail.Ahrends@westerncape.gov.za
Eden and Central Karoo Ms Lenise Hendricks 044 803 8316 Lenise.Hendricks@westerncape.gov.za

5. Application process for concessions and adapted tests for learners with special educational needs
5.1 For learners who have new or undocumented special educational needs, the principal must submit an application to the education district’s Special Needs Education Adviser, who will process these requests. Only once the special educational needs applications have been verified and processed by the education district officials and indicated on CEMIS, can the requests for concessions (for example, extra time), be catered for. Schools are requested to first inform the education districts about the concessions and then manage these concessions at the school.
5.2 Adapted tests are available in uncontracted and contracted Braille for blind learners, enlarged font for partially sighted learners, adapted question papers and audio CDs for deaf learners. Only learners who have been assessed by a certified medical officer as requiring an adaptation and who have received adaptations in the writing of regular assessments, qualify for these ANA adaptations.
5.3 Special needs schools with learners who require adapted tests must indicate the adaptation needs of the learners on CEMIS and on Annexure A.
5.4 Please note that, as the adaptations are managed by the Department of Basic Education, NO further requests for adaptations will be accepted after the cut-off date of 27 March 2015.

6. Registration of learners at state subsidised independent schools
6.1 The amended National Norms and Standards for School Funding (Government Gazette 33973, Notice 48, attached) indicates that the Grade 3 or Grade 6 Annual National Assessments (ANA) will be used to measure learner achievement in independent schools that are eligible for a subsidy.
6.2 All state subsidised independent schools that offer Grade 3 or Grade 6 are required to write the ANA. The ANA will be written by either Grade 3 or Grade 6 learners at the school, whichever of the two grades offered at the school is higher.
6.3 These state subsidised independent schools must follow the prescripts as outlined in paragraphs 4.1 to 4.7 to verify learner numbers and the LoLT of learners identified to write the ANA and in line with paragraph 5, indicate the need for test adaptations and concessions for these learners.

7. Registration of learners at special needs schools
7.1 Only age and grade appropriate learners at special schools offering the National Curriculum Statement will write the ANA.
7.2 Special school principals are requested to confirm their school’s participation in the ANA tests in an email to their Assessment Co-ordinators by 20 March 2015.
7.3 Participating schools must ensure that their learner records (LoLT, HL, FAL, class, grade and disability) are correct and up to date.
7.4 Special schools must complete the following steps to register learners who will be writing the ANA tests:

  1. Log on to CEMIS;
  2. Go to "Assessments" and "ANA 2015";
  3. Select "SNE ANA learners";
  4. Click on "Manage My Learners";
  5. Select a grade and submit;
  6. Choose only the grade and age appropriate curriculum learners and SAVE learners;
  7. Click on "Learner Summary" to view a summarised report of participating learners; and
  8. Sign off is available under "Assessments" / "ANA printing statistics".
7.5 Once the printing statistics have been checked and verified, sign off the data on CEMIS, print and sign a copy of the signed off data and submit the information to the assessment co-ordinators in the education districts by Friday, 27 March 2015.

8. No top up ANA tests will be provided to schools if they have not updated and signed off their ANA data.

9. Education district officials and principals are kindly requested to note the contents of this minute.


SIGNED: T SINGH
ACTING DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2015:03:17

Grand Central Towers, Lower Parliament Street, Private Bag X9114, Cape Town 8000
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Annexure A: Application for adapted question papers for ANA grades 1 to 9  (size: 90 KB)
Government Gazette 33973 - Notice 48  (size: 166 KB)
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