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Chapter 5

EXTRA-CURRICULAR MATTERS

5.2 AFTER SCHOOL CENTRES

5.2.1Legislative and Policy Framework

ACTS

  • The Children’s Act 38 of 2005 [CA]
  • Employment of Educators Act 76 of 1998 [EEA]

 

GUIDELINES

  • Guidelines for Day Care, Department of Social Development [NG DC]
  • Personnel Administration Measures [PAM]

5.2.2Framework for the Development of School Policy on After-School Centres

  1. Introduction
    • The purpose of after-school centres is to provide adult supervision after school hours for those who may have this need. The primary aim is not to provide any formal tuition but to keep these pupils occupied in a constructive way.
    • After-school centres may also cater for additional needs, e.g. providing food and refreshments for pupils or providing supervision during school holidays.
    • After-school centres are essentially centres which have been established to provide a particular service at a particular cost. They should not be confused with classes presented by some schools and which are supervised by teaching staff as part of the extramural programme and for which no fees are payable.
  2. Procedures to be followed in the Establishment of a Place of Care
    The Children’s Act 38 of 2005 states that when there’s an intention to establish a place of care or when there’s an application for changes to an existing registration certificate, the following is of utmost importance:

    • Any person, organisation or community which intends to initiate a place of care must contact the nearest office of the Department of Social Development.
    • It is important to consult the local authority (municipality) as well, with a view to obtaining the right of use and the necessary licence to run a place of care on a particular premise.
    • The registration or re-registration of a place of care is considered by the Minister on the basis of a report and a recommendation by the Department of Social Development. A certificate from the local authority to the effect that such place of care complies with all the structural and health requirements of the local authority must accompany the report of the Department of Social Development.
    • In cases where minimum standards are not met, the place of care has to meet requirements within a specific time frame in order to register. If conditions are not complied with, it may result in closure of the facility and / or service.
    • A place of care is subject to inspection by the Department of Social Development at least once a year.
    • All applicants must also contact the Departments of Education and Health to determine any requirements from these departments.
  3. Types of After-school Centres
    • There are three main types of after-school centres that are run by:
      • welfare organisations;
      • schools; and
      • private persons on a profit-making basis.
    • Where after-school centres are registered with the Department of Social Development, or are run by schools, the body which has registered them is responsible for both the pupils and the staff of the centre. This means that the registered body needs to be suitably insured.
  4. General Guidelines on making Facilities available to Welfare Organisations
    • Principals and School Governing Bodies should ensure that the fees charged are commensurate with the services provided, and that inspections are carried out to determine that parents receive value for their money. This applies not only to the quality of supervision but to the quality and quantity of the meals and refreshments which are provided.  Particular care should be taken to ensure that parents are not misled into believing that the centre is a so-called study or remedial centre.
    • When School Governing Bodies make school buildings available for after-school centres, they should ensure that:
      • the applicant registers the after-school centre with the Department of Social Development;
      • the applicant takes out insurance to cover damage to equipment;
      • insurance is taken out to safeguard against any claims which may arise from casualties and / or injuries which may occur on the grounds / in the buildings during the hours in which the after-school centre operates;
      • the programme / timetable of pupil activities for the after-school centre is approved by the SGB and inspections are carried out periodically by either the SGB or the principal concerned;
      • there is one supervisor for every 25 people; and
      • an emergency plan is designed for the after-school centre and the head of the centre is well aware of the channels of communication to be used in the event of emergencies.
    • The School Governing Body concerned should make all arrangements involving the leasing of specific classrooms, lease contracts, etc.
  5. General Guidelines to School Governing Bodies on establishing and running After-school Centres
    As a point of departure, it should be stated that since caring for pupils after school hours is not an educational function, the Department does not establish or run any after-school centres.  Where SGBs consider establishing and running after-school centres to satisfy a need within a particular community, the following guidelines should be followed:

    • In the spirit of presenting an essential service it is a basic requirement that after-school centres should not be run mainly as profit-making concerns and that the services offered should be of a high standard and commensurate with the fees charged.
      The head of the after-school centre should be a fully trained teacher responsible for:

      • designing and implementing a programme / timetable of activities approved by the SGB which is inspected periodically by both the SGB and the principal;
      • dealing with all financial aspects as set out in the regulations for school funds;
      • drawing up duty sheets for supervisory staff;
      • drawing up an emergency plan for the after-school centre in conjunction with the principal;
      • keeping an attendance register for supervisory staff and checking the salaries against it;
      • maintaining discipline and supervising pupils; and
      • ensuring that pupils are provided with meals and refreshments (where applicable) in an orderly and hygienic way.
    • In instances where in-service teaching staff wish to be appointed as supervisors at after-school centres, prior approval for additional remuneration for work done after school hours should be obtained from the Department of Basic Education.
    • Funds from an after-school centre may be accounted for in the school fund bookkeeping system. As an after-school centre is not an educational matter from which not all pupils may benefit, the cost of running it may not be subsidised from the school fund.  An after-school centre should, therefore, be completely self-supporting.
    • The running of an after-school centre should be left to a sub-committee of the SGB which is responsible to the SGB for all matters pertaining to the centre.
    • In order to implement the after-school programme effectively, supervisory staff should be appointed according to a ratio of one supervisor for every 25 pupils.
    • The cleaning of rooms, crockery, cutlery, etc. may not interfere with the normal duties of general assistants.
    • The applicant is to take out insurance to cover damage to equipment.
    • Insurance should be taken out to safeguard against any claims which may arise from casualties and / or injuries which may occur on the grounds / in the building during the hours during which the after-school centre operates.
    • Schools which run after-school centres must register as employers with SARS, deduct the relevant amounts for income tax from the employees and pay this in to the Receiver of Revenue as required by law. At the end of each financial year, employers should be issued with IRP 5 certificates.
  6. General Guidelines on making School Buildings available to Private Institutions or Persons who wish to run After-school Centres for their own Profit
    • Principals should be satisfied that the private person / institution offers a satisfactory service to the school community.
    • The leasing of school buildings to private persons / institutions should be considered on an annual basis. Principals and management councils may cancel any such agreements without giving reasons as long as three months’ notice is given.
    • Principals and management councils are requested to ensure that:
      • the applicant registers the centre as a place of care with the Department of Health;
      • the applicant takes the necessary precautions against fire and other possible damage to property;
      • the applicant takes out insurance to cover any damage to buildings and equipment;
      • insurance is taken out to safeguard against any claims which may arise from casualties and / or injuries which may occur on the grounds / in the buildings during the hours during which the after-school centre operates;
      • the programme / timetable of pupil activities for the after-school centre is approved by the SGB and inspections are carried out periodically by the SGB or the principal concerned;
      • there is one supervisor for every 25 pupils; and
      • an emergency plan is designed for the after-school centre and the head of the centre is familiar with the channels of communication to be used in an emergency.
    • The SGB should make all arrangements involved in leasing specific classrooms, lease contracts, etc.