1. In 2015 the Western Cape Education Department (WCED) notified the abovementioned schools of the 2016 provincial Grade R Emergent Literacy (ELIT) intervention, including dates for afternoon cluster workshops and a five-day workshop from 11 to 15 July 2016.

2. Since February 2016 over 3 000 registered Grade R teachers and practitioners have attended monthly ELIT cluster workshops where they received literacy resources and professional development on how to use the resources to strengthen language teaching and learning in Grade R.

3. The final workshop for the intervention takes place in the last week of the holiday from, 11 to 15 July 2016. This workshop will address theories and productive pedagogy related to emergent reading and writing. Principals responsible for Grade R are therefore requested to ensure that Grade R teachers/practitioners attend this five-day training block.

4. The programme times are as follows:

Date Start End
Monday, 11 July 2016 07:30 – registration
08:30 – workshop		 16:00
Tuesday, 12 July to
Thursday, 14 July 2016		 07:30 – registration
08:00 – workshop		 16:00
Friday, 15 July 2016 07:30 – registration
08:00 – workshop		 14:00

5. All Grade R teachers/practitioners currently employed or subsidised in WCED registered classes (in public schools and community-based schools), who attended the 2016 ELIT cluster workshops, are hereby invited to the final five-day workshop from 11 to 15 July 2016.

6. Annexure A indicates workshop venues per district with the allocation of schools per venue. Please note: teachers/practitioners may not attend at a venue other than the assigned one, unless prior written approval has been sent from the district GET coordinator to the teachers'/practitioners' principal.

7. In order to provide workshop resources for teachers it is essential that schools provide accurate registration information. District planning and arrangements for the training (including the materials per language, facilitators, groups, catering and accommodation) are based on this information.

8. The attached registration form (Annexure B) must be completed and returned to the relevant district GET coordinator before 8 June 2016.

9. Travel claims
9.1 A travel allowance may be claimed, subject to the following conditions:

  • Full training course attendance must be confirmed.
  • The total distance travelled for the five-day period must exceed 100 km, i.e. at least a 20 km return trip each day.
  • The total distance claimed for the five-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 (see paragraph 10).
  • Conditions set out in paragraph 9.2 below must be met.
9.2 Travel claims will be assessed according to the following criteria:

9.2.1 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.
9.2.2 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.
9.2.3 Use of the school bus The school must submit a letter indicating that the school bus was used for this purpose and stating 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.
9.2.4 Use of a registered service provider

NB: prior approval must be obtained in writing from the district GET coordinator.
Step 1) The school must obtain three quotations prior to the training.
Step 2) The school must submit these quotations to the GET coordinator. The lowest quotation will be accepted.
Step 3) The GET coordinator 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 and listing the names of the passengers and details of the distance travelled. The quotations, the approval of the GET coordinator and the final paid invoice must be attached.

All paperwork must be kept as evidence for the internal auditor.
The WCED will reimburse the school ONLY upon receipt of signed documentation, including the prior written approval of the district GET coordinator.
Teachers must arrange a group pick-up at a central point.
9.2.5 Use of public transport, e.g. a public taxi, bus or 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 so that the claim can be validated.
No metered taxi fares may be claimed.
9.3 Context specific terms and conditions may be applied by districts. These will be communicated in writing by the relevant district.

10. Accommodation and meals (applicable to teachers from rural districts only)
10.1 Accommodation and meals (bed, breakfast and dinner) may be provided, subject to the following conditions:

  • The distance to the workshop venue must exceed 60 km one way, i.e. a 120 km return trip.
  • Full course attendance must be confirmed.
  • Registration must be completed in advance and confirmed in writing by the district.
  • The requirements set out in 10.3 below must be fully met.
  • Only one option (see 10.3 below) may be selected and teachers will not be reimbursed for any changes or alternative accommodation.
10.2 Accommodation will be provided from the first to the last day of the workshop, with the option of checking in at 15:00 and 17:00 on the Sunday before the start of the workshop.
10.3 Types of accommodation
Teachers who are eligible for accommodation may register for ONE of the options below:

10.3.1 Hostel accommodation Hostel accommodation, at no charge to teachers, where applicable. The following conditions apply:

  • Registration form (Annexure B) must be submitted by 8 June 2016.
  • Teachers must share rooms.
  • Teachers must bring their own bedding, towels and toiletries.
  • The Sunday arrival time is up until 17:00 only.
10.3.2 Registered hospitality establishments e.g. bed and breakfast, guest houses and hotels The following conditions will apply:

  • Up to R400 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.
  • The payment of incomplete or late claims is not guaranteed.
10.3.3 Family/friends accommodation The following conditions will apply:

  • Up to R260 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.

11. How to claim
11.1 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. Participants must complete this form BEFORE the training starts (that is, they must arrive at the venue with this form already completed).
11.2 All claims must be supported by original documentation. No faxes or photocopies will be accepted.
11.3 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.
11.4 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.
11.5 All claims must be submitted at the training venue where officials will be on hand to assist claimants.
11.6 No late or incomplete claims will be accepted unless there are exceptional extenuating circumstances, and reimbursement cannot be guaranteed.

12. For any further information kindly contact the relevant district GET coordinator:

District Coordinator Tel Email Fax
Metro Central Avrille Morgendal 021 514 6770 amorgendal@gmail.com 086 236 1892
Metro North Malefo Makena 021 938 3104 Malefo.Makena@westerncape.gov.za 021 938 3183
Metro South Lorraine Bailey 021 370 2041 Lorraine.Bailey@westerncape.gov.za 086 764 1912
Metro East Ursula Esau 021 900 7051 Ursula.Esau@westerncape.gov.za 086 562 3907
West Coast Ebrahim Peck 021 860 1569 Ebrahim.Peck@westerncape.gov.za 086 590 0730
Cape Winelands Edgar Johannes 023 348 0605 Edgar.Johannes@westerncape.gov.za 086 531 0476
Overberg James Daniels 028 214 7363 James.Daniels@westerncape.gov.za 028 214 7400
Eden & Central Karoo Marietjie Beukes 044 803 8320 Marietjie.Beukes@westerncape.gov.za 086 673 8499

13. Participants are required to bring the following materials to the workshop:

  • CAPS: Home Language;
  • STELLAR file with STELLAR Letters and Sounds Manual; and
  • Examples of practice from Goldilocks/own story
  • Crayons, kokis, etc.
14. Principals are kindly requested to ensure that this minute is brought to the timeous attention of all Grade R teachers and practitioners.


SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2016:05:20

Annexure A: District workshop venues  (size: 65 KB)
Annexure B: Registration form  (size: 29 KB)
Bank Details form  (size: 18 KB)