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Guide to using the

WCED Recording and

Reporting Programme

1. Downloading the Programme… p. 2

2. Activating the Programme… p. 4

3. Features of the Programme p. 5

a. Workbook

b. Personal Info Page

c. Subject Record Sheets

d. Comments Page

e. Schedule

f. Report Card

g. Verification Page

4. Built – in Functions of the Programme p. 11

a. Data validation

b. Calculations

c. Macros and Drop-down lists

5. Using the Programme p. 12

6. Trouble-shooting p. 13

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1. Open CEMIS.

2. Scroll down to the bottom of the Administrator page and click on the “proceed” button.

3. Go to the tab “Reports” on the CEMIS Home page.

4.

5. Under “Recording Sheets”, find and open the Gr1 download.

6. The Grade 1 learner registration page will appear. Scroll down to the bottom of the page and click

on the download link.

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7. Follow instructions 1 to 4 to download the Excel Spread sheet as well as the Data Text file.

8. Close CEMIS.

9. On the desktop, double click on “My Computer”. Double click on your C Drive(c:). Double click on

the folder named “gr1_2013”. Double click on the Excel spread

sheet:”GRD1_RECORDING_2013.xls”

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1. After opening the Excel Spread sheet, the following screen will be displayed:

2. Click to enable content if the message appears ( Microsoft 2010 users)

3. If you are using Microsoft ’97 to 2003 or 2007, please follow the instruction in the RED text box to

enable MACRO’s.

4. After enabling MACRO’s, the following screen will appear:

5. Click on “Start loading data from CEMIS”. The programme will now populate the Spread sheet with

your learners’ information.

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6. Please read through the Instruction page which opens by default.

7. Congratulations! You have successfully downloaded and activated the Recording and Reporting

Programme.

8. Please continue reading to find out more about the features of the Programme.

a. Each Grade has its own workbook, consisting of the following password protected

worksheets:

INSTRUCTION PAGE

PERSONAL INFO

HL – Home Language

FAL – First Additional Language

MATHS – Mathematics

LS – Life Skills

SCHEDULE

COMMENTS

VERIFICATION PAGE

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b. The Personal Information Page contains the following information

NB! Details indicated in RED should be typed in.

SCHOOL DETAILS

o Name of School

o Name of Educator

o Name of School Principal

o Year

o Grade

o Class

LEARNER DETAILS

o Surname

o Name

o Class Group

o CEMIS Number

o ID Number

o Date of Birth

o Gender

o Race

o Language of Learning and Teaching

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c. The Subject Worksheets facilitate the capturing of:

Maximum marks for Formal Assessment Activities

Learner Marks for Formal Assessment Activities

Composite Raw Marks for Formal Assessment Tasks, with specific weighting per activity

Term Mark and Code for subject

NB!

Please note that the format of the Subject sheets has changed:

All calculations are now on the right-hand side of the work sheet.

The Final code is now reflected under TERM 4 and is calculated by the programme.

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d. The Comments Page

The comments per subject can now be typed in and will reflect on the report card per term.

The learners’ performance is also reflected on this page.

The cell containing the learner’s code will turn RED if the learner performs below the guideline requirement.

This learner is immediately flagged as “Support Needed”.

e. The Schedule is compiled per Class

It facilitates the capturing of:

Days absent

Years in Phase

Term Codes per subject

Progression Status at end of year (RP / NRP)

Grade Classification

Previous Grade

Current Grade

Next Grade

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f. Report Cards are generated per learner, per term.

It contains the following information:

o Learner and school details

o Term codes, plus Final code for the end of the year

o Comments per Subject for Terms 1-3

o General Comment for Term 4

o Minimum Promotion Requirements

o Signatures and Dates

Report cards will be generated in ENGLISH, AFRIKAANS or IsiXHOSA depending on the LoLT of the

learner.

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g. The Verification Page (to be printed at the end of the year) facilitates the capturing of

the following information:

Initials, Surnames and Signatures of the Class educators, Heads of Department, Principals and

District Officials

Data for Terms 1 - 4 will be populated by programme:

o Number of learners in Class

o Number of learners progressing appropriately

o Number of Learners in need of support to progress

o Number of learners progressed per Class and per Grade

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a. Data validation

o Learner marks cannot be captured if Maximum mark has not been indicated

o Learner marks cannot exceed Maximum Mark

o Error messages will appear if incorrect capturing occurs

o Educators have to do all the activities; the programme will not calculate final Term mark if

ALL activity/ activities are not done.

b. Calculations

o Raw mark per FAT is calculated

o Final Term percentage is calculated with given weightings taken into consideration

o Final Term percentage is automatically converted to a code

o Progression status of the learner is automatically derived from requirements

c. Macros and Drop – down lists o On PERSONAL INFORMATION SHEET:

“ Select Class”

o On COMMENTS PAGE:

“Select your Term”

o On SCHEDULE :

Option to change progression status

“Progress due to Years in Phase”

“Progress with Deaf Concession”

“Progress with Support”

o On REPORT CARD:

“ Print report card per learner”

“ Print report card per group/ class”

“ Change Close / Reopen Dates”

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Step 1 ( On the PERSONAL INFO page):

i. Select your class

ii. Type in the name of the Educator

iii. Type in the name of the School Principal

Step 2 (On each Subject Work sheet):

i. Type in the MAXIMUM MARK per activity / Task

ii. Type in the MARKS obtained by the learners

Step 3 (On the COMMENTS page):

i. Select the appropriate TERM

ii. Type in the comment per subject

Step 4 (On the SCHEDULE page):

i. Type in the DAYS ABSENT

ii. Type in the NUMBER OF YEARS IN THE PHASE ( Gr. R must be excluded and Current Year must be included)

iii. Type in the PREVIOUS GRADE ( Leave empty if Grade 1 learner was not in Grade R the previous year)

Step 5 (On the REPORT page ):

i. Click on the GREEN Button and type in the term number e.g. 1,2,3 or 4

ii. Select printing option:

a. Print a report for a learner… or

b. Click to print reports for a group

iii. Click on the Green button - “ Start printing”

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1. “I cannot correct the names of the learners on the PERSONAL INFO page. The programme says

the cell is protected and therefore read only.”

a. Learner and school details can only be changed on CEMIS. Please make sure that learner

registrations are correct.

b. After making corrections on CEMIS, go to Download page and do STEP 4 again.

c. Populate the “EMPTY” Spread sheet which was automatically created after the firt

download.

2. “I cannot view the learner reports. The programme is not pulling the information onto the

report.”

a. Please check to see if your Macros are enabled

b. Have you selected a learner on the PERSONAL INFO Page? Select a learner by clicking on

the learner’s Surname. Now open Reports.

3. “There is no drop-down list to select the option “ progress due to Years in Phase “ on the

SCHEDULE!

a. The drop-down list is only visible after clicking on the cell. An arrow will appear on the

right-hand side of the cell. Click on this arrow to view the options on the list. Select an

option with the left – click.

4. “I cannot type the comments on the report card. The cells are protected! “

a. All comments must be typed on the COMMENTS Page. It will then reflect on the report

card

b. Please ensure that you have selected the correct TERM.

5. “Some of the cells contain funny signs (###).”

a. Enlarge the document view size (bottom right corner of the screen). This will allow you to

appropriately view the information in the cells.

6. “Can I copy and paste the learner details from an existing class list or previous copy of the

programme?”

a. Yes, but please use the “paste special” function and choose to paste “values” only. This will

ensure that the formulae built into the cells remain intact.

b. Please ensure that the learners’ names are in the same order before copying and pasting.