GA-SEGONYANA LOCAL MUNICIPALITY TRAINING AND DEVELOPMENT/STUDY SCHEME POLICY

1. PREFACE

An organization must have a clearly defined strategy and policy that direct all decision, That is made in terms of training and development. This policy document addressesThese objectives.

1.1 The principal thrust of this piece of policy rests on a career promotion andProgression as well as vocational and educational training and development of employees of Ga-Segonyana Local Municipality.

1.2 Equally, it seeks to address the strategic orientation of employees towards Individual and collective responsibilities within the institution and theirrespective directorate.

2. DEFINITIONS

“study assistance” means an employee will be offered study assistance to study at a SouthAfrican university, Technikon or FET College or any other recognized learning institution by means of the further study scheme and who is contractually Bound to remain in the employment of the Municipality on completion ofSuch studies for a period determined in the contract.

“CAM” Corporate Admin manager

“HOD” means Head of Department

“IDP” means Integrated Development Plan

“JD” means Job Description

“MM” means Municipal Manager

“PDP” means Personal Development Plan

“SAQA” means South African Qualification Authority

“TNA” means Training Needs Analysis

“LGSETA” means the Local Government Sector Education and Training Authority

“SDA” means the Skills Development Act, No. 97 of 1998- as amended

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3. LEGISLATIVE ENVIRONMENT

3.1 The inception of the Skills Development Act (Act No 97 of 1998) and setthe legislative framework and policy approach towards the development and application of the Training and Development Policy for GA-SegonyanaLocal Municipality.

3.2 Obviously, there are other pieces of legislation and policies that give impetus andmeaning to the creation of the Training Development policy, forGa-Segonyana Local Municipality, like Labour Relations Act and many more.

4. POLICY OBJECTIVES

4.1 To provide a conducive workplace environment to offer training and development of the employees of Ga-Segonyana Local Municipality.

4.2 To provide a broad framework for the application of the training and development of the employees of Ga-Segonyana Local Municipality.

4.3 To impart the required and necessary skills transfer and knowledge to improve and increase productivity, labour mobility and performance of levels of employees of Ga-Segonyana Local Municipality.

4.4 To establish a pool of suitable candidates in order to support, inter alia, the Succession Plan.

5. POLICY GUIDING PRINCIPLES

5.1 The training and development of employees shall be provided through an in sourced and or outsourced basis depending on the nature and content of trainingneeds, internal capacity, financial muscle and requirements, its linkages to the institutional overall goals and many more.

5.2 The usage of external training providers shall be based on the accredited ones in terms of the requirements of South African Qualifications Authority (SAQA), however, deviation or variation may be considered under certain circumstances where applicable.

5.3 The acquisition and approval of training service providers shall be in accordance with the Municipal Finance Act and the Procurement Policy of Ga-Segonyana Local Municipality.

6. POLICY APPLICATION

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6.1 This policy shall apply to all the employees and councilors including to the accredited and government department capacity building programs provided by and/or on behalf of Ga-Segonyana Local Municipality.

6.2 Priority shall be given to employees from designated groups in order to enhance skills development in terms of employment equity measures provided for in the Ga-Segonyana Local Municipality Employment Equity Policy.

7. BROAD SCOPE OF TRAINING AND DEVELOPMENT FACETS7.1 These shall include the ones stated below, however, not limited:-

7.1.1 On –Job Training 7.1.2 Seminar, Conference and Workshops7.1.3 Learnerships, Skills and Training Program7.1.4 Vocational and Educational interventions 7.1.5 Other training and Development Initiatives7.1.6 The amount for the listed above should not exceed R3500-00 per event.

8. TRAINING AND DEVELOPMENT STRATEGIES 8.1 The Skills Development Act (Act No 97 of 1998) requires employers to use the

workplace as an active learning environment, provide employees with opportunities to acquire new skills, provide opportunities for new entrant s to the labour market to gain skill and experience, and employ persons who find a difficulty to be employed.

8.2 The above-stated strategies dictate that this said policy shall have to incorporate them in its application for greater benefits for the existing and future employees of Ga-Segonyana Local Municipality and the attainment of its organizational goals.

