DIE VOLGENDE GEDEELTE IS DIE SKOOL SE BELEID TOV DIE BESKIKBAARSTELLING VAN INLIGTING SOOS IN WET 2 VAN 2000 VEREIS WORD.
MANUAL
PREPARED IN ACCORDANCE WITH SECTION 51 OF THE
PROMOTION
OF ACCESS TO INFORMATION ACT
No 2
of 2000 ("the Act")
This
manual contains information required to request access to the records of
Hoλrskool Stellenbosch ("the school"). Information is available from
the school by means of a request as prescribed in section 53 of the Act.
Requests can be addressed to the Information Officer as indicated herein. If a
request is granted, all request fees (prescribed in section 54 of the Act), as
amended from time to time, is payable to the school before a request will be
processed.. The school reserves the right to refuse information falling under
a specified exemption as set out in the Act. A copy of the Act can be obtained
from the Government printers, 90 Plein Street, Cape town, 8000. (tel 021 465
7531)
- TABLE OF CONTENTS
§
Services provided
§
Structure and functions of the Governing body
§
Contact detail
§
Section 10 Guide on how to use the Act
§
Detail of information available
§
Remedies available if the Governing Body fails to
act
§
Guidelines on Procedures to be followed in applying
for information
§
Prescribed form for access to record of a public
body
2. SERVICES PROVIDED
2.1 The school is a public school
in terms of the South African Schools Act and provides schooling on the basis
of the Schools Act and of the Constitution of the Republic of South Africa.
2.2 The governing body of the
school exercises a governance responsibility for the school as defined in the
South African Schools Act and in terms of the Constitution of the Republic of South
Africa.
2.3 Information concerning the School
and the governing body can be obtained from the Principal of the school or the
Chair of the governing body
3. STRUCTURE
AND FUNCTIONS OF THE GOVERNING BODY
3.1 The governing body of the School is
responsible in terms of section 16 of the South African Schools Act, No 84 of
1996, for the governance of the school. It executes this responsibility
according to the relevant sections of the Schools Act.
3.2 The governing body consists of 07 elected parent members, the principal, 03 elected staff members, 02
elected learner members and a number of co-opted members as the need may
require.
4. CONTACT
DETAIL
4.1 EMIS number: 0109310299
4.2 Information officer: Mr Dawie van Emmenis, Principal
4.3 Postal address: Private Bag 5025,
Stellenbosch, 7599
4.4 Street address: Jannasch Street,
Stellenbosch, 7600
4.5 Telephone: + 27 21 887 3082/3
4.6 Facsimile: + 27 21 887 6758
4.7 E-Mail address: admin@stellies.com
4.8 Website: www.stellies.com
5. SECTION 10
GUIDE ON HOW TO USE THE ACT
5.1 In terms of section 10 of the Act, the Human
Rights Commission is required to issue a guide to assist a person wishing to
exercise any right contemplated in the Act, before August 2003
5.2 Please
direct any enquiries to the SA Human Rights Commission at:
Postal address: Private
Bag 2700, Houghton, 2041
Telephone: 011-
484 8300
Facsimile: 011-
484 1360
e
mail: paia@sahrc.org.za
website: www.sahrc.org.za
6. DETAIL OF
INFORMATION AVAILABLE
6.1 Information that any person has access to,
without having to forward a request in terms of the Act, is available on the
school website at http://www.stellies.com.
6.2 The documents referred to hereunder is
available to any parent of a learner registered at the school for inspection at
the registered address of the school at no charge. Similarly, information that
is to be made available in terms of the South African Schools Act, will be
available to parents of learners at no charge for inspection at the school.
Parents are, however, free to insist on being treated as formal requesters.
