GUIDELINES RELATING TO ELECTIONS OF SCHOOL GOVERNING ...

GUIDELINES RELATING TO ELECTIONS OF SCHOOL

GOVERNING BODIES OF PUBLIC SCHOOLS

2021

1GUIDELINES RELATING TO ELECTIONS OF SCHOOL GOVERNING BODIES OF PUBLIC SCHOOLS

GUIDELINES RELATING TO ELECTIONS OF SCHOOL GOVERNING

BODIES OF PUBLIC SCHOOLS2021

Published 2014Amended November 2020

(3 Elections Modes)


TABLE OF CONTENTS

Definitions 3

1. CompositionofGoverningBodiesforPublicSchools 5

2. MembershipofGoverningBodiesofPublicSchoolsforLearnerswithSpecialEducationNeeds 5

3. Eligibility 7

4. ProvincialElectionCoordinator 7

5. DistrictElectoralOfficer 8

6. SchoolElectoralOfficer 8

7. CodeofConductforElectoralOfficers(DistrictandSchool) 9

8. Thevoters’roll 9

9. Franchise 10

10. Quorum 10

11. NominationandElections 10

12. 12.NominationandElectionMeeting 11

13. FullDayElection 13

14. e-Elections 14

15. NominationandElectionofEducatormembers 16

16. NominationandElectionMeetingofaNon-EducatorMemberofStaff 16

17. NominationandElectionofLearnerMembers 17

18. DecisionoftheSchoolElectoralOfficer 17

19. ProcedureafterElectionofGoverningbody 17

20. ElectionandtermofOffice-bearers 18

21. By-electionsduetovacanciesinthegoverningbody 18

22. Handover 19

23. Review 19


Definitions

In theseGuidelinesanywordorexpression towhichameaninghasbeenassigned in theAct,bears themeaningassignedtoitand,unlessthecontextotherwiseindicates.

“CNS system”means thecandidatenominationssystem,asecureelectronicsystem, tobeused for theelectronicsubmissionoftheinformationanddocumentscontemplatedintheguideline;

“days”meanscalendardaysincludingSaturdays,Sundaysandpublicholidays;

“district electoral officer”meansaseniordistrictofficialatadistrictofficeresponsible tooverseeandmanagetheelectionprocessinthedistrict;

“e-election” meansaschoolgoverningbodyelectioninwhichelectronicmeansareusedinoneormorestages;

“e-voting” meansane-electionthatinvolvestheuseofelectronicmeansinatleastthecastingofthevote;

“e-voting station”means the voting station for an e-election established at a place as determined by theSchoolElectoralOfficer;

“e-voting system” thehardware, softwareandprocesseswhichuseelectronicmeans tomakea choicebetweenoptionsinanelection;

“educator”meansanyperson,excludingapersonwhoisappointedtoexclusivelyperformextra-curricularduties,whoteaches,educatesor trainsotherpersonsorwhoprovidesprofessionaleducationalservices, includingprofessionaltherapyandeducationpsychologicalservices,atapublicschool;

“electronic ballot box”meanstheelectronicmeansbywhichthevotesarestoredpendingbeingcounted;

“Head of Department”meanstheheadoftheeducationdepartmentintheprovince;

“member”meansamemberofthegoverningbody;

“Member of the Executive Council”meanstheMemberoftheExecutiveCouncilwhoisresponsibleforeducationintheprovince;

“parent”means–

i. thebiologicaloradoptiveparentorlegalguardianofalearner;ii. thepersonlegallyentitledtocustodyofalearner;oriii. thepersonwhoundertakestofulfiltheobligationsofapersonreferredtoinparagraphs(a)and(b)towardstheearner’seducationatschool;

“principal”meansaneducatorappointedoractinginapostestablishedastheheadofaschool;

“provincial elections co-ordinator”meansaseniorprovincialofficialataprovincialofficeresponsibletooverseeandmanagetheelectionprocessintheprovince;

“public school”maybe—

ι.anordinarypublicschool;or

ιι.apublicschoolforlearnerswithspecialeducationneeds;or

ιιι.apublicschoolthatprovideseducationwithaspecialisedfocusontalent,includingsport,performingartsorcreative


arts.

“remote e-voting”meanse-votingwherethecastingofthevoteisdonebyadevicenotcontrolledbyanelectionofficial;

“representative council of learners”meansarepresentativecounciloflearnersestablishedintermsofsection11oftheAct;

“school”meansanordinarypublicschoolorapublicschoolfor learnerswithspecialeducationneedswhichenrolslearnersinoneormoregradesfromgradeRtograde12.

“school electoral officer”means thePrincipal. Inexceptionalcases theDistrictDirectormayappointaneducationofficialwhoistrainedinordertomanagetheelectionprocessoftheschool.

“the Act”meanstheSouthAfricanSchoolsAct,1996(Act84of1996),asamended.


1. Composition of Governing Bodies for Public Schools

1.1 Themembershipofthegoverningbodyofapublicschoolcomprisesthefollowingmembers:

(a) Electedmembers;(b) ThePrincipalbyvirtueofhisorherofficialcapacity;and(c) Co-optedmembers.

1.2 Theelectedmembersofthegoverningbodyreferredto insubparagraph1.1(a)comprisethefollowingmembers:

(a) Parentsoflearnersattheschool;(b) Educatorsattheschool;(c) Membersofstaffwhoarenoteducators;(d) Learnersintheeighthgradeorhigherattheschool,drawnfromtheRCLornominatedbytheRCL

ifapplicable.

1.3 Thenumberofparentmembers,educatormembers,non-educatormembersandlearnermembersofagoverningbodymust,dependingonthetypeandgradingoftheschoolconcerned,complywithScheduleAoftheseGuidelines.

2. Membership of Governing Bodies of Public Schools for Learners with Special Education Needs

2.1 TheseGuidelineswill applymutatis mutandis to governing bodies of public schools for Learners withSpecialEducationNeedsunlessindicatedotherwise.

2.2 ThegoverningbodyofapublicschoolforLearnerswithSpecialEducationNeedsshouldbecomposedasfollows:

(e) Parentsoflearnersenrolledattheschool,ifreasonablypracticable;(f) Educatorsattheschool;(g) Membersofstaffattheschoolwhoarenoteducators;(a) LearnersinGrade8orhigher,ifreasonablypracticable;(b) Representativesofsponsoringbodies,ifapplicable;(c) Representativesoforganisationsofparentsoflearnerswithspecialeducationneeds,ifapplicable;(d) Representativesoforganisationsofpeoplewithdisabilities,ifapplicable;(e) Peoplewithdisabilities,ifapplicable;(f) Expertsinrelevantfieldsofspecialneedseducation;and(g) ThePrincipalbyvirtueofhisorherofficialcapacity.


2.3 ThechairpersonofthegoverningbodyinthecaseofapublicschoolforLearnerswithSpecialEducationNeedscanbeanymemberofthegoverningbodyelectedfromthepersonsreferredtoinsubparagraph2.2(a),(e),(f),(g),(h)and(i).

2.4 The number of parentmembers, educatormembers and learnermembers of a governing bodymust,dependingonthetypeandgradingoftheschoolconcerned,complywithScheduleAoftheseGuidelines.

2.5 Parentsmustelectthemembersreferredtoinsubparagraph2.2(a)inaccordancewithparagraph12

2.6 Educatorsemployedattheschoolconcernedmustelectthemembersreferredtoinsubparagraph2.2(b)inaccordancewithsection15

2.7 Non-educatormembersmustelectthemembersreferredtoinsubparagraph2.2(c)inaccordancewithparagraph16.

2.8 TheRepresentativeCouncilofLearnersmustelectthemembersreferredtoinsubparagraph2.2(d)inaccordancewithparagraph17.

2.9 Dependingontheneedsof theschool,amaximumof twomemberspercategorymaybeappointed intermsofparagraph2.2(e),(f),(g),(h)and(i).

2.10 ThePrincipaloftheschoolmustinviteinwritingrelevantorganisations/bodies/personsstatedinparagraph2.2(e),(f),(g),(h)and(i)tonominatememberstoserveonthegoverningbodyintherespectivecategories.

2.11 ThePrincipalmustsubmitinwritingallthenominationsreferredtoabovetotheHeadofDepartment.

2.12 TheHeadofDepartmentmustwithin14daysofreceiptofthenominations:

(a) appointasubsequentnumberofmemberspercategory;(b) notifyeachappointedmemberinwritingofhisorherappointment;and(c) notifythePrincipalconcernedofhisorherdecision.

