General information for staff - Conditions of Service
- All Public Holidays as declared by the Government.
- All Sundays.
- The above is applicable to all management ,teaching, administrative accounting and cleaning staff.
- Staff in the security dept will however may have to come turn by turn in accordance with the rooster prepared by their head of the department.
- However a day off will be given as a compensation for having worked on a public holiday or on a Saturday or Sunday.
- Every staff is entitled for 12 days sick leave and must produce medical certificate / doctor's letter in a year plus 15 days earned leave (1.25 days for every month worked).
- The sick leave has to be earned , that is an employee gets the sick leave only during the second year of his/her service . Sick leave normally has to accompany with a medical certificate / doctor's letter.
- The 15 days leave entitlement can be only had during the semester holidays except for 3 days which can be had during the semester time but with the prior permission from the respective head of the departments.
- In case of teaching staff takes 3 days leave during the semester time should not disturb the teaching time tables.
- Absence from work without prior approval, except in cases of illness, will be treated as leave without permission and normally the salary will be deducted .
- Such absence may, in appropriate circumstances , result in disciplinary actions being taken against him/her.
Late comings and Attendance:
Attendance of the teaching staff will be monitored so that they will be able to stick to their planned time table for teaching. The working hours of the teaching staff starts 15 minutes prior to the class commencement, thus enabling them to collect the necessary teaching materials/student attendance register and arrive to the class room on time.
Late comings to the class room by the lecturer will result in disciplinary action taken against him/her.
The staff will have to give 30 days notice period before resignation. This is done so that college has enough time to recruit another staff.
Salary Structure and Pay Scales:
As per separate annexure.
Wamalloy aims to:
- Increase access and remove barriers to learning
- Enable the individuals to take up responsibilities for their own learning within a supportive frame work
- Increase the effectiveness of teaching and learning
- Recognize the achievements of all its learners
- Enable all learners to make informed choices about their future directions
- Recognize staff excellence in teaching and encourage best practice in teaching and learning.
- Wamalloy will provide an environment which is inclusive of learners and teachers from all background.
- Encourage the development of learner's information literacy and provide learning that is accessible through a variety of delivery modes.
- Incorporate the principles of foundation learning.
- Ensure of provision of up-to-day and effective teaching and learning practices through processes for regular evolution of its programmes, programme delivery and operational management.
- Wamalloy will operate procedures for regularly monitoring teaching quality and promoting best practice.
- Learners at Wamalloy will be given the opportunity to formally evaluate the quality of programme delivery.
- Ensure prudent strategic planning of academics development.
- Action will be taken where necessary to maintain the standards of programme delivery.
- All staff will contribute to achieve the strategic objectives for providing excellence in education and training.
The college aims to attract, select and retain the best candidate to any given vacancy within the college. The college is committed to safeguarding and promoting the welfare of young people and expects all staff and volunteers to share this commitment and complies with safeguarding the pupils and safer recruitment in education.
Equality of Opportunity underpins all our policies, procedures and practices. Statistical information on all stages of the recruitment exercise will be collated to inform the college of performance. Managers are empowered to make the key decisions in recruiting and selecting their teams and this procedure sets the standard required to recruit the best candidate for the college.
All those taking part in the Recruitment Process must have undertaken training. The job description will be clearly mentioned in the adverts to describe the role. Advertisements will be done either through web, publications, TV adverts, etc.
STAGES IN THE PROCEDURE
1. Establishing a Vacancy
This process should begin as early as possible (e.g. as soon as a resignation is received, a job move agreed or the need for a new task to be completed is identified). Any changes to existing staff member's duties will be reasonable in view of current role, with an opportunity to discuss and agree the changes. Suitable alternatives to recruitment should be considered:
- Reorganising work distribution
- Increasing an existing employee's responsibilities
- Redesigning or automating job tasks
- Restructuring within the related area or department
- Reviewing the current working arrangements of the post
Consideration should be given to exactly why the job exists and what the job entails and will involve:
- Identifying the purpose of the job within the related area or department
- Identifying the key duties and level of responsibility
- Discussing the role with the current job holder or line manager
- Examining the related area or department to identify possible minor internal adjustments
If the vacancy is a 'new' post it will need to be evaluated through the gauge job evaluation system.
