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Policies & Procedures

 

Assets Register Policy

 

The Objectives are to ensure the following:

Allocation of all Fixed Assets (movables & immovable) is properly authorised and that they are valid. Effective recording of all additions, disposals and transfers of Fixed Assets in the fixed assets register Fixed Assets are appropriately depreciated.

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Coaching and Mentoring Policy

 

The objectives of this policy are as follows:

To enhance the skills of employees across MPSC and improve employee/learner's work performance. Enforce MPSC's policy objectives on career management and career pathing, to ensure sustainable human resources. To support recruitment and retention of best talent. Ensure that training is linked strategically to broader human resource management practices and programs aimed at enhancing employment equity and representativeness. To provide opportunities for new employees and learners in the labour market to gain more work experience. Promote MPSC as an active learning environment; and to provide a systematic approach to the definition, meeting and evaluation of training needs at an individual, team and company level.

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Code of Conduct Policy

 

The objectives of this policy are as follows:

To enhance the skills of employees across MPSC and improve employee/learner's work performance. Enforce MPSC's policy objectives on career management and career pathing, to ensure sustainable human resources. To support recruitment and retention of best talent. Ensure that training is linked strategically to broader human resource management practices and programs aimed at enhancing employment equity and representativeness. To provide opportunities for new employees and learners in the labour market to gain more work experience. Promote MPSC as an active learning environment; and to provide a systematic approach to the definition, meeting and evaluation of training needs at an individual, team and company level.

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Communication Policy

 

In aims to achieve the following:

To promote effective intra and inter-departmental communication. Create awareness of the importance of communication in daily encounters with staff and MPSC’s stakeholders. Establish effective channels of two-way communication between management and staff. To set clear standards with regard to response time to stakeholder queries and complaints and any correspondence to the MPSC. Promote the image of the MPSC through the corporate culture. Establish mechanisms of measuring the interaction of the MPSC with its external and internal stakeholders (staff and board members).

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Conditions of Service Policy

 

The objectives of this Policy are:

To communicate MPSC’s conditions of service to all employees. Ensure compliance within the legal requirement governed by the Basic Conditions of Employment Act and to promote the image of MPSC as “the Employer of choice”.

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Disciplinary Policy

 

The objectives of this policy are as follows:

Specify the rules, norms, principles and standards of honest and morally acceptable behaviour required in MPSC in dealing with all operations, activities, strategy, goals and policies, as well as internal and external stakeholders. Guide and support employee/learners/learners (all references to employee/learners/learners include temporary staff, contact labour, consultants, agents, representatives and other performing duties for MPSC) in exercising sound judgement when confronted with ethical and moral decision-making. Establish and maintain appropriate moral and ethical ethos in the environment in MPSC. Help induct employee/learners/learners into the values, philosophies and culture of MPSC. Recognise and protect the interests, rights and integrity of MPSC and its employee/learners/learners.

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Email & Internet Policy

 

The main objectives of this policy are:

To outline appropriate and inappropriate use of MPSC’s e-mail & Internet systems and services to minimize disruptions to services and activities and be complaint with applicable laws that govern the use of equipment and/or intellectual property.

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Grievance Procedure Policy

 

Objectives:

The purpose of this policy is to give guidance and to provide a framework for all employee/learners/learners and MPSC to deal with grievances raised effectively, and at the earliest possible stage.

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HIV/AIDS Policy

 

Guideline Objectives:

This document represents an excellent framework for dialogue and creates a platform for partnership at the workplace. Minimise total impact of the HIV / AIDS epidemic within MPSC and its stakeholders. To ensure the long-term sustainability of MPSC’s business operations, Collaboration with various stakeholders, Business interventions, Economic impact, Living with HIV, Ensure profitability, Sustainable business operations.

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Information usage and Disclosure Policy

 

This policy is established to achieve the following:

To ensure compliance with applicable statutes, regulations, and mandates regarding the management of information usage in the company. To establish prudent and acceptable practices regarding the use of information technology resources. To educate individuals who may use Information Technology resources with respect to their responsibilities associated with such use.

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Invoice and Payments Policy

 

Objectives:

The purpose of this document is to outline the policy on management of invoices / payments to be adopted by MPSC.

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OHS Policy

 

Objectives:

To ensure that all MPSC stakeholders as outlined in this policy adhere to the requirements of the Act and will be provided with: A workplace environment, facilities and systems of work that minimize the risk of illness whilst they are at work; Effective injury management, in accordance with the Occupational Health and Safety Act of 1993, to assist work injured employees with an early return to work and to achieve the best practical levels of physical and mental recovery. Equitable claims management in accordance with the Compensation for Occupational Injuries and Diseases Act of 1993 and all such regulations, for employees who suffer a disability in the course of their employment Effective processes for consultation in all matters relating to OHS in the company.