2.13 ThePrincipalshallinformtheDistrictDirectorconcernedinwritingofthenamesandaddressoftheelectedandappointedmembers.

2.14 Theappointmentofthemembersintermsofparagraph2.2(e),(f),(g),(h)and(i)mustbefinalisedatleast24hoursbeforetheelectionoftheparentmembercomponent.


3. Eligibility

Apersonwillnotbeeligibletobeamemberofagoverningbodyifheorshe:

3.1 ismentallyillandhasbeendeclaredassuchbyacompetentcourt;

3.2 isanun-rehabilitatedinsolvent;

3.3 hasbeenconvictedofanoffenceandsentencedtoimprisonmentinacourtoflawinSouthAfricaorinaforeigncountry,withouttheoptionofafine,foraperiodexceedingsixmonths;

3.4 hasbeendeclaredtobeunsuitabletoworkwithchildrenasstipulatedintermsoftheChildren’sAct,2005(Act38of2005);orislistedintheregisterofpeopleunsuitabletoworkwithchildrenintermsoftheCriminalLaw(SexualOffencesandRelatedMatters)AmendmentAct32of2007;

3.5 doesnotfallwithinoneofthecategoriesofmemberswhomakeupagoverningbody;

3.6 nolongerfallswithinthecategoryofmembersthatheorsherepresentedatthetimeofhis/herelection;or

3.7 hashadhis/hermembershipterminatedbytheHODintermsofSASAwithinthelastfiveyears.

4. Provincial Election Coordinator

TheProvincialHeadofDepartmentmustappointaProvincialElectionCoordinatorinwriting.ThedutiesofaProvincialElectionCoordinatorareamongstothers,to:

4.1 ensurethatProvincialRegulationsarepreparedinordertoconducttheSGBelections;

4.2 ensurethatthereisadequateadvocacyconcerningtheelectiondate;

4.3 ensurecompliancewithprovincialprocedureswithregardtoelections;

4.4 coordinatetheresourcestoconductefficientandfairgoverningbodyelections;

4.5 ensurethattheSchoolElectoralOfficershavethetemplatesandalldocumentsrequiredfortheelectionprocess;

4.6 monitorandevaluatetheelectionprocessintheprovince;and

4.7 consolidateaprovincialdatabaseofgoverningbodymembersaftertheelections.


5. District Electoral Officer

TheDistrictDirectormustappointaDistrictElectoralOfficer inwriting.ThedutiesofaDistrictElectoralOfficerareamongstothers,to:

5.1 coordinatetheelectionprocessesinthedistrict;

5.2 advisethedistrictontheproposedstrategyandimplementationoftheelectioninthedistrictandensurethattheprocessisconductedasagreed;

5.3 compileamanagementplantoimplementtheprovincialregulations;

5.4 ensurethateachpublicschoolhasanSchoolElectoralOfficerinlinewithprovincialregulations,andthattheSchoolElectionTeamsareestablished;

5.5 ensurethatallelectionofficialsworkingatapublicschoollevelareadequatelytrainedandareawareoftheirroleandresponsibilities;

5.6 ensure that all School ElectoralOfficers receive the provincial electionRegulation/Notice and otherdocumentsisgoodtime;

5.7 ensurethattheelectionadvocacyisconductedasplanned;

5.8 ensurethattheentireelectionprocessismonitored;

5.9 ensurethatthenamesandcontactdetailsofthepersonselectedtogoverningbodies(refertoTemplate1:NotificationofallMembersElectedtotheGoverningBody)aresubmittedwithinaweekoftheelectionstakingplace;

5.10 ensurethattheyreceivetheDataForm(refertoTemplate2:GoverningBodyDataForm)fromtheSchoolPrincipalandsubmitittothedistrictwithin14daysofthemeetingatwhichtheofficebearersareelected;

5.11 within14days,resolvedisputesrelatedtothedecisionswhichcouldnotberesolvedatschoollevel;

5.12 developadatabaseofnewlyelectedgoverningbodiesandsubmitittotheProvincialElectionCoordinator;and

5.13 within14dayscompileawrittendistrictreportonelectionsandsubmitittotheProvincialCoordinator.

6. School Electoral Officer

TheDistrictDirectorordelegatedofficialmustappointaSchoolElectoralOfficerwhoisaPrincipalofanotherschoolinwriting.TheappointedPrincipalmustnotdelegatethisresponsibilitytotheDeputyPrincipalexceptunderunavoidablesituationswiththeapprovaloftheDistrict.ThedutiesofaSchoolElectoralOfficerareamongstothers,to:

6.1 prepareanoticegivingdetailsofthedate,timeandvenueofthenominationandelectionmode;

6.2 ensurethatthereisasuitablevenueforthenomination/electionmode;

6.3 ensurethattheSchoolElectionTeamknowstheelectoralprocesstobefollowedandcomplieswithrelevantlegislation;

6.4 interveneinandresolveanydisputesonthedayofnomination/election;and

6.5 submitelectionresultstothedistrictoffice.


7. Code of Conduct for Electoral Officers (District and School)

AnElectoralOfficer,shall:

7.1 acthonestlyandwithdignity;

7.2 actinanunbiasedway;

7.3 befamiliarwiththeelectionprocessandapplicablelegislation;

7.4 carryouttheelectionintermsoftheprovincialprescripts;

7.5 co-operatewithschoolmanagersandlinemanagement;

7.6 managethevotingprocessinafairandjustmanner;

7.7 dealwithdifficultiesthatmayarisewithcourtesy;

7.8 bepoliteanddiligent;and

7.9 notexceedhisorhermandate.

8. The voters’ roll

8.1 A voters’ roll for each of the categories containing the names of all eligible parents, educators, non-educatormembersandlearners,asthecasemaybe,mustbeavailableasfollows:

(a) thevoters’rollforparentsmustbebasedonthepublicschooladmissionregister.EligiblevotersarethosepersonsappearingintheadmissionsregisterasparentsorwhocanshowproofthattheyareparentsasdefinedintheAct.Onlytwoparentsperlearnerareeligibletovote;

(b) thevoters’rollmustclose7daysbeforetheelectiondaytoensurethattheSchoolElectoralOfficercanfocusonthenominationandvotingprocessesandqualityassurethevoters’roll;

(c) thevoters’rollforeducatorsmustconsistofalleducatorsemployedatthepublicschool;(d) thevoters’rollfornon-educatormembersmustconsistofallothermembersofstaffemployedatthe

publicschool;(e) thevoters’rollforlearnersmustconsistofallmembersoftheRepresentativeCouncilofLearners

(RCL).

8.2 TheSchoolElectoralOfficermust,atleast14dayspriortothedateoftheelectionforparentmembers,informtheparentsofthevoters’rollaspublishedbythepublicschool.

8.3 ElectoralOfficersshouldfollowtheprincipleofinclusion,transparencyanddemocracy,ratherthanthatofexcludingpotentialvoters.


9. Franchise

9.1 Thenominee,proposerandsecondermustbepersonswhoappearonthevoters’rollfortheirrespectiveconstituencyofrepresentationontheSGB.

9.2 Everyparentofalearnerofficiallyenrolledatapublicschoolisentitledtovoteforparentmembersofthegoverningbodyandhasonevoteinrespectofeachnomineewithamaximumnumberofvotesequaltothenumberofparentmemberstobeelected.

9.3 Everyeducator,includingthePrincipal,employedatapublicschoolisentitledtovoteforeducatormembersandhasonevoteinrespectofeachnomineewithamaximumnumberofvotesequaltothenumberofeducatormemberstobeelected.

9.4 Everymemberofstaffisentitledtovoteforamemberofstaffandhasonevote.Ifthepublicschoolhasonlyonenominee,thatmemberisautomaticallyelected.

9.5 Everymemberof theRCL isentitled tovote for learnermembersandhasonevote in respectofeachnomineewithamaximumnumberofvotesequaltothenumberoflearnermemberstobeelected.

9.6 EachpublicschoolelectionmusthaveamonitorappointedbytheDistrictDirectorwherepossible.

9.7 SGBassociationswillbeentitledtodeployoneobserverperpublicschool.

9.8 Proxyvotesarenotallowed

10. Quorum

A15%quorumisrequiredforSGBElectionsresultstobeconfirmed.

11. Nomination and Elections

11.1 TheadventofCOVID19hasprovidedthesectorwithanopportunitytore-lookandmodifytheelectionprocess.Schoolswill,witheffectfrom2021begivenachoicetoselectanelectionmodethatsuitstheirindividualcircumstance.Theavailableelectionmodesare:

(a) NominationandElectionMode;(b) FullDayElectionsMode;and(c) e-ElectionsMode.

