NATIONAL PROTOCOL FOR ASSESSMENT

GRADES R – 12
Department of Basic Education

Sol Plaatje House

222 Struben Street
Private Bag X895
Pretoria 0001
South Africa
Tel: +27 12 357 3000
Fax: +27 12 323-0601

120 Plein Street

Private Bag X9023
Cape Town 8000
South Africa
Tel: +27 21 465-1701
Fax: +27 21 461-8110

http://www.education.gov.za

© Department of Basic Education

ii
 CONTENTS

ACRONYMS AND ABREVIATIONS vi

DEFINITIONS vii

CHAPTER 1: INTRODUCING THE POLICY FOR THE ASSESSMENT

OF THE NATIONAL CURRICULUM STATEMENT GRADES R – 12 1

1. PURPOSE OF THE DOCUMENT 1

2. SUPPLEMENTARY POLICY DOCUMENTS 2

CHAPTER 2: ASSESSMENT OF THE NATIONAL CURRICULUM

STATEMENT GRADES R - 12 4

3. THE IMPORTANCE OF ASSESSMENT 4

4. TYPES OF ASSESSMENT 4

CHAPTER 3: FORMAL ASSESSMENT IN THE NATIONAL

CURRICULUM STATEMENT GRADES R - 12 7

5. THE COMPOSITION OF FORMAL ASSESSMENT 7

6. SCHOOL-BASED-ASSESSMENT 8
7. PRACTICAL ASSESSMENT TASKS 9
8. COMPILATION OF THE SCHOOL-BASED ASSESSMENT AND
PRACTICAL ASSESSMENT MARK 10

iii
CHAPTER 4: FINAL END-OF-YEAR EXAMINATION 13

9. REQUIREMENTS FOR GRADES 10 AND 11 13

10. REGISTRATION OF ADDITIONAL SUBJECTS 13
11. LANGUAGE MEDIUM RELATED TO THE EXAMINATION
QUESTION PAPER 15
12. ABSENTEES 15
13. MINIMUM REQUIREMENTS FOR AN EXAMINATION 16
14. IRREGULARITIES 16

CHAPTER 5: RECORDING AND REPORTING OF LEARNER

PERFORMANCE 17

15. RECORDING 17
16 REPORTING 17
17. PRINCIPLES OF RECORDING AND REPORTING 18
18. RECORDING AND REPORTING IN GRADES R – 3 20
19. RECORDING AND REPORTING IN GRADES 4 – 6 21
20. RECORDING AND REPORTING IN GRADES 7 – 9 22
21. RECORDING AND REPORTING IN GRADES 10 – 12 23

CHAPTER 6: TEACHERS’ FILES 25

22. REQUIREMENTS FOR TEACHER FILES 25

CHAPTER 7: MANAGEMENT OF SCHOOL ASSESSMENT

RECORDS 26

23. ASSESSMENT RECORDS 26

24 RECORD SHEETS 26
25. REPORT CARDS 27
26. SCHEDULES 29

iv
CHAPTER 8: MANAGEMENT OF SCHOOL LEARNER PROFILES 32

27. LEARNER PROFILE 32

28. ADMINISTRATION 32

CHAPTER 9: ASSESSMENT OF LEARNERS WITH SPECIAL NEEDS 35

29. ASSESSMENT, PROGRESSION AND CERTIFICATION OF

LEARNERS WHO EXPERIENCE BARRIERS TO LEARNING 35

CHAPTER 10: REPEAL OF POLICY AND TRANSITIONAL

ARRANGEMENTS 38

30. REPEAL OF POLICY 38

31. TRANSITIONAL ARRANGEMENTS 38
32. SHORT TITLE AND COMMENCEMENT 39

ANNEXURES 40

v
 ACRONYMS AND ABBREVIATIONS

GET General Education and Training

FET Further education and Training
LoLT Language of Learning and Teaching
NCS National Curriculum Statement
NQF National Qualifications Framework
NSC National Senior Certificate
SAQA South African Qualifications Authority
HL Home Language
FAL First Additional Language
SAL Second Additional Language

vi
 DEFINITIONS

“applied competence” – means the ability to put the knowledge obtained into
practice in the relevant context;

“assessment body” – means a body accredited by Umalusi, the Council for

Quality Assurance in General and Further Education and Training; as well as the
Department of Basic Education, which is deemed to be accredited, in accordance
with the criteria determined by the South African Qualifications Authority and
approved by the Minister in terms of section 17A(6) of the General and Further
Education and Training Quality Assurance Act, 2001 (Act No. 58 of 2001);

“candidate” - means a learner who has completed the National Senior

Certificate programme and who has registered for the National Senior Certificate
final examinations;

“certification” – means the issuing of the National Senior Certificate by Umalusi

when the minimum promotion requirements have been met;

“condonation” – means the relaxation of promotion requirements as

contemplated in paragraph 29(1)(b) of the policy document, National policy
pertaining to the programme and promotion requirements of the National
Curriculum Statement Grades R – 12;

“Curriculum and Assessment Policy Statements” - means the policy

documents stipulating the aim, scope, content and assessment for each subject
listed in the National Curriculum Statement Grades R – 12;

“Department of Basic Education”- means the national department responsible

for basic education which include general and further education and training;

vii
“evidence of learner performance” - means the collection of the learner’s work
that is used to compile his or her internal assessment mark;

“examination” – means the conduct of a midyear and/or once-off end-of-year

assessment;

“external assessment” – means any assessment activity, instrument or

programme where the design, development and implementation has been
initiated, directed and, coordinated by Provincial Education Departments and the
Department of Basic Education either collectively or individually;

“First Additional Language level” – means the language proficiency level that
reflects the basic intercultural and interpersonal communication skills needed in
social situations and the cognitive academic skills essential for learning across
the curriculum. The First Additional Language level can be used as the language
of teaching and learning from the Intermediate Phase onwards;

“Formal Assessment Task (assessment of learning)” – means a systematic

way of assessment used by teachers to determine how well learners are
progressing in a grade and in a particular subject;

“full-time candidate” - means a learner who has enrolled for tuition in a full-time
capacity at a public or independent school or any other registered institution and
who presents the required number of subjects as stipulated in this document;

“grade” - means a grade as defined in the South African Schools Act, 1996 (Act
No. 84 of 1996);

“Head of Department” - as defined in the South African Schools Act, 1996 (Act
No. 84 of 1996);

viii
“Head of the institution” - as defined in the South African Schools Act, 1996
(Act No. 84 of 1996);

“Home Language level” - means the language proficiency level that reflects the
mastery of interpersonal communication skills required in social situations and the
cognitive academic skills essential for learning across the curriculum. This level
also provides learners with a literary, aesthetic and imaginative ability that will
provide them with the ability to create, imagine, and empower their
understandings of the world they live in;

“immediate family” - means father, mother, brother, sister, grandparents,

husband, wife, legal partner and children, guardians and foster parents;

“immigrant candidate” - means a learner as contemplated in paragraph 4(1)(a)

of the policy document, National policy pertaining to the programme and
promotion requirements of the National Curriculum Statement Grades R – 12;

“independent school” - means a school registered or deemed to be registered

in terms of section 46 of the South African Schools Act, 1996 (Act No. 84 of
1996);

“Informal Assessment Task ((assessment for learning)” – means the building

towards formal assessment;

