1. DEPARTMENT OF HIGHER EDUCATION AND TRAINING
BRIEFING ON PROGRESS ON THE MIGRATION OF
ADULT EDUCATION AND TRAINING (AET) AND
TECHNICAL AND VOCATIONAL EDUCATION AND TRAINING (TVET)SECTORS
Joint Meeting of the Select Committee on Education and Recreation, Portfolio Committee on Higher Education and Training and Portfolio Committee on Basic Education
Progress Report on the Migration of Adult Education and Training (AET) and Technical and Vocational Education and Training (TVET) Sectors
Portfolio Committee on Higher Education and Training
18 November 2015

2. Presentation Outline
Overview of Continuing Education and Training Colleges (CETC) and TVET staff
2. Progress update on filling of function shift posts
3. Status of function shift queries as at 30 October 2015
4. Task Team report on Community Learning Centres in KwaZulu-Natal
5. Interventions to resolve delays in payment of claims
6. Future plans to make the payment method more efficient
7. High-level milestone plan achievements
8. Priority areas moving forward

3. Overview of CETC and TVET staff
Number
Total number of CETC staff
(in posts)
7 403 (claims: KwaZulu-Natal and Western Cape)
1 735 (fixed stipends: Northern Cape & North-West)
Total number of CETC staff in Regional Offices
276
Total number of TVET college staff
16 690
Total number of TVET staff in Regional Offices
112
Grand Total
36 394

4. Progress Update on Filling of Function Shift Posts
Appointment Process
Numbers
Percentage
Total Posts Created
147
100%
Posts Withdrawn 3 2%
Posts Re-advertised 1
0.7 %
Total Posts Advertised
143
97.3%
Interviews Finalised
113
77%
Shortlisting Stage 30
20%
Appointments Made 63
43%
Recommended Appointment 50
34%

5. Status of Function Shift Queries as at 30 October 2015
Queries Received
Number
Total queries received
362
Total HRA queries received
300
Other sub-project queries received 62
Total salary related queries
222
Total salary related queries resolved
190
Total salary related queries in progress 32
Percentage of salary related queries resolved
86%
Percentage of salary queries outstanding
14%

6. Overview of Queries per Sub-Project

7. Overview of HR Related Queries
Human Resource Area
Number of queries
Percentage
Human Resources Administration
300
83%
Labour relations 9 3%
Organisational development
Total
318
89%
From the overall 318 human resources related queries, most are related to human resource administration (i.e. 83%).
Labour Relations queries, including disputes related to conditions of service and queries from Limpopo SADTU, SAAEU, North-West Arbitration Award, are at 3%.
Organisational development queries, including mostly conditions of service and backlogs in payment of pay progression, are at 3%.

8. Breakdown of 83% HRA Queries as at 30 October 2015
HR: Admin Queries
Number of Queries
Percentage
Salary related queries
222
74%
Conditions of Service 7
2.33%
Medical Aid 4
1.33%
Pension Funds 2
0.66%
Appointments 23
7.66%
Salary Levels
Post Levels 3 1%
Migration 5
1.66%
Provident funds
Benefits
Subsidies
Tariffs
Rates

9. Breakdown of 83% HRA Queries as at 30 October 2015
HR: Admin Queries
Number of Queries
Percentage
Other 11
3.66%
Leave 2
0.66%
Claims 4
1.33%
Bonus 3 1%
Total
300
100%

10. Overview of Long VS Short-Term Salary Queries
Medium-term salary queries 9
Short-term salary queries (Systematic)
213
Total Number of Queries
222

11. Overview of the Mostly Received
HRA Queries

12. Overview of Salary Related Queries per Province
Number of queries received
KwaZulu-Natal
173
Limpopo 24
North-West 12
Free State 7
Mpumalanga 6
Total
222

13. Task Team Report on CLC Operations in KZN Region
Purpose and Background
The Acting Deputy Director-General: Vocational and Continuing Education and Training (VCET) commissioned an investigation into the operations of the Community Learning Centres (CLCs) in KZN.
The task team consisting of officials from the Western Cape, Gauteng, Head Office, Northern Cape and Eastern Cape was established.
The mandate of the task team was to investigate the operations of CLCs in the KZN Region and come up with findings and recommendations.

