DPSA Bursaries Application 2023

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DPSA Bursaries Application 2023

Department of Public Service and Administration DPSA Bursaries 2023 – See Details of DPSA Bursaries 2023

Department of Public Service and Administration DPSA Bursary Policy

3.1Bursary See Also: DPSA Circular     <<Apply Now

This is where the Department provides financial assistance to both serving and prospective employees who are either studying part-time or full-time,towards a qualification offered by accredited institutions which are relevant to the functions performed by the Department.

3.2General Education Training Certificate

Means the compulsory school attendance phase leading to a qualification equivalent to NQF level 1, which ranges between grades 0 to 9.

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3.3Further Education and training

Means all learning and training programmes leading to qualifications from level 2 to 4 (grade 10 to grade 12) of the National Qualifications Framework as contemplated in South African Qualifications Authority Act of 1995, which levels are above General Education but below Higher Education.

3.4Higher Education and training

Means all learning programmes leading to qualifications higher than grade 12 or its equivalent in terms of the National Qualifications Framework as contemplated in the South African Qualifications Authority Act, 1995 (Act No. 58 of 1995), and includes tertiary education as contemplated in Schedule 4 of the Constitution; (ix)

3.5Serving Employees

Are those employees who are currently employed, in a permanent capacity by the department.

3.6External Prospective Bursary holder

Are persons not in the employment of the Department who are South African citizens residing within the Republic of South Africa, seeking a bursary from the Department.

4.SCOPE OF APPLICABILITY

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This policy shall apply to all serving employees and external prospective bursary holders.

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5.CONDITIONS UNDER WHICH BURSARIES SHALL BE GRANTED

5.1SERVING EMPLOYEES

5.1.1Bursaries shall be granted to employees to study full time or part-time for the prescribed duration of their studies.

5.1.2Bursaries shall also be granted to those serving employees who wish to obtain general and further qualifications.

5.1.3Employees studying towards a higher education qualification which is equivalent to a National Diploma or a First Degree must be given preference in the granting of a bursary over those who wish to study towards a post graduate qualification or higher, unless it can be clearly motivated.

5.1.4Bursaries towards Post Graduate qualifications may be considered dependent on the relevance of the course and the availability of funds.

5.1.5Should an employee fail subject/subjects in any year of study, he/she must repeat the subject/s or year failed at his/her own expense, within the next semester/study year. Proof of registration for the failed subjects

should be submitted to the Human Resource Development Component within fourteen (14) days of registration at the academic institution.

5.1.6The department shall continue with granting of bursary for new subjects enrolled, providing that the failed subject/subjects are being repeated as specified in 5.1.5.

5.1.7Should an existing bursary holder have failed more than 4 subjects/modules since the bursary contract was initially signed, the bursary holder shall ensure that these subjects/modules are passed, and thereafter re-apply for a bursary following the normal procedure, attaching relevant documentation indicating the progress made in terms of passing the relevant subjects/modules.

5.1.8If the employee discontinues his/her studies or fails to repeat the relevant subject/s or year of study, the employee shall be liable to repay all fees that have been paid on his\her behalf to the Department, plus interest at a rate determined by the Minister of Finance in terms of section 80 (1) (b) of the Public Finance Management Act, within a period of 12 months.

5.1.9Employees granted bursaries shall enter into a contract agreement as per annexure ‘A’. No deviation from the contractual terms & conditions shall be allowed unless agreed to in writing by both parties. Signing of the contract on behalf of the Department shall rest with an employee who is in the rank of a General Manager for the respective employee.

5.1.10Employees who were previously granted bursaries and breached such bursaries may be granted new bursaries provided that all outstanding debt from the previous bursary has been recovered.

5.1.11The Department shall be responsible for registration, tuition and examination fees. The Department will also refund an employee to a maximum of R2000-00 per year in respect of prescribed books for newly registered subjects, subject to the provision of the original receipt from accredited\ recognized book-sellers. The receipt should be submitted to the Human Resource Development Sub-directorate for payment within fourteen (14) working days from the purchase date.

5.1.12The Department shall not be responsible for providing official transport in respect of registration, seminars and attendance of classes and or examination.

5.1.13Applicants must make their own arrangements for admission to a recognized institution within close proximity to their workstation.

5.1.14Should the institution be unable to provide the line of study each request will then be treated on its own merits. The onus lies on the applicant to provide proof of registration. Proof of registration should be forwarded to the Human Resource Development Component within 10 working days after registration.

