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TABLE OF CONTENT Page 1. Table of Contents 2. Definitions of terms 3. Preamble 1-2 3-4 5

4. Legislative Framework


6. Objectives


7. Scope of the Programme


8. Conditions of the programme


9. Key Principles that underpin Internship and Learnership Programmes. 7-8 10. Communication and access to information 11. Effective Management 8 8

12. Participation and accommodation 13. Code of Conduct Mentor Contract Assessor Management of the Programme Responsibilities for Programme Human resource Development unit Assessor

8 8 8 9 9 9 9 9 10




Intern or Learner




Skills Development Committee Period of Internship Recommendations and approvals

11 11 12


DEFINITIONS INTERNSHIP: A supervised off-campus work experience which earns academic credit(s) and employment opportunities. Experience that gives the student an opportunity to apply and extend theoretical knowledge acquired in the classroom in a practical way. A vehicle to establish positive contacts with prospective employers. An opportunity for students to evaluate careers to which their academic interest may lead. INTERN: Any student from a University/Technikon/college willing to participate in the programme and duty selected by his/her institution to participate in the internship. Any person who has completed his/her studies with the said institution that needs experiential learning to enhance chances for future employment. LEARNERSHIP: It is a work-based route for learning and gaining qualification within the National Qualification Framework from level 1 to 8. It should include both structured work (practical) experience and instructional (theoretical) learning. 18.1 learner is a person who is employed but does not have a post matric qualification or a person who is in possession of REQV 13 (Relative Education Qualification Value) and wants to study towards a different qualification. REQV 13 is equivalent to Matric+3. An 18.2 learner is a person who is unemployed but does not have qualification and wants to study towards a post matric qualification or a person who is in possession of REQV 13 and wants to study towards a different qualification. Internship Contract An agreement entered into for a specified period between a learner, an employer or groups of employers, a training provider group of training providers Mentor Someone who provides guidance and/ or counseling to the learners


A Sector Education and Training Authority established in terms of the Skills Development Act Skills Development Committee Departmental Human Resource Development Committee SAQA South African Qualifications Authority Training programme A programme which is followed in the course of training by a learner Feeder Institution Tertiary institutions that send interns to the Institutions/organizations


1. PREAMBLE This policy framework is intended to provide guidelines, which will help the Department in developing its own internship and learnership programmes, structures, mechanisms and control measures. It is established in accordance with the White Paper on Public Services Training, Education and Development, White Paper on Transformation of the Public Service, the Skills Development Act No 97 of 1998, all other relevant provisions relating to Human Resource Development as well as the Internship Framework for the Public Services as recommended by the Department of Public Service and Administration, June 2001. This indicates the requirement for having a coherent, integrated and flexible approach towards training, education and development, which, includes the appointment of interns and learners. A coordinated approach towards the training of interns and learners is crucial. It will close the gap, which exists between the training given by the different academic institutions and the organizations, which are supposed to be the future employers of students. In reality, this gap results in the training being irrelevant since it is not based on the actual needs of the immediate environment within which it operates. The introduction of a well-documented internship and learnership policy would go a long way to address this anomaly. The Department is under no obligation to employ interns and learners after the completion of their respective programmes. The programme aims at bettering their chances of employment as well as enhances capacity of the Department to render the expected services. LEGISLATIVE FRAMEWORK The following legislation underpins the Internship policy: Skills Development Act, 1998. Public Service Act, 1994, as amended. Public Service Regulations 2001. The National Skills Development Strategy for South Africa. White Paper on Public Service Training, Education and Development Basic Conditions of Employement Act, 75 of 1997 Directive of Leave of Absence in the Public Service Departmental Policy on Leave of Absence Public Service Bargaining Council Resolution No.7 of 2000 Labour Relations Act, 1995, as amended Employement Equity Act, 1997 White Paper on Transformation of the Public Service White Paper on Human Resources Management


Furthermore, this policy is based on the following supplementary legislative framework: Public Service Regulations of 1999 Employment Equity Act of 1998 Labour Relations Act of 1995 Basic Conditions of Employment Act of 199 OBJECTIVES The objectives of the Internship and Learnership policy are the following: To meet the challenges of capacity building in the public service. To expose interns to meaningful real life work experiences which complement their classroom experience and enable them to gain confidence. To create opportunities for learners and interns to access employment at a later stage or become employers. To integrate structured learning and structured workplace experience. To improve the employment prospects of unemployed graduates who find it difficult to secure employment. To increase capacity in the Department albeit for short periods. To provide opportunities to obtain nationally recognized qualifications. To facilitate transformation of workplaces into places that promotes continuous learning. To bridge the gap between current education and labour needs. SCOPE OF THE PROGRAMME This policy is applicable to all Graduates, Diplomates and Learners from the Eastern Cape Province who wishes to obtain post-tertiary, work experience. The policy is also applicable to students who wish to undergo experiential training in order to obtain their tertiary qualification in line with the functions of the Department. Preference will be given to the previously disadvantaged groups This policy focuses on interns and learners in any of the following fields of study: Human Resources Management Communication Financial Management Social Sciences Economic Sciences Computer Sciences Population Studies Internal Auditing Information Science/ Management HIV/AIDS Studies


CONDITIONS OF THE PROGRAMME Normal conditions of the service for temporary employees as per the Basic Conditions of Employment Act No.75 of should apply except for the following: The Department will pay a fixed amount as an allowance for the duration of the contract No deductions whatsoever will be made from the learner or the intern’s allowance. Allowances will vary depending on the NQF (National Qualification Framework) level of the intern or the learner. See Annexure A as prescribed by DPSA (Department of Public Service & Administration). Where the nature of the field of the intern or the learner requires field work the Department will only pay the actual expenses. The learner or the intern should always be accompanied by his/her mentor and should not be allowed to drive him/her. Learners/interns are entitled to an all-inclusive (study, vacation, sick) twelve days leave per annum. In case of maternity leave learners/interns will be released without allowance and they will have to renegotiate their contracts after leave. No unused leave credits can be claimed. Interns and learners will be covered by the Compensation for Occupational Injury Act, regarding injury on duty. Misconduct and grievances committed by interns and learners will be dealt with in terms of the PSCBC (Public Service Coordinating Bargaining Council) Resolutions, applicable Departmental Policies and the Labour Relations Act, as amended. All prescripts regarding annual, sick, special, maternity, family responsibility leave and all other kinds of leave(if any) and related leave prescripts for employees appointed in a full- time capacity under Public Service Act, 1994 apply to interns. KEY PRINCEPLES THAT UNDERPIN INTERNSHIP AND LEANERSHIP PROGRAMMES In the recruitment and placement of learners the following principles should apply: Alignment with Human Resource Planning Opportunities identified for internship and learnership programmes must contribute to strategic staffing needs of the Department. Qualifications and studies of the placed intern and learner must have relevance to the core business of the directorate. Representivity Race, gender and disability representativity must be given the necessary attention. In terms of the law, preference should be given to women, blacks and people disabilities. Accreditation and Recognition


Internships and learnerships must be based on learning programmes that are accredited so that they are recognized across all sectors. Only accredited and registered service providers should be utilized. Agreement on Learning Arrangements between Institutions Internships and learnerships must be built on learning arrangements, that add value to classroom based work, that are established between learning institutions and the Department of Social Development. These learning institutions should also be accredited and registered. Cost Effectiveness Internships and learnerships must be established on the principle of cost effectