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Staff learning and development funding policy

Staff learning and development funding policy

Policy information | Policy summary | Purpose | Applicable to | Not applicable to | Definitions | Principles | Policy details | Related links | Process flows

Policy information

Approved by Council Date 31 March 2014
Policy owner Manager: Staff Learning Centre
Reviewed by HRMAG, Unions, VCMAG, Deans, SFARS, SDC, ERMC, UHRC, UAC, IF, Senate, Council
(view acronym list)
Enquiries Manager: Staff Learning Centre (view contacts)

Policy summary

  Staff Education Bursary Scheme

Section 1 of the policy
Staff PhD Bursary Scheme

Section 2 of the policy
Formal development


Section 3 of the policy
Expensive non-formal development

Section 4 of the policy
Eligibility Permanent, full- and part-time, PASS staff. Used for formal developmental learning and development. Permanent, T2, full- and part-time, PASS and academic staff studying towards a PhD (developmental learning need) Position-requirement, formal learning and development. Position-related, non-formal learning & development.
Criteria See criteria for Staff Education Bursary Scheme See criteria for Staff PhD Bursary Scheme See criteria for Formal Development See criteria for Expensive Non-Formal Development
Period Granted for one year or less. Each year is granted separately. Granted up to 4 times, for up to 4 years. Each year is granted separately. Not specified Not specified
Amount 75% of the course fee up to R7000 25% of the standard faculty fee. Competitive. Up to R25 000 from departmental budget Over R25 000 from departmental budget
Agreement HR186 HR186 HR186 HR188
Loan terms If the terms of agreement are broken, the bursary is converted into a loan, using form HR187. The repayment period is 6 months. If the terms of agreement are broken, the bursary is converted into a loan, using form HR187. The repayment period is 6 months. If the terms of agreement are broken, the bursary is converted into a loan, using form HR187. The repayment period is 6 months. If the terms of agreement are broken, the bursary is converted into a loan, using form HR189. The repayment period is 6 months.
Procedure and approval Application form HR180, with approval of the Executive Director: HR (or nominee). Application form PG024, with approval of the HOD and the Postgraduate Studies Funding Committee As stipulated by the Dean or Executive Director As stipulated by the Dean or Executive Director
Means of payment A cheque in favour of the learning institution is issued to the staff member. A payment is transferred to the UCT fee account. The department or faculty pays the learning institution directly. The department or faculty pays the learning institution directly.
Proof of completion Proof of successful completion, or of progress must be supplied within 4 months of completing course of study. Proof of successful completion, or of progress must be supplied within 4 months of the end of the year. Proof of successful completion, or of progress must be supplied within 4 months of completing course of study. None
Other An additional, block release scheme is available with its own set of criteria.      

Purpose

The purpose of the policy is to:

  • Provide a clear model of funding for staff learning and development.
  • Set out criteria, conditions and methods whereby staff learning and development may be funded.
  • Ensure consistency in funding of staff learning and development throughout UCT.
  • Ensure compliance with SARS regulations.
  • Ensure as strong a link as possible between learning and development and position performance, thereby maximising return on investment for UCT.

Applicable to

All UCT staff on UCT conditions of service (PASS and Academic, GOB and non-GOB).

PhD bursary scheme also applies to joint staff on either provincial or UCT conditions of service.*

This policy includes instances where the department is authorised under the Reimbursements Policy (PAY005) to pay the staff tuition rate on behalf of the staff member.

Not applicable to

Full-time and part-time joint/tripartite medical staff members not on UCT conditions of service (i.e. UCT/WCG and UCT/NHLS) are not included, with exception of the PhD bursary scheme as described above*.

This policy does not cover Study leave and Staff tuition rate.

