1. Verification of approved Learner Transport Schemes (LTS) vehicles per learner transport route
1.1 The Western Cape Education Department (WCED) recently introduced an electronic database on the Central Education Management Information System (CEMIS). All approved vehicles on LTS routes are reflected on this database.
1.2 The purpose of this database is to monitor compliance by LTS contractors and to ensure that the vehicles used to transport learners are the approved vehicles. The use of unapproved vehicles should not be allowed, because it threatens the safety of learners.
1.3 School principals are hereby required to access CEMIS during the period 16 to 20 April 2018 to view the details of the approved vehicles for a specific learner transport route.
1.4 In order to access the vehicle information for each route on CEMIS, the following procedure should be followed:

  • Access CEMIS.
  • On the menu page, point to the "Administration" heading. "Learner Transport" will appear in the list.
  • Point to the "Learner Transport" option and "Capture Screens" will appear in the list.
  • Click on "Capture Screens".
  • On the next screen, click "Proceed" without selecting a grade.
  • On the next screen, click "Summary Section" and then select the relevant route number.
  • A list will now be displayed reflecting the approved vehicles on the route as well as the authorised learners on the route.
1.5 Once the electronic database has been viewed, the details of each approved vehicle must be recorded and compared against the details of LTS vehicles currently used for a specific route.
1.6 The attached Learner Transport Verification Form (Annexure A) must then be completed as follows:

  • If all the approved vehicles on CEMIS are currently being used, tick the first box in the first paragraph and sign off the form.
  • If one or more vehicles on CEMIS are not currently being used on the route, tick the second box and complete the details of the replacement vehicle/s in the table below the second paragraph and sign off the form.
1.7 The fully completed verification form must be submitted via email to wcedlts@westerncape.gov.za, for the attention of the Deputy Director: LTS at Head Office by 20 April 2018.
1.8 Should you encounter any difficulties in interpreting what is required in the afore-mentioned paragraphs and/or when you access CEMIS, the following persons can be called for assistance: Ms A Mvelase, at tel. no. 021 467 2356, or email her at Amanda.Mvelase@westerncape.gov.za or Mr G Fransman at tel. no. 021 467 2247, or email him at GriffetTrevor.Fransman@westerncape.gov.za.

2. New forms for the temporary or permanent replacement of LTS vehicles
2.1 For greater efficiency, new forms were developed for the temporary and permanent replacement of LTS vehicles (Annexures B and C). These new forms will replace the UB40 form with immediate effect.
2.2 The temporary vehicle replacement procedure is as follows:

  • The temporary replacement of a vehicle must be approved on the Temporary Vehicle Replacement Form (Annexure B) by the principal.
  • The Temporary Vehicle Replacement Form is valid for three months from the date of approval by the principal.
  • Upon approval of the above mentioned form, the principal must immediately email a copy thereof to wcedlts@westerncape.gov.za, for the attention of the Deputy Director: LTS.
  • The office of the Deputy Director: LTS will update the electronic database immediately upon receipt of the signed form.
2.3 The permanent Vehicle Replacement procedure is as follows:

  • The permanent replacement of a vehicle must be recommended on the Permanent Vehicle Replacement Form (Annexure C) by the principal.
  • This will allow the vehicle to be used for up to six months while the permanent approval process is being considered at Head Office.
  • Upon recommendation of the permanent replacement, the principal must immediately email a copy of the Permanent Vehicle Replacement Form to wcedlts@westerncape.gov.za, for the attention of the Deputy Director: LTS.
  • The office of the Deputy Director: LTS will update the electronic database immediately upon receipt of the signed form to reflect the temporary use of the replacement vehicle.
  • Upon approval of the application by Head Office, the contract will be amended to reflect the vehicle as approved and the electronic database will be updated to reflect the permanent replacement.
2.4 Principals may only approve temporary replacements and recommend permanent replacements of LTS vehicles upon the receipt of a copy of the valid licence/s and roadworthy certificate/s of the vehicle/s. Records of these should be kept in the LTS file at the school.

3. Please note that where there are more than one school on the same route, any one of the principals can approve a temporary vehicle replacement or recommend a permanent vehicle replacement.

4. All schools can access CEMIS at any time to view the updated permanent or temporary LTS vehicle/s in respect of specific learner transport routes. This will enable all schools to monitor whether approved vehicles are used.

5. Your cooperation in implementing an effective LTS vehicle monitoring system to ensure the safety of the learners is appreciated.


SIGNED: HA LEWIS
DEPUTY DIRECTOR-GENERAL: EDUCATION PLANNING
DATE: 2018:04:03

Annexure A: Learner transport vehicle verification form  (size: 65 KB)
Annexure B: Application for the temporary replacement of a vehicle  (size: 59 KB)
Annexure C: Application for the permanent replacement of a vehicle  (size: 59 KB)