5.1.15The Department shall not assist employees with any bridging courses or related courses required to meet the qualification criteria requirements.

5.2EXTERNAL PROSPECTIVE BURSARYHOLDERS

5.2.1The Departmental Human Resource Plan shall inform the awarding of bursaries to external prospective bursary holders.

5.2.2No bursaries shall be granted to external prospective bursary holders studying towards NQF 1 to NQF 4 qualifications.

5.2.3External prospective bursary holders granted bursaries shall enter into a contract agreement as per annexure ‘B’. No deviation from the contractual terms and conditions shall be allowed unless agreed to in writing by both parties. Signing of the contract on behalf of the Department shall rest with the Regional Manager in the Region and with the Manager: HRM at Head Office.

5.2.4Bursaries shall only be granted to external prospective bursary holders on condition that they provide proof that they meet the relevant admission requirements for registration in a particular field of study.

5.2.5Bursaries may be granted to external prospective bursary holders for the duration of their studies provided that the studies are relevant to the core functions of the Department.

5.2.6Payment will only be made in respect of tuition, examination, registration, residence fees, which include accommodation and meals, and prescribed books. Payments shall be substantiated with documentary proof.

5.2.7The Departmental Bursary Committee shall ensure that each applicant is thoroughly screened to ensure that the best applicants are granted bursaries.

5.2.8Applicants from previously disadvantaged groups shall be given preference when awarding bursaries, provided they meet the qualifying criteria. These students shall not be assisted by the Department in respect of bridging course qualifications if they do not meet the entrance requirement for that particular tertiary institution.

5.2.9The total period of study towards a qualification must not exceed the minimum prescribed/ recommended duration as prescribed in both the contract and curriculum.

5.2.10The Department will not be liable for accommodation and meal payments if the student repeats more than two modules and has registered for less than four new modules in an academic year.

5.2.11Should an external bursary holder fail subject/subjects in any year of study, he/she must repeat the subject/s or year failed at his/her own expense, within the next semester/study year. Proof of registration for the failed subjects should be submitted to the Human Resource Development Component within fourteen (14) days of registration at the academic institution.

5.2.12The department shall continue with granting of bursary for new subjects enrolled, provided that the failed subject/subjects are being repeated as specified in 5.2.11.

5.2.13Should an existing bursary holder have failed more than 4 subjects/modules since the bursary contract was initially signed, the bursary holder shall ensure that these subjects/modules are passed, and thereafter re-apply for a bursary following the normal procedure, attaching relevant documentation indicating the progress made in terms of passing the relevant subjects/modules.

5.2.14If the external bursary holder discontinues his/her studies or fails to repeat the relevant subject/s or year of study, the external bursary holder shall be liable to repay all fees that have been paid on his\her behalf to the Department.

5.2.15On successful completion of studies the student shall render service, in the Department of Works, for a continuous period equivalent to the number of years for which he/she received a bursary. Subject to the availability of a post. If the Department is unable to offer employment, then the contractual obligation falls away.

5.2.16On approval of a bursary requiring in-service training the Departmental Bursary Committee in its recommendation will also assign responsibility to a serving official to ensure that the in-service training is provided.

6.ADMINISTRATIVE REQUIREMENTS

6.1Applications for bursaries from serving and external prospective bursars must be submitted on the prescribed application form indicating line of study and Institution as per annexures, together with certified copies of his/her identity document and full academic record, to the Human Resource Development Component.

6.2Upon the approval of the bursary, the bursary holder must submit the original statement of account within seven (7) working days upon receipt

from the academic institution in respect of fees to be paid as prescribed in the contractual agreement Should delays occur due to the bursary holder, interest accrued shall be borne by the bursary holder. In the latter instance proof of payment will also have to be submitted.

6.3No payment shall be made if the contractual agreement is not completed and signed by both the bursary holder and the respective General Manager/Human Resource Manager, and submitted to the Human Resource Development Component.

6.4The onus is upon the bursary holder to submit certified proof of results to the Human Resource Development Component within fourteen (14) working days upon receipt thereof.

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6.5Registration fees shall not be paid in the new academic year before results have been submitted to the Human Resource Development Sub- directorate, for the previous academic year.

6.6The Human Resource Development Component at Region/Head Office shall inform the prospective bursary holder that his/her bursary was approved by the Head of Department within seven (7) working days upon receipt of the approval from the Head: Works.

6.7The Human Resource Development Component at the Region/Head Office shall compile a letter, within fourteen (14) working days after approval, confirming that a Bursary has been allocated to the bursary holder and forward it to the academic institution.