9. LEANERSHIP AND SKILLS PROGRAMS9.1 Learnerships and skills programs contribute to training and development by

combining structured learning with structured work experience to obtain an NQF registered qualification

9.1.1 Learnerships replace and “extend” traditional apprenticeship to non-trade learning areas and thus resulting in a SAQA registered qualification.

9.1.2 Skills Programs are smaller units of learning which are credit-bearing and may build credits towards a qualification.

9.2 The Ga-Segonyana is committed to providing learnerships and skills program which are:-

9.2.1 Diverse comprehensive in nature and content9.2.2 Consistent and in line with the objectives of the institutional needs9.2.3 Integrate education skills training and thus providing a work-based route to a

qualification

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9.2.4 Provide a lifelong learning that embraces prior learning and workplace experience

10.CAREER PROGRESSION 10.1 Career progression is a vocational pathway, which an employee can move to promote

his or her own development and organizational capacity and attainment of its set-goals.10.2 Career progression shall have to be developed within the strategic priorities of Ga-

Segonyana Local Municipality, however, does not need to be misconstrued with promotion rather as an instrumental and enabling tool for easy movement within the organization.

10.3 The Ga-Segonyana Local Municipality shall10.3.1 Ensure that education and training provision is within the identified career path10.3.2 Assist employees to arrive at a correct decision to choose the career path and

opportunities10.3.3 Provide study assistance to official within its financial capacity as part of social

responsibility and with a view to make provision for future needs of the organization

11.TRAINING COMMITTEE11.1 A training committee shall be established by Ga-Segonyana Council through its duly

authorized Portfolio Committee as required by the Skills Development Act, (Act No 97 of 1998) to provide, inter-alia, the provision of training courses as well as needs within the broad guiding framework.

11.2 The Training Committee shall comprise of the Chairperson of the Human Resources Standing Committee, Councillors of the Human Resources Standing Committee , 1 Representative per Directorate, 2 representatives per union and Manager Corporate Admin and Skills Development Officer as permanent members.

11.3 The Chairperson shall preside over all meetings of the Training Committee, if absent delegate to any of the two Councillors with the Skills Development Officer providing secretariat support and record keeping.

11.4 The Skills Development Officer within the Human Resource Department shall act as a Skills Development Facilitator with the approval of Ga-Segonyana Council as dictated by the Skills Development Act (Act No 97 of 1998).

11.5 Equally the Deputy Corporate Admin Manager shall be responsible for the administrative and operative coordination of the training process and training programs of Ga-Segonyana Local Municipality.

11.6 Also the Deputy Corporate Admin Manager together with the Skills Development Officer shall provide advice and assistance on training activities to the Training Committee in consultation with Departmental Heads, Union Representatives and general employees.

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12.FUNCTIONS OF THE TRAINING COMMITTEE 12.1 The training committee shall have to ensure that the Workplace Skills Plan of Ga-

Segonyana Local Municipality is in plan and implemented thereof in line with the strategic objectives of its IDP.

12.2 It shall have to assess the impact and relevance of training provision and development programs for Councillors, Employees and Ward Committees in line with the strategic objectives of the IDP of Ga-Segonyana Local Municipality.

12.3 It shall further evaluate the meeting of Employment Equity as well as Workplace Skills Plan Targets as set out in the Employment Equity Plan and Work Skills Plan of Ga- Segonyana Local Municipality.

12.4 It shall through the Deputy Corporate admin Manager develop and submit training and development reports to the Corporate Services Portfolio Committee for consideration and assessment.

13.TRAINING PROCEDURE FOR COUNCILLORS13.1 Invitation for training will be send to the Speaker’s office13.2 Office of the Speaker will verify and obtain certificate of accreditation from service

providers before sending Councillors to such training13.3 Speakers will nominate and inform Councillors who should attend13.4 Nominations of who should attend will be based on Councillors serving on the

relevant portfolio Committee.13.5 Office of the Speaker will notify Skills Development Officer of those arrangements so

as to update the Work Skills Plan.13.6 Report of training, seminar, workshop attended will be forwarded to the office of the

Speaker

14.TRAINING PROCEDURE FOR OFFICIALS 14.1 Invitation for training will be send to Heads of Departments14.2 Upon receiving an indication that official will attend 14.3 Skills Development Officer will verify and obtain Certificates of accreditation from

service providers14.4 Invitation for training and accreditation letter will be attached on the claim when

forwarded to the Municipal Manager for approval.

