| 1.1 |
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New equitable staffing allocations in respect of Public Service staff were introduced with effect from 1 October 2002. The new staff establishments were issued to all the relevant institutions during the first week of October 2002, and are now governed by Resolution 7/2002. |
| 1.2 |
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On 13 June 2002 the Public Service Co-ordinating Bargaining Council (PSCBC) adopted a framework agreement for the transformation and restructuring of the Public Service (Resolution 7/2002). The processes for the allocation and filling of all funded vacant posts on the new and existing approved staff establishments of the WCED were brought to the attention of all interested parties in Circular 0116/2002. |
| 2. |
HOSTELS ATTACHED TO PUBLIC ORDINARY SCHOOLS |
| 2.1 |
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The allocation of Public Service staff for hostels attached to public ordinary schools was based on the hostel enrolment as on 1 April 2001. Hostels with an enrolment of 1-49 full time learner residents will receive an annual subsidy of R3 500 per learner resident, specifically to buy in personnel as no departmental posts are allocated to these institutions. This subsidy will be handled as a transfer payment to hostels, and will be phased in at a later stage. More information regarding the phasing in of these transfer payments will be provided.
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| 2.2 |
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Full-time posts have been allocated to hostels with an enrolment of more than 49 learner residents. |
| 3. |
HOSTELS ATTACHED TO ELSEN SCHOOLS
Learners at ELSEN schools need constant special care and nurturing. A rated allowance per category of ELSEN school has been made in respect of Public Service staff provisioning specifically for caring services additional to the personnel provisioning (catering and cleaning services) for hostels at public ordinary schools. Public Service staff are allocated from the first learner resident.
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| 4.1 |
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Posts allocated to agricultural schools are based on each school’s particular agricultural activities and requirements. The agricultural activities of the three agricultural schools within the WCED differ to the extent that it was not possible to develop uniform staffing norms that would cater adequately for the uniqueness of each agricultural school.
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| 4.2 |
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The staff establishments of agricultural schools provide for a 365 days per year service by Public Service staff. |
| 5.1 |
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The allocation of Public Service staff for hostels attached to technical colleges is the same as that of the personnel provisioning scales for hostels attached to public ordinary schools.
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| 5.2 |
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In order to promote management autonomy, a system of transfer payments in lieu of support personnel was approved. However, given the large number of excess employees within the WCED, the vacant post capacity on the approved staffing establishments of technical colleges will be utilised for the redeployment of excess employees. Transfer payments will therefore be phased in at a later stage. |
| 5.3 |
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The establishments for the “merged technical colleges” (new FETIs) will be reviewed once these institutions have been fully established. In the interim the personnel provisioning for a merged college is based on the sum total of the establishments of the relevant individual technical colleges. |
| 6. |
YOUTH CARE AND EDUCATION CENTRES, ELSEN SCHOOL AND SCHOOLS OF SKILL
A new model for the prevention and handling of behavioural problems and educating youth was implemented. The following types of centres/schools have been established, each with an own specific focus area, clients and unique staff establishment:
2 x Special Youth Care and Education Centres
4 x Youth Care and Education Centres
4 x Schools of Skill
1 x School for Learners with Special Education Needs (ELSEN School)
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| 7. |
THE IMPLEMENTATION OF RESOLUTION 7/2002 (TRANSFORMATION AND RESTRUCTURING OF THE PUBLIC SERVICE) |
| 7.1 |
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The framework agreement makes provision for the following: |
| 7.1.1 |
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The redeployment and retraining of personnel. |
| 7.1.2 |
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Assistance for alternative employment outside the Public Service. |
| 7.1.3 |
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The advertising of vacancies within a closed vacancy list within the WCED. (Appointment in these vacancies will be limited to serving permanent excess employees within the WCED). |
| 7.1.4 |
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The prior approval of the Interdepartmental Task Team (IDTT) before a post can be advertised in an open vacancy list. |
| 7.1.5 |
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The option of early retirement for excess employees who are 55 years and older and have completed at least 10 years’ pensionable service, without the down-scaling of pension benefits. |
| 7.1.6 |
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A severance package for excess staff on application (information in this regard will be made known shortly). |
| 7.1.7 |
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A severance package for excess staff who cannot be redeployed. |
| 7.2 |
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In terms of Resolution 7 of 2002 the WCED established a Departmental Task Team (DTT) consisting of equal representation of the employer (WCED) and employee (Public Service Trade Unions) parties. An Inter Departmental Task Team (IDTT) has also been established within the Western Cape Province. The IDTT has a co-ordinating and reviewing function with regard to the respective DTTs. |
| 7.3 |