11.2 PublicSchoolsmustindicatetotheHODorhisorherdelegatethemodeofelectiontheywillundertake,notlessthan30dayspriortothedateofelectionreferredtoinsubparagraph14.1(a).

11.3 TheHoDmustrespondwithin14daysofreceivingthenotification.

11.4 Whenconsideringthenotification,theHoDwill,amongothersconsiderthethat:

(a) themodeoftheelectionwillpromotethebestinterestsoftheschoolcommunityandtheschoolandwillallowformaximumparticipationofvotersinthevotingprocess;

(b) themodeofelectionwillnotdiscriminateunfairlyagainstanypotentialvoterorgroupofvoters;(c) sufficientprovisionismadeforthenominationprocess;and(d) sufficientresourcesareavailableforthepreferredmode.


11.5 TheprincipalmustcommunicatethemodeofelectiontotheSchoolElectoralOfficertoprepareandsignnoticestoparentsaccordingly.

11.6 Theschoolelectoralofficermustinformthedistrictelectoralofficerofthemodeoftheelectionandsubmitamanagementplan14dayspriortotheelections;

11.7 Themanagementplanreferredtoinsubparagraph(6)mustatleastcontain:

(a) Theproposeddateforthemodeoftheelection;(b) Thetimetheelectionwillstart,timeswhenvotingstationsareopenandtheclosingtime;(c) Thetimethatthevoteswillbecountedandresultsannounced;(d) Thescheduleforschoolelectionsteammemberstomonitorthevotingstationstoensurethatthere

areenoughofficialsavailablefortheprocesstocontinue.

12. 12. Nomination and Election Meeting

12.1 12.1Dates,TimesandPlaceoftheNominationandElectionofParentMembers

(a) Theschoolelectoralofficermustpreparenotices(Template5)intheprescribedform,whichindicatethedate, time(includingduration)andplaceof thenominationandelection.Thenominationandelectionofmembersmustbeinlinewiththemodeofelectionthattheschoolwillundertake.

(a) Forthismodeofelections,thenominationandelectionaretwosessionsofonemeeting.(a) Whenthenominationsessionendstheelectionsessionstartsimmediately.(a) Theschoolelectoralofficermustensurethatthenoticesregardingthenominationsandelectionsare

distributedanddisplayedinprominentplacesattheschoolandinthecommunityatleast14dayspriortothedateofthenominationsandelectionsandhandthenoticepriortheretototheprincipal.

(a) Theprincipalmust:

I. Informparentsofsubparagraph3;II. Handacopyofthenoticetoeverylearneroftheschoolconcerned,withtheoralinstructionto

handittohisorherparents,atleast14dayspriortothedateofthenominationandelectionforparentmembers;or

III. Useanyothermethodthatworksfortheschoolcommunity,aslongasitinnowaydisadvantagesanymemberoftheschoolcommunity;and

IV. Postnomineeprofilesinaconvenientplaceforparentstobeabletoviewatleast3 school daysbeforetheElectionDay.

12.2 12.2NominationMeetingforParentMembers

TheSchoolElectoralOfficermustensurethat:

(a) allCOVID19protocolsareadheredto(themaximumnumberofpeopleinthevenue,sanitisingandthewashingofhandswithsoap,wearingoffacemasksandsocialdistancing)dependingofprevail-ingRegulationsandDirectivesatthetimeofelections;

(b) therequiredquorumof15%ismetbeforenominationsstart;(c) thestartingandclosingtimefornominationsisindicatedatthebeginningofthemeeting;(d) nominationsthatweresenttoschoolareannouncedaheadofopeningfornewnominations;(e) foreachnomineethereisaproposerandaseconder;and(f) thenominee,proposerandseconderappearonthevotersroll.


12.3 NominationProceduresforParentMembers

TheElectoralOfficermust:

(a) confirmthatthe15%quorumofparentseligibletovotehasbeenachievedbeforethestartofthenominationmeeting;

(b) closethenominationmeetingandscheduleittoaperiodnotlessthan14daysshouldthequorumnotbeformed.Aquorumwillnotberequiredforthesecondmeeting;

(c) explainthenominationprocedureifthequorumof15%isachieved;(d) informthemeetingaboutnominationsreceivedinadvance;(e) settimeforthenominationprocess;(f) makenominationformsavailabletoparentstocompleteandassistthosewhorequireassistanceto

nominatecandidates;(g) ensurethateachformiscorrectlycompletedwiththesignatureoftheNominee,ProposerandSec-

onder;(h) verifythatthenominee,theProposerandtheSeconderarealleligibleparentsintheschool;(i) disqualifynominationsformswhichdonotmeetthestipulatedrequirements;(j) preventthenominationofcandidatesthroughtheraisingofhands;and(k) closethenominationmeetingwhentheallocatedtimehaselapsed.

12.4 ElectionsforParentsMembers

(a) If thetotalnumberofvalidnominations isequal to therequirednumberofparentmembersaftertheelapseofthenominationtime,thosenominatedaredeclaredtobedulyelected,andtheSchoolElectoralOfficermustsignadeclarationindicatingthatmemberswerenotelectedbysecretballot,andthatheorshehasprovidedenoughtimeformorenominations.

(b) Ifthenumberofnominatedcandidatesismorethantherequirednumberofexpectedparentmem-bers,theElectoralOfficermustprepareballotpaperscontainingthenamesofallnominatedcan-didatesinalphabeticalorder(refertoTemplate7:BallotPaperforParentMembers).Theseballotpapersmusthavetheschoolstamponthem,orsomeotherdistinguishingfeaturewhichpreventstheballotpapersfrombeingtamperedwith.

(c) Nominatedcandidatesmustbeallocatednumberscorrespondingtothenumbernexttotheirnamesontheballotpaper.

(d) TheElectoralOfficermustallownominatedparentstointroducethemselvesduringwhicheachpar-entneedstoprovidethefollowinginformation:

I. fullnames;II. thenamesandgradesofchildrenintheschool;

III. occupation,skillsandexperiencethatmaybenefittheSGB;andIV. theparent’svisionfortheschool.

(e) TheElectoralOfficermustindicatethenumberofparentstobevotedforaspredeterminedaccord-ingtothesizeoftheschool,whileballotpapersarebeingprepared.

(f) Eachparent,verifiedonthevoters’rollmustreceiveaballotpapertomarkinsecretamaximumnumberofparentsasindicatedinschedule1.

(g) Themarkedballotpapermustbefoldedandplacedinaballotboxoranyclosedcontainerprovidedforthisthispurpose.

(h) Anilliteratepersonorapersonwhoisnotabletovotebecauseofanyphysicalchallengemay,athisorherownrequest,beassistedbytheSchoolElectoralOfficerwithawitnessidentifiedbythevoter.


12.5 CountingofVotes

(a) TheElectoralOfficermustopentheballotpapersinthepresenceofmonitors,observersandcandi-dateswhowishtobepresent.

(b) TheElectoralOfficermustrejectaballotpaper:

I. which iswithout the school stampor distinguishing feature as indicated in subparagraph12.4(b);

II. withmorevotecrossesthanthenumberofmemberstobeelected;orIII. whichismarkedinsuchawaythatitisnotclearastowhichnomineeornomineesacross

canbeallocated.

(c) Aballotpaperwithfewercrossesormarkingthantheexpectednumberofparentstobevotedforisvalid.

(d) Aftertherejectionofanyspoiltballotpapers,theElectoralOfficermust:

i. countthevotesinthepresenceofmonitors,observersandnomineeswhowishtobepresent;ii. announcetothemonitorsthenameofeachnomineeandthenumberofvotescastforeach;iii. complete thecountedballot papers form (refer toTemplate8:CountedBallotPapersand

DeclarationofNumberofVoters)inorderofthemostvotestotheleastvotes;andiv. declarewhohasbeenelectedintermsoftheexpectednumberofpositionsintheSGB.The

parentswiththemostvotesarelistedfirstandparentswithleastvoteslistedlast.

(e) Wherethenumberofvotesrecordedfortwoormorenomineesisequalandaffectstheoutcomeofthepoll,theElectoralOfficermustdrawlotstodeterminetheelectedparentmember.Thismustbedoneopenlyinthepresenceoftheidentifiedobserversasindicatedin12.5(a)above.

