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Appendix A - SERVICE DEFINITION

BANKSETA

Recruitment Services - Learners - including disabled

Version 7

Generated on 11/30/2015

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This document was generated by iSSM version 1.9.86

Concise Consulting Services (Pty) Limited of 19

SERVICE DEFINITIONThis document defines the complete service delivery scope for the BANKSETA's Recruitment Services - Learners function at various regions. This document must be read in conjunction with the Service Levels Annexure, which defines the specific details of service delivery and how it is measured. For purposes of this Service Definition (SD) the Recruitment Services - Learners function is divided into the following functional areas: Learner Recruitment and Selection - Describes the requirements related to Learner Recruitment and Selection.The following figure depicts the layout of the Service Definitions together with a general explanation of the intent and use of each section of the Service Definition table:

# Service Description Service Provider Responsibilities

BANKSETA Responsibilities

Task - General description of the task, which together with the other tasks in this section describes the functional area.

A B C D E

Explanation: Line 1 (Dark grey) – Header repeated on all pages. Line 2 (Light grey) – Task name and task description. Repeated for every task in the functional area. Service Definition consisting of the following sections:

A – Cross reference to accompanying Service Levels and Business Metrics (BM). B – Service Element name. Where the Service Element contains more than one Service Definition this field is left blank

for the second and subsequent Service Definitions. C – Service Element description. A description of the Service Element including pertinent information on internal and

external influences on the rendering of the service. Where the Service Element contains more than one Service Definition this field is left blank for the second and subsequent Service Definitions.

D – A detail description of Service Provider’s responsibility in the rendering of this service and a detail description of any relevant 3rd party’s obligations and responsibilities in rendering this service.

BANKSETA - Recruitment Services - Learners Commercial in Confidence Printed 2023/05/05SourceIT™ Service Definitions – © 1999 – 2016 iSource

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E – A detail description of BANKSETA's retained responsibilities in the rendering of this service.It is important to note that the format and layout of this document is part of the SourceIT™ methodology which is owned by iSource Investment Holdings (Pty) Limited (iSource) and employed by Concise Consulting Services (Pty) Limited and that no part of it may be used or altered without express written consent from iSource.


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1. LEARNER RECRUITMENT AND SELECTIONDescribes the requirements related to Learner Recruitment and Selection.



Project Management - Describes the requirements related to Project Management.

LE1 Project Management

Describes the requirements related to Project Management.

Service Provider will provide the following services:

Submit a project plan with detailed activities and timelines. The plan must take the following into consideration:

All legal requirements must be met including the adherence to sectoral determinations when completing learnership applications and related documents, as well as Department of Trade and Industry (DTI) requirements for support documentation.

It should produce

BANKSETA will provide the following services:

Plan is signed off or referred back for amendments by BANKSETA within 5 working days of receipt.


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suitable learners, matching the agreed upon criteria.

Learner Recruitment & Selection - Describes the requirements related to Learner Recruitment & Selection.

LE2 Recruitment Sourcing Strategy

Recruitment strategy refers to a detailed description of how learners will be recruited.


Learners are sourced through:

word of mouth

exhibitions placed at various Universities and FET / HET colleges

related organisations that provide specific databases and services (such as graduate databases and societies representing vulnerable groups such as disabled)

public advertisement and community centres.


Scrutinise the list of sources before sourcing process starts to ensure suitability of sources.

Sourcing Strategy is signed off or referred back for amendments by BANKSETA within 5 working days of receipt.

Submit advertisement upon awarding of contract.

Provide application forms upon awarding of contract.

Provide indication of number of learners per province upon awarding of contract.


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All legal requirements must be met, such as:

Certified copy of SA ID document.

Certified copies of qualifications.

Source suitable learners, matching the agreed upon criteria and quantity specified.

The minimum agreed upon entry requirements for the relevant learnership programmes must be adhered to. All learners recruited must be unemployed and under 30 years of age.

Advertisements to be published in at least one national newspaper as well as in regional newspapers where appropriate. The frequency of


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advertisement placement(s) will be dictated by meeting the regional target and on a case-by-case basis. Where advertisements have been placed, original proof of same will be required for audit purposes.