2. Filling the Vacancy
Human Resource manager requesting authorisation to recruit and by formulating an appropriate Job Description and person specification which will detail the duties, responsibilities and terms and conditions appropriate to the post. This is then subject to the appropriate authorisation.
3. Job Description
The job description includes a section on the skill and qualifications required of the post holder. It is the responsibility of the candidate to ensure they list all of their qualifications and professional membership on the application form and if offered the role to provide proof of qualifications and memberships. It is the responsibility of the HR manager to accurately specify which qualifications are essential. It is important to ensure that full consideration is taken of the teaching regulations that are in place for further education and ensure that any potential new employees are in a position to meet the regulations in the timeframes specified.
It is the responsibility of Human Resources to track the proof of qualifications and liaise with the candidate before they join to ensure that this and all pre employment checks are underway before commencement of employment. Candidates need to be aware that failure to provide evidence of qualifications could result in the offer being withdrawn. This will be made explicit to them during the recruitment process. At this stage, the document is forwarded to Human Resources along with the copy of the Job Description. Human Resources will forward both documents to the staffing panel for consideration. If the request is not approved, the Recruitment Requisition Document is returned to the originator. If approved, the staffing panel forwards the document to Human Resources to action and confirms the outcome of the panel to the recruiting manager.
Upon receipt of the recruitment requisition document, Human Resources contacts the Recruiting Manager to confirm the action to be taken and negotiate all appropriate timescales, i.e. date of advertising, closing dates, proposed dates for the selection process. Human Resources arrange and place the advertisements in an appropriate medium for all vacant posts.
In the first instance consideration should be given to placing the vacant role internally. While advertising externally, publications will be used where it is considered to be the best option. Advertisements will only be placed once the Recruiting Manager has approved the draft. All internal advertisements are placed on the college's intranet (staff net) or on the notice board. The advert will specify a closing date and time for receiving completed applications. It will also include the format applications should be in and selection process dates; applicants will be advised that if they have not been contacted by the selection process date then their application has been unsuccessful. All information relating to the vacancy will be available in an appropriate, accessible format on request.
4. Short Listing and Selection
Managers will shortlist applications following the closing date and time and within five working days. The short listing criteria is taken and used to select candidates for the Selection Process. Human Resources will contact all short listed candidates, in writing, advising them of the selection process day, time, venue and format and giving at least seven days' notice. The letter will include asking candidates to liaise with Human Resources if they have any special requirements at any stage in the process. Human Resources do not usually contact candidates who have not been short listed to inform them that their application has been unsuccessful unless the candidate was internal to the college. If requested, Human Resources will arrange for managers to contact unsuccessful candidates at this stage.
At this stage, a candidate's right to work must be verified. Human Resources will liaise on how this takes place. It is essential that a robust process takes place including a formal competency based interview, presentation for delivery posts and any other relevant objective assessments. An interview panel will never be less than two individuals. The interview panel will ensure all candidates are appropriately welcomed and fully informed of:
- when they may expect to be notified of the outcome of the process
- what to expect during the process
- and how they may obtain feedback.
- Certified copies of qualifications and ID must be obtained prior to interviews.
- To ensure fairness, structured, competency based interviews will be conducted by the selection committee.
- Questions asked at interviews should relate directly to the requirements of the job and should cover core competencies and capabilities, be the same and fair to all candidates.
- Questions should be simple, brief and clear.
- The interview should be structured. Questions must be consistent across interviews for the same job.
- The confidentiality of questions must be maintained at all times.
- Upon completion of the interviews the HR will give a final written recommendation and motivation for the selection decision as well as reasons for not appointing other short listed candidates, is submitted to the Council chairperson and the principal for finalisation.
- The successful candidate will be notified by the Human Resource Unit telephonically, as well as in writing as soon as the approval referred to above is granted by Board chairperson and the principal.