6.8All monies paid by the Department of Works to any academic institution in terms of bursary related payments shall be for current accounts only, for the relevant bursary holder, and not for the payment of any arrears amounts due to the institution by the bursary holder.

6.9All bursary holders that have been declared in breach of their contract shall be informed in writing thereof by the relevant Region/Head Office HRD Sub-directorate.

6.10The bursary scheme shall be announced in August annually, indicating the timeframes within which the Bursary Committees shall review the bursary applications for the following academic year.

6.11The Deputy Manager: Human Resource Development shall draft a letter and distribute it to all Directorate Heads and Regional Managers and Regional Human Resource Management Heads in which the bursary scheme will be announced.

6.12Directorate Heads and Regional Managers shall acknowledge receipt of the letter and confirm the distribution of the letter to all Line Managers/Supervisors.

6.13Each Line Manager/Supervisor shall distribute the letter to all officials under her/his supervision.

6.14The Human Resource Development Sub-Directorate shall facilitate information sessions and invite the following Head Office and Regional Representatives to session:

Head Office : 1 Representative per Directorate;

Regions : Regional Manager

Deputy Manager: Administration

Assistant Manager: Human Resource Management ETD Practitioner/official from the Human Resource Development section

6.15The Human Resource Development Sub-Directorate shall be represented by the Deputy Manager: Human Resource Development, Assistant Manager: Bursary Administration and Bursary Practitioners involved with the administration thereof.

6.16An attendance register shall be completed as confirmation of attendance.

6.17The Deputy Manager: Human Resource Development shall develop a marketing strategy and Bursary Practitioners shall embark on a campaign to market the scheme to citizens and students studying towards qualifications in the scarce skills occupations at tertiary institutions.

6.18An applicant interested in applying for a bursary will submit the following documentation to her/his director Supervisor/Line Manager:

The completed, signed and dated bursary scheme application;

Certified copy of ID book;

Certificate of highest academic qualification obtained;

A quotation reflecting the tuition and prescribed textbook fees from the academic institution;

A printout of the qualification she/he wishes to study towards indicating the entry requirements, number of modules/subject/units and all other information relevant to the qualification;

Signed and dated copy of her/his job description.

6.19Regional Managers shall appoint one Nodal Point Co-ordinator per Sub- Directorate (Programme Management, Acquisition Management, Professional Services, District Services and Real Estate), per division (Human Resource Management, General Administration Services, Financial Administration, Occupational Health and Safety Services and Expanded Public Works Programmme and Special Projects) in the Administrative Support Services Sub-Directorate and per district.

6.20Directorate Heads shall appoint one Nodal Point Co-ordinator per Directorate.

6.21Directorate Heads and Regional Managers shall forward the name list of Nodal Point Co-ordinators identified before or on deadline specified by the Human Resource Development Sub-Directorate.

6.22After recording their recommendation in the bursary application Supervisors/Line Managers shall submit the application to the respective Nodal Point Co-ordinator.

6.23The Human Resource Development Sub-Directorate, Regional Human Resource Development sections and District Managers shall accept external bursary applications.

6.24District Nodal Point Co-ordinators shall maintain separate control lists in the prescribed format for all internal and external applications received.

6.25The Human Resource Development Sub-Directorate and Regional Human Resource Development sections shall maintain control lists for external applications received.

6.26Directorate and Regional Sub-Directorate and Divisional Heads and District Managers, after ensuring that control lists correspond with the number of bursary applications received, shall sign and date the control lists.

6.27Directorate and Regional Nodal Point Co-ordinators shall hand-delivercontrol lists and applications to the Human Resource Development Sub- Directorate and Regional Human Resource Development Offices before or on the deadline stipulated.

6.28Late applications shall not be considered.

6.29Together the Nodal Co-ordinator and the receiving HRD Practitioner shall compare the number of applications with the entries recorded on control lists.

6.30The Assistant Manager: Bursary Administration and Regional Human Resource Management Heads shall establish bursary registers.

6.31The bursary registers shall be updated with the number of applications received.

6.32The Assistant Manager: Bursary Administration shall establish an electronic database in order to monitor the cash flow in terms of money spent and money to be spent in any financial year. This data will inform the budget for bursaries in the following financial year.

6.33The Department shall allocate 0.5% of the personnel budget for bursaries on an annual basis. However, the Department will be working towards allocating 1% of the personnel budget to Bursaries, as stipulated in the Skills Development Act.

