Cemis training

High-Level Overview of the Process

There are five stages to complete the entire recording and reporting (R&R) and data upload process. These stages are as follows:

  • Download R&R Tool and Learner Data file
  • Generate/Load R&R Tool
  • Importing assessments marks
  • Exporting data file from R&R Tool
  • Upload data file via CEMIS

The high-level process is illustrated in the figure below. Each stage is explained in more detail in the subsequent sections.

Process Diagram

Stage 1: Download R&R Tool and Learner Data File

This section describes how to download the R&R Tool and the associate learner data file for the particular grade from CEMIS.

  • Log on to CEMIS
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  • Select the School Type
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  • Select the School and click on the “Submit” button
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  • Scroll down and click on the “Proceed” button
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  • Select the “Recording Sheets” option from the “Reports” menu bar option, then select the “Gr1-9 Download” option from the “Recording Sheets” option
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  • Select the applicable grade from the “Select a Grade” dropdown menu
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  • A page will be shown displaying the learner data. Scroll to the bottom of the page and click on the “Click here to proceed to the download page” hyperlink
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  • Detailed instructions are provided on the Download Page. The summarised steps follows:
    • Print the instructions if required
    • Create a folder to store the Excel Spreadsheet (R&R Tool)
    • Download the Excel Spreadsheet (R&R Tool)
    • Download the learner data file
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  • Ensure that the R&R Tool downloaded and data file downloaded are saved in the same folder created in the steps above.
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  • Log out of CEMIS

Stage 2: Activate R&R Tool and Load Learner Data

  • This section describes how to activate the R&R Tool and load the learner data file obtained from CEMIS into the R&R Tool.
    • Double-click on the Excel file to open the R&R Tool (named “GRD_3.xls” or similar).
    • The R&R Tool will open and display the following screen
    • Click on the “Start Loading data from CEMIS” button to load the learner data file. Note that this may take while.
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  • The following message will be displayed on successful completion of the learner file load.
  • Click on the “OK” button
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  • Inspect the subject sheets. Learner details will be displayed for each subject. Note that there will not be any marks at this stage.
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Stage 3: Import Assessment Data

This section describes how to import data from an R&R Tool (Excel Spreadsheet) that contains previously captured data.

[Describe multiple imports – different class files to be combined in a grade file]

[Include addendum for importing errors – “go to” section]

Prerequisite:

Ensure that the R&R Tool containing the data is in the same folder as the newly activated R&R Tool

  • Open the newly activated R&R Tool and navigate to the “Personal Info” worksheet
  • On the “Personal Info” worksheet, click on the “Import marks” button
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  • Navigate to where the R&R Tool that contains the data have been saved is (here called the “GRD_3_PREVIOUSLY CAPTURED DATA”).
  • Select the file and click on the “Open”
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Do not describe errors in the narrative. Rather in the appendix section]

  • If there are discrepancies between the weighting of the selected file and the R&R Tool to which the data is being imported to, a warning screen will pop up. Select the applicable action.
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  • If there are further discrepancies between weighting found the following warning screen will pop up. Select the appropriate action.
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  • NOTE: The program also checks for other discrepancies. In all instances a warning message will pop up. Choose the appropriate action (as per above examples).
  • Once all the marks have been imported the program will display an “All marks imported” message box.
  • Click on the “OK” button
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  • The newly activated R&R Tool will import the data from the selected file.
  • A message box will be displayed to inform the user that the marks have been imported.
  • Click on the “OK” button to close the message box
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  • Inspect the subject sheets. The data should now show in the R&R Tool into which the data have been imported.
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  • The R&R Tool may now be saved. (Note that it is good practice to save regularly throughout the process.)

Stage 4: Export Data

This section explains how to export the data from the R&R Tool.

  • Go to the “Personal Info” worksheet and click on the “Export” button
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  • Once the file has been exported a “Data Exported” message box will be displayed.
  • Click on the “OK” button to close the message box.
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  • Note that the exported file will be saved in the “Export” subfolder created automatically by the R&R Tool. See below.
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  • WARNING: Do not change the filename before uploading. The exported filename is the exact format that is required for upload to CEMIS.
  • Click on the export folder to inspect that file have been saved
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Stage 5: Upload Data

