TRANSFER LETTER & DISPUTE RESOLUTION Fanie Reyneke & Nadia Williams.
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Transcript of TRANSFER LETTER & DISPUTE RESOLUTION Fanie Reyneke & Nadia Williams.
TRANSFER LETTER & DISPUTE RESOLUTION
Fanie Reyneke & Nadia Williams
TRANSFER LETTERS
• 2 letters produced – for transfer and non transfer
• Acceptance slip for all staff to sign and return to Principals
• Deadline date – 30 March 2015• Colleges issued with letters today – CD /
Memory stick• PED / AET letters will be sent directly to staff
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MIGRATION LETTERS• Latest data with DHET on Schedule W1 used to prepare
all letters.• Control list YES to transfer: CONTROL LIST YES SOUTH CAPE.pdf• Letters all to transfer: transfer dhet yes south cape.pdf • Control list NO not to transfer (stay college employee): CONTROL LIST NO SOUTH CAPE.pdf• Letters all not to transfer : transfer dhet no SOUTH CAPE.pdf
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MIGRATION LETTERSROLE OF COLLEGE• College principal to co sign.• Issue letters via control list and facilitate
process on acknowledgement slips to be returned.
• Submit full control list with signatures and control slips back to DHET.
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MIGRATION LETTERSROLE OF DHET• Provide all lists electronically (pdf format).• Central database of control• All queries in relation to adjust / correct any to
be facilitated via DHET central office:
HRG CONTACT BASE PROVINCECONTACT NUMBER
Nozipho Chivizhe DHET / SAICA National 0727775800
Nomabali Mbeje DHET / SAICA National 0824231322
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THANK YOUQuestions
DISPUTE RESOLUTION – NITT PROCESS8. Management of
Migration Grievances1. Grievances relating to the Migration to be raised
and discussed informally with the Principal or delegated authority.
2. Within three (3) days of non-resolution these have to be registered formally with the Principal
3. Within five (5) days of non-resolution, the Grievance should be forwarded to the NITT to be addressed within the period of less than twenty one (21) days
4. In the absence of the resolution or where the staff member is dissatisfied with the resolution of the NITT, the staff can follow a dispute process.
ORGANISATIONAL DEVELOPMENT
BOLEKWA MASETI
The OD team will support Colleges in relation to the following functions:
Advice on College structure models and options
Advice on the application of DPSA Org design principles
General Organisational design advisory services
Job evaluation advisory services
Job description advisory services
Workstudy services (outsourced for now due to capacity
limitations)
Performance Management system advisory services
Policy advice/consultancy related to OD, Job evaluation, Job
descriptions and the Performance Management and
Development
OD SUPPORT TO COLLEGES
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NATURE OF TRANSITIONAL SUPPORT TO COLLEGES
Due to capacity constraints at Head Office, only the
College Principals, Deputy Principals and College HR
teams will be inducted on the DHET Induction program
The nominated College trainers will cascade the DHET
Induction to the rest of the College staff
The same principle will apply to the roll-out of OD, PMDS
and Training processes to Colleges
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IMMEDIATE PLANS
Plans to ensure that Colleges are inducted and
trained are in place
46 workshops will be held across the nine provinces
for both projects
To save costs, Colleges will be used as workshop
venues
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JOB EVALUATION
The following posts have been evaluated:
Principal
Deputy Principal: Corporate Services
Deputy Principal: Academic
Deputy Principal: Finance
Deputy Principal: Registrar
Once JE results have been approved, Colleges will be
informed
JOB EVALUATION OF OTHER COLLEGE POSTS
A suite of core Job Descriptions must be developed and JE undertaken for all posts in Colleges
There is a need to standardise naming
conventions and job evaluation to ensure
consistency and the application of the equal pay for
equal work JE principle
This will ensure that jobs are correctly named and
evaluated against a correct set of responsibilities and
placed correctly on the structure
COLLEGE STRUCTURES
The following generic model for a College structure is recommended:
A College must be headed by a Principal
A TVET College must have the following 4 DPs:
Financial Management
Academic Development
Registrar
Corporate Services
COLLEGE RESOURCE ALLOCATIONS
College structures will remain as they are until such time a College Workstudy has been conducted to address Core and Support staff ratios, pay structure anomalies, grade anomalies, etc.