6.34The following quota system shall be used as a guideline in awarding bursaries:

Internal versus external – 50/50

Scarce skills versus leadership acumen – 70/30

Post graduate versus undergraduate – 50/50

7.CRITERIA FOR SELECTION

In awarding Bursaries the following criteria shall be considered:

7.1Preference for the award of bursaries shall be based on relevance of qualification, academic merit and the empowerment of the previously disadvantaged, provided that they meet the relevant criteria.

7.2The HR Plan and Work Place Skills Plan shall inform the awarding of bursaries for the Department.

7.3Bursaries shall not be granted to employees whose probation period has not been confirmed, and part-time employees.

7.4Bursaries may be granted to contract staff employed within the Department of Works. However, the duration of the bursary contract should not exceed the duration of the contract. The bursary period should equal at most half the duration of the contract.

7.5Bursaries may be granted to contract employees whose contract with the Department of Works exceeds one (1) year only.

7.6Employees who left the service due to voluntary severance package and dismissal or retirement shall not be eligible for bursaries.

7.7Bursaries may be granted to serving and prospective employees who wish to study in fields that are relevant to the functions of this Department. Applications shall be treated on their merits. Due consideration will be given to those applicants who wish to study in those fields where difficulty is being experienced in the recruitment of suitably qualified staff.

7.8The fields of study that will be focused upon in the next three (3) years will be the Real Estate, Technical and Professional fields.

However, should the vacancy rate in these fields improve dramatically in the interim, the policy will be reviewed and amended accordingly.

7.9The Scarce Skills of the Department can be identified as follows:

Engineering (Electrical, Mechanical, Civil and Structural)

Quantity Surveying

Architecture

Real Estate

Technical fields of study

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7.10Bursaries may be granted to serving officials who intend studying towards a post graduate qualification, providing the qualification is in line with the scarce skills mentioned above.

7.11Bursaries may be granted to serving employees who intend obtaining a post graduate qualification, providing that the course content is specifically addressing a skills gap in terms of management acumen which was identified in the needs analysis conducted between the employee and his/her line manager.

7.12External Bursaries may be granted to students who have successfully completed their first year of study towards a degree or diploma in the Real Estate, Technical or Professional fields.

7.13External Bursaries in any of the Scarce Skills related fields may be granted to matriculants who are top performers in Mathematics and Science (obtaining an “A” aggregate for Mathematics and/or Science), and who are considered to be high fliers in the Province.

7.14Applicants who wish to study should give careful consideration to the field of study, their capabilities and personal commitments when deciding on a field of study.

7.15External applicants studying outside the KZN Province will also qualify for bursaries. A quota of 20% of the funds available will be allocated to applicants studying outside the KZN province.

7.16External applicants from tertiary institutions who have completed at least their first year of study in a Professional, Technical or the Real Estate field shall be considered.

7.17External bursary applicants that are employed at the time of application shall resign from the current employer, as a condition, and forfeit any service benefits, should the bursary application be recommended for approval to the Head of Department.

7.18Qualifications shall be South African Qualifications Authority aligned and academic institutions shall be recognized by the National Department of Education.

7.19In terms of the assessment of Bursary applications at the Bursary

Committee meetings the following needs to be adhered to:

1)All applications shall be perused for completeness and attachment of the relevant documentation.

2)Incomplete applications shall not be returned.

3)The Human Resource Development Sub-Directorate and Regional Human Resource Development sections shall determine whether qualifications and academic institutions are recognized by the South African Qualifications Authority.

4)A Control sheet shall be produced for new bursary applications submitted, and forwarded to the Regional or Head Office Bursary Committee, and Departmental Bursary Committees for evaluation and monitoring.

5)Progress reports shall be produced for the current bursary holders and submitted together with the bursary files to the Regional or Head Office Bursary Committee, as well as the Departmental Bursary Committees for evaluation and monitoring.

6)The academic potential of applicants shall be assessed by taking prior academic history into consideration.

8.MONITORING OF ACADEMIC PROGRESS

8.1The Deputy Manager: Human Resource Development together with the

Assistant Manager: Bursary Administration and Regional Human Resource Management Heads must establish departmental and regional databases of all bursary holders.

8.2The Assistant Manager: Bursary Administration and Regional Human Resource Management Heads shall monitor the academic progress of bursary holders monthly and provide the necessary learner support.

8.3Obstructions hampering academic progress shall be identified and measures and interventions shall be initiated to assist bursary holders.

