1. CHIETA Regional Skills Forum 2016: Learner Administration Matters Thapelo Modisaemang 1

2. Introduction DMU within the LPD&I unit is responsible for Learner enrolments participating in learnerships, apprenticeships, Artisan RPL and occupational Qualification/RPL and or single Unit Standard/ Skills Programmes route. The unit also processes applications for certification purposes 2

3. List of Documents processed by the DMU Learnership/Apprenticeships Agreement Annexures Learnership Agreement Learners Enrolment Form- Single Unit Standard Skills Programme or Occupational Qualification/RPL Application Form for RPL Towards Trade Test Learning Programme Termination Competency Status Forms 3

4. The CHIETA DG systems and submission procedure  The DG/IT AWARE system is used by all stakeholders who participate in the CHIETA (DG)Discretionary Grant funding windows. Stakeholders are required to upload all learner, Employer and provider information onto the system using a detailed spread sheet/learner schedule found on the system. Based on the funding window selected, a contract for enrolment will be generated. The Generated Contracts must be signed by all parties and supporting evidence must be attached to the enrolment contracts. All system generated contract/funded contracts must be submitted to the CHIETA Regional office for verification.  The CHIETA Data Management (DMU) unit will no longer accept direct submissions of enrolment contracts for DG funded learners, therefore only enrolment contracts for unfunded learners doing programmes that are quality assured by the CHIETA must be submitted directly to the CHIETA head office/Data Management Unit(DMU). There must be clear indication on the learnership agreement contract that states if the learner is not funded. The LPD&I assistant certification administrator will verify with the Regional Office so to confirm if submitted learner contracts are not funded. 4

5. The CHIETA DG systems and submission procedure Continue If it is found that the submitted contracts are for funded learner, document will be sent to the regional office for verification. Only unfunded CHIETA related learner enrolment contracts/forms will be accepted at head office directly from stakeholders. The assistant administrator will log, date stamp and send a letter on email to the stakeholders to acknowledge receipt of the documents. Documents will be submitted to the Data Management Unit (DMU) for processing. DMU will verify the documents in line with set criteria. In an instance where there is non compliance against set criteria, a rejection letter will be sent on email to you the stakeholder for non-compliant documents submitted. You are required to respond within 7 days after the letter was issued with corrective action, if there is no response documents will be sent back to you via courier. Compliant documents will be processed and a letter to confirm enrolment bearing learner enrolment numbers will be sent to you on email by the DMU data capturing clerk. 5

6. General Issues that cause delays in learner enrolments/certification. Incomplete documentation submitted for processing. Missing information and signatures. Incorrect documentation and the use of old out dated CHIETA documents. Tempering and changes made to CHIETA isofied documents Incorrect dates used for enrolment, assessment and moderation. Enrolment of learners on the wrong qualification due to incorrect Learnership registration number used for enrolment. No response to emails sent to you by the data capturing clerks for rejections. Resubmission of documents that are not fully corrected as per rejection email corrective action sent to you. Incorrect or a Senior person used as a contact person for the training provider/employer. 6

7. Key issues on Learnership/Apprenticeship Agreement  Challenges 1.The use of Incorrect Learnership Registration numbers for enrolment. 2.Supporting documents missing such as the learner certified ID copy, Proof of highest qualification obtained, contract of employment, learnership implementation plan and medical certificate for apprenticeship programmes. 3. Missing signatures of parties to the agreement (learner, Provider and Employer) and signature dates that are after training has commenced. 4.Learners who start and sometimes complete training before they are enrolled by the CHIETA. 5.Apprenticeship Agreement contract must be for a duration of 3 years, irrespective of the fact that the employment contract will only be for one year. 7

8. Key issues on Learnership/Apprenticeship Agreement Continue  Recommended Resolutions 1.Always refer to the CHIETA qualification list and ensure to use the correct learnership registration number linked to the qualification. 2. Administrator must always verify document to confirm that the needed documents are attached to the learnership agreement contract before submission to CHIETA. 3. Administrator must Verify the contract so to ensure that all parties did sign the agreement along with their witness before the training commencement date. 4.Please refer to the learnership regulation of 2007 section 6.2, legislation require that a learner must be enrolled before any training commence. 5.All Apprenticeship agreement contracts must be for a 3 year period as it is a training contract because it takes 3 years for learner to complete all of the phases in training. 8

9. Learner Enrolment Form- Single Unit Standard/ Occupational Qualification/RPL Enrolment)  Challenges 1.No clear Start and end dates provided for the programme. 2.Provider signing the declaration on behalf of the learners. 3.Missing attachments such as learner certified ID Copy, proof of highest qualification and letter to confirm permanent employment for RPL/NQF qualification enrolment. 4.Learners who undergo RPL before they are enrolled.  Recommended Resolutions 1.Always state the start and anticipated end date of the programme on page one of the application form. 2.Only the learner can sign the declaration on page 6 of the application form, employer and training provider representative must sign to approve the application under their respective details page. 3.Administrator must always verify application forms before submission so to ensure that all supporting documents are attached to the application form. 4.Always ensure to enrol learner with the CHIETA before initiating the RPL process. 9

10. Application For RPL towards Trade Test  Challenges 1.Supporting documents missing such as the learner certified ID copy, Proof of theoretical evidence and letter of service with clear task related to the trade that the learner is applying for. 2.The use of training providers that are not accredited by NAMB or any other SETA. 3.Applications are submitted that don’t meet the minimum requirement as per trade test regulation.  Recommended Resolutions 1.Administrator must always verify document to confirm that the needed documents are attached to the Application forms before submission to CHIETA. 2.Always verify with the provider or trade test centres if they are accredited by NAMB or any other SETA. 3.Refer to pages 5 to 6 of 13 of the CHIETA ARPL application form for practical and theoretical ARPL requirements needed before submitting the application. 4.Always ensure to indicate the correct method of payment on page 7 of 13 and also indicate the provider and DTTC that the learner will use for trade testing. 10

11. Learning Programme Termination  Challenges 1.No reason for termination and the effective date is specified. 2.No attachment to an agreement where the learner did not sign and the reason is not AWOL. 3.Learner personal details that are incomplete or incorrect.  Recommended Resolutions 1.Termination reason must be stated on page 2 of the agreement and the effective date to must be on the date of signature or the date of dismissal, reference will be made to the supporting attachment provided with the termination agreement. 2. Always ensure to provide supporting evidence for learners who did not abscond but refused to sign the agreement, this can be in the form a resignation letter, dismissal letter or dead certificate. 3.Administrator must always verify the agreement to ensure that the learners personal details are completed accurately as well as correct. 11

12. Competency Status Forms  Challenges 1.Incorrect and outdated competency status forms that are used for assessment and moderation. 2.Incorrect dates used, missing dates and missing signature of parties to the application (Assessor, Learner and Moderator). 3.Wrong dates used for RPL where we find that a learner is deemed competent for a higher level before the lower level. 4.Submission of competency status long after the recommended 7days after the QALA was done 5.Non-Submission of a copy of QALA report together with competency status forms 6.Learner was not enrolled against the qualification 12

13. Competency Status Forms Continued  Recommended Resolutions 1.The latest CHIETA competency status forms must be used by all training providers as the CHIETA will only accept these, all old document used will be rejected after the 30 June 2016. New status forms are available on CHIETA website. 2.The Assessor must complete all fields on the competency status form, sign next to each unit standard achieved by the learner and ensure that the learner sign and puts the date of assessment that is after the commencement date programme. Moderator must ensure to complete the last section, sign and put the date of moderation that is after all assessment dates. 3.When a learner undergo RPL for more than one level, please ensure to assess and moderate the lower level first on the first day and the highest level on the last day Eg: Level 2 is day one, Level 3 is day 2 and Level 4 is day 3. 4.QALA report together with competency status forms is to be submitted timeously or latest 7days after the QALA audit was conducted 5.Always ensure to submit learner competency status forms with a copy of the QALA report to CHIETA for processing. 6.Learner must always be enrolled with CHIETA for the qualification before applying for QALA, this can be confirmed with the DMU unit if you are not sure.

14. THANK YOU tmodisaemang@chieta.org.za 14