Colleges may have additional posts where necessary such as Innovation and Research, funded by Colleges
It is assumed that some of the activities of this position could be undertaken by any of the 4 DP positions
SAICA has made recommendations on how future College structures may look like
The position above has not been widely consulted but it should steer the debate and discussion on college structures
BUSINESS PROCESS MAPPING
Detailed desk top analysis and a detailed review per
College is required for the following reasons:
To determine the appropriate number of staff per
College
To achieve a greater degree of standardisation with
numbers, roles and reporting lines
To determine time utilisation analysis for both core and
support staff
To determine workflows, optimum staffing levels and
the required skill sets
BUSINESS PROCESS MAPPING
A Business Process Mapping project will commence in due
course
The outcome of this process will inform the Service
delivery/ Implementation model and appropriate allocation
of Core and Support functions at Head Office, regional
office as well as at the College level
COLLEGE RESOURCE ALLOCATIONS
The diverse demographic profile of Colleges requires a more pragmatic approach to College resource allocations and measures
The Lecturer: Student ratios can easily be determined and should be rigidly enforced
However, the Support: Core ratios must be driven by the actual workflows, work volume, number of core clients, productivity norms, etc.
COMMUNITY COLLEGES
3 DPs are recommended as follows:
Academic Development
Registrar
Corporate Services and Financial Management
An Academic Board may be created
PMDS TIMELINES FOR PRINCIPALS AND DP’s
NO ACTIVITY DUE DATE
1 Submission of 3rd Quarter review forms
31 January 2015
2 Submission of 4th Quarter forms 30 April 2015
3 Submission of Annual assessment forms as
well as performance agreements for 2015/16
31 May 2015
PMDS
The following 3 systems will remain on 1 April and migrate with time after consultation, training and determination of alignment points:
EPMDS for support staff
PMDS for office-based lecturers
IQMS for lecturers
There are legislative, policy and operational implications to be considered and navigated
INFORMATION AND DOCUMENTS
REQUESTED FROM COLLEGES
INFO & DOCUMENTS REQUESTED BY 28 FEBRURY 2015
Signed PA’s for Principals and DP’s for the 2014 academic year
Signed performance review forms for Principals and DP’s
Signed financial disclosure forms of Principals (2014/15 financial
year)
Latest JD’s for both filled and vacant funded posts, if any
Approved JE results for all posts, excluding Educators, if any
Signed-off College structures, if any
Latest College staff lists
All current College-funded Bursaries, if any
Results of any Skills Audit done
2014/15 Training Plans, if any
FACILITIES MANAGEMENT
VORTSER PHATHELA & NOSIPHO MAKWETU
RELEVANT LEGISLATION
• Further Education and Training College Act 16 of 2006
• The Constitution of the Republic of South Africa 1996
• Government Immovable Asset Management Act No
19 of 2007
• National Archives & Record Service of South Africa
Act no 43 of 1996 as amended
PROGRESS TO DATE
• Letters from DHET Minister were sent to MECs
informing them that all transferred officials FET
and AET will continue to use their current office
accommodation until DHET secures offices.
• DPW have been requested to commence with
the procurement of offices in the provinces
PROGRESS TO DATE• Archiving space for over 38000 personnel files and for
additional personnel has been secured at DHET head
office
• DHET has developed an immovable asset register for all
colleges and it is being updated on a continuous basis.
• The department is monitoring and providing support to
ensure that college properties are transferred into the
name of colleges
PROGRESS TO DATE• Planning for the transportation of personnel files from
provinces have commenced
• The upgrading project for DHET offices at
Umgungundlovu FET is in planning and project team is
in place
• A circular will be circulated to Colleges to request that
disputes with Provinces in the transfer of college
properties should be brought to the attention of DHET
CHALLENGES
• Alternative office accommodation for transferred
officials could not be secured in the 2015/16
financial year
• AET district officials to remain at district offices
• Delays in the finalization of community colleges
accommodation and governance structures
CHALLENGES
• Personnel files still in the provinces as the budget
will be available from April 2015
• Disputes between provinces and colleges in the
vesting of college properties
• Provinces indicating insufficient office
accommodation for transferred officials
CHALLENGES
• There were delays in securing new leased office
accommodation by DPW at the regions
• Irregular transfer of College properties by Provinces
• Lack of proper filling system in colleges
• Slow pace in transferring properties into the name
of the colleges
WAY FORWARD
• Protocol agreements will be sent to provincial HODs
from DHET for office accommodation and support
service arrangement at the provinces and districts
• DHET has commenced with the procurement of regional
office accommodation through DPW
• Transportation of personnel files from the provinces to
DHET Head Office will commence in March
WAY FORWARD
• DHET will assist Colleges in resolving
disputes over property ownership transfer
and a circular will be sent out to colleges
• DHET will assist colleges with the
implementation of the file plan
