VC Employee Handbook by adv-tech

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THE IIE'S VARSITY COLLEGE POLICY CONTENTS WHAT DO YOU WANT TO KNOW? Policy

Section

Policy

Section

INTRO

INTERNAL TRANSFERS

THE STORY SO FAR

CONFIDENTIALITY

8 9

Policy

Section

MANAGEMENT & SUPERVISORY ETHICS

HIV/AIDS AWARENESS

DRESS CODE & APPEARANCE

FRATERNISATION

LONG SERVICE AWARDS

NEPOTISM GUIDELINES

EDUCATION ASSISTANCE

PROMOTION

TERMINATION OF EMPLOYMENT

OCCUPATIONAL HEALTH & SAFETY

HESIO

28 29

REMUNERATION

ANNUAL LEAVE

TAX AND OTHER DEDUCTIONS

SICK LEAVE

GTC UMBRELLA PROVIDENT FUND

OVERTIME LEAVE

MEDICAL AID

MATERNITY LEAVE

GAP COVER

FAMILY RESPONSIBILITY LEAVE

ADvTALENT PEOPLE SOLUTIONS

STUDY LEAVE

PERFORMANCE MANAGEMENT

DISCIPLINARY CODE

SALARY REVIEW

GRIEVANCE PROCEDURE

SALARY/HR QUERIES

HARASSMENT

RESPONSIBILITIES (JOB) GRADING

ELECTRONIC COMMUNICATION & SOCIAL MEDIA

EMPLOYMENT EQUITY COMMITTEE

QUALIFICATIONS

PORTABLE IT EQUIPMENT

THANK YOU

WORK – OTHER THAN FOR THE COMPANY

DATA MANAGEMENT

DIVERSITY IN THE WORKPLACE

Our Customer Value ProposItIon The IIE’s Varsity College is a premium private higher education brand that is based on a uniquely progressive approach to learning and development.

EVERYTHING YOU NEED TO KNOW ABOUT

This student-centric approach focuses on academic excellence, market-leading teaching practices, comprehensive student support and authentic campus experiences, best preparing its students for accelerated progress through studies, career and life.

WORKING AT THE IIE's VARSITY COLLEGE This “Electronic Employee Handbook” is a guideline that summarises important information that applies to all employees working for The IIE’s Varsity College, and in doing so it will give you answers to the many frequently asked questions that you are likely to encounter. It does not however replace the full policies which it is based on or the role of management in guiding, mentoring and advising you. As such, please make it a priority to read through all our comprehensive policies to ensure that you have read and understood the vital information contained in them. These

policies can be accessed on ADvNet or you can request copies from your HR Department. I encourage you to make use of this unique and empowering communication tool. It is user-friendly and has been created to make your interface with policies and procedures as easy as possible! Sarah Cowell HR Manager

THE IIE'S VARSITY COLLEGE THE STORY SO FAR The IIE’s Varsity College was established, with one campus in KwaZulu-Natal, in 1991. Today it is a leading private tertiary education brand with eight campuses in South Africa: Cape Town, Port Elizabeth, Westville, Durban North, Pietermaritzburg, Sandton, Waterfall and Pretoria. Its overarching academic body is The Independent Institute of Education (The IIE). The IIE has the responsibility for ownership, academic governance, teaching, assessment and quality assurance. It also assumes responsibility for the registration, assessment and certification of all students at each campus. The IIE is a wholly owned subsidiary of ADvTECH Limited, which is listed on the Johannesburg Stock Exchange (JSE). The IIE has been accredited by the internationally recognised quality assurance agency, the British Accreditation Council (BAC). The BAC is an independent authority in the UK that accredits private education providers globally.

The IIE’s Varsity College has developed a proud history of alumni and today employs many of its alumni, some of whom started as part-time employees while studying and others who went off into the world, only to return after gaining valuable experience in other industries to work at The IIE’s Varsity College. The IIE’s Varsity College appeals to students who want a tertiary experience that encourages a holistic learning approach; like small classes, excellent lecturers with experience in the field in which they lecture, and a mentoring and nurturing environment that is provided by the well developed student support services available on each campus. The IIE’s Varsity College is completely ‘peoplecentric’ and is proud of everyone who forms part of the team. Over the years it has evolved and innovated its HR policies and practices to reflect this. Like all good stories, it is definitely nowhere near the end, and it merely pauses occasionally to gather momentum to continue to strive to not only be the best in tertiary education, but also to be the ‘Best Employer.’

So if we were to say that your total contributions are R100 per month, you can expect to receive a ‘salary’ of R900 each month, before tax. At the time of signing your employment contract, you can choose whether or not you want your total cost to company package paid proportionately over twelve (12) or thirteen (13) months. The beginning of the financial year at Varsity College is January, so if you join after January and you select the thirteen (13) month option, it will be a pro-rata amount for the remainder of the year. Current employees can request the thirteen (13) month option at the beginning of each year.

ReMUNERATION ALL ABOUT GETTING PAID The IIE’s Varsity College pays a total cost to company package.

What does this mean? Simply put, if you agreed to being paid R1,000 per month or R12,000 per annum, all of the contributions to the Provident Fund (compulsory), medical aid (optional) and any structured allowances; e.g. a car allowance, will have been included in this amount.

Please note that there are two tax choices on the thirteen month option as follows: 1) Monthly (i.e. taxed on the 13th cheque over ten (10) months from March to December). 2) Once off (i.e. taxed on the 13th cheque in December). Please speak to your HR Department for more details on this option. Salaries are paid on or about the 25th day of each month by direct transfer into your banking account. Any deviation to the above is at the discretion of the company; e.g. early payment in December.

TAX AND OTHER DEDUCTIONS RENDER UNTO CAESAR ... The company will deduct any amounts from your remuneration as required by you, law or as required in terms of any agreement between you and the company. • For example, if you decided to join the optional medical aid scheme as offered by the company, your contribution will be deducted from your cost-to-company payment and it will be paid over by the company directly to the medical aid. • The law requires the company to deduct and pay over income tax. This is just one example of a deduction that is required by law.

GTC UMBRELLA PROVIDENT FUND LOOKING OUT FOR YOUR FUTURE The fund is governed and administered according to the provisions of the Pension Fund Act, 1956, and the Income Tax Act, 1982. It is managed by a Board of Trustees of whom 50% are independent and the balance appointed by GTC. The administration is done by administrators appointed by the Trustees. The participation of ADvTECH Limited in the fund is managed by a Board of Management consisting of 7 members. Of these, 4 are elected by the employees of ADvTECH who are members of the fund and 3 are appointed by ADvTECH. All permanent employees of The IIE’s Varsity College are required to become members of the Provident Fund. You can however, choose whether you want to contribute 6.8%, 9.5% or 12.75% of your pensionable salary. You are given the option to change your contribution rate to any of the other available contribution rates on the 1st of July each year. The contribution is tax efficient meaning that your income will be reduced by this amount before tax is calculated and deducted. Members of the fund are allowed to contribute additional voluntary

contributions (AVC) to the fund, in a tax efficient manner, up to a maximum contribution of 27.5% of taxable income (this limit includes the compulsory contributions and is subject to an overall maximum of R350,000 per annum). When you decide to add AVC you need to commit to do it for the year until you have a choice again, effective 1 July the following year. Once a year, effective 1 July, members will have the option to amend their additional voluntary contributions. When this annual option date comes around you may increase, decrease or terminate your AVC. The AVC must be a monthly rand amount with a minimum of R100 or any figure in multiples of R100, payable via payroll. It is advisable to consult with a qualified financial advisor to assist you with the calculation of your maximum allowable AVC. Certain costs, such as admin, consulting, death and disability etc., are included in and deducted from the monthly contribution amounts. Upon withdrawal, members get what they have contributed less the deductions mentioned, plus investment return (please bear in mind that investment returns are market related, although positive over the medium to long term, there could be negative periods as well). Built into the associated risk benefits of this fund is the Death Benefit (including a Global Education Protector Benefit), Disability Income Protection, Critical Illness Benefit and Funeral Assistance Benefit. Please note that all group risk benefits cease when service terminates.

