1. PUBLIC TECHNICAL AND VOCATIONAL EDUCATION AND TRAINING (TVET) COLLEGES 2015

2. What MIS collects Weekly Enrolment Monitoring Instrument (9 times). Annual Survey. Staff summary during March each year. Quarterly Skills Accord. Quarterly PICC (Presidential Infrastructure Commission Committee). Ad-Hoc surveys: Masterlist of Institutions – Sites of learning (Satellites) – GIS Hostels and number of students Distance Education (staff and students) Parliamentary requests

3. Why do we run surveys? It is a legislative responsibility of providing education information to the education system as a whole, to support monitoring, planning and decision-making processes. The Continuing Education and Training Act, No 16 of 2006, section 45, indicates the duty of colleges to provide information. The Higher Education and Training Information Policy, No. 36973 Government Gazette, 1 NOVEMBER 2013, section 26. National Treasury allocates education resources based on this data. Education indicators on progress that DHET is making is calculated based on this data.

4. Why is it necessary to collect accurate data? This facilitates the analysis of educational data on a national basis. This is done in order to evaluate the performance of the education system in improving access, equity and quality. The collected data is used to monitor the efficiency with which policies are implemented. The data collected from surveys will form part of the national MIS database used to inform education policy makers and managers, as well as providing valuable information to external stakeholders.

5. Some unacceptable practices Late submission of data Non-submission of data Incomplete or inaccurately tables/information Key tables that do not tally with the control tables

6. Weekly Enrolment Monitoring First-time enrolments Returning students Headcount enrolments (Full- & Part-time) Number of subjects enrolled Details of students not assisted “Other Programmes” should be accumulative across the submissions

7. Annual Survey Read and follow all the instructions in the survey form. Check the data on Table 2.5 against the weekly enrolment data submitted to DHET and make sure they balance. Please Note: an individual staff information form must be completed in Section 4 for every staff member counted in Table 2.1. If experiencing challenges with the capturing tool (technical problems) please send and email to ISCDsupport@dhet.gov.za.ISCDsupport@dhet.gov.za Make sure that data in submitted to DHET on time, that is on or before the closing date.

8. Annual Survey (Continued)

9. Staff Summary Management staff according to Act: Principal and Vice-Principal(s) only. Data do not reflect this.

10. Skills Accord Use only registered campus names as per DHET Masterlist of Institutions.

11. Skills Accord - Continued Format ID number field to “Number” and not “General”. Format ID to show a “13”- digit figure ONLY – unless it is a passport number.

12. Skills Accord - Continued Use the latest version sent by DHET to ensure successful integration into the National Database.

13. PICC (Presidential Infrastructure Commission Committee)..

14. Ad-Hoc surveys: Masterlist of Institutions – Sites of learning (Satellites) – GIS GIS Coordinates not the same for PICC, Masterlist request, Annual Survey submission. List of Satellites incomplete and/or different in different requests. Non-response when requested to confirm list at DHET. Due date for number of staff and students per site per college: 8 June, only 4 colleges responded.

15. Ad-Hoc surveys: Hostels and number of students Inconsistent reporting, again different info on different requests. Only 20 colleges responded to this request. All 50 colleges always need to respond to all requests send by DHET Distance Education

16. Ad-Hoc surveys: Parliamentary requests The due date and time for these queries and responses are not negotiable. It Parliament or the Chief of Staff of the Minister sets a date, even I need to comply with this. Yet, I need to beg colleges for a response and in some cases the responses only came 1-2 weeks thereafter,

17. Signed declarations The principal is the Accounting Officer of a College and only he/she must sign the declaration forms. Check that the data can be approved for submission before signing the declaration. Be accurate in the staff details tables – there must be a staff details form for each staff member counted.