department of basic education · 2018-12-09 · 4 no.32414 government gazette, 17 july 2009 notice...
TRANSCRIPT
4 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
NOTICE 982 OF 2009
DEPARTMENT OF BASIC EDUCATION
Call for comment on the Learner Attendance Policy and Procedures 2009
I Angelina Matsie Motshekga Minister of Basic Education after consulting with the Council of
Education Ministers hereby publish the draft Policy in the Schedule for comment
All interested persons and organisations are invited to comment on the draft Policy in writing
and to direct their comments tomiddot
The Director-General Private Bag X895 Pretoria 0001 for attention Ms R Pillay tel 012 312
5942 email pillayrdoegovza fax 012 312 5908 or Mr VL Rikhotso tel 012 312 5930
email rikhotsovdoegovza fax 012 312 5902
Kindly provide the name address telephone and fax number and email address of the person or
organisation submitting the comments
The comments should reach the Department within 21 days of the publication of this notice
Angie Motshekga MP
Minister of Basic Education
Date
5 STAATSKOERANT 17 JULIE 2009 No32414
Annexure A middotLEARNER ATTENDANCE POLICY
AND PROCEDURES
6 No32414 GOVERNMENT GAZETTE 17 JULY 2009
LEARNER ATTENDANCE
POLICY AND PROCE Si
education ORJGfNAL OOCUMENT
RECOMMENDED BY DOGDepartment Education REPUBLIC OF SOUTH AFRICA 2009 -06- t 7
7 STAATSKOERANT 17 JULIE 2009 No32414
CONTENTS
DEFINITIONS AND ACRONYMS 3 PART A POLICY 9 1 INTRODUCTION 9
Importance of regular school attendance 9 Purpose ofpolicy ~ 1 0 Scope and application ofpol icy 11 Interpretation of terms 11 Delegation ofpowers middot 11
2 PROMOTION RECORDING AND MONITORIN EARNER A TTENDANCE
12 L bull bl earners responsl I ltres Parents responsibilities bull 13 Schools responsibilities 13 SGB responsibilities 14 Principal and SMT responsibilities 14 Class teachers responsibilities 16 Teachers responsibilities 16 PED responsibilities 16
PART B PROCEDURES 18 3 PROCEDURES FOR REPORTING LEARNER ATTENDANCE f 18
Registers 18 Safe-keeping an 18 Class 19
19
20 20
21 up attendance 22 23
24 return 24
other school-wide educational activity and school c1osure25 middotattendance return 25
Provincial annual attendance return 25 4 SCHED lTLES 26
ORIGINAL DOCUMENT RECOMMENCED BY DDG 2
Department ofEducation 2009 2009 ~06middot 2 1
8 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DEFINITIONS AND ACRONYMS
In this policy unless the context otherwise indicates the following definitions
apply shy
Abscond means to skip a period or school activity or leave the school during a
school day without permission from the principal
Absent means a learner is not in class or is not
when a class or period register is marked
Actual school days means the numbe r less
Admission means admission school and
n which the particulars ofevery learner
tion Ministers
of learners who are under the administrative supervision of
Class registration period means a period on a school timetable not exceeding ten
minutes when the class register is marked
Class register means a daily register oflearner attendance and absence which is
maintained manually and may also be computer generated
ORIGINAL DOCUMENT RECOMMENDED BY DDG
loua ~06- 2 7 copy Department ofEducation 2009
3
9 STAATSKOERANT 17 JULIE 2009 No32414
Class teacher means an educator assigned by the principal to have
administrative responsibility for a class for a school year
Computer generated learner attendance register means a daily register of learner
attendance maintained on SA-SAMS or a compatible computer-based school
information management system
Continuous absence means absence ofa learner fro
consecutive school days without valid reason
De-registration means the cancellation
daily attendance register as provided i
District means education
a person who is appointed to exclusively
ho teaches educates or trains other persons or
ltcentt1ucltHmal services including professional therapy
Enrolment admission of a learner by a principal to a grade in a school
and admission has the same meaning
Failure to take up a school place means absence ofa learner from a school
without valid reason for ten consecutive school days after having been admitted to
the school
ORIGINAL DOCUMENT RECOMMENDED BY DOG
4Z009 -06- 2 1 Department ofEducation 2009
10 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Grade head means an educator assigned by the principal to have administrative
responsibility for a grade
Head of Department means head of a Provincial Education Depaltment
HEDCOM means Heads of Education Departments Committee
Learner absentee day means a school day on which
class register as absent for the whole or part of th
Multi-grade class means a class whose I
are taught in the same classroom at
NEPA means National
onal activity involving
the whole
to custody of a learner or
to fulfil the obligations of a person referred to
and (b) towards the learners education at school
al Education Department
Period means period in a school timetable designated for instruction in a subject
or learning area or for class registration
Period register means an official PED document used by a school to monitor the
attendance or absence of each JearnemiddotJliijQMmiddot~mrti1~mreribdI )r1IGINA
R~COMMENDED BY DDG
20ns -n5~ 7copy De)artmellf ofEducation 2009
5
STAATSKOERANT 17 JULIE 2009 No32414 11
Principal means an educator appointed or acting as head of a school
RCL means Representative Council of Learners
Regular teaching means teaching in a class or subject or learning area group that
takes place in a schools usual facilities
SASA means the South African Schools Act 1996
SA-SAMS means South African School
System
School means public school
School activity means an
in a day specified on the school timetable when a
to be in a school for purposes of instruction
s the dates in a calendar year specified by a Head of
Department on which a school is officially open to learners for teaching or a
school activity
Senior teacher is a Post Level I teacher with the ability to give guidance to less
experienced teachers as envisaged in Collective Agreement No4 of 2003 ofthe
Education Labour Relations Council
O~IGINAI DOCUMENT RECOMMENDED BY DOG
6 Department ofEducation 2009
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
5 STAATSKOERANT 17 JULIE 2009 No32414
Annexure A middotLEARNER ATTENDANCE POLICY
AND PROCEDURES
6 No32414 GOVERNMENT GAZETTE 17 JULY 2009
LEARNER ATTENDANCE
POLICY AND PROCE Si
education ORJGfNAL OOCUMENT
RECOMMENDED BY DOGDepartment Education REPUBLIC OF SOUTH AFRICA 2009 -06- t 7
7 STAATSKOERANT 17 JULIE 2009 No32414
CONTENTS
DEFINITIONS AND ACRONYMS 3 PART A POLICY 9 1 INTRODUCTION 9
Importance of regular school attendance 9 Purpose ofpolicy ~ 1 0 Scope and application ofpol icy 11 Interpretation of terms 11 Delegation ofpowers middot 11
2 PROMOTION RECORDING AND MONITORIN EARNER A TTENDANCE
12 L bull bl earners responsl I ltres Parents responsibilities bull 13 Schools responsibilities 13 SGB responsibilities 14 Principal and SMT responsibilities 14 Class teachers responsibilities 16 Teachers responsibilities 16 PED responsibilities 16
PART B PROCEDURES 18 3 PROCEDURES FOR REPORTING LEARNER ATTENDANCE f 18
Registers 18 Safe-keeping an 18 Class 19
19
20 20
21 up attendance 22 23
24 return 24
other school-wide educational activity and school c1osure25 middotattendance return 25
Provincial annual attendance return 25 4 SCHED lTLES 26
ORIGINAL DOCUMENT RECOMMENCED BY DDG 2
Department ofEducation 2009 2009 ~06middot 2 1
8 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DEFINITIONS AND ACRONYMS
In this policy unless the context otherwise indicates the following definitions
apply shy
Abscond means to skip a period or school activity or leave the school during a
school day without permission from the principal
Absent means a learner is not in class or is not
when a class or period register is marked
Actual school days means the numbe r less
Admission means admission school and
n which the particulars ofevery learner
tion Ministers
of learners who are under the administrative supervision of
Class registration period means a period on a school timetable not exceeding ten
minutes when the class register is marked
Class register means a daily register oflearner attendance and absence which is
maintained manually and may also be computer generated
ORIGINAL DOCUMENT RECOMMENDED BY DDG
loua ~06- 2 7 copy Department ofEducation 2009
3
9 STAATSKOERANT 17 JULIE 2009 No32414
Class teacher means an educator assigned by the principal to have
administrative responsibility for a class for a school year
Computer generated learner attendance register means a daily register of learner