“internal assessment” - means an assessment, contemplated in section 1 of

the General and Further Education and Training Quality Assurance (Act No. 58 of
2000);

“language levels” – means the proficiency levels at which all official and non-
official languages are offered at school, i.e. Home Language, First Additional
Language and Second Additional Language levels;

ix
“learner” - as defined in the South African Schools Act, 1996 (Act No. 84 of
1996);

“learner who experiences barriers to learning” – means any learner who has
difficulties in accessing the curriculum due to several factors that serve as
barriers;

“Language of Learning and Teaching (LoLT)” – means the language chosen

by a school’s governing body in consultation with parents. It is the language
teachers use to instruct and to assess. It is also the language of the textbooks
provided in the school;

“MEC” - means a Member of the Executive Council, as contemplated in section 1

of the South African Schools Act, 1996 (Act. No. 84 of 1996);

“National Qualifications Framework (NQF)” – means the ten-level framework

to provide for the registration of national standards and qualifications as
contemplated in the National Qualifications Framework Act, 2008 (Act No. 67 of
2008);

“National Senior Certificate” – means a qualification at Level 4 on the National

Qualifications Framework (NQF) which is awarded to Grade 12 candidates who
comply with the national policy requirements set out in this policy document;

“part-time candidate” - means a learner who has enrolled at an institution that

does not offer tuition on a full-time basis and may enroll for any number of
subjects in one examination sitting;

“progression” – means the movement of a learner from one grade to the next,
excluding Grade R, in spite of the learner not having complied with all the
promotion requirements. Progression can be used to prevent a learner from being
retained in a phase for a period exceeding four years as stipulated in the

x
Admission policy for ordinary public schools as published as Government Notice
2432 in the Government Gazette, Vol. 400, No. 19377 of 19 October 1998,
provided that the underperformance of the learner in the previous grade be
addressed in the grade to which the learner has been promoted. For the purpose
of progression through the Foundation Phase the Grade R year is not included for
the retention period of four (4) years;

“promotion” – means the movement of a learner from one grade to the next
when that learner meets the minimum required level of achievement per subject
in a particular grade and commences in Grade 1 in the year the learner turns the
age of seven (7) years;

“Provincial Education Department” - means an education department,

contemplated in section 1 of the South African Schools Act, 1996 (Act. No. 84 of
1996);

“qualification” – means a registered qualification as contemplated in the

National Qualifications Framework Act, 2008 (Act No. 67 of 2008);

“repeat candidate” - means a learner or candidate who has failed the grade
enrolled for the National Senior Certificate examination, or who wants to improve
his or her National Senior Certificate examination results, and who wants to
repeat, either the grade failed or the Grade 12-year, as a full-time learner or
candidate respectively;

“Second Additional Language level” - means the language proficiency level

that focuses on the basic interpersonal communication skills needed in social
situations and include intercultural communication. It is intended to further
multilingualism. Although reading and writing will be developed, at this level the
emphasis will be on developing listening and speaking skills;

“school” – means a school as defined in the South African Schools Act, 1996

xi
(Act No. 84 of 1996);

“school-based assessment” – means all formal assessment, including

examinations, conducted by the school throughout the year on a continuous
basis. In Grade 12 the School-Based Assessment component is all the formal
tasks including the mid-year and September examinations, but not the end-of-
year National Senior Certificate examination;

“supplementary examination” - means an examination as contemplated in

paragraph 38 of the policy document, National policy pertaining to the programme
and promotion requirements of the National Curriculum Statement Grades R –
12;

“teacher file” - means the recording and planning documents used by the
teacher, namely the formal programme of assessment, evidence of learner
assessment/performance, all formal assessment tasks and marking guidelines,
annual teaching plan/work schedule, textbook used and other resources,

“Umalusi” – means Umalusi, the Council for Quality Assurance in General and
Further Education and Training established in terms of the General and Further
Education and Training Quality Assurance Act, 2001 (Act No. 58 of 2001).

xii
 CHAPTER 1

INTRODUCING THE POLICY FOR THE ASSESSMENT OF THE NATIONAL

CURRICULUM STATEMENT GRADES R - 12

1. PURPOSE OF THE DOCUMENT

(1) The National Protocol for Assessment Grades R - 12

standardises the recording and reporting processes for Grades R
– 12 within the framework of the National Curriculum Statement
Grades R – 12, which comprises the:

(a) Curriculum and Assessment Policy Statements for all

subjects listed in the National Curriculum Statement
Grades R – 12;

(b) Policy document, National policy pertaining to the

programme and promotion requirements of the National
Curriculum Statement Grades R – 12; and

(c) Policy document, National Protocol for Assessment

Grades R – 12.

(2) The policy stipulated in this document applies to public ordinary

and special schools and those independent schools that offer the
National Curriculum Statement Grades R – 12, which comprise:

(a) Curriculum and Assessment Policy Statements for all

approved subjects listed in this document;
 (b) The policy document, National policy pertaining to the
programme and promotion requirements of the National
Curriculum Statement Grades R – 12; and

(c) The policy document, National Protocol for Assessment

Grades R – 12.

(3) The document also provides a policy framework for the

management of school assessment, school assessment records
and basic requirements for learner profiles, teacher files, report
cards, record sheets and schedules for Grades 1 – 12. The
requirements for, as well as examples of the design of learner
profiles, teacher files, report cards, record sheets and schedules
are provided.

(4) This policy document focuses on assessment policy for both

internal assessment comprising School-Based Assessment and
Practical Assessment Tasks where applicable, and the end-of-
year examinations.

2. SUPPLEMENTARY POLICY DOCUMENTS

(1) This policy document is aimed at quality assurance and must be

read in conjunction with the following policy documents:

(a) National policy pertaining to the programme and

promotion requirements of the National Curriculum
Statement Grades R – 12;
(b) The Curriculum and Assessment Policy Statements for all
subjects listed in the National Curriculum Statement
Grades R – 12;
(c) The Language-in-Education Policy, 1997; and

2
 (d) National policy on the conduct, administration and
management of the National Senior Certificate: A
qualification at Level 4 on the National Qualifications
Framework (NQF).

(2) National policy on assessment is also contained in the following

policy documents and all assessment bodies must comply with
the prescriptions as set out in these documents:

(a) Education White Paper 6 on Special Needs Education:

Building an Inclusive Education and Training System that
provides a policy framework for the transformation of
practices related to assessment and examinations in
general with a view to achieving enabling mechanisms to
support learners who experience barriers to learning;
(b) Regulations under the General and Further Education and
Training Quality Assurance Act, 2001 (Act No. 58 of 2001)
and
(c) Directives issued by Umalusi.

3
 CHAPTER 2

ASSESSMENT OF THE NATIONAL CURRICULUM STATEMENT GRADES

R - 12

3. THE IMPORTANCE OF ASSESSMENT

(1). Assessment is a process of collecting, analysing and interpreting

information to assist teachers, parents and other stakeholders in
making decisions about the progress of learners. The National
Curriculum Statement Grades R – 12 is the formal curriculum in
South African schools.

(2) Classroom assessment should provide an indication of learner

achievement in the most effective and efficient manner by
ensuring that adequate evidence of achievement is collected
using various forms of assessment. The intention of this
document is to regulate how evidence of learner performance is
recorded and reported.

4. TYPES OF ASSESSMENT

(1). Classroom assessment should be both informal and formal. In both

cases it is important that learners know what knowledge and skills
are being assessed and feedback should be provided to learners
after assessment to enhance the learning experience.