  • Log on to CEMIS as per normal process
  • Select the “Recording Sheets” option from the “Reports” menu bar option, then select the “Learner Performance Upload” option from the “Recording Sheets” option
  • Take out the Gr10-12 part of the CEMIS screenshots x2  
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  • The grade selection screen will be displayed. Choose a grade from the “Select a Grade” dropdown menu. (Note that only Grade 3, 6 and 9 will be active currently.)
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  • Click on “Browse…” button to upload the exported text file.
  • Check if this is the correct screenshot
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  • Navigate to where the file to be uploaded is stored (in “Export” sub-folder).
  • Select the file you want to upload and click on the “Open” button to upload the file.
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  • Click on the “Submit” button to complete the upload process
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  • The system will display a “File uploaded successfully” message
  • Click on the “OK” button to close the message box.
  • Message box may change. Check again before final version of doc.
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  • The system will display a “File loaded into Staging Area”.
  • [WARNING: If the user changed the filename to an incorrect format an “Invalid filename convention”error message will be displayed. Ensure that the filename is correct and upload the file again.]
  • Click on the “OK” button to close the message box.
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  • This ends the file upload process

Overview of Public Universities in South Africa

Here's an overview of some public universities in South Africa, including general admissions requirements and estimated application periods. Keep in mind, specific program requirements and dates can vary significantly, so it's important to check each university's official website for the most current information.

University of Pretoria

  • Admissions Requirements: National Senior Certificate with minimum scores in specific subjects related to the chosen program; for international students, equivalent qualifications.
  • Application Period: Usually opens in March and closes at the end of July for most programs.

University of Cape Town

  • Admissions Requirements: National Senior Certificate with pass levels required for degree study; subject-specific requirements depending on the program.
  • Application Period: Application opens in April and closes at the end of July.

Stellenbosch University

  • Admissions Requirements: National Senior Certificate with required marks; some programs have additional testing.
  • Application Period: Opens in March and typically closes at the end of June.

University of the Witwatersrand

  • Admissions Requirements: Matriculation certificate with university exemption; required scores vary by faculty.
  • Application Period: Begins in March and ends on the 30th of September.

University of Johannesburg

  • Admissions Requirements: Matric exemption with a minimum APS score; specific subject requirements based on the faculty.
  • Application Period: Opens in April and generally closes by the 30th of September.

University of the Free State

  • Admissions Requirements: National Senior Certificate with specific marks for the program applied to; additional requirements for certain courses.
  • Application Period: Typically opens in April and closes at the end of August.

University of Venda

  • Admissions Requirements: Completion of the National Senior Certificate with an endorsement for diploma or degree studies; specific APS scores needed.
  • Application Period: Usually from May to September.

University of Fort Hare

  • Admissions Requirements: National Senior Certificate with university exemption; certain programs may have specific requirements.
  • Application Period: Opens around May and closes at the end of September.

University of the Western Cape

  • Admissions Requirements: National Senior Certificate with specific performance levels; additional requirements for certain programs.
  • Application Period: Generally from May to September.

North-West University

  • Admissions Requirements: National Senior Certificate with university exemption; program-specific requirements may apply.
  • Application Period: Opens in March and usually closes by the end of August.

Rhodes University

  • Admissions Requirements: National Senior Certificate or equivalent; minimum academic performance in certain subjects.
  • Application Period: Applications open in April and close at the end of September.

Nelson Mandela University

  • Admissions Requirements: National Senior Certificate with required scores for chosen programs; portfolio or additional tests for some faculties.
  • Application Period: Opens in April, with a deadline at the end of August for most programs.

Cape Peninsula University of Technology

  • Admissions Requirements: National Senior Certificate with specific scores; additional requirements for certain courses.
  • Application Period: Opens in May and typically closes by the end of September.

University of Limpopo

  • Admissions Requirements: Senior Certificate with endorsement for diploma or degree courses; specific APS scores for different programs.
  • Application Period: From April to September.

University of Zululand

  • Admissions Requirements: National Senior Certificate with an endorsement for bachelor’s degree studies; specific score requirements for various programs.
  • Application Period: Usually between April and November.

Central University of Technology

  • Admissions Requirements: National Senior Certificate with specific scores for the chosen field of study; additional criteria for certain programs.
  • Application Period: Application period generally starts in May and ends in October.

Vaal University of Technology

  • Admissions Requirements: National Senior Certificate with a pass that qualifies for admission to bachelor’s degree, diploma, or higher certificate programs.
  • Application Period: Typically from May to September.

Walter Sisulu University

  • Admissions Requirements: National Senior Certificate with required scores for chosen programs; additional criteria for certain faculties.
  • Application Period: From April to September.

This list provides a starting point for understanding the admissions landscape across South Africa's diverse higher education institutions. Given the variability in programs and requirements, it's crucial to consult each university's website for the most accurate and up-to-date information.