9.EXTERNAL PROSPECTIVE BURSARY HOLDERS STUDYING OUTSIDE THE KZN PROVINCE

9.1Approved bursaries for external bursary applicants studying outside the KZN Province shall contract to serve the Department of Works (KZN) for each year of study for which a bursary was granted.

9.2If the external bursary holder discontinues his/her studies or fails to repeat the relevant subject/s or year of study, the external bursary holder shall be

liable to repay all fees that have been paid on his\her behalf to the Department.

9.3Resettlement costs shall be paid by the Department, upon attainment of the academic qualification.

9.4Bursary holders shall reside in the KZN Province whilst serving the Department of Works for the duration of the contractual obligation, upon attainment of the academic qualification.

9.5All other aspects as covered under point 5.2 shall apply to external prospective bursary holders studying outside the KZN Province.

10.AUTHORISATION

10.1Bursaries will only be considered if recommended by the respective Bursary Committee and approved by the Head of Department and\ or her or his delegate, subject to the availability of funds.

11.CONTRACTUAL AGREEMENT

11.1A Head of Department shall:

(i)grant bursaries for higher education to both serving and external prospective bursary holders, but may allocate bursaries for general education and further education and training only to serving employees

(ii)not require contractual service in recompense for assistance received in respect of general education or further education and training.

11.2FULL TIME STUDY (IN-SERVICE EMPLOYEES)

11.2.1The participant in the scheme must contract to serve the Department for one year for each year of study or any part thereof as per Chapter 1 E 7

(a) of the Public Service Regulations, 2001.

11.2.2If the obligations cannot be fulfilled owing to death or incapacity due to any mental or physical disability, any liability for the refund of any moneys that may be due in terms of the undertaking shall lapse, providing the above is confirmed in writing by a medical practitioner.

11.2.3In the event of a participant in the scheme wishing to temporarily suspend or discontinue her/his studies, it will be incumbent upon him/her to immediately request the department for a deferment of contractual obligation and present the department with a proposal to enable him/her to complete the relevant course/qualification at his/her own cost to avoid immediate steps being taken to institute a recovery of monies. This deferment however, shall not exceed two years and must be approved by the Chairperson of the Provincial Bursary Committee.

11.3PART TIME STUDIES (IN-SERVICE EMPLOYEES)

11.3.1The participant in the scheme must contract to serve the Department for one year for each year of study or any part thereof as per Chapter 1 E 7

(a)of the Public Service Regulations, 2001.

11.3.2Where a serving employee receives assistance towards the attainment of a General / Further Education Certificate contractual service in recompense is not required. In the case where the employee fails to complete the certificate successfully he/she is liable to repay with interest at a rate determined by the Minister of Finance in terms of section 80 (1)

(b) of the Public Finance Management Act, the amount paid, within a period of12 months.

11.3.3If the obligations cannot be fulfilled owing to death or incapacity due to any mental or physical disability, any liability for the refund of any moneys that may be due in terms of the undertaking shall lapse, providing the above is confirmed in writing by a medical practitioner.

11.3.4Any serving employee, who fails to complete the relevant qualification within the prescribed time frames, as prescribed in both the contract and curriculum, shall redeem any obligation in terms of the contract through repayment of the bursary amount, plus interest at a rate determined by the Minister of Finance in terms of section 80 (1) (b) of the Public Finance Management Act, within a period of 12 months.

11.3.5In the event of a participant in the scheme wishing to temporarily suspend or discontinue her/his studies, it will be incumbent upon him/her toimmediately request the department for a deferment of contractual obligation and present the department with a proposal to enable him/her to complete the relevant course/qualification at his/her own cost to avoid immediate steps being taken to institute a recovery of study fees. This deferment however, shall not exceed two years and must be approved by the Chairperson of the Provincial Bursary Committee.

11.3.6The maximum period of the Bursary in respect of both external prospective bursary holders and serving employees shall be five years and excludes the two year deferment as mentioned in paragraph 10.3.5 above.

11.4EXTERNAL EMPLOYEES

11.4.1External prospective bursary holders who undertake fulltime studies shall commence serving the department after she/he has met all the requirements for the attainment of the relevant qualification.

11.4.2External prospective bursary holders must contract to serve the Department of Works for each year of study for which a bursary was granted.

11.4.3If the obligations cannot be fulfilled owing to death or incapacity due to any mental or physical disability, any liability for the refund of any moneys that may be due in terms of the undertaking shall lapse, providing the above is confirmed in writing by a medical practitioner.