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STUDY ASSISTANCE POLICY

1. INTRODUCTIONThe assistance is adopted to provide employees the opportunity to acquire further qualifications to enable them to provide more professional service to the Municipality.

2. APPLICABILTY OF THE POLICYThis policy applies to Officials and Councillors of the Ga-Segonyana Local Municipality.

3. OBJECTIVES3.1. The objectives of this policy document is to create a pool of adequately trained and

readily available personnel and councilors within the Municipality, thereby enhancing the organisation’s ability to adopt and use technology to enhance the organisations competitive position and improves employee morale.

3.2. To ensure uniform procedure to all employees of the Ga- Segonyana Local Municipality with regard to further studies.

3.3.To afford employees the opportunity to further their skills.3.4. To encourage employees to acquire qualifications and skills.3.5. To develop and empower staff to expand their career prospects within the Ga-

Segonyana Local Municipality and other public sector institutions.3.6. To ensure uniformity in granting financial assistance with regard to further studies.

4. BUDGET4.1 The annual training budget as well as grants received from LGSETA must provide for the training need of the Municipality.4.2 Training courses and funding provided by the Provincial and National Department of GOHSTA must also be accessed.4.3 The Skills Development Officer is responsible to make enough provision in the budget for study assistance.

5 PRINCIPLES 5.1 Procedure

5.1.1 The applicant shall complete an application form obtainable from the office of the Skills Development Officer and submit it together with his/her PDP and JD to the immediate supervisor for recommendation.

5.1.2 All applications shall be recommended or authorized by Head of Department according to the delegation of authority. Employees shall use the grievance procedure in the cases of dissatisfaction with application that has been turned down by the supervisor/HDO.

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5.1.3 The supervisor HDO shall consider the application based on the following:- Current skills gap and skills requirements of the position they are

currently occupying Employees Personal Development Plan (PSP) Progress report on previous studies

5.1.4 The supervisor/HDO shall refer the application to the CAS by the cutoff date or as per local requirements of the institutions.

5.1.5 The CAS shall acknowledge receipt of the application within one (1) day of the receipt thereof.

5.1.6 The Corporate Admin Manager shall submit application to the Municipal Manager for consideration. The Municipal Manager shall consider and approve all further study scheme applications, for the following categories:-

Secondary Qualifications (Grade 10-12); Undergraduate Qualifications; Post graduate Qualifications; Business School Qualifications

5.1.7 Once the Municipal Manager has approved the request for further studyHe/she shall forward the application to the CAS for administrative controls and processing.

5.1.8 The Skills Development Officer shall advice the applicant in writing of the decision of the Municipal Manager and attaches the Study Scheme Agreement for the signature.

5.1.9 The Skills Development Officer shall request a cheque from Finance Department and ensures that the applicant signs for acknowledgement thereof.

5.1.10 The Skills Development Officer shall open a: Further Study Files” for the employee. The following documentation shall be placed on this file:-

Copy of approval letter to the employee; Completed form PDP and JD; List of prescribed books; Proof of payment to institution; Summary of payments made in a study year; Examination roster and results; Copies of leave of application forms; Other cost within Further Study Agreement Policy.

5.1.11 Section 56 employees and Councillors will be entitled to study assistance within five years term of their office.

5.1.12 All payments shall be made to the institution on receipt of an official account/invoice.

5.1.13 Criteria for further Study Bursary Scheme

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SUBJECT CRITERIAEligibility of Application Full-time employees, Section 56 and Councillors of

Municipality (also applicable to employees completing their probation period).

Meet the registration requirements of the providing institution.

Meet course specific requirements. Appropriate to Municipal objectives as well as Employee Career Path in the Municipality, (Personal Development Plan)

Meet any requirements that Council may have in terms of academic, merit and leadership potential.

Continuing Assistance Satisfactory reports in respects of courses undertaken:

Acceptable work performance: examination results shall be handed in at Human Resources

Will also be aimed at course and subject hoppingStudy Direction In accordance with schedule of approved study

directions/line of study by Council. Supports anticipated career path. Enhances knowledge, intellect or expertise. Critical skills needed in functions Linked to PDP.

