| 1. |
As per instruction from the Department of Basic Education (DBE), Grades 10 to 12 learner information must be recorded on the National Examination System. |
| 2. |
This means that learner information on CEMIS will be extracted and transferred to the National Examination System for examination purposes. All question papers and examination related documentation will be packed and distributed to schools according to the CEMIS data signed-off by principals. |
| 3. |
Schools have the opportunity to make corrections to the details of their learners (except for subject corrections) on CEMIS. The functionality is open on CEMIS for schools to make these corrections. |
| 4. |
This will be the final opportunity for schools to make any corrections to their Grades 10 to 12 learner details before the data is transferred to the National Examination System. |
| 5. |
Principals must verify and sign off their Grade 12 learner registration details on CEMIS by Friday, 06 May 2016 and Grades 10 to 11 by Friday, 03 June 2016. |
| 6. |
Verification of learner details |
| 6.1 |
Check the spelling of full names and surnames. This should be as it appears on the learner's identity document. |
| 6.1.1 |
If candidates change their names and surnames in their Grade 12 year, a certified copy of their identity document must be sent to Head Office to the respective official. |
| 6.1.2 |
If candidates change their names and surnames after the Grade 12 National Senior Certificate examination the candidate must submit a certified copy of their identity document and an affidavit stating the reason why changes occur. |
| 6.2 |
The identity number of a learner is a compulsory field as the National Examination System rejects learners without identity numbers. Learners without identity numbers will not receive a National Senior Certificate. Thus, it is important that all candidates apply for their identity documents in Grade 10. |
| 6.3 |
The cellphone number of the learner’s parent/guardian is a compulsory field. The Western Cape Education Department (WCED) makes use of SMS services to communicate important information to learners. |
| 6.4 |
Immigrant candidates and special needs candidates opting to enter for the endorsed NSC must be indicated as such on CEMIS. |
| 7. |
Process to follow for making corrections to learner details on CEMIS |
| 7.1 |
Follow the clear instructions on CEMIS on how to extract the file for the particular grade and class. |
| 7.2 |
Print the schedule per class. |
| 7.3 |
All learners must verify their details and sign that it has been checked. |
| 7.4 |
Errors must be indicated on the schedule and be corrected by the CEMIS administrator of the school. |
| 7.5 |
After corrections are made these schedules must be signed by the principal and signed off on CEMIS. A copy must be made of the signed schedules. The copy must be retained at the school for the school’s own records and the original schedule must be sent to the respective officials on or before 06 May 2016 for Grade 12 indicated in Table 1.
TABLE 1
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| 8. |
Please take note that schools will not be permitted to make ANY subject corrections on CEMIS. Schools must submit Grades 10 to 11 requests for subject corrections to their district office and Grade 12 requests to Head Office with the necessary supporting documentation, such as the progression schedule for 2015 (in the case of Grade 10 the learner’s Term 1 report needs to be submitted). |
| 9. |
In the case where a learner takes Music as a subject, the attached document, Annexure A List of Music candidates, must be completed and sent to the respective officials as indicated in Table 1. |
| 10. |
This minute must be distributed to all Grades 10 to 12 co-ordinators and CEMIS administrators. |
SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2016:04:25
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