6.2.1 Admission
policy
6.2.2 Alcohol/Drug
Policy
6.2.3 Budget
6.2.4 Code
of Conduct for learners
6.2.5 Code
of Conduct of school residence
6.2.6 Disciplinary
policy and code
6.2.7 Emergency
plan
6.2.8 Exemption
policy
6.2.9 Exemption
from school fees applications
6.2.10 Financial
policy
6.2.11 Governing
Body Statute
6.2.12 HIV/Aids
Policy
6.2.13 Language
Policy
6.2.14 Management
Plan
6.2.15 Minutes
of Meetings
(Governing
Body, Leadership Team, Financial Statements, Budget)
6.2.16 Property
Policy
6.2.17 Prospectus
6.2.18 Safety
and Security Policy
6.2.19 School
Policy
6.2.20 Sport
policy
6.2.21 Transport
Policy
6.2.22 Vision/Mission
of School
6.3 The following categories
of records are kept:
6.3.1 Admissions
6.3.2 Annual
Reports
6.3.3 Communication
with Parents
6.3.4 Communication
with External Parties
6.3.5 Contracts
with Service providers
6.3.6 Examination
Papers
6.3.7 Ex-Learners
records
6.3.8 Extramural
Actvities
6.3.9 Facilities
Management
6.3.10 Financial
Records
6.3.11 Indemnity
contracts
6.3.12 Learner
Conduct guidelines
6.3.13 Legislative
Requirements
6.3.14 Minutes
of Meetings
6.3.15 Performance
Records of Learners
6.3.16 Personal
Records of Learners
6.3.17 Prospectus
6.3.18 Recruitment
and Employment
6.3.19 School
Governance guidelines
6.3.20 Staff
Records
7. REMEDIES
AVAILABLE IF THE GOVERNING BODY FAILS TO ACT
As the governing body does not have internal
appeal procedures to deal with these matters the courts will have to be
approached in such instances where there is no compliance with the provisions
of the Act. This would apply to any situation in which the requester wishes to
appeal a decision made by the information officer. In addition to this,
provision in made in terms of the South African Schools Act for recourse to
the relevant provincial education department.
8. GUIDELINES
ON PROCEDURES TO BE FOLLOWED IN APPLYING
FOR INFORMATION
Format of the request:
8.1 Requesters must use
the form that has been printed in the Government Gazette. This form is included
in this manual.
8.2 Requesters must indicate if the request
is for a copy of the record or if the requester wants to visit the School and view
the record. Alternatively if the record is not a document it can then be
viewed in the requested form, where possible.
8.3 If requesters ask for access in a
particular form then the requester should get access in the manner that has
been asked for. This is unless doing so would interfere unreasonably with the
running of the School, or damage the record, or infringe a copyright not owned
by the state. If for practical reasons access cannot be given in the required
form but in an alternate manner, then the fee must be calculated according to
the way that the requester first asked for it.
8.4 If, in addition to a written reply to their
request for the record, the requester wants to be told about the decision in
any other way, e.g. telephone, this must be indicated.
8.5 If requesters are asking for the
information on behalf of somebody else, the capacity in which the request is
being made should be indicated
8.6 If requesters are unable to
read or write, or have a disability, then they can make the request for the
record orally. The information officer must then fill in the form on behalf of
such requesters and give them a copy.
Fees payable for a formal
request:
8.7 The information officer must notify the
requester (other than a personal requester) by notice, requiring the requester
to pay the prescribed fee (if any) before further processing the request.
8.8 The request fee payable to public bodies is pre-determined.
The requester may lodge an internal appeal, where appropriate, or an
application to the court against the tender or payment of the request fee.
8.9 After the information officer has made a
decision on the request the requester must be notified of such a decision in
the way in which the requester wants to be notified in.
8.10 It must be borne in mind by the requester that
the information officer may be prohibited from providing access to certain
information in terms of other legislation, including but not limited to the
South African Schools Act 84 of 1996.
