1. Curriculum Minute DCG 0009/2016 announced the training for all Mathematics and English Language teachers, who are to register for the training taking place from Monday, 11 July to Friday, 15 July 2016.

2. This minute serves to confirm the above training and to encourage the relevant teachers to register early with their districts for purposes of planning.

3. Please take note that the training will take place at the following venue:

District Venue
All districts:
Metro Central
Metro North
Metro East
Metro South
Cape Winelands
Eden and Central Karoo
Overberg
West Coast
College of Cape Town, Crawford Campus
Tel. 021 696 5133
Address: Kromboom Road
Crawford
Hostel accommodation is available. Please see para. 6 below and note your accommodation needs on the registration form:
Delegates registered for hostel accommodation will be hosted at the CTLI. See para.6 below for details.

4. The training will start promptly at 07:30 (for 08:00) and continue until 15:45 every day except for the last day, when it will end at 14:00.

5. Travel
5.1 A travel allowance will be paid 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 must 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.
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 purposes of this course, 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.
5.2.4 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.
5.2.5 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 may be validated.
No metered taxi fares may be claimed.

6. Accommodation and meals (applicable to teachers from 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. a 120 km return trip.
  • Attendance for the full training course must be confirmed.
  • Registration must be completed in advance.
  • The requirements set out in 6.3 below must be fully met.
  • Only one option (see 6.3 below) may be selected and teachers will not be reimbursed for any change or alternative accommodation.
6.2 Accommodation will be provided from the first to the last day of the training course, with the option of checking in between 16:00 and 18:00 on the day 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:

  • Teachers must share rooms.
  • Teachers must bring their own bedding, towels and toiletries.
  • The arrival time is between 16:00 and 18:00 on the day before training starts (Sunday, 10 July).
6.3.2 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.
6.3.3 Accommodation with family/friends 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.
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 in this regard (all the costs for dinner, bed and breakfast).
  • Due process must be followed:
    • Step 1) The school must submit a letter to the GET coordinator, 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 coordinator 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 coordinator) 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, and bed-and-breakfast costs. The actual amount reimbursed will, however, depend on the actual costs, 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.

7. How to claim
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, they must 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 will therefore 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 coordinator:

District Coordinator Tel Email Fax
Metro Central Avrille Morgendal 021 514 6770 Anna.Morgendal@westerncape.gov.za 086 2361892
Metro North Malefo Makena 021 938 3104 Malefo.Makena@westerncape.gov.za 021 938 3183
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
Metro South Lorraine Bailey 021 370 2061 Lorraine.Bailey@westerncape.gov.za 021 372 1856
Eden & Central Karoo Marietjie Beukes 044 803 8316 Marietjie.Beukes@westerncape.gov.za 086 673 8499
Overberg James Daniels 028 214 7363 James.Daniels@westerncape.gov.za 028 214 7400

9. All participants must bring along their CAPS documents for Mathematics or Language.

10. Principals are kindly requested to bring this minute to the attention of all subject heads for Mathematics and English Language. Please note that registration will be allowed until 24 June 2016.


SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2016:06:15

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