Vaal University of Technology

Transcription

1 Vaal University of Technology INSTITUTIONAL POLICY COVER PAGE (IPCP) (Policies, Procedures, Rules, Guidelines etc.) To be completed by initiator of Policy/Policy owner: 1. POLICY ACTING POLICY TITLE: 2. FIELD OF APPLICATION: (All persons to whom policy applies) 3. COMPLIANCE OFFICER(S): (Person/s responsible for ensuring policy implementation) 4. STAKEHOLDER CONSULTATION (State the stakeholder group/s consulted during policy formulation/revision) 5. DESIGNATION OF POLICY OWNER: (Person responsible for maintaining policy) All Stakeholders All Staff members Policy Development Forum, Unions, Legal Services, EDs Executive Director: Human Resources 6. NAME OF POLICY OWNER/S: Dr Robert Martin (Acting) POLICY HISTORY (To be completed by policy owner) Decision Date Status Implementation Date Approving Authority Resolution Number Policy Document Number Pending date for next revision (Compulsory) (New/Revised/ No Changes) (Compulsory if new or revised ) (If new or revised. N/A if no changes) e.g. 07/ (Minute number. N/A if no changes) (e.g. D/./07 N/A if no changes) (Compulsory) Revised EMC/Council Jan 2015 SUBJECT For office use only SUBJECT NUMBER:(Refer to no. on Agenda) CATEGORY (Policy Field) CATEGORY NUMBER:(As per date of approval IPCP NUMBER: by Council) ACTING POLICY 2014 Page 1

2 TABLE OF CONTENTS 1 DEFINITIONS POLICY GUIDELINES DISPUTE MECHANISM... 6

3 I. BACKGROUND Vaal University of Technology has transformed from being a Technikon to a University of Technology. To support this transformation, the Human Resources Division has initiated a transformation journey and a new Human Resources Management strategy has been developed to this effect. This has necessitated the review and redevelopment of Human Resources Management policies. The Acting Policy is developed with the aim of enabling and supporting the operations of the University and to provide a framework for the fair and equitable treatment of employees when acting is required. II. III. IV. PURPOSE The purpose of The Vaal University of Technology Acting Policy is: To provide for the appointment of permanent staff (including employees on fixed-term contracts of three and five years) to positions on a temporary basis in order to meet operational requirements. To provide the employee with the opportunity to grow and develop. SCOPE AND APPLICATION This policy applies to: All posts within the University. All employees appointed in an acting capacity. POLICY Vaal University of Technology regards the opportunity to act in a higher graded position or position on the same grade which is outside of the employee s own sphere of expertise, as an important development opportunity. This policy seeks to set the standard and procedures for the appointment of employees in acting responsibilities for effective and undisrupted service delivery and to strike the balance between the interests of VUT and the rights of the employees. V. LEGISLATIVE AND POLICY FRAMEWORK This policy should be read in conjunction with the following policies and legislations: Vaal University of Technology s Mission, Vision and Values Vaal University of Technology Business Strategy Human Resources Strategy Conditions of Service Rules Remuneration Policy Skills Development Policy Employee relations Policy Employee code of conduct Basic Conditions of Employment Act Labour Relations Act Skills Development Act Employment Equity Act Occupational Health and Safety Act ACTING POLICY 2014 Page 3

4 1 DEFINITIONS Acting Acting allowance Absence Regular incumbent Task allocation Vertical rolesharing Refers to a temporary appointment; normally not exceeding a period of six months, in a higher graded or a post on the same grade on the staff establishment, which appointment is necessitated by the temporary absence, resignation of the regular incumbent of that position, or the non-filling of a vacancy and where the employee takes on the full responsibility of the post Refers to a monetary remuneration for acting in a position Refers to the absence of an employee from the workplace for some or other reason such as sick leave, maternity leave, study leave or termination of service Refers to an employee who has been appointed in an approved position in the organisation and who usually performs the duties of such a position Refers to distributing the responsibilities of a job between a number of related posts, i.e. colleagues or subordinates, in order to ensure that all essential tasks are completed in the absence of an incumbent. Refers to an employee taking on tasks and duties which are not specified on their current job description due to extended absence of an employee on a lower or the same level as their current job level. 2 POLICY GUIDELINES 2.1 Definition of Acting Acting applies to a situation where a person takes on full responsibility of a position higher than their own or due to a position becoming vacant or a higher-level employee being on leave, or where a person takes on the full responsibility for a position on the same grade in addition to their current role in order to meet operational requirements (such as long-term vacancies), where such arrangement has been initiated and approved by EMC Any employee being appointed in an acting position must meet the minimum academic requirements of the position Horizontal role-sharing, where an employee takes on some of the responsibilities of a role on the same level, is not regarded as acting and may not be treated and remunerated as such. Horizontal role-sharing must be addressed through the Performance Management system. 2.2 Acting period ACTING POLICY 2014 Page 4