Definitions

Term Definition
Personal learning and development need Competencies, skills, qualifications or education needed to better oneself or advance career in longer term, either at UCT or elsewhere. Not an explicit requirement of current post or requirement of any other post likely to take up in short to medium term. Competencies, skills, qualifications or education attach to person and are completely for staff member's benefit.
Developmental learning and development need Competencies, skills, qualifications or education needed to better oneself or to advance career at UCT in short to medium term. Not an explicit requirement of current post and staff member is able to attain set objectives without it. Ultimately for staff member's benefit.
Position-related learning and development need Gap between set of competencies, skills and experience necessary to reach or perform objectives, plans and goals, and those the individual currently has. Imperative that staff member develops required set in order to attain objectives. The competency, skill or experience is explicit requirement of position, and is ultimately for UCT's benefit. Can apply to one person in a team or a whole team.
Formal learning and development intervention Qualifications, certificates, degrees, diplomas. Typically are for a longer duration (3 months to a year), are formally assessed and are certified. Normally used for personal and developmental needs. Attaches to person of staff member and ultimately for staff member's benefit.*
Non-formal learning and development intervention Short skills courses offered either internally or externally. Typically are for a shorter duration (less than 3 months). Tend to specifically address one particular skill or competency, and may or may not be assessed and certified. Normally used for position-related needs. Intervention is ultimately for UCT's benefit. (E.g. First aid, MS Word or presentation skills courses). (1)
Informal learning and development intervention Reading, personal research, gathering information, coaching, mentoring. Typically used for position-related needs.

(1) Definitions consistent with those in the Income Tax Act Practice Note 17 (12 March 1993)

Principles

  1. Link between learning and development and position performance

    For learning and development to be effective and sustained and for UCT to maximise return on investment, there must be a clear link between the intervention and the position requirements, either immediately or in the short to medium term.

    UCT thus supports and funds position-related and developmental but not personal interventions. However, a staff member may make use of the staff tuition rate for personal development interventions under the Staff tuition rate policy.

  2. Taxability of learning and development funding

    All staff learning and development funding is subject to SARS regulations:

    2.1 Should UCT pay for any personal, developmental, or position-related formal development, the staff member will be regarded as having received a taxable benefit, unless done so under a bursary agreement which converts to a loan in the case of non-compliance with the bursary stipulations.

    2.2 Should UCT pay for position-related non-formal development, the staff member is not regarded as having received a taxable benefit.

  3. Funding of learning and development per intervention type

    3.1 Formal development
    To comply with tax regulations and for UCT to ensure a return on investment for the funding of learning and development, a bursary agreement must be entered into.

    3.2 Non formal development
    For UCT to ensure a return on investment for the funding of expensive learning and development, a declaration of obligation may be entered into.

  4. Funding of learning and development per learning and development need

    4.1 Personal learning and development is funded in one of two ways:

    • For the staff members own account; or
    • Staff tuition rates apply should the staff member pursue formal development through UCT / UWC. Staff tuition rate policy and Reimbursements policy apply.

    4.2 Developmental learning and development is funded in one of three ways:

    • For the staff members own account; or
    • Supported through the Staff Education Bursary Scheme in the case of PASS staff undertaking formal development through an institution other than UCT / UWC (refer to Staff Education Bursary Scheme); or
    • Staff tuition rates apply should the staff member pursue formal development through UCT / UWC. (Staff tuition rate policy and Reimbursements policy apply).

    Specifically, a department may not fund the balance of tuition fees paid by the Staff Education Bursary Scheme. The Staff Education Bursary Scheme may only be accessed for development interventions, not position-related interventions. Only position-related interventions are funded under Funding formal development. The two are thus mutually-exclusive.

    4.3 Position-related learning and development is funded in one of two ways:

    • Funding of formal development from departmental / faculty budgets and at line managers discretion, where the formal development is position-related (refer to Funding formal development). This includes instances where the formal development is an explicit requirement of the position and the department is authorised under the Reimbursements policy (PAY005) to pay the staff tuition rate on behalf of the staff member.
    • Funding of non-formal development from departmental / faculty budgets and at line managers discretion. May be available internally through UCT Centres of learning (Staff Learning Centre, ICTS, CHED, Research Office, Safety, Health and Environment) or other internal programmes, in which case no or minimal cost applies. Where above R25 000, refer to Funding expensive non formal development.

