Welcome…

TAKING PRIDE IN YOUR JOB AND JOB

SATISFACTION…

Many people are inclined to bring a spirit of slavery into their

job situation.

They drag themselves from one boring day to the next and

hate every moment they are at work.

From time to time they manage to escape from their slavery

for a little while, usually during weekends or on their annual

holiday.

The majority of their time however, is spent on this job which

they so hate and detest.

To be able to enjoy life, you must find joy in the things that

you do.

…

Unfortunately it is possible that you have been trapped in your

present situation for so long, that you cannot think of any

other alternative.

If it is not possible for you to change your job, it is possible to

change your attitude towards your job.

If you are rebellious or disapproving, your human relations will

be tense and unhappy.

In order to find a way out or to change your attitude, you have

to free yourself from the power of tormenting emotions and

start thinking and acting positively – even in the most negative

circumstances.

BE HONEST;

DO YOU FIND YOUR JOB A JOYFUL

EXPERIENCE?

IF NOT,

WHAT CAN YOU DO TO CHANGE YOUR

ATTITUDE TOWARDS YOUR JOB?

“

” Something is just impossible

until it’s done…

Nelson Mandela

You have to do it yourself, it cannot be done by somebody else for you.

“

” Don’t make excuses -

make good…

Elbert Hubbard

LEAD EDUCATE DEVELOP | |

“Implementation of DHET 80% Attendance and Punctuality Policy;

A strategy to enhance performance at

TVET Colleges

Mrs. DL Losaba Deputy Director: Academic Affairs

Objectives…

• Create a culture in which high levels of attendance and punctuality are the accepted norm.

• Raise students’ awareness of the importance of uninterrupted attendance and to take responsibility for their own attendance and punctuality

• Effectively monitor attendance and punctuality.

• Ensure mechanisms are in place to promote and reward good attendance and punctuality and to follow-up poor attendance and punctuality in an effective manner.

• Encourage academic excellence

Scope of Application…

This policy applies to all students

Will be implemented by all Lectures,

Aided by the HOD’s and Management. The specific expectations regarding student’s attendance and

punctuality are set out in the Procedure.

Punctuality…

In line with Technical and Vocational Education and

Training College attendance and punctuality policy,

any student who arrives 10 minutes after the stipulated

starting time of the class must be recorded as being late

follow this up with the student after the class

Lateness must be recorded in the register with an ‘L’. Late students should not be excluded from the class

unless it affects health and safety or disrupts the class.

Socio-Economic Conditions…

The College shall consider the socio-economic

conditions affecting the student’s attendance, however each case shall be treated by its merit.

A student having a socio-economic problem shall

report the matter to the relevant Lecturer.

The lecturer shall refer the student with socio-

economic problems to the student Counsellor.

Socio-Economic Factors…

Management of Attendance…

In the event of justifiable factors beyond the student’s control that may cause the student not to attend the classes,

the student shall fill in the attendance accountability form and return a completed form to the HOD responsible for attendance.

If a student has a disability or medical difficulty that directly

affects their attendance or ability to arrive on time,

this should be identified with the student and Student Support

Services, and formally recorded on the student record card at the start of the academic year or at the time of the incident.

…

The students shall get feedback from the college of his/her

attendance once a month,

it is however incumbent upon the student to enquire about their attendance on a continuous basis.

A ratio of a total number of expected days of attendance for the academic cycle shall be declared at the beginning of every academic cycle, and subsequently every reporting period.

A student shall be allowed to write the examination for every

subject for which he/she has attained at least 80% attendance

per subject.

…

If a student is absent within the 20% of the expected total

attendance and does not provide necessary evidence,

the day/s of such absence shall be deducted from the 20% days.

Evidence that can be considered for absence inter alia includes

the following (such evidence bear the following features: the

logo, the stamp, contacts, signature and the designation of the

person issuing it):

see next slide…

…

Sickness supported by a medical/registered traditional

healer’s certificate (original medical certificate) Medical/registered traditional healer’s appointments

(registered traditional healers certificate)

Court appearances

Work or Higher Education interviews

Appointments with government or voluntary organisations

Funerals (certified copy of death certificate)

Religious holidays (letter from recognised authority)

Driving Tests (appointment letter)

Curriculum agreed external events or work placements (

invitations)

…

A student that is absent shall present the relevant evidence to the HOD responsible for attendance on his or her return to college on the first day of return to the college.

Absence that is known by a student in advance shall be reported to the lecturer/s affected at least three days in advance.

The nature and validity of such absence shall be determined by the HOD on its

merit.

The outcome of the HOD’s decision shall be communicated to the student and the lecturers affected by such within three days after the student’s report.

The college may require a parent or a person acting in loco parentis to be available for any further details that relates to the student’s absence.

…

The student whose attendance requires counselling shall be

referred to the Student Support Services in line with the

relevant policies.

A student that is suspended from classes due to misconduct

shall be deemed to be absent.

In the event such a student misses an assessment such a

student shall be legible for additional assessment.