CONTACTS• Mr Phathela V:Facilities Management• 012 312 5688• 0761933291• [email protected]
• Ms Nosipho Makwetu• 012 312 5003• [email protected]
THANK YOU
LABOUR RELATIONS – STRIKE MANAGEMENT
JOHN SLATER
SECURITY
RICHARD ZUNGU / EUGENE NKHWASHU
SECURITY ADVISORY SERVICESPURPOSE: To ensure a safe and healthy work environment
FUNCTIONS:– Maintain security policy and legislation and develop security directives;– Develop threat and risk assessment of information and physical
infrastructure;– Conduct security awareness and provide advice;– Coordinate security screening, vetting and conduct security
investigations;– Coordinate and implement security plans and measures– Conduct vetting of SCM personnel;and – Support in investigations on examinations irregularities in line with policy
SECURITY ADVISORY SERVICESACTIVITIES AT COLLEGES SO FAR• EXAMINATIONS IRREGULARITES
INVESTIGATIONS• PROTEST ACTIONS BY STAFF AND STUDENTS• PROTECTION OF PROPERTY• SCREENING OF MANAGEMENT STAFF
SECURITY ADVISORY SERVICES• MINIMUM INFORMATION SECURITY REQUIREMENTS -
CORE RESPONSIBILITIESOverall responsible for security at the institution and to implement the national information security policy (MISS as approved by Cabinet on 4 December 1996)
1. Designate a senior staff member (in the case of a government department, at least at the level of director) as security manager for that institution to manage the security function at the said institution; provided that the head of the institution may, with the approval of the Agency, appoint a staff member at a lower level as security manager.
2. Establish a security component or support structure for the Security Manager.
3. Establish a security committee for the institution, comprising:
SECURITY ADVISORY SERVICES4. Establish a security component or support structure for the security manager5. Ensure that a security threat and risk assessment is conducted of the institution by the security committee (according to NIA guidelines in this regard). The threat and risk assessment must include:
• Identification of all critical assets, systems and services of the institution;
• Identification of the categories of information held by the institution that require protection against disclosure;
• Identification of security threats against the institution;• Identification of security vulnerabilities; and• Recommendations to address the identified vulnerabilities.
SECURITY ADVISORY SERVICES6. Ensure and oversee the development, implementation and maintenance of an internal security policy, as well as directives in connection therewith, for that institution that complies with all the requirements of the Minimum Information Security Standards:– Assign the responsibility to draft the security policy and directives to
the security manager and the security committee.– Ensure that the security policy assigns pertinent security
responsibilities and/or duties to specific officials, and that it provides for disciplinary and remedial steps in cases of transgressions or non-compliance.
– Ensure that the policy and directives covers all security disciplines effectively and sufficiently.
SECURITY ADVISORY SERVICES7. Ensure that Staff Members and Contractors with Access to Sensitive Information are Security Cleared.
– Determine and list the posts/positions for which incumbents need security clearances.
– Determine the levels of security clearances for each post (Confidential, Secret or Top Secret).
– Provide the above-mentioned information to SASA– Request NIA to subject incumbents and applicants for posts
(which require a security clearance) to a security competence investigation in terms of the MISS.
– Ensure that prospective contractors are security cleared before awarding the contract or before allowing access to the premises of the institution.
SECURITY ADVISORY SERVICES8. Ensure that security training and awareness programmes are implemented in the institution to sensitise employees and relevant contractors and consultants of the institution, about the security policy and directives of the institution and the need to protect confidential information against disclosure. These programmes must, as a minimum:• Ensure that every manager and supervisor briefs his or her subordinates
on the particular types of information that will be handled by them in that department, division, component or section that should be treated as confidential or secret and repeats this briefing at regular intervals;
• Ensure that individuals who have specific security duties receive appropriate training related to those duties; and
• Empower employees and contractors to evaluate information that they come into contact.
SECURITY ADVISORY SERVICES9. Ensure that employees and contractors, to whom the institution may have to disclose sensitive or classified information are informed on a need-to-know basis and are contractually bound to keep such information secret. This must include:• Directing of the legal advisers of the institution, when requested to
peruse or to draw up a contract with a supplier, to consider the necessity or otherwise of including a clause into the particular contract, that would place a contractual obligation on the said contractor and his or her employees to keep secret any sensitive information of the institution that may be supplied to the supplier; and
• Requiring staff members, who negotiate contracts on behalf of the institution, not to disclose sensitive information to would-be contractors during the negotiation phase, except where this is necessary for the purposes of the negotiations.