Group Life Benefit Upon the death of a member an insured benefit equal to a multiple of 4 times annual pensionable salary plus fund credit are payable to the member’s beneficiaries. The benefit is subject to tax. It is very important to complete a nomination of beneficiary form to assist the Trustees to distribute the benefit in terms of Section 37C of the Pension Funds Act. The Global Education Protector Benefit Upon the death of a member, an additional benefit is payable over and above the insured death benefit in respect of the education costs of the children of the deceased member. Education is one of the most important and expensive monthly costs for most families. Discovery realises this and has developed the Global Education Protector Benefit to assist. This benefit is designed to fund the education of children in the event of the death of a member. Certain terms and conditions and rand limits will apply as set out from time to time. A comprehensive explanation document is available on the GTC website. Severe Illness Benefit (also known as Dread Disease or Critical Illness Benefit) The benefit is equal to one times annual pensionable salary subject to a maximum benefit of R800 000 for severe conditions. A tax-free lump sum amount will be paid to you if you are diagnosed with one of the illnesses defined in the insurer’s policy

GTC UMBRELLA PROVIDENT FUND document. A benefit paid under this policy will not affect the member’s Life Cover Benefit. Severity levels apply to this benefit and benefit payments could range from 5% up to 100% of the insured amount. Fringe benefits tax is payable on the premiums. This benefit covers a range of medical conditions from life changing events to terminal illness (please refer to the document on the GTC website). Pre-existing conditions may be excluded from the policy during the 12 months of membership. There is also cover for children who are younger than 18. The cover is for the same illnesses that the member is covered for as well as specific illnesses affecting children. The cover for a child is a maximum of 10% of the member’s cover. The automatic cover for each child in the family is at no additional premium and is free of underwriting. The benefit is subject to the Insurer’s standard terms and conditions. Disability Income Benefit In the event of your disability prior to retirement, a monthly benefit based on 75% of your pensionable salary would be payable, after a three (3) month waiting period; subject to an overall maximum of R215 000 per month inclusive of the Waiver Benefit. The insurer reserves the right to reduce the benefit to ensure it does not exceed predisability after tax income. If you have an individual policy providing a similar benefit then you must please enquire with your personal financial advisor about aggregation of benefits.

In addition to the benefits described above, the insurer will also pay the medical aid contribution for the first 12 months of the disability. The employee must be the Principal medical aid member to qualify for this. Members of Discovery Health will have the entire medical aid contribution covered. Contributions to other medical aids will be subject to the maximums listed below: Member – R3,355 per month Spouse – R2,525 per month Children – R1,360 per month This disability benefit would only become payable if you have been accepted as disabled by the Insurer in terms of their standard terms and conditions. Once in payment your benefit will increase annually by the lesser of the official rate of inflation and 5%. Your membership of the fund would continue. Subject to the Insurer’s approval, the benefit may continue to be paid until the earlier of recovery, death or reaching your normal retirement age. Over and above the standard benefit of 75% of pensionable salary, the insurer will pay a contribution on your behalf towards the provident fund as long as you receive a disability benefit payment. This contribution aims to replace the employer contribution rate selected by you and will not include any AVC. The disability benefits are subject to the Insurer’s standard terms and conditions. In particular it must be noted that for new

members a pre-existing condition exclusion could apply for the first twelve months of membership. Funeral Assistance Benefit In the event of death in your immediate family, a lump sum as per the following scale will be paid to cover the funeral costs: Member – R18,000 Spouse – R18,000 Children (14-21) – R18,000 Children (6-13) – R9,000 Children (1-5) – R4,500 Stillborn to 11 months – R2,250 Please note that the entire benefit ceases when the member reaches age 65. The benefit will cease for the non-member spouse when he/ she reaches age 65 even if the member is still working and younger than 65. Vitality Employees who are members of Vitality enjoy potentially significant additional benefits. Some of these affecting the group risk benefits are outlined below. Private School Upgrade Benefit This is applicable to Vitality members with at least bronze status. On the death of the employee, the Private School Upgrade Benefit™ allows a child in a public school to upgrade to a private school.

GTC UMBRELLA PROVIDENT FUND The Performance Bonus Protector Offers up to 50% of the average of the last 3 years’ bonuses (net after tax) payable up to 24 months if they become permanently (Category A) disabled. The percentage will depend on the member’s Vitality status as below. Vitality status Blue

Bronze

Silver

Gold

Diamond

10%

20%

50%

The Mortgage Protector Benefit Will pay a disabled member’s bond repayments for up to 24 months, depending on the member’s Vitality status. This benefit will pay out on a monthly basis. In addition the disabled member’s premiums, in respect of Discovery individual policies, will also be paid.

Investment Portfolios As part of the GTC Umbrella Provident fund, The IIE’s Varsity College employees are also able to select an investment portfolio from a range of five options in line with the member’s risk appetite or religious orientation. 1. 2. 3. 4. 5.

GTC GTC GTC GTC GTC

Conservative portfolio Moderate portfolio High Equity portfolio Market Plus portfolio Shari’ah portfolio

Members have the ability to switch investment portfolios should they wish to do so. Please note however that only one switch in a twelve (12) month period is allowed for any member.

Vitality status Blue

Bronze

Silver

Gold

Diamond

3 months

6 months

9 months

12 months

24 months

The Free Cover Limit Multiplier Benefits above the Free Cover Limit (FCL) are subject to medical underwriting. Discovery Life has developed the Free Cover Limit Multiplier™ to reduce medical underwriting for employees who are participating in the Vitality programme. - Research has shown that members who engage in the Vitality programme have lower mortality and morbidity rates. - Discovery Life has developed the Free Cover Limit Multiplier™ which boosts the Free Cover Limit for Vitality members. - The Free Cover Limit Multiplier™ raises the standard free cover limit by the following percentages: Vitality status Blue

Bronze

Silver

Gold

Diamond

10%

20%

30%

40%

Notes:

1) The above is a short summary of the fund and related risk benefits. It is very important to also review the member guide (available on the GTC website – www.gtc-eb.co.za), the comprehensive risk benefit brochures, and the feedback documents distributed after each meeting of the Board of Management. 2) Web access is encouraged to view your benefit statement from time to time and to read the other important documents explaining the benefits and the investment portfolios. Please ensure you collect the log in details from your HR department.

MEDICAL AID KEEPING YOU HEALTHY You may choose to belong to the medical aid scheme as provided through ADvTECH. The available scheme is Discovery Health. Details on this scheme are available from your HR Department. Please note that you will be liable for the full amount of your contribution. Your income will also be reduced by this amount before tax is calculated and deducted.

Need advice on your Discovery Health Plan? NMG Consultants and Actuaries are here to assist and advise you accordingly. To get in touch with the NMG Consultant for your region, please speak to your HR Department.

GAP COVER FILLING THE GAP NMG has secured a partnership with Stratum for ADvTECH. Gap Cover is a way in which medical scheme members can avoid being left with payment shortfalls or gaps. This is an optional cover for ADvTECH employees that compliments their medical aid. To apply for this Gap Cover you do not need to be on Discovery through ADvTECH, you may also apply for this cover if you belong to other medical aids recognised by Stratum. This product is designed to ‘fill the gap’ between what is charged by your service provider for in-hospital procedures and what is covered by your medical aid. The actual benefit paid is subjected to a maximum as set out in the policy. Should your service provider charge in excess of this, then you would still be liable to cover this additional amount yourself. It is important to note that your Stratum Gap

Cover policy will reimburse you directly and not the service provider concerned. It therefore still remains your responsibility to settle with the service provider. Please note that the Gap cover contributions will be deducted from the employees salary through the ADvTECH payroll. This is a very brief overview of what the Gap Cover policy entails. Should you want a more detailed and concise description, please speak to your HR Department so that they can put you in touch with the relevant NMG Consultant.

NB: Underwriting and waiting periods may apply dependent on the time frame of joining the GAP cover – please speak to an NMG consultant for more details on this.

ADVTALENT PEOPLE SOLUTION SHOW ME THE MONEY ADvTALENT People Solution (APS) is ADvTECH’s integrated HR & Payroll system.

Some of the benefits of the system are: • • • • •

A ‘self service’ access to personal data for our employees. Online ‘leave application’ that is automatically work flowed to managers for approval. Online real-time access to all leave balances. Online access to detailed payslips. Online access to IRP5 tax certificates.

A dedicated APS support email address has been set up for any general queries that employees might have. Please feel free to send your APS queries to: apssupport@advtech.co.za Please ask your HR Department for assistance with accessing and navigating the system. You can also access the APS How-To-Guide icon on ADvNet.

PERFORMANCE MANAGEMENT HOW AM I DOING? What is Performance Management?

It is a process that helps an organisation meet or exceed its goals. Performance Management is the process of: • • • • •

Planning work & setting employee expectations. Continually monitoring employee performance. Developing the employee’s capacity to perform. Periodically rating the employee’s performance. Rewarding good performance.

The Performance Management process consists of three steps: Step 1: “Objective setting – develop mutually agreed upon objectives.” Managers and employees determine performance objectives, how they will be achieved and how results will be measured. Step 2: “Mid year review – review progress against objectives.” Should be done periodically throughout the year. Step 3: “Year end review – review annual performance against objectives.”

What should you expect?

Objective setting begins with the manager and employee agreeing on a set of written objectives and the results which should be achieved. These must be SMART objectives: S-Specific Objectives must focus on specific results rather than on general or vague actions. M-Measurable If an objective cannot be measured (time, quantity, etc.), it cannot be effectively managed. A-Agreed Managers and employees should both agree on objectives in the performance plan. R- Realistic Objectives must be relevant and achievable and aligned with and support the goals of the department, division and company. T-Timely The objective should be linked to a time frame in which it should be achieved.

Mid year review:

Provides for the chance to have at least one formal feedback discussion in the middle of the year to discuss progress against objectives: • What’s going well? • What can be improved? • “Ensure there are no surprises.”

Year end review:

The employee summarises their accomplishments against objectives for manager’s review and the manager formally reviews the performance rating with the employee. These personal and confidential reviews are collaborative, in other words you give your input together with your manager. They are a great opportunity for you to talk about how you are doing and also about your career at Varsity College and what the future could hold for you.

Employee Development Worksheet (EDW):

Your line Manager will sit with you annually to draw up an individualised EDW that will speak to a personal development plan for you. This will include looking at training needs, career aspirations and development plans to assist you with closing any gaps that may exist between your current role and your future potential position/s that has been identified.

SALARY REVIEW THIS SOUNDS GOOD! Your salary may be reviewed annually. Should you not have completed a full year of employment at The IIE’s Varsity College, any increases and or changes will be calculated pro-rated based on the length of your service at the time of review. For example, if you started at the beginning of June and the period under review is January through to December (the 12 month Financial Year period at The IIE’s Varsity College is January through to December), your review will be considered for pro-rata on six (6) months i.e. June through to December.

KEEP UPDATED IT WILL KEEP YOU IN THE LOOP

SALARY/HR QUERIES – I WANT TO ...

You are encouraged to keep all your personal information that is required by salary administration current. Let your HR Department have all updated information and it will be passed on to the correct department.

If you have mislaid your IRP5 form or if you want more info on the Provident Fund etc., the person to speak to is your HR Department. They will make all the pertinent calls to the necessary people on your behalf and then provide you with feedback.

RESPONSIBILITIES (JOB) GRADING CLIMBING THE LADDER? Your job description is made up of a number of responsibilities. In order to be able to carry out your responsibilities, you are required to have certain skills. The grading list that The IIE’s Varsity College uses is the Paterson Evaluation system. The grading system is divided into grades in the range of A to F. As a point of reference, below is the breakdown. 1. All staff, other than Principals and senior management staff, fall into the A-C category. 2. Principals and senior management staff fall into the D-F category. To find out what grade you are on, talk to your HR Department.

QUALIFICATIONS YOUR PASSPORT TO THE GALAXY

Your employment contract is dependent on the authenticity of the qualification/s that you have indicated on your application for employment and the documentation supplied. Fraudulent qualifications will render your employment contract null and void, even if evidence of this only becomes known once you have taken up employment. The academic and operational integrity and credibility rests with the people that work for The IIE’s Varsity College. We therefore reserve all rights in terms of the law regarding the submission of false qualifications and this includes the right to litigate.

WORK -- OTHER THAN FOR THE COMPANY THE MIDNIGHT SHIFT? In terms of your employment contract, you are required to devote all your time to the responsibilities (duties) that you have been employed to perform. You may, however, with the express written permission of your campus Principal/National Manager and National HR, be allowed to take up additional employment/work outside of normal working hours provided it does not negatively impact your primary responsibilities at The IIE’s Varsity College. This work must not be in conflict with the services that The IIE’s Varsity College provides and you will need to ensure that you do not utilise any company resources to conduct this work.

INTERNAL TRANSFERS KEEPING IT IN THE FAMILY! This policy regulates transfers between ADvTECH businesses for any ADvTECH employee to ensure transparency as well as compliance with the relevant businesses requirements.

CONFIDENTIALITY FOR YOUR EYES ONLY! You may neither directly nor indirectly use or disclose for your own benefit or for the benefit of any other person, any trade secrets or confidential information relating to the company or its clients (including student information) to which you may have become privy to during the course of and beyond your association with the company or its clients. You may divulge such information only to those persons connected with the company who, in the company’s opinion, are required to have that information.

In keeping with the openness and transparency of the internal recruitment process (P41 notifications), the following guidelines must be adhered to: • Employees wishing to be considered for a promotion or transfer within the Group, must have occupied their current post for a minimum of six (6) months. • An employee who wishes to apply for a vacancy in another brand/division, must do so following the normal channel as per the P41. • In line with our focus on openness and transparency we recommend that employees let their line manager and Principal (for campus staff) know when

“Trade secrets” or “confidential information of the company or its clients” shall include, but not be limited to: • The company’s technical detail • Programme content • Methodology • Know-how • Methods of operating and/or delivery • Financial information • Student information • Names of clients and potential clients or • Any aspect of the company’s database that you may become privy to during the period of your employment with Varsity College.

they apply for any internal vacancies within the ADvTECH Group.• Employees are encouraged to ask the relevant contact person (as listed on the P41) for a job spec prior to submitting their CV to ensure that they meet the minimum requirements of the job. • It must be noted that as per the Basic Conditions of Employment Act and as per point no 4.8 of the ADvTECH Annual Leave Policy, under no circumstances may the employee’s accrued leave be paid out upon transfer. This is due to the fact that a transfer is not deemed to be a termination of employment. Leave provisions will rather be transferred accordingly.