5 2.2.1 Acting should only be considered as a short-term arrangement in order to fulfill an operational need for a period of no less than one month and no longer than six months. During this period the employee will be paid the Acting Allowance as set out in clause in An extension in the acting period may only be considered in exceptional circumstances and with the approval of the Vice-Chancellor and Principal of the University and Executive Director: HR and The acting employee must be given a performance contract at the start of the acting period and should be measured on a regular basis In the event where an acting person is appointed to a vacant position, the recruitment process must be commenced as soon as the notice letter/termination of employment has been received. 2.3 Selection of person to act Acting is regarded as a development opportunity for high-potential employees who consistently exceed the performance targets in their own role. 2.4 Recruitment arrangements where an employee has been acting Line managers must not create the expectation of permanent appointment in the position An employee does not have the automatic right to be appointed in the position in which they have been acting. The candidate may, however, apply for the position, enter the applicant pool and performance records must be entered into the selection process. 2.5 Acting administrative requirements The use of the title Acting will be determined by Management, considering the period and purpose of the appointment Selection of the Acting employee shall be motivated by the direct line manager to his/her superior based on the criteria set out in this policy, who shall approve/decline the request and provide reasons for the decision When dealing with an employee on level 1-4, the Vice-Chancellor and Executive Director: Human Resources shall motivate the appointment for approval by Council The appointment of an employee in an Acting capacity must be communicated in writing, stating the start and expected end date of the appointment Performance contracting, measurement and evaluation must be done for the period of acting, according to the performance management guidelines of the VUT. ACTING POLICY 2014 Page 5

6 2.5.6 Employees appointed in acting capacities on a higher job grade will be rewarded as follows: An acting allowance shall be payable to the employee where the acting period exceeds one month and the person acting assumes responsibility for the acting position For category : A fixed acting allowance, equivalent of fifteen percent of the median salary/package of the job grade in which the employee is acting, For category : A fixed acting allowance, equivalent to ten percent of the median salary/package of the job grade in which the employee is acting. 3 DISPUTE MECHANISM Disputes will be resolved through the Employee Relations instruments in the University 4 This policy will be effective upon approval by Council. ACTING POLICY 2014 Page 6

7 ACCEPTANCE OF THE POLICY Having read through the terms and conditions stipulated in this Policy, the undersigned understand and accept this as an official Policy of the VUT. The parties below officially accept this Policy on behalf of the members of this institution by affixing signatures in the space provided below. FOR AND ON BEHALF OF TRADE UNIONS: CHAIRPERSON OF NEHAWU PRINT NAME SIGNATURE DATE: CHAIRPERSON OF NTEU PRINT NAME SIGNATURE DATE: FOR AND ON BEHALF OF MANAGEMENT: VICE CHANCELLOR & PRINCIPAL PRINT NAME SIGNATURE DATE: FOR AND ON BEHALF OF COUNCIL: CHAIRPERSON OF COUNCIL PRINT NAME SIGNATURE DATE: ACTING POLICY 2014 Page 7

8 ANNEXURE A: PROCEDURE 1. The line manager determines possible suitable candidates from the team to act in the position, taking into account the provisions of this policy, the talent management policy and other HR policies. Where possible line managers are encouraged to rotate employees in the acting position to ensure that as many eligible employees in the team gain exposure at a higher level. 2. The line manager motivates the Acting appointment to his executive in writing and obtains authorisation for appointing a person in acting in a post due to absence. 3. The line manager informs, using the approved form LS 44, the Acting appointment to the Acting employee, the Executive and Human Resources. 4. The line manager confirms if the title Acting is applicable. 5. Human Resources ensure that the Acting allowance is paid to the employee for the duration of the Acting period. 6. If an extension is required, the line manager motivates for such extension to the Executive of his division as well as the Executive Director: Human Resources. 7. The Acting period automatically ends on the date indicated on the Acting appointment letter, unless an extension is granted in writing. ACTING POLICY 2014 Page 8