attendance maintained on SA-SAMS or a compatible computer-based school
information management system
Continuous absence means absence ofa learner fro
consecutive school days without valid reason
De-registration means the cancellation
daily attendance register as provided i
District means education
a person who is appointed to exclusively
ho teaches educates or trains other persons or
ltcentt1ucltHmal services including professional therapy
Enrolment admission of a learner by a principal to a grade in a school
and admission has the same meaning
Failure to take up a school place means absence ofa learner from a school
without valid reason for ten consecutive school days after having been admitted to
the school
ORIGINAL DOCUMENT RECOMMENDED BY DOG
4Z009 -06- 2 1 Department ofEducation 2009
10 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Grade head means an educator assigned by the principal to have administrative
responsibility for a grade
Head of Department means head of a Provincial Education Depaltment
HEDCOM means Heads of Education Departments Committee
Learner absentee day means a school day on which
class register as absent for the whole or part of th
Multi-grade class means a class whose I
are taught in the same classroom at
NEPA means National
onal activity involving
the whole
to custody of a learner or
to fulfil the obligations of a person referred to
and (b) towards the learners education at school
al Education Department
Period means period in a school timetable designated for instruction in a subject
or learning area or for class registration
Period register means an official PED document used by a school to monitor the
attendance or absence of each JearnemiddotJliijQMmiddot~mrti1~mreribdI )r1IGINA
R~COMMENDED BY DDG
20ns -n5~ 7copy De)artmellf ofEducation 2009
5
STAATSKOERANT 17 JULIE 2009 No32414 11
Principal means an educator appointed or acting as head of a school
RCL means Representative Council of Learners
Regular teaching means teaching in a class or subject or learning area group that
takes place in a schools usual facilities
SASA means the South African Schools Act 1996
SA-SAMS means South African School
System
School means public school
School activity means an
in a day specified on the school timetable when a
to be in a school for purposes of instruction
s the dates in a calendar year specified by a Head of
Department on which a school is officially open to learners for teaching or a
school activity
Senior teacher is a Post Level I teacher with the ability to give guidance to less
experienced teachers as envisaged in Collective Agreement No4 of 2003 ofthe
Education Labour Relations Council
O~IGINAI DOCUMENT RECOMMENDED BY DOG
6 Department ofEducation 2009
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
6 No32414 GOVERNMENT GAZETTE 17 JULY 2009
LEARNER ATTENDANCE
POLICY AND PROCE Si
education ORJGfNAL OOCUMENT
RECOMMENDED BY DOGDepartment Education REPUBLIC OF SOUTH AFRICA 2009 -06- t 7
7 STAATSKOERANT 17 JULIE 2009 No32414
CONTENTS
DEFINITIONS AND ACRONYMS 3 PART A POLICY 9 1 INTRODUCTION 9
Importance of regular school attendance 9 Purpose ofpolicy ~ 1 0 Scope and application ofpol icy 11 Interpretation of terms 11 Delegation ofpowers middot 11
2 PROMOTION RECORDING AND MONITORIN EARNER A TTENDANCE
12 L bull bl earners responsl I ltres Parents responsibilities bull 13 Schools responsibilities 13 SGB responsibilities 14 Principal and SMT responsibilities 14 Class teachers responsibilities 16 Teachers responsibilities 16 PED responsibilities 16
PART B PROCEDURES 18 3 PROCEDURES FOR REPORTING LEARNER ATTENDANCE f 18
Registers 18 Safe-keeping an 18 Class 19
19
20 20
21 up attendance 22 23
24 return 24
other school-wide educational activity and school c1osure25 middotattendance return 25
Provincial annual attendance return 25 4 SCHED lTLES 26
ORIGINAL DOCUMENT RECOMMENCED BY DDG 2
Department ofEducation 2009 2009 ~06middot 2 1
8 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DEFINITIONS AND ACRONYMS
In this policy unless the context otherwise indicates the following definitions
apply shy
Abscond means to skip a period or school activity or leave the school during a
school day without permission from the principal
Absent means a learner is not in class or is not
when a class or period register is marked
Actual school days means the numbe r less
Admission means admission school and
n which the particulars ofevery learner
tion Ministers
of learners who are under the administrative supervision of
Class registration period means a period on a school timetable not exceeding ten
minutes when the class register is marked
Class register means a daily register oflearner attendance and absence which is
maintained manually and may also be computer generated
ORIGINAL DOCUMENT RECOMMENDED BY DDG
loua ~06- 2 7 copy Department ofEducation 2009
3
9 STAATSKOERANT 17 JULIE 2009 No32414
Class teacher means an educator assigned by the principal to have
administrative responsibility for a class for a school year
Computer generated learner attendance register means a daily register of learner
attendance maintained on SA-SAMS or a compatible computer-based school
information management system
Continuous absence means absence ofa learner fro
consecutive school days without valid reason
De-registration means the cancellation
daily attendance register as provided i
District means education
a person who is appointed to exclusively
ho teaches educates or trains other persons or
ltcentt1ucltHmal services including professional therapy
Enrolment admission of a learner by a principal to a grade in a school
and admission has the same meaning
Failure to take up a school place means absence ofa learner from a school
without valid reason for ten consecutive school days after having been admitted to
the school
ORIGINAL DOCUMENT RECOMMENDED BY DOG
4Z009 -06- 2 1 Department ofEducation 2009
10 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Grade head means an educator assigned by the principal to have administrative
responsibility for a grade
Head of Department means head of a Provincial Education Depaltment
HEDCOM means Heads of Education Departments Committee
Learner absentee day means a school day on which
class register as absent for the whole or part of th
Multi-grade class means a class whose I
are taught in the same classroom at
NEPA means National
onal activity involving
the whole
to custody of a learner or
to fulfil the obligations of a person referred to
and (b) towards the learners education at school
al Education Department
Period means period in a school timetable designated for instruction in a subject
or learning area or for class registration
Period register means an official PED document used by a school to monitor the
attendance or absence of each JearnemiddotJliijQMmiddot~mrti1~mreribdI )r1IGINA
R~COMMENDED BY DDG
20ns -n5~ 7copy De)artmellf ofEducation 2009
5
STAATSKOERANT 17 JULIE 2009 No32414 11
Principal means an educator appointed or acting as head of a school
RCL means Representative Council of Learners
Regular teaching means teaching in a class or subject or learning area group that
takes place in a schools usual facilities
SASA means the South African Schools Act 1996
SA-SAMS means South African School
System
School means public school
School activity means an
in a day specified on the school timetable when a
to be in a school for purposes of instruction
s the dates in a calendar year specified by a Head of
Department on which a school is officially open to learners for teaching or a
school activity
Senior teacher is a Post Level I teacher with the ability to give guidance to less
experienced teachers as envisaged in Collective Agreement No4 of 2003 ofthe
Education Labour Relations Council
O~IGINAI DOCUMENT RECOMMENDED BY DOG
6 Department ofEducation 2009
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
7 STAATSKOERANT 17 JULIE 2009 No32414
CONTENTS
DEFINITIONS AND ACRONYMS 3 PART A POLICY 9 1 INTRODUCTION 9
Importance of regular school attendance 9 Purpose ofpolicy ~ 1 0 Scope and application ofpol icy 11 Interpretation of terms 11 Delegation ofpowers middot 11
2 PROMOTION RECORDING AND MONITORIN EARNER A TTENDANCE
12 L bull bl earners responsl I ltres Parents responsibilities bull 13 Schools responsibilities 13 SGB responsibilities 14 Principal and SMT responsibilities 14 Class teachers responsibilities 16 Teachers responsibilities 16 PED responsibilities 16
PART B PROCEDURES 18 3 PROCEDURES FOR REPORTING LEARNER ATTENDANCE f 18
Registers 18 Safe-keeping an 18 Class 19
19
20 20
21 up attendance 22 23
24 return 24
other school-wide educational activity and school c1osure25 middotattendance return 25
