| 1. |
The Regulations Pertaining to the National Curriculum Statement Grades R–12, 2016 published in Government Gazette No. 40472 of 02 December 2016 and Circular 0028/2016, dated 30 July 2016, state that the final dates for parents and learners to request subject changes in Grades 10–12 are as follows
| Grade |
Subject changes allowed |
Application from parent/learner |
Action by school |
| 10 |
2 |
30 June |
31 July on CEMIS |
| 11 |
2 |
31 March |
30 April on CEMIS |
| 12 |
1 only in exceptional cases |
15 December of the Grade 11 year |
20 January of the Grade 12 year on CEMIS |
| 12 |
Appeals |
31 January |
08 February to circuit manager |
|
| 2. |
Principals must ensure that all Grades 10, 11 and 12 learners are correctly registered for the subjects they are writing and that their details are captured on CEMIS by 31 January every year. |
| 3. |
The Western Cape Education Department (WCED) finds that some principals still submit late subject changes and/or correction requests for all grades after the due dates and for Grade 12 learners after the preliminary schedules have been received. |
| 4. |
Late requests for subject changes and/or corrections are often an indication that schools are either not applying the policy and the due dates strictly, or that learner details are not consistently updated on CEMIS. |
| 5. |
Non-compliance with policy or the incorrect registration of learner details and subjects on CEMIS will be referred to the Chief Director: Assessment and Examinations for further investigation and possible disciplinary action. |
| 6. |
Where a subject change is requested for a Grade 11 learner in December, principals are required to provide evidence that they have met with their prospective Grade 12 parents between November and 15 December of the Grade 11 year and have provided the necessary feedback and advice in terms of the Grade 11 results so that all subject change requests can be agreed upon by both parents and teachers and processed by 15 December every year. |
| 7. |
Learners taking an eighth or more subjects must do so from Grade 10. Learners are not permitted to register for additional subjects in Grade 11 or 12. |
| 8. |
Schools that wish to appeal any subsequent decision of the Director: Assessment Management with regards to a Grade 12 subject change must do so before 31 January every year. No appeals will be considered after that date. |
| 9. |
To appeal a decision, kindly provide the following: |
| 9.1 |
An appeal drafted by the principal on the school’s letterhead to the Chief Director: Assessment and Examinations explaining the reason(s) for the subject change request(s). |
| 9.2 |
A letter from the teacher for each learner and every new subject that has to be offered, outlining the programme to be followed to assist the learner in covering those aspects of the Curriculum and Assessment Policy Statement of the new subject(s) that should have been covered in Grades 10 and 11. |
| 9.3 |
A letter from the parent(s)/guardian(s) in support of the change(s). |
| 10. |
All appeals must be addressed to the circuit manager who will forward it to Ms T Singh, Chief Director: Assessment and Examinations. The application must be completed by all parties concerned and must be accompanied by all the documents requested. See Annexure A. |
| 11. |
An appeal will only be considered if the application for a subject change was submitted within the timeframes indicated in point 1 and the application was then not approved. |
| 12. |
Principals are not permitted to effect any subject changes for their own Grade 12 learners nor are they permitted to move learners to the new subject class without approval from the WCED. |
| 13. |
Schools are reminded that CEMIS registration data is used to register Grade 12 learners on the Integrated Examination Computer System (IECS). This data is used to print the preliminary schedules, final schedules and admission letters. It is therefore very important that schools ensure that all learner data is captured correctly on CEMIS. |
| 14. |
Any late requests for subject changes or corrections for Grade 10 and Grade 11 must be directed to the relevant district assessment and examination coordinator. |
| 15. |
District officials and principals are kindly requested to bring the contents of this minute to the attention of all Grades 9–12 teachers, parents/guardians and learners. |
SIGNED: PAD BEETS
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2018:12:06
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