13. Full Day Election

Thismodeisamanualfulldayelectioninwhichvotersphysicallycometothevenuetocasttheirvotesatanytimewithintheallocatedhoursofthedaywithoutanymeetingheld.Thecountingofvotesmayproceedonlyifthenumberofvotescastbythecloseofthepollsindicatesthata15%quorumofvotershasbeenreached.

13.1 NominationforFullDayElection

(a) Theschoolelectoralofficermustpreparenotices(Template5) intheprescribedform,whichindi-catesthedate,time(includingduration)andplaceofthenominationandelection14daysbeforetheElectionDay.

(b) NominationtakesplacepriortotheElectionDaywhichisnotmorethan7daysandnotlessthan3dayspriortotheelections.

(c) Nominationformsaremadeavailabletoparentstocomplete,indicatingthenameandsignatureoftheProposerandSeconder,withthenomineesigningtoindicateacceptanceofthenomination.

(d) TheNominee,ProposerandSecondermustallappearonthevotersroll.(e) TheNomineemustprovidethefollowinginformationtoaccompanythenominationformfordistribu-

tiontoparentsbeforetheElectionDay:

i. arecentpassportsizephoto;ii. fullnames;iii. name(s)andgrade(s)ofchild(ren)intheschool;iv. occupation,skillsandexperiencethatwouldbenefittheschool;andv. thenominee’svisionfortheschool.


(f) Theprofilesofallnominatedcandidatesmustbedistributedtoallparents3daysbeforetheElectionDay.

13.2 VotingDuringtheFullDay

Thefollowingtakesplaceonthedayoftheelections:

(a) verificationofeligiblevotersonthevoters’roll;(b) handingoutofstampedballotpaperscontainingthenamesofallnominatedcandidatesinalpha-

beticalorder;(c) Themarkingoftheballotpaperbytheparentssecretlyaccordingtotheexpectednumberofparents

tobeelectedorless;(d) placingofthefoldedballotpaperinasealedballotboxorcontainerprovidedforthispurpose.

13.3 CountingDuringtheFullDayElection

(a) Countingisasduringthenormalelectionmode.(b) Countingcanonlycommenceafterithasbeenconfirmedthatthe15%quorumofvoteshavebeen

cast.(c) Ifthe15%quorumisnotmet,theelectionmustbereschedulednotlessthan7ormorethan14

daysfromthedateofthefailedelection.

14. e-Elections

e-Electionsisamodeofelectionsconductedelectronicallythroughvirtualplatforms.Thismodeofelectioncanonlybeselectedbyschoolswhichhavethecapacitytodeliversuchelectionsvirtuallyduetoavailableresourcesandhavingthemajorityoftheparenthavingaccesstotherequiredtechnologyanddatatoparticipateintheelection.

14.1 TheRoleoftheSchoolinSelectinge-Elections

Inselectingthismodeofelections,theschoolmust:

(a) applytotheHeadofDepartmentordelegatedofficialforapprovaltousethischosenmodeofelec-tions;

(b) informparentsabouttheplatformthattheschoolwillusefortheelections;(c) provideguidancetotheparentsonhowtousetheelectionAPP;and(d) provideanITspecialistfortechnicalsupportbeforeandduringtheelection.

14.2 Technicalrequirementsforthee-votingsystem

(a) TheServiceProvidemustprovideaCloudBasedSystem.(b) The Service Provider should provide a fully managed andmaintained system including regular

scheduledbackupsandrelevantupdates.(c) Thesystemshouldrunonvariousplatforms(e.g.Microsoft,Oracleetc.).(d) ThesolutionshouldbeuserfriendlyandbeabletorunondevicessuchasLaptops,Tablets,Smart

PhonesandhaveBrowsercompatibility.(e) Theprogrammemustbeaccredited.(f) Theinformationcollectedduringelectionsmaynotbeusedinanyformorforanypurposeotherthan

thepurposestipulatedintheagreement.(g) Iftheserviceproviderwishestousesuchinformationinanyotherformorforanyotherpurpose,

including,butnotlimitedto,workshops,mediareleasesandthelike,itmustsubmittotheprovincialdepartmentawrittenmotivationforapprovalfortheuseofsuch.


(h) Thesystemmustbeabletogeneratereportsandincludethefollowingfunctions:

i. importvotersrollfromaspreadsheetformat(List,No,Names/s,IDNo,etc);ii. postpicturesofcandidates(userchoicetotoggleforon/offoffunction);iii. allowforanumberofvotespervoteriftherearemultiplecandidates;iv. providerealtimeresultsforquorumpurposes;v. provideadminpanelforElectoralOfficertomonitorproceedings;vi. authentiseparentsonthevoters’roll.vii. setelectionstartandendtime.viii. incorporateaUserLog.ix. providetheabilitytocross-checkandverifythecorrectoperationofthee-votingandthe

accuracyoftheresult,todetectvoterfraud,multiplevotesbythesamevoterandtoprovethatallcountedvotesareauthenticandthatallvoteshavebeencounted.

x. provideanAuditTrail

14.3 Nominationfore-Elections

(a) TheschoolElectoralOfficermustpreparenotices(Template5)intheprescribedform,whichindi-catesthedate,time(includingduration)ofthenominationandelection14daysbeforetheElectionDay.

(b) NominationissimilartothenominationproceduresfollowedinFullDayElections(seeparagraph12.1except that thewholeprocess fromsendingoutnotices, informationand thesubmissionofnominationformisdoneelectronically.

(c) ThecompletednominationformsmustbelodgedwiththeSchoolElectoralOfficernotmorethansevendaysandnotlessthan24hourspriortothecommencementoftheelections.

(d) Theschoolshouldbeinapositiontoassistparentstouploaddocumentswhenrequiredtodoso.

14.4 VotingDuringe-Elections

(a) Parentswillreceivelogondetailswithauniqueone-timepintojointhee-elections.(b) Thesystemmustbeabletoverifythecredentialsoftheparentsastheylogonthroughtheprovided

pinbasedonthevoters’rolltoacceptthemintotheelections.(c) TheElectoralOfficerwillexplaintheelectionprocesstotheparentswhohaveloggedon.(d) Anonlineballotpaperwillbemadeavailabletoparentstocasttheirvotefortherequirednumberof

parentstobevotedfor.(e) Parentscanlogoffaftercastingtheirvote.

14.5 Countinge-ElectionsVotes

(a) Thesystemshouldbeabletocalculateandprovideresultsassoonastheelectiontimehaselapsed.(b) TheElectoralOfficermustusealltheavailablechecksandbalancestoverifytheauthenticityofthe

resultsandsignthemoff.(c) Ifcaseofatiethataffectstheoutcomeoftheresults, theElectoralOfficershoulddrawlotsasa

deadlockbreakingmechanismasinallotherelectionmodes.


15. Nomination and Election of Educator members

(a) TheSchoolElectoralOfficerwilldecideonadate,timeandplaceforthenominationandelectionforeducatormembers.Thisprocessmustbeheldatleast24hoursbeforetheelectionoftheparentmembercomponent.

(b) ThePrincipalmustgivetheSchoolElectoralOfficera listofalleducatorsat theschool.Thiswillserveasthevoters’roll.

(c) TheSchoolElectoralOfficermustensurethateacheducatorattheschoolreceivesacopyofthenoticeoftheNomination/Election(refertoTemplate10:NoticeofNomination/ElectionforEducatorMembersofStaff)atleast14daysbeforethedateoftheelection.

(d) Aneducatorcanonlybenominatedandseconded(refertoTemplate5:NominationForm)byanoth-ereducatoremployedattheschool.

(e) ThecompletednominationformsmustbelodgedwiththeSchoolElectoralOfficernotmorethansevendaysandnotlessthan24hourspriortothecommencementofthenominationandelections.

(f) EachnominationformwillhavetobeproperlycompletedandhandedintotheSchoolElectoralOf-ficerwithinthetimethattheElectoralOfficerallowsforthispurpose.

(g) Ifthetotalnumberofvalidnominationsisequaltotherequirednumberofeducatormembers,thosenominatedaredeclaredtobedulyelected,andtheSchoolElectoralOfficermustsignadeclarationindicatingthatmemberswerenotelectedbysecretballot,andthatheorsheallowedsufficientop-portunityforfurthernominations.

(h) TheSchoolElectoralOfficerandthePrincipalmustuseall reasonablemeanstoensure that thenominationprocessissuccessfulatthefirstattempt.

(i) Ifthenominationsaremorethantherequirednumberofeducators,electionsareconductedbyse-cretballot(refertoTemplate11:BallotPaperforEducatorMembers),usingthesameprocedureasdescribedfortheparentmembers’elections.

