PUBLIC TECHNICAL AND

VOCATIONAL EDUCATION AND

TRAINING (TVET) COLLEGES

2015

What MIS collects

• Weekly Enrolment Monitoring Instrument (9 times).• Annual Survey.• Staff summary during March each year.• Quarterly Skills Accord.• Quarterly PICC (Presidential Infrastructure Commission Committee).• Ad-Hoc surveys:

• Masterlist of Institutions – Sites of learning (Satellites) – GIS • Hostels and number of students• Distance Education (staff and students)• Parliamentary requests

Why do we run surveys?

• It is a legislative responsibility of providing education information to

the education system as a whole, to support monitoring, planning

and decision-making processes.

• The Continuing Education and Training Act, No 16 of 2006,

section 45, indicates the duty of colleges to provide information.

• The Higher Education and Training Information Policy, No.

36973 Government Gazette, 1 NOVEMBER 2013, section 26.

• National Treasury allocates education resources based on this data.

• Education indicators on progress that DHET is making is calculated

based on this data.

Why is it necessary to collect accurate data?

• This facilitates the analysis of educational data on a national basis.

• This is done in order to evaluate the performance of the education

system in improving access, equity and quality.

• The collected data is used to monitor the efficiency with which

policies are implemented.

• The data collected from surveys will form part of the national MIS

database used to inform education policy makers and managers, as

well as providing valuable information to external stakeholders.

Some unacceptable practices

• Late submission of data

• Non-submission of data

• Incomplete or inaccurately tables/information

• Key tables that do not tally with the control

tables

Weekly Enrolment Monitoring

• First-time enrolments

• Returning students

• Headcount enrolments (Full- & Part-time)

• Number of subjects enrolled

• Details of students not assisted

• “Other Programmes” should be accumulative across the

submissions

Annual Survey

• Read and follow all the instructions in the survey form.

• Check the data on Table 2.5 against the weekly enrolment data submitted to

DHET and make sure they balance.

• Please Note: an individual staff information form must be completed in Section 4

for every staff member counted in Table 2.1.

• If experiencing challenges with the capturing tool (technical problems) please

send and email to ISCDsupport@dhet.gov.za.

• Make sure that data in submitted to DHET on time, that is on or before the

closing date.

Annual Survey (Continued)

Staff Summary

• Management staff according to Act: Principal and Vice-Principal(s) only.

• Data do not reflect this.

Skills Accord• Use only registered campus names as per DHET Masterlist of

Institutions.

Skills Accord - Continued• Format ID number field to “Number” and not “General”.

• Format ID to show a “13”- digit figure ONLY – unless it is a passport

number.

Skills Accord - Continued

• Use the latest version sent by DHET to ensure successful integration

into the National Database.

PICC (Presidential Infrastructure Commission Committee).

• .

Ad-Hoc surveys: Masterlist of Institutions –

Sites of learning (Satellites) – GIS • GIS Coordinates not the same for PICC, Masterlist request, Annual

Survey submission.

• List of Satellites incomplete and/or different in different requests.

• Non-response when requested to confirm list at DHET.

• Due date for number of staff and students per site per college: 8 June,

only 4 colleges responded.

Ad-Hoc surveys:

Hostels and number of students

• Inconsistent reporting, again different info on different requests.

• Only 20 colleges responded to this request.

• All 50 colleges always need to respond to all requests send by DHET

Distance Education

Ad-Hoc surveys: Parliamentary requests

• The due date and time for these queries and responses are not

negotiable.

• It Parliament or the Chief of Staff of the Minister sets a date, even I

need to comply with this.

• Yet, I need to beg colleges for a response and in some cases the

responses only came 1-2 weeks thereafter,

Signed declarations

• The principal is the Accounting Officer of a College and only he/she

must sign the declaration forms.

• Check that the data can be approved for submission before signing

the declaration.

• Be accurate in the staff details tables – there must be a staff details

form for each staff member counted.