ANNUAL LEAVE TIME TO SMELL THE ROSES! Annual leave is the time that you reward yourself. It is the time when you can catch your breath, relax and spend time on yourself and, of course, “smell” the roses. You are encouraged to make full and good use of this time as your continued wellbeing is very important to The IIE’s Varsity College. If you fall into the A – C category of the Paterson Evaluation System, then you will be entitled to an annual leave allocation of 18 working days. Once you have completed five (5) continuous years of service you will be entitled to an additional three (3) days which then takes your leave days to twenty-one (21) working days. After completing ten (10) continuous years a further two (2) days will be added that will give you twenty-three (23) working days of annual leave. Staff in the D-F category of the Paterson Evaluation will be entitled to twenty-three (23) working days and after five (5) years of continuous service, a further three (3) days gets added on, to make twenty-six (26) days of annual leave. Academic staff who are contracted to work as per the Academic Conditions of Employment drawn up by ADvTECH and The IIE will be entitled to leave as per their conditions.

So how does it add up?

For each month worked you will accumulate leave days. There is a simple formula and you can get this information from your HR Department.

When can I take leave?

Taking into account that there are certain times in the year which are considered operationally ‘busy periods’, you are encouraged to plan ahead and to discuss your leave needs with your line manager. For example: the “registration” period is considered an operationally busy period. Staffing requirements for this period are communicated annually by the HR department. Leave must be requested and applied for in APS no less than two (2) weeks in advance of the start date of the leave period applied for. Of course, there will be special circumstances; e.g. you won 1st prize in a competition that is a week in Mauritius and you need to take up the prize within 7 days! You will need to speak to your line manager in instances like this.

Can I accumulate leave?

You can only carry over one (1) year’s allocation of leave (e.g. for most employees this will be eighteen (18) days), and any leave in excess of this not taken at the end of the leave cycle (leave cycle runs from January to December each year) will be forfeited. So if, for example, you did not take any leave in 2015 and you started 2016 with your full eighteen (18) day allocation and then did not take any leave in 2016, by December 2016 you would have thirty-six (36) days annual leave owing to you in total. You would then only be permitted to carry over a maximum of eighteen (18) days (from 2016) into 2017 and you would forfeit the other eighteen (18) days that you accrued in 2015.

Part-Time Lecturers

Certain Part-Time Lecturers do not qualify for a set allocation of annual leave but are rather entitled to take leave during their semester breaks. These semester breaks are determined by the calendar, and in consultation with the campus Principal. There is no accumulation of annual leave for Part-Time Lecturers, and as such no leave is payable upon leaving the company.

ANNUAL LEAVE PART II When can I not take leave? You cannot take leave during a period of resignation.

Can my leave application be declined and if so what happens to that leave?

Line managers are entitled to refuse or reschedule the leave dates in accordance with the operational requirements of the business. Should line management refuse annual leave due to operational requirements and this then results in an employee being at risk of forfeiting annual leave, the leave that will be forfeited will be processed to stored leave, thus allowing the employee to take the leave at a later date. Accumulated stored leave does not get paid out upon termination of an employee’s employment with the company. It will be forfeited if it has not been utilised.

Can I be paid out my annual leave?

Only on termination of service will leave owing to you be paid out. The leave paid out will be detailed on your final payment statement/payslip.

Unpaid annual Leave

Varsity College does understand that under certain circumstances employees may need to utilise unpaid annual leave, however, the following conditions apply: • • • •

Unpaid annual leave will not be granted to any employee to whom annual leave is due. Unpaid leave will be granted only under exceptional circumstances at the discretion of the line manager. In any one (1) calendar year the line manager may grant a maximum of seven (7) days unpaid annual leave. No leave will be granted during a notice period.

SICK LEAVE

Do I need to hand in a doctor’s letter?

Proof of incapacity (injury or illness) is required when you are:

IS THERE A DOCTOR IN THE HOUSE?

• •

If you work in excess of twenty-four (24) hours per month and a five (5) day week, and you are absent from work because of illness or injury, you are, under normal circumstances, entitled to sick pay as provided for by labour legislation.

The IIE’s Varsity College reserves the right, at any time, to review individual circumstances and request a doctor’s certificate, and to verify any certificates or letters submitted. Failure to comply with the above will result in unpaid leave being deducted.

What does this mean?

You are entitled to thirty (30) days sick leave in a three (3) year sick leave cycle. This equates to ten (10) days per year in a three (3) year sick leave cycle. Within the first six (6) months of employment, you are entitled to one (1) day’s sick leave for every twenty-six (26) days worked.

10 Items of Information that MUST Appear on a Valid Medical Certificate:

Away for more than two (2) consecutive days, or Away on more than two (2) occasions during an eight (8) week period.

Will I be paid for sick leave?

Under normal sick leave circumstance, you will be paid for sick leave taken. You must apply for any sick leave taken and where relevant, the originals of all letters and/or certificates must be attached.

• • • • • • • • • •

Whom do I tell?

It is important that you make every effort to notify your line manager by way of a telephone call or the way that your campus Principal has agreed. This could be by way of an SMS; however should you not receive a reply to the SMS you will need to continue to make an effort to communicate with your line manager.

What is unauthorised absenteeism?

Following an unauthorised and unreported absence of beyond five (5) working days by an employee, it will be assumed that the employee has deserted/abandoned the employment of The IIE’s Varsity College, and has no intention of returning to work. This will also apply to an employee who may need to leave the workplace to consult a doctor and as a result of this is booked off work and fails to report the outcome. Any unauthorised absenteeism is regarded as a breach of the Disciplinary Code and will be dealt with in accordance with the code and procedures. Please familiarise yourself with the code and procedures which are available from your HR Department.

The name, address and qualification of the practitioner; The name of the patient; The date and time of the examination; Whether the certificate is being issued as a result of personal observations by the practitioner during an examination, or as the result of information received from the patient and which is based on acceptable medical grounds; A description of the illness, disorder or malady in layman’s terminology, with the informed consent of the patient, provided that if the patient is not prepared to give such consent, the medical practitioner or dentist shall merely specify that, in his or her opinion based on an examination of the patient, the patient is unfit to work; Whether the patient is totally indisposed for duty or whether the patient is able to perform less strenuous duties in the work situation; The exact period of recommended a sick leave; The date of issuing of the certificate of illness; and A clear indication of the identity of the practitioner who issued the certificate which shall be personally and originally signed by him or her next to his or her initials and surname in printed or block letters. The certificate should be Legible!