16. Nomination and Election Meeting of a Non-Educator Member of Staff

Theprocedurefortheelectionofthememberofstaff(whoisnotaneducator)tothegoverningbodyisasfollows:

16.1 the procedure as set out for the nomination andelection of the educator component applies,with thenecessarychanges,tothiscategoryofthegoverningbody;

16.2 incaseswherethereisnonon-educatormemberofstaffattheschool,thepositionwillbeleftunfilled;

16.3 foodhandlersreceivingstipendsfromtheSGBfallwithinthiscategory;

16.4 wherethereisonememberofstaff,thatpersonisregardedasdulyelectedtothegoverningbody;

16.5 incaseswheretherearetwoormoremembersofstaffataschool,ademocraticelectionmustbeheldtodeterminewhoshouldbeelectedtothegoverningbody(refertoTemplate5:NoticeofNominationMeetingforaMemberofStaff);and

16.6 theElectoralOfficermay,withtheapprovalofthemembersofstaff,drawlotsasanalternativemethodtoelectamemberofstaffiftherearetwomembersofstaffontheschool’sstaffestablishment.


17. Nomination and Election of Learner Members

17.1 TheRepresentativeCouncilofLearnersshallelectfromitsrankslearnerswhoshallbemembersofthegoverningbody.

17.2 Theprocedure for thenominationandelectionof learnermembersshallbeasprescribed foreducatormembers.

17.3 ThenumberoflearnerselectedtothegoverningbodyshouldbeinlinewiththeformulaforthecalculationofmembersofthegoverningbodyaspercategoryasindicatedinScheduleA.

17.4 The learnersmustbemadeawareofsection32of theAct,whichoutlines thestatusofminorson thegoverningbody.

18. Decision of the School Electoral Officer

18.1 TheSchoolElectoralofficershalldecideallmattersconcernedwiththenominationandelectionofnomineesintermsofallthecategories.

18.2 AlldisputesshouldbereportedtotheSchoolElectoralOfficerduringtheprocessoftheelections.

18.3 TheSchoolElectoralOfficershallresolvealldisputesinordertodeclareelectionsundisputed.Hisorherdecisionduringtheelectionisfinal.

18.4 If theSchoolElectoralOfficer isunable toresolveadispute, theelectionshouldbecompletedandthedisputebereferredtotheDistrictElectoralOfficerwithinsevendaysaftertheElectionDay.TheDistrictElectoralOfficershallinformthecomplainantinwritingofhis/herdecisionandthereasonsforitwithin14daysofreceiptofthecomplaint.

18.5 In the event that knowledge of any alleged irregularity only becameavailable after completion of theelectionprocess,adisputecanbereferredtotheDistrictElectoralOfficer.

18.6 AnappealcanbelodgedwiththeMECwithin7(seven)days,shouldthecomplainantnotbesatisfiedwiththedecisiontakenbytheDistrictElectoralOfficer.

18.7 TheMECmustinformthecomplainantinwritingofhisorherdecisionandthereasonthereofwithin30(thirty)daysofreceiptoftheappeal.

19. Procedure after Election of Governing body

19.1 AftertheelectionofagoverningbodytheSchoolElectoralOfficermust:

(a) placealldocuments,includingballotpapers,usedatsuchelectioninenvelopesandsealtheenve-lopes;

(b) keepthoseenvelopesinsafecustodyforaperiodofatleastthreemonthsfromthedateoftheelec-tionofthegoverningbodyconcerned;

(c) notifyeachelectedmemberinwritingofhisorherbeingelected;(d) notifythePrincipaloftheschoolinwritingofthenamesandaddressesofthepersonselectedas

members,andinformthePrincipalthatheorshemustnotifytheparentsoftheelectionresultswithin14daysofthemeeting;

(e) ensurethattheDistrictDirectorisinformedinwritingofthenamesandaddressesofthepersonselectedasgoverningmembers(refertoTemplate1:NotificationofallMembersElectedtothegov-erningbody);and


(f) submitanundisputedelectiondeclarationwherethiswasthecase,oradeclarationdetailinganydisputes(refertoTemplate9:ElectionDeclarationForm).

19.2 ThePrincipalmustensurethattheDataForm(Template2:GoverningBodyDataForm)iscompletedbyeverymemberofthenewlyelectedgoverningbody.Thisformmustbesubmittedtothedistrictofficewithin14daysafternotificationoftheresultsoftheelection.

19.3 ThePrincipalisrequiredtoinformtheprovincialDepartmentofEducationofanychangesinmembershipoftheGoverningBodywithin14daysofthosechangesbeingeffectedtoensurethatthedatabaseisuptodate.

19.4 Thenewlyelectedgoverningbodywillassumeitsresponsibilitieswhenthegoverningbodyelectionsaredeclaredfreeandfair.

20. Election and term of Office-bearers

20.1 Theprincipalmustconvenethefirstmeetingofthegoverningbodywithin14daysafterheorshehasbeennotifiedinwritingofthenamesandaddressesofallthemembersofthegoverningbody.

20.2 Atthefirstmeetingofthegoverningbody,theprincipalmustmakethemembersofthegoverningbodyaware of their responsibilities and the need to ensure that office-bearers are as representative of thegenderandracialdiversityoftheschoolaspossible.

20.3 Atthefirstmeetingofthegoverningbody,membersmustfromamongstthemselves,electoffice-bearers,whomust includeat leastachairperson,atreasurerandasecretary.ThePrincipalshallpresideat theelectionoftheChairpersonoftheSchoolGoverningBodywhoshallthenofficiallypresideoverthemeeting.

20.4 Theoffice-bearers,withtheexceptionofthelearnercomponent,shallremaininofficeforoneyearfromthedateoftheirelection.

21. By-elections due to vacancies in the governing body

21.1 Thechairpersonofthegoverningbody,inconsultationwiththeprincipal,mustinformtheDistrictDirectorofanyvacanciesandarrangementsforaby-election.

21.2 Anelectoralofficershouldbeaprincipalofaneighbouringschool.

21.3 Aby-electionmustbeheldasandwhenthereisavacancyinthegoverningbody.Avacancyshalloccurinagoverningbodyifamember–

(a) resigns;(b) dies;(c) becomesdisqualifiedasindicatedinparagraph3;(d) absentshimselforherselffromthreeormoreconsecutivemeetingsofthegoverningbodywithout

aformalapology;(e) isremovedfromofficeinaccordancewithprovisionscontainedinacodeofconductnotedinsection

18AoftheAct;or(f) nolongerfallswithinthecategoryofmemberswhichheorsherepresentedatthetimeoftheelec-

tion.


21.4 Wheneveravacancyoccursasenvisagedinsubparagraph20.3,aby-electionmustbeheldwithin90daysoftheoccurrenceofsuchvacancy.

21.5 Aby-electionmustbeheldinaccordancewithparagraphs12to23,dependingonthe

21.6 Categoryofthemembership.

21.7 Amemberelectedinaccordancewiththisparagraphremainsinofficefortheunexpiredtermofofficeofhisorherpredecessor,providedthathe/sheisstilleligible.

21.8 If foranyreason thepositionofanoffice-bearerbecomesvacant, thegoverningbodyshall,at thefirstmeetingafterthatvacancyhasoccurred,electoneof itsmemberstofillthatvacancyfortheunexpiredperiodofofficeofhisorherpredecessor.

21.9 The principal shall, after a meeting at which any office-bearer has been elected, notify the Head ofDepartment forthwith in writing of the date of themeeting, name, address and position of the personelected.

22. Hand over

22.1ThePrincipal,asamemberoftheoutgoingandthenewlyelectedgoverningbody,mustmanagethehanding-overprocessby:

(a) officiallyhandingoverallgoverningbodyfilestothenewlyelectedgoverningbody;(b) conductinganinductionsessionforthenewlyelectedmembers;and(c) Answeringanyquestionsthatthenewlyelectedgoverningbodymayhave.

2.2.2Alistindicatingtheminimumdocumentsthatneedtobehandedovertotheincominggoverningbodyisincluded(Template10:Handoverguide).

23. Review

This guideline is subject to review every three years to response to changes in school governance and electionprocedures.


