"Circ 29 2007 no addenda"
UMnyango WezeMfundo Lefapha la Thuto Department of Education Departement van Onderwys Circular 29/2007 Date: 18 April 2007 Topic Management of Admissions to Public Ordinary Schools for 2008 Annexure A: Forms 1 & 2 – Admission Forms Enclosures Annexure B: Form C1 – GDE Admissions Appeal Form Annexure C: Administration Process Map Annexure D: District Administration Report Format Annexure E: Declaration of a School Reaching its Capacity Annexure F: Schedule for Admission Meetings Annexure G: Checklist Form Distribution Chief Directors and District Directors at Head Office and District Offices Principals of all Public Schools Members of School Governing Bodies Teacher Organisations This information must be made available to all learners, parents and caregivers INSTITUTIONAL DEVELOPMENT AND SUPPORT Enquiries Directorate: General Education and Training Tel: (011) 355 0812 On request, this circular will be made available in Afrikaans, isiZulu or Sepedi within 21 days Also available on the GDE website at: www.education.gpg.gov.za Office of the Head of Department Room 1009, 111 Commissioner Street, Johannesburg, 2001 PO Box 7710, Johannesburg, 2000 Tel: (011) 355 1511 Fax: (011) 333 5546 E-mail: email@example.com OR firstname.lastname@example.org MANAGEMENT OF ADMISSIONS TO PUBLIC ORDINARY SCHOOLS FOR 2008 1. PURPOSE 1.1 To align the provincial admission processes with the latest legislation. 1.2 This circular replaces Circular 33/2006. 1.3 To advise principals on the administrative procedures for admissions. 1.4 To refer principals and School Governing Bodies (SGBs) to the relevant legislation in order to ensure compliance around admissions into public schools. 2. LEGISLATIVE FRAMEWORK 2.1 South African Schools Act, 1996 (Act No. 84 of 1996). 2.2 Admission of Learners to Public Schools (General Notice 4138 of 2001). 2.3 Education Law Amendment Act, 2002 (The Amendment of Section 5 of Act No. 84 of 1996). 2.4 Education White Paper 6: Special Needs Education (Building an Inclusive Education and Training System, 2001). 2.5 Education White Paper 5 as promulgated in 2004. 2.6 Provincial Gazette Extraordinary No. 187 Transforming ECD in Gauteng. 2.7 Gauteng School Education Act, 1995 (Act No. 6 of 1995). 2.8 Language in Education Policy (NEPA Act No. 27 of 1996). 2.9 Employment of Educators Act, 1998 (Act No. 76 of 1998). 2.10 Education Policy Act, 1998 (Act No. 12 of 1998). 2.11 Refugees Act, 1998 (Act No. 130 of 1998). 2.12 Aliens Control Act, 1991 (Act No. 96 of 1991). 3. INTRODUCTION This circular outlines management arrangements for admissions to public schools. Principals and School Governing Bodies must familiarise themselves with the legislation mentioned in paragraph 2 and the contents of this circular. English: Page 2 of 10 4. REGISTRATION AND ADMISSIONS OF LEARNERS 4.1 The registration process begins in July 2007 and ends on the 30 September 2007. All learners on a waiting list should be notified of the outcome of the application for admission by the end of October 2007. Late registration for whatever reason is managed as per legislation by the District Director, and District Admission Co-ordinators. Under no circumstances should schools register learners before the said date. 4.2 No school will be declared full before the admission process is finalised in October 2007. 4.3 The District Director will be informed by the school admission data interrogated and analysed in November 2007 in declaring schools full. 4.4 The District Director should ensure that the principal submits all waiting lists of both successfully and unsuccessfully placed learners to the District Director to facilitate placement of such learners electronically, if possible. 4.5 The District Director should consider declaring a school upon receipt of a written application by the principal and further verification by the District Admission Team. 5. SCHOOL ZONING 5.1 The temporary feeder zone for 2007 is the nearest school to the parents’ home address or place of work in relation to the parents’/learners’ choice of medium of instruction after all due processes have been complied with. However, the medium of instruction must not be used as a tool for exclusion. 