OVERTIME LEAVE THE LATE SHIFT This policy is to promote a healthy work/life balance for all Varsity College employees. There will be some times and circumstances that will require you to work overtime and time off in lieu of this overtime worked will be given. “Overtime” means the time that an employee works during a day or a week in excess of ordinary hours of work and that this overtime has been pre-approved by your manager. The overtime may not extend beyond ten (10) additional hours a week or extend a working day to more than twelve (12) hours. Staff may not work overtime unless by pre-approved agreement from their manager. This pre-approval must be attained via email and kept as a supporting document to upload into APS in order to log your overtime in the system. The calculation for the time off in lieu is 1 1/2 hours for every one (1) hour of overtime worked. This is in line with Basic Conditions of Employment Act (BCEA). Please speak to your HR Department for a detailed How-To-Guide to assist you with

logging your overtime in APS and applying to use that overtime at a later stage. Please note that the following cap guidelines have been applied to the amount of overtime that may be accrued during the following periods: • January - June : a maximum of 10 days • July - December: a maximum of 5 days If you exceed the cap guidelines listed above please speak to your HR department so that they can investigate and advise accordingly. Although it is not always operationally convenient to take the leave approved immediately, it is preferable that you take it within thirty (30) days of approval. All leave of this nature, if not taken before the end of the leave cycle (end December), may be forfeited. It will also not be paid out in a monetary value and if you still have overtime leave owing to you after resigning, this will be forfeited. Due to the nature of our business,

employees may from time to time, be required to attend certain campus functions/events that take place outside of normal working hours eg: opening addresses, graduations, programme briefings etc. Attendance of these functions is not classified as working overtime and, as such, any applications attempting to classify the attendance of such functions as overtime will not be approved or entertained. In the case of registration, there will be a campus roster issued that will ensure that all time is equitably distributed.

MATERNITY LEAVE

Will I be paid?

ANOTHER STAR IS ABOUT TO BE BORN!

Maternity leave will either be paid or unpaid and this depends on your length of service with The IIE’s Varsity College. If you have more than twelve (12) months of continuous service, you will be entitled to paid maternity leave. This twelve (12) month period will be calculated from the day you started up until the last working day before going on maternity leave.

What is the policy at The IIE’s Varsity College?

How do I apply for maternity leave?

Usually four (4) weeks, (or at such time as medically recommended and/or management approved) before the happy event, you may commence your approved four (4) consecutive month maternity leave. A maximum of a further two (2) months unpaid maternity leave may be granted based on medical recommendations and subject to management approval.

You will need to apply for the leave on the P17 form, and this must be accompanied with a doctors’ letter stating out the expected due date. You will also be required to complete the P33C Acknowledgement of Debt form. The forms must be given to your line manager and HR Department. Once your manual forms have been submitted they will be sent to the National HR team for the HR Manager’s approval and for uploading in APS thereafter.

Do I continue to contribute towards the Provident Fund, GAP cover and Medical Aid?

These will be maintained while you are on your approved maternity leave. Should you also require the additional two (2) months unpaid maternity leave option, it is possible for you to suspend the full payment of the Provident Fund and only pay the “death and disability portion” for the two (2) month period. If you take unpaid maternity leave, and you are on Discovery and/or Gap Cover (Stratum) through ADvTECH, you will need to arrange a payment plan for these contributions before you start your unpaid leave.

What if I resign within twelve (12) months after my return from maternity leave?

You will be required to repay the amount that was paid during the leave period in accordance with the scale as set out in the Maternity Leave Policy.

FAMILY RESPONSIBILITY LEAVE FAMILY IS IMPORTANT You are entitled to take three (3) days family responsibility leave per twelve (12) month cycle (a 12 month cycle starts in the month that you joined The IIE’s Varsity College) for the following reasons: • The birth (this applies to the men), illness or death of a child. • The death of a spouse or life partner. • The death of a parent, grandparent, grandchild or sibling. • Any other qualifying family emergencies. You will need to apply for this type of leave in APS and upload the relevant supporting documentation (e.g. a copy of your child’s birth certificate, family member’s death certificate or medical certificate for child, etc.) for approval. Over and above the three (3) days family responsibility leave, all male employees with more than one years’ employment at ADvTECH, are entitled to take a maximum of 2 days paternity leave per annum in the event of the birth or formal adoption of a child.

STUDY LEAVE TRAINING THE BRAIN Am I entitled to any study leave?

Should you be engaged in study in a field that is of benefit to the company, you will be considered for study leave. You will need to negotiate this with your line manager.

How much study leave will I be allowed?

You can be given, at management’s discretion, two (2) days study leave for each exam, to a maximum of ten (10) days per annum. This will include the day of the actual examination. In other words, you can take the day of and the day prior to your exam. You will also need to upload a copy of your exam timetable as a supporting document when applying for this leave in APS.

FAQ’s Can I take study leave for tests?

No, study leave only applies to examinations and not tests.

What happens if I have two exams on one day?

When two examinations are to be written on the same day, the employee may be granted leave for the two days prior to the examination date and one day’s leave on the date of the examination.

What happens if my exam is on a Monday?

When an exam falls on a Monday, the Friday before the exam may not be taken as a days study leave unless otherwise approved at the line managers discretion.

What happens if my exam falls on a Saturday or takes place in the evening?

Study leave for exams that fall on a Saturday or that take place in the evening will be granted as follows: • Exams that take place on a Saturday: The employee may apply for one days study leave on the Friday before the exam. This study leave application will be approved at the discretion of the Principal. • Exams that take place in the evening: The employee may apply for one days study leave on the day of the exam. This study leave application will be approved at the discretion of the Principal.

What happens if I have exhausted my study leave?

Should the employee have exhausted their study or exam leave any additional time required will require an annual leave application, or overtime leave should the employee have any overtime leave owing to them. If the employee has exhausted their annual leave and if they have no overtime leave owing to them then they will need to apply for unpaid leave accordingly.

Can I accumulate my study leave from one calendar year to the next? No, study leave may not be accumulated from one calendar year to the next.

What happens to my study leave if I resign?

Study leave will not be paid out upon resignation. Should an employee resign after a study leave application has been approved, and the study leave falls within their notice period, then the study leave will be deducted from the employee’s annual leave balance. Should this balance be exhausted, then this will be treated as unpaid leave.

Do I qualify for study leave if I am registered for Post Graduate Studies, a Masters Degree or a Doctorate?

An Employee registered for a postgraduate qualification (post initial degree) which would benefit the Employee’s career with the Company, will be considered for a maximum of ten days study leave in any calendar year. This leave may be used for attending required residential sessions, writing up a research proposal or thesis or dissertation or any other required activity for which documentary support from the relevant institution can be provided. Study leave will not be given in more than two consecutive years for a Masters and three consecutive years for a Doctorate. Should an Employee not have completed the degree during that period, any additional leave should be taken as annual leave, if available. When applying for this leave in APS the employee will need to upload the following supporting documentation: • Proof of their registration for their Post Graduate studies, Masters or Doctorate; • Letter of motivation to confirm what the time off will be used for (e.g. details of their research proposal).

DISCIPLINARY CODE KEEPING IT FAIR! Disciplined behaviour and personal responsibility for this is essential both for the successful achievement of your objectives and for the safety and fair treatment of all employees. This is the principle that underpins the ADvTECH disciplinary code. You need to familiarise yourself with what is considered misconduct and the corresponding procedure that will be followed when dealing with misconduct.

It can be applied in two ways: 1. Corrective – this would mean that you may have acted in ignorance and you need to be corrected, guided and instructed to act in a correct manner. 2. Punitive – this action will only be taken should prior corrective action have proved to be ineffectual, or when the offence is so serious that the relationship of trust between the parties is ruined. The ADvTECH disciplinary code guides both you and the Company in the event of any disciplinary measures needing to be applied. A copy of this code is available from your HR Department.

GRIEVANCE PROCEDURE I AM HAVING A PROBLEM!

It is recognised that from time to time, an employee may wish to address a grievance related to their employment. The grievance could be that you feel that you have been unfairly treated, or you are being unreasonably harassed by a co-worker.

HARASSMENT STAND UP AND BE HEARD

There is a formal procedure in place to ensure that you can raise any grievance and that the matter can be resolved as quickly as possible to the satisfaction of everybody involved. A copy of this procedure is available from your HR Department.

