| 1. |
The gazetted Annual Survey for ordinary schools will be conducted on 01 March 2016. 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 01 March 2016: |
| 1.1 |
Learners are in the correct grades, classes and language of learning and teaching (LoLT) category. |
| 1.2 |
Learner transfers (in and out) have been completed. |
| 1.3 |
Grade changes have been completed. |
| 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 2016 by ensuring the following: |
| 2.1 |
Educator information has been updated regarding years of experience, and the grades and subjects taught during 2016 only (remove grades and subjects taught in previous years if not applicable to the educator’s 2016 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. |
An additional screen relating to hostel information will be available for capturing on CEMIS from the 22 February 2016. Only schools with hostels will be able to view this additional survey. |
| 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 Minute 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 Minute 0044/2013).
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| 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. Refer to Institutional Management and Governance Planning Minute 0005/2014 for further information.
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| 6. |
Should any difficulties in completing the survey be experienced kindly liaise with the relevant circuit manager or applicable district official listed below:
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| 7. |
Principals should co-ordinate Annual Survey processes to ensure accuracy of data captured and timeous completion. |
SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2016:02:18
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