Topic

Enclosures

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On request, this circular will be made available in Afrikaans, isiZulu or Sepedi within 21 days

Also available on the GDE website at:

Office of the Head of Department

Room 1009, 111 Commissioner Street, Johannesburg, 2001

PO Box 7710, Johannesburg, 2000

Tel: (011) 355 1511 Fax: (011) 3335546 E-mail: OR

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SNAP SURVEY OF ABET CENTRES: 4 MARCH 2008

  1. INTRODUCTION

1.1The SNAP SURVEY ofABET centreshas to be completed in respect of all centres/schools, both public and independent. It involves, among other aspects, a complete count of personnel and learners.

1.2The information filled in should reflect the situation as onTuesday, 4March 2008. If, due to logistic problems, ABET centresreceive the Snap Survey materials late, the site managershould please ensure that the information filled in reflects the situation as close as possible to that on 4March 2008.

1.3Centre managersshould return the survey tool to the respective district offices by Monday,10March 2008.

1.4The National Education Information Policy informs that it is the duty of all heads of institutions to complete survey forms and other information required by the Department, and that any deliberate distortion of information constitutes fraud.

2.LEGISLATIVE FRAMEWORK

2.1Adult Basic Education and Training Act, 2000 (Act No. 52 of 2000).

2.2Gauteng Schools Education Act (1995), Sections 9 and 10.

2.3South African Schools Act (Act No. 84 of 1996), Section 59.

2.4Employment of Educators Act (Act No. 76 of 1998), Section 18.

According to these Acts, the Department of Education may record or collect all relevant information from schools relating to education in the province.

3.GENERAL INFORMATION REGARDING SURVEYS

3.1Data that are collected are used for purposes of analysis and planning. The National Department of Education has specified the requirements for the survey in order to have national uniformity. This facilitates analysis of educational data on a national basis.

3.2According to the Gauteng Schools Act, the Head of Department is authorised to collect information with regard to education in the province (from public and independent centres), and any head of institution, who without just cause, fails to comply, shall be guilty of an offence.

4.VERIFICATION

The verification of survey data means that a sample of the survey data is physically verified at the source, which in this case, is at a few selected ABET centres. The purpose of the verification procedure is to establish whether the ABET centreshave effectively and honestly completed the survey instrument.

Obtaining accurate learner numbers is regarded as strategic information for the Gauteng Department of Education (GDE), and any irregularities with regard to this are deemed fraudulent.

4.1Methodology

Officials representing the Head of Department will visit any ABET centreto verify information in connection with the affairs of the ABET centre. Head Office officials and district officials will conduct these verification visits. The relevant GDE officials will conduct their visits according to a clear outline:

  • The officials will, through discussions with the managers and educators, establish the correctness of adult learner numbers.
  • Any document (e.g. class registers and class lists), book or article relevant to the verification procedure will be examined and copies will be made if necessary.
  • Moreover, visual monitoring will be used to establish the accuracy of basic centre information (e.g. number of classrooms). Verification visits will typically take one to two hours.

A sample of 2% or 3% of institutions will typically be chosen. Selection will be random, although an attempt will be made to represent all districts and types of centres.

  1. DECLARATION

The principal must sign the forms after having checked all the details, as acknowledgement of the accuracy of all the information.

PLEASE NOTE: It is the responsibility of the principal to ensure that survey forms are correctly completed and submitted by the due date to the relevant district. Principalsare warned against submitting incomplete forms and making any false statement.

______

MALLELE PETJE

HEAD OF DEPARTMENT

Annexure A

GUIDELINES FOR THE COMPLETION OF THE SURVEY FORM

1.INTRODUCTION

All institutions have been supplied with a copy of the relevant circular and a headcount form. Institutions are expected to return a signed, completed manual survey the form and its photocopy.

2.GENERAL INSTRUCTIONS

The following guidelines should be adhered to when completing forms.

  • All the tables and the columns in the form must be completed where applicable.
  • Please complete forms with a medium, black pen.
  • Please use BLOCK/CAPITAL letters when completing forms.
  • Please write inside the blocks - try not to touch the blocks.
  • Please write as neatly as possible.
  • Please write only in the blocks provided.
  • Do not stamp any of the pages.
  • Only sign in the space provided for the signature.
  • Please complete a new page if you have made mistakes on the page.
  • Please ensure that your centre's EMIS number is written on each and every page, even if the data on the page do not apply to you.
  • Do not take out any pages.
  • Do not retype the form.
  • Return all the pages of the form in the correct order.
  • All information must be provided.
  • Centres must make two copies of the completed survey. The original and a copy are to be submitted to the district and the second copy to be kept at the centre.
  • Once completed, the survey tool plus copies should be placed in an envelope with the following information written on the outside: district name, centre reference number (EMIS number – as handed out to the districts), centre and satellite name. Note that only the main centres should use the EMIS number as it appears in the master database. Satellite “siteref” numbers will be composed of the EMIS number of the main centre plus two digits 00 or 01 etc. until 20. This means that the Satellite EMIS number will have eight (8) digits. Eg. :

EMIS / MAIN centre / siteref / Satellite NAME
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169601 / GAEGOLELWE SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169602 / IPOPENG SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169603 / IRENE SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169604 / MAHLAHLE SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169605 / OLIEVENHOUTBOSCH SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169606 / PHUTHADITSHABA SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169607 / ROOIHUISKRAAL SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169608 / THEMBANI SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE / 23169609 / SIZANANI SATELLITE ADULT CENTRE
231696 / GAEGOLELWE ADULT EDUCATION CENTRE
3.SPECIFIC INSTRUCTIONS

3.1All the information provided must pertain to the survey date, i.e. Tuesday, 4March 2008.