Harassment in its broadest context can be defined as inappropriate behaviour, actions, comments or physical contact that is objectionable, unacceptable and constitutes misconduct. The most notorious forms of work place harassment involves sexual and/or racial harassment. There is a whole range of actions that fall under this heading and could include verbal abuse, discrimination on the basis of disability, belief or intimidation. ADvTECH is completely intolerant of harassment and any person found to be guilty of this will be disciplined. You are encouraged and asked to report incidents of harassment. The Grievance Procedure can be used.

ELECTRONIC COMMUNICATION AND SOCIAL MEDIA POSTMAN PAT IN CYBERSPACE! The Electronic Communications and Social Media Policy aims to govern the use of the ADvTECH (and, by inference, The IIE’s Varsity College) ICT infrastructure in order to ensure effective use of our computers, data lines, and communication platforms which, in turn, improves our ability to provide a predictable and stable operating environment. The highlights of the policy are: • No sending of spam or unsolicited emails or misuse of the distribution lists will be allowed. Any spam should be reported to themarshal@advtech.co.za immediately. • The maximum email size is set to 15 megabytes (MB); however, any attachments larger than 5MB should be shared through OneDrive instead. • Ensure that you maintain your mailbox size below 20GB by adopting proactive filing habits. Speak to your ICT department for assistance. • Consider compressing large documents before emailing them. • Do not share your login details with anyone! • Lock your laptop/computer when you are away from your desk.

• You will be held responsible for any activity on your username. • Do not fabricate a message and/or sender of a message. • Do not post or transmit, by any means, any content, which is, unlawful, harmful, threatening, abusive, harassing, defamatory, vulgar, obscene, sexually explicit, profane, hateful, racially, ethnically or otherwise objectionable content of any kind. • Do not post or transmit, by any means, any content which brings the company into disrepute. • Do not use any communication facilities to offer or solicit private services for private selling of goods and/or services. • If you are out of the office for a full day or more then you should activate your “Out of Office” function. • You are required to follow the Loss Control Policy in the event that equipment (i.e. laptop or computer) is stolen or lost. • Communications such as emails, voicemail and items stored on users’ computers are the property of ADvTECH and should, at all times, be treated as though others may later view them. • You may not excessively download, reproduce, share, retain and/or create records that contain music, images, sound or video, if such record is not reasonably required for the user’s official business. • The personal use of Internet and/or social media while using company property, resources and time is discouraged and, where it affects the productivity or role of the person concerned, may be considered as an abuse of company resources. Common sense and good judgement should guide personal and private usage.

Any breach of this policy will result in: • A user’s email privileges being revoked or restricted without warning or consultation, and/or; • Disciplinary action will be taken against the offender. Such disciplinary action will be taken in accordance with ADvTECH’s Disciplinary Policy, a copy of which can be obtained from your HR Department.

PORTABLE IT EQUIPMENT KNOW BEFORE YOU GO This policy applies to all users who have access to and/or use of the company’s Portable ICT Equipment (e.g. laptops, a small compact portable computer, notebooks, netbooks, digital cameras or similar equipment, including data connectivity cards/modems, projectors and external hard drives owned by, licensed to or rented by the company).

The purpose of this Policy is to: • • • •

Inform users about the use of ADvTECH’s Portable ICT Equipment. Create rules for the use of ADvTECH’s Portable ICT Equipment. Clarify responsibility and provide the appropriate action in the instance of loss or damage to Portable ICT Equipment that has occurred. Provide clarity on how to deal with transgressions of this Policy.

This Policy states that users may not: • • • • • • •

Use Portable ICT Equipment to access or view pornographic material or obscene materials without the prior consent of the research committee and/ or the Director or Registrar of The IIE who will consider if there is an academic, instructional, or research reason for such access to be permitted. Use Portable ICT Equipment to download or distribute malicious code or illegal software. Use Portable ICT Equipment to harass another person. Users should not transmit to others or display images, sounds or messages that might be perceived by a reasonable person as being, or have been identified as, harassing. Intentionally damage Portable ICT equipment. Install additional software onto Portable ICT Equipment without prior authorisation from your ICT Manager and without an ADvTECH owned license. Leave the Portable ICT Equipment at work overnight unless locked in a safe place or secured with an authorised personnel. Leave the Portable ICT Equipment in plain sight in a vehicle.

Loss or damage to Portable IT Equipment: • • •

ADvTECH’s insurance policy does not cover the costs of recovering stolen Portable ICT Equipment. The user will be held responsible for the replacement cost of the Portable ICT Equipment in the event of loss or damage as a result of negligence on the part of the user. In the event that the loss or damage to Portable ICT Equipment is not as a result of negligence on the part of

• • •

the user, the head of the Division can determine the appropriate action and allotment of costs. Users are required to follow the Loss Control Policy in the event that Portable ICT Equipment is lost. Users are required to report any Portable ICT Equipment damage to their ICT Department. Users are allowed to add the Portable ICT Equipment to their personal insurance should they wish to protect themselves against possible loss.

Portable IT equipment usage guidelines: Included in this Policy are some guidelines to be followed when using Portable ICT Equipment. These include: • • • • • • •

Shut down laptops when not in use to avoid overheating especially before placing it in a laptop bag. Hard drive and display should be set to turn off after a period of time when laptops are not in use. Use a hard surface under your laptop as often as possible; as a soft surface can block the airflow vents and cause overheating. Before packing your laptop in a bag, unplug all accessories. Do not leave your laptop on the floor. It can easily get damaged. Use a good quality bag that is designed to carry Portable ICT Equipment. Never check your laptop in as luggage when travelling on an airplane.

Any breach of this Policy will result in disciplinary action been taken against the offender in accordance with ADvTECH’s Disciplinary Policy.

DATA MANAGEMENT SAVE IT BEFORE YOU LOSE IT!

This policy is applicable to all PC and laptop users. The following rules apply: • • •

All users are required to save and store their business related working documents to their ADvTECH OneDrive. Departmental data is required to be stored on departmental shares on a network drive or SharePoint. Your ICT department will assist you in familiarising yourself with these locations. No business related data is to be saved on the desktop as this is not part of the daily backup. If you are unsure about where to save your business related documents please contact your ICT Department

Should the above rules not be adhered to, you will run the risk of losing data permanently and you could also face disciplinary action.

DIVERSITY IN THE WORKPLACE At The IIE’s Varsity College we recognise and value the contributions made by the diversity of the people, language and cultures in the workplace. Cultural diversity is a positive, but it can become the source of interpersonal misunderstanding and/or friction. We are therefore committed, at all times, to promoting and preserving the dignity, self esteem and inclusion of all of our employees. • •

Addressing a colleague – everyone, either a superior or a subordinate is to be addressed in a respectable manner. Any form of physical assault, fighting or verbal abuse is unacceptable. This includes language or hand signals that may cause hurt, humiliation or challenge the dignity of an employee.

MANAGEMENT AND SUPERVISORY ETHICS FAIR IS FAIR! The following ethics are encouraged: • • • • •

Disciplinary and counselling measures will be applied in a dignified manner and with regard to the need for privacy. Every effort will be made to ensure that all disciplinary measures, formal or informal, will be dealt with in a consistent and fair way and in accordance with the disciplinary procedures in place. Every effort will be made to keep appointments by employees, managers and supervisors alike. The authority of supervisory staff will, at all times, be maintained, irrespective of race, ethnicity, sex, religion or culture. Victimisation or intimidation practices will not be tolerated and if proven, could lead to severe disciplinary action being taken.