Provide input into the advertisement and make necessary changes as approved by BANKSETA.

Provide input into application form and make necessary changes as approved by BANKSETA.

Learner breakdown needs to meet minimum National Skills Development Strategy requirements: 85% black, 54% female and 4% disabled.

Active recruitment must


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be used. In addition learners must be sourced through public advertisement and through word of mouth. Learners recruited through word of mouth may not exceed 50%.

Learners recruited for a learnership must meet the agreed upon minimum entry requirements for that learnership.

Publish advertisements according to the project plan.

Proof of engagements with relevant institutions and organisations e.g. universities etc. as per TOR.

Proof of exhibitions at relevant institutions and or organisations as per the terms of reference.


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Provide input into learner criteria and make necessary changes as approved by BANKSETA.

Recruitment must be national in accordance with the breakdown of where learners will be placed.

Provide sufficient telephone and fax lines to accommodate response / requests from applicants.

Use of an on-line learner management system, in order for real-time learner applications to be viewed.

Provide the BANKSETA with a database of all potential applicants, over-and-above the ones that meet the criteria for the programme.

LE3 Screening and short listing of

Screening refers to matching candidates against the selection criteria provided by




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Candidates the BANKSETA. All documents, facilities and processes used in the recruitment and selection process must be approved by the BANKSETA before it may be used. These may include, but is not limited to venues, advertisements, application forms, interview instruments.

Include qualification entry requirements in the screening process.

The screening should produce suitable learners matching agreed upon criteria in that learners must be able to cope with engaging in the employer environment.

Provide BANKSETA with a before screening list and an after screening list of candidates.

Make provision for a

Confirm with service provider the agreed upon selection criteria for all Learnerships and other Youth Development initiatives (refer to Appendix D - Candidate selection criteria).

Approve the application form and interview questions/assessments.

Provide the service provider with placement numbers in provinces per learnership as agreed by BANKSETA and Steering Committee members.


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disclaimer to unsuccessful candidates.

Submit fortnightly/weekly reports in the agreed format to the BANKSETA on progress.

Learners with Disabilities will be confirmed on an individual basis and needs to be discussed with the BANKSETA before final selection.

The recruitment provider must also provide the possible risks in the recruitment and these must be mitigated.

LE4 Select suitable candidates

The selection process needs to include a structured interview as well as an assessment. Suitable candidates need to be informed of employment practicalities. The selection process may require collaboration with the Selected Service Provider to include the pre-enrolment


Ensure the selection process includes a structured interview as well as an assessment tool/s that will assess at least, but not limited to


Provide the service provider with a list of practicalities affecting the learner e.g. placement, transport etc.


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assessment of the Service Provider.

the following:

Trainability and Aptitude

Numeric skills

English literacy

Verbal skills

Motivation and Attitude

Collaborate with the Selected Training Provider and the BANKSETA, during the selection process.

Include both a credit and criminal check for pending claims and judgements. Identity and qualifications must be verified.

Scrutinise the structured interview and choice of methodology and instrument of assessment for suitability before the interview process starts, and sign-off accordingly.

Indicate the dimensions/competencies that will be assessed by the tools/s.

BANKSETA reserves the right to attend interviews and/or quality assure any of the recruitment processes as required for quality assurance purpose.

BANKSETA to provide checklist of what is to be included in learner file.

Be responsible for the REDS checks.

BANKSETA will provide the service provider with an information pack for


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successful learners.

LE5 Final recommendation of candidates

Describes the requirements related to final recommendation of candidates.


Provide BANKSETA with an interview summary in relation to each candidate.

Notify all short-listed candidates of the outcome.


Jointly finalise the required list of learners according to agreed criteria.

Administrative Duties - Describes the requirements related to Administrative Duties.

LE6 Recruited learners' details

Describes the requirements related to Recruited learners' details.


Ensure that the recruited learners' details will include a document reflecting the demographic and geographic details of all successful learners as well as the supporting documents for each learner.


