Education, Training And Development Policies

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• Appointment In An Acting Capacity Policy - Objective

  The objective of this policy is to outline guidelines for the appointment of employees into acting positions and the granting of acting allowance.
  
  An acting allowance is a non pension-able allowance paid to an employee who is appointed by the Municipality management to act in a higher position than his or her own.

• Policy

  (1) All employees are contractually bound to flexibility including multi-skilling, multi-tasking and mobility, subject to reasonable and prior consultation. Acting allowances are not paid for flexibility as such, but only where an employee operates for a defined minimum period in a senior position to their normal role;
  
  (2) Before an employee commences their duties in an acting position, a letter is issued by Human Resources to the acting employee detailing the acting individual's roles and clarifying responsibilities;
  
  (3) The qualifying period for the purpose of this policy shall mean a continuous period of ten (10) days, and shall include any public holiday falling within this period;
  
  (4) When the qualifying period is broken by absence from duty for a period of one day or more, and the Municipal Manager is satisfied that such absence has been caused by circumstances beyond the control of the acting employee, the qualifying period shall not be regarded as having been broken if the acting employee in the aggregate acted for no less than three (3) days; and
  
  (5) An acting employee who takes leave of any kind shall be paid an acting allowance up to and including the last working day before proceeding on leave and from the day on which they return from leave.

• Payment

  (1) In determining the amount of acting allowance to be paid, it is also taken into account that the appointment to act in a position higher than that which the employee currently occupies, offers an opportunity to enhance training and development at a higher level;
  
  (2) An acting allowance shall be paid from the first day to the last day of the acting appointment including public holidays; and
  
  (3) If in a senior position where a senior member of the organisation acts in the position of another of equivalent rank, no acting allowance shall be payable.
  
  (4) In all other instances the acting allowance paid shall be determined as follows:

  • When an employee is appointed to act in a certain higher position, a non-pensionable acting allowance, which is the difference between the employee's current salary and the minimum salary for the acting level shall be paid at the end of the acting period or on each pay day falling within the acting period; and
  • The overtime rate for an acting employee during the acting period, if applicable, shall be based on their remuneration exclusive of the acting allowance.
  • Restriction of levels in an acting capacity shall be resolved by Council, in response to motivation from the Head of Department on a case-by-case basis.

• Limitation

  No employee will act in a higher position for a continuous period exceeding six (6) months unless authorised by the Full Council in conjunction with the EXCO.

• Training And Development Policy - Objective

  The objective of this policy is to promote education and training in the organisation. To empower all employees, councillors and community members, especially people from all designated groups as per the Skills Development Act, Employment Equity Act, and the Basic Conditions of Employment Act.

• Policy

  The types of training courses and the development thereof will be determined by the Municipality. All education and training will be needs-based from the municipality's point of view. Employees are encouraged to become involved in their personal development, to manage their own careers by indicating to their supervisors their training needs requirement.
  
  The provision of training and development should include the Councillors and must be extended to community members for empowerment purposes. The recruitment of trainees should be confined to the boundaries of  the Sisonke District Municipality.
  
  The Municipality recognises that its human assets are its most vital resource and is therefore committed to ensuring that all employees receive appropriate education and training:
  
  - To enable to meet the requirement of their present jobs.
  - To cater for personal development and the attainment of national qualification
  - To enable them to make the most of their ability.
  
  Employees are encouraged to take advantage of all development opportunities that are available to them.
  
  - The Human Resources Manager will assume overall responsibility for:
  
  a) Implementation of this policy.
  b) Co-ordinating all training and learning activities throughout the organisation.
  
  Every departmental head is responsible for the training and development of his or her staff.
  
  Whilst recognising the need for individual training and development, management wish to emphasise that education and training should be tailored to contribute to achieving the goals of the organisation. As a rule, only SETA accredited service providers will be appointed by the municipality.
  
  In addition to training to enable employees to become competent at their jobs, the organisation will pay particular attention to specific training and learning arising from internal or external pressure of the business, i.e. legislation e.g. labour laws.
  
  The Municipality believes that its employees should be empowered through training and education to become better South African citizens for the good of the country as well as the Municipality.

• Employee Training And Education Policy - Objective

  The objective of this policy is to define the types of training that are applicable in order to achieve above mentioned training and development objectives of the Municipality.
  

• Policy

  The three types of training and education are: -
  
  a) Internal staff training programmes
  b) Municipality sponsored external training programmes
  c) External institution courses for tertiary education for employees and councillors
  
  It is expected that a Human Resources Manager will be empowered to manage, co-ordinate and budget for all training and education within the Municipality.
  
  A. In-House Training Programmes
  
  The Municipality shall from time to time organise programmes for training of employees. Such programmes shall either be for the whole Municipality, departments or individuals as appropriate.
  
  The costs of such programmes will be borne by the Municipality and no agreements are required between the Municipality and the employees.  Managers may approach the Skills Development Facilitator to suggest appropriate programmes to be incorporated into the overall training and education curriculum.
  
  Municipality Sponsored External Training Programmes
  
  The Municipality shall from time to time organise programmes for training of employees by external educational institutes/consultants.
  
