IkamvaYouth Study Assistance Policy

Transcription

1 IkamvaYouth Study Assistance Policy 1. DEFINITIONS The following definitions and principles will apply to the IkamvaYouth s Study Assistance Policy: 1.1 Career path is the plan mutually agreed upon between the employee and direct manager Manager (BC for BA/DC for BC/NC for DC etc), or the Manager s nominated representative, in terms of which the employee's skills, knowledge and/or academic qualifications will be improved within a specified period of time in order for the employee to function effectively and efficiently in the working environment. The employee's progress will be evaluated in terms of mutually agreed upon levels of productivity, proficiency and performance within the specified time periods. The Branch or department is primarily responsible for the provision of the required on-the-job training. Academic studies must be dealt with in terms of the study assistance policy. 1.2 Employee Development Courses are voluntary programmes that develop the employee s general skills and knowledge, through: e.g. - Seminars - Workshops - Courses recommended at National level - Conferences - Presentations For the purpose of this policy employees is not limited to branch based staff and will include support staff (ie, Cleaners etc) 1.4 SAQA Act: the South African Qualifications Authority Act, 1995 (No. 8 of 1995) - as amended 1.5 Skills Development Act: the Skills Development Act, 1998 (No. 97 of 1998) - as amended 1.6 Skills Development Levies Act: the Skills Development Levies Act, 1999 (No. 9 of 1999) as amended 1.7 IY: IkamvaYouth 2. OBJECTIVES The objective of this Study Assistance Policy is to encourage employees to engage in or to continue their studies in order to: 2.1 develop the skills and level of academic achievement of the IY workforce to improve the quality of life of workers, their career prospects and career development mobility, and to increase organisational capacity to support scaling to improve productivity in the organisation; 2.2 increase the levels of investment in education and training at IY, and that the return on that investment be improved- to ensure that IY staff are adequately skilled to support the mandate of the organisation and to ensure that career development is supported by the organisation 2.3 encourage District Coordinators and Department Heads

2 2.3.1 to facilitate active learning in the regions, and to provide employees with opportunities to acquire new skills and knowledge; 2.4 encourage employees to participate in training programmes; 2.5 improve the advancement of previously disadvantaged employees; 2.6 meet the objectives determined by individual career plans and organisational strategic objectives 2.7 establish a pool of suitable candidates in order to support, inter alia, the Succession Plan 3. ELIGIBILITY FOR STUDY ASSISTANCE 3.1 Every permanent employee shall be eligible for study assistance subject to the provisions of this policy after having completed one full year of uninterrupted service in the organisation with a proven track record of satisfactory conduct and work performance. 4. STUDY ASSISTANCE FOR CAREER PATHING/PROGRESSION Study assistance will be provided, to the mutual benefit of IY and the employee, based on qualifications accredited by SAQA, where they are: 4.1 directly related to the employee's present career; 4.2 directly related to the employee's approved and mutually agreed upon career plan; 4.3 directly related to the requirements of an approved progression policy applicable to the employee's present career; 4.4 necessary for the furtherance of the employee's career within his/her present role/branch/organisation, i.e. where there is a clear and logical academic path to a relevant higher post on the approved staff structure in line with the employee s career plan. 4.5 Study assistance shall include provision for post-graduate qualifications, such as Honours and Masters degrees 4.6 Undergraduate studies will be prioritised over post-graduate studies in the case of limited funds 4.7 Staff undergoing disciplinary processes will not be eligible for study assistance 5. STUDY ASSISTANCE FOR EMPLOYEE DEVELOPMENT In instances where the employee's proposed field of study, will enable him/her to change his/her career in the service of IY, the following procedure will be followed: 5.1 The employee submits a written application for study as per the procedure detailed in paragraph 11. The Direct supervisor must identify whether the proposed study would be of benefit to IY 5.2 In order to determine the eligibility of the proposed course of study, a panel consisting of the Director, Direct Supervisor, National Coordinator, Human Resources Coordinator will consider the application. 5.3 The panel mentioned in 5.2 above will submit its feedback to the direct supervisor in the form meeting or for a

3 decision on the eligibility of the proposed course. 5.4 Should the employee be dissatisfied with the panel s decision, he/she may pursue the matter by means of the IY Grievance Procedure. 5.5 In the event of an employee failing to meet the passing requirements of the course, full repayment of all amounts already paid for by the organisation will be in the employees own account 6. TRAINING PROVIDERS Study assistance will be granted only in respect of studies at institutions accredited by a body contemplated in Section 5(1) (a)(f)(bb) of the South African Qualification Authority Act. 7. FINANCIAL ASSISTANCE 7.1 IY shall assist employees with the payment of registration, tuition and examination fees upon receipt of written proof that the employee has successfully passed his/her preceding year of studies for a particular academic year. This will only apply once budget have been approved and if the organisation has sufficient funding 7.2 Should an employee fail some of the courses in any given year, he/she will be responsible for the payment of such courses; IY will only pay for the subject passed. 7.3 Study assistance is available until the completion of the course. A pre agreed commitment contract shall be entered into where the employee shall commit to a work back term equivalent to the duration period sponsored by the organisation. two years of study shall result in the employee committing to work back two years following completion of studies. Should there be a termination of services within this period, the employee shall be liable to pay the organisation back the full cost of the studies covered. 8. STUDY EXAMINATION AND LEAVE The organisation shall grant the employee the following leave: 8.1 Qualifications registered on the National Qualification Framework (NQF) level 6 or higher: (a) study Ieave of ten (10 ) full days for the year: 8.2 Other fields of study: Qualifications registered on the National Qualification Framework (NQF) level 5 and lower: (a) study Ieave of ten (10) full days per year Where study courses do not fall within the above categories, the direct supervisor shall determine the number of days special leave. 8.3 The maximum study leave shall be ten days per year. Study leave can be utilized in such a manner as to last throughout the academic year, i.e. less days than prescribed may be taken provided that the maximum of 10 days per annum is not exceeded. 8.4 in order to be granted such special leave, the employee must: (a) submit written proof of his/her examination timetable