14. Task Team Report on CLC Operations in KZN Region
Scope and Mandate:
The investigation was conducted from 29 September 2015 to 1 October 2015 focussing on the following areas:
Possible clustering of CLCs;
Replacement of claims system with fixed-term contract system; and
Possible termination of the contracts of “double parkers”.

15. Task Team Report on CLC Operations in KZN Region
Districts visited:
The following towns and districts were visited, and meetings were held with the District Coordinators:
Date
Town
Districts
29 September 2015
Vryheid
Umkhanyakude, Uthungulu.
30 September 2015
Dundee
Uthukela, Amajuba, Umzinyathi, Zululand.
1 October 2015
Durban
Umgungundlovu, Sisonke, Ugu, Umlazi, Ilembe, Pinetown.

16. Task Team Report on CLC Operations in KZN Region
Task Team Findings
Educators
District Coordinators - reported that more than 50% of the educators in the region are unqualified (most in possession of a Grade 12 certificate only).
Some are in possession of a one year or two-year certificate (subject to substantiation with statistics as the exact numbers were not available).
Information provided indicates that approximately 22% percent of educators are “double parkers”.
In most cases, the Centre Managers are “double-parkers” as they are full-time educators at the host institution and educators at the CLCs.

17. Task Team Report on CLC Operations in KZN Region
“Double Parkers” and Dedicated Educators
*District
No. of ‘Double Parkers’
No. of Dedicated Educators
Total No. of Educators
Uthungulu
178
920
1 098
Uthukela 12 95
107
Amajuba 57
165
222
Umzinyathi 30
273
303
Zululand
191
366
557
Ilembe
Not available
*30
Umgungundlovu 78
170
248
Umlazi
138
553
691
Total
714 (22%)
2 542 (78%)
3 256
*Not all Districts had “double parkers” as per the statistics available

18. Task Team Report on CLC Operations in KZN Region
Location, Hours of Operation of the CLCs and Access to Facilities
Most CLCs are hosted by public ordinary schools.
Most CLCs operate between 15:00 and 21:00.
In most cases, where “double parkers” act as Centre Managers, they also serve as full-time educators at the host school.
Access to the facilities is, in some cases, linked to the availability and appointment of the “double parker” as Centre Manager.

19. Task Team Report on CLC Operations in KZN Region
Appointment and Remuneration of Educators
The KZN Region still uses the monthly claim system.
Often educators receive payment extremely late.
For most of the educators in the region, this is their only source of income.
Added to this is the fact that the majority of the educators are unqualified.

20. Task Team Report on CLC Operations in KZN Region
Staff Establishment
CLCs do not have staff establishments. As a result, the Region does not have proper control over the number of educators being appointed and management of the CETC budget.
With a total of ±6 000 educators and learners, it implies that the Region effectively operates on an average learner: educator ratio of 1:8, which is not cost effective.
There is no differentiation in the appointment of Centre Managers. All CLCs, big or small, have a Centre Manager. All Centre Managers, notwithstanding the difference in size, are remunerated at two (2) hours per day, four (4) days a week.

21. Task Team Report on CLC Operations in KZN Region
Task Team Recommendations
A management plan should be developed by the Region giving effect to the proposed clustering of Centres and termination of contracts of “double-parkers, where possible.
Such a plan must stipulate, amongst other things, clearly identifiable milestones. 
All lecturers to be appointed on a fixed-term contract from 1 January 2016 and paid via PERSAL.
The current claiming system should be terminated. 
Each CLC should be provided with a staff establishment in order to control/manage the number of educators being appointed in the Region.

22. Task Team Report on CLC Operations in KZN Region
Task Team Recommendations
The provision of educational services to Department of Correctional Services, funded by the Region, needs to be investigated urgently so that due processes can be followed to ensure such funding is terminated on December 2015. 
An in-service training should be developed to address the needs of unqualified educators. 
The clustering of centres should be revisited to further reduce the number of centres to less than 135.