Provincial annual attendance return 25 4 SCHED lTLES 26
ORIGINAL DOCUMENT RECOMMENCED BY DDG 2
Department ofEducation 2009 2009 ~06middot 2 1
8 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DEFINITIONS AND ACRONYMS
In this policy unless the context otherwise indicates the following definitions
apply shy
Abscond means to skip a period or school activity or leave the school during a
school day without permission from the principal
Absent means a learner is not in class or is not
when a class or period register is marked
Actual school days means the numbe r less
Admission means admission school and
n which the particulars ofevery learner
tion Ministers
of learners who are under the administrative supervision of
Class registration period means a period on a school timetable not exceeding ten
minutes when the class register is marked
Class register means a daily register oflearner attendance and absence which is
maintained manually and may also be computer generated
ORIGINAL DOCUMENT RECOMMENDED BY DDG
loua ~06- 2 7 copy Department ofEducation 2009
3
9 STAATSKOERANT 17 JULIE 2009 No32414
Class teacher means an educator assigned by the principal to have
administrative responsibility for a class for a school year
Computer generated learner attendance register means a daily register of learner
attendance maintained on SA-SAMS or a compatible computer-based school
information management system
Continuous absence means absence ofa learner fro
consecutive school days without valid reason
De-registration means the cancellation
daily attendance register as provided i
District means education
a person who is appointed to exclusively
ho teaches educates or trains other persons or
ltcentt1ucltHmal services including professional therapy
Enrolment admission of a learner by a principal to a grade in a school
and admission has the same meaning
Failure to take up a school place means absence ofa learner from a school
without valid reason for ten consecutive school days after having been admitted to
the school
ORIGINAL DOCUMENT RECOMMENDED BY DOG
4Z009 -06- 2 1 Department ofEducation 2009
10 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Grade head means an educator assigned by the principal to have administrative
responsibility for a grade
Head of Department means head of a Provincial Education Depaltment
HEDCOM means Heads of Education Departments Committee
Learner absentee day means a school day on which
class register as absent for the whole or part of th
Multi-grade class means a class whose I
are taught in the same classroom at
NEPA means National
onal activity involving
the whole
to custody of a learner or
to fulfil the obligations of a person referred to
and (b) towards the learners education at school
al Education Department
Period means period in a school timetable designated for instruction in a subject
or learning area or for class registration
Period register means an official PED document used by a school to monitor the
attendance or absence of each JearnemiddotJliijQMmiddot~mrti1~mreribdI )r1IGINA
R~COMMENDED BY DDG
20ns -n5~ 7copy De)artmellf ofEducation 2009
5
STAATSKOERANT 17 JULIE 2009 No32414 11
Principal means an educator appointed or acting as head of a school
RCL means Representative Council of Learners
Regular teaching means teaching in a class or subject or learning area group that
takes place in a schools usual facilities
SASA means the South African Schools Act 1996
SA-SAMS means South African School
System
School means public school
School activity means an
in a day specified on the school timetable when a
to be in a school for purposes of instruction
s the dates in a calendar year specified by a Head of
Department on which a school is officially open to learners for teaching or a
school activity
Senior teacher is a Post Level I teacher with the ability to give guidance to less
experienced teachers as envisaged in Collective Agreement No4 of 2003 ofthe
Education Labour Relations Council
O~IGINAI DOCUMENT RECOMMENDED BY DOG
6 Department ofEducation 2009
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
8 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DEFINITIONS AND ACRONYMS
In this policy unless the context otherwise indicates the following definitions
apply shy
Abscond means to skip a period or school activity or leave the school during a
school day without permission from the principal
Absent means a learner is not in class or is not
when a class or period register is marked
Actual school days means the numbe r less
Admission means admission school and
n which the particulars ofevery learner
tion Ministers
of learners who are under the administrative supervision of
Class registration period means a period on a school timetable not exceeding ten
minutes when the class register is marked
Class register means a daily register oflearner attendance and absence which is
maintained manually and may also be computer generated
ORIGINAL DOCUMENT RECOMMENDED BY DDG
loua ~06- 2 7 copy Department ofEducation 2009
3
9 STAATSKOERANT 17 JULIE 2009 No32414
Class teacher means an educator assigned by the principal to have
administrative responsibility for a class for a school year
Computer generated learner attendance register means a daily register of learner
attendance maintained on SA-SAMS or a compatible computer-based school
information management system
Continuous absence means absence ofa learner fro
consecutive school days without valid reason
De-registration means the cancellation
daily attendance register as provided i
District means education
a person who is appointed to exclusively
ho teaches educates or trains other persons or
ltcentt1ucltHmal services including professional therapy
Enrolment admission of a learner by a principal to a grade in a school
and admission has the same meaning
Failure to take up a school place means absence ofa learner from a school
without valid reason for ten consecutive school days after having been admitted to
the school
ORIGINAL DOCUMENT RECOMMENDED BY DOG
4Z009 -06- 2 1 Department ofEducation 2009
10 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Grade head means an educator assigned by the principal to have administrative
responsibility for a grade
Head of Department means head of a Provincial Education Depaltment
HEDCOM means Heads of Education Departments Committee
Learner absentee day means a school day on which
class register as absent for the whole or part of th
Multi-grade class means a class whose I
are taught in the same classroom at
NEPA means National
onal activity involving
the whole
to custody of a learner or
to fulfil the obligations of a person referred to
and (b) towards the learners education at school
al Education Department
Period means period in a school timetable designated for instruction in a subject
or learning area or for class registration
Period register means an official PED document used by a school to monitor the
attendance or absence of each JearnemiddotJliijQMmiddot~mrti1~mreribdI )r1IGINA
R~COMMENDED BY DDG
20ns -n5~ 7copy De)artmellf ofEducation 2009
5
STAATSKOERANT 17 JULIE 2009 No32414 11
Principal means an educator appointed or acting as head of a school
RCL means Representative Council of Learners
Regular teaching means teaching in a class or subject or learning area group that
takes place in a schools usual facilities
SASA means the South African Schools Act 1996
SA-SAMS means South African School
System
School means public school
School activity means an
in a day specified on the school timetable when a
to be in a school for purposes of instruction
s the dates in a calendar year specified by a Head of
Department on which a school is officially open to learners for teaching or a
school activity
Senior teacher is a Post Level I teacher with the ability to give guidance to less
experienced teachers as envisaged in Collective Agreement No4 of 2003 ofthe
Education Labour Relations Council
O~IGINAI DOCUMENT RECOMMENDED BY DOG
6 Department ofEducation 2009
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
9 STAATSKOERANT 17 JULIE 2009 No32414
Class teacher means an educator assigned by the principal to have
administrative responsibility for a class for a school year
Computer generated learner attendance register means a daily register of learner
attendance maintained on SA-SAMS or a compatible computer-based school
information management system
Continuous absence means absence ofa learner fro
consecutive school days without valid reason
De-registration means the cancellation
daily attendance register as provided i
District means education
a person who is appointed to exclusively