- Unsuccessful candidates will not be notified or until requested.
- The formal letter of employment will be drafted by the Human Resource Administration Unit together with full details of conditions of employment, salaries etc. to the candidate.
*Interview travel and accommodation expense: All travel and accommodation interview expenses will be at the discretion of the College.
Following the Selection Process, the lead interviewer will contact the successful candidate to make a verbal offer of employment which is subject to a number of pre employment checks.
The pre employment checks are:
- Proof of right to work in South Africa
- Evidence of qualifications
- Satisfactory references
- Satisfactory medical clearance
Should the preferred candidate decline the offer and there is a second choice that meets the requirements of the post an offer can subsequently be made. Human Resources follow the verbal offer through with a written offer of employment and by instigating the formal checks, which all offers are subject to.
All employees new to the college are required to complete a period of Probationary Review before being confirmed in post. This will usually take six months but can be extended if required but not go beyond nine months. During the probationary period the capability procedure is not deemed appropriate to support issues of concern. All new starters are supported through an induction programme.
- No persons under the age of 16 will be appointed.
- Appointments may be made on either a permanent, fixed-term or temporary basis, depending on the nature of the job.
- Permanent or temporary appointments may be either full-time or part-time.
- Casual employees may be appointed for a maximum period of 12 months.
- Medical testing will only be conducted if this is an inherent requirement of the job.
- Every new employee must receive an Offer of Employment. Once the candidate has accepted the Offer of Employment by signing it, it becomes the Contract of Employment. An offer of employment should include:
- Department and Business Unit
- Name and Position of Manager/Senior
- Starting date
- Salary (specify basic or Total Cost to the College). If total cost to College, add that this includes Employer contributions to Pension fund, medical aid and housing (if applicable)
- Statutory leave
- Hours of work
- Probation period
- Notice period
- Confidentiality clause
- Tools of Trade clause
- Public Service Code of Conduct
- Financial disclosure form
- Candidates should be given 5 working days to respond to an Offer of Employment.
- If the suitable candidate is at a salary level higher than the post she/he applied for, on appointment she/he will be appointed on the lower salary level.
Employees can be appointed on one of the three types of employment contract.
Permanent employment contract
- Used for staffing core activities in the College.
- Engagement for an unspecified period of time, usually with a one month notice period from either side.
- Fixed term employment contract used for: Fixed term contracts will normally be from 1 to 3 years and may not be longer than 5years.
- Employment for work of known limited duration.
- Obtaining particular and urgently needed skills that are temporarily or permanently unavailable from within the Public Service.
- Activities whose long-term nature is uncertain.
Temporary employment contract
- These are a means of meeting very short-term ad hoc work requirements.
- It may not exceed 12 months in duration.
Only foreigners with permanent resident status may apply /be considered for appointment in a permanent post. The responsibility rests upon such applicants to verify the status of their foreign qualifications/ residency before seeking employment and must be requested to supply proof of this during possible interviews. Foreign qualifications must be approved by the national Department of Education and SAQA and the candidate must be registered at SACE (the letter applicable to lecturers). Foreigners must only be recommended for appointment if there is no South African applicant suitable for the post.
- All new permanent and fixed term appointees/contractors will be appointed subject to a probationary period of 6- 12 months.
- If an employee who is serving on probation is transferred or promoted to another post, she/he may serve the balance of the probation period in the new post.
- The employee should receive feedback throughout the probationary period.
- Formal performance appraisals must be conducted quarterly and written records must be kept.
- At the end of the probation period she/he will make a recommendation to either appoint permanently or terminate services of the employee based on poor performance.
Re-Appointment of Ex-Employees
Former employees may not be re-appointed under the following circumstances:
- Where the employee left the public service previously on condition that she or he would not accept or seek re-appointment.
- The original grounds for termination of service mitigates against re - appointment or
- The former employee left due to ill health and cannot provide recent and conclusive evidence of recovery.
If the employee wants to join again, then he should have worked for a 12 month period before an ex-employee can be re-appointed. In exceptional circumstances the Principal/Board may overrule this ruling.