24. Templates

Number Templatenotation

A Compositionofgoverningbodyofordinarypublicschoolsbytypeandlearnerenrolment

1 NotificationofAllMembersElectedtotheGoverningBody

2 GoverningBodyDataForm

3 ParentsVoters’Roll

4 Voters’Roll

5 NoticeofNominationandElectionMeeting

6 NominationForm

7 BallotPaper

8 CountedBallotPapersandDeclarationofNumberofVoters

9 ElectionDeclarationForm

10 HandoverDocuments

11 ElectionMonitoringInstrument(ElectionDay)

12 Pre-electionmonitoring

13 GoverningBodyElectionSchedule

14 Schoolreadinessmonitoringinstrument

15 Districtreadinessmonitoringinstrument


Schedule A

COMPOSITION OF GOVERNING BODY OF ORDINARY PUBLIC SCHOOLS BY TYPE AND LEARNER ENROLMENT

(1) Thenumbersofagoverningbodyofaschoolaresetoutforeachcategoryofmembershipinthetablebelow.

(2) Thenumberofmembersinacategorywillvaryaccordingtothetypeofschoolandlearnerenrolmentsetoutincolumns1and2.

(3) Inaschoolwhichdoesnothaveamemberofstaff,thenumberofparentssetoutincolumn4shallbereducedbyoneandthetotalnumberofmemberssetoutincolumn8shallbereducedbyone.

TYPE OF SCHOOL

NUMBER OF LEARNERS ENROLLED AT SCHOOL

PRINCIPAL NUMBER OF EDUCATOR MEMBERS

NUMBER

OF PARENT

MEMBERS

NUMBER OF NON EDUCATOR MEMBERS

NUMBER OF LEARNER MEMBERS

TOTAL NUMBER OF MEMBERS

Primary

School

1to159 1 1 4 1 0 7

Primary

School

160to700 1 2 5 1 0 9

Primary

School

701andmore 1 3 6 1 0 11

Secondary

School

1to649 1 2 7 1 2 13

Secondary

School

650andmore 1 3 9 1 3 17

Combined

School

1to499 1 2 7 1 2 13

CombinedSchool

500andmore 1 3 9 1 3 17


CO

MPO

SITI

ON

OF

GO

VER

NIN

G B

OD

Y O

F PU

BLI

C S

CH

OO

LS F

OR

LEA

RN

ERS

WIT

H S

PEC

IAL

EDU

CAT

ION

AL

NEE

DS

BY

TYPE

AN

D L

EAR

NER

EN

RO

LMEN

T

Onemem

berperapplicablecategory.Thetabledoesnothavethenumbersforcategoriesthatareforappointment.

TYPE

OF

SCH

OO

LN

UM

BER

OF

LEA

RN

ERS

ENR

OLL

ED A

TSC

HO

OL

PRIN

CIPA

LN

UM

BER

OF

EDUC

ATO

R

MEM

BERS

NU

MB

ERO

F PA

RENT

MEM

BERS

If re

ason

ably

pr

actic

al

NU

MB

ER

OF

NO

N

EDUC

ATO

R

MEM

BERS

NU

MB

ER O

F LE

AR

NER

M

EMBE

RSIf

reas

onab

ly

prac

tical

Elec

ted

mem

bers

Tota

l num

ber

of m

embe

rs

PrimarySchool

1to149

12

51

09

Plus

mem

bers

appointedper

applicable

category

PrimarySchool

150andmore

13

61

011

Secondary

School

1to149

12

61

111

Secondary

School

150andmore

13

81

215

Com

bined

School

1to149

12

71

213

Com

bined

School

150andmore

13

81

214(15)


Template 1

NOTIFICATION OF ALL MEMBERS ELECTED TO THE GOVERNING BODY

SCHOOL: DISTRICT:

ELECTION DATE:

SURNAME NAMES TEL NUMBER CELL NUMBER FAX NUMBER EMAIL

Principal

Parents1.2.3.4.5.6.7.8.

Educators1.23.Members of staff1.Learners1.2.3.

FULL NAME OF ELECTORAL OFFICER: …………………………………………….

SIGNATURE: ..................................................... DATE: ........../............/...............

Template 2


GO

VER

NIN

G B

OD

Y D

ATA

FOR

M

PRO

VIN

CE:

……

……

……

……

……

……

……

……

……

……

…

SC

HO

OL

NA

ME:

……

……

……

……

……

……

..EM

IS N

O: …

……

......

.....

Gen

der

Rac

eD

isab

ility

Educ

atio

n le

vel

Pre-

vio

us

SGB

expe

rienc

ein

yea

rs

Prev

ious

SG

Btra

inin

g

SGB

portf

olio

Surn

ame

and

initi

als

FM

AW

CI

Yes

No

Prim

ary

Seco

ndar

yTe

rtiar

yN

one

Yes

No

Principal

Parents

1.Chairperson

2. 3. 4. 5. 6. 7 8 9 Educators

1. 2. 3. Mem

bersofstaff

1. Learners

1. 2. Appointedmem

bers(LSE

Nschools)

1. 2.


Template 3

PARENTS VOTERS’ ROLL

SCHOOL: DISTRICT:

NB:Onlyonechildperfamilyshouldappearonthevoters’roll

No SURNAME NAME(S) NAME OF THE CHILD GRADE OF THE CHILD

1

2

3


Template 4

VOTERS’ ROLL

SCHOOL: DISTRICT: _________________________

COMPONENT:Placeacross(X)nexttothecorrectcomponent.

Educators Member of staff Learners

NO. SURNAME NAME

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18


Template 5

NOTICE OF NOMINATION AND ELECTION

NAME OF SCHOOL: DISTRICT:


Parents Educators Member of staff Learners

Noticeisherebygiventhatnominationsandelectionsforabovecategorymembersofthegoverningbodyoftheabove-mentionedschool,willbeheldon

………………………………..(date)at……………………(time)at………………………………………………..(place).

Forparentnominees,theproposerandthesecondermustbeparentsof learnersat theschool.Nomineesmustbeparentsthatarenotemployedattheschool.Foreachcategory:thenominee,theproposerandthesecondermustcomefromthemembershipofthatcategory.

Fortheparents’elections,thenominationformmustbereturnedtotheschoolatleastsevendaysbeforetheelectionsareconducted.Profilesofnomineeswillbeavailedtothecategorymembers3daysbeforetheelections.Forothercategoriestheperiodis24hrs.

NB:Itistheresponsibilityofthenomineeandthevotertoensurethattheirnamesareontheschool’svoters’roll,whichcanbeviewedattheschool.

……………………………………………….

NAME OF SCHOOL ELECTORAL OFFICER

……………………………………………………………………………….

SIGNATURE OF SCHOOL ELECTORAL OFFICER DATE: ........../.........../............. Tel:


Template 6

NOMINATION FORM

NAME OF SCHOOL: ………………………………………………DISTRICT………………………………………



PROPOSER:

I,……………………………………………………………...………………………(fullname)being(aparentofalearner/aneducator/amemberofstaff/amemberoftheRepresentativeCouncilofLearnersoftheabove-mentionedschool),herebypropose:

…………………………………………………………………………………………(fullnameofnominee)asamemberofthegoverningbodyoftheabove-mentionedschool.

SIGNATURE OF PROPOSER……………………… DATE…………

I,……………………………………………………………...………………………(fullname)being(aparentofalearner/aneducator/amemberofstaff/amemberofthe

RepresentativeCouncilofLearnersoftheabove-mentionedschool),herebysecondthenomination:

…………………………………………………………………………………………(fullnameofnominee)asamemberofthegoverningbodyoftheabove-mentionedschool.

SIGNATURE OF SECONDER………………………………..DATE…………………………………………………

DECLARATIONBYNOMINEE:

I,thenominee……………………………………………………….(Fullnames)acceptthenominationanddeclarethatIamnot/havenot:

(a) Iamnotmentallyillandhavenotbeendeclaredassuchbyacompetentcourt;(b) Iamnotanun-rehabilitatedinsolvent;(c) havenotbeenconvictedofanoffenceandsentencedtoimprisonmentinSouthAfricaoraforeign

countrywithouttheoptionofafineforaperiodexceedingsixmonthsorfailedtoserveafullperiodofimprisonment;

(d) havenotbeendeclaredtobeunsuitabletoworkwithchildrenasstipulatedintermsoftheChildren’sAct,2005(Act38of2005)orregisteredonanyoffenceregisterregardingchildabuse.

(e) hadmymembershipterminatedbytheHODintermsofSASA.


Template 7

BALLOT PAPER

NAME OF SCHOOL: ………………………………………………DISTRICT………………………………………

COMPONENT:Placeacross(X)nexttotherelevantcomponent.