ho teaches educates or trains other persons or
ltcentt1ucltHmal services including professional therapy
Enrolment admission of a learner by a principal to a grade in a school
and admission has the same meaning
Failure to take up a school place means absence ofa learner from a school
without valid reason for ten consecutive school days after having been admitted to
the school
ORIGINAL DOCUMENT RECOMMENDED BY DOG
4Z009 -06- 2 1 Department ofEducation 2009
10 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Grade head means an educator assigned by the principal to have administrative
responsibility for a grade
Head of Department means head of a Provincial Education Depaltment
HEDCOM means Heads of Education Departments Committee
Learner absentee day means a school day on which
class register as absent for the whole or part of th
Multi-grade class means a class whose I
are taught in the same classroom at
NEPA means National
onal activity involving
the whole
to custody of a learner or
to fulfil the obligations of a person referred to
and (b) towards the learners education at school
al Education Department
Period means period in a school timetable designated for instruction in a subject
or learning area or for class registration
Period register means an official PED document used by a school to monitor the
attendance or absence of each JearnemiddotJliijQMmiddot~mrti1~mreribdI )r1IGINA
R~COMMENDED BY DDG
20ns -n5~ 7copy De)artmellf ofEducation 2009
5
STAATSKOERANT 17 JULIE 2009 No32414 11
Principal means an educator appointed or acting as head of a school
RCL means Representative Council of Learners
Regular teaching means teaching in a class or subject or learning area group that
takes place in a schools usual facilities
SASA means the South African Schools Act 1996
SA-SAMS means South African School
System
School means public school
School activity means an
in a day specified on the school timetable when a
to be in a school for purposes of instruction
s the dates in a calendar year specified by a Head of
Department on which a school is officially open to learners for teaching or a
school activity
Senior teacher is a Post Level I teacher with the ability to give guidance to less
experienced teachers as envisaged in Collective Agreement No4 of 2003 ofthe
Education Labour Relations Council
O~IGINAI DOCUMENT RECOMMENDED BY DOG
6 Department ofEducation 2009
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
10 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Grade head means an educator assigned by the principal to have administrative
responsibility for a grade
Head of Department means head of a Provincial Education Depaltment
HEDCOM means Heads of Education Departments Committee
Learner absentee day means a school day on which
class register as absent for the whole or part of th
Multi-grade class means a class whose I
are taught in the same classroom at
NEPA means National
onal activity involving
the whole
to custody of a learner or
to fulfil the obligations of a person referred to
and (b) towards the learners education at school
al Education Department
Period means period in a school timetable designated for instruction in a subject
or learning area or for class registration
Period register means an official PED document used by a school to monitor the
attendance or absence of each JearnemiddotJliijQMmiddot~mrti1~mreribdI )r1IGINA
R~COMMENDED BY DDG
20ns -n5~ 7copy De)artmellf ofEducation 2009
5
STAATSKOERANT 17 JULIE 2009 No32414 11
Principal means an educator appointed or acting as head of a school
RCL means Representative Council of Learners
Regular teaching means teaching in a class or subject or learning area group that
takes place in a schools usual facilities
SASA means the South African Schools Act 1996
SA-SAMS means South African School
System
School means public school
School activity means an
in a day specified on the school timetable when a
to be in a school for purposes of instruction
s the dates in a calendar year specified by a Head of
Department on which a school is officially open to learners for teaching or a
school activity
Senior teacher is a Post Level I teacher with the ability to give guidance to less
experienced teachers as envisaged in Collective Agreement No4 of 2003 ofthe
Education Labour Relations Council
O~IGINAI DOCUMENT RECOMMENDED BY DOG
6 Department ofEducation 2009
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 11
Principal means an educator appointed or acting as head of a school
RCL means Representative Council of Learners
Regular teaching means teaching in a class or subject or learning area group that
takes place in a schools usual facilities
SASA means the South African Schools Act 1996
SA-SAMS means South African School
System
School means public school
School activity means an
in a day specified on the school timetable when a
to be in a school for purposes of instruction
s the dates in a calendar year specified by a Head of
Department on which a school is officially open to learners for teaching or a
school activity
Senior teacher is a Post Level I teacher with the ability to give guidance to less
experienced teachers as envisaged in Collective Agreement No4 of 2003 ofthe
Education Labour Relations Council
O~IGINAI DOCUMENT RECOMMENDED BY DOG
6 Department ofEducation 2009
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
12 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
SGB means school governing body
SMT means school management team
Teacher means an educator who teaches a subject or learning area
Temporary class register means a register maintained by
more than ten consecutive school days from the first
school year
Valid reason means any of the followin
school shy
(a)
school for purposes
examinations
(b)
(c)
days duration or communication
is unable to attend school due to illness
nMurOWJOV1f ofLearner Pregnancy (2007) the
ofthe PED and written confirmation by a registered
or registered midwife
(e) or cultural observances approved by the PED or the principal in
terms of this policy
(1) Death of a family member
(g) Appointment at court social services or other official agency for which a
principal may require documentary proof
(h) Acts of nature outside human control or
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Lung -86- Z 7 Department ofEducation 2009 7
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 13
(i) Exceptional circumstances for which in the view of the principal a
temporary absence from school
(i) would be in the best interest of the learner or
(ii) was unavoidable
ORGNAL D~~U~G RECOMMEND
lunll middot0amp- t 7 8
copy Department ofEducation 2009
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
14 No32414 GOVERNMENT GAZETTE 17 JULY 2009
PART A POLICY
1 INTRODUCTION
Importance of regular school attendance
1 Enrolment and regular attendance by learners at s
educated nation It is desirable that every learn their age should
attend punctually and regularly once they 1 A school has
at least five reasons to insist on pun
(a)
education
(b) Enrolment in a school
(c)
ing the school day towards every
y curbs absence by learners without valid reason
improve learner retention and performance
2 JiIUU have a culture of punctual and regular learner attendance
be to enhance such a culture in all public schools This will be
achieved if
(1) Principals teachers and district officials show zero tolerance for absences
from school without valid reason
ORIGINAl OOCUMENT RECOMMENCED BY DOG
copy Department ofEducation 2009 9
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 NO32414 15
(2) Schools adopt an attendance policy and SMTs teachers and SGBs explain
attendance rules to parents and win their support for enforcing them
(3) Schools reduce the alienation of learners and encourage regular attendance
by creating a supportive and safe school environment inclusive and
relevant curricula good teaching and a disciplined and purposeful school
ethos
(4) Schools curb absence without valid
who frequently abscond or are absent and by making
prompt follow up with parents
provincial or non-goTltgtI
youth welfare
(5)
and regular attendance at public schools and
ic schools and PEDs with the necessary procedures to
4 The policy provides a common terminology and national norms and standards
for recording and monitoring learner attendance and absence It will therefore
ensure that all public school learners are treated equitably in this respect and
enable comparable attendance and absence data to be accurately recorded and
ORIGINAL DOCUMENT RECOMMENDED BY DOG
10 2009 -06- Z 7 copy Department ofEducation 2009
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