The college is committed to ensuring that new employees receive an appropriate induction which will familiarise them with the organisation, their department and their role. The college holds 'first day inductions' the details of this is included in offer letters. Managers are responsible for providing departmental and role inductions.
At all stages of the Recruitment and Selection process all employees engaged in the recruitment process will make notes on each candidate. All relevant documentation will be collated on every applicant at the end of the process and retained by Human Resources for a period of nine months.
Stages in the Procedure:
A Manager collects a 'Recruiting for Sessional Work' pack from Human Resources. This is a self-contained pack, which has the documentation essential to complete the process. It also contains a candidate pack to ensure that procedures are not compromised by the need to recruit in a timely manner. All recruitment for temporary members of staff should be placed internally and on our website. However, there may be occasions where this is not feasible, for example, where immediate cover is required or if the advertising route has been exhausted without success. All candidates will be required to complete a candidate pack including an application form.
The interviewer will contact the successful candidate to make a verbal offer of employment. As this is legally binding, it is vital that all offers follow the same format. The Notification of Appointment Sheet contains a checklist of what needs to be outlined in the offer.
The interviewer should also ask the candidate to complete and return the documents contained in the application pack. This is essential for Human Resources to instigate the required checks and for the individual to be placed on the payroll. In all cases, Human Resources needs to be aware of a new starter before they commence their employment, failure to comply with this may result in instigation of the college's disciplinary procedure. The Manager records the offer and employee details on the 'Notification of Appointment' form, which should be forwarded to Human Resources.
Only Human Resources are authorised to book staff via agency. In line with safeguarding practice the HR team will ask for references received and qualifications verified.
Equality and Diversity
The college will ensure that reasonable adjustments are made to enable disabled employees to carry out their roles on commencement of duties where reasonably possible. In order to monitor the fairness and address any issues relating to this procedure and its implementation in respect of Equality and Diversity, monitoring, reporting and analysis of aspects of the process will be carried out. This will be completed by Human Resources and will be reported in order to inform the college of performance outlined in the Equality and Diversity Scheme.
Safety and Health Policy
It is Wamalloy's policy to comply with all relevant statutory and regulatory provisions and to take such additional measures as it considers necessary. To achieve this, Wamalloy will establish standards of good practice and will as far as is reasonably practicable:
- Manage its activities in such a way as to ensure that the health, safety and welfare of all staff, students and any other persons on its premises are not put at risk.
- Provide and maintain machines in a safe and sound manner.
- Make arrangements for ensuring safety and absence of risks to health in connection with the use, handling, storage and transport.
- Provide the necessary information, instruction, training and supervision to ensure the health and safety of all staffs, students and any other persons on Wamalloy's premises.
- As regards any place of work under Wamalloy's control, maintain it in a condition that is safe and without risk to health and provide and maintain means of safe access and egress.
- Promote through consultation and other means, the active involvement of all staff and students in the development, promotion, implementation and monitoring of measures provided for health, safety and welfare.
- Seek specialist advice on health and safety matters as and when necessary.
- Investigate thoroughly all accidents and unusual occurrences affecting health and safety.
- Seek to make progressive improvements in health and safety by formulating an annual safety plan for Wamalloy.
- Provide a set of standards and guidance to assist those responsible for the implementation of this policy.
- Monitor compliance with safety measures by regular inspection, monitoring and auditing.
- Provide adequate resources and facilities to enable the requirements of this policy to be achieved.
- A safety committee will be arranged to over view the safety of the Wamalloy Engineering College.
- Students or staff who suffer from epilepsy, diabetes, or any other condition likely to require urgent attention from time to time, are advised in their own interest, to inform their Head of Department.
- All unsafe incidents whether they result in an injury or a near miss must be reported to the College Health and Safety Officer.
- If any inspection reveals hazards or deficiencies in safety standards should immediately be prompted to the Health and Safety Officer.
- In the case of a serious accident or illness, an ambulance should be summoned by telephone immediately. The person attending should be informed promptly to await its arrival and direct the paramedics to the casualty.