23. Interventions to Resolve Delays in Payment of Claims
Interventions undertaken
Description
Working overtime
The Directorate: HRA worked overtime to ensure that the appointment of CET lecturers are captured on PERSAL.
The Directorate: Financial Services worked overtime to ensure that KZN claims for August and September 2015 are paid.
Introducing bulk payments
In consultation with the National Treasury, bulk payment processes were introduced to process CET claims.
Appointing interns and additional staff
Appointed interns in the unit to assist with the work load.
Commenced with interviews to appoint additional staff.
Instituted the study of the CLCs in KZN
Investigation into queries related to under payment of claims, the use of incorrect tariffs and the turnaround times for payment of claims for KZN has been undertaken.
Introducing a claims procedure
A claims procedure document has been prepared and distributed to eliminate queries related to payment of claims.

24. Future Plans to Make Payment Method More Efficient
Interventions undertaken
Description
Decentralising data capturing for bulk uploads to the District level
Roll-out the capturing of data on Excel spreadsheet for bulk upload to District Offices where automatic interface is not taking place.
Filling of additional advertised posts
Filling of newly created posts to manage the workload.
Review of the claims payment method
Exploring the most efficient and sustainable payment method for CETC lecturers who are still using the claims system.
Investigations into the underlying causes of the salary queries
Investigations into the salary queries related to under payment of salaries is underway in Limpopo.
Harmonising conditions of service
The process of standardising the conditions of service is underway.
The cost implications of standardising conditions of service are being calculated for Minister’s consideration and processing.

25. High-Level Milestone Plan Achievements
Milestones
Description
Appointment of Councils for CETCs
The appointment of CETC Councils has been finalised on September 2015.
Induction of Councils conducted on 15 August 2015 and September 2015.
The Inauguration of CETC Councils took place on September 2015.
Funding Norms finalised for CETCs
The concurrence of the Minister of Finance on the National Funding Norms and Standards for CETCs obtained.
The National Funding Norms and Standards for CETCs was published in the Government Gazette on 9 November 2015.
Conduct post function shift induction workshops
Post function shift induction workshops were conducted from September to 30 October 2015 for 50 TVET colleges, 9 CETCs and 9 Regional Offices.
A total of 778 delegations covered inclusive of TVET and CET Colleges, Regional Offices, TVET College Staff and CETC District Officials.
Operationalization and training of Council and staff management plan
The strategic plan workshop for the 9 CETCs was conducted from to 17 October 2015.
CETCs to submit their four year plans and Annual Performance Plans (APP) for Minister’s approval before end of November 2015.

26. Priority Areas Moving Forward
Milestones
Description
Standardisation of policies
A working session has been undertaken to confirm internal DHET sign-off of the policies. Policies to be finalised by end of November 2015.
The policies will then be consulted with labour and Principals with a view to implement in April 2016.
Uniform conditions of service for CET Colleges, TVET Colleges and Regional Office Staff
Finance (VCET: Financial Planning) has revised 29 policies to enable standardisation of conditions of service.
HR: Labour Relations has revised 45 policies to enable standardisation of conditions of service.
Determination of costs associated with standardisation of conditions of service yet to be finalised.
Determine post provisioning norms for TVET Colleges and CET Colleges
Proposal on both CET and TVET colleges post provisioning norms to be presented by the end of November 2015 for Minister’s consideration and approval.

27. Priority Areas Moving Forward
Milestones
Description
Determination and sourcing of funds for the backlogs
Determination and sourcing of funds for the backlogs and bringing up to date of the non-implementation of collective agreements liability up to 31 March 2015 and updating it for the 2015/16 financial year going forward
The implementation of the amendment to the Labour Relations Act
Process is underway to make all contract appointments permanent according to the criteria of the amendments to the LRA, namely:
Employees below the threshold income (approximately R200 000);
Employees who served more than 3 months;
Employees not related to a project with an end date; and
Employees not serving as a substitute for personnel on leave.

28. Priority Areas Moving Forward
Milestones
Description
Secure accommodation for regional staff through Department of Public Works
The Procurement instruction sent to the Department of Public Works
Tender processes commenced for securing offices for 9 regional offices
Accommodation Protocols
All protocols have been dispatched to Provinces.
The Department is currently awaiting signed protocols from Provinces.
Physical relocation of staff files
All files of transferred staff to be submitted to the Department by November 2015.
The relocation process has been conducted in the Free State, Western Cape, Gauteng and Mpumalanga provinces

29. Thank You