4 (b) submit application for special leave at least 10 working days prior to the date on which the special leave will commence. (c) in the case of Masters / Doctorates studies submit proof of his/her thesis/dissertation schedule. 8.5 Rewriting examinations (a) no study leave shall be granted for the rewriting of an examination. (b) special leave of one (1) full working day for the purpose of writing the examination. 9. CONTRACTUAL LIABLITIY IN TERMS OF FINANCIAL ASSISTANCE 9.1 The employee will be required to enter into an agreement with IY for study assistance and to remain in the service of the organisation for a period equal to which study assistance was granted. The service requirement shall run concurrently with any year of study, e.g. If the employee has received study assistance for a period of 3 years, the second year of study shall be deemed to be the fulfilment of the service requirement pertaining to the 1st year of study assistance. 9.2 On termination of service prior to having satisfied the requirements in 9.1, the employee shall refund IY for all the outstanding financial commitments incurred in respect of his/her contract, on a pro-rata basis. 9.3 Clause 9.1 is not applicable in instances of death, ill-health, incapacity or council retrenchment. 10. STUDIES THAT ARE UNDERTAKEN DURING WORKING HOURS FOR PART OF THE DAY OR THE FULL WORKING DAY Employees who are required to study during working hours will, subject to the requirements of their job, be permitted a maximum of 30 working days special leave on a 50/50 basis for the duration of the programme, i.e. one day study leave for each day accumulative leave taken by the employee Proof required The employee must submit written proof that will be sufficient and acceptable to his/her Direct Supervisor, that study in the specific field is not available on a part-time basis after working hours, or through distance tuition. 11. PROCEDURE FOR STUDY ASSISTANCE Study assistance shall be considered for employees who wish to undertake a programme on the approved schedule of study programmes for IY. Applications for prior study assistance shall be handled in terms of the following procedure 11.1 The employee must submit a written request for study assistance o later than three months prior to the start of the programme. An application letter detailing the following must be submitted to the Direct Supervisor: (a) the specific subjects and study programme that the employee wishes to study; (b) the registration, tuition and examination fees in respect of each subject; (c) written proof of (a) must accompany the application: (d) the name and address of the educational provider;

5 (e) whether the studies will be undertaken part-time, after hours or whether the student will be required to attend lectures, etc. during working hours. In the latter instance, the actual times and duration of lectures for training hours/sessions must be stated, i.e. a study roster should be lodged and approved The panel as contemplated in clause 5.2 will assess the application The Direct Supervisor will inform the employee in writing of the decision reached in terms of paragraph In instances where the employee has successfully completed his/her course of study. The employee must notify the Direct Supervisor. The employee s examination results must be attached to the notification. 12. PROCEDURE REGARDING APPLICATION FOR RETROSPECTIVE STUDY ASSISTANCE 12.1 The employee has enrolled/registered for the study without obtaining the approval, and has not paid any amount to the educational provider; or 12.2 The employee has enrolled/registered for the study without obtaining the approval and has paid the registration fees etc. partially or in full; or 12.3 The employee is a new appointee, who was already participating in studies at the time of his/her appointment 12.4 The employee carries the risk of committing to and/or engaging in a study without first finding out whether financial assistance will be granted by the Organisation Where retrospective applications are approved, the employee will be refunded with the full costs pertaining to the registration, tuition and examination fees of each subject successfully completed after the approval date and on submission to the Direct Supervisor of the official examination results issued by the educational provider. Costs already paid by the employee prior to receiving approval for the studies will not be refunded by IY The employee must submit a written request for study assistance, detailing the specific subjects and study programme that the employee wishes to undertake; the registration, tuition and examination fees in respect of each subject; written proof of 12.1 must accompany the application; the name and address of the educational provider; whether the studies will be undertaken part-time, after hours or whether the student will be required to attend lectures etc. during working hours. In the latter instance, the actual times and duration of lecture/training hours/sessions must be stated, i.e. a study roster should be lodged and approved. (clause 5.2) 12.7 The Direct Supervisor will assess the application and determine whether the studies qualify for study assistance, as detailed under clause 4, or whether the conditions detailed in clause 5 apply The Direct Supervisor will consult with Human Resources in respect of these applications The Direct Supervisor will inform the employee in writing of the decision reached in terms of the application Where the Direct Supervisor does not approve the application, the conditions detailed in clause 5 will apply In Instances where the employee has successfully completed his/her course of study, the Direct Supervisor shall advise the Finance Manager in writing to refund the employee with the full costs as per 12.5 above of the subjects passed; the employee's examination results must be attached thereto.

6 13. APPEAL MECHANISM In the event of the employee being dissatisfied with the decision, the normal grievance procedure may be followed. 1. Questions to feedback on (please respond per Regcom and not as individuals) 1. How do we ensure compliance with the contractual terms of this policy- 1 year work back 2. How many people should be studying per team and what criteria should be used to prioritise who studies? 3. Does IY have control over what people see as important to pursue in studies?