…

PROCEDURE FOR RECORDING/MONITORING ATTENDANCE

HOD's determine the exact number of college days which will be used to calculate the attendance % - per time-period

Number of lecturing days as well as number of days constituting 80% and 20% to be put on notice boards on commencement of time-period

Student submits proof of absence to relevant HOD for approval - within 48 hours after their return to classes

…

HOD to determine whether the document is authentic and falls within the policy of approved reasons for absenteeism

HOD writes the student's information at the top of the document e.g. Surname, Initials, Student No, Course

HOD writes the specific dates of confirmed proof with A(R) above and attach signature

…

HOD makes a copy of the document - The date/s on the copy are highlighted and given to the student as proof that absence has been approved

Student to use this document to inform lecturer of approved dates - the lecturer will add R in red above the inserted A

The HOD transfers the approved dates to the 'Attendance Control File' with summary of student information

…

One week BEFORE the examination commences, the HOD extracts captured data from Coltech on absenteeism per student

Use is made of a 'Warehouse Pivot table' through Excel to ensure that captured data is used

By making use of filters through Excel it is determined which students have not met the required 80% attendance

…

Referral is done to summary records of students to determine the number of days/reasons the student has been credited with

The number of reasons are recorded next to the 'actual' absentees and a new calculation determines whether or not the student qualifies

The full list with under 80% attendance together as well as the new calculation after reasons, is printed and put on the notice board for students

…

This list is given to the Examinations Official for the removal of Examination Permits of students who do not qualify

Students who do not qualify once this process has been completed, may not sit for the examination

CONTROL SYSTEMS

HOW DO WE MANAGE/CONTROL ATTENDANCE?

ATTENDANCE REGISTERS STAND TO BE THE MAIN AND ONLY TOOL THAT CAN BE USED TO MONITOR STUDENT ATTENDANCE AT THIS POINT

Keeping Attendance Registers…

The attendance register shall be kept by a lecturer

for every period they are in attendance.

The lecturer shall ensure that only the students

present in class sign on the attendance register.

It is the responsibility of every student to sign the

attendance register every time they are present in

class.

No student or lecturer may sign on behalf of another

student whether present or absent.

…

Failure to attend classes without a valid reason is a

misconduct and shall be subjected to the disciplinary

code of the College.

If the lecturer is absent from class the student shall

not be marked absent for the period/s affected by

such absence.

Working students are not take on work commitments

that clash with scheduled class times at the college.

Any absence from class will constitute unauthorised

absence

PROCEDURE FOR MONITORING OF REGISTERS

Students sign the register in every period of the day - Lecturer do daily summary and initial for every period

Permanent Registers are issued - lecturers sign for receipt of registers

During first 2 weeks of classes, control sheets are used as temporary registers for verification of registered students in classes

…

Registers are re-issued in morning briefing - if lecturers are absent, the registers are kept with the HOD

Registers are submitted to HOD at the end of every day - no register may leave the college premises

Each lecturer is issued with a 'register cover' in which all registers are kept

…

HOD must ensure that summaries and calculations are correct

The HOD does random checks throughout the week and must ensure that all registers are checked and initialled, twice a week

The HOD will keep a control list of submission of registers per day - in the event of non-submission a follow-up is done the following day

…

Students who enter the class 15+ minutes after the start of the period, may attend the class but are recorded as 'A' for absent (in red) and will be captured

as absent in the student system

Students who enter the class between 11 - 14 minutes after the start of the period, are indicated on the register as 'L' indicating late coming - the L is

captured as present in the student system

Where students have 'oversigned' the HOD must highlight this in order to bring it to both the attention of the lecturer as well as the student

…

The data capturers sign every register after completing capturing

Capturing is done on the first working day of the week - on this day attendance is recorded on temporary registers - information is transferred to the permanent

register the following day

At the end of the day on the last working day of the week, registers are submitted to the allocated administrative clerks for capturing

…

The registers of lecturers who have not reported for duty are kept by the HOD

HOD to verify that all registers were submitted for capturing and that capturing has taken place

Data capturers must submit all registers to the HOD after capturing has taken place - must report if registers were not submitted for capturing

…

Any other official reason for classes not taking place must also be recorded in the register eg.

'Academic Award Ceremony'

Lecturer absenteeism must be recorded in the register as 'Lecturer Absent'

Examinations…

A student shall be allowed to write the examination for every

subject for which he/she has attained at least 80% attendance

per subject.

In the event that a student is absent beyond the 20% provided

and no evidence was given, deduction shall be taken from the

remaining 80%.

The consequence of the situation above is that the student shall not be allowed to write the affected subject/s.

Achievements as a result of

implementing this policy

1st and 2nd Trimesters 2014 have yielded a throughput rate of more

than 50%

1st Semester has yielded a throughput rate of over 60%

The number of students who are now sitting for final examinations in all programmes has increased as compared to 2013

This is a clear indication of improvement in attendance.

Goldfields TVET College was able to hold it’s 1st Academic Awards

Ceremony to also motivate the Lecturing staff on their performance.

Lecturer Attendance, Administration of Portfolios and overall Academic

Performance were the guiding criteria for achievers.

“

” The sterner the discipline, the greater

the devotion…

Pete Carill

“

”

True success is not necessarily about

being the best at all cost. It’s about DOING your best at all times. If you do

that long enough, who knows you

might just end up being the best…

Tope

THANK YOU

Mrs. DL Losaba

Deputy Director: Academic Affairs

Goldfields TVET College

Welkom, Lejweleputswa

Free State