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Password Policy

 

Objectives:

This policy is designed to protect the MPSC resources on the network by requiring strong passwords along with protection of these passwords, and establishing a minimum time between changes to passwords.

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Payments Policy and Procedure

 

To ensure the following objectives:

(i) All payments are properly authorised and that they do exist

(ii) Payments to suppliers are timeously done

(iii) There is proper management of cash transfers

(iv) Authorisation for payments is done as per delegated Company

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Performance Management Policy

 

Objectives:

The employee enters into this contract to realize the MPSC’s objectives of accomplishing the MPSC mandates as defined in its strategic plan and furthermore, to reinforce and leverage the effectiveness of the MPSC Strategic Plan that defines priorities, objectives and strategic programmes to inculcate skills revolution in society. The Performance management system of MPSC is cascaded to all employees in the company and as such, performance of employees is defined as an integrated network, implying that one employee‘s performance affects the performance of the company as a whole. A seamless integrated performance management approach instills company alignment to ensure effective implementation of objectives as outlined in the STRATEGIC PLAN.

The Employer and the Employee are hereinafter referred to as “the Parties”. To achieve the STRATEGIC PLAN objectives, the MPSC board of directors requires the parties to conclude an annual Performance Agreement, which is seamlessly integrated with the employment Contract of the employee. The Performance Agreement requires the Parties to ensure that they are clear about the priorities and goals to be achieved, and further secures the commitment of the Employee to a set of outcomes that will leverage Skill Development policy goals and legislative mandates.

This Performance Agreement serves to bind the Parties to inculcate compliance with the relevant legislation, MPSC policies and procedures on performance management. The Performance Agreement should therefore be regarded as a tool for formalizing the process of continuous improvement of the performance of employees within the company through performance assessments, good performance and correction of poor work performance.

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Petty Cash Policy

 

To ensure the following objectives:

(i) That petty cash is not misappropriate

(ii) The validity of petty cash transactions

(iii) Controls over petty cash are adequate

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Recruitment Policy

 

Objectives:

To establish a consistent and fair recruitment practices within MPSC

Enforce compliance in line with Employment Equity Act

Attraction and to retain people with the required competencies and attitude

To have sufficient number of potential employees for selection

To ensure continuous supply of high quality human resources capital is available to meet the Authority’s immediate and future human resources needs

Establishment of a positive MPSC’s Image as an employer

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Remuneration Policy

 

Objectives:

The objective is therefore to create reward processes that are based on beliefs about what the organisation values and is prepared to pay for.

The reward strategy should, therefore, be driven by the need to reward the right things to convey the right message about what is important in terms of expected behaviours and outcome. How MPSC remunerates employees will reflect the dynamics of the market and context in which it operates i.e. benchmark with rest of other SETAs.

It will at all times align with the strategic direction and specific value drivers of MPSC and at the same time acknowledge our focus on performance management. This policy supports MPSC’s Vision and Mission. As such, remuneration will play a critical role in attracting and retaining high performing individuals, and thereby supporting the MPSC’s commitment to ensure competitiveness in the skills market.

Remuneration will also reinforce, encourage and promote superior performance and achievement of the organisations strategic goals. Remuneration will not be a stand-alone management process, but will be fully integrated into other management processes. Remuneration will be consistent with the economic requirements of MPSC and commensurate with those of our country.

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Research Policy

 

Objective:

This policy has been developed to ensure that all parties and stakeholder to the Mitchells Plain Skills Centre (MPSC) (including but not limited to government departments, the media, academic institutions, learners conducting research and employers/service providers and partners with MPSC) are clear on the policies relating to requesting research and Data.

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Risk Management Policy

 

Objectives:

The aim of this policy is to provide guidelines for the effective and efficient management of risks and exposures. The policy further seeks to inculcate a risk management philosophy in the Entity.

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RPL Policy

 

Objectives:

Recognition of prior learning (RPL) in the context of a transforming South Africa is imperative in ensuring the development of an equitable education and training system. Against the backdrop of this observation, a policy to develop and facilitate the implementation of the RPL across all sectors of education and training becomes critical and should therefore be prioritized and constructed by all ETQAs. In constructing such a policy, the needs of all role players in the education and training terrain, such as ETQAs, providers of education and training, constituents of Sector Education and Training Authorities (SETAs) and importantly, the main beneficiaries of the process, learners themselves, should be taken into consideration.(SAQA Policy Document, 2002)

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Sexual Harassment Policy

 

Guiding Principles:

MPSC is committed to providing an maintaining a working environment in which the dignity of all employees are respected. This policy is to provide guidance on what constitutes undesirable or prohibited behaviour. All employees are required to refrain from committing acts of sexual harassment. All employees have a role to play in creating and maintaining an environment in which sexual harassment is unacceptable.

