General Information

General Information:


General information for staff - Conditions of Service

Holidays:

Leave Entitlements:

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.

Resignation:

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.

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Teaching and Learning:

Wamalloy aims to:

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Policy

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Staff Recruitment and Selection

INTRODUCTION
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:

Consideration should be given to exactly why the job exists and what the job entails and will involve:

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.

Selection process:
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:

Interviews

*Interview travel and accommodation expense: All travel and accommodation interview expenses will be at the discretion of the College.

5. Offer
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:

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.

Employment contracts:
Employees can be appointed on one of the three types of employment contract.

Permanent employment contract

Temporary employment contract

Foreign policy
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.

Probation

Re-Appointment of Ex-Employees
Former employees may not be re-appointed under the following circumstances:

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.

6. Induction
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.

7. Documentation
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.

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Procedure for Recruiting Temporary (Sessional) Employees

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.

Agency Staff
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:

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:

*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 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."

Institutional arrangements
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:

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.

Responsibilities
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:

After performing all the above activities the Health and Safety Representatives together will:

Employee's Responsibility
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:

Safety Practices

Health and Safety procedural arrangements must include the following:

Training
Health and safety training should cover, as a minimum, the following:

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:

Review of Policy
This policy will be reviewed annually.

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