11.4.4Any external bursary holder, who fails to complete the relevant qualification within the prescribed time frames, as prescribed in both the contract and curriculum, shall redeem any obligation in terms of the contract by instituting an “out of service debt” through repayment of the bursary amount, plus interest at a rate determined by the Minister of Finance, within a period of 12 months.

11.4.5In the event of a participant in the scheme wishing to temporarily suspend or discontinue her/his studies, it will be incumbent upon him/her toimmediately request the department for a deferment of contractual obligation and present the department with a proposal to enable him/her to complete the relevant course/qualification at his/her own cost to avoid immediate steps being taken to institute a recovery of study fees. This deferment however, shall not exceed two years and must be approved by the Chairperson of the Provincial Bursary Committee.

11.4.6The maximum period of the Bursary in respect of both external prospective bursary holders and serving employees shall be five years and excludes the two year deferment as mentioned in paragraph 10.4.5 above.

12.BREACH OF CONTRACT

12.1The Assistant Manager: Bursary Administration shall inform bursary holders that they committed breach of contract in writing.

12.2The following procedure will be followed to recover debt:

Internal Bursary Holders

1)The Assistant Manager: Bursary Administration/Regional Human Resource Management Heads will advise the Deputy Manager: Financial Administration/Regional Financial Administration Heads of the debt to be recovered.

2)The interest due shall be calculated through BAS and included in the total amount to be recovered.

3)The Assistant Manager: Bursary Administration/Regional Human Resource Management Heads shall obtain the debt number from the Deputy Manager: Financial Administration/Regional Financial Administration Heads and record it on the bursary file.

4)The Assistant Manager: Bursary Administration/Regional Human Resource Management Heads shall inform bursary holders of debt to be recovered and obtain a completed and signed acknowledgement

form for submission to the Deputy Manager: Financial Administration/Regional Financial Administration Heads.

5)A copy of the completed and signed acknowledgement of debt form shall be filed on the Bursary file.

6)The debt shall be recovered in installments through PERSAL as agreed upon with the bursary holder.

7)The Assistant Manager: Bursary Administration/Regional Human Resource Management Heads shall monitor the deduction of bursary contract debt monthly.

External Bursary Holders

1)The bursary contract debt shall be recovered via Head Office Legal Services and monitored by the Assistant Manager: Bursary Administration/Regional Human Resource Management Heads who shall monitor the deduction of bursary contract debt monthly.

13.RELEASE OF SERVING OFFICIALS FROM DUTY TO STUDY FULL- TIME.

13.1Officials may be released to study full-time on the following conditions

(a)Field of study is directly relevant to the core functions of the Department i.e. Professional, Technical and Real Estate fields of study only

(b)Employees opting for this scheme enter into an agreement with the department to serve as an employee for the same number of years taken to complete the studies, after the qualification has been obtained

(c)Complete the contract attached as Annexure D

(d)Employees will combine their formal studies with in-service training, where the department will benefit from the skills and knowledge of the employee

(e)A mentor from within the department is assigned to the employee to ensure that skills are transferred to the work place

(f)A line manager from within the department is assigned with the task of monitoring the progress and performance of the employee for the duration of the studies

(g)The line manager will be required to forward performance assessments and progress reports, on a quarterly basis, to the Human Resource Development Component for reference and monitoring purposes

13.2A serving employee shall be released from duty to study fulltime only in cases where there are no other means whereby the employee can obtain the qualification.

13.3Employees opting for this scheme shall not be granted a Bursary for their studies but will retain their salary.

13.4Employees opting for this scheme will not qualify for a notch increment or performance bonus in terms of the Performance Management and Development System, until such time as he/she is performing the Key Result Areas as specified in the Job Description for the post, on a full time basis.

13.5Requests to study on a full time basis shall be in a line of work relevant to the core function of the Department.

13.6If the employee discontinues his/her studies or fails to repeat the relevant subject/s or year of study, the employee shall be liable to pay all fees due to the academic institution.

13.7Should an employee fail subject/subjects in any year of study, he/she must repeat the subject/s or year failed, within the next semester/study year. Proof of registration for the failed subjects should be submitted to

the Human Resource Development Component within fourteen (14) working days of registration at the academic institution.

13.8Approval for studying full time may be granted at the Head of Department or his/her delegate’s discretion, once the Departmental Bursary Committee has forwarded a recommendation to the Head: Works, for consideration.

13.9Operational requirements, in respect of full time study, shall be taken into consideration by the respective Regional or Head Office Bursary Committees before a recommendation is submitted for consideration to the Departmental Bursary Committee.

