CIRCULAR NO: MG 42 / 2013

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1 Enquiries: FH Kok. CIRCULAR NO: MG 42 / 2013 To: DEPUTY DIRECTORS-GENERAL CHIEF FINANCIAL OFFICER CHIEF DIRECTORS DISTRICT DIRECTORS CHIEF EDUCATION SPECIALISTS AT DISTRICT SMGDs PRINCIPALS OF ALL SCHOOLS SA-SAMS TRAINERS EMIS CO-ORDINATORS ANA CO-ORDINATORS EXAMS CO-ORDINATORS LURITS DATA SUBMISSIONS FOR ALL SCHOOLS (SNE SCHOOLS INCLUDED) FOR Schools with at least one admin computer will receive 10 blank CDs included with this circular for data submission for 2014 to be used for the 10 th School Day Statistics, ANA/Exam Registration, ANA Marks and Term/Final Marks. 2. The ANA and Exam CD together with printed copies must be submitted to, and be verified and signed off by, the District ANA and Exam Official respectively. 3. Farm schools without an admin computer will not receive CDs since their LURITS deployment will be done by the Farm Schools SA-SAMS Administrators at district offices. 4. It is mandatory for all schools with at least one admin computer to submit all 10 data CDs as specified below. In the same spirit, it is mandatory for all farm schools without an admin computer to submit relevant information to Administrators to enable them to maintain SA- SAMS/LURITS data on their behalf. 5. Schools are expected to submit all data CDs via LURITS deployment. This means that School, Learner and Educator Information must be approved and the database must be deployed. We need the LURITS Sub Folder on the CD which contains your database and it must be accompanied by a signed copy of the PRINCIPAL s DEPLOYMENT REPORT. 6. Schools are expected to run the Feedback Files as and when they receive them to update school information and to ensure that all learners are allocated permanent LURITS numbers. 7. It is the objective of the Department of Education to uniquely identify each learner in the Republic of South Africa and for this reason, future learners without LURITS Numbers and ID numbers may not be counted by the system and will not form part of learner numbers at schools. Private Bag X20565, Bloemfontein, 9300 Free State Provincial Government Building, 16th Floor, Cnr Markgraaf and Elizabeth Streets, Bloemfontein Tel: (051) Fax: (051) fkok@edu.fs.gov.za

2 8. Please Note: (a) Remember to always install/run the latest SA-SAMS Patch as provided by the FSDoE. (b) The 28 January 2014 CD is the 10 th School Day Statistics for all Schools. (c) The 28 February 2014 CD is to be used strictly for Gr12 Exam Registration and/or ANA Registration of Gr3, 6 and 9. (d) Considering that it is mandatory for all schools to report on learner progress, it is required that a CD containing Term Mark (and Quarterly Attendance Report) must be submitted on the first Friday of new term following the reporting term. The term mark for the first quarter must be submitted on 11 April The term mark for the second quarter must be submitted on 25 July The term mark for the third quarter and the ANA mark must be submitted on 17 October 2014 and the final mark must be submitted on the last school day for learners on 10 December (e) It is a national requirement that FSDoE must submit LURITS data quarterly to the Department of Basic Education (DBE). The first submission will be for registering new learners on the LURITS System on 28 February The second and third submission, 30 May 2014 and 30 September 2014, will be for updating and maintaining other LURITS data and the fourth submission will be for learner promotions on 10 December Good data management practice (a) It is the responsibility of the principal to verify the correctness of the Snap and Annual Survey Data. This can be done by ensuring that the SA-SAMS registers on the day of the survey correspond with learner headcount on that day. The FSDoE and the Department of Basic Education (DBE) are more than ever serious about qualifying the data submitted by schools, and to this effect schools should expect more Data Quality Audits and none compliance will be dealt with accordingly. (b) It is the responsibility of the principal to ensure that the requested data reach the FSDoE on time. As part of your data and document management system, please make use of the school log book to record all submissions to the FSDoE as proof of submission. (c) As part of your IT policy, please make regular backups of your SA-SAMS database and store them away from your computer. (d) Principals are reminded about the importance of SA-SAMS data and once more requested to check and verify the correctness of survey data before sending it to the FSDoE. The data of every learner is used to determine critical education matters, for example the number of workbooks to be supplied to schools, number of question papers for ANA and Common Quarterly Tests printed and delivered to school in the language of learning and teaching per learner, staff establishment and many more. 10. The dates for submitting your LURITS Data: Database period January 2014 (10 th School Day Statistics for All Schools and Subject Registration Summary on 28/01/2014) February 2014 (ANA, LURITS and Gr 12 registration) March 2014 Monthly submission for all Schools April 2014 (First Quarterly Attendance Printout & Common Quarterly Tests, SBA Marks on SA- SAMS) May 2014 (Monthly submission for all schools, LURITS number on SA-SAMS) July 2014 (Second Quarterly Attendance Printout & Common Quarterly Tests, SBA Marks on SA- Submission date 31 January School days 28 February March April School days 30 May July School days P a g e 2

3 SAMS) September 2014 (Monthly submission for all Schools, LURITS number on SA-SAMS and Updates) October 2014 (Third Quarterly Attendance Printout & Common Quarterly Tests, ANA Marks, SBA Marks on SA-SAMS) 31 October 2014 (Monthly submission for all Schools) December 2014 (Pass rate Printout, fourth Quarterly Attendance Printout and LURITS learner promotions) 30 September October October December School days Yours sincerely As signed on 11 October 2013 Superintendent-General: Education P a g e 3

4 GUIDES ON SUBMITTING DATA TO EMIS A. First step is always to do a LURITS deployment and print the Deployment Report. a) On the Lurits Status Statistics tab, check on the Principal Deployment Report at the bottom of page (scroll down) to see if there is any information waiting to be approved. b) If so, then go to the indicated information tab and correct any data highlighted in red. c) When all data has been corrected then you can approve information on that page. d) Repeat step c) until all information tabs (School, Learner and Educator Information) have been approved. e) You are now ready to deploy the database, click on Deploy Database on the Lurits Status Statistics tab to create an export folder. B. Then copy your LURITS Database on the CD as illustrated below. Copying your Lurits database on a CD: 1. Right-click on Start: 2. Click on Explore: P a g e 4

5 3. Click on ExportData NOT Program Files any more and then double click on the LuritsData folder. 4. On the right hand side of your screen there will be one or more folders with your EMIS Nr, a Date and Time. Right-click on the folder with the latest date and time and copy the whole folder to the CD in the way explained below. (Your database will be in that folder). P a g e 5

6 5. After right-clicking on the folder click on Send To from the drop down menu 6. Select CD Drive: 7. The following message will appear at the right bottom of your screen. Click here P a g e 6

7 NB: For Windows 7 and later version: Click With a CD\DVD player and Click Next The Lurits sub folder should appear on your screen under the heading Files Ready to Be Written to the CD. 8. Click on Write these files to CD. The CD Writing Wizard screen will appear. NB: For Windows 7 and later version: Click on Burn to disc P a g e 7

8 The CD Writing Wizard screen will appear. 9. Click on Next and wait until CD jumps out then click on Finished. Please make sure that the correct data is on the CD before you send it. Put the CD in the CD drive and do the following: Open My Computer Double click on CD Drive (D:) The following screen should appear. (Files currently on the CD) If you double click on the folder, your database should show. Thank you. P a g e 8

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