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The allocated budget for personnel expenditure makes it impossible for the WCED to carry all excess staff additional to its approved establishment and simultaneously fill all vacant posts. The filling of vacant posts depends in the first place on the successful absorption of excess staff into suitable vacant posts at institutions where such vacancies exist and/or elsewhere on the approved establishment of the WCED and/or within the PAWC. Experience has shown that this task, which depends on variables such as the personal circumstances of individual staff members and the physical facilities of individual institutions, is not an easy one. Resolution 7/2002 provides the framework within which, inter alia, the absorption (placement) and redeployment of excess staff have to be dealt with. |
| 7.4 |
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The implementation of the new staffing establishments for the institutions/schools concerned has resulted in the number of posts in a specific occupational class either being reduced, increased or maintained or, in a specific occupational class, newly created or totally abolished. The LIFO principle (Last in, First out) was utilised to declare personnel in excess per institution, per occupational class (in those cases where there was a reduction in the number of posts in a specific occupational class at an institution/school). |
| 7.5 |
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All staff members in excess will receive a letter confirming their excess status via the head of the institution/school shortly. At the same time they will each receive a pro forma CV to complete and return to the Directorate: Personnel Management (Public Service Staff) by 31 January 2003. A special appeal is made to heads of institutions/schools to assist the members of staff concerned with the completion of their CVs and to ensure that the forms are submitted betimes. This CV form makes provision for personal details, qualifications, skills and experience. In order to facilitate their suitable matching and placement processes particulars of all excess staff will be captured on the Western Cape Provincial Redeployment Database and on the Central Redeployment Database of the Department of Public Service and Administration (DPSA). |
| 7.6 |
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Although the WCED will do everything possible to absorb excess staff suitably within the constraints of its approved establishment or elsewhere within the broader PAWC, the primary obligation rests with excess employees themselves to apply for suitable vacant posts that will be advertised in a closed WCED vacancy list. Excess employees must also be encouraged to apply for posts advertised within the PAWC or the broader Public Service from time to time. All excess personnel are compelled to participate in the absorption/redeployment process and employees who unreasonably refuse to be absorbed/redeployed elsewhere will be deemed to have resigned and will not be entitled to any severance benefits. Resolution 7/2002 also requires excess employees to participate actively in the redeployment process to avoid a scenario where they can be deemed to have resigned from the Public Service. |
| 8. |
PUBLIC ORDINARY AND ELSEN SCHOOLS
The staffing establishments that were introduced for public ordinary and ELSEN schools on 1 September 2000 (First Phase) still remain in place. Employees who were declared in excess during the first phase and who could not as yet be suitably absorbed/redeployed retain their excess status. Letters informing phase one excess employees of their unchanged status have already been issued as part of the current process. Please note that excess employees at public ordinary and ELSEN schools will now also be dealt with in terms of Resolution 7/2002. They should therefore also be encouraged to participate actively in the new redeployment exercise to avoid a possible scenario of being deemed to have resigned without any severance benefits. Furthermore they should be encouraged and assisted to apply for suitable advertised vacancies. |
| 9. |
SERVICES PHASED OUT
Security and Social Auxiliary services that were phased out led to employees in these occupational classes being declared in excess. Excess employees who could not as yet be suitably absorbed/redeployed retain their excess status. Letters informing them of their unchanged status have already been issued as part of the current process. Please note that excess security and social auxiliary workers will also be dealt with in terms of Resolution 7/2002. They should therefore be encouraged to participate actively in the new redeployment exercise to avoid a possible scenario of being deemed to have resigned without any severance benefits. Furthermore they should be encouraged and assisted to apply for suitable advertised posts.
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| 10. |
SUPPORT TO EXCESS EMPLOYEES |
| 10.1 |
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It is a traumatic experience to be declared in excess in the workplace. Heads of institutions, schools and components at EMDCs and Head Office are reminded of their duty as managers to provide emotional and administrative support to employees declared in excess. The first place where emotional and administrative support must be provided, remains the component, school or institution where the employee concerned is employed. As many excess employees are not fully literate, it is the duty of managers to assist them to understand these complex processes and to further their individual cases. |
| 10.2 |
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Excess employees who are in need of professional psychological support and counselling as a result of being declared in excess must be encouraged to contact their nearest EMDC, where professionally trained staff are available for this purpose. |
| 11. |
PART-TIME EMPLOYEES (5/8 AND 6/8 APPOINTMENTS)
The approved establishment of the WCED no longer makes provision for part-time posts and therefore excess part-time employees are encouraged to apply for advertised full-time posts/vacancies to facilitate their absorption/appointment on a full-time basis. They also have to participate actively in the new redeployment exercise in terms of Resolution 7/2002, to avoid a possible scenario of being deemed to have resigned.