HIV/AIDS AWARENESS HIV/AIDS knows no social, gender, age or racial boundaries. ADvTECH recognises that the HIV/AIDS (Human Immunodeficiency Virus/Acquired Immunodeficiency Syndrome) epidemic will affect every workplace, with prolonged staff illness, absenteeism, and possible death impacting on productivity, employee benefits, occupational health and safety and workplace morale. The ADvTECH HIV/AIDS policy promotes the following purposes: • • • •

Eliminate unfair discrimination in the workplace based on HIV/AIDS status. Promote a non-discriminatory and supportive workplace in which people living with HIV/AIDS are able to be open about their HIV status without fear of stigma or rejection. The company commits to promoting appropriate and effective ways of managing HIV/AIDS in the workplace. As part of the HESIO portfolio we endeavor to promote awareness of HIV/AIDS. Please speak to your HESIO committee if you have any feedback or suggestions for us.

Other important points: • • • • • •

ADvTECH will not require any employee or applicant for employment to undertake an HIV/AIDS test in order to ascertain the employee’s HIV/AIDS status. ADvTECH, as part of a workplace initiative, will strive to encourage Voluntary Counseling and Testing (VCT). All persons living with HIV/AIDS have the legal right to privacy. An empoyee is therefore not legally required to disclose their HIV/AIDS status to ADvTECH or to any other employee. A supportive environment will be created so that employees living with HIV/AIDS are able to continue working under normal conditions in their current employment for so long as they are medically fit to do so. The protection of human rights and dignity of people living with HIV/AIDS is essential to the prevention and control of HIV/AIDS.

DRESS CODE AND APPEARANCE SO HOW DO I LOOK? You are expected to present a business image in how you dress and in your appearance at all times. Experience has proven that a professional standard of dress helps to promote the image of the Company and the credibility of the institution. This extends not only to personal hygiene and clothing, but to visible body piercing, tattoos, and unnatural hair colour (blue, pink, purple etc.), that will or could diminish yours or the company’s image in the eyes of our customers and public. If you are in any doubt, ask for advice from your line manager. For detailed guidelines on what is deemed as appropriate attire, please refer to the full policy.

So what is on the “what not to wear” list?

For everyone: no shorts, no denim wear and this includes jeans, no flip flop sandals; no t-shirts. In other words, if you could wear it to the beach, a picnic at the dam or to a climb up the mountain, then don’t wear it to work! More specifically, for the ladies – please no crop tops, shoe string tops without a jacket/jersey or again anything that is too revealing or that could either be great for an evening out at a club or sunbathing! And for the men – no t-shirts or cut off pants please!

What can I wear?

Well pretty much everything, with the proviso that if you were called to a meeting you would know that you look neat, tidy and professional. There is no fashion police employed and it is not about keeping up with trends or stifling creativity – it’s just about being dressed appropriately for your position.

FRATERNISATION CUPID’S ARROW? Personal relationships in the workplace should not intrude or be seen to intrude on or influence practices in the workplace. This includes keeping “your distance” from students with respect to gossip, socialising and abiding by the Company’s ethics with respect to fraternisation.

Should you find yourself in a personal relationship with any employee, independent contractor or other stakeholder you should declare this in writing immediately to your Principal/ National Manager as well as to the National HR Manager.

Employees that fall within the following portfolios will on occasion be dressed outside of the usual business attire; Sport and Social, PR and Events, Student Relations, IT and Facilities. This is deemed appropriate as per the separate guidelines for these staff members due to the nature of their jobs.

There will of course be “casual days”; or days spent moving and sorting on campus – these are special occasions and it is at the discretion of your line manager or campus Principal as to what can be worn.

LONG SERVICE AWARDS

NEPOTISM GUIDELINES

STICK AROUND

The recognition is as follows:

In recognition of the service and loyalty received from each and every employee, long service is recognised and celebrated by the Company. The periods recognised are 5, 10, 15, 20, 25, 30 and 35 years.

• • •

A framed certificate indicating the Company’s appreciation is handed to all employees who have reached various milestones. Your leave days will also increase as per the details in the annual leave segment. A monetary consideration of which tax will be deducted as applicable by law and tabled below:

Years of Service

Taxable Tax Free Monetary Value Asset

5 Years 10 Years 15 Years 20 Years 25 Years 30 Years 35 Years

R6,000.00 R11,000.00 R16,000.00 R21,200.00 R32,000.00 R44,000.00 R54,000.00

R5,000.00 R5,000.00 R5,000.00

KEEPING IT IN THE FAMILY Decisions about hiring, promoting, evaluating, awarding salary increases, and terminating employees are based on qualifications for the position, ability, and performance. Every attempt is made to avoid favouritism, the appearance of favouritism, and conflict of interest in employment decisions and we reserve the right to take action when relationships or associations of our employees impact our mission. The IIE’s Varsity College prohibits any employees who are family members from working in the same chain of command or on the same site unless otherwise agreed. Family members are defined as any relatives/relations through blood or marriage. Employees are required to disclose changes in their personal situations, which may impact on this. These guidelines are intended to ensure effective supervision, internal discipline, security, safety, and positive morale in the workplace. They also seek to avoid the perception of favouritism, conflicts in loyalty, discrimination, the appearance of impropriety, and conflict of interest.

EDUCATION ASSISTANCE ALL ABOARD THE EDUTRAIN! Development of our staff is high on our priority agenda. There are internal and external opportunities for personal development and to further your education through recognised learning institutions. It is also important to note that employees should intend to study in a field and/or discipline that would enhance their career path at The IIE’s Varsity College.

STAFF TRAINING: For internal and external studies e.g UNISA: • The IIE’s Varsity College employees: for work related studies staff can apply for study assistance. The amount awarded is dependent on the budget and the policy criteria being met.

Who gets education assistance?

You need to complete a P33T (Application for Study Assistance and Acknowledgement of Debt). The following supporting documentation needs to be submitted with the P33T: • Examination results of the previous year/period if you have already received The IIE’s Varsity College education assistance. • A pro-forma invoice of the tuition costs – most institutions will supply you with this on request. • Should you be applying for a bursary for a family member, then a copy of their ID must be attached to the application.

BURSARIES: For internal studies within ADvTECH’s educational brands it would be: • The IIE’s Varsity College employees: for non-work related studies. A 67% bursary is awarded to permanent staff of Varsity College that study at Varsity College or any of the other ADvTECH tertiary brands. • Family of The IIE’s Varsity College employees are defined as immediate members of the employee’s family (i.e. spouse, children, siblings, parents and grandchildren). Only one family member per employee may study at any given time in any given year. A 67% bursary is awarded to a family member of an employee who wishes to study at The IIE’s Varsity College or any of the other ADvTECH Tertiary Brands. • If a family member is attending school at any of the ADvTECH schools, they can apply for a maximum of a 10% bursary.

How do I apply?

What are the conditions attached to education assistance? These are: • Approval for bursaries/staff training is budget dependent. • Should you have less than six (6) months service, you cannot apply for education assistance. • Tuition payments will always be paid to the selected institution and not to you. • The education assistance will only include the cost of tuition and not the cost of textbooks, study material, registration fees, external and supplementary fees.