Provide the service provider with the prescribed format for learner details as well as a list of required supporting documents.


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Provide the details for successful learners to Learner Admin & Support Agency as per project plan.

Provide the BANKSETA with specific information on learners with disabilities as required.

All learner files must be provided to the relevant host employers in the agreed format

LE7 Replacement of Learners

Describes the requirements related to replacement of Learners.


Ensure that the provider has an additional pool (at least 12% of total group per region) of learners meeting the criteria available to provide replacements.

Ensure that Learner replacements are match for match.


Notify the service provider immediately when and where a replacement is needed.


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LE8 Reporting Describes the regular reports and attendance at monthly service provider meetings to review progress and status of the project.


Provide the BANKSETA with an interview schedule advising venue, date and time of recruitment of candidates for audit requirements.

Jointly agree on the template to be used.

Provide reports to BANKSETA on progress and status of project, as determined by BANKSETA.


Jointly agree on the template to be used.

LE9 Data Capturing

Describes the requirements related to Data Capturing.


Capture Learner data accurately.

Provide access of database to the BANKSETA and Steering Committee.


Provide the template for learner data.


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Learner data to be forwarded to Learner Admin and Support Agency.

Disabled Learners - Describes the requirements related specifically to the recruitment of disabled learners

LE10 Medical and Clinical Assessments

Describes the inclusion of the services of an Occupational Therapist and/or Clinical Psychologist to work with the recruited and placed learners throughout the project.


Conduct Medical and/or Clinical and/or Psychological investigations to determine the extent of the learner's disabilities and thereby providing the advice on the type of reasonable accommodation that will be required.

Provide suggestion on assistive devices required by learners to increase their productivity in the workplace, such as installation of Jaws software for partially sighted learners etc.


Advise on which learners should undergo either Medical, Clinical or Psychological investigations and tests

Jointly agree on the assistive devices that need to be procured for affected learners.


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LE11 Conduct Accessibility and Accommodation Audits (OPTIONAL)

Describes the requirements related to assessment of the workplace to determine the readiness of the workplace to accommodate the requirements of learners with disabilities and advising the employer on what needs to be done to prepare the workplace.


Conducting Access, Environmental and Barrier Audits to determine the readiness of the workplace prior to placing the recruited learners. Audits of this nature include, but are not limited to:

Interpersonal skills requirements - communicating with colleagues

Ergonomic assessments for specific learners recruited (adaptability and mobility in the workplace)

Workplace audit - training room facilities, work stations

Parking and Transport


Jointly agree on the modifications that need to take place at the host employer site.


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Access to the building

Bathroom facilities

Canteen or kitchen facilities

Job analysis - physical and intellectual demands of a job

Conform to the high level project plan.

Conduct assessments and advise / make recommendation on the types of workplace modifications that need to take place, before learners are placed at employer host site.

LE12 Monitoring and feedback (OPTIONAL)

Monitoring the extent to which the disabled learner is adjusting to the workplace; and providing relevant individual feedback to the BANKSETA and participating employer, to address any


Conform to the high level project plan.

Conduct on-going


Jointly agree with the host employer on the additional requirements that need to be implemented in order to


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escalated concerns as they arise. The period of review will be agreed to by the sector participants for the duration of the learning intervention.

assessments of learners to determine if they are coping with the requirements of the job as well as if they are engaging with their colleagues to ensure team targets and outputs are met.

encourage that the recruited learner adjusts well. Such interventions may include coaching, mentoring, performance management or additional training.

LE13 Sharing best practice policies and procedures on how to accommodate people with disabilities (OPTIONAL)

Describes arranging on-going forums with registered employers within the broader banking and microfinance sector, to share knowledge on how best to accommodate people with disabilities in the workplace.


Run sessions to address specific questions on how to improve access to employment opportunities for disabled people.

Prepare on-going "sound bites" that can be shared with the sector on best practice recruitment methodologies for sourcing people with disabilities.


Provide a forum where service provider can share these best practice concepts on how best to accommodate people with disabilities in the workplace.


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