| 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 minute must be read in conjunction with Circular 00028/2016, as well as Knowledge and Information Management Minutes 0001/2018 and 0004/2018, which addresses the management and administration of learner subject changes and learner data on CEMIS.
|
| 3. |
The functionality is open on CEMIS for schools to make corrections to the personal details of their learners. |
| 4. |
This will be the final opportunity for schools to make any corrections to their Grades 10 to 12 learner information before the data is transferred to the National Examination System. |
| 5. |
Grade 12 Learner information on CEMIS will be extracted and transferred to the National Examination System on 27 June 2018. All question papers and examination related documentation will be packed and distributed to schools according to the CEMIS data signed-off by principals. |
| 6. |
The verification process in 2018 requires schools to sign off and submit a report to Head Office verifying that all learner information on CEMIS is correct and ready for the transfer to the National Examination System. |
| 7. |
Principals must verify, sign off and submit their corrected learner information on the following dates: |
| 7.1 |
Grade 12 – Friday, 15 June 2018 |
| 7.2 |
Grade 11 – Tuesday, 31 July 2018 |
| 7.3 |
Grade 10 – Tuesday, 31 July 2018 |
| 8. |
Verification of learner information |
| 8.1 |
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 learners apply for their identity documents in Grade 10. In the interim the identity number reflected on the birth certificate must be used. |
| 8.2 |
Learners that are non-citizens (including immigrants), must have a passport and study permit. Asylum documents will be accepted. Non-citizens that have been part of the South African Schooling System, but do not have the required documentation to register for the NSC examination in 2018, will be allowed to register for the examination, but will not be issued with their NSC certificate until the valid documentation is presented. |
| 8.3 |
Check the spelling of full names and surnames. This must be as it appears on the learner’s identity document/birth certificate/passport.
|
| 8.3.1 |
If learners change their names and surnames during or within 90 days after writing their Grade 12 National Senior Certificate examination, or after the transfer from CEMIS to the National Examination System, certified copies of their old and new identity documents and an affidavit stating the reason why changes have been made, must be sent to the respective examination officials listed in Table 1. |
| 8.4 |
The cell phone number of a learner’s parent/guardian is a compulsory field. The Western Cape Education Department (WCED) makes use of SMS services to communicate important examination-related information to learners. |
| 8.5 |
Learners with special needs opting to enter for the endorsed NSC examination must be indicated as such on CEMIS. |
| 9. |
Process to follow on CEMIS |
| 9.1 |
Follow the clear instructions on CEMIS on how to extract the file for the particular grade and class. |
| 9.3 |
All learners must verify their details (name, surname, identity number, list of subjects) and sign that it is correct. |
| 9.4 |
Errors indicated by the learners on the schedule must be corrected by the CEMIS administrator of the school. This must be verified by the principal or his/her delegate. |
| 9.5 |
The corrected schedules must be sent to parents for their signature and returned to the school. |
| 9.6 |
The schedules must then be signed by the principal/grade head. The principal must sign off on CEMIS that the process has been completed. |
| 9.7 |
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 in your district as indicated in Table 1.
TABLE 1
|
| 11. |
The completion of the School-based Assessment (SBA) Annexure form to effect subject changes or corrections will be regarded as an irregularity. |
| 12. |
In the case where a learner takes Music as a subject, the attached Annexure A (list of Music candidates) must be completed and sent to the respective officials in your district as indicated in Table 1. |
| 13. |
This minute must also be handed to all Grades 10 to 12 coordinators and CEMIS administrators. |
SIGNED: PAD BEETS
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2018:05:30
|
 |