(2) Informal (assessment for learning) or daily assessment is the

monitoring and enhancing of learners’ progress. This is done
through teacher observation and teacher-learner interactions, which
may be initiated by either teachers or learners.

4
 Informal or daily assessment may be as simple as stopping during
the lesson to observe learners or to discuss with the learners how
learning is progressing. It should be used to provide feedback to the
learners and teachers, close the gaps in learners’ knowledge and
skills and improve teaching. Informal assessment builds towards
formal assessment and teachers should not only focus on the formal
assessment.

(3) Formal assessment (assessment of learning) provides teachers with

a systematic way of evaluating how well learners are progressing in
a particular subject and in a grade. Teachers must ensure that
assessment criteria are very clear to the learners before the
assessment process. This involves explaining to the learners which
knowledge and skills are being assessed and the required length of
responses.

Feedback should be provided to the learners after assessment and

could take the form of whole-class discussion or teacher-learner
interaction.

(4) Examples of formal assessments include projects, oral

presentations, demonstrations, performances, tests, examinations,
practical demonstrations, etc.

(5) The forms of assessment used should be appropriate to the age and
the developmental level of the learners in the phase. The
assessment tasks should be carefully designed to cover the content
of the subject. The design of these tasks should therefore ensure
that a variety of skills are assessed as contemplated in Chapter 4 of
the various Curriculum and Assessment Policy Statements.

5
(6) Progression (Grades 1-8) and promotion (Grades 9-12) of learners
to the next grade should be based on recorded evidence in formal
assessment tasks. This means that those tasks that are used for
formal assessment are recorded and should be used to decide
whether a learner should progress or be promoted to the next grade.

(7) Teachers are required to record learner performance in all formal

assessment tasks. They are not required to record performance in
informal or daily assessment tasks. Teachers may however, choose
to record performance in informal or daily assessment tasks in some
cases to support the teaching and learning process.

(8) The teacher must submit the annual formal programme of

assessment to the School Management Team (SMT) before the start
of the school year. This will be used to draw up a school assessment
plan in each grade. The school assessment plan should be provided
to learners and parents in the first week of the first term.

6
 CHAPTER 3

FORMAL ASSESSMENT IN THE NATIONAL CURRICULUM STATEMENT

GRADES R - 12

5. THE COMPOSITION OF FORMAL ASSESSMENT

(1) Assessment in the National Curriculum Statement Grades R - 12

comprises School-Based Assessment and Practical Assessment
Tasks for certain subjects offered in the Further Education and
Training Phase and a final end-of-year examination.

(2) School-Based Assessment, Practical Assessment Tasks and end-of-

year examinations are designed to address the content
competencies, skills, values and attitudes of the subject, and to
provide learners, parents and teachers with results that are
meaningful indications of what the learners know, understand and
can do at the time of the assessment.

(3) School-Based Assessment and Practical Assessment Tasks allow

for learners to be assessed on a regular basis during the school year
and also allow for the assessment of skills that cannot be assessed
in a written format, e.g. test or examination. School-Based
Assessment and Practical Assessment Tasks include a variety of
assessment methods as contemplated in Chapter 4 of the
Curriculum and Assessment Policy Statements.

(4) The purpose of an end-of-year examination is to provide reliable,

valid and fair measures of the achievements of learners in the
subjects offered from Grade 4 onwards.

7
6. SCHOOL-BASED ASSESSMENT

(1) School-Based Assessment is a compulsory component for

progression and promotion in all the different school phases:

(2) The School-Based Assessment component is as follows in the

different school phases:

Phase School-Based End-of-year

Assessment examination %
component
%
Foundation Phase 100 0
Intermediate Phase 75 25
Senior Phase 40 60
Further Education and 25 75
Training Phase

(3) The composition of the School-Based Assessment of all subjects

is outlined in Chapter 4 of the Curriculum and Assessment Policy
Statements.

(4) Moderation should ensure that the quality and standard of the
School-Based Assessment, as contemplated in Chapter 4 of the
Curriculum and Assessment Policy Statements, have been met
from Grade 4 onwards.

(5) In Grade 12, School-Based Assessment must be moderated by

the Department of Basic Education, the accredited assessment
body, and Umalusi.

8
7. PRACTICAL ASSESSMENT TASKS

(1) A Practical Assessment Task mark is a compulsory component

of the final promotion mark for all candidates registered for the
following National Senior Certificate subjects.

(a) Arts: Dance Studies, Design, Dramatic Arts, Music and

Visual Arts;
(b) Languages: Oral mark;
(c) Technology: Civil Technology, Electrical Technology,
Mechanical Technology and Engineering Graphics and
Design;
(d) Life Orientation;
(e) Computer Sciences: Computer Applications Technology
and Information Technology; and
(f) Services: Consumer Studies, Hospitality Studies and
Tourism.

(2) The Practical Assessment Tasks mark must count 25% of the
end-of-year examination mark.

(3) The composition of the Practical Assessment Tasks of all

subjects listed in subparagraph (1) is outlined in Chapter 4 of the
Curriculum and Assessment Policy Statements.

(4) Moderation should ensure that the quality and standard of the
Practical Assessment Tasks, as contemplated in Chapter 4 of the
Curriculum and Assessment Policy Statements have been met.

(5) In Grade 12, Practical Assessment Tasks must be moderated by

experts in each subject and quality assured by Umalusi.

9
8. COMPILATION OF THE SCHOOL-BASED ASSESSMENT AND
PRACTICAL ASSESSMENT MARK

(1) Both School-Based Assessment and the Practical Assessment

Task components must:

(a) comprise assessment tasks that constitute the learners’

School-Based Assessment and Practical Assessment
mark as contemplated in Chapter 4 of the Curriculum and
Assessment Policy Statements;
(b) include a mark awarded for each assessment task and a
consolidated mark;
(c) be guided by assessment components as specified for
each subject in Chapter 4 of the Curriculum and
Assessment Policy Statements as contemplated in
Chapter 4 of the Curriculum and Assessment Policy
Statements;
(d) be available for monitoring and moderation; and
(e) be evaluated, checked and authenticated by the teacher
before being presented as the learner’s evidence of
performance.

(2) The teacher file with assessment tasks must –

(a) be a complete record of assessment in that particular

subject;
(b) be maintained by the teacher for every subject taught in
respect of the National Curriculum Statement Grades R -
12; and
(c) be available for monitoring and moderation purposes at
every level.

10
(3) Failure by the teacher to maintain a file with assessment tasks
constitutes an act of misconduct and will be dealt with in terms of
paragraph 5(3) of the policy document, National policy on the
conduct, administration and management of the National Senior
Certificate: A qualification at Level 4 on the National
Qualifications Framework (NQF), or other appropriate measures.

(4) The absence of a School-Based Assessment and/or a Practical

Assessment Task mark in any subject in Grades 10-11, without a
valid reason, will result in the candidate, registered for that
particular subject, receiving an incomplete result. The candidate
will be given three weeks before the commencement of the final
end-of-year examination of the relevant grade to submit
outstanding work or present himself or herself for School-Based
Assessment and/or a Practical Assessment Task. Should the
candidate fail to fulfil the outstanding School-Based Assessment
and/or Practical Assessment Task requirements, such a
candidate will not be resulted and he or she must repeat the
subject and redo the School-Based Assessment and/or Practical
Assessment Task component for that subject.