16 No32414 GOVERNMENT GAZETrE 17 JULY 2009
analysed by school district and province Data on learner absences are an
important indicator of efficiency in the school system
5 Accurate daily learner absence records will enable principals and teachers to
safeguard the best educational interests of learners by monitoring absences and
taking appropriate action Regular summaries of learner absences will enable
district offices PED head offices and the DoE to track
respond appropriately
Scope and application of policy
6 This policy is made by the Minister 40fNEPA
and sections 3 4 8 ] 1 16 16A and 20
7
instructions
the meaning ascribed to them in the Definitions
conflict of interpretation the meaning of a tenn in
10 A MEC or Head of Department may delegate any function envisaged in this
policy in terms of the powers ofdelegation vested in them by section 62 of
SASA
CfRi3JtgtfAt DOCUMENT RECOMMENDED BY DOG
copy Department ofEducation 2009 L~Ug ~06- Z 7 11
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 17
II Subject to sections 16A and 62 of SA SA a principal may delegate a function
envisaged in this policy to a member of the SMT a grade head or a senior
teacher
2 PROMOTION RECORDING AND MONITORING OF LEARNER ATTENDANCE
Learners responsibilities
12 A learner has a responsibility to ~A~
government depends on parents
to play their parts in ensuring that 1
responsibility and derive
examinations have ended
to prepare for the National Senior
a PED attendance policy_ They
the development and application of school policy on
(b) learners about their rights and responsibilities pertaining to
school attendance
(c) encourage learners to practise punctual and regular attendance and
(d) assist in monitoring learner attendance
~ QRIGU4AL DOCUMENT RECOMMENDED BY DOG
12 copy Department ofEducation 1009 ZoGS -05- 2 7 bull
G09-140702-B
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
18 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Parents responsibilities
15 Parliament has placed a legal duty on parents of children in the compulsory
school-going age bracket to ensure that their children attend school unless they
have been exempted by the Head of Department (SASA sections 3 and 4)
]6 All parents of learners who have been admitted to a sch
encourage in their children whatever their ages ha
attendance at school and to ensure that they att
school day unless there is a valid reason for
17 Parents are strongly discouraged fro
family holidays during term time
18 Parents are expected to info
school attendance policy ifthel
school wipfvalid reason the parent is expected to17 tig the problem
sponsibiheSfi ij~
scho~lflCommunity Jed by the SGB and SMT is responsible for
promotin middot~onitoring school attendance in order to give learners the best j
chance ofhenefiting from their school experience
21 A school must monitor learner attendance in a manner that is consistent with
this policy any PED policy on learner attendance and the schools learner
attendance policy
ORl-NA DOCUMENT fUiiCOMMENOED BY DOG
copy Department ofEducation 2009 lIu9 middot116middot 27 13
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 NO32414 19
22 Marking the register may have legal implications for the school and must
therefore be done legibly and accurately If a register shows that a learner is
present the school has a duty of care towards the learner for the duration of the
school day The Courts have held that a duty of care requires a school to
minimise the risk ofharm to a learner and take active steps to ensure so far as
is reasonably possible that harm to a learner is prevented
SGB responsibilities
23 SASA requires each SGB to adopt a code ofc
must be aimed at establishing a discipI
environment dedicated to the impro lity of
the learning process (SASA section 8
SMT grade heads class tea
provide detailed information on
e parents to monitor their childrens attendance
ncipal or class teacher promptly if there are
26 A schools SMT led by the principal is responsible for developing the culture
of punctual and regular attendance at school The adoption of a school
attendance policy is a management responsibility of the SMT led by the
principal and must involve consultation with the teaching and support staff the
learners (through the RCL where applicable) and parents through the SGB The
ORIGINAL DOCUMENT RECOMMENDED BY DDG
14 copy Department ofEducation 2009 ZOll9 -Q6- Iimiddot
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
20 No32414 GOVERNMENT GAZETTE 17 JULY 2009
school attendance policy must be consistent with this policy and any similar
policy ofthe PED It will shy
(a) reflect and reinforce the schools ethos and values and support the
schools mission and curriculum
(b) promote awareness in the school community that absence without
valid reason is unacceptable and will be followed up promptly
(c) encourage co-operation with parents and
eradicating absence without valid reason
(d) take account of the social circumstan community
especially factors like travelling
concerns cultural and religio
(e) specify how the parent unicate
(f) specify that learn
on all school days
when a school is officially
class registers and period registers
and stored In schools with
like SA-SAMS the principal is responsible
registers are properly maintained and backed up
e in accordance with this policy
a particular duty on the advice of a class teacher to contact and
counsel the parent of a learner who is repeatedly absent from school without
valid reason
29 A principal must monitor and analyse learners attendance rates by grade and
make a quarterly report to the SGB with proposals for attending to any
problems that have emerged
- GFtIGtNAl DOCUMENT RECOMMENDED BY DOG
2~09 -06- 21Department ofEducation 2009 15
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 21
Class teachers responsibilities
30 Class teachers are responsible for compiling and marking class registers at the
appointed time or times on each school day maintaining them accurately and
submitting them to the school office on time in the manner prescribed by this
policy
31 A class teacher who has reason to believe that a Ie
reason must make every reasonable effort to co
the learner and request the learners return to
policy
Teachers responsibilities
32 Teachers have the responsi
by this policy
a learner is absent without valid
through its district offices has the responsibility to
regular learner attendance by
awareness of the educational and social importance of
school attendance
(b) providing schools with the means to maintain accurate learner attendance
records and monitoring compliance
(c) requiring schools to enforce their learner codes of conduct in respect of
punctual and regular attendance (SA SA section 8)
(d) assisting SMTs to adopt and enforce school attendance policies
OldGtNAL DOCUMENT RECOMMENDED BY DOG
16 copy Department ofEducation 2009
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
22 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
(e) ensuring that parents of compulsory school age children meet their legal
responsibilities (SASA sections 3 and 4)
(f) ensuring that authorised district office staff check schools attendance
registers whenever they visit a school
(g) supporting schools where there is chronic learner absenteeism without
valid reasons
(h) ensuring that summaries of learner attendance are
terms of this policy and
0) analysing quarterly attendance returns to i
schools and districts respectively and
action with schools and districts t
35 A PED must supply each school on time
period registers and q
I be closed for a specified
~I_Ue circumstances
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zooa ~06- Z 1
copy Department ofEducation 2009 17
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 23
PARTBPROCEDURES
3 PROCEDURES FOR RECORDING MONITORING AND REPORTING LEARNER ATTElfDANCE
Registers
37 Registers are official documents of the Provin
following registers will be used in accor
(a) class register (which incJudesa ed by a
class teacher and
(b)
Safe-keeping and archiving
s registers must be taken to the principal
ep each class register securely for at least three years from
ry before disposaL
41 A principa must keep each temporary class register securely for one year
before they may be destroyed
42 A class teacher must keep sick notes and other documents in support of learner
absences including records ofteJephone conversations in the learners profile
ORIGINAL DOCUMENT RECOMMENDED BY DOG
18 copy Department ojEducation 2009
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
24 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
Class registration period
