| REFERENCE: | 20180530-2666
12/2/10/3 |
 | | ENQUIRIES: | M Wiese | TEL: | 021 467 2000 | FAX: | 021 425 7445 |
KNOWLEDGE AND INFORMATION MANAGEMENT MINUTE: 0005/2018 |
TO: | CHIEF DIRECTORS, DIRECTORS (HEAD OFFICE AND DISTRICT OFFICES), CIRCUIT MANAGERS, HEADS: LEARNER SUPPORT AND PRINCIPALS OF SPECIAL NEEDS EDUCATION ORDINARY PUBLIC AND INDEPENDENT SCHOOLS |
| 2018 ANNUAL SURVEY FOR SPECIAL NEEDS EDUCATION SCHOOLS |
| 1. |
The Western Cape Education Department (WCED) 2018 Annual Survey for special needs schools will be conducted on 06 September 2018. Principals will be required to sign off on the accuracy of learner and educator data on CEMIS. Please ensure that all of the following reflect correctly on CEMIS and are signed off on 06 September 2018: |
| 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 |
Learner disability information is correct. |
| 2. |
The principal must also ensure that the list of educators on CEMIS is updated and verified; as well as the years of experience, grades and subjects taught during 2018 (remove grades and subjects taught in previous years if not applicable to the educator's 2018 workload). |
| 3. |
All display, capture screens and error reports must be verified before the sign-off section of the survey will be available. |
| 4. |
The sign-off section of the survey must be completed as acknowledgement of the verification of the data as an accurate reflection of the learner enrolment and number of staff on 06 September 2018. |
| 5. |
Hospital schools will be required to complete a hardcopy of the survey. The survey will be provided to schools directly. |
| 6. |
The due date for learner support heads to sign off on Annual Survey data is 13 September 2018. |
| 7. |
The principal, as the institutional EMIS officer, must manage data processes to ensure that evidence of verification and the signatures of the staff delegated to check 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, dated 10 August 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 (Circular 0044/2013, dated 29 October 2013). |
| 8. |
A national identity (ID) number is mandatory for all learners on all computerised school administration and management systems. A CEMIS report is available to identify learners without ID numbers and to facilitate the capturing of missing ID numbers. Should a learner not be in possession of a valid ID number, DO NOT capture an invalid ID number. Please advise parents on the process of applying for an ID at the Department of Home Affairs (DHA). Principals are requested to assist parents, where possible, to facilitate the process through the DHA.
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| 9. |
Should any difficulties in completing the survey be experienced kindly liaise with the applicable district official listed below:
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| 10. |
The WCED appreciates the contribution and commitment of all education officials and looks forward to your continued cooperation in 2018. |
SIGNED: HA LEWIS
DEPUTY DIRECTOR-GENERAL: EDUCATION PLANNING
DATE: 2018:06:11
Grand Central Towers, Lower Parliament Street, Private Bag X9114, Cape Town 8000
Please quote reference numbers in all correspondence
Employment and salary queries: 0861 92 33 22
Safe Schools: 0800 45 46 47
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