(5) In the event of a learner not complying with the requirements of

School-Based Assessment and/or Practical Assessment Task in
any subject in Grades R-12, but where a valid reason is provided:

(a) He or she may be granted another opportunity to be

assessed in the assigned tasks, based on a decision by
the Head of the assessment body.
(b) The learner must, within three weeks before the
commencement of the final end-of-year examination of the
relevant grade submit outstanding work or present himself
or herself for School-Based Assessment and/or Practical

11
 Assessment Task. Should the learner fail to fulfil the
outstanding School-Based Assessment and/or Practical
Assessment Task Assessment requirements, he or she,
registered for that particular subject will receive an
incomplete result.

6) “Valid reason” in this context includes the following:

(a) illness, supported by a valid medical certificate, issued by

a registered medical practitioner;
(b) humanitarian reasons, which includes the death of an
immediate family member, supported by a death
certificate;
(c) the learner appearing in a court hearing, which must be
supported by written evidence; or
(d) any other reason as may be accepted as valid by the
Head of the assessment body or his or her representative.

(7) In the event of a learner failing to comply with the School-Based

Assessment and/or Practical Assessment Task requirements of a
particular subject, and where valid reasons are provided, the
evidence of such valid reasons must be included with the
evidence of learner performance.

(8) Where the subject teacher fails to give learners the minimum
tasks for School-Based Assessment and/or Practical Assessment
Task in the subject for which he or she is responsible, marks will
be adjusted accordingly as stipulated in Chapter 4 of the
Curriculum and Assessment Policy Statements.

12
 CHAPTER 4

FINAL END-OF-YEAR EXAMINATION

9. REQUIREMENTS FOR THE GRADES 10 AND 11 END-OF-YEAR

EXAMINATION

(1) Learners must enrol for seven or more subjects listed in the
National Curriculum Statement Grades R – 12 as contemplated
in the policy document, National policy pertaining to the
programme and promotion requirements of the National
Curriculum Statement Grades R – 12; and

(2) Schools must ensure that learners have complied with the
School-Based Assessment and Practical Assessment Tasks
requirements as stipulated in Chapter 4 of the Curriculum and
Assessment Policy Statements.

10. REGISTRATION OF ADDITIONAL SUBJECTS

(1) Learners in Grades 10 and 11 may register for additional

subjects for the end-of-year examination, subject to the following
conditions:

(a) The learner has obtained written permission from the

Head of the relevant Regional/District Office or his or her
nominee;

(b) The learner has offered and passed the additional subject
in Grade 10;

13
(c) The candidate will meet the requirements for School-
Based Assessment and Practical Assessment Task
components, where applicable, for the specific subject;

(d) If the additional subject that the learner wishes to choose

is not presented at the school of attendance, the learner
must obtain the approval of the Principal where the learner
has registered, as well as the permission of the Principal
of the school or accredited assessment body where the
additional subject will be offered.

(e) The school offering the additional subject must forward the
School-Based Assessment and Practical Assessment
Task components marks to the school of attendance prior
to commencement of the end-of-year examination;

(f) The school where the learner is registered must capture

all School-Based Assessment and Practical Assessment
Task components marks of the learner correctly and the
relevant forms on which these marks are captured must
be signed by the Principal to confirm the correctness
thereof; and

(g) A learner registered for an additional subject must sit for

the final end-of-year examination at the school of
registration. Where this is not possible, special permission
must be obtained from the Head of the relevant
District/Region.

14
11. LANGUAGE MEDIUM RELATED TO THE EXAMINATION QUESTION
PAPER

Examination question papers must be set in the Languages of Learning

and Teaching (LoLT). Unless otherwise directed in the examination
question paper, learners must answer all questions in the Language of
Learning and Teaching (LoLT) applicable to the learner.

12. ABSENTEES

(1) In the case of illness or any other circumstances beyond the

control of the learner, medical certificates, affidavits or
acceptable proof are to be provided by the candidate and
countersigned by the Principal of the school of attendance before
submission to the provincial education department. Where the
authenticity of a candidate's claim is in doubt, the Principal of the
school of attendance is to advise the Head of Department in
writing, and then investigate the matter further.

(2) A learner who, due to illness or any other circumstances beyond

the control of the learner, is unable to write the end-of-year final
examination, will be exempted from the examination. A mark
based on the School-Based Assessment and Practical
Assessment mark obtained by the learner prior to his or her
illness, will be calculated and awarded to the learner affected.

(3) Learners who absent themselves from the end-of-year final

examinations or scheduled School-Based Assessment tasks, or
Practical Assessment Tasks, for no valid reason, must not be
permitted to write the final end-of-year examination.

15
 (4) If a candidate is unable to write (or complete) one or more of the
Grades 4-9 examination question papers for reasons other than
illness or injury, a written report in which the circumstances are
set out, must be submitted by the Principal of the school of
attendance.

13. MINIMUM REQUIREMENTS FOR AN EXAMINATION

User requirement specifications, as developed by the Department of

Basic Education should be in place, as contemplated in paragraph 57 of
the policy document, National policy on the conduct, administration and
management of the National Senior Certificate: A qualification at Level 4
on the National Qualifications Framework (NQF).

14. IRREGULARITIES

Grades 10 and 11 examination irregularities must be dealt with in terms

of paragraphs, 47, 48 and 49 of the policy document, National policy on
the conduct, administration and management of the National Senior
Certificate: A qualification at Level 4 on the National Qualifications
Framework (NQF).

16
 CHAPTER 5

RECORDING AND REPORTING LEARNER PERFORMANCE

15. RECORDING

(1) Recording is a process in which the teacher documents the level

of a learner’s performance. In South African schools, this should
indicate the progress towards the achievement as stipulated in
the Curriculum and Assessment Policy Statements of all subjects
listed in the National Curriculum Statement Grades R - 12.
Records of learner performance should provide evidence of the
learner’s conceptual progression within a grade and his or her
readiness to progress/promoted to the next grade.

(2) Records of learner performance should also be used to verify the

progress made by teachers and learners in the teaching and
learning process. Records should be used to monitor learning
and to plan ahead.

16. REPORTING

(1) Reporting is a process of communicating learner performance to

learners, parents, schools and the other stakeholders such as the
employers, tertiary institutions, etc. Learner performance can be
reported in a number of ways. These include report cards,
parents’ meetings, school visitation days, parent-teacher
conferences, phone calls, letters, class or school newsletters, etc.

(2) The main purpose of reporting is to:

(a) provide learners with regular feedback, this feedback
should be developmental;

17
 (b) inform parents/guardians on the progress of the individual
learner; and
(c) give information to schools and districts or regional offices
on the current level of performance of learners.

(3) Recorded information should:

(a) inform teachers and others about the performance of
learners;
(b) be used to provide constructive feedback to learners about
their progress;
(c) be used to provide feedback about the performance of
learners to parents, and other role-players;
(d) inform the planning of teaching and learning activities; and
(e) inform intervention strategies.

(4) The language in which recording and reporting is done should be

in accordance with the Language of Learning and Teaching
(LoLT) as informed by the Language-in-Education Policy of 1997.
In the case of dual medium schools, one of the languages used
as LoLT should be utilised for reporting purposes, while the
language of recording should be any of the languages used for
learning and teaching.