5.2 Contractual Liability and Service Obligation 5.2.1 The employee will be required to enter into an agreement with the Ga-

Segonyana Local Municipality for admission to the Study Scheme and to remain in the service of the Ga-Segonyana Local Municipality for a period equal to which study assistance was granted. (see annexure A )

5.2.2 An employee shall not leave the employment of Council for a period of one (1) year, commencing on the first day of the month in which he/she obtains the qualification. This entail that after a successful completed study year, the beginning of the following study year (whilst still having a bursary) shall be seen as the first year of the work-back period.

5.2.3 In the case of block releases an employee shall not leave the employment of Council for a period of one (1) year if special leave of up to and including twenty six (26) weeks of the year was granted to attend classes or experiential training.

5.2.4 In the case of block releases excess of twenty six (26) weeks special leave granted to attend classes or experiential training, an employee shall not leave the employment of Council for a period of two years.

5.3 Special Leave/Sabbatical Leave/ Practical / Block Releases/ Attending Classes

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5.3.1 An employee shall be granted special leave for compulsory contact session, block releases and experiential training.

5.3.2 If the special leave that has been granted for study purposes is less than twenty six (26) weeks per year, it shall be written off on pro rata basis over a period of one (1) year. If special leave has been granted for more than twenty six (26) weeks per year, the same principle shall apply but shall be written off on pro rata basis over a period of two (2) years

5.4 Failure to Complete Studies5.4.1 Should an employee fail a subject, be refused permission to write a subject or

did not sit for the exam of a specific subject which he/she was registered for, it shall be expected that he/she shall register the same subject at his/her own cost.

5.4.2 Study leave shall be granted to an employee only once per subject failed per diploma/degree.

5.4.3 Study leave shall be granted for any supplementary examination granted, if applicable.

5.4.4 Should an employee fail to complete his/her studies within the applicable time frame as set by the institution, it shall be expected of the employee to pay back to Council all monies of subjects or courses failed/permission refused to write/exams not written. Subject(s) passed shall be calculated against a pro rata period of one (1) year towards his/her service obligation.

5.4.5 Any repayment back to Council shall be paid as follows:-5.4.5.1 R600-00 : 6 months5.4.5.2 R600-00 to R1200-00 : 12 months5.4.5.3 R1200-00 and more : minimum R300-00 per month

5.4.6 Interest shall be paid at prime/bankers rate of Council on repayment of a study scheme.

5.4.7 If an employee failed a registered course/ subject, provided that proof is given of re-registration for the subject/ course, the amount shall be waived for a period of three (3) years.

5.5 Failure to Complete Service Obligation5.5.1 If an employee leaves the service of Council before his/her service obligation

period has been completed, the amount owing shall be immediately payable or deducted from his/her pension fund contribution/leave day’s payment.

5.6 General5.6.1 Council shall assist employees with prescribed text books for registered

subject/courses only.5.6.2 Study equipment shall be for the account of the employee.

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5.6.3 Double registration for different courses and/or registration at other institutions shall not be covered by this scheme.

5.6.4 Completion of a Diploma/Degree/Certificate shall not automatically lead to expectation of promotion or any kind of incentive by Council.

5.6.5 Council shall not pay for remarking of papers.5.6.6 All cost such as travel and subsistence and accommodation shall be for the

account of the employee.5.6.7 That council will pay 80% of tuition fee and 20% will be paid by employees after

submission of proof of registration.

Assessment by Head of Department

NAME: ……………………………………………………………………………………………………………………

DEPARTMENT: ……………………………………………………………………………………………………………………

STUDY COURSE: …………………………………………………………………………………………………………………

INSTITUTION: …………………………………………………………………………………………………………………..

The following evaluation of the proposed course, institution and potential value to be added should be noted:

COURSE:

Please evaluate on scale 1 to (5 is most positive)

Relevant to employee’s current position and/or future development

Contribution to development of knowledge and skill

INSTITUTION:

Responsiveness to needs of employee

Contribution to development of knowledge

Recommended to municipal employees

POTENTIAL VALUE TO BE ADDEDEmployee 1 2 3 4 5

Supervisor/ HOD 1 2 3 4 5

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1 2 3 4 51 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

6 APPEAL MECHANISMIn the event of the employee being dissatisfied with any decision taken in terms of this policy, the normal grievance procedure may be followed.

