1. The gazetted Annual Survey for ordinary schools will be conducted on 3 March 2015. Principals will be required to sign off on the accuracy of learner data on CEMIS. Please ensure that the following reflect correctly on CEMIS by 3 March 2015:
1.1 Learners are in the correct grades, classes and LoLT category;
1.2 Learner transfers (in and out) have been completed;
1.3 Grade changes have been completed; and
1.4 The General Information capture screens, including the questions on school safety, 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 31 March 2015 by ensuring the following:
2.1 Educator information has been updated regarding years of experience, and the grades and subjects taught during 2015 only. Remove grades and subjects taught in previous years if not applicable to the educator’s 2015 workload.
2.2 The new educator screen is completed for verification of subject qualifications.
2.3 All capture screens have been completed and pre-populated screens updated e.g. school fees and infrastructure tables.

3. The additional module of the Annual Survey for 2015 is the completion of a national questionnaire on "Measuring the Education Sector Response to HIV and AIDS".
3.1 This module of the Annual Survey must be captured on CEMIS by 12 June 2015.
3.2 The CEMIS capture screens will be available from 1 June 2015.
3.3 The HIV and AIDS survey form and Guideline will be available in PDF format for downloading or printing from CEMIS on the Annual Survey menu.
3.4 It is advised that the form be printed and completed manually in hardcopy. The principal should arrange that the hardcopy HIV survey form is completed and signed off during April and May, and is provided to the CEMIS administrator for capturing on CEMIS from 1 June 2015. The online CEMIS capture should be concluded by 12 June 2015.

4. 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, can be presented upon request from auditors. 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 reminded that as of 2014, accurate CEMIS data is a pre-condition for schools to receive the second transfer of Norms and Standards funding (Knowledge and Information Management Circular 0044/2013).

5. A national Identity Number (ID) is mandatory for all learners on all computerised school administration and management systems. 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 advise the parent on the process of applying for an ID via the Department of Home Affairs. Principals are requested to assist the parents, where possible, to facilitate the process through the Department of Home Affairs.

6. Principals should co-ordinate Annual Survey processes to ensure accuracy of data captured and timeous completion.


SIGNED: M M HARKER
DEPUTY DIRECTOR-GENERAL: EDUCATION PLANNING
DATE: 2015:02:25