43 A principal must designate on the school timetable a daily registration period of
no more than ten minutes to enable a class teacher to mark the class register A
class registration period may be in the morning session or in both morning and
afternoon sessions
Class register
44 A principal must ensure that a class registershy
(a) is maintained by a class teacher in e
school year
(b) records the following information
class shy
(i)
(ii) surname
e Head of Department or the principal
piled and marked in accordance with the
The exception method is to be used Only learner
corded using the codes provided
gister must be marked on all days that the school is open for
instruction including sports days excursion days and examination days
47 To mark a day when a school is closed by direction of the Head ofDepartment
a class teacher must rule a vertical line through the column for that day writing
the reason for closure in the column in capital letters for example FLOOD
ORIGINAL DOCUMENT RECOMMENDED BY DOG
Department ofEducation 2009 2009 -06- Z 7 19
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 25
48 Learners who do not attend school on examination days or after an examination
period must be marked absent including grade 12 learners who are given leave
to be absent while preparing for or after writing their end of year National
Senior Certificate examinations
49 A Head of Department must ensure that every school is provided with
sufficient official class registers
Schools with electronic administration syste
50 A principal of a school that enters Ie
administration system such as SAshy
51 A principal shy
(a)
register from the schools
a monthly basis for use by the class
on the class registers are submitted at
1 office for capturing on the electronic system
d copy of the electronic record ofthe class register is
for the previous month signed and filed for audit
(d) ure that quarterly attendance summaries are generated
Temporary class register
52 A principal may direct class teachers to compi Ie and mark temporary class
registers for a period not longer than ten consecutive school days from the
beginning of the first term while class lists are being finalized
I-oR1GINAL DOCUMENT RSCOMMENOEO 6Y DOG
20 copy Department ofEducation 2009 21ina -06- Z
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
26 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
53 A temporary class register is an official document and must be maintained in
the same manner as a class register in terms of this policy
54 When the ten day lifespan of a temporary register has elapsed the class teacher
must copy the learners attendance records into the permanent class register
but the records ofleamers who were de-registered because they failed to attend
may be omitted
Period register
55 A teacher maintains a period register in
in particular to check on learners wh
56
during the school day
fleast once a month in each period
principal If a school experiences a
r abscondment the principal must direct that the
re frequently
(a) fcountersign each period register when it has been properly
(b) make period registers available to a district official when requested
59 A Head of Department must ensure that every school is provided with
sufficient official period registers
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- Z 7 copy Department ofEducation 2009
21
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOE RANT 17 JULIE 2009 NoS2414 27
Monitoring and following up learner attendance
60 If a learner is absent without explanation the class teacher concerned must fls
soon as possible make a reasonable effort to contact the parent by whatever
means is suitable to the circumstances of the school and the family concerned
First day contact if circumstances permit will demonstrate the schools
concern for the welfare of the learner
61 If a learner is absent without explanation on
class teacher concerned must infonn the
contact the parent by whatever means
reasons for absence
62 A principal must check
school or a class
(a) importance of regular attendance for
to attend punctually and regularly in terms of
of compulsory school going age infonn the parent ofthe
uu in tenns of section 3 of SASA if the learners absence
(d) request the learners return to school
64 Despite the intervention of the principal if a learner persists in being absent
without valid reason the learner must be charged with breach ofthe schools
code of conduct for learners
ORIGiNAl DOCUMENT Re56MMampNDEO BY DOG
22ZOllS -01- Z7
copy Department ofEducation 2009
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
28 No32414 GOVERNMENT GAZETTE 17 JULY 2009
65 A record of all communication with a parent must be made and kept in the
leamers profile
De-registration
66 A principal may de-register a learner for one of the following reasonsshy
(a) Failure to take up a school place
(b) Exemption from attendance by the Head of Dep
(c) Expulsion from school by the Head ofDep
(d) Transfer to another school
(e) Continuous absence for a period of~
(f) Notification by the parent that ~ school or
(g) Death
utive school days after
onable attempts to ascertain
earner whether the learner is attending
unable to make contact with the
st de-register the learner on grounds of
lace and the District office must be notified
from school for ten consecutive school days a principal
attempts to ascertain from the leamers parent whether
withdrawn from the school If the learner has been
or ifno valid reason for absence is given or iftheprincipaJ is
unable to make contact with the parent or the learner the principal must deshy
register the learner on grounds of continuous absence and the district manager
must be notified
69 When a principal de-registers a learner the principal must shy
CR3INAl DOCUMENT FSCOMMENDED BY DOG
Department ofEducation 2009 ZuD9 -06- 2middot7 23
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 29
(a) inform the parent and class teacher in writing of the date and reason for
the learners de-registration and
(b) inform the District office in writing if the learner is of compulsory school
going age and the reason for de-registration is (a) (e) (f) or (g) under
paragraph 66
70 A class teacher who has been informed by the principal
de-registered must record this according to the instr ns In Schedule 1 If a
learner who has been de-registered is later re-a
teacher must make a new entry for the Ie
class register
Returns
71 Returns are official r1
(a)
(b) other1~(tfFJol-wide educational activity and
return (for which a district manager is
IPflrnJr attendance return (for which a Head of
School quarterly r attendance return
72 Not later than a week after the beginning of a new term a principal must
compile verify and sign a quarterly school attendance return for the previous
quarter according to the template provided in Schedule 4 and submit the return
to the district office
- OR~INAb DOCUMeNT REcsMMeNDED BY DOG
24 copy Department ofEducation 2009 Z009 011 ltfeshy
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
30 No32414 GOVERNMENT GAZETTE 17 JULY 2009
School quarterly return of other school-wide educational activity and school closure
73 Not later than a week after the beginning of a new term a principal must
compile verifY and sign a quarterly return ofother school-wide educational
activity and school closure for the previous quarter according to the template
provided in Schedule 5 and submit the return to the district office
74 The return is in two parts The first part records the
which school-wide educational activity (other t
The second part records the number of sch
which a school was closed by direction
of official school days in the quart Jess the
number of school closure days gives the
the quarter
District quarterly learner attendancemiddot
school term a district manager
district attendance return according to
submit the return to the PED head
weeks after the end of every school year a Head of
compile verifY and sign an annual provincial attendance
ding to the template provided in Schedule 6 and submit the return
to the DoE
ORIGINAL DOCUMENT RECOMMENDED BY DOG
zong ~06middot Z 7 Department ofEducation 2009
25
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 31
4 SCHEDULES
77 The following schedules are part of this policy They are provided for the
guidance of PEDs and may be adapted to suit the needs of a province so long as
the required information is recorded in the registers and submitted in the returns
I Class register
2 Period register
3 Summary register by grade
4 School quarterly learner attendance r
5 School quarterly return ofothe
school closure
6
7 Provincial annual lea
