Policy on Learner Attendance North West Department of Education 7 January Briefing and implementation workshop

Status of policy Policy gazetted: 4 May 2010 Date of implementation: 1 January

Overview of policy Pages 2-4 in policy booklet Definitions and Acronyms Introduction Context Rationale for the policy Learner Absence Responsibilities Procedures Date of Commencement Schedules 3

Scope and application Public schools (both ordinary and special) (paragraph 4) NOT independent schools 4

Background of policy Study on Learner Absenteeism in the South African Schooling System (2007) Study found that administration of learner absenteeism not equitable across schools and provinces HEDCOM and CEM recommended that national policy on learner attendance be developed (2008) 5

Rationale No national policy until now No compulsion for schools to maintain and archive registers PEDs have different rules and information requirements to record, monitor and manage learner attendance Inequitable approaches to recording of absence, cancellation of learners records, leave days for examinations, administrative workload on schools, districts and provinces 6

Processes Three-day workshop with principals and circuit managers (July 2008) Many drafts produced and consultations held with the following: national teacher unions, the National Consultative Forum, SAPA, SGB associations and relevant units within the DBE Gazetted for public comments (July 2009) Pilot study in KZN and Free State (13 schools) (April-June 2009) Policy prepared with careful consideration of comments from public pilot study, HODS, MECs and Minister of Education 7

Purpose of policy Promote punctual & regular school attendance (paragraph 1a) Provide public schools & PEDS with standard procedures for recording, managing & monitoring learner attendance (paragraph 1b) 8

What will be different? No fundamental change to what teachers do Information requirements for the class register and quarterly reports simplified Only absences must be recorded Marking code introduced 9

What will be different contd? Leave during the exam period standardised Cancellation of learner’s records standardised Archiving of registers standardised Schools must develop school policy on learner attendance (paragraph 25) 10

Flexibility of policy Class register: can be replaced by electronic system (with printed lists) Period register: not compulsory for daily use Class register: may mark once or twice a day Procurement: registers can be centrally provided by PED, or purchased by schools from service provider Biographical details: not compulsory in register, schools may have other systems 11

Role of PEDs (Paragraphs 36-38) Ensure staff members are allocated responsibility for school attendance in the head office, district and circuit Ensure that paper-based schools have sufficient class registers, period registers and quarterly returns Ensure district officials monitor class registers when they visit schools Provide administrative direction and management support to district offices and schools 12

Role of District officers (Paragraphs 36-38) Analyse school quarterly attendance returns and identify patterns of absence in schools Take appropriate follow-up action in schools that have high learner absentee rates Follow-up on learners of compulsory school-going age whose names have been cancelled from the class register Monitor class registers when they visit schools 13

Key issues: Examinations (Paragraph 16) Learners may not take study leave before and after examinations or on non-exam days (except Grade 12 learners) Grade 12 learners may take 5 days study leave before first day of NSC examination, and need not attend school on no-exam days and after completing examinations 14

Key issues: Registers Class register must be marked daily in class registration period (maximum 10 minutes) (paragraph 42) Temporary class register must be used for 10 school days from first school day (paragraph 44) Period register must be marked AT LEAST once a month in every period – but may be marked more often (paragraph 47) 15

Key issues: Registers contd. Register is an official document of the PED (paragraph 39) Register generated electronically is an official document of the PED Register may be marked once or twice a day Archiving: Principal must keep register for at least 3 years (paragraph 1.2, page 46) Register must be available for inspection (paragraph 41) 16

Key issues: Valid reason for absence (Paragraph 13) a.Study leave for Grade 12 learners b.Physical/psychological illness c.Giving birth d.Religious/cultural observances e.Death of family member f.Appointment at court, social services or official agency g.Suspension h.Acts of nature i.Exceptional circumstances 17

Key issues: Following up learner absence If learner absent for 3 consecutive school days without valid reason, class teacher must report absence to principal (paragraph 50) Principal must: contact parent, and where necessary, contact district and or social development agencies (paragraph 51) 18

Key issues: Following up learner absence contd. If despite intervention of principal, learner is still absent WITHOUT VALID REASON- (a) learner must be charged with breach of school's code of conduct for learner’s (b) learner’s record of learner in class register must be cancelled if learner absent for 10 consecutive school days (paragraph 52) Record of all communication with parent must be kept in the learner’s profile (paragraph 53) 19

Key issues: Cancellation of learner’s record in class register Administrative NOT disciplinary action (paragraph 54) Reasons for cancellation (paragraph 55) : o Exemption from compulsory school attendance o Expulsion o Transfer to another school o Registration for home education o Continuous absence o Notification by parents that learner will not return to school o Death of learner Not on grounds of pregnancy/giving birth (paragraph 57) 20

Key issues: Schedules Schedules: 1.Class register (page 45) 2.Period register (page 57) 3.Summary register by grade – internal school document (page 59) 4.School quarterly return to districts (page 61) Districts not required to submit returns to head office 21

Key issues: Information management Schools compile quarterly returns (which has information on learner absentee rate) Districts receive school quarterly returns Districts analyse school absentee rates and act on information Head office acquires absentee data as needed DBE acquires absentee data as needed 22

Implementation: Role of DBE Will provide policy booklets (2 per school) to PED for distribution Will make available standard presentations and FAQs for use by officials in policy dissemination processes Will monitor implementation plans of PEDs Will monitor policy orientation meetings at district and circuit levels 23

Implementation: Role of DBE contd. Will place on the agenda of SMG HEDCOM Sub- Committee as standing item Will reinforce QLTC Contact person at DBE: Mr James Ndlebe Director: School Management & Governance Tel: Fax: /

Checklist: Implementation strategy 1.Procurement and provisioning of registers and school quarterly return forms 2.Policy briefing for senior management, district and circuit officials, school management teams, SGBs and stakeholders (QLTC) 3.Distribution of policy booklets in head office, districts and schools (Principals and SGBs) 25

Checklist: Implementation strategy 4.Administrative direction 5.Communication and advocacy 6.Repeal of existing policies, circulars, etc 7.Budget (procurement, briefing sessions, distribution of booklets) 26

Thank you! 27