17. PRINCIPLES FOR RECORDING AND REPORTING

The following principles underpin the approach to both recording and

reporting:

(1) Recording of learner performance is against the assessment task

and reporting is against the total mark obtained in all tasks
completed in a term. The promotion of a learner is based on the
composite marks obtained in all four terms.

18
(2) Teachers should show in their files that they have covered all the
formal tasks set.

(3) Achievement rating on a report card should be indicated by a

combination of national codes, percentages and comments.

(4) The following is applicable to recording and reporting per phase:

(a) Foundation Phase (Grades R – 3): Record and report in
national codes and their achievement descriptions.
(b) Intermediate Phase (Grades 4 – 6): Record and report in
national codes and their achievement descriptions and
percentages.
(c) Senior Phase (Grades 7 – 9): Record and report in
national codes and their achievement descriptions and
percentages.
(d) Grades 10 – 12: Record in marks and report in
percentages.

(5) The schedule and the report card should indicate the overall level
of performance of a learner.

(6) In the case of Languages, each language that the learner offers
should be recorded and reported on separately according to the
different levels on which they are offered. For example, Home
Language – English, First Additional Language – IsiXhosa,
Second Additional Language – Afrikaans Second Additional
Language.

(7) The number of formal assessment tasks to be recorded in each

phase is provided in Chapter 4 of the Curriculum and
Assessment Policy Statements.

19
 (8) The recorded pieces of evidence should reflect a variety of forms
of assessment. More information on this is provided in Chapter 4
of the Curriculum and Assessment Policy Statements.

(9) Teachers must report regularly to learners and parents on the

progress of learners. Schools are required to provide feedback to
parents on the programme of assessment using a formal
reporting tool such as a report card. In addition to the report
cards, other reporting mechanisms such as parents’ meetings,
school visitation days, parent-teacher conferences, phone calls,
letters, class or school newsletters, etc. may be used. The school
will determine the format of these reporting strategies.

18. RECORDING AND REPORTING IN GRADES R – 3

(1) The national codes and their descriptions provided in Table 1

should be used for recording and reporting learner performance
in the Foundation Phase (Grades R – 3). Comments should be
used to describe learner performance.

Table 1: Codes and descriptions for recording and reporting

in Grades R - 3
RATING CODE ACHIEVEMENT MARKS
DESCRIPTION %
7 Outstanding Achievement 80 – 100
6 Meritorious Achievement 70 – 79
5 Substantial Achievement 60 – 69
4 Adequate Achievement 50 – 59
3 Moderate Achievement 40 – 49
2 Elementary Achievement 30 – 39
1 Not Achieved 0 – 29

20
 (2) In the Foundation Phase, the recording and reporting of learner
performance should be against the four subjects offered, that is
Home Language, First Additional Language, Mathematics and
Life Skills as prescribed in paragraph 6 of the policy document,
National policy pertaining to the programme and promotion
requirements of the National Curriculum Statement Grades R –
12.

19. RECORDING AND REPORTING IN GRADES 4 – 6

(1) The national codes together with either percentages or

descriptors or both, provided in Table 2 should be used for
recording and reporting learner performance in the Intermediate
Phase (Grades 4 – 6). Comments should be used to describe
learner performance.

Table 2: Codes and percentages for recording and reporting

in Grades 4 - 6
RATING CODE ACHIEVEMENT MARKS
DESCRIPTION %
7 Outstanding Achievement 80 – 100
6 Meritorious Achievement 70 – 79
5 Substantial Achievement 60 – 69
4 Adequate Achievement 50 – 59
3 Moderate Achievement 40 – 49
2 Elementary Achievement 30 – 39
1 Not Achieved 0 – 29

(2) In the Intermediate Phase (Grades 4 – 6), the recording and

reporting of learner performance in the formal assessment tasks
should be against the six subjects prescribed in paragraph 12 of
the policy document, National policy pertaining to the programme

21
 and promotion requirements of the National Curriculum
Statement Grades R – 12.

(3) The requirements for formal recorded assessment for Grades 4 –

6 are set out in Chapter 4 of the Curriculum and Assessment
Policy Statements.

20. RECORDING AND REPORTING IN GRADES 7 – 9

(1) The national codes together with either the descriptors or

percentages or both provided in Table 3 should be used for
recording and reporting learner performance in Grades 7 – 9.
Comments should be used to qualify learner performance.

Table 3: Codes and percentages for recording and reporting

in Grades 7 – 9
RATING CODE ACHIEVEMENT MARKS
DESCRIPTION %
7 Outstanding Achievement 80 – 100
6 Meritorious Achievement 70 – 79
5 Substantial Achievement 60 – 69
4 Adequate Achievement 50 – 59
3 Moderate Achievement 40 – 49
2 Elementary Achievement 30 – 39
1 Not Achieved 0 – 29

(2) The requirements for formal recorded assessment for Grades 7 -

9 are set out in Chapter 4 of the Curriculum and Assessment
Policy Statements.

(3) In Grades 7 – 9 the recording and reporting of learner

performance in the formal assessment tasks should be against

22
 the subjects prescribed in paragraph 19 of the policy document,
National policy pertaining to the programme and promotion
requirements of the National Curriculum Statement Grades R –
12.

21. RECORDING AND REPORTING IN GRADES 10 – 12

(1) The national codes and related percentages to be used for

recording and reporting learner performance in Grades 10 – 12
are provided in Table 4 below. Comments should be used to
describe learner performance.

Table 4: Codes and percentages for recording and reporting

in Grades 10-12
RATING CODE ACHIEVEMENT MARKS
DESCRIPTION %
7 Outstanding Achievement 80 – 100
6 Meritorious Achievement 70 – 79
5 Substantial Achievement 60 – 69
4 Adequate Achievement 50 – 59
3 Moderate Achievement 40 – 49
2 Elementary Achievement 30 – 39
1 Not Achieved 0 – 29

(2) The requirements for formal recorded assessment for Grades 10

- 12 are set out in Chapter 4 of the Curriculum and Assessment
Policy Statements.

(3) In Grades 10 – 12 the recording and reporting of learner

performance in the formal assessment tasks should be against
the subjects prescribed in paragraph 27 of the policy document,
National policy pertaining to the programme and promotion

23
 requirements of the National Curriculum Statement Grades R –
12.

(4) The external assessment component for Grade 12 counts 75% of

the final assessment. In certain subjects a practical assessment
component may contribute 25% to the external component. The
policy on the external National Senior Certificate examinations is
stipulated in the policy document, National policy on the conduct,
administration and management of the National Senior
Certificate: A qualification at Level 4 on the National
Qualifications Framework (NQF).

24
 CHAPTER 6

TEACHERS’ FILES

22. REQUIREMENTS FOR TEACHERS’ FILES

(1) All teachers are expected to keep a file containing evidence of

their teaching and assessment, viz. Annual teaching plan,
Assessment plan, Formal assessment tasks and memoranda,
Indication of Textbook(s) and any resources used, Record sheet
containing learners’ marks for each formal assessment task and
informal notes or any intervention that is planned by the teacher to
assist learners who require additional support (where they exist).
It is the teachers’ responsibility to ensure that the information in
their assessment files is kept up to date.

(2) A teacher assessment file may be a file, a folder, a box, or any

other suitable storage system.

(3) The formally recorded assessment tasks should be clearly

marked or indicated in the teacher’s file. Stickers, coloured paper,
etc. may be used for this purpose.