- Emergency Evacuation Procedures: The fire alarm is a continuous ringing bell or continuous siren in building. When a continuous alarm sounds, leave the building.
- On hearing the fire alarm, direct immediately to the nearest exit, accompany them to the outside of the building and take them well clear of the fire exits.
- On hearing the fire alarm, leave your area, close doors, check on colleagues where possible and encourage others to leave promptly. As you leave a building, inform the Fire Brigade if you know of an area that is clear of people or where disabled persons require assistance or where people are trapped.
- In the event of an emergency evacuation at a building, staffs are expected to appoint one or more of their number to liaise with the emergency services. Other staffs are expected to act as Fire Marshals and assist with crowd control as outlined above.
The College has the responsibility for establishing and maintaining a safe and healthy working, education and training environment for its staff, students and the public. Through the years responsibility for Occupational Health and Safety has been given priority in the formulation of policies and in decision making at all levels of management. This responsibility arises from:
- A moral obligation to provide the best practical, healthy and safe conditions of work, education and training.
- Legal obligations imposed by legislation, including the Occupational Health and Safety Act, Act 85 of 1993
- Recognition that efficient education and training can best be achieved by safe and healthy work practices and conditions
- Knowledge that health and safety are two of the main risk areas in the overall risk management process.
*This policy shall apply to all employees, students and any other persons directly affected by the College activities.
The College Policy aims at following all the Acts and government policies, as well as all relevant amendments like:
- The Occupational Health and Safety Act, Act No. 85 of 1993.
- The Compensation for Occupational Injuries and Diseases Act, Act No. 130 of 1993
- The Employment Equity Act, Act No. 55 of 1998
- The Employment of Educators Act, Act No. 76 of 1998
- The Public Service Act, Act No. 103 of 1994
- National Policy on the Management of Drug Abuse by Learners in Public and Independent Schools and Further Education and Training Institutions (National Education Policy Act, Act No. 27 of 1996)
- National Policy on HIV/AIDS for Learners and Educators in Public and Independent Schools and Further Education and Training Institutions (National Education Policy Act, Act No. 27 of 1996)
- Further Education and Training Colleges Act, Act No. 16 of 2006.
- Employer: The College
- Employee: Any person who is employed by / works for the employer and who receives / is entitled to receive any remuneration
- Student: Any person enrolled to undergo any form of learning or training at any one of the College premises.
- Principal: The chief executive and accounting officer of the College.
- Campus Manager: The person responsible for coordinating and managing operations and activities.
- Safety Representatives: Persons nominated and elected by the staff to implement and maintain health and safety activities.
- The Act: The Occupational Health and Safety Act (85/1993)
- Occupational Health: Includes occupational hygiene, occupational safety and occupational medicine.
- Risk: The probability that injury or damage might occur.
- Safety: The control of accidental loss to people, equipment, material and the environment.
"The basis of the College Occupational Health and Safety policy lies in the fact that no operating condition or urgency of service can ever justify endangering the life of anyone."
The College will provide the resources necessary to create and maintain a healthy and risk free environment for all staff and students as well as to cater for the protection of members of the public and the environment that may be affected by College operations. Therefore to comply with the Occupational Health and Safety Act (85/1993) the principal and the Health and Safety manager shall be accountable for the maintenance of the health and safety within his/her department/campus. He/she may further delegate the responsibility to any person under his/her control.
The main delegations are to:
- Optimize staff and student involvement in all aspects of the College's health and safety programs
- Integrate health and safety with Education and Training
- Provide proper and adequate protective equipment in the interest of health and safety
- Train staff and students in practices to enable them to conduct their work safely and without exposing their health or the environment to risks
- Enforce health and safety measures in the interest of all, including members of the public
- Provide information on safety rules
- Provide adequate control of the health and safety risks arising from the work activities
- Consult with staff on matters affecting their work related health and safety
- Provide and maintain safe lecturing rooms, offices, workshops and equipment.
The principal shall set up information and control systems so that the health and safety performance can be monitored and corrective action taken. The Health and Safety Representatives shall keep a constant watch to reveal potential unsafe practices or conditions.