13.10The line manager of the employee who wishes to study on a full time basis shall indicate the impact of such a decision on the relevant component, which will assist the Regional/Head Office Bursary Committee in its decision making.

13.11The General Manager of the Chief Directorate shall be consulted in the event of an employee wanting to study on a full-time basis to determine the impact in terms of service delivery in the relevant component, and whether the decision to study on a full time basis will have a negative impact on the department in terms of service delivery.

13.12The recommendation of the General Manager shall be attached to the bursary application of the employee for discussion at the Regional/Head Office Bursary Committee meetings.

13.13An employee who qualifies to study on a full time basis shall be granted all the existing service benefits.

13.14An employee who qualifies to study on a full time basis shall serve the Department during any period in which there are no obligations to attend lectures at the academic institution e.g. holiday periods.

13.15Should any in-service training be required as part of the curriculum of the academic institution, the in-service training shall be provided by the Department of Works.

13.17An employee who fails to complete the relevant qualification within the prescribed time frames, as prescribed in both the contract and curriculum, shall redeem any obligation in terms of the contract, and ensure that the salary paid to him/her is reimbursed to the Department of Works plus interest at a rate determined by the Minister of Finance in terms of section 80 (1) (b) of the Public Finance Management Act, within a period of 12 months.

13.18If the obligations cannot be fulfilled owing to death or incapacity due to any mental or physical disability, provided that written proof from a medical practitioner or medical specialist is submitted, any liability for the refund of any moneys that may be due in terms of the undertaking shall lapse.

13.19In the event of a participant in the scheme wishing to temporarily suspend or discontinue her/his studies, it will be incumbent upon him/her toimmediately request the department for a deferment of contractual obligation and present the department with a proposal to enable him/her to complete the relevant course/qualification at his/her own cost to avoid immediate steps being taken to institute a recovery of monies. This deferment however, shall not exceed two years and must be approved by the Chairperson of the Departmental Bursary Committee.

13.20Applications for full time study shall be supported by valid reasons and

submitted to the Chairperson of the Departmental Bursary Committee for a recommendation, which must thereafter be submitted to the Head of Department and\ or her\his delegate, for consideration.

13.21The Department of Works is under no obligation to increase the salary level of the employee who studies on a full time basis, upon completing the qualification, and the employee shall compete with other applicants for advertised posts in the field of study in which the qualification was obtained.

13.22The employee must complete the contractual agreement, signed by both the employee and the respective General Manager and submit proof of registration to the Human Resource Development Component, before she/he can be released from duty.

14. CHANGE IN STUDY DIRECTIONS OR INSTITUTION

14.1The Head of Department shall grant authority to employees/ prospective employees to change their direction of study or institution provided that:

(a)The new field of study complies with the criteria laid down in paragraph 7 above;

(b)The new field of study addresses the skills shortage being experienced in the Department;

(c)The new institution is a recognized and accredited institution.

14.2Should a serving or external bursary holder with the department decide to change the field of study from example, Engineering to Public Administration, the contract between the bursary holder and the department shall be considered to be breached, and will not be renewed, without prior approval by the Head of Department.

14.3The student shall refund the Department in respect of any subject\s, which have not been credited for in the new field of study.

14.4Should a bursary holder change institutions or study directions without the approval of the delegated authorities, the Department will not continue to fund the bursary, and the bursary holder will be considered to be in breach of contract.

15.TAKING OVER OF BURSARIES FROM OTHER DEPARTMENTS (RENEWAL OF BURSARY CONTRACT)

15.1An employee who transfers from one Department to another (Provincial Departments included) is regarded as having terminated his/her bursary contract.

15.2The renewal of the bursary contract for an employee, who transfers from another Department to the Department of Works, would depend on the relevance of the bursary to the Department of Works in terms of scarce skills, the core function of the department, and the bursary policy of the department. The qualifying criteria would also be the availability of funds within the department.

15.3An employee transferring from another department shall inform the Department of Works of their intention to continue studying towards the qualification, upon assumption of duty.

15.4An employee transferring from another department shall determine from the Human Resource Development Component whether the Bursary has been transferred before continuing with the study direction.

15.5An employee transferring from another department shall not take for granted that the existing bursary with another department will automatically be accepted by the Department of Works.

15.6The Human Resource Development Component shall inform the employee in writing in terms of whether the bursary contract will be renewed or not.

15.7Any costs incurred in terms of the bursary before the necessary approval has been obtained to accept the bursary from another department, shall be borne by the employee, in the event that the Department of Works was not informed of the existing bursary from another department, by the employee, upon assumption of duty.

