1. The two Personnel Offices regularly receive leave forms on which it is indicated that leave without pay should be implemented. The reason usually given for such a request is unauthorised leave, and in many of these cases a pattern of absenteeism has already been established before the problem is taken seriously and action is required.
2. In an effort to find a solution to this problem, it is necessary in the first place to re-emphasise the following few basic rules:

  • When a specific tendency of absenteeism is observed, supervisors must address the matter immediately.

  • The audi alteram partem rule must be applied. In other words, the employee or educator guilty of unauthorised absence must be given the opportunity to present his or her case in writing.

  • Should the employee or educator not be able to provide a valid reason for the absence, supervisors may recommend leave without pay.

The Personnel Offices, which ultimately exercise the final function of approving or disapproving leave without pay will exercise discretion and judge each case on its own merits.
3. Some of the types of malpractice/abuse that occur regularly, are the following:

  • Leaving an office, school or premises without prior permission during a work day

  • Absences where some or other medical condition is given as the reason, but which are not covered by medical certificates

  • Alcohol or drug abuse which is disguised by giving a medical condition as reason.
4. In a case where an employee or educator displays a specific tendency to take time off for personal matters on a regular basis, supervisors are requested to note the time on each occasion and then to request the person concerned to complete a leave form for every 8 hours of absence in the case of public servants and 7 hours of absence in the case of educators. Such leave will then be set off against his or her annual leave credit.
5. It is being experienced more and more often that leave forms are submitted to the Personnel Offices long after employees or educators have been absent from work. Sometimes these forms are not submitted at all until the absenteeism comes to the notice of the Personnel Offices in some other way, such as when a person enquires about benefits should he or she retire from service on account of ill-health. These practices are unacceptable and are regarded in a serious light. The timeous and regular submission of leave forms is every supervisor`s responsibility and he or she must ensure that it is done. Please note that the Office of the Auditor-General gives very high priority to the auditing of leave.
6. In any instance where a person is absent for longer than 30 days, whether on sick leave or without permission, the specific Personnel Office must be informed immediately.
7. All heads of schools/sections/institutions and supervisory personnel are requested to make sure that leave forms are submitted to the specific Personnel Office within 7 days.
8. Please bring the contents of this circular to the attention of all employees/educators under your control.


SIGNED: J.H. HURTER
HEAD: EDUCATION
DATE: 2004:05:31