1. The procedure for the appointment of an institution-based educator, in an acting capacity in a funded higher post and information on the payment of an acting allowance in such cases, was communicated in Circulars No 0045/2002, and 0031/2003. This minute supplements the provisions of the previous circulars.

2. The following procedures, as per stipulations of ELRC Collective Agreements 8/2001, 8/2002 and 1/2008 on the payment of acting allowances, must be adhered to when nominating institution-based educators to be appointed in an acting capacity to funded higher posts:
2.1 General Measures
2.1.1 An educator, complying with the minimum requirements in paragraph 2(2) of Chapter B of the Personnel Administration Measures, shall be appointed, in writing, by the Institution Head/ Principal, to act.
2.1.2 An educator may only be appointed to act in a higher vacant and funded post that is one level higher than his/ her current position.
2.1.3 An acting allowance is the difference between the employee’s present salary notch (without benefits) and the starting salary notch of the higher vacant funded post (without benefits).
2.1.4 If an employee is on a salary notch (including a personal notch) higher than the commencing salary notch of the higher funded vacant post to which he or she is appointed, the acting allowance will be the difference between the current salary notch and the next higher salary notch applicable to the higher vacant post, provided that there is a difference.
2.1.5 Where the acting is to be performed at an institution or office that is geographically removed from the person’s current place of work, the payment of an applicable subsistence and travel allowance shall also be considered.
2.1.6 An educator shall assume all the responsibilities pertaining to the post for the period he/ she is appointed.
2.1.7 Only an employee permanently employed by the WCED may be appointed in an acting capacity, to a higher vacant funded post or in a post where the permanent incumbent is absent (subject to paragraphs 2.2 and 2.3 below).
2.1.8 The Institution Head/ Principal of the component must inform the employee in writing of his or her appointment to the higher vacant funded post in an acting capacity and the employee must accept or refuse the appointment in writing.
2.1.9 The acting allowance is non-pensionable.
2.2 Higher vacant and funded posts:
2.2.1. An acting allowance will be paid only to an educator who acts:
2.2.1.1 In a higher vacant funded posts; and
2.2.1.2 If the period of appointment is uninterrupted and longer than six (6) weeks, but limited to a maximum of twelve (12) months. The post should thus be advertised and filled within 12 months of becoming vacant.
2.2.1.3 Compensation will be backdated to the date on which the educator commenced acting, provided that the first payment takes place in the month following the completion of the six weeks referred to in paragraph 2.2.1.2 above.
2.3 Acting in a higher post where the permanent incumbent is absent:
2.3.1 An acting allowance will only be paid to an educator who acts if the period of acting is longer than twelve (12) weeks, limited to a maximum of twelve months, in a post where the permanent incumbent is absent due to the following:
2.3.1.1 Maternity leave;
2.3.1.2 Sick leave;
2.3.1.3 Suspension;
2.3.1.4 Secondment; or
2.3.1.5 Approved Special Leave.
2.3.2 Compensation will be backdated to the date on which the educator commenced acting, provided that the first payment takes place in the month following the completion of the 12 weeks referred to in paragraph 2.3.1 above.

3. The nomination process:
3.1 The head of the institution/ principal must make the nomination.
3.2 The School Governing Body shall be requested to recommend to the Department, the educator, nominated by the institution head/ principal, to be appointed to act in a higher vacant and funded post.
3.3 The institution head/ principal must verify that the nomination adheres to prescripts and ensure that all documentation is attached before recommending and sending the application to the IMG Manager.
3.4 The attached application form for an acting allowance, (DHM 01), must be submitted to the Director: Human Resource Management for processing of the payment of an acting allowance. A full written motivation must accompany cases of deviation from any of the prescriptions.
3.5 The authority to approve acting appointments for institution based educators is vested in an official at post level 5 (IMG Manager) attached to the Education District Office in which the institution is situated. Every effort must be made to obtain approval before the commencement of an acting appointment.
3.6 The post being acted in, should be advertised and filled within 12 months of becoming vacant except where the original incumbent is on sick leave, suspension, maternity leave, secondment or approved special leave. Such applications should be accompanied by a motivation.
3.7 Any deviation from the prescriptions must also be accompanied by a motivation.
3.8 Employees must note that their acting appointment does not give them a right to or a legitimate expectation of permanent appointment to the post as soon as it is advertised.

4. Kindly bring the content of this minute to the attention of all employees.


SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2013:11:29

Nomination for an acting appointment with a financial implication: Institution-based Educators  (size: 105 KB)