15.8Any costs related to existing bursaries at another department in terms of failed subjects and arrears in payments shall be settled by the employee before such bursary will be considered for take-over by the Department of Works. Proof of this shall be submitted to the Human Resource Development Component, for consideration by the Bursary Committee.

15.9The employee shall submit a curriculum and indicate the number of years that will be taken to complete the field of study when the contract is renewed between the employee and the Department of Works.

15.10The employee shall complete a Bursary Renewal form before studies can commence, and payment for new subjects shall be effected to the relevant academic institution, by the Department of Works

15.11The take-over of a bursary contract does not include the receiving department financially reimbursing the department which granted the bursary, for any year of study, which has not yet been redeemed by service obligation.

16.ROLES AND RESPONSIBILITES

16.1Employee/External prospective bursary holder shall:

16.1.1Ensure that all requirements of the academic institution are met upon registration for studies;

16.1.2Submit all relevant documentation timeously to the Human Resource Development Component;

16.1.3Apply for leave in accordance with the special leave policy.

16.2Supervisor/line manager shall:

16.2.1Assist in monitoring the progress of the serving bursary holder;

16.2.2Grant the serving bursary holder leave in accordance with the special leave policy to attend to examinations and compulsory lectures.

16.3 Regional Manager shall:

16.3.1Ensure that a Regional Bursary Committee is established within the Region;

16.3.1Ensure that the Regional Bursary Committee meets at least bi-annually;

16.3.2Ensure that a Regional Bursary Committee is representative of the various Components within the Region;

16.3.3Chair the Regional Bursary Committee.

16.4 General Manager: Corporate Services shall:

16.4.1Chair the Provincial Bursary Committee Meetings;

16.4.2Ensure that Regional and Head Office Bursary Committee Meetings take place at least bi-annually.

16.5 Manager: Human Resource Management shall:

16.5.1Co-ordinate the implementation of the Bursary policy and procedure;

16.5.2Co-ordinate training of staff and managers on the implementation of the Bursary policy and procedure;

16.5.3Ensure the timely submission of bursary applications;

16.5.4Ensure the bursary applicants are informed of the outcome of their applications timeously;

16.5.5Communicate findings / outcomes of the Provincial Bursary Committee;

16.5.6Verify bursary applications submitted to the Provincial Bursary committee;

16.5.7Ensure that the Bursary policy is made available and communicated properly;

16.5.8Ensure that regulatory changes likely to affect the Bursary policy are communicated timeously;

16.5.9Ensure that dates for submission of Bursary applications are set and adhered to;

16.5.10Ensure that organised labour is consulted in order to obtain their inputs and feedback on the implementation of the Bursary policy;

16.5.11Provide ongoing support to components and employees.

16.6Human Resource Development Sub-Directorate shall:

16.6.1Act as Secretariat for Head Office Bursary Committee meetings and the Provincial Bursary Committee meeting;

16.6.2Submit the names of applicants recommended for bursaries to the Head of Department;

16.6.3Process the granting of bursaries;

16.6.4File Bursary applications on Bursary files.

16.7Accounting Officer shall:

16.7.1Approve bursary applications for serving and external prospective bursary holders;

16.7.2Ensure that funds are available for the allocation of bursaries to serving and external prospective bursary holders;

17.ESTABLISHMENT OF A BURSARY COMMITTEE

A Bursary Committee shall be established at a Regional and Head Office level.

A Provincial Bursary Committee shall be established to receive the recommendations for consideration from the Regional and Head Office Bursary Committees.

17.1Functions of the Regional/Head Office Bursary Committee

The Regional/Head Office Bursary Committee shall:

17.1.1Consider the bursary applications from serving and prospective external bursary holders;

17.1.2Consider operational requirements and line of study in the event that requests for full time studies are submitted by serving employees in the Department;

17.1.3Ensure that all documentation is attached to bursary applications before making recommendation to the Provincial Bursary Committee;

17.1.4Meet at least bi-annually;

17.1.5Verify that bursary applicants recommended do qualify;

17.1.6Make recommendations to the Provincial Bursary Committee for consideration;

17.1.7Submit recommendations to the Provincial Bursary Committee [Minutes of Regional Bursary Committee meetings and copies of bursary applications signed by the Chairperson].

17.2Functions of the Provincial Bursary Committee

The Provincial Bursary Committee shall:

17.2.1Ensures consistency in the implementation of the policy;

17.2.2Makes recommendations to the Head of Department;

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