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Chapter 2

ADMINISTRATION AND DATA/INFORMATION MANAGEMENT

2.7 REPORTS

2.7.1Legislative and Policy Framework

ACTS

  • Housing Amendment Act, 1996 [No. 6 of 1996] Sections 52 and 53 [HAA]
  • National Education Policy Act, No. 27 of 1996 [NEPA]
  • Basic Education Laws Amendment Act, 2011, No. 15 of 2011 [ELA]
  • Statistics Act, No. 6 of 1999 [STATS]
  • Promotion of Access to Information Act, No.2 of 2000 [PAIA]
  • SA Schools Act, No. 84 of 1996, Chapter 2, Sections 3, 5 [SASA]
  • Employment of Educators Act, No. 76 of 1998 [EEA]

 

GUIDELINES

  • Personnel Administration Measures, 3.2 and 24 [PAM]

FreeState

CIRCULARS

  • Circular: MG 29/2012 – Standardisation of SA-SAMS Reports to Encourage the FSDoE to Report on the Same Data Source [Reference B2 29/2012]
  • Circular: MG 30/2012 – Standardisation of SA-SAMS Reports to Avoid Duplication of Similar School Reports Often Requested by Different Sections of the Department [Reference B2 30/2012]
  • Circular MG 7/20 [Reference B2 7/2014]
  • Circular MG 42 / 2013-Lurits Data Submissions For All Schools (SNE Schools Included) For 2014 [Reference B2 42/2013]
  • Circular MG 41 / 2013 – 10TH School Day Statistics for all schools, Special Schools included… [Reference B2 41/2013]

2.7.2Framework for the Development of School Policy on Reports

  1. Professional reports by departments or departmental officials
    Professional reports are confidential documents.  They should be kept in schools, and no copies may be made for distribution.

    • Professional reports (written by staff from District Office/Department)
      These reports are meant for Principals and concern professional matters. They are not available to School Governing Bodies, but Principals may use them as testimonials when they apply for a new post.
    • General professional reports (written by staff from District Office/Department).
      These reports inform the Governing Body about school matters.  Once the Principal has received them, he should arrange for them to be discussed at the first forthcoming meeting of the SGB.
    • Reports concerning buildings and grounds (written by planning staff).
      These reports are for the attention of the Principal and the SGB
    • Subject/Learning Area evaluation reports (written by Learning Area Facilitators)
      Such reports are written after learners have been evaluated on a subject.  The Principal receives two copies of the report; one for the school and one for the Head of Department and/or subject/learning area educators.
    • School Library reports (written by the Media Facilitator)
      These reports are intended for use by the school.
    • Medical reports (issued by the school’s medical officer)
      These reports are meant for the attention of the principal and the SGB.
  2. 10th day return
    This form is completed on the 10th day of each new school year. Its purpose is to gain an overall picture of the learner and educator distribution per school. It enables the Department of Basic Education to plan effectively and identify areas, which may need urgent intervention on the part of the Department.
  3. Annual Survey
    This is the main survey of schools and is very detailed in order to accommodate the major planning needs of the Department of Basic Education. It is completed on the last Tuesday (which is a school day) of March of each year. Although it is best for the principal to delegate the collection of information to the other teachers the principal is obliged to check and verify the accuracy of every item and can be prosecuted for submitting false or incorrect information. This is a particularly important survey because the results are used to determine staffing and funding allocations as well as other critical decisions.
  4. Annual General Meeting
    The SGB must once a year hold an Annual General Meeting for all registered parents at the school.  Parents must be notified at least 30 days before the meeting.  A copy of the draft budget, the proposed fee structure and the proposed exemption policy should accompany the notice.
    At the meeting parents must receive a report on the activities of the school (challenges and achievements) and be informed of the school’s proposed budget and the planned school fees that will be charged in the coming financial year. Parents must also have the opportunity to examine the budget and balance sheet of the school in writing if they so wish. The parents must vote on, and ultimately accept by a majority of those present, three items:

    • the budget
    • the proposed school fees
    • the policy for granting exemption from payment of school fees
      Accurate minutes and an attendance register of the meeting must be kept and should be circulated to parents.

      EXEMPLAR NOTICE OF AGM MEETING
      NAME OF SCHOOL
      NOTICE TO PARENTS
      There will be a very important meeting of all parents at 17:30 on Tuesday 11 October 201_ at the school in order to approve the school budget and school fees for 20_. It is vital that as many parents as possible attend this meeting since decisions made there will directly affect every parent.
      The agenda for the meeting is as follows:
      – Welcome and opening Chairman of SGB
      – Financial report of previous year Treasurer
      – General report on the activities of the current year Principal
      – Goals, objectives and activities for coming school year Principal
      – Fund-raising plans for next year Principal
      – Proposed budget for next year Treasurer
      – Proposed school fees for next year Treasurer
      – Policy for exemption from school fee payment Treasurer
      – Motions of adoption Treasurer
      – Closure

      (See Reference C MINUTE KEEPING)

  5. The Principal may deliver the report verbally or in writing.  The report or parts thereof may be published in the school newsletter.  Such a report may include:
    • Internal matters (without discussing professional matters)
    • Extra-mural activities
    • Spending of school funds, etc.
  6. Logbook/Journal
    The Logbook or Journal assists the principal in keeping a record of events during the course of a day or a week.  Information recorded here can be useful to the principal in preparing the report to the SGB or the annual report to the parents.

    • Items that can be included in the logbook are:
    • Visits of dignitaries
    • Staff or learner achievements
    • Important historical events
    • Staff details
    • SGB details
    • Problems or challenges and their solutions
    • School leavers
  7. Quarterly return of learner attendance
    On the last day of each term the Principal should complete a Quarterly Return of Learner Attendance form in duplicate.  The original form should be submitted to the District Office and the copy filed at the school for reference purposes.
  8. Quarterly return of leave of educators and non-teaching staff
    • On the last day of each term the Principal should complete a Quarterly Return of leave of Educators and Non-Teaching staff in duplicate.
    • The original form should be submitted to the District Office and the copy filed at the school for reference purposes.
    • These registers should be available for scrutiny by district and departmental officials.
  9. Auditor’s reports
    • Schools:
      • The financial year starts on 1 January and ends on 31 December.
      • The SGB should appoint an auditor to audit the school fund records annually.
      • The Principal should submit a copy of the auditor’s report to the District Office before 30 June the following year. The District will verify the report and file it.
    • Hostels:
      • The SGB should appoint an accountant or auditor registered in terms of section 60 of the Close Corporations Act (Act 69 of 1984) to audit the records and statements of the hostel’s operating account.
      • At the first or second meeting of the SGB following the receipt of the auditor’s report, the SGB should consider the report.
      • Should the report reveal any irregular or unsatisfactory matter, the meeting should decide on steps to remedy the situation.
      • The chairman of the SGB should forward copies of the audited statements and the auditor’s report to the Auditor-General as soon as the SGB has met to discuss these.
      • The Auditor-General may, at his discretion, request further information to undertake an investigation if he deems it necessary.
      • The chairman of the SGB should forward the auditor’s report to the District Office within two months of the meeting at which the report was discussed.
      • A copy of that meeting’s minutes should accompany the report, indicating the SGB’s comments and outlining the steps that were taken to address any unsatisfactory situation.
      • The District Director may, at his own discretion, decide to take further action on issues in the report.
      • The auditor may work for the school in a non-auditing capacity only with prior approval by the SGB. Details of such work, including the cost, should be included in the auditor’s report.