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| 12.1 |
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Owing to financial constraints, aggravated by the continuous employment of an abnormally high number of contract employees, contract appointments in vacant posts, including new vacancies resulting from the implementation of the new staff establishments, will only be considered on merit. Heads of institutions/schools will have to submit substantive motivation for contract appointments, as funds for this purpose are limited. The redeployment of excess staff in posts presently filled by fixed term contract workers makes funds available for this purpose. |
| 12.2 |
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The contracts of most fixed-term contract employees expired on 31 December 2002. The filling of vacancies by contract appointments after this date to ensure continuity in service delivery, will be considered. Heads of institutions/schools will have to submit a fully motivated request for this purpose. It should, however, be emphasised that each case will be considered on its own merits. |
| 12.3 |
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All present fixed term contract workers are excluded from the redeployment/ absorption exercise in terms of Resolution 7/2002 and may not apply for or be appointed in posts to be advertised in the closed vacancy list, primarily owing to the severe financial constraints and the fact that there are more permanent staff in excess in comparison with the number of vacant posts available. |
| 12.4 |
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As there are more vacant posts of administrative clerk than excess administrative clerks, the posts occupied by contract workers in this category will not be advertised unless an institution expressly requests this. Full motivation for the advertising of the posts will be required. This will promote continuity in service delivery. This approach, unfortunately, cannot be followed for the other categories of posts as the number of excess staff by far exceed the number of available vacancies. |
| 13. |
FORMER PUBLIC SERVICE EMPLOYEES IN THE EMPLOY OF SCHOOL GOVERNING BODIES
The financial implications of dealing with these school governing body employees in terms of Resolution 7/2002 are of such a comprehensive nature that the WCED is not in a position to incorporate such staff in its existing establishment structures at this stage.
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| 14. |
REDEPLOYMENT OF EXCESS PERSONNEL |
| 14.1 |
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Horizontal absorption refers to redeployment of employees into equivalent posts at the same salary level as the excess employee. The profile of an excess employee must fit that of the post into which such an employee will be absorbed/redeployed. Short term re-training will be provided to assist in the matching and placement of excess staff in suitable available equivalent vacancies. |
| 14.2 |
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Redeployment/absorption into a lower level post will be considered if an excess employee gives his/her written consent to accept the lower rank and salary attached to such a post. |
| 14.3 |
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Redeployment/absorbtion into a higher post is not permissible, as this amounts to promotion. An excess employee wishing to be redeployed into a higher post will have to apply for such post when it is advertised and will be subject to open competition from other candidates applying for the post. No excess employee applying for any post, regardless of his or her rank, salary level or any other variable, has any guarantee by virtue of the excess status that he or she will be redeployed into such a post. This means that the excess status of an employee is also not taken into account when he or she applies for promotion posts. |
| 15. |
ADVERTISING OF VACANT POSTS |
| 15.1 |
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Procedural guidelines for applicants and governing bodies will be given in the closed vacancy list (per career class) for Public Service staff that will be published in the first quarter of 2003. The WCED intends to have the maximum number of excess employees suitably placed by 1 April 2003. The magnitude of this transformation and restructuring process will make it impossible to place all excess employees suitably by issuing only one vacancy list. The WCED will therefore try to make a second vacancy list available early in 2003 if the broader transformation and restructuring process within the Public Service, under the auspices of the DPSA, will allow for this.
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| 15.2 |
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Please note that all posts will be advertised with the minimum requirements as per the Code of Remuneration (CORE). |
| 16.1 |
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During the first phase of the restructuring of establishments, most WCED institutions gave excellent support in the redeployment of excess staff. The WCED greatly appreciates this and wishes to express its thanks for the teamwork and the spirit in which the sensitive and complex matter was handled. Special mention must be made of the role played by the school governing bodies in the process. |
| 16.2 |
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The second phase of the redeployment/absorption of excess staff will be even more challenging as there are measures which may lead to excess staff having to leave the service. The WCED once again requests all role-players to assist in the absorption/redeployment of as many, if not all, excess staff during this difficult stage of their careers. Your co-operation in this regard will be a determining factor in the success of this process. |
| 16.3 |
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Any enquiries may be addressed to the following redeployment officers:
Mr PW Willemse 021 467 2729
Mr JJ Olivier 021 467 2470
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| 16.4 |
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You are requested to bring the contents of this circular to the attention of all Public Service staff under your control, including staff who may be absent on leave or for any other reason, without delay. |
SIGNED: J.H. HURTER
HEAD: EDUCATION
DATE: 2003:01:17
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