UMnyango WezeMfundo Lefapha la Thuto
Department of Education Departement van Onderwys
Date: 30 June 2006
Topic Management of Admissions to
Public Ordinary Schools for 2007
Enclosures Annexure A: Admission of Learners to Public
Forms 1 & 2 – Admission Forms
Annexure B: Form C1 – GDE Admissions Appeal
Annexure C: Process Map
Annexure D: District Administration Report
Annexure E: Declaration of a School Reaching
Annexure F: Admissions Management Plan
Distribution Divisional Managers and District Directors at
Head Office and District Offices
Principals of all Public Schools
Members of School Governing Bodies
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: firstname.lastname@example.org OR email@example.com
MANAGEMENT OF ADMISSIONS TO PUBLIC ORDINARY
SCHOOLS FOR 2007
1.1 To align the provincial admission processes with the latest legislation.
1.2 This circular replaces circular 38 of 2004.
1.3 To advise Principals on the administrative procedures for admissions.
1.4 To refer Principals and School Governing Bodies 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
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 27 of 1996).
2.9 Refugees Act, 130 of 1998.
2.10 Aliens Control Act, 96 of 1991.
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.
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4. REGISTRATION AND ADMISSIONS OF LEARNERS
4.1 The registration process begins in July 2006 and ends at the end of
September 2006. All learners on a waiting list should be notified of the
outcome of the application for admission by the end of October 2006.
Late registration is managed as per legislation by the District Director, and
District Admission Co-ordinators.
4.2 No school will be declared full before the admission process is
finalised in October 2006.
4.3 The District Director will be informed by the school admission data
interrogated and analysed in November 2006 in declaring schools
4.4 In the event of a school being declared full by the District Director, it is
expected of the Principal to submit all waiting lists of successful and
unsuccessful learners to the District Director to facilitate placement of
5. SCHOOL ZONING
5.1 The temporary feeder zones 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 preference 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 2006.
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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
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)
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.”
The Head of Department (HOD) has developed this circular and established the
following structures to manage the admissions process:
7.1.1 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.
7.1.2 Provincial Admissions Team, consisting of a representative from Head
Office (HO): General Education and Training (GET), and twelve (12)
7.1.3 Provincial Appeals Team, consisting of representative from HO: (GET)
and Legal Section, in consultation with relevant District Admissions
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These structures will ensure that issues of access, equity, redress and compulsory
attendance of learners at school are realised through monitoring compliance of the
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 Head
of the District in the following areas:
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 Admissions District Office
D1: Gauteng North Herbert Nkosi (012) 326 6862
D2: Gauteng West Sarel Streicher (011) 660 7576/7
D3: Tshwane North Tshepi Ntabanyane (012) 323 9017
D4: Tshwane South Willem Vermeulen (012) 341 6362
D5: Ekurhuleni East Pamela Belwane (011) 812 2700
D6: Ekurhuleni West Gwendoline Mote (011) 389 6069
Ria Radinne (011) 389 6036
Duduzile Seruwe (011) 389 6231
D7: Sedibeng East Jeanette Dreyer (016) 440 1700
D8: Sedibeng West Jeff Zwane (016) 933 3300
D9: Johannesburg East Tlhage Petlele (011) 666 9000
D10: Johannesburg North Joyce Legoete (011) 694 9391
D11: Johannesburg South Robert Abrahams (011) 9832000/
D12: Johannesburg West Sophia de Beer (011) 8315396
Head Office: GET Tenji Marolen (011) 355 0632
Vaughan Holmes (011) 355 1776
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7.2.4 Ensure that the District Admissions Co-ordinator will be contactable via
cell phone for the duration of July 2006 – March 2007.
7.2.5 Ensure that the contact details of the District Admissions Teams, as well
as the call centre number (0800 005 175), are made available to the
parents of learners via the media.
7.2.6 Ensure that by the end of November 2006 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 2006 to March 2007, 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 will take full responsibility for all learners that are not
7.3 The Role and Responsibility of the Principal
7.3.1 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.
7.3.2 The delegation under paragraph 7.3.1 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.
7.3.3 The Principal remains accountable for the administration of admissions
and should not delegate this authority further.
7.3.4 The Principal should ensure that:
Admission process commences in July 2006.
Stakeholders’ meetings are organised to discuss the admission
process and this circular in June 2006. Proof of such a meeting
must be produced when required.
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NO parent / guardian is required or expected to pay an “Admission /
Registration Fee”, because this is unlawful in terms of the South
African Schools’ Act.
NO learner is denied admission due to non-payment of school fees
by his / her parent.
NO learner is denied admission due to the previous misconduct.
ALL parents who applied for the registration of their children receive
written responses from Principals timeously.
7.3.5 Administration of admissions includes:
The issuing of application forms to parents.
Assisting parents in completing the form when such assistance is
Receiving completed admissions application forms from parents.
Ensuring that all required forms are attached and correctly
Ensuring that ALL parents who applied for registration of their
children immediately receive a waiting list number in writing.
Ensuring that ALL successful and unsuccessful parents / applicants
receive a written response by the end of October 2006.
Forwarding all the applications together with the supporting
documents to the District Admissions Team.
Keeping a register of admissions.
Maintaining the required waiting lists.
Liaising with the District Admissions Team.
Forwarding admission data to the District Director on a weekly basis.
7.3.6 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.
7.3.7 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.
7.3.8 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.
7.3.9 The Principal must request in writing for the school to be declared full from
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
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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’
7.4 The Role of the District Admissions Team
7.4.1 Facilitate the admission of learners at public ordinary schools.
7.4.2 Forward applications and recommendation that require admission into
schools in other districts to the Provincial Admissions Team.
7.4.3 Facilitate the decision taken by the District Director to declare a school
7.4.4 Develop a district admission database / system.
7.5 The Role of the Provincial Admissions Team
7.5.1 Oversee the process and procedures of admissions in the district.
7.5.2 Collate admission reports and forward to the HOD.
7.5.3 Monitor all admissions in the district and ensure compliance.
7.5.4 Investigate all admission queries, intervene and report in writing to the
7.5.5 Organise admission advocacies for 13 August and 03 September 2006,
and declare these weekends as Provincial Open Registration Days for all
public ordinary schools in Gauteng.
7.5.6 Develop the provincial admissions strategy.
7.5.7 Compile a provincial admissions database.
7.6 The Role of the District Admissions Co-ordinator
7.6.1 Oversee the process and procedures of admissions in the schools.
7.6.2 Collate admission reports and forward to the Provincial Admission
7.6.3 Monitor all admissions within the district.
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7.6.4 Investigate all admission queries, intervene and report in writing with the
necessary documentation when required by the HOD and MEC.
7.6.5 Organise admission advocacy plans and submit to Head Office by
15 July 2006.
7.6.6 Prepare the district admission management plans.
7.7 The Role of the School Governing Body
7.7.1 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
7.7.2 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
choice for their children who are learners after prescribed due processes
have been complied with.
7.7.3 Encourage parents to apply for admission of their children before the end
of the preceding school year and specifically between July 2006 and
7.7.4 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.
7.7.5 Make a copy of the signed admission and language policies of the school
available for ratification by the District Director.
HEAD OF DEPARTMENT
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