• Internal study will be subject to space availability and relevance to operational requirements. • A 67% bursary is awarded to permanent staff of The IIE’s Varsity College that study at Varsity College or any of the other ADvTECH tertiary brands. • A 67% bursary is awarded to family of The IIE’s Varsity College staff that study at The IIE’s Varsity College or any of the other ADvTECH tertiary brands. • All applications will be considered on their individual merits. • Approval for further years of study are dependent on previous results; so for example, if you are studying a three (3) year degree and you fail some or all of your 1st year modules then you will be declined for further study assistance and you may be required to pay back some, or all, of the study assistance provided. • You are not required to pay back The IIE’s Varsity College for your studies, but you will be required to work back the education assistance in the following manner: o Courses that run to a maximum of six (6) months – you will need to work for six (6) months, after completion of the course. o Courses that run over six (6) months to a maximum of twelve (12) months – you will need to work for twelve (12) months starting after the completion of the course. o Should you terminate your employment for whatsoever reason before completing the required “work back” period; you will become liable for the pro-rata cost of the course.

PROMOTION REACHING FOR THE STARS! The IIE’s Varsity College encourages promotion from within. This creates opportunities for all employees and will allow you to continue to develop and for Varsity College to be able to build capacity. And because of this ethos: • Preference will be given to internal candidates with the appropriate skills and qualifications. However, from time to time, it may be necessary to recruit externally for specific skills not available from within. • The Company is committed to the training and development of all employees. There is a proviso to the above in that before you apply for any advertised positions, you must have been in your current post for a minimum of six (6) months.

TERMINATION OF EMPLOYMENT UNTIL WE MEET AGAIN Giving notice

Your contract of employment sets out the notice period that you or the Company must give in the event that there is an end to the relationship. You will be required to: • Submit your resignation in writing, dated and signed by yourself, to your line manager and/or your campus Principal. • Work the full notice period that is required of you as per the contract that you signed. As per legislation you will not be permitted to take leave during a period of notice. • Should your contract state that you need to work a calendar months’ notice this means that you need to work your notice period from the 1st of the month to the last day of the month. If you resign after the 1st of the month you will need to finish working the current month and then work your notice for the following month in full e.g. if you resign on the 7th of June you are contractually required to finish the month of June and work the full month of July as your notice period.

On the other hand

• The Company can ask the employee not to attend work during this period while making payment of any remuneration due during this period. • A contract of employment can be terminated without notice should the circumstances warrant and the grounds of this termination is recognised in law. An example would be a proved incident of theft.

Incapacity

In the event that an employee, for the reason of ill health or lack of capacity, fails to perform in a satisfactory manner, the Company will always consider ways, short of dismissal, to remedy this matter.

Retirement

The normal age for retirement is sixty-five (65) years old.

Exit Interviews

The Company recognises that employees will move on and take up other positions within and outside of the company.

In an ongoing effort to continually improve conditions of employment and to remain relevant in the workplace, an exit interview will be conducted following a resignation or transfer. This is an extremely important management tool and so your honest input is valued.

Staff References

Managers and staff may not give reference, either written or verbal on present or past employees. The Company does provide a certificate of service in keeping with good HR practice. Any requests for references must be directed to the campus Principal or the national HR manager.

OCCUPATIONAL HEALTH AND SAFETY YOUR HEALTH AND SAFETY IS THE NUMBER 1 PRIORITY Varsity College is totally committed to the health and safety of everyone and each campus/office has its own health and safety committee that oversees this very important aspect of the operational requirements on your campus/in your office. But it is not just the committee’s responsibility, it is also your responsibility to support all of the OHS requirements and to be ever vigilant and to keep safety in mind.

SMOKING - TAKE A DEEP BREATH! • • • • •

All campuses and office spaces are declared smoke free environments. No smoking may take place anywhere within the building even if an employee has their own private office and air conditioner or air extraction system. This includes areas such as toilets, fire escapes, lifts, canteen, storerooms, kitchen, offices, garages, passageways, balconies or smoking out of windows. Smoking can only take place in the designated smoking area/s on each campus. If you are found smoking outside of a designated smoking area in contravention to the Company smoking policy then the relevant disciplinary action will be taken against you. In addition, in terms of the Tobacco Products Controls Act, the employee and the Company may also be subject to prosecution should the Act be contravened.

How can you help?

Here are just a few tips for your to keep in mind: • Unpack boxes and move them out of the way as quickly as possible. Don’t allow them to stack up around your desk or in pathways. • Cleaning the floor is a daily occurrence so watch out for the signs that say “wet floors” and proceed with caution. • Office chairs that have perhaps reached their sell by date should be retired before they cause you to topple over or become a “pain”. • Open drawers can be a hazard too, keep them closed and you won’t trip over them. • Report loose carpets or uneven surfaces as these too can be tripped over. • Take care, cooperate, and obey the rules to avoid serious consequences. • Report anything you think is unsafe to your immediate line manager or OHS representative. • Report incidents immediately to ensure proper treatment and recording thereof. These are all small ways that you can help in keeping your environment safe and healthy.

HESIO MAKING THE IIE’S VARSITY COLLEGE AN EVEN GREATER PLACE TO WORK FOR!

So what is HESIO (pronounced, ‘heh-c-o’) all about? • In its simplest form HESIO can be described as a workplace forum or a consultative committee made up of management and employees. • It is an inter brand ADvTECH initiative, • It is an acronym that when spelt out, goes like this: H is for HIV & Health; E is for Employment Equity; S is for Skills Development; I is for Investors-in-People, and O is for Occupational Health and Safety. • It has at its heart the following imperatives: o To ensure that sufficient consultation takes place; with staff reps and management when developing achievable Workplace Skills Plans and the integration of Employment Equity, that make good business sense, and as envisaged in the relevant Acts. o That policies, procedures and practices are fair and reflect the intention of legislation. o To review, discuss and promote adherence of Occupational Health and Safety matters.

• It is led on each campus by a committee made up of representatives from a number of departments. They are your voice on important issues that affect the day to day life of the campus. • It has roles and responsibilities and these include: o Meeting on a quarterly basis at campus level and reporting on their assigned area/s of responsibility. o A campus HESIO representative participates at the biannual meetings held at brand level. o Being campus “champions” in promoting and encouraging the embracing of cultural diversity and change. o Suggesting ways to effectively implement the HIV/AIDS Policy and to encourage meaningful initiatives. o Keeping you updated and in the loop with regards to what is or has happened in matters falling under the umbrella of HESIO. In all of the above, HESIO committees are not intended to be decision making bodies, but rather fulfil an information and communication role. HR and line managers therefore retain the responsibility of implementing recommendations and communications. The primary objective of HESIO is to make The IIE’s Varsity College an even greater place to work for.

Employment EquIty CommIttee: What are the Objectives of the committee?

The purpose of the committee is to deal with employment equity related matters. They seek to ensure that sufficient consultation takes place with the employees on all levels in the organisation and that processes are fair to all employees, and ensure that the company meets legislative requirements.

What are the responsibilities of EE Committee members? • • • • • • •

To review current status against submitted Employment Equity Plan. To assist in the drafting and submission of the new plan; when it becomes due (Section 20 of the Employment Equity Act). To provide feedback to management on employee suggestions, perceptions and concerns related to the Employment Equity Act. To provide input and assist in the implementation of interventions related to diversity, employees with disability, skills development and employment equity. Partner with management and the Human Resource department to identity barriers in employment equity. Review and sign off the Tertiary Division Employment Equity Plan and report in line with agreed timelines. Submit minutes, action items and attendance register of Employment Equity Meetings to the committee.

Should you want to know more regarding this committee please contact your HR Department.

THANK YOU Thank you for taking the time to read through this online Electronic Employee Handbook. We trust that you have found this information useful and that it will assist you in your journey with The IIE’s Varsity College. Please don’t forget to hand your signed Policy Acknowledgement form to your HR Department to confirm that you have now read through and understand the contents of this handbook as well as the full policies available on ADvNet.