Policy details

Staff Education Bursary Scheme | UCT Staff PhD Bursary Scheme | Funding formal development |
Funding expensive non formal development | Process flows

  1. Staff Education Bursary Scheme
    1. 1.1 Eligibility

      The staff education bursary scheme applies to permanent, full or part-time, professional, administrative and support staff (PASS) members who wish to undertake formal developmental learning and development to gain the necessary competencies, skills, qualifications or education needed to advance his/her career at UCT in the short to medium term, and need financial assistance to do so. The course of study is not an explicit requirement of current post and the staff member is able to attain set objectives without it.

      1.2 Criteria

      1. 1.2.1 To qualify, the course of study must meet the following criteria:

        1. The course is for a sustained period of time; and
        2. The staff member must be able to attend the course in their own time; and
        3. The course must be examined or formally assessed; and
        4. The course must be done through an institution other than UCT or UWC; and
        5. The course must be done through a recognised, reputable institution; and
        6. The course is developmental and not position-related; and
        7. The course results in a qualification, certificate, degree or diploma; and
        8. The course is approved by the line manager.

        1.2.2 Successful completion and compliance with the bursary agreement conditions in the previous year is a pre-requisite for all further applications.

        1.2.3 Where a staff member has failed or failed to complete the previous year's studies for which a staff education bursary was granted, no further bursary will be granted for the repeat of the course. In this case, the staff member has to self-fund the repeat of the course.

      1.3 Period

      In the case of courses longer than one calendar year, a separate bursary is granted for each of the calendar years of study, for the period of that calendar year only. Separate application must be made for further bursaries for subsequent years.
      In the case of courses shorter than one calendar year, each bursary will cover the period of the course.

      1.4 Amount

      In the case of full-time staff, the value of each bursary will be 75% of the tuition and registration fee, up to a maximum of R 7000.
      In the case of part-time staff, the value of each bursary will be reduced pro-rata depending on the contracted number of working hours.

      1.5 Bursary agreement

      In all cases, the recipient must sign a Bursary Agreement form (HR186) stating:

      1. If he/she fails to successfully complete the course of study for which the bursary was approved, the full amount of the bursary converts to a loan; or
      2. If he/she fails to successfully complete any part of the course of study for which the bursary was approved, the full amount of the cost of that part converts to a loan; or
      3. If he/she fails to provide adequate proof of successful completion of the course of study for which the bursary was approved within four months of having completed said course of study, the full amount of the bursary converts to a loan; or
      4. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of one (1) year after completion of the course of study for which the bursary was approved, the full amount of the bursary converts to a loan; or
      5. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of two (2) years after completion of the course of study for which the bursary was approved, the fifty percent (50%) of the bursary full amount converts to a loan.

      1.6 Loan repayments

      In the case of a bursary being converted into a loan, the repayment of the loan to UCT, with no interest charged (treated and taxed as a fringe benefit) will take place over a period of six (6) months.

      1.7 Procedures

      1. 1.7.1 Applications

        1. Applications must be made on the Staff Education Bursary Scheme form (HR180).
        2. Applications must be made before course registration.
        3. Applications must have the support of the head of department.
        4. Applications must be sent to 'Staff Education Bursary Scheme, Human Resources Development, Cambria House'.

        1.7.2 Authority and approval

        1. The Executive Director, Human Resources (or nominee) has final authority on approval of applications.
        2. Upon approval, the recipient will be asked to complete and sign a Bursary Agreement form (HR186) before any payment is made.

        1.7.3 Payments to institutions

        1. Staff are required to contract in their own right with the educational institution concerned and to pay the balance of all costs related to their course of study.
        2. Upon receipt of the completed and signed bursary agreement, a cheque will be issued to the approved institution for the recipient to deliver to the institution. No refunds to recipients will be given for personal payments already made.

