UMnyango WezeMfundo
Department of Education
Lefapha la Thuto
Departement van Onderwys
Circular 35 / 2005
Date: 15 June 2005
Management of admissions to
public ordinary schools for
2006
Topic
Annexure A: Form 1 & 2: Admission Forms
Annexure B: Form C1: GDE Admissions Appeal
Form
Annexure C: Process Map
Enclosures
Annexure D: District Reporting Format
Annexure E: Declaration of a School reaching its
Capacity
Annexure F: Admissions Management Plan
 Divisional Managers and District Directors
at DISTRICT
Head Office
and DistrictFORMAT
Offices;
FORM 3:
REPORTING
Distribution
 Principals of all public schools;
 Members of School Governing Bodies; and
 Teacher Organisations
This information must be made
available to all learners, parents and
caregivers
DIRECTORATE: GENERAL EDUCATION AND
TRAINING (GET)
011 355 0812
Enquiries
On request, this circular will be
made available in isiZulu
within 21 days
Also available on the GDE website: www.education.gpg.gov.za
Office of the Chief Executive Officer
Room 1009, 111 Commissioner Street, Johannesburg 2001 P.O. Box 7710, Johannesburg, 2000.
Tel: (011) 355-1511 Fax: (011) 333-5546 E-mail: ceogde@gpg.gov.za OR mallelep@gpg.gov.za
English: Page 1 of 8
ADMISSION OF LEARNERS TO PUBLIC SCHOOLS
1.
PURPOSE
The purpose of this circular is:
1.1
1.2
1.3
1.4
To align the provincial admission processes with the latest legislation.
To replace Circular 38/2004.
To advise principals on the administrative procedures for admissions.
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
2.2
2.3
2.5
2.6
2.7
2.8
2.9
2.10
South African Schools Act, 1996 (Act No. 84 of 1996);
Admission of Learners to Public Schools (General Notice 4138 of 2001);
Education Law Amendment Act, 2002 (The Amendment of section 5 of Act 84 of
1996);
Education White Paper 6: Special Needs Education (Building an Inclusive Education
and Training System, 2001);
Education White Paper 5 as promulgated in 2004;
Provincial Gazette Extraordinary No. 187 transforming ECD in Gauteng;
Gauteng School Education Act, 1995 (Act No. 6 of 1995); and
Language in Education Policy (NEPA Act 27 of 1996);
Refugees Act, 130 of 1998;
Aliens Control Act, 96 of 1991.
3.
INTRODUCTION
3.1
This circular outlines management arrangements for admissions to public schools.
Principals and School Governing Bodies must familiarize themselves with the
legislation mentioned in paragraph 2 and the contents of this circular.
4.
REGISTRATION AND ADMISSIONS OF LEARNERS
4.1
The registration process begins in July 2005 and ends at the end of September
2005. All learners on a waiting list should be notified of the outcome of the
application for admission by the end of October 2005. 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 finalized in
October 2005.
4.3
The District Director will be informed by the school admission data
interrogated and analysed in November 2005 in declaring schools full.
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 such learners.
2.4.
English: Page 2 of 8
5.
SCHOOL ZONING
5.1
The temporary feeder zones for 2006 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 or 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 2005.
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:
6.2.1
A letter from the school is sent to the parents explaining why the admission has been
refused;
A copy of this letter is 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; and
All supporting documentation must accompany the appeal form.
6.2.2
6.2.3
6.2.4
6.2.5
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.
English: Page 3 of 8
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:
a.
b.
c.
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.
Provincial Admissions Team: Consisting of a representative from Head Office
(H/O): General Education and Training (GET), and 12 (twelve) district
representatives.
Provincial Appeals Team: Consisting of representative from H/O: (GET) and Legal
Section: in consultation with relevant district admissions coordinator.
These structures will ensure that issues of access, equity, redress and compulsory
attendance of learners at school is realized 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
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
Coordinators are:
English: Page 4 of 8
District
D1:
D2:
D3:
D4:
D5:
D6:
Gauteng North
Gauteng West
Tshwane North
Tshwane South
Ekurhuleni East
Ekurhuleni West
D7: Sedibeng East
D8: Sedibeng West
D9: Johannesburg East
D10: Johannesburg North
D11: Johannesburg South
D12: Johannesburg West
H/O: GET
Name of Admissions
Coordinator
Herbert Nkosi
Sarel Streicher
Maritjie Human
Johrina Human
Pamela Belwane
Gwendoline Mote
Ria Radinne
Jeanette Dreyer
Jeff Zwane
Tlhage Petlele
Joyce Legoete
Robert Abrahams
Sophia de Beer
Tenji Marolen
Vaughan Holmes
District Office Number
012-326- 6819
011-660-7576/7
012-323-9017
012-341 6362
011-812-2700
011-389-6069
011-389-6036
016-430-9331
016-933-3300
011-408-9200/9228
011-355-5590
011-983-2000/23171093
011-496-2590
011 355-0632
011 355-1776
7.2.4
Ensure that the District Admissions Coordinator will be contactable via cell phone for
the duration of July 2005 – March 2006.
7.2.5
Ensure that the contact details of the District Admissions Teams are made available to
the parents of learners via the media together with the call centre number.
7.2.6
Ensure that by the end of November 2005 all learners are placed.
7.2.7
Make sure that monthly reports on the process of admissions are written and sent to
GET Directorate Head Office (13th floor room: 1325) on the provided format 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 2005 to March 2006, 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
placed.
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.
English: Page 5 of 8
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:
7.3.5