SECURITY ADVISORY SERVICES10. Consider the recommendations made in the threat and risk assessment and implement security measures in the most efficient and cost effective manner that will ensure that identified security risks will be reduced to an acceptable level. This must also include:• Reporting to the Agency, on an annual basis, on the risks
identified and the implementation of security measures to address the risks; and
• Reporting to the Agency, on an annual basis, on the categories of information held by the institution that require protection and the measures implemented to protect such information.
SECURITY ADVISORY SERVICES11. Implement measures to ensure the continuous monitoring of the compliance by that institution with the Minimum Information Security Standards, the internal security policy of the institution and any directives issued in connection therewith. Such measures include:• Conducting of internal security audits at the institution
(by the security manager of the institution);• Conducting of security audits by SASA; and• Addressing security vulnerabilities identified during
such audits.
EXPECTATIONS BY SA SERVICES • Security Policy• Standard Operating Procedures• Occupational health and Safety Policy (SHERQ) and
appoint manager• Security Management Plan• Contingency Plan• Job description of security manager and staff• Service Level Agreements with external service
providers for screening and vetting• Geographical location and Crime Analysis of the Area
CONTACT USNAME DESIGNATION CONTACT
MR RM ZUNGU DIRECTOR 012 312 5554 / 079 517 [email protected]
MR ED NKHWASHU ASSISTANT DIRECTOR 12 357 3973
MR D FOURIE ASSISTANT DIRECTOR 012 312 55 [email protected]
THANK YOU
Call Centre and Client Services
Mfanafuthi SithebeMfanafuthi Sithebe
A
Reception
Switchboard
Walk in centre Call Centre
social media
Website (webquery)
Presidential Hotline
Public Service Commission
Call Centre & Client Service
Guiding Principles
Setting service standards Providing information Openness and transparency Consultation Redress Information access
B
Batho Pele Service Delivery Charter
Physical interaction (Reception)
012 312 5911(switchboard)
0800 87 2222 (Toll Free)dhetfacebook@dhet4 (twitter)Mxit
17737(PHL Toll Free) or
Email: Presidenncy-dpme.gov.za
Fax: 086 681 0987 Public Service Commission 0800 701 701 (whistle blowing)
C
Platform/Networks
D
STRATEGIC OBJECTIVE
To serve as an entry point for all DHET client and/stakeholders
Be a face of the brand’ Department of Higher Education and Training
To guide institutions, students and communities towards the correct channels of communication
To be a vital point of reference for academics and management at all institutions
To be reliable source or information on post school education and training opportunities
E
SERVICE DELIVERY TIMELINES
24 hours Acknowledgement 48 hours Updated72 hours Resolution
F
FREQUENTLY ASKED QUESTIONS
Who qualifies for funding (NSFAS & Fundza Lushaka)and how to access it?
Steps for the authentication of qualifications for foreign use and evaluation of the foreign teachers qualification to teach in public schools and TVET Colleges
How to verify the registration status and accredited courseware of the Private TVET Colleges and Private Higher Education Institutions
How to enrol for learnerships programme? How to access discretionary and Mandatory grants (seta’s and NSF)?