        1.7.4 Provision of proof of successful completion

        The recipient must provide adequate proof of the successful completion of the course of study for which the bursary was approved within four months of having completed said course of study. Proof must be sent to 'Staff Education Bursary Scheme, Human Resources Development, Cambria House'.

        1.7.5 Conversion of bursary into a loan

        In the case of a bursary being converted into a loan due to the recipient leaving the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity), the payroll department will enforce the bursary agreement and convert the bursary into a loan on termination.

        In all other instances of the bursary being converted into a loan, the Executive Director Human Resources (or nominee) will instruct the payroll department, on Conversion of bursary into loan form (HR187), to enforce the bursary agreement and to convert the bursary into a loan on the date of that instruction. The recipient will be informed of this instruction in writing.

      1.8 The block-release scheme

      Applicants for the staff education bursary who wish to attend a block-release class at an FET College may apply for three months of full-time study on full pay. In addition to the above, the following apply:

      1. 1.8.1 Criteria

        The following criteria will be taken into account by the head of department when considering such an application:

        1. The applicant's work performance.
        2. His/her attendance record.
        3. The likely benefit to be derived by both the applicant and the University from the proposed course of study.
        4. The fact that no leave substitute will be available for staff members nominated for block-release.

        1.8.2 Additional bursary agreement conditions

        If the recipient leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of three (3) months after completion of the special leave, the full amount of the salary received during the special leave converts to a loan.

        1.8.3 Procedure

        1. The staff member must make application to his/her head of department.
        2. The head of department makes a recommendation to the Executive Director: Human Resources.
        3. If approved, the recipient must arrange for the FET College to submit monthly reports on his/her attendance and progress to the Human Resources Development Department, upon which the continuation of the approval special leave will be reviewed.

        1.8.4 Approval and authority

        1. The Executive Director, Human Resources (or nominee) has final authority on approval of applications.
        2. Where block-release is impractical or where the head of department or section considers that the applicant's performance or attendance record do not merit block-release, the staff member will be considered for financial assistance at evening classes.
  2. UCT Staff PhD Bursary Scheme
    1. 2.1 Eligibility

      This section applies to permanent, T2, full or part-time, PASS and academic, staff members who wish to undertake formal developmental learning and development at UCT, towards the attainment of a PhD, and need financial assistance to do so. This is to gain the necessary competencies, skills, qualifications or education needed to advance a staff member's career at UCT in the short to medium term. The course of study is not an explicit requirement of current post and the staff member is able to attain set objectives without it.

      2.2 Criteria

      1. 2.2.1 To qualify, the course of study must meet the following criteria:

        1. The course is a PhD degree; and
        2. The degree is done through UCT; and
        3. The degree is developmental and not position-related; and
        4. The degree is approved by the line manager; and
        5. The staff member undertakes the studies in accordance with the Study and examination leave policy.

        2.2.2 Successful completion and compliance with the bursary agreement conditions in the previous year is a pre-requisite for all further applications.

        2.2.3 Where a staff member has failed to provide adequate proof of satisfactory academic progress in the year for which the UCT Staff PhD bursary was approved, within four months of the end of that year, no further bursary will be granted.

        2.2.4 The award of these bursaries is competitive, that is there is limited funding and hence number of bursaries available. Preference will be given to permanent staff.

        2.2.5 Part time staff would receive the benefit as follows:

        1. Those working at least 20 hours per week would receive a full bursary equivalent to the staff tuition rate for PhD studies.
        2. Those working less than 20 hours per week would receive a pro-rated amount.

      2.3 Period

      A limit of four bursaries may be awarded per individual, for the first four years of registration only.

      A separate bursary is granted for each of the calendar years' of study, for the period of that calendar year only. Separate application must be made for the renewal of the bursary in the subsequent year.