(4) Teachers’ files should be available on request at all times for

moderation and accountability purposes.

25
 CHAPTER 7

MANAGEMENT OF SCHOOL ASSESSMENT RECORDS

23. ASSESSMENT RECORDS

(1) The assessment records that should be developed and kept at

school are record sheets, schedules, teacher files, learner
profiles, report cards and schedules.

(2) The management, maintenance and the safety of the learner

profiles, schedules and report cards is the responsibility of the
school management.

(3) The management and maintenance of the record sheets and the
teacher file is the responsibility of every teacher.

24. RECORD SHEETS

(1) Teachers are expected to keep efficient current mark sheets of

the learners’ progress. It is expected that carefully compiled
records and/or evidence of learner performance be maintained to
justify the final rating a learner receives at the end of the year.

(2) Teachers are expected to keep current records of learners’

progress electronically/in files/books/folders or any other form the
school has agreed on.

26
 (3) Record sheets must at least have the following information (See
an example of a record sheet in Annexure A):

(a) Subject;
(b) Grade and class;
(c) Learners’ names;
(d) Dates of assessment;
(e) Names of the formal assessment tasks;
(f) The results of formal assessment tasks; and
(g) Comments for support purposes when and where
appropriate.

(4) The record sheets should be used to compile a schedule that will
in turn be used to compile reports once a term. Schools should
therefore develop Record Sheets using the criteria specified in
subparagraph 3.

25. REPORT CARDS

(1) A report card is an official document that is used to give feedback

to parents on the achievement of learners.

(2) Formal report cards should be sent to parents once a term. The
report cards must provide a clear holistic picture of the learner’s
achievements in different subjects.

(3) Schools should ensure that there are no errors, erasures or

corrections that will compromise the legal status of the report
cards. The school management team is responsible to ensure
that reports issued to learners do not contain any errors.

27
(4) Learner performance for a term should be reflected on the report
card for that term.

(5) The end-of-year report card should indicate cumulative learner

performance for the year.

(6) The achievement rating in a report card should be indicated by a

combination of national codes, percentages and comments. The
national codes and percentages should be in accordance with
the stipulations in paragraph 17(4).

(7) Comments should provide more information on the strengths and

developmental needs of the learners.

(8) Report cards should include information in the following essential

components (See an example of a report card in Annexure B):

(a) Personal details: Name of the learner, grade and class of

the learners, date of birth, school attendance profile.
(b) Official school details: Year and term, name of the
school, date, signature and comment of parent or
guardian, teacher and principal, dates of closing and
opening of school, school stamp, explanation of the codes
of the national coding system.
(c) Performance details: A national code and /or a
percentage indicating the level of performance per subject
and a description of the strengths and developmental
needs of the learner.
(d) Constructive feedback: The feedback should contain
comments about the learner’s performance in relation to
his or her previous performance.

28
 (9) A report card may be produced electronically or manually using
different styles preferred by the school but should contain all the
information mentioned in subparagraph 7.

(10) Schools should not accept report cards with errors from other
schools. Once a fraudulent report has been identified, the matter
should be reported to the principal of the affected school and to
the District and/or Provincial Department of Education offices.

(11) In cases where a fraudulent report card is discovered the Head of

the Provincial Department of Education should institute an
internal investigation of the matter and may take legal steps
where necessary.

(12) The parents or guardians have the right of access to report cards
of their children.

(13) Schools may not withhold report cards from learners for any
reason whatsoever.

26. SCHEDULES

(1) Schedules should be completed four times a year.

(2) The schedule is a quarterly record which provides a summary

about the progress of all learners in the grade in a school.

(3) The school may store this information manually or electronically.

(4) The end-of-year schedule is a compilation of learner performance

across all four school terms.

29
(5) Copies of the end-of-year schedules should be kept at the district
office.

(6) Schedules should be completed four times a year.

(7) A schedule should include the following information (See an

example of a schedule in Annexure C):

(a) Name of the school and school stamp;

(b) Date;
(c) List of names and surnames of learners in each grade or
class;
(d) Admission number of each learner;
(e) Date of birth of each learner;
(f) Gender of each learner;
(g) Age of each learner;
(h) Number of years in a phase (This information is
required for the end-of-the-year schedule only);
(i) National codes and percentages that indicate the
performance of learners in each subject;
(j) Signature of teacher, principal and departmental official
(required for the end-of-the-year schedule only);
(k) At the end of the year, a schedule for Grades R - 8 should
indicate whether the learners are ready to progress to the
next grade or not;
(l) Schools should use (RP) to indicate that a learner is ready
to progress to the next grade or (NRP) to indicate that the
learner is not ready to progress;
(m) For Grades 9, 10 and 11 the end-of-year schedule should
indicate whether the leaner is promoted to the next grade
or not by using (P) for promoted and (NP) for not
promoted; and

30
 (n) The-end-of-year schedules for Grade 12 will be externally
generated.

(8) The-end-of-year schedule must be signed by the principal and a

departmental official. This then constitutes a legal document.

(9) The-end-of-year schedule should be kept at school in a file or

box or electronically as part of the school archives for at least 5
years.

(10) A schedule should be used for drawing up reports and for

reporting to parents and the education system on the overall
progress of learners in each grade. This means that a schedule
should be completed for each grade.

(11) The Department of Basic Education will develop the schedule

forms.

(12) The Provincial Departments of Education are responsible for

providing each school with the schedule forms.

(13) Schedules for each grade should be submitted to the district in

hard copy.

(14) A school stamp and signatures of a departmental official and

school principal are required to authenticate the schedule.

31
 CHAPTER 8:

MANAGEMENT OF SCHOOL LEARNER PROFILES

27. LEARNER PROFILE

A Learner Profile is a continuous record of information that gives a

holistic impression of a learner and a learner’s progress and
performance. It assists the teacher in the next grade or school to
understand the learner better and therefore to respond appropriately to
the learner.

28. ADMINISTRATION

(1) A Learner’s Profile should be kept at school and will be moved

from one school to the next when the learner moves to a new
school.

(2) The principal of the new/next school must request the Learner’s
Profile from the previous school within three months of the
learner’s admittance.

(3) The Learner Profile for every learner must be safeguarded and
should accompany learners throughout their schooling career.
The security of the Learner Profiles and the updating of required
information rest with the school management.

(4) The parents and other stakeholders have a right to access and
view the Learner Profile on request. However, this should be
done in the presence of the school management.

32
(5) The Learner Profile is a confidential document and should be
treated as such. Under no circumstances should sensitive
information such as the health status of the learner be divulged to
anyone without the written permission of the parents or
guardians.

(6) Under no circumstances should the profile be moved from the

school unless it is for reasons mentioned in subparagraph 1.

(7) The Provincial Departments of Education are responsible for

providing pre-printed files /folders for the Profiles.

(8) The pre-printed files/folders should be designed such that a

Learner Profile includes the following information (See an
example of a profile in Annexure D):

(a) personal information;

(b) medical history;
(c) schools attended and record of attendance;
(d) participation and achievements in extra-curricular
activities;
(e) areas needing additional support; and
(f) learner performance.

(9) In cases where the files/folders need repair, the school principal
concerned should make a request to the district office for a
replacement.

(10) The compilation of Learner Profiles should be started at Grade R

and should continue until the learner completes Grade 12.