Thank you
COMMUNICATIONS
FANIE NGOMA
Introduction
• Function Shift calls for centralized and coordinated planning • Decentralized implementation in select areas• Three Principal Communication Officers• Coordination, media monitoring & relations, CI management,
publications, messaging• Policy clarifications
Media Relations
The role of collegesEstablish and maintain relations with local media
Handle college-specific queriesAmplify policy prescripts pronounced by DHETKeep local media abreast Monitor and engage local media
Media engagement strategyThe strategy should;
(i) articulate national policy, (ii) position the college as an institution of choice and(iii) market the qualifications offered
Media Relations
Colleges role in media monitoring
Capacity and reach allows colleges to monitor local mediaFeedback to DHET on matters of National significance
(raised locally)Alert DHET of any recurrent issues in local media
Media Relations
Probable capacity challenges
Colleges may have limited budgets Limited numbers in personnelLimited or no equipment or resources e.g. TV, radio,
internetLimited to no media trainingRank levels to engage at higher level
Engagement
• To develop a NATIONAL annual events calendar• Colleges to align individual calendars yet have own calendar• Stakeholder engagement strategy remains in Ministry• National will continue to provide support and guidance on
events of national nature• When in full flight, Regional offices will partake throughout
organization and implementation of programmes
Engagement and Reporting
• Communications Unit is setting up a College Liaison • Colleges will be allocated to liaison officers• DPs Corporate can liaise with DDG Corporate
Coordinating Structures
A TVET Communicator’s Forum – Develop common messages– Share common challenges and common solutions– Exchange notes on best practices– College Head of Communication is delegate– Convene quarterly forum meetings
Thank you
QUESTIONS & ANSWER SESSION
WAY FORWARD
NADIA WILLIAMS
WAY FORWARD• Please workshop Circular 3 of 2015 – all staff clear
• Letters to be issued to all staff – joint signatures
• Deadline date – 30 March 2015
• Reconciling and loading of deductions – 1st 2 weeks in April
• Sessions on HR Admin Processes:– Appointments– Conditions of service (Benefits)– Leave Management– Terminations
WAY FORWARD• Current HR Policies and Procedures continue until
DHET National Policies finalised• Colleges to provide copies of HR Policies and
Procedures to HRG’s as soon as possible• Recruitment and Selection for all Persal posts to
follow process as current moratorium – write to DG requesting approval
WAY FORWARD• Processing of top-ups in interim at College level. Consultation on
Top-ups and Pensions Liabilities process to follow
• Payroll issues – 1st point of call is College HR (Colleges) and Directors (TVET & AET Units) for Provincial Staff
• Thereafter liaise with DHET HR Admin Team – 5 day turnaround time
• Presentations to be available on password protected website portal: http://www.dhet.gov.za/functionshift
• Username: TVET Portal• Password: Password@2015
• HRG’s in colleges will request information for DHET – support required (including MIG data inputs)
HR GENERALIST TEAM – CONTACT DETAILS9 HRGs
NAME COLLEGE ALLOCATION Email NumberAkhona Mayosi Letaba, Mopani, Vhembe, Capricorn, Lephalale, [email protected] 0824498117
Dudu Msibi Buffalo City, Lovedale, Ikhala, KSD, King Hintsa, Ingwe [email protected] 0739596928
Kgothatso Menyatso Umgungundlovu, Thekwini, Coastal, Elangeni, Umfolozi, Esayidi [email protected] 0845966161
Nonceba Ludidi Motheo, Goldfields, NC Urban, EWC, SWGC [email protected] 0832568048Nosipho Twala TSC, TNC, NC Rural, Maluti, Flavius [email protected] 0737296488
Orienta Masombuka CJC,Westcol, Orbit, Vusulela, Taletso [email protected] 0726380560
Lerato Mashiane Sekhukhune, Waterberg, Gert Sibande, Nkangala, Ehlanzeni [email protected] 0712243160
Brenda Berries Mthashana, Mnambithi, Majuba, EEC, Sedibeng [email protected] 084 6236199
Keith Bardens SCC, Northlink, Boland, CCT, False Bay, WCC, PE, EMC [email protected] 0825617114
4 Labour Relations SpecialistsJulianne Avis [email protected] 0828138919
Geoffrey Luwemba [email protected] 0723505040Lisolomzi Blani [email protected] 0828036826
Vacant DHET Liaison
Nozipho Chivizhe [email protected] 0727775800Nomabali Mbeje [email protected] 0826523308
HR Project ManagerRajesh Jock [email protected] 0843951522
KEY DHET CONTACTS – CORPORATE SERVICESNAME ROLE TEL NO. EMAIL
Ms Lulama Mbobo DDG: Corporate Services
(012) 312 6070 082 570 0175
Ms Bolekwa Maseti Director: OD & Training
(012) 312 5348 082 471 2358
Mr John Slater Director: LR & Employee Wellness
(012) 312 3517079 529 3887
Mr Fanie Reyneke Director: HR Admin
(012) 312 5477 072 800 9800
Ms Nadia Williams Director: HR Strategic Support
(012) 312 5882 079 462 7515
[email protected]@dhet.gov.za
KEY DHET CONTACTS – CORPORATE SERVICES
NAME ROLE TEL NO. EMAIL
Mr Sipho Ngcobo Director: GITO (012) 312 6301 082 925 8811
Mr Fanie Ngoma Director: National Media& Communications
(012) 312 5056 083 575 2039
Mr Vorster Phathela
Director: Facilities Management
(012) 312 5688076 193 3291
Mr Mfanafuthi Sithebe
Director: Call Centre & Client Services
(012) 312 5275
Mr Richard Zungu Director: Security Services Management
(012) 312 5544 079 517 5935