5.2 On waiting list A, placement must be given to: Parents living in the area, including domestic employees. Parents working in the area. Learners from the feeder primary school, even if parents live and work outside the area. On waiting list B should be: Parents who live and work outside the area. 5.3 A learner who lives outside the feeder zone is not precluded from seeking admission at whichever school he/she chooses, but will be placed on waiting list B and will only be informed of the outcome of his/her placement not later than the end of November 2007. English: Page 3 of 10 6. APPEALS 6.1 A parent of a learner who is dissatisfied with the decision of the principal and the HOD not to admit the learner to the school, must be given reasons in writing and a copy of the Appeal Form – GDE Admission 04 (Annexure B). 6.2 It is essential that: The school must provide reasons in writing whenever a learner has been refused admission. A copy of this letter must be sent to the District Director. The District Director ratifies or set aside the decision of the school in writing to both the parents and the school. Appeals are made to the MEC only after the District Director has ratified in writing the decision of the school. All supporting documentation must accompany the appeal form. 6.3 The MEC will refer any queries back to the District Admissions Team should the required form and accompanying letter from the school not be completed. Once all completed documentation is received by the MEC, a decision will be made. 7. MANAGEMENT PROCEDURES FOR ADMISSIONS 7.1 The Role of the Head of Department (HOD) 7.1.1 Section 5(7) of the South African Schools Act, (SASA), Act No. 84 of 1996 (as amended) states that “…application for the admission of a learner to a public school must be made to the education department in a manner determined by the Head of Department.” 7.1.2 The Head of Department (HOD) has developed this circular and established the following structures to manage the admissions process: (a) District Admission Team, consisting of the Chief Educational Specialist responsible for Institutional Development and Support, Institutional Development and Support Officials (IDSOs), and staff from the Educational Support Services Unit. (b) Provincial Admissions Team, consisting of a representative from Head Office (HO): General Education and Training (GET), and twelve (12) district representatives. (c) Provincial Appeals Team, consisting of representative from HO: (GET) and Legal Section, in consultation with relevant District Admissions Co-ordinator. English: Page 4 of 10 These structures will ensure that issues of access, equity, redress and compulsory attendance of learners at school are realised through monitoring compliance of the admissions process. It remains the prerogative of the Head of Department to withdraw the delegated powers to the Principal if there is serious non-compliance which compromise the constitutional principles which prohibit indirect and direct discrimination and transformational imperatives (e.g. access, equity and redress). 7.2 The Role of the District Director The HOD delegates the responsibility for the administration of admissions to the District Director to: 7.2.1 Ratify and approve in writing the school admissions policy submitted by the School Governing Body. 7.2.2 Ensure policy compliance by both principals and district officials, and institute disciplinary measures if non-compliance is proved. 7.2.3 Establish a District Admissions Team and centralised clusters that will oversee and support schools in the administration of admissions. The District Admissions Co-ordinators are: Name of District Office District Admissions Co- Cell number Number ordinator D1: Gauteng North Herbert Nkosi (012) 324 2071 076 481 9632 D2: Gauteng West Sarel Streicher (011) 660 7576/7 083 447 6510 D3: Tshwane North Tshepi Ntabanyane (012) 323 9017 083 447 6321 D4: Tshwane South Willem Vermeulen (012) 341 6362 083 278 9827 D5: Ekurhuleni East Pamela Belwane (011) 746 8004 083 376 8481 D6: Ekurhuleni West Gwendoline Mote (011) 389 6069 Ria Radinne (011) 389 6036 Duduzile Serowe (011) 389 6231 D7: Sedibeng East Jeanette Dreyer (016) 440 1700 082 771 1155 D8: Sedibeng West Jeff Zwane (016) 933 3300 082 744 6324 D9: Johannesburg East Tlhage Petlele (011) 666 9143 082 974 6293 D10: Johannesburg North Joyce Legoete (011) 694 9391 083 447 6292 D11: Johannesburg South Robert Abrahams (011) 983 2000/ 2317/ 1093 D12: Johannesburg West Sophia de Beer (011) 831 5396 076 272 7013 Head Office: GET Tenji Marolen (011) 355 0632 083 310 1911 Vaughan Holmes (011) 355 1776 083 310 2080 English: Page 5 of 10 7.2.4 Ensure that the District Admissions Co-ordinator will be contactable via cell phone for the duration of July 2007 – March 2008. 