  Such institutions/consultants shall be chosen at the discretion of the Municipality having fairly evaluated the competencies and appropriateness of the institution/consultant and the costs of the programmes. Such programmes should be for the whole Municipality, departments or all employees as appropriate.
  
  The costs of the programmes will be borne by the Municipality and no agreements are required between the Municipality and the employees. Managers may approach the Skills Development Facilitator to suggest appropriate programmes to be incorporated in:
  
  External Institution Courses For Individuals
  
  Such courses shall be concluded where: -
  1. An employee approaches a Manager for consideration of a course;
  2. A Manager suggests to an employee their participation in a course; or
  3. The Municipality requires an employee to attend a course.

  Such courses will be concluded under two different categories:
  a) As a bursary in terms of the Bursary Agreement or,
  b) As a loan to the student in terms of the Student Loan Policy.

  Bursary & Study Loan Policy

  
  Guidelines
  The objective of this policy is to: -

  • To encourage career development of employees through further education.
  • Self-development activities are encouraged provided that they are along the lines regarded as beneficial to the Municipality by management.
  • The Municipality would provide financial assistance to employees who wish to improve themselves through formal courses of study.
  • Employees will qualify for one study loan or bursary per course of study. There will not be simultaneous bursary / study loan payments (employees will have to successfully complete a course before applying for new loan or bursary).
  • To ensure that, as a rule, only SETA accredited Training Providers are to offer training.

  Definition Of Bursary
  
  A bursary is given to an employee when a specific course of study is considered by the Municipality to be beneficial to the employee's career development plan. Studies are fully paid for by the Municipality.
  
  Principles - Bursary

  • A bursary will only be granted after a development discussion between the employee and his/her Manager.
  • The Municipal Manager must approve a bursary.
  • A bursary can only be given for a qualification and institution considered by the Municipality as reputable.
  • A bursary can only be given for a qualification considered by the Municipality to be applicable to both the Municipality?s business interests as well as the employee's development.
  • The Municipality is in a financial position to be able to offer a bursary.
  • Financial assistance will cover:
    - Tuition fees.
    - Registration fees.
    - Examination fees. 
  • A maximum of R 7000.00 per annum will be paid directly to the institution.
  • An employee who has been granted a Bursary must sign an agreement with the Municipality stating that he/she will remain in the Municipality's employment for a period of one year after successful completion of the course provided the total cost does not exceed R7 000.00.  If the cost exceeds R7 000.00 then the employee is to remain in employ for a period of  2 years.
  • In the event the employee leaves the Municipality's employ before the expiry of the agreed period, the employee must pay back an amount in proportion to the unexpired remainder of the period.  The employee must sign a bursary agreement. 
  •  If a Bursar fails one or more courses, he/she will either:

  i) Repeat the course at his/her own expense, or
  ii) Refund the bursary to the Municipality if he/she is unable to complete the course, or
  iii) Continue with the course at his/her own expense.
  
  Study Leave For A Bursary

  • The Municipality will grant the Bursar study leave for attendance or projects that must be complied with as part of the course.
  • A total of two days per examination will be granted.  One day will be for preparation and the second day will be for writing the examination.

  Definition Of Study Loan

  • A study loan is granted to an employee who wishes to further his/her studies in a field that may not be in line with their field of employment.  A loan is given to the employee to pay for his/her studies and not where such studies, at the discretion of the Municipality, are considered not to be essential for the requirements of the employee's position, but where the Municipality is satisfied that both the employee and the Municipality will benefit from the employee undertaking the studies. 

  Principles - Study Loan

  • Deductions will commence from the next pay period from the date of approval.
  • The Municipality will assess each study loan application to see if it is in line with its business interests.
  • The employee must register with a reputable and recognised institution.  The Human Resources
  • Department will assist in establishing the recognition and reputation of the institution.
  • The employee will not receive any gratuity or payment for successfully completing the course.
  • Employees will be expected to present admission letters and registration forms outlining courses and costs of the Diploma/Degree to be studied.
  • The Municipality will make out a cheque in favour of the institution up to a maximum of R7000-00.
  • The Municipality will consider granting an additional loan for the purchasing of books.
  • An employee will sign a study loan contract with the Municipality.
  • The loan will be repaid by the employee over a maximum period of 12 Months.

  Leave For Study Loan Scheme:

  • An employee who is not a Bursar and who studies part-time or by means of correspondence in a field applicable to the Municipality and who, as a result of his/her studies, is required to be absent from his/her place of work, shall apply for annual leave if the 10 days that are granted by the Municipality have been exhausted. A leave form requesting such vacation and special leave must be submitted to the HR department.
  • The Municipality will grant employees two days for each examination written one day for preparation and the second for the actual examination sitting.

  Progress Reports
  A progress report shall be completed annually whereby the HR department in conjunction with the relevant department evaluates the progress of all Bursars.
  
  According to the evaluation certain actions may be recommended including the following:

  • The continuation of the bursary upon successful completion of the course requirements for the year
  • The withdrawal of the bursary upon failure of a course
  • The conversion of a study loan to a bursary upon successful completion of the course