ORIGINAl DOCUMEN~G ItEOOMMENDED BY
lwa as- tJ~~cgt
-26
copy Department ofEducation 2009
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
32 No32414 GOVERNMENT GAZETTE 17 JULY 2009
Schedule to the draft
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 33
ORIGNAL DOCLIMENT RECOMMENDED BY DOG
2009 ~06 1 7
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
-----------------------
-----------------------
NAME OF SCHOOL NAME OF CLASS TEACHER _____________
GRADE amp CLASS ROOM NUMBER
--------------------~-YEAR ____________________________
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -00- 2 7
~
z 9
~ jlgt
G)
~ m II Zs m z --l G)
~ 9 JT1 -j
L C
~ IJ o o (0
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
INSTRUCTIONS
1 Responsibility The register is an official document which may be used in legal
proceedings The principal of the school Is responsible for its safety The register must be
managed as follows
11 Dally management The register must be kept safely by the class teacher and
locked up by the principal at the end of each school day
12 Archiving The principal must keep the register securely for at least three years
after the last entry has been made
13 Inspection The principal must produce the register for inspection if requested by
a duly authorised official of the Provincial Education Department or the national
Department of Education or by a duly authorised judicial officer
14 Compilation and marking The class teacher is responsible for compiling and
marking the register in a professional manner The class teacher must mark the
register during the designated class registration period (or periods) each school
day A learner may not mark the register
15 Additions and alterations Additions and alterations must be made only by the
class teacher An error must be crossed out neatly so that the underlying text is
legible and an alteration must be written clearly and initialled and dated
Correcting fluid may not be used
2 Compiling the register The register must be compiled as follows
middot21 Gender In a co-educational school list boys and girts on separate pages first
boys then girls Write Boys or Girls in the space provided at the top of the page
22 Multi-grade class In a class with more than one grade a separate class register
may be used for each grade
23 Grade amp Class Example Grade 68
24 Quarter ending Insert date of last day of current quarter
2S No Give each learner a number siarting with 1
26 SurnameFirst name List the learners names in alphabetical order by surname
NB If a class teacher cannot accommodate the names of all learners on the
register a second register may be used
27 Admission No Insert the admission number
28 Week endIng Insert the date of the last school day of Ihe week
29 Learners biographIcal details This section is optional and is for use by the
school for administrative and management purposes Schools are free to add
additional columns
210 New learner The name of a learner who is admitted after the register has
been compiled must be entered at the end of the class list Rule a horizontal line in
the row across the days that the learner has not attended Write N in the square
for the learners first day of attendance
211 De-registered learner Write D in the square for the day that a learner is
de-registered Rule a horizontal line in the row from the following school day until
the end of the quarter A de-registered learner who is re-admitted during the same
school tenn must be treated as a new learner and the class teacher must make a
note to that effect against the original entry
3 Marking the register The register must be marked as follows
31 Mark only learners who are absent A blank square indicates Present except
on a new learners first day when N must be written in the square
32 Absent code If the register is marked once a day write a single a in the centre of
the square If the register is marked twice a day write a morning a in the top left
corner and an afternoon a in the bottom right corner
33 Closure of school If the school is officially closed on a school day write the
reason in bold capital letters in the column for the day (for example Public
holiday religious holiday)
4 Dally summary The class teacher must each day compile a daily summary at the bottom
of the page as follows
41 Number of learners absent Add the column for the number of learners absent
on that day and insert the sum in the correct square If the register is marked twice
a day add only whole day absences
42 Number of learners enrolled Insert the number of enrolled learners listed on the
____~_=pageThis~nu~m~beL1will remain the same from day to day except when a new
i ottiONAI DE)0j~1Oitebr a learner is demiddotregistered
rti1Q()MMN()ED BY DOG
ZoUs ~OG 17
(f)
~ =-t (f)
6 m n ~ i
-J c C C m IIJ o o co
z ~ () IIJ jgt jgt
~
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
5 Quarterly summary At the end of each quarter the class teacher must compile a quarterly
summary by filling in the last column of the register as follows
51 Days absent per learner For each learner add horizonlally the number of days
absent in the term and insert the sum in the correct square in the last column If
the register is marked twice a day add only whole day absences
52 Total number of learner absentee days Insert the lolal of all the figures in
correcl square in the last column
53 Class teachers signature When Ihe quarterly summary has been completed the
class teacher must sign the register
ORIGINAL DOCUMENT AampCOMMiNDED BY DOG
2009 08middot 27
~
z ~ CtJ I) ~
G)
o lt m Jl Zs m z -i G)
~ 3 m ~
-J c c lt I) o o (0
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
(J)
~ ~ (J)
6 m JJ gt z -1
-j
c C C m II) o o (0
z
~ -Iigtshy
~
cl
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
_WEEK ENDING WEEK ENDING r DAYS ABSENT
PER MITlwlrF ~EARNER NO
1 2 3
4 5
6
Z 9
10
12 - t----shy 11 12r--shy13
13 14
14t--1---shy - 1--shy ---shy
15 1516 1617 1718
19 18 1920 - r-----shy ----shy
2021 2122 2223
24 rshy 23 2S 24
2526 2627
27~ 28- r---shy -----shy - t-shy
29 2930 304shy 1--t-shy3132
33 32 34 33 35 34
3536 1---shy
37 38
CLASS TEACHERS SIGNATURE ________
Col) co
Z l () N j) ~
j)
G)
~ m JJ Zs m Z -I G)
~ m ~ rn c c ~ N 0 0 (0
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
LEARNERS BIOGRAPHICAL DETAILS
1
middot 2~iiFIJ~~j~~l~r~~ ~l 1 tlmiddot~lii r81~~I~iti JI~ J middotmiddotmiddotmiddotmiddotmiddotmiddot11~~Y~~~raquo IE~~f middotf~~fl~tj~~j~Jjt~ffiJ~i 2
3 4 5 -----------
------------
6 7
8
~ 10
11 12 13 14
------------ -----------
15 --------
16
~ r-----18
19 20 21 22 23 24 25 26
27 28 29 30 31
~2 ~3 ~4 ~5 ----36 37 ~e
39 - - 0 bull 0 NT
iiiiOMMlNocn lAY nnG40
luu ilB- 17 I i
l
en
~ ~ 6 m
~ -I
-J c C C m Il o o (0
z ~ w ~ ~
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
INO ~~~-- BOTHu-y I EPEPTERi I SOCIAl i MOTHER FATHER M~ENtS i bull GR~Nti
I DECEAsED DECEASEDmiddot DEceASED middotRECIPiENT 1
~ -I-------~middot------~--------_imiddot------_i-------_+------_i~~----_+--------------~----------------~---------------~4 5 ~ -+----------r---------+----------1---------+--------~--------~----------+_-----------------~--------------------j----------------~~
11
--12 13 14 15
18 19
28
l shy30 31
34 35 36
37
-+------+----~1----~--------------+_--------------1
I ORIGINAL DOCUMENT If applicable insert Y RECOMMENDED BY DOGtSocial Grant Means a child support grant a care dependency grant a oster child grant a disability grant an Ider persons grant a war veterans grant and a grant-in aid Insert code [lJ Afrikaans [2] English [31 IsiNdebele (4J Sepedi [5J iSwat [6J ~Z]2sivenda [8] S tswana [91IsiXhosa [lOllsiZulu [111 Sesotho [121South African Sign Language
~
z o U) I) ~ ~
G)
~ m Jl Z s m z -I G)
~ 9 rn c C
~ I) o o co
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 41
ORIGINAL DOCUMENT RECOMMENDED BY DOG
2009 -06- 2 7
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
bullbull
GOVERNMENT GAZETTE 17 JULY 200942 No 32414
a -IW OJOuJltt UUI cnlshyu LIshy00 LIJ UI bullbull
~~a lttltt5ZZgt
o C1 9 I laquo o z-gto c Q
CgtzC we egt ICC 00 ow 00 -zlaquowzE-liE ~o 00owa
bull
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
DATE _____________________________
SIGNATURE OF TEACHER __________ SIGNATURE OF PRINCIPAL _______________
------shy
Period 2 3
Subject
Grade amp Class
Number of Boys learners
------i
Girls Absent Total
------shy
Number of Boys -------shy
learners Girls Enrolled 1----shy
Total --------shy
Names of Absent learners
------shy
----shy
1---shy
--shy
4 5 6 7
------shy
---shy
--------shy ~--- --------shy
----shy -------~
---shy ----------shy c---------shy
--------shy ---shy
-shy ---shy
----
ORIGiNAL DOCUMENT RECOMME OItU tSl UUII