7.2.5 Ensure that the contact details of the District Admissions Teams, as well as the Head Office switchboard number (011 355 0000 or 011 355 0600), are made available to the parents of learners via the media. 7.2.6 Ensure that by the end of November 2007 all learners are placed. 7.2.7 Make sure that monthly reports on the process of admissions are written in the provided format and sent to GET Directorate Head Office (13th floor room: 1325) by the first (1st) Friday of the month. 7.2.8 Ensure that each Institutional Development Support Official monitors the admission process and policy compliance at his/her school from July 2007 to March 2008, and provide reports in writing with the necessary documentation when required by the HOD and MEC. 7.2.9 Establish a comprehensive admission system, which will include the admission data from ALL schools. NOTE: District Offices and principals will take full responsibility for all learners that are not placed. 7.3 Obligations of School Governing Bodies and Principals when a Learner is Admitted to a Public School 7.3.1 The Principal must notify a parent of the following: (a) The amount of the annual school fees to be paid and procedures for applying for exemption. (b) The fact that the parent is liable for the payment of school fees unless he/she has been exempted from the payment thereof. (c) The checklist form (Annexure G) must be completed by the parent, indicating that the parent has been informed about the provisions of paragraph (a) and (b). (d) One copy of the signed form contemplated in paragraph (c) will be handed over to the parent when the learner is admitted to the public school, another will be submitted to district as soon as possible, and the original will be filed at the school. (e) If a parent is in arrears by one month or more, the governing body will investigate whether the parent qualifies for exemption before acting in terms of Section 41(1) of the South African Schools Act, 1996. 7.3.2 The school governing body must cause a copy of these regulations to be displayed at the school in a conspicuous place. 7.3.3 The school governing body must, on the request, provide the parent with a copy of these regulations. English: Page 6 of 10 7.3.4 The governing body must treat as confidential all information that a parent provides in support of his or her application, and may not divulge such information to a third party without the consent of the parent, except to the Head of Department or District. 7.4 The Role and Responsibility of the Principal 7.4.1 The HOD hereby delegates the responsibility for the administration of the admission of learners to the principals of schools. The principal is hereby entrusted to ensure that procedurally, and in line with this circular and related legislation, the administration of admissions is carried out and time frames are adhered to. 7.4.2 The delegation under paragraph 7.4.1 does not prevent the HOD from exercising such power or performing such duty in cases where the principals of schools do not comply with the legal requirements and procedures in line with this circular. 7.4.3 The principal remains accountable for the administration of admissions and should not delegate this authority further. 7.4.4 The principal should ensure that: (a) Admission process commences in July 2007. (b) Stakeholders’ meetings are organised to discuss the admission process and this circular in May/June. Proof of such a meeting must be produced when required. (c) Principals not to issue out, receive and process application forms before July (registration day). (d) NO parent/guardian is required or expected to pay an “Admission/ Registration Fee” before admission to the school has been confirmed, because this is unlawful in terms of the South African Schools’ Act. (e) NO learner is denied admission due to non-payment of school fees by his/her parent(s). (f) NO learner is denied admission due to the previous misconduct. (g) ALL parents who applied for the registration of their children receive written responses from principals timeously. 7.4.5 Administration of admissions includes: (a) The issuing of application forms to parents. (b) Assisting parents in completing the form when such assistance is required. (c) Receiving completed admissions application forms from parents. (d) Ensuring that all required forms are attached and correctly completed. (e) Ensuring that ALL parents who applied for registration of their children immediately receive a waiting list number in writing. English: Page 7 of 10 (f) Ensuring that ALL successful and unsuccessful parents/applicants receive a written response by the end of October 2007. (g) Forwarding all the applications together with the supporting documents to the District Admissions Team. (h) Keeping a register of admissions. (i) Maintaining the required waiting lists. (j) Liaising with the District Admissions Team. (k) Forwarding admission data to the District Director on a weekly basis. 