VOTEBYPLACINGACROSSINTHEBOXNEXTTOTHENOMINEE(S)OFYOURCHOICE,e.g.X

Name VotebyanX1.2.3.4.5.6.7.8.9.10.11.12.13.14.15.16.17.18.


Template 8

COUNTED BALLOT PAPERS AND DECLARATION OF NUMBER OF VOTES

NAME OF SCHOOL: ………………………………………………DISTRICT……………………………………… TYPE OF SCHOOL: ……………………………

COMPONENT: ............................................. DATE OF ELECTION : ………………………..

Number Names of nominees (Most to least votes) Number of votes1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

NUMBER OF ELIGIBLE VOTERS: __

NUMBER OF ACTUAL VOTES: _________________

NUMBER OF SPOILT PAPERS: ________________

NAME OF SCHOOL ELECTORAL OFFICER:___________________________________SIGNATURE: _______________________________

DATE: / /


Template 9

ELECTION DECLARATION FORM

NAME OF SCHOOL: .................................................................................................DISTRICT..........................................................

COMPONENT(S) OF ELECTIONS: ....................................................... DATE OF ELECTION(S): …………………………………….

PLEASECOMPLETETHERELEVANTSECTION

SECTIONA:UndisputedElections

AstheSchoolElectoralOfficerfortheabove-mentionedelectionsIdeclarethattheelectionofallcomponentswereundisputed.

Signature :…………………………… Date: ……………….............

SECTIONBDisputedElections

AstheSchoolElectoralOfficerfortheabove-mentionedschool,Ideclarethatthefollowingcomponent(s)oftheelectionwas/

weredisputed………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………….

Andherebyprovidethedetailofthesaiddispute(s).

…………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………

NAME OF SCHOOL ELECTORAL OFFICER: ...................................................

SIGNATURE OF SCHOOL ELECTORAL OFFICER: ...................................................... DATE........../................/....................

Tel: …………………………………..


Template 10

DOCUMENTS FROM OUTGOING GOVERNING BODY CHAIRPERSON TO NEWLY ELECTED GOVERNING BODY CHAIRPERSON

(ThesedocumentsarethepropertyoftheschoolandmustbekeptsafelybytheSchoolPrincipal.)

SCHOOL: EMIS NO: DISTRICT:

I, (fullnames),thenewlyelectedchairpersonoftheschoolgoverningbodyof

(school’sname)herebycertifythatthefollowingdocuments/e-copieshavebeenhandedovertotheincomingSGBbytheoutgoingchairpersonandortobeheldinsafekeepingattheschool:

1. LEGISLATION

ITEM Mark with an X ITEMYES NO

1.1 The South African School Act No.84 of 1996 as amended (SASA)1.2 Provincial Education Act1.3 Provincial Regulations related to the governing bodies of public schools1.4 National norms and standards for school funding (General

Notice 869 of 2006)1.5 Provincial Regulations Regarding the misconduct of learners at public schools and disciplinary proceedings1.6 National Regulation for Exemption of parents from the payment of school fees (General Notice 1149 of 2006)

2. POLICIES

ITEM Mark with an X ITEMYES NO

2.1 Admission policy

2.2 Policy regarding school sport and cultural activities

2.3 Policy regarding use of school buildings and facilities by non-school community members2.4 Policy on occupational health and safety

2.5 Religion policy

2.6 Language policy

2.7 HIV and AIDS policy

2.8 Code of conduct for learners

2.9 School’s policy regarding payment of school fees and the school’s sliding scale for determining school fees exemption (where applicable).2.10 The Constitution of the School Governing Body2.11 Provincial code of conduct for SGBs2.12 The vision and mission statement of the

School


3. FINANCIAL RESOURCES

CopiesshouldcovertheSGBtermofoffice.

ITEM Mark with an X COMMENTYES NO

3.1Minutebook(forFinancialCommittee.)3.2Copyofassetsregisterofschool3.3Cashbook3.4Receiptbook(current)(Serialnumber: )3.5Receiptbook/s(completed)(Serialnumbers: )3.6Pettycash(Amount: )3.7Bankstatementsforperiod1Januaryto30Juneofcurrentfinancialyear3.8Documentaryproofofinvestment(ifany)e.g.MECpermis-sion.3.9ListofNGOs/partnersapprovedbydistrictandoperatinginschools3.10Copyof10thschooldaystatistics3.11CopiesofcontractsofallstaffemployedbythePublicSchool

3.12AuditedFinancialStatementsforperiod1Januaryto31DecemberofpreviousYear3.13School’sfinancialpolicy3.14Approvedschoolbudgetforcurrentfinancialyear3.15ResolutiontoChargeSchoolFees–ifapplicable

4. LEARNER PERFORMANCE

ITEM Mark with an X COMMENTYES NO

4.1 Copies of analysis of results of previous three years (all grades)4.2 Strategy to improve learner performance4.3 The School Improvement Plan – current year

Outgoing SGB chairperson:

Name Signature: Date: / /

Newly Elected SGB Chairperson:

Name Signature: Date: / /

NB.AllSGBrelateddocumentsshouldcovertheirtermofoffice(3years).


Template 11

ELECTION MONITORING INSTRUMENT (ELECTION DAY)

1. General Information

Items Names Contact details1.1 Name and type of school1.2 Province1.3 District office1.4 Provincial official (name and designation)1.5 District official (name and designation)1.6 School Electoral Officer (name and designation)

2. Preparations

2.1Howlongbeforethenominationsandelectionswerenoticessentout?

2.2Electiondates: • Learners…………………………….

• Educators…………………………...

• Memberofstaff………………….

• Parents……………………………...2.3Commentonthesuitabilityofthevenue(e.g.space,

f u r n i t u r e ,lighting,COVID-19regulationscompliant).2.4Werethevoterscheckedagainstthevoters’roll?2.5Totalnumberoflearnersattheschool2.6Numberofparentsonthevoters’roll2.7Numberofparentswhosignedthevoters’roll2.8Whatistheexpectedquorum(15%oftheparentsonthevoters’

roll)2.9Demographicsoflearnersattheschool(e.g.60%African,

20%White,10%Indianand10%Coloured)

3.Nominationprocess

3.1Wasthequorumof15%met?Ifnot,whenisthenextelectiondate?

3.2Demographicsofvotersatthemeeting(e.g. 60%African,

20%White,10%Indianand10%Coloured)3.3DidtheElectoralOfficerclearlyexplainthenominationprocess?3.4DidtheElectoralOfficerinvitefurthernominations?3.5WerenominationsconductedasperProvincialSGB

notice?


1.6Totalnumberofparentsnominated:

• Gender(e.g.9menand12women)

• Racialbreakdown

• Peoplewithdisabilities3.7Werethenomineesprofilesavailable

4. Election process

4.1Whatmethodwasusedtoensurethatavoterwasgivenoneballot?paper4.2DidtheElectoralOfficerclearlyexplaintheelectionprocess?4.3Wasaballotbox(es)used?4.4Didtheelectionofficerverifythattheballotboxeswereemptypriortovoting?4.6Didthevotingboothsallowforsecretvoting?4.7Wasthecountingprocessobservedbythemonitor?4.8Weretheelectionresultsannouncedto themonitor?4.9Wereanyirregularitiesnotedintheelections?Stateifany.4.10Werethereanygrievanceslodged?Provideabriefdescriptionofthegrievanceandhowitwasresolved.4.11DidtheElectoralOfficerhavetheProvincialSGBElectionsNoticereadilyavailableandconducttheelectionsasprescribed?

4.12Whatisthetotalnumberofparentselected:• Gender(e.g.4menand6women)• Racialbreakdown• Peoplewithdisabilities

AdditionalComments/information/concerns

………………..................................................................................................................................................

………………..................................................................................................................................................

School Electoral Officer: ……………………. Signature: ……..…….………………….Date: ....../........./..……...

Name of Monitor: ……..……………….. Signature: ……..…….………………….Date: ......../........./..……... Office of Monitor: ..........................……………….............


Template 12

PROVINCIAL PRE-ELECTION MONITORING INSTRUMENT A PROVINCE

1. General information

1.1Province

1.2Periodofelection

1.3ProvincialElectoralOfficer Name:

Cell:

Email:

2. Advocacy

2.1.RadiostationsthattheProvincehasplannedtouse?2.2Howlongwillthemessagesbeaired?

2.3Whatarethekeymessages?

2.4NewspapersthattheProvincehasplannedtouse?2.5Whatarethekeymessages?

2.6Arepostersandflyersinplace?

2.7Whatarethekeymessagesofthepostersandflyers?