      2.4 Amount

      In the case of full-time staff, the value of each bursary will be 25% of the standard faculty PhD tuition fee only.

      In the case of part-time staff, the value of each bursary will be reduced pro-rata depending on the contracted number of working hours. See Section 2.2.5.

      2.5 Bursary agreement

      In the case of permanent staff, the recipient must sign a Bursary Agreement form (HR186) stating:

      1. If he/she fails to successfully complete the course of study for which the bursary was approved, the full amount of the bursary converts to a loan; or
      2. If he/she fails to successfully complete the course of study for which the bursary was approved, the full amount of the bursary converts to a loan; or
      3. If he/she fails to provide adequate proof of satisfactory academic progress for the year for which the bursary was approved within four months of the end of that year, the full amount of the bursary converts to a loan; or
      4. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of one (1) year after completion of the course of study for which the bursary was approved, the full amount of the bursary converts to a loan; or
      5. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of two (2) years after completion of the course of study for which the bursary was approved, the fifty percent (50%) of the bursary full amount converts to a loan.

      In the case of T2 staff, the recipient must sign a Bursary Agreement form (HR186) stating:

      1. If he/she fails to successfully complete the course of study for which the bursary was approved, the full amount of the bursary converts to a loan; or
      2. If he/she fails to successfully complete any part of the course of study for which the bursary was approved, the full amount of the cost of that part converts to a loan; or
      3. If he/she fails to provide adequate proof of satisfactory academic progress for the year for which the bursary was approved within four months of the end of that year, the full amount of the bursary converts to a loan; or
      4. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) before the completion of the full duration of his/her contract (before the stated end date), the full amount of the bursary converts to a loan; or
      5. If his/her contract completes (reaches the stated end date) in less than two (2) years after completion of the course of study for which the bursary was approved, and he/she is reappointed immediately after the completion of that contract (regardless of the conditions of the new contract), with no break in service:
        1. And If he/she then leaves the employ of UCT (for reasons other than the completion of (stated end date) the second contract, death, retrenchment or ill-health incapacity) within a period of one (1) year after completion of the course of study for which the bursary was approved, then the full amount of the bursary converts to a loan;
        2. And If he/she then leaves the employ of UCT (for reasons other than the completion of (stated end date) the second contract, death, retrenchment or ill-health incapacity) within a period of two (2) years after completion of the course of study for which the bursary was approved, then fifty percent (50%) of the bursary full amount converts to a loan.

      2.6 Loan repayments

      In the case of a bursary being converted into a loan, the repayment of the loan to UCT, interest free (treated and taxed as a fringe benefit), will take place over a period of six (6) months.

      2.7 Procedures

      1. 2.7.1 Applications

        1. Applications must be made on the UCT Staff PhD Bursary application form (PG024).
        2. Applications must have the support of the head of department.
        3. Applications must be sent to 'UCT Staff PhD Bursary Scheme, Postgraduate Centre and Funding Office'.

        2.7.2 Authority and approval

        1. The Postgraduate Studies Funding Committee has final authority on approval of applications.
        2. Upon approval, the recipient will be asked to complete and sign a Bursary Agreement form (HR186) before any payment is made.

        2.7.3 Payments to UCT

        1. Staff are required to contract in their own right with UCT and to pay the balance of all costs related to their course of study.
        2. Upon receipt of the completed and signed bursary agreement, a transfer will be made to the fees account. No refunds to recipients will be given for personal payments already made.

        2.7.4 Provision of proof of satisfactory academic progress

        The recipient must provide adequate proof of satisfactory academic progress for the year for which the bursary was approved within four months of the end of that year. Proof must be sent to 'UCT Staff PhD Bursary Scheme, Postgraduate Centre and Funding Office'.

        2.7.5 Conversion of bursary into a loan

        In the case of a bursary being converted into a loan due to the recipient leaving the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity), the payroll department will enforce the bursary agreement and convert the bursary into a loan on termination.

