Regional Skills Forum 2016: Thapelo Modisaemang DMU Supervisor

The Importance of accurate and timeous submission of documents related to Learnerships, Apprenticeships and Certification INTRODUCTION

General Issues that cause delays in learner enrolments/certification Incomplete documentation and missing signatures on documents submitted for processing. Incorrect documentation and the use of old out dated CHIETA documents. Incorrect dates used for enrolment, assessment and moderation. Enrolment of learners on the wrong qualification due to incorrect Learnership registration number used for enrolment. No response to emails sent to you by the data capturing clerks for rejections. Resubmission of documents that are not fully corrected as per rejection email corrective action sent to you. Incorrect or a Senior person used as a contact person for the training provider/employer.

What do providers need to address urgently? Always ensure to submit fully completed and signed documents along with all the needed supporting documentation. Please always use CHIETA isofied documents that are not altered as an application for learner registration, enrolment or certification. A Learner must complete and sign learnership or enrolment application before any training starts, training and assessment of a learner must be after the start/commencement date of the programme and learner moderation date must always be after all assessment dates. Always ensure to provide correct learnership and qualification details when submitting (refer to the CHIETA website for the approved qualification list). You are encouraged to always respond to the rejection emails that are sent to you by the DMU data capturing clerk in order to avoid the delay in successful processing of a learner application and avoid to see the courier of documents back to your office. Always ensure to read and understand the rejection comments from the data capturing clerk in order to address gaps identified and also provide guidance in terms of how you will be closing the gaps identified through the setting of a turnaround timeline. When completing documents always ensure ad the contact details of a person who can assist with administration issues and who will be able to share information with the correct/affected parties timeously. Failure to comply poses a number of rIsks to CHIETA and could jeopardise future funding requests

Documents submission procedure for DG Funded Learners Enrolments on a CHIETA related Learnership/Qualification or Trade Learnership Agreement or Learner Enrolment Application must be submitted to the Regional Office/RSA along with a copy of the learner schedule report. RSA will verify and submit to the DATA management with a copy of the schedule report for each learner. The LPD&I assistant administrator will log, date stamp and send an acknowledgment of receipt letter to the CHIETA Accredited training provider contact person and the employer contact person will be copied to the communication along with the Regional Administrator. Documents will be processed within 3 days of receipt by the DMU (Data Management Unit), feedback in the form a confirmation and/or rejection letter will be sent to training provider and all parties will be copied to. A 5 day turnaround time will be afforded to all parties to take corrective action and to respond to the email with guidance for rejected documents. Failure to respond to rejection email will lead to the rejection of documents back to the Regional Office for further follow up.

Documents submission procedure for Enrolling CHIETA funded and Company self-funded Learners on CHIETA Learnerships/Qualifications or Trades CHIETA Accredited Training Providers MUST ensure that: The Learnership Agreement or Learner Enrolment Application Form is be submitted directly to the LPD&I unit before any training commences. The LPD&I Assistant Administrator will log, date-stamp and send an acknowledgment of receipt letter to the CHIETA Accredited training provider’s registered contact person. Documents will be processed within 21 days of receipt by the DMU (Data Management Unit), feedback in the form a confirmation and/or rejection letter will be sent to training provider and all parties will be copied to. A 7 day turnaround time will be afforded to the provider to take corrective action and to respond to the email with the required information to correct the rejected documents. Failure to respond to rejection emails from CHIETA will lead to further rejections of documents that will be sent back to the training provider for further follow up. This non cooperation leads to delays in issuing of learner certificates, payment of grants and CHIETA not being able to finalize its own deliverables and is therefore not acceptable. Flawed submissions and delays could be reported to company CEOs that providers are rendering training services to.

Documents submission procedure CONT… The CHIETA Learnership Agreement Contract must be FULLY completed, signed and submitted to CHIETA before any training commences. Learnership Agreements must be accompanied by all the supporting documents before training commences, that is: Learner certified ID copy Proof of highest qualification, Implementation plan and fixed term contract for 18.2 learners or Confirmation of employment letter for 18.1 learners, Copy of provider accreditation certificate with another SETA and Employer workplace approval letter or certificate). The LPD&I Assistant Administrator will log, date-stamp and send an acknowledgment of receipt letter to the Levy Paying Company’s designated contact person. Learnership Agreements will be processed within 21 days of receipt by the DMU (Data Management Unit), feedback in the form a confirmation and/or rejection letter will be sent to training provider and all parties will be copied to. Confirmation of Registration and a copy of the same learnership accompanied by all supporting documents must be submitted to the Other SETA for learner enrolment. If the qualification resides with ANOTHER SETA, that Other SETA will Enrol and send confirmation of learner enrolments to you The External Moderation must be conducted by the other SETA The Other SETA to issue learner certificates. CHIETA will pay the grants on receipt of documents

DO THE JOB RIGHT 1ST TIME EVERY TIME Document submission procedure for learner certification on a CHIETA related NQF qualification. CHIETA accredited training providers must send applications for External Moderation, known as QALA (Quality Assurance of Learner Achievements) to CHIETA one month before learners complete the assessment for their programs for CHIETA to schedule the QALA exercise. CHIETA will assign an SST member to conduct the QALA audit on one of the dates that was recommended by you the accredited training provider. After the QALA, the Training providers must submit a copy of the successful QALA report and fully and accurately completed learner competency status forms to the CHIETA within 7 days after the QALA audit. CHIETA will process documents and provide feedback to the training provider in the form of a confirmation or rejection letter within 21 days after we receive documentation. For unsuccessful/rejected status forms no certificates can be prepared, and the training provider must respond with corrective action within 7 days of receiving the rejection email, and if there is no response as second follow up email will be sent, and the head of company could be informed. If there is still no response documents will be sent back after 14 days since the date of rejection email. DO THE JOB RIGHT 1ST TIME EVERY TIME

MESSAGE TO ALL CHIETA STAKEHOLDER COMPANIES CHIETA requests companies that use CHIETA accredited/approved training providers for your training, to please let them know that you expect adherence to CHIETA’s documents submission requirements to expedite your grant disbursements and to ensure your certificates are issued speedily.

THANK YOU Thapelo Modisaemang tmodisaemang@chieta.org.za