Employees should ensure that their conduct does not cause offence and they should discourage unacceptable behaviour on the part of others. In order to provide a productive and pleasant working environment. It is important that an atmosphere of mutual respect is maintained. Accordingly, the kind of conduct characterized by sexual harassment will not be tolerated. All complaints will be treated in a fair and objective manner. Persons found guilty of sexual harassment will be subjected to appropriate disciplinary action. Sexual harassment undermines the dignity of an individual and erodes the atmosphere of trust and respect which is essential to personal well-being.

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Stakeholder Policy

 

Objectives:

To influence the perceptions of key stakeholders in the business communities which have a direct impact on the MPSC’s image and to achieve excellent levels of service delivery to our stakeholders

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Succession Planning Policy

 

Objectives:

MPSC determines the extent of company’s skill shortage, Identifying needed competencies based on the company’s future business needs, values and strategies Identifying high-potential individuals, Assessing those identified to identify strengths and skills gaps, Drawing up a tailor made Personal Development Plan, which includes training, job rotation, special assignments and mentoring by more experienced employees or directors, Facilitate feedback on development progress, To provide staff with the necessary capabilities to be placed in key positions as when a need arises, This purpose is to assist continuity using career paths of individuals within the for succession to certain key positions, which could become vacant or approved, It sets out the importance of providing and provisioning for the relevant skills, knowledge an abilities in the ranks of staff subordinate to critical positions.

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Training development Policy

 

The objectives of this policy are as follows:

To enhance the skills of employees across MPSC and improve employee's work performance; To enforce MPSC's policy objectives on career management and career-path, to ensure sustainable human resources; To support recruitment and retention of best talent; To ensure that training is linked strategically to broader human resource management practices and programs aimed at enhancing employment equity and representativeness; To provide opportunities for new employees in the labour market to gain more work experience; To promote MPSC as an active learning environment; and To provide a systematic approach to the definition, meeting and evaluation of training needs at an individual, team and organizational level.

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Travel and Subsistence Policy

 

The objectives of this policy are as follows:

(i) That the policy and guidelines for travel and subsistence allowances are in place

(ii) That subsistence and travel allowances are authorised and valid

(iii) The efficient, effective, economical and accountable management of allowances

(iv) That employees/directors are reimbursed for expenses incurred in the course of their duties

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Anti-virus Policy

 

Overview

This is a MPSC staff internal policy which defines anti-virus guidelines on every computer including how often a virus scan is done, how often updates are done, what programs will be used to detect, prevent, and remove malware programs. It defines what types of files attachments are blocked at the mail server and what anti-virus program will be run on the mail server.

It may specify whether an anti-spam firewall will be used to provide additional protection to the mail server. It may also specify how files can enter the trusted network and how these files will be checked for hostile or unwanted content. For example it may specify that files sent to the enterprise from outside the trusted network be scanned for viruses by a specific program.

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Cash Management & Investment Policy

 

The objectives of this policy is to:

(2.1) Formalise the procedures relating to the collection of cash from Debtors.

(2.2) Provide assistance and guidance to senior management and to standardize the documentation for the Investment of cash.

(2.3) To manage the financial affairs of MPSC in such a manner that sufficient cash resources are available to finance the capital and operation budgets of MPSC.

(2.4) To gain the highest possible return on investments without unnecessary risk during periods when excess funds are not being used.

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Employment Equity Policy

 

Introduction & Scope:

(1.1) MPSC rejects all forms of unfair discrimination and harassment, recognizing these as hindering the development, integration and full employment of all people within the organization. Achieving equity begins with the elimination of unfair discrimination and any systemic discrimination resulting in adverse effect on designated groups (black people, women and people with disability).

(1.2) In order for MPSC to progressively advance towards meeting national and provincial employment equity targets, a policy aimed at building a representative staff with a strong sense of service delivery, who in their everyday interactions with each other and the general public promote and demonstrate the shared values of tolerance, understanding and positive relations is been enforced. This policy applies to all MPSC employees.

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Non-compliance Policy

 

Maintenance of Quality Assurance:

The maintenance of quality assurance is defined as a process of monitoring, moderation, verification and auditing of sites to determine whether the initial standards for accreditation are adhered to and maintained.

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Non-compliance Policy (Providers)

 

Maintenance of Quality Assurance

The maintenance of quality assurance is defined as a process of monitoring, moderation, verification and auditing of sites to determine whether the initial standards for accreditation are adhered to and maintained. The Mitchells Plain Skills Centre (MPSC) seeks to ensure that its joint venture partners and contracted service providers delivers quality training in line with the Skills Development Act as promulgated.

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Supply Chain Policy

 

The supply chain function and process:

The introduction of an integrated SCM function is aimed at addressing the inefficiencies in the method of procurement, contract management, inventory/ asset control and obsolescence planning.

The elements of SCM are summarised below and an explanation of the detailed application of each is contained in subsequent paragraphs of this Policy.

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