        In all other instances of the bursary being converted into a loan, the Postgraduate Funding Office (or nominee) will instruct the payroll department, on Conversion of bursary into loan form (HR187), to enforce the bursary agreement and to convert the bursary into a loan on the date of that instruction. The recipient will be informed of this instruction in writing.

  3. Funding formal development
    1. 3.1 Eligibility

      This section applies to all staff undertaking position-related formal development, and must be followed in every instance.

      This section also applies to all instances under the Reimbursement policy where the Executive Directors of Finance and HR approve that the department pay the staff tuition rate on behalf of the staff member. As per the Reimbursement policy this will only be considered if this is an explicit requirement of the position and full motivation is provided.
      This section specifically does not apply to developmental learning and development. Developmental learning and development is supported through the Staff Education Bursary Scheme and where applicable the staff member can make use of the staff tuition rate.

      3.2 Criteria

      To qualify, the course of study must meet the following criteria:

      1. The course is for a sustained period of time; and
      2. The course must be examined or formally assessed; and
      3. The course must be done through a recognised, reputable institution; and
      4. The course is position-related, not developmental; and
      5. The course is approved by the line manager; and
      6. Support and funding for the course has been agreed with the Executive Director or Dean.

      3.3 Amount

      Funding should not exceed R25 000 for the duration of the course of study. This cost includes all direct and indirect costs (e.g. fees, accommodation, travel, opportunity costs for workplace learning), but excludes salary costs.

      3.4 Funding

      This development is funded by departments and faculties from departmental budgets.

      3.5 Bursary agreement

      In all cases, the recipient must sign a Bursary Agreement form (HR186) stating:

      1. If he/she fails to successfully complete the course of study for which the bursary was approved, the full amount of the bursary converts to a loan; or
      2. If he/she fails to successfully complete any part of the course of study for which the bursary was approved, the full amount of the cost of that part converts to a loan; or
      3. If he/she fails to provide adequate proof of successful completion of the course of study for which the bursary was approved within four months of having completed said course of study, the full amount of the bursary converts to a loan; or
      4. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of one (1) year after completion of the course of study for which the bursary was approved, the full amount of the bursary converts to a loan; or
      5. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of two (2) years after completion of the course of study for which the bursary was approved, the fifty percent (50%) of the bursary full amount converts to a loan

      3.6 Loan repayments

      In the case of a bursary being converted into a loan, the repayment of the loan to UCT, with no interest charged (treated and taxed as a fringe benefit), will take place over a period of six (6) months.

      3.7 Procedures

      1. 3.7.1 Application

        The Dean or Executive Director will decide on a participation selection process based on transparent, communicated criteria.

        3.7.2 Approval and authority

        1. The relevant Executive Director / Dean has final authority on approval.
        2. Support and funding must be agreed with the Executive Director or Dean prior to the commencement of studies.
        3. Upon approval, the recipient must complete and sign a Bursary Agreement form (HR186).

        3.7.3 Bursary agreement

        1. A copy of the bursary agreement and supporting documentation must be sent to Human Resources Administration for capturing and record keeping.
        2. A copy of the recipients development plan, Development Dialogue form (HR210), clearly showing the position-related need for the development, as well as all supporting documentation and motivations must be attached to the bursary agreement.
        3. The line manager is responsible for the completion and enforcing of the bursary agreement, and must instruct Human Resources Administration to enforce the bursary agreement should the bursary agreement conditions not be met.

        3.7.4 Payment to institutions

        1. Staff are required to contract in their own right with the educational institution concerned and to pay any balance of costs related to their course of study.
        2. Payment to the institution must be made directly. No refunds to recipients will be given for personal payments already made.

        3.7.5 Provision of proof of successful completion

        The recipient must provide adequate proof of the successful completion of the course of study for which the bursary was approved within four months of having completed said course of study.