3.2Adult learners who are absent on the survey date must be counted.

3.3It is important to collect learner, educator and SGB information in terms of race and gender in order to track the extent to which equity and access are being addressed.

3.4The educatorand the site manager/principalmust sign the educator form in the space provided.

3.5The site manager/principaland, at the district office, a district official must ascertain the validity of the information contained in the ABET Snap Survey forms and in the accompanying forms.

NOTE: All centres – main centres and satellites centres – must indicate the situation in their respective centres as on 4 March 2008. If the main centre has no adult learners as it is operating as the administration centre, then no learner tables must be filled in. All centres must also fill in the staff information as pertaining to the centre. Main centres must refrain from double-counting learners and staff – i.e. It must not aggregate data.

4.EXPLANATION OF TABLES

4.1Table 1: General Information

Fill in your centre’s detail even if nothing has changed. The EMIS unit will update any information that has changed, except the school’s name.

4.2Table 2.1: Grand Total of Number of Learners Enrolled at the Centre

Refers to the total number of adult learners in the centre (main centre or satellite centre). Tables require the total number of adult learners by:

  • Grades/Levels
  • Gender

Each adult learner must be counted once.

4.3Table 2.2: Total Number of Learners (Excluding SNE Learners)

Refers to the total number of adult learners (excluding SNE) in the centre (main centre or satellite centre). Tables require the total number of adult learners by:

  • Age
  • Grades/Levels
  • Gender

EACH LEARNER MUST BE COUNTED ONCE.

4.4Table 2.2: Total Number of Learners (SNE Learners ONLY)

Refers to the total number of adult learners (ONLY SNE learners) in the centre (main centre or satellite centre). Tables require the total number of adult learners by:

  • Age
  • Grades/Levels
  • Gender

EACH LEARNER MUST BE COUNTED ONCE.

Grades/Levels: Centres and satellites should provide information according to GRADES/LEVELSrelevant to the centre/satellite. This will result in adult learners not being double-counted.

Gender: Take note that some tables require information by gender (male/female).

4.5Table 3: Staff Information

Main centres should give information for only main centres and satellite centres should also give information for only satellites. This will mean that each centre give its quota.

Note that the number of STAFF remunerated by STATE only, should be filled in at section 3.1. Similarly, number of STAFF remunerated by GOVERNING BODY only, should be filled in at section 3.2.

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Annexure B

MANAGEMENT PLAN: ABET

Activity / Timeframes / Responsibility / Comments
Start / End
1.Preparation / Consultation on Data Needs / Done / Form received from DOE
Design and Finalisation of forms / Done / 19/11/2007 / Depends on DoE
Finalise Capture Software Design and User Manual / 29/01/2008 / 29/02/2008 / Zenzo, Frans (DoE)
Approval of survey form and circular by the HOD / 25/01/2008 / 01/02/2008 / Winston
Printing of Survey Forms and Annexures / 25/01/2008 / 18/02/2008 / Winston / Print forms in-house
Preparation of Distribution Lists / 25/01/2008 / 29/01/2008 / Winston
Training of Capturers / 28/03/2008 / 31/03/2008 / Winston and Zenzo
2.Distribution / Distribution to districts / 11/02/2008 / 15/02/2008 / Winston and Rachel
Distribution to ABET sites / 18/02/2008 / 29/02/2008 / Districts – Policy and Planning with the help of Winston / Support from Head Office
3.Date of Survey / ABET Sites Begin Survey / 04/03/2008 / 04/03/2008 / ABET sites / Support from District Offices
ABET Sites Complete Survey / 04/03/2008 / ABET sites / All necessary tables must be completed.
Number of male and female learners must be consistent on all tables.
4.Collection / Collection from ABET sites
A check list to be used to track if all indicated sites submitted forms. / 10/03/2008 / 18/03/2008 / Districts – Policy and Planning / Forms must be checked on collection for signatures and whether all tables are fully completed and corresponding tables balance.
Districts to check survey forms for completion – Personnel Collecting forms at sites must use the Table list – to be ticked – indicating that tables where checked for Balancing etc. – official signs the Table check list. This will be used by the Policy and Planning official and H/O. / 10/03/2008 / 18/03/2008 / Districts – Policy and Planning / Final checked for signatures and whether all tables are fully completed and corresponding tables balance.
All forms to be collected on time.
5.Capturing / Capturing of forms, Cleaning of data Queries. / 01/04/2008 / 15/06/2008 / Head Office – Winston and Zenzo / Capturers must be monitored at all times. They must compare what has been captured with a hard copy. All signed hard copies must be sent to Head Office for scanning.
6.Validation / Actual site visits and report to Head Office / 06/07/2008 / 06/07/2008 / District – Policy and Planning - and EMIS officials / 2 % of centres must be checked. The sample of centres must be randomly chosen or at the district’s discretion
7.Report Writing / Technical report/Statistical Output Report / 02/08/2008 / 17/08/2008 / Winston and Zenzo
8.Submission / Submission to DoE / 03/09/2008 / DoE Submission

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