6.11 If the request is granted then a further access
fee must be paid for the search, preparation, reproduction and for any time
that has exceeded the prescribed hours to search and prepare the record for
disclosure.
ooOoo
9. FORM FOR ACCESS TO A
RECORD OF A PUBLIC BODY
ANNEXURE B OF NOTICE 187 IN THE GOVERNMENT GAZETTE
ON 15 FEBRUARY 2002
FORM A
REQUEST FOR
ACCESS TO RECORD OF PUBLIC BODY
(Section 18(1) of
the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000))
[Regulation 2]
|
FOR SCHOOL USE
Reference number :
.
Request received by
on
..
. at
..
SIGNATURE :
.
Request fee (if any): R
....................................
Access fee (if any): R
Deposit (if any): R
....................................
Access granted (INFORMATION OFFICER): :
..
Date :
..
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A. Particulars of public body
The Information Officer/Deputy Information Officer:
B. Particulars of person requesting access to the record
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(a) The particulars of the person who requests access
to the record must be recorded below.
(b) Furnish an address
and/or fax number in the Republic of South Africa to which information must be sent.
(c) Proof of the capacity in which the request is
made, if applicable, must be attached.
|
Full names and surname: Identity number: Postal
address:
.
Fax number; Telephone number; E-mail address:
Capacity in which request is made, when made on behalf of
another person:
C. Particulars of person on whose behalf request is made
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This section must be completed only if a request for
information is made on behalf of another person.
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Full names and surname:
Identity number:
D. Particulars of record
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(a) Provide full particulars of the record to which
access is requested, including the reference number if that is known to you,
to enable the record to be located.
(b) If the provided space is inadequate please
continue on a separate folio and attach it to this form. The requester
must sign all the additional folios.
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1. Description of record or relevant part of the record:
..
2. Reference number, if available:
3. Any further particulars of record:
E. Fees
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(a) A request for access to a record, other than a
record containing personal information about yourself, will be processed only
after a request fee has been paid.
(b) You will be notified of the amount required to be
paid as the request fee.
(c) The fee payable for access to a record
depends on the form in which access is required and the reasonable time
required to search for and prepare a record.
(d) If you qualify for exemption of the payment of any
fee, please state the reason therefore.
|
Reason for exemption from payment of fees:
F. Form of access to record
If you are prevented by a disability to read, view or
listen to the record in the form of access provided for in 1 to 4 hereunder,
state your disability and indicate in which form the record is required.
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Disability:
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Form in which record is required:
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Mark the appropriate box below with an
"X".
NOTES:
(a) Your indication as to the required form of access
depends on the form in which the record is available.
(b) Access in the form requested may be refused in
certain circumstances. In such a case you will be informed if access will be
granted in another form.
(c) The fee payable for access to the record, if any,
will be determined partly by the form in which access is requested.
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1. If the record is in written or printed form -
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|
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copy of record*
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inspection of record
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2. If record consists of visual images -
(this includes photographs, slides, video recordings,
computer-generated images, sketches, etc.)
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|
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view the images
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copy of the images*
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transcription of the images*
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3. If record consists of recorded words or information
which can be reproduced in sound -
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listen to the soundtrack (audio cassette)
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transcription of soundtrack*
(written or printed document)
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4. If record is held on computer or in an electronic
or machine-readable form -
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printed copy of record*
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printed copy of information derived from the record*
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copy in computer readable form*
(stiffy or compact disc)
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*If you requested a copy
or transcription of a record (above), do you wish the copy or transcription
to be posted to you?
A postal fee is payable.
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YES
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NO
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Note that if the record is not available in the
language you prefer, access may be granted in the language in which the
record is available.
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In which language would you prefer the record?:
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G. Notice of decision regarding request for access
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You will be notified in writing whether your request
has been approved/denied. If you wish to be informed thereof in another
manner, please specify the manner and provide the necessary particulars to
enable compliance with your request.
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How would you prefer to be informed of the decision
regarding your request for access to the record?
Signed at
.. on this day of
.
SIGNATURE OF REQUESTER / PERSON ON WHOS BEHALF
REQUEST IS MADE
Toegang tot inligting