Admission process commences in July 2005.

Stakeholders’ meetings are organised to discuss the admission process and this
circular in June 2005. Proof of such a meeting must be produced when required.

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.
Administration of admissions includes:











The issuing of application forms to parents;
Assisting parents in completing the form when such assistance is required;
Receiving completed admissions application forms from parents;
Ensuring that all required forms are attached and correctly completed;
Ensuring that ALL parents who applied for registration of their children receive a
waiting list number in writing immediately;
Ensuring that ALL successful and unsuccessful parents / applicants receive a
written response by the end of October 2005;
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; and
Forwarding admission data to the District Director on a weekly basis.
7.3.6
The admission age of a learner to a public school to Grade 1 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.
English: Page 6 of 8
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 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.
7.4
The Role of the District Admissions Team
It is the role of the District Admissions Team especially with regard to admissions to:




7.5
Facilitate the admission of learners at public ordinary schools;
Forward applications and recommendation that require admission into schools in
other districts to the Provincial Admissions Team;
Facilitate the decision taken by the District Director to declare a school full;
Develop a district admission database/system.
The Role of the Provincial Admissions Team
It is the role of the Provincial Admissions Team to:







7.6
Oversee the process and procedures of admissions in the district;
To collate admission reports and forward to the HOD;
To monitor all admissions in the district and ensure compliance;
To investigate all admission queries, intervene and report in writing to the HOD;
To organise admission advocacies for the 13th of August and 03rd of September
2005, and declare these weekends as Provincial Open Registration Days for all
public ordinary schools in Gauteng;
To develop the provincial admissions strategy;
To compile a provincial admissions database.
The Role of the District Admissions Co-ordinator
It is the role of the District Admissions Co-ordinator to:


Oversee the process and procedures of admissions in the schools;
To collate admission reports and forward to the provincial admission coordinator;
English: Page 7 of 8




7.7
To monitor all admissions within the district;
To investigate all admission queries, intervene and report in writing with the
necessary documentation when required by the HOD and MEC;
To organise admission advocacy plans and submit to Head Office by the 15th of
July 2005;
Prepare the district admission management plans.
The Role of the School Governing Body
The School Governing Body of the school should:

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).

Develop a language policy for the school 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.

Encourage parents to apply for admission of their children before the end of the
preceding school year and specifically between July 2005 and September
2005.

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.

Make a copy of the signed admission and language policies of the school
available for ratification by the District Director.
________________________
MALLELE PETJE
CHIEF EXECUTIVE OFFICER
English: Page 8 of 8