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TABLE OF CONTENTS

1. Preface Pg.12. Definitions3. Legislative Environment Pg.24. Policy Objectives5. Policy Guiding Principles6. Policy Application7. Principles Pg.3 - 68. Broad Scope of Training and Development Facets Pg.69. Training and Development Strategies Pg. 710.Learnership and Skills Programs11.Career Progression12.Training Committee Pg.813.Functions of the Training Committee14.Training Procedure for Councillors Pg.915.Training Procedure for Officials16.Appeal Mechanism Pg.1017.Attachment Pg.11

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TRAINING AND DEVELOPMENT/STUDY SCHEME POLICYPolicy Status ReviewDate of First Approval

2008-05- 22: Council resolution that policy be approved as a draft policy.

Date of First Implementation

2008- 05-22

Date Last AmendedDate of Next ReviewPolicy Benchmark and References

Skills Development Act, No. 97 0f 1998.

Stakeholders Consulted

LLF:……./…../20…… Executive Committee: ……/…../20……. Standing Committee: …../…../20……. Council: ……/…../20……..

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ANNEXURE A

STUDY ASSISTANCE AGREEMENT

Between

Ga- Segonyana Local Municipality(the employer)

And------------------------------------------

(the employee)

It is hereby agreed between the parties that:

1. The employer shall grant the employee financial assistance for the purpose of enabling the employee to undertake the following course of study:COURSE: ……………………………………………………………………..INSTITUTION: ………………………………………………………………YEAR OF STUDY: …………….

2. The financial assistance granted in terms of clause 1 above to the employee shall be in the form of a Municipal Study Assistance of R …………………., ………. made as follows:

SUBJECT: …………………………………….. FEES: ……………………… TOTAL: ……………………………..

3. The employee, presently employed as a ……………………………………………………………………. in the ……………………………………………………… Department, hereby agrees to fulfill the conditions as set out under clauses 4 – 10 of this agreement.

4. To give satisfactory proof of enrolment for the abovementioned course of study.5. To observe the rules of the abovementioned institution.6. To furnish the Municipality with a certified copy of the employee’s examination results in

respect of any intermediate as well as any annual examinations within a period of one month after such results have been released by the institution.

7. Service obligation. See clauses 5.2. and 5.5. of the Study Assistance Policy.

7.1. To serve the Municipality upon having obtained the abovementioned qualification for a minimum period of one (1) year.

7.2. In the case of block releases an employee shall not leave the employment of the municipality for a period of one (1) year if special leave of up to or twenty six (26) weeks of the year was granted to attend classes or experiential training.

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7.3. In the case of block releases in excess of twenty six (26) weeks special leave was granted to attend classes or experiential training, an employee shall not leave the employment of the municipality for a period of two (2) years.

7.4. In the event of the employee’s service with the municipality being terminated for whatever reason before his/her service obligation period has been completed, the amount owing shall be immediately payable or deducted from his/her salary, Pension Fund contributions or leave days payment.

8. To authorize the Manager Financial Services (CFO) in the event of the employee’s services with the employer being terminated for any reason, to deduct from any monies which may become due to the employee on termination of services, the difference between any amounts already paid by the employee in terms hereof and the total amount of such Study Assistance.

9. To refund the employer the full amount of such Study Assistance advanced to the employee should he/she fail to complete the course of study.Now therefore, the parties also further agree:

10. That other than the first payment, further payments by the employer shall be made only upon receipt from the learning institution, proof that the employee’s progress has been satisfactory in all subjects.

11. That upon successful completion of the course and having served the employer for a period of one year, the sum of all monthly repayments deducted from the employee’s salary will be refunded to the employee in the form of a bursary.

12. That the cost of repeating any course, year, subject shall be at the employee’s expense. See clause 5.4.

SIGNED at _______________ this ____ day of ___________________ 20___ .

AS WITNESSES

1. ________________________

2. _________________________ _______________________EMPLOYEE

SIGNED at _______________ this _____ day of ____________________ 20 ____.

AS WITNESSES

1. ________________________

2. ________________________ ________________________EMPLOYER

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