        3.7.6 Conversion of bursary into a loan

        In the case of a bursary being converted into a loan due to the recipient leaving the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity), the Payroll department will enforce the bursary agreement and convert the bursary into a loan on termination.

        In all other instances of the bursary being converted into a loan, the Line Manager will instruct the HR Administration, on Conversion of bursary into loan form (HR187), to enforce the bursary agreement and to convert the bursary into a loan on the date of that instruction. The recipient must be informed of this instruction in writing.

  4. Funding expensive non formal development
    1. 4.1 Applicability

      This section applies to all staff undertaking position-related-non-formal learning and development with costs in excess of R25 000, irrespective of the source of funding. (The R25 000 includes full and indirect costs (e.g. fees, accommodation, travel, opportunity costs of workplace learning), but excludes salary costs)

      This section specifically does not apply to position-related-formal development, or position-related-non-formal development with a cost of less than R25 000.

      4.2 Funding

      The Faculty / Department is responsible for the costs of attendance of the course.

      4.3 Criteria

      To qualify, the course of study must meet the following criteria:

      1. The course must be recognised / accredited and may lead to certification
      2. The course must be done through a recognised, reputable institution; and
      3. The course is clearly position-related, not developmental; and
      4. The course is approved by the line manager; and
      5. The course must be part of the development plan, Development Dialogue form (HR210); and
      6. The recipient has committed to participate in the entire programme, including any assessment process; and
      7. Support and funding for the course has been agreed with the Executive Director or Dean.

      4.4 Declaration of obligation

      In all cases, the recipient must sign a Declaration of obligation form (HR188) stating:

      1. If he/she fails to successfully complete the course the cost of the course converts to a loan; or
      2. If he/she fails to successfully complete any part of the course, the full amount of the cost of that part converts to a loan; or
      3. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of one (1) year after completion of the course, the full cost converts to a loan; or
      4. If he/she leaves the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity) within a period of two (2) years after completion of the course, fifty percent (50%) of the full cost converts to a loan

      4.5 Loan repayments

      In the case of the cost being converted into a loan, the repayment of the loan to UCT, with no interest charged (treated and taxed as a fringe benefit) will take place over a period of six (6) months.

      4.6 Procedures

      1. 4.6.1 Application

        The Dean or Executive Director will decide on a participation selection process based on transparent, communicated criteria.

        4.6.2 Approval and authority

        1. The relevant Executive Director / Dean has final authority on approval.
        2. Support and funding must be agreed with the Executive Director or Dean prior to the commencement of the course.
        3. Upon approval, the recipient must complete and sign a Declaration of obligation form (HR188).

        4.6.3 Declaration of obligation

        1. A copy of the declaration of obligation and supporting documentation must be sent to Human Resources Administration for capturing and record keeping.
        2. A copy of the recipient's development plan, Development Dialogue form (HR210), clearly showing the position-related need for the development, as well as all supporting documentation and motivations must be attached to the declaration of obligation.
        3. The line manager is responsible for the completion and enforcing of the declaration of obligation, and must instruct Human Resources Administration to enforce the declaration of obligation should the declaration of obligation conditions not be met.

        4.6.4 Payment to institutions

        Payment to the institution must be made directly. No refunds to recipients will be given for personal payments already made.

        4.6.5 Conversion of cost into a loan

        In the case of the cost being converted into a loan due to the recipient leaving the employ of UCT (for reasons other than death, retrenchment or ill-health incapacity), the payroll department will enforce the declaration of obligation and convert the cost into a loan on termination.

        In all other instances of the cost being converted into a loan, the Line Manager will instruct the HR Administration department, on Conversion of declaration of obligation into loan form (HR189), to enforce the declaration of obligation and to convert the cost into a loan on the date of that instruction. The recipient must be informed of this instruction in writing.

Related links

This policy should be read in conjunction with:

Process flows

Click the links below to view the process flows

Page last updated: 31 March 2016