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

3

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

4

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

6

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

9

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• Phathela.v@dhet.gov.za

• Ms Nosipho Makwetu• 012 312 5003• Makwetu.n@dhet.gov.za

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 5939Zungu.r@dhet.gov.za

MR ED NKHWASHU ASSISTANT DIRECTOR 12 357 3973

Nkhwashu.e@dhet.gov.za

MR D FOURIE ASSISTANT DIRECTOR 012 312 55 22Fourie.d@dhet.gov.za

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

callcentre@dhet.gov.za

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, akhonam@hrtvet.co.za 0824498117

Dudu Msibi Buffalo City, Lovedale, Ikhala, KSD, King Hintsa, Ingwe duduzilem@hrtvet.co.za 0739596928

Kgothatso Menyatso Umgungundlovu, Thekwini, Coastal, Elangeni, Umfolozi, Esayidi kgothatsom@hrtvet.co.za 0845966161

Nonceba Ludidi Motheo, Goldfields, NC Urban, EWC, SWGC noncebal@hrtvet.co.za 0832568048Nosipho Twala TSC, TNC, NC Rural, Maluti, Flavius nosiphot@hrtvet.co.za 0737296488

Orienta Masombuka CJC,Westcol, Orbit, Vusulela, Taletso orientam@hrtvet.co.za 0726380560

Lerato Mashiane Sekhukhune, Waterberg, Gert Sibande, Nkangala, Ehlanzeni leratom@hrtvet.co.za 0712243160

Brenda Berries Mthashana, Mnambithi, Majuba, EEC, Sedibeng brendab@hrtvet.co.za 084 6236199

Keith Bardens SCC, Northlink, Boland, CCT, False Bay, WCC, PE, EMC keithb@hrtvet.co.za 0825617114

4 Labour Relations SpecialistsJulianne Avis juliannea@hrtvet.co.za 0828138919

Geoffrey Luwemba geoffreyl@hrtvet.co.za 0723505040Lisolomzi Blani lisolomzib@hrtvet.co.za 0828036826

Vacant DHET Liaison

Nozipho Chivizhe noziphoc@hrtvet.co.za 0727775800Nomabali Mbeje nomabalim@hrtvet.co.za 0826523308

HR Project ManagerRajesh Jock rajeshj@hrtvet.co.za 0843951522

KEY DHET CONTACTS – CORPORATE SERVICESNAME ROLE TEL NO. EMAIL

Ms Lulama Mbobo DDG: Corporate Services

(012) 312 6070 082 570 0175

Mbobo.L@dhet.gov.za

Ms Bolekwa Maseti Director: OD & Training

(012) 312 5348 082 471 2358

Maseti.B@dhet.gov.za

Mr John Slater Director: LR & Employee Wellness

(012) 312 3517079 529 3887

slater.j@dhet.gov.za

Mr Fanie Reyneke Director: HR Admin

(012) 312 5477 072 800 9800

reyneke.f@dhet.gov.za

Ms Nadia Williams Director: HR Strategic Support

(012) 312 5882 079 462 7515

nadiaw@hrtvet.co.zaWilliams.n@dhet.gov.za

KEY DHET CONTACTS – CORPORATE SERVICES

NAME ROLE TEL NO. EMAIL

Mr Sipho Ngcobo Director: GITO (012) 312 6301 082 925 8811

Ngcobo.s@dhet.gov.za

Mr Fanie Ngoma Director: National Media& Communications

(012) 312 5056 083 575 2039

Ngoma.f@dhet.gov.za

Mr Vorster Phathela

Director: Facilities Management

(012) 312 5688076 193 3291

Phathea.v@dhet.gov.za

Mr Mfanafuthi Sithebe

Director: Call Centre & Client Services

(012) 312 5275

Sithebe.m@dhet.gov.za

Mr Richard Zungu Director: Security Services Management

(012) 312 5544 079 517 5935

Zungu.r@dhet.gov.za