33
(11) Once the learner has passed Grade 12 or exited the schooling
system for any reason whatsoever, the learner profile should be
stored in the last school attended for a period of three years
whereafter it should be destroyed. If the learner within this
specified period re-enters the schooling system to further his or
her studies, the provisos stated in subparagraphs 1 and 3 will
apply.

(12) The Learner Profile replaces all previous continuous record

documents that have been used by schools, such as record
cards, tutor cards, Edlab cards, etc.

34
 CHAPTER 9

ASSESSMENT OF LEARNERS WITH SPECIAL NEEDS

29. ASSESSMENT, PROGRESSION AND CERTIFICATION OF

LEARNERS WHO EXPERIENCE BARRIERS TO LEARNING

(1) The minimum requirements for achieving grades, as spelt out in

the National Curriculum Statement (Grades R – 12), may not be
compromised. However, within a flexible learner-based and
learner-paced approach to the curriculum, all learners could be
enabled to achieve their full potential irrespective of whether or
not the end result will be a final certificate.

(2) There needs to be consistent representation of inclusive

assessment practice across all grades. Curriculum differentiation
implies that learners will straddle grades and phases. This needs
to be dealt with in assessment, recording, reporting and
promotion.

(3) Learners who experience barriers to learning in both ordinary and

special schools need to be able to exit school with an appropriate
statement of attainment, which would enable them to access
further and higher education as well as the world of work.

(4) The following range of alternate assessments provide a

mechanism for learners with the most significant cognitive
disabilities, and for other learners who experience barriers to
learning who may need alternate ways in which to demonstrate
whether they have attained knowledge, concepts and skills. It
also provides a mechanism that ensures that these learners are
included in an educational accountability system.

35
(5) The three types of alternate assessments are as follows:

(a) Alternate Assessments Based on Alternate Attainment

of Knowledge (content, concepts and skills) for
learners with a significant cognitive disability. These
assessments are based on the grade-level content
covered by the general assessment, but at reduced depth,
breadth, and complexity. These assessments describe
achievement based on what is determined as a high
expectation for these learners. Target learners can include
learners with intellectual disability some of who are
currently enrolled in special schools or schools of skill.

(b) Alternate Assessment Based on Modified Attainment

of Knowledge (content, concepts and skills) for
learners with disabilities who are working on grade-level
content that is covered in the general assessment.
However, because of their disability they may require
more time to master the content. These assessments
measure a learner's mastery of grade-level content with
reduced load or at a more functional level. Target learners
can include learners with moderate intellectual disability,
who are deaf, some learners on skills programmes, etc.

(c) Alternate Assessments Based on Grade-level

Attainment of Knowledge (content, concepts and
skills) for learners with disabilities or learning difficulties
who need testing formats or procedures that provide them
with equal opportunities to demonstrate their attainment of
content which is at the same grade-level as the general
assessment. Target learners can include learners who are
blind, have communication, physical disabilities, dyslexia
or hearing loss.

36
(6) All three types of assessment should, where possible be
available in ordinary schools so that learners need not be
unnecessarily referred to special schools.

(7) Every learner should have access to the standard of assessment

that is suited for his or her needs. No learner should be
disadvantaged by the system in as far as that there will be a
lowering of expectations or he or she is not assessed at all. All
learners will also have the opportunity to receive a school leaving
statement.

(8) The National Strategy on Screening, Identification, Assessment

and Support indicates clearly how learners will be assessed to
determine whether they are eligible for one of the three types of
Alternate Assessment outlined above.

37
 CHAPTER 10

REPEAL OF POLICY AND TRANSITIONAL ARRANGEMENTS

30. REPEAL OF POLICY

The policy document, An addendum to the policy document, the

National Senior Certificate: A qualification at Level 4 on the National
Qualifications Framework (NQF), regarding the National Protocol for
Assessment (Grades R – 12), promulgated in Government Notice
No.1267 in Government Gazette No. 29467 of 11 December 2006 is
repealed subject to paragraphs 31 and 32.

31. TRANSITIONAL ARRANGEMENTS

(1) The status quo as stipulated in the policy document, An

addendum to the policy document, the National Senior
Certificate: A qualification at Level 4 on the National
Qualifications Framework (NQF), regarding the National Protocol
for Assessment (Grades R – 12) will be maintained until the
implementation of the National Curriculum Statement Grades R –
12, which comprise:

(a) Curriculum and Assessment Policy Statements for all

approved subjects listed in this document;

(b) The policy document, National policy pertaining to the

programme and promotion requirements of the National
Curriculum Statement Grades R – 12; and

(c) The policy document, National Protocol for Assessment

Grades R – 12.

38
 (2) The Minister of Basic Education may in terms of Sections 3(4)(l)
and 7 of the National Education Policy Act, 1996 (Act No. 27 of
1996), amend the transitional arrangements. Such amendments
to the transitional arrangements may be regulated in terms of
Section 61 of the South African Schools Act, 1996 (Act. No. 84 of
1996).

32. SHORT TITLE AND COMMENCEMENT

This Policy may be cited as the National Protocol for Assessment

Grades R – 12 and will commence on the day of its promulgation in the
Government Gazette and becomes effective from:

(1) January 2012 in Grades R – 3 and Grade 10;

(2) January 2013 in Grades 4 – 6 and Grade 11; and
(3) January 2014 in Grades 7 – 9 and Grade 12.

39
 ANNEXURE A
EXAMPLE OF A RECORD SHEET FOR GRADES 10-12
SUBJECT: ____________________________________ GRADE: ____ CLASS: __
TERM 1 TERM 2 TERM 3 TERM 4
NAME OF TASK Final

Total

Total

Total

Total
DATE OF ASSESSMENT Mark

LEARNERS’ NAMES Maks 400

Mark
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
NOTE: Subjects which include a Practical or Performance Assessment Task (PAT) can include an extra column to record learner performance in such tasks.
Language teachers would need to add 2-3 columns per term.
40
 ANNEXURE B

EXAMPLE OF A REPORT CARD FOR GRADES 10-12

NAME OF SCHOOL

YEAR
TERM

Name of learner: ____________________________________ Grade: ______ Class: ____

Date of birth: ___________________

SUBJECT TERM 1 TERM 2 TERM 3 TERM 4

% % % %
Language 1: Home Language – State
Language
Language 2: State level – State Language
Life Orientation
Mathematics / Mathematical Literacy
Subject 1
Subject 2
Subject 3
Days absent

Comments:

School closes on ______________________________ and re-opens on ____________________

Signatures: Date: Comments:

Principal- ___________________ __________ ________________________________________

Teacher- ___________________ __________ ________________________________________

Parent- ___________________ __________ ________________________________________

RATING DESCRIPTION OF PERCENTAGE

CODE COMPETENCE
7 Outstanding achievement 80 – 100
6 Meritorious achievement 70 –79 SCHOOL
5 Substantial achievement 60 – 69 STAMP
4 Adequate achievement 50 – 59
3 Moderate achievement 40 – 49
2 Elementary achievement 30 – 39
1 Not achieved 0 – 29

41
 ANNEXURE C

EXAMPLE OF A PROMOTION SCHEDULE FOR GRADES 10-12

Name of school: __________________________________ District: _____________________________

Learner's Performance

Number of years in grade

Admission number

Mathematical Literacy
Male / Female

Home Language
Date of Birth

Other Language
Surname and first names

Life Orientation
Mathematics
Number

Subject 1

Subject 2

Subject 3

NP- not promoted

Remarks
(Learners in alphabetical order per

P- promoted
grade)