2.8Whatotherformsofadvocacyareinplace

(e.g.roadshows)?2.9Whatwasthemosteffectivemodeofadvocacy

inthepreviouselections?Motivate

2.10How andwhen istheMECgoingto launchtheelec-

tions?

3. Election budget

3.1Electionbudget

3.2Sourceofbudget

4. List of documents

NB:Ifsomeofthefollowingdocumentsarenotavailable,pleaseindicatewhentheywillbedeveloped:

Arethefollowinginplace?

4.1ProvincialNoticeforSGBelections

4.2CodeofconductforSGBmembers

4.3Samplesofalltemplatestobeusedintheelections

4.4Documentsforthetrainingofelectoralofficers


4.5SGBelectionsmanagementplan

4.6CircularstothedistrictsontheSGBelectionsmatters

4.7SGBelectionschedulesfromschools

4.8ProvincialmonitoringtoolsrelatingtoSGBelec-tions4.9COVID-19Regulations

5. Electionteams

NB:Ifsomeofthefollowingtaskshavenotyetbeencarriedout,pleaseindicatewhentheywillbedone:

5.1HasaprovincialElectionTaskTeam(includingallstake-holders)established?

5.2HavetheDistrictElectoralOfficersbeenofficiallyappointedinwriting?

5.3Aredistrictelectionteamsestablished?

5.4Areschoolelectionteamsestablished?

5.5Haveallschoolsbeenpaired?

5.6HaveallelectionteamsbeentrainedontheProvin-cialSGBElectionsNotice?

5.7HaveallelectionteamsbeentrainedonCOVID-19Regulations

6. Monitoringandevaluation

6.1Isthereaplaninplacetomonitortheelections?

6.2Howwillitbeensuredthatmonitoringoftheelectionstakesplace?

6.3Howwillitbeensuredthatdataonnewlyelectedgov-erningbodiesiscaptured?

6.4Whowillberesponsibleforthedevelopmentoftheelectionreport?

6.5Willanexternalevaluationoftheelectionpro-cessbeconducted?Ifsobywho?

7. Physical resources

7.1Whattypeofvenuesaregoingtobeusedforgoverningbodyelections(e.g.schoolhall)?

7.2 Do all schools have suitablevenues for the purpose (intermsofspace,furniture,ven-tilation,PPEs,etc.)?

7.3Areplansinplaceforavailabilityofresourc-esinschools(e.g.prepareballotboxesandvotingbooths)?


7.4Willsomeofthephysicalresourcesbeout-sourced?

Pleasespecify.7.5Ifresourcesaregoingtobeoutsourced,who

willbepotentialproviders?

Comments/additionalinformation

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ProvincialElectoralOfficer:…….………………………….Signature:……..…….………………….

Date:................................./........./..……...

DepartmentofBasicEducationOfficial:……..………………..Signature:.......................……….Date:......../........../...........


Template13

GOVE

RNINGBODYEL

ECTIONSCHED

ULE

Province:.............................................................District:.............................................................Circuit:..................................................

Yearofelection:.........................

Nam

eof

School

School

Physical

address

Town/City

Nam

eof

School

Principal

Contactno.

ofSchool

Principal

Nam

eof

School

Electoral

Officer

Contactno.

ofSchool

Electoral

Officer

Electiondate

Second

election

date(if

applicable)

Dateof

meetingto

elect

SGBoffi

ce

bearers

Dateof

handover

from

outgoingto

elected

Chairperson


Template 14

SCHOOL READINESS MONITORING INSTRUMENT

i. Nameandtypeofschool

ii. Province

iii. Districtoffice

iv. Provincial/Districtofficial(nameanddesignation)

v. Totalnumberoflearnersintheschool

vi. Demographicsoflearnersintheschool(e.g.60%African,20%White,10%Indianand10%Coloured)

vii. SchoolElectoralOfficer Name:Designation:Twinnedschool:

viii.Electiondates: Educators:Memberofstaff:Learners:Parents:

ix. AvailabilityofProvincialSGBElectionsNotice,SGBelectionscircular(s)

Newsletterstoparents,COVID-19Regulations.x. Electionmode(/Meeting/OneDay?E-Election)?

xi. Readinessof voters’roll

xii. Electionproceedingstobefollowedweresenttovoters30daysbeforetheelectionday?

Datesentout:

xiii.Electionnotices(invites)senttoParents14daysinadvance?

Datesentout:

xiv.Werenomineeprofilessenttoparentsattheregu-latedtimeandpostedatsuitableplaces?

Datesentout:

xv. SchoolElectoralTeamappointedandtrainedonCOVID-19_SGBElections?

Datetrained:

xvi.Suitablevenueidentified?(furniture,lightingandCOVID-19Regulations).

xvii.Voting material prepared? (ballot box,projectororflipchart,electiontemplates,pens,signposts,tokens,PPEs,etc)

xviii. Doestheschoolhaveduplicatingequipmentfortheinstantproductionofballotpapers?

xix.Whichmodesofadvocacydidtheschooluse?(Evidencerequired)

xx. Whatmeasuresareinplacetoensurethattherewillbemaximumparticipationbyvoters?

xxi.Whichelectionmodehastheschoolplannedfor?


xxii.DidtheschoolbudgetforPPEsandputmeasuresinplacetoprocuresuch?

xxiii. Visiblesocialdistancingdemarcationsignsinsideandoutsidevotingroom?

SCHOOLREADINESSMONITORINGINSTRUMENT(SGBELECTIONS)

NB.Iftheschool’sprincipalhasbeenappointedasanelectoralofficer,pleasepopulateasimilartoolregardingtheschoolforwhichsuchmemberisappointedasanelectoralofficerfor.

Additionalinformation/Comments/Concerns

…………………………………………………………………………………………………………………………………………

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School Principal/ SMT Member: ……………………………….. Signature: …….………….Date: ........./........../…….....

Name of Monitor: ……..……………….. Signature: ……..…….………………….Date: ......../........./..……... Office of Monitor: ..........................……………….............


Template15

DISTRICT READINESS MONITORING INSTRUMENT

1.Province

2. Districtoffice

3.DistrictDirector Name:

Contactdetails:

4. DistrictElectoralOfficer Name:

Designation:

5.Doesthedistricthave:ProvincialSGBElectionsNotice,SGBelectionscircular(s),COVID-19protocols?.

6.HastheDistrictElectoralOfficerbeenappointedinwriting?

7.HastheDistrictElectoralTeamreceivetraining?Date?

8.HasthedistrictappointedSchoolElectoralOfficersinwrit-ing?9.HastheDistricttrainedallSchoolElectoralOfficers?(Evi-

denceanddaterequired).

10.Areallschoolspaired?

11.Haveallschoolssettwoelectiondates?

12.HasthedistrictcompiledadistrictscheduleofelectionsperSGBcomponent?

13.Districtmonitoringscheduleandstrategyareinplace?

14.Whatstrategieshavebeenputinplacetoensurethatallschoolsadvocatefortheelectionsandkeepparentsin-formedregularly?

15.Doallschoolshavevoters’rollsready?

16.Whichmodesofadvocacydidthedistrictemploy?Ifnone,

whatistobedonetoremedythesituation?17.HasthedistrictestablishedaDistrictDisputeResolution

Team?18.Whatsystemswillthedistrictemployinrecording

andreportingonelectioninformatione.g.SASAMS19.Whatmeasureshasthedistrictputinplacetosup-

portschoolsthatmaynothaveresourcestoconducttheelections?IncludeCOVID-19Regulations.

20.Isthereadedicatedbudgetforthedistricttoconductelec-tions?21.Howmanyschoolswillconducttheelectionselectronical-

ly?

22.Hasthedistrictpreparedlettersofrecognitionfortheoutgo-inggovernors?


Whatarethe3mainrisksofthedistrict’sSGBElections?Whatstrategieshavebeenputinplacetomanagetherisks?

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Additional comments: ………………………………………………………………………………………………………………………………...

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………...

District Electoral Officer: ……………………….. Signature: …….………….Date: ........./........../…….....

Name of Monitor: ……..……………….. Signature:.…….………………….Date: ......../........./..……... Office of Monitor: ..........................……………….............

PublishedbytheDepartmentofBasicEducation

222StrubenStreet

PrivateBagX895,Pretoria,0001

Telephone:0123573000Fax:0123230601

ISBN:000-0-0000-0000-0

©DepartmentofBasicEducation

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GUIDELINES RELATING TO ELECTIONS OF SCHOOL GOVERNING ...

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