7.4.6 The admission age of a learner to Grade 1 in a public school is age five (5) turning six (6) by 30 June in the year of admission. 7.4.7 Where there is an approved GDE Grade R site at a public primary school, the principal must admit learners into Grade R as per administration measures as indicated in this circular and in line with the age requirements as indicated in the Education Law Amendment Act of 2002. 7.4.8 If the principal refuses to admit a learner to a school, he or she must provide reasons in writing for his or her decision to the HOD and the parent. The HOD must then either confirm or set aside the decision made by the principal. The principal must keep a record of such letters. 7.4.9 The principal must request in writing for the school to be declared full by the District Director. NOTE: It is not the function or role of the principal to determine whether a learner is to be admitted to a school or not, other than if the school has been declared full. A school can only be declared full by the District Director. Language preferences of learners should be managed through the provisions of the Language in Education Policy. All principals are required to follow this circular without fail. Failure to do so will leave the Department with no option but to charge such a principal with misconduct in terms of Employment of Educators’ Act. 7.5 The Role of the District Admissions Team is to: 7.5.1 Facilitate the admission of learners at public ordinary schools. 7.5.2 Forward applications and recommendation that require admission into schools in other districts to the Provincial Admissions Team. 7.5.3 Facilitate the decision taken by the District Director to declare a school full. 7.5.4 Develop a district admission database/system. English: Page 8 of 10 7.6 The Role of the Provincial Admissions Team is to: 7.6.1 Oversee the process and procedures of admissions in the district. 7.6.2 Collate admission reports and forward to the HOD. 7.6.3 Monitor all admissions in the district and ensure compliance. 7.6.4 Investigate all admission queries, intervene and report in writing to the HOD. 7.6.5 Organise admission advocacies for the whole of May, and declare Provincial Open Registration Days for all public ordinary schools in Gauteng between July and August 2007. 7.6.6 Develop the provincial admissions strategy. 7.6.7 Compile a provincial admissions database. 7.7 The Role of the District Admissions Co-ordinator is to: 7.7.1 Oversee the process and procedures of admissions in the schools. 7.7.2 Collate admission reports and forward to the Provincial Admission Co-ordinator. 7.7.3 Monitor all admissions within the district. 7.7.4 Investigate all admission queries, intervene and report in writing with the necessary documentation when required by the HOD and MEC. 7.7.5 Organise admission advocacy plans and submit to Head Office by 17 May 2007. 7.7.6 Prepare the district admission management plans. 7.8 The Role of the School Governing Body is to: 7.8.1 Determine the admissions policy of a school in terms of Section 5(5) of the South African Schools Act, the Admission of Learners to Public Schools (General Notice 4138 of 2001) and in accordance with the guidelines stipulated in Section 5(1) of the Education Policy Act, 1998 (Act 12 of 1998). 7.8.2 Develop a language policy for the school in terms of Section 6(3) of SASA only after learners have been admitted. It must be emphasised that the language policy of the school needs to be reviewed in line with parental English: Page 9 of 10 choice for their children who are learners after prescribed due processes have been complied with. 7.8.3 Encourage parents to apply for admission of their children before the end of the preceding school year and specifically between the beginning of July 2007 and the end of September 2007. 7.8.4 Inform all parents of learners admitted to a school of their rights and obligations in terms of the South African Schools Act, 1996, and any applicable provincial law. 7.8.5 Make a copy of the signed admission and language policies of the school available for ratification by the District Director. _____________________ MALLELE PETJE HEAD OF DEPARTMENT English: Page 10 of 10