Promotion:
Number placed in next grade: _________________

Certified correct: Teacher: ____________________________________________ Date: ________________

Principal: ___________________________________________ Date: ________________

Approved: School Management Developer: ____________________________________ Date: ________________

42
 LP
ANNEXURE D ADMISSION
NUMBER
EXAMPLE OF A LEARNER’S PROFILE
_____________
Please complete
in PENCIL

LEARNER PROFILE
GRADES R – 12
CONFIDENTIAL
- This is a legal document and information may not be removed. It must be made available by the principal
of the school from which the learner has been transferred once the transfer document has been issued, to
the principal of the school to which the learner moves. It should be posted or personally and officially
handed over to the receiving principal and not given to the learner’s parents / guardian (of the learner)
- This profile must be completed in print at least annually by the register teacher and no Tippex may be
used.
- When information is included in the area marked by an asterisk (*), the teacher should complete the
Support Needs Assessment Form of the Strategy on Screening, Identification, Assessment and Support
(SIAS).

Lurits No.

FOUNDATION PHASE INTERMEDIATE PHASE SENIOR PHASE FET PHASE

Photo must be attached at the Photo must be attached at the Photo must be attached at the Photo must be attached at
beginning of phase beginning of phase beginning of phase the beginning of phase
…. …. …. ….

PERSONAL INFORMATION (Please use BLACK ink and update if there are changes)

Surname

Names

Name by which learner is Home

called language

ID number (birth certificate) Sex (M/F)

Number of children in household or family

Position in family (Indicate with X) Only child First child Second child Third child Fourth child Fifth / more

Religion African Bahai Buddist Christian Hindu Jewish Islam Other

* Disability (if any)

* Type of social grant (e.g. foster care, care dependency grant, child support
grant etc)

CONFIDENTIAL 43
MEDICAL INFORMATION (Please use a PENCIL and update when there is change, except for allergies)
Family doctor / Clinic Contact no

Allergies (indicate in RED) Chronic illness

Name of Medical Aid Medical Aid no

Name of principal member (Medical

Aid) /

Contact person (not parent or guardian) in case of

Contact no
emergency

Road to Health Card shown? Yes Yes Number

*Any indication of problems with regard to

*Remark(s) if “YES”

Child’s growth progress Yes No

Prenatal / postnatal information Yes No

Immunisation record (birth to 5 years) Yes No

Visual / hearing / height / weight / speech / physical /

Yes No
locomotor screening results

Hospital admissions Yes No

Any developmental problems in the “In need of special care”

Yes No
section ?

Any chronic condition? Yes No

INFORMATION REGARDING PARENT(S) OR GUARDIANS (Please use a PENCIL and update if there are changes
Father Mother Guardian
Surname & Initials

Occupation

Physical address

Postal address

City / Town

Telephone (home)

Telephone (work)

Cellphone

Email address

PERSON(S) WITH WHOM THE LEARNER LIVES (WITH) (Fill in only when this is different from parents mentioned above)

Surname & initials ID Number

Contact details Relationship

PERSONS AUTHORISED TO COLLECT THE LEARNER FROM SCHOOL

Surname & initials ID Number

Contact details Relationship

CONFIDENTIAL 44
* EARLY INTERVENTION SERVICES RENDERED
(All services related to barriers to learning e g poverty, health, disability, social assistance)

0 – 5 year Area of need Services and interventions received

SCHOOLS ATTENDED (Grade R included) (Use a BLACK PEN and update annually if (when) there are changes)

Name of school EMIS no LOLT Admission Departure

Date Gr Date Gr

* AREAS NEEDING ONGOING SUPPORT (e.g. academic, emotional, behaviour, social, learning, vision, mobility,
communication – detailed reports may be included in the profile) Please use a BLACK PEN

MM/YY Area of need Nature of support Review Date

Gr

CONFIDENTIAL 45
PARTICIPATION IN EXTRA (CO)-CURRICULAR ACTIVITIES (School, as well as non school related – include certificates
required for Life Orientation in FET)

Year Activity Certificate Organisation / other

Gr

ACHIEVEMENTS - e.g. Academic, arts & culture, sport etc (Please use a BLACK PEN and complete annually)

Year Gr Activity

CONFIDENTIAL 46
 CUMULATIVE RECORD CARD
Must be completed annually by the register teacher (Alternatively: A computer generated report with all the information may be attached to these pages annually)

FOUNDATION PHASE Use a BLACK PEN Indicate achievement level

Outstanding Meritorious Substantial Adequate Moderate Elementary Not achieved
Level indicators
Code 7 6 5 4 3 2 1
Progress
First Number of days Progression
Year Grade Home
Additional Mathematics Life Skills Comment absent Y/N
Language
Language

INTERMEDIATE PHASE Use a BLACK Indicate achievement level

Outstanding Meritorious Substantial Adequate Moderate Elementary Not achieved
Level indicators
Code 7 6 5 4 3 2 1
% 80 – 100% 70 – 79% 60 – 69% 50 – 59% 40 – 49% 30 –39% 0 – 29%
LANGUAGES

NUMBER OF DAYS
(HL / FAL / SAL) SUBJECTS

PROGRESSION
ABSENT
Maths NS & SS LO

Y/N
COMMENTS
Tech
GRADE
YEAR

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 Use a BLACK PEN Circle results if condoned in Grade 9
SENIOR PHASE Indicate performance levels
Outstanding Meritorious Substantial Adequate Moderate Elementary Not achieved
Level indicators
Code 7 6 5 4 3 2 1
% 80 – 100% 70 – 79% 60 – 69% 50 – 59% 40 – 49% 30 –39% 0 – 29%
LANGUAGES

ABSENT

ESSION
PROGR
NUMBE
(HL / FAL / SAL) SUBJECTS / VAKKE

DAYS
R OF
Year Grade

Y/N
COMMENTS
MATHS NS TECH SS EMS AC L0

Use a BLACK Circle results if condoned

FET PHASE Record % achieved per subject
Outstanding Meritorious Substantial Adequate Moderate Elementary Not achieved
Level indicators
Code 7 6 5 4 3 2 1
% 80 – 100% 70 – 79% 60 – 69% 50 – 59% 40 – 49% 30 –39% 0 – 29%
LANGUAGES
SUBJECTS

PROGRESSION
DAYS ABSENT
NUMBER OF
GRADE

. MATHS / M
LANGUAGE

LANGUAGE
YEAR

LITERACY

Y/N
COMMENT
OTHER
HOME

LO

COMPULSORY (4) OPTIONAL (3+) ADDITIONAL

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PLACE THE FOLLOWING INFORMATION IN THIS
DETAILS OF CLASS / REGISTER TEACHER
PROFILE DOCUMENT

Date Document Date Grade Surname and initials Signature



Admission form

Copy of birth certificate

Copy of Road to Health card

Transfer certificate / document

Indemnity forms

Letters from / to parents

Absenteeism letters

Medical reports

Support services

Intervention reports

* Current report card

Support Needs Assessment (SIAS)

End of year report / report

Annually
card

* IF THE LEARNER IS TRANSFERRED IN THE MIDDLE OF THE YEAR, THE MOST RECENT (CURRENT) REPORT SHOULD BE PLACED IN THE PROFILE

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