Health and Safety Representatives: In terms of the Occupational Health and Safety Act (85/1993) any employer who employs 20 or more people must appoint in writing a health and safety representative for the workplace. This must be done in consultation with employees and recognized trade union representatives. These representatives must be full time employees.
Health and Safety Representatives shall perform the following functions as set out in Section 18 of the Act:
- Health and safety audits
- Identification of potential dangers
- Investigation of incidents/complaints
- Make representations
- Attend Health and Safety Committee meetings
- Report and record incidents
- Consult with inspectors.
After performing all the above activities the Health and Safety Representatives together will:
- Bring about, develop, check on and monitor the implementation of health and safety measures
- Make recommendations to the employer about the health and safety of the employees, students and community
- Review of unsafe practices and conditions
- Assist in the formulation of policies, procedures and rules
- Carry out safety audits and inspections
In terms of Section 14 of the Occupational Health and Safety Act (85/1993) a duty is placed on employees while they are at work to take reasonable care of their own safety and health. It is the imperative of every employee to:
- Take care of his/her own health and safety as well as that of other persons who may be affected by his/her actions or negligence.
- Carry out any lawful instruction which the employer or authorized person prescribes with regard to health and safety.
- Wear the prescribed safety clothing or use the prescribed safety equipment where required.
- Report any hazardous situation.
- Obey the health and safety rules and procedure.
- Not interfere with, damage or misuse anything provided for the purpose of ensuring health and safety.
- Report all accidents, near misses, unhealthy situations, dangerous occurrences, unsafe conditions and risks, and retaining the right to refuse work and to learn and be trained if a situation poses an immediate danger to life, limb or health.
- Use equipment and tools with proper care, not only to prevent injury, but also to protect College equipment.
- Participate in health and safety training schemes.
- Take an active and personal interest in safety and health at work.
- Contribute proactively to the health and safety program through risk identification and communication.
- Safety devices such as fire extinguishers will be installed where required and will be maintained and tested as prescribed.
- Buildings and other structures will be maintained and kept in good condition.
- Electrical equipment would be tested as prescribed.
- Employees and students should be provided with protective clothing and equipment such as gloves, safety glasses or noise mufflers.
- Employees and students should be induced to accept Safety as part of everyday life by exhibiting recognizable signs that proclaim safety slogans.
- First aid boxes must be available and stocked according to the minimum requirement as prescribed in the Regulations to the Occupational Health and Safety Act.
- Information and procedures regarding health and safety will be prominently displayed.
- Evacuation plans will be displayed and discussed with students as part of their induction program.
Health and Safety procedural arrangements must include the following:
- Procedures for reporting accidents, illness and health and safety hazards.
- Arrangements for monitoring and maintaining high standards of hygiene.
- Arrangements for training employees in safe working methods and in health and safety matters.
- The maintenance of equipment and the provision of proper inspection and testing arrangements.
- General rules on safe working habits.
- The provision of personal protective equipment and rules for its use.
- Good housekeeping requirements, including storage facilities.
Health and safety training should cover, as a minimum, the following:
- The relevant provisions of the Occupational Health and Safety Act (85/1993)
- The identification of the primary causes of accidents at work and the prevention thereof
- The keeping of safety records
- Fire fighting
- Evacuation procedures
Monitoring and Reporting
Records must be kept indicating the number and nature of incidents of injury, illness and death resulting from official duty or the work environment with a view to assist in compiling the annual report. In the event of a serious incident, the prescribed form must be obtained from the local inspector or from the Department of Labour.
The College is committed to:
- Establishing a suitable structure within which to optimize staff and student involvement in aspects relating to health and safety.
- Consulting and liaising with staff, staff representatives and trade unions on aspects of health and safety.
- Promoting an open and frank attitude to the disclosure of information to staff and union representatives on general health and safety matters and on specific accident cases.
- Sharing with all staff the results of occupational health and safety audits performed at divisions, as well as occupational health and safety indicators.
Review of Policy
This policy will be reviewed annually.
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