~ lilt 11 Of loUIN I
8 9 10 ----shy
---shy --shy
----shy ----shy
-
----shy
----shy
------shy
-
Ul
~ Ul
6 m JJ ~ Z ~ -J c C I iii
sect N
z ()
~ jl
t
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
DATE ____________________________
SIGNATURE OF TEACHER _________ SIGNATURE OF PRINCIPAL _______
Period 2 3 5 6 9 I 11 f------bSu ject
Grade amp Class Number of Boys
r--- shyLearners Girls --- --~- ~----+Absent lrtal
Boys --l---------shy
Number of Learners Girls Enrolled
Total 1shy
Names of Absent learners
f---II----+----shy
2009 08~ l 7
t z 9 ll
j) o lt mn zs m Z -i j)
~ 9 m
-J L C
lt ll g (0
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 45
ORIGINAL DOCUMENT RECOMMENDED BY DOG
ZU09 -06- 2 7
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
46 NO32414 GOVERNMENT GAZETTE 17 JULY 2009
Working document for school use only
NUMBER OF LEARNER ABSENTEE DAYS (taken from the i ENROLMENT ON LAST DAY OF THE i class register) I QUARTER I Boys Girls Total I Boys Girls Total
I
I i
I
I I
I I
I
TOTAL FOR THE GRADE I
NAME OF COMPILER ________
SIGNATURE ____________ DATE _________________________
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 NO32414 47
ORIGiNAL DOCUMENT RECOMMENDED BY DDG
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
48 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT EMISNUMBER NAME OF SCHOOL NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
I ACTUAL NUMBER OF SCHOOL DAYS FOR THE QUARTER QUARTER ENDING
I
DATE
IGRADE liYMBER OF LEARNER ABSENTEE DAYS ENROLMENT ON LAST DAY OF THE QUARTER bull bull BOYS GIRLS bull TOTAL BOYS GIRLS TOTAL
R I I
2 13 I i 4
156 i
17 I I
8
bull 1 10
11
Wo-TALj--I-----+- -----J-------+----f-------------j
calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate Total number of absentee days X 100 Total enrolment X actual number of school days for the quarter
Learner attendance rate = 100 Learner absentee rate
learner absentee rate learner attendance rate
PROVINCIAL LOGO
ORIGINAL DOCUMENT RECOMMENDED BY DOG
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOERANT 17 JULIE 2009 No32414 49
ORIGINAL DOCUMENT RECOMMENDED BY ODG
2009 -06- Z 7
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
50 No32414 GOVERNMENT GAZETTE 17 JULY 2009
DISTRICT
EMIS NUMBER
I NAME OF SCHOOL
NAME OF PRINCIPAL SIGNATURE OF PRINCIPAL
QUARTER ENDING I DATE I
A OTHER SCHOOL-WIDE EDUCATIONAL ACTIVITY DAYS
NO OTHER SCHOOL~WIDE ACTIVITY EDUCATIONAL ACTIVITY
DAYS School excursion Music festival
Sports
I Examinations Other s ifYJ bullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbullbull i
I Total Note (Other school-wide educational activity means an educational activity involving the whole school other than regular teaching
B SCHOOL CLOSURE DAYS
I REASON NO SCHOOL CLOSURE DAYS Inclement weather Natural disaster Religious holiday Transport problem Industrial action Other (specify) Total
Note School closure means closure of a school during the school year for a specified period of time by direction of the HoD
No of official school days in quarter (as per school calendar)
Less total no school closure days in quarter ORIGINAL DOCUMENT RECOMMENDED BY DOG
No actual~chool days in quarter 2DOQ -06- 27
PROVINCIAL LOGO
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
STAATSKOE RANT 17 JULIE 2009 No32414 51
GRIGINAL DOCUMENT RECOMMENDED BY DDG
2009 -06- 2 1
- ~- -
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
------------
DISTRICT ______________ TOTAL NUMBER OF SCHOOLS _______
NAME OF CIRCUIT MANAGER SIGNATURE OF CIRCUIT MANAGER QUARTER ENDING ___________ DATE _________________
IPROVINCIAL -------------
LOGO --~-11RiGrit OOCUMENT
fii~OwiM~NOED BY DOG
middot Luuf~88~ 27
~
z IJ)
~ ~
(j) o ltm II z s m Z -I (j)
~ 9 m -j
c c ~ I) o o (0
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
~~~~-
NO NAME OF SCHOOL EMISNUMBER ACTUAL NUMBER OF LEARNER ABSENTEE NUMBER DAYS OF SCHOOL BOYS GIRLS TOTAL DAYS
I--~~ --~- r~~ --~
I--shy
I-shy ~-~
r~~ ---~ ~ r~ ~--
~~~ -
r-~ ~---~---~
--~ -~--~-- ~ -
TOTAL --~
AVERAGE NUMBER OF SCHOOL DAYS
ENROLMENT ON THE LAST DAY OF THE QUARTER BOYS
-~
GIRLS TOTAL
~---
~-~
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate =
Learner attendance rate =
Total number of learner absentee days X 100
Total enrolment X average number of school days
100 - Learner absentee rate ---------------------------------------
Learner absentee rate Learner attendance rate
OmGINAL DOCUMENT RECOMMENOEO BY OOG
liiij9 middotaomiddot 2 7
(J)
~ ~ 6 m
~ -1
-J L C r fii I)
8 (0
z p ()
~ jgt
~
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
54 No 32414 GOVERNMENT GAZETTE 17 JULY 2009
ORIGINAL DCJMENT RECOMMENOt(J BY DOG
Z009 ~a~ Z 7
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
P RjOiiVlllmiddotNmiddotIpliA1A)NmiddotmiddotN1UAL lEAR~IERf
~ )A~~N~~~z~etr~~J[~ i bull
NAME OF COMPILER _________ DESIGNATION OF COMPILER _______ SIGNATURE ____________
[PROVINCIAL lOGO J ORIGINAl CO~UMENT
RECOllliiaNPEO BY DOG v ~ t
This[s a sarrip~iemjJlatectndcanlJ~mOdijied by~heprovince zOO UI Z 1
()
~ ()
6 m ~ Z -i
-j
c C C m I)
g lt0
z 9 til
~ fI
81
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
--- shy------ shy
QUARTER 1 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
---shy
NO DISTRICT BOYS GIRLS TOTAL BOYS
---shy
---- shy
------- shy
-- shy
f---- shy ------ shy
1-- shy
f---- shy -shy --- -shy
-- shy
1-------shy
1_________L_
TOTAL -------shy ----- shy
1 NUMBER OF LEARNER ABSENTEE DAYS
GIRLS
---shy
TOTAL ------- shy
------shy
laquo
I Vi iishy
middot1 q I~
I
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 - Learner absentee rate
learner absentee rate learner attendance rate
cn 0)
z
IJ jgt jgt
(i) o ltm ~ s m z -i (i)
Fi m ~ m -J c C
~ IJ o o to
ORIOINAL DOCUMENT AICOMMENDED BY DOG
1G9 -06- 2 7
2
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
-----~~~~~
QUARTER 2 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
NO DISTRICT BOYS GIRLS TOTAL BOYS
I---~
c~~ ~---~ ~-
-----shy
---shy
i----~~
r-~ ~- r----~~-~ ----shy
~-~
r------~~
f--shy
I--~
I--shy
I I
r------shy ~-~
----shyr----~ ~--~~
TOTAL ----shy
NUMBER OF LEARNER ABSENTEE DAYS ----shy
GIRLS
~-- r-~~
---shy
TOTAL
----shy
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate = Number of absentee days X 100
Learner attendance rate =
Enrolment X number of school days
100 - learner absentee rate
CR1GINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- Z 7 Learner absentee rate Learner attendance rate
3
(()
~ ~ (()
6 m Jl ~ Z -1
-I c C C m I) o g
z p U)
~ ~
~
~
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
QUARTER 3 ENDING
NUMBER OF SCHOOLS DAYS ENROLMENT
I~~ --------shy ~~~~----~
NO DISTRICT BOYS GIRLS TOTAL BOYS ~ --------shy
lt
r---
--------shy
- --------shy ------shy
~~~~~- ~~
TOTAL ~~~~~ ------------shy
NUMBER OF LEARNER ABSENTEE DAYS -----------shy ------------shy
GIRLS TOTAL
I
I ii shy
ORIGINAL DOCUMENT RECOMMENDED BY DOG
1009 -OS- l 7
Calculation of learner absentee rate and learner attendance rates are as follows
Learner absentee rate = Number of absentee days X 100 Enrolment X number of school days
Learner attendance rate = 100 shy Learner absentee rate
Learner absentee rate
gj
z o CD III ~
G) o ltm II Z ~ m ~ G)
~ m ~ m Co C
~ ~ o co
4
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
-----~
QUARTER 4 ENDING
NUMBER OF SCHOOLS DAYS
ENROLMENT NO DISTRICT BOYS GIRLS TOTAL BOYS
f-shy
- --~~-~ -
~-~- --- shy
I--
f--~
~~~ ~ ~-~
I~~-
f- shy ~-
f--~~ ~-~
f---- shy ~~
~-~~-
~-~
TOTAL
NUMBER OF LEARNER ABSENTEE DAYS GIRLS
-
TOTAL
~-~
~-~ ~-
Calculation of learner absentee rate and learner attendance rates are as follows
learner absentee rate =
Learner attendance rate =
Number of absentee days X 100 Enrolment X number of school days
100 - learner absentee rate
Learner absentee rate Learner attendance rate
)iAL DOCUMENT 1IiiOMMENDED BY DOG
2089 -00- 2 7
5
Cf)
~ ~ 6 m 0 raquo z -I -J L C r iii IIJ g (0
z o VJ
~ -Ilshy
~
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6
---------
---------
r~~~-~~
NUMBER OF SCHOOL
~~~~ ~ ~ ~ ~~-~~~ ~
QUARTER DAYS BOYS --------shy
ONE TWO
-----shy-------shy
THREE FOUR
----shy
TOTAL
Q) c
z ANNUAL RETURN ~
(J)Year I) +gtshy +gtshy
ENROLMENT ON LAST DAY OF QUARTER NUMBER OF LEARNER ABSENTEE DAYS I -~~~~ ~ ~~-~~~~ ~
TOTAL BOYS TOTALGIRLSGIRLS i j
I
----~
~~
k If I ~fmiddot i~ tmiddot L Ii Ggt
~ mc zs m z-Calculation of learner absentee rate and learner attendance rates are as follows Ggt ~
Learner absentee rate = Number of absentee days X 100 ~ Enrolment X number of school days m
-j
cLearner attendance rate = 100 - Learner absentee rate c lt I)
Learner absentee rate o o (0Llaquoarner attendance rate ~
ORIGH-liL DOCUMENT RECCii1IViENDED BY DOG
IUDS -06- 2 7
6