1. Department of Higher Education and Training
Progress on Certification and
Diploma Backlogs
Joint Presentation to the Portfolio Committee on Higher Education and Training
14 June 2017

2. Progress on Certification

3. UPDATE ON NC (V) CERTIFICATES
Backlog (from to )
665 still outstanding (i.e. 0.3% of original and last reported to PC: HET in May 2017 it was 1 631) of which:
657 (private centres in arrears)
8 currently in process (to be resolved by 30 June)
SITA has initiated a completeness test to ensure that all NC (V) certificates have indeed been detected and processed - this will this will address the conflicting reports received from PC: HET regarding the numbers of certificates still outstanding at colleges
System has detected 200 student records in initial testing
Numbers may fluctuate as completeness checks are executed
Colleges to log and track certificates received and outstanding – lists of outstanding certificates to be submitted to DHET via colleges for further attention

4. UPDATE ON NC (V) CERTIFICATES
Current (201611)
5 304 (previously reported 5 812) still pending due to processing and data related challenges – several rounds of mop-up had to be instituted in the resulting process to correct and fill gaps in raw resulting data received from colleges
SITA and Umalusi are working closely to address these data challenges on a technical level
To be resolved by 30 June 2017

5. UPDATE ON NATED CERTIFICATES
Backlog (from 1991 to )
last reported by SITA dating back to 1991
After applying business rule where candidates have passed 4 subjects
Way forward agreed to between DHET and SITA
Prioritise and resolve outstanding certificates dating back to (currently 8 206) (to be resolved by 30 June 2017)
Perform impact analysis to establish and implement a project plan on resolving outstanding certificates earlier than that will inform the date for resolution
Complete a risks analysis and mitigation strategy based on the number of exam cycles and the ongoing operations
Current (201611)
71 867 issued ( Full & Subject)

6. CHALLENGES EXPERIENCED
Quality of data received from colleges (gaps and errors)
Data processing errors in the resulting process
Non-alignment between the three systems and processes (SITA, Umalusi and DHET)
Determination of the precise number of certificates outstanding and whether all certificates have indeed been issued
Non-payment of fees owed to Umalusi by private colleges

7. SYSTEMIC IMPROVEMENTS
Sign-off by Principals attesting to accuracy and completeness of data- no results released for a college until declaration is received to ensure 100% capture rate
Weekly collaborative meetings- helped to fast-track the resolution of differences between the systems and processes applied by the three parties
Establishment of web-based system by SITA- to enable candidates to register complaints and track their queries (e.g. certificates) DHET to manage and report more effectively on candidate queries and progress, starting with e-Complaints and thereafter the e-Enquiry and e-Reporting functionalities will be built
Recent establishment of DHET-Umalusi task team to focus specifically on resulting and certification processes

8. SYSTEMIC IMPROVEMENTS
Planned work sessions on alignment of systems and processes impacting on resulting and certification for the forthcoming examinations- conduct dry runs and testing to detect and correct anomalies ahead of time
Explore implications of doing away with printed subject certificates- cost- saving and lessen confusion with full certificates
Development of new examinations IT system- now at development phase of the project and user testing to take place in 2017
Standard operating procedure agreed to and implemented regarding processes and timeframes for the resulting and certification of candidates per examination cycle

9. STANDARD OPERATING PROCEDURE
Typical November examination cycle
Approval of results (31 December)
Mop-up process (January – should any data problems arise)
Processing of Irregularities (February – concluded within 2 months of publication of results)
Processing of Re-mark/ Re-check (February – concluded within 2 months of publication of results)
Processing of Certification data (March – concluded within 3 months of publication of results)
Release of Certificates to Colleges (31 March)
NOTE: Above processes and timeframes are applicable to all cycles
NC (V) supplementary results released on 26 April 2017 – all processes on track to ensure certificates are released by 26 July 2017, i.e. 3 months after publication of results

10. Progress on National N Diplomas

11. UPDATE Currently the responsibility of DHET as delegated by the QCTO
Applications are processed on request and are not affected by the certification processes of NC (V) and NATED
Backlog due to large volumes of applications received at a time
8 245 outstanding in total as at 09 June 2017 ( previously reported)
QCTO has developed screening rubrics for each NND programme
National screening workshop scheduled for June 2017 to conduct evaluation of applications – college-based subject specialists will be trained on the rubrics and screen applications
DHET to arrange screening and QCTO to quality assure the process
To be resolved by 30 July 2017

12. CHALLENGES EXPERIENCED
Evaluation of applications primarily based on content of workplace experiential learning – rely on honesty of employer / mentor compiling the letter
Criteria not strictly adhered to
Processing managed by clerks in resulting units until 2013
Applications not fully screened by colleges prior to submission to DHET
Department caught unawares when SAQA registered the National N Diploma as a full qualification on NQF Level 6 in 2013

13. SYSTEMIC IMPROVEMENTS
DHET established a new unit in 2014 to manage the processing of NNDs to ensure that criteria were being applied
QCTO approached and collaborated on development of screening criteria to standardise evaluation of applications
College-based subject specialists trained and used to conduct screening
QCTO conducts sample quality assurance to check that standards are adhered to
QCTO busy with the development of workplace logbooks to guide the college, student and employer on the experiential workplace activities to be engaged in by the student while in the workplace
DHET to finalise a national guideline on processing of NNDs (including QCTO logbooks) and train college-based officials during 2017
Improved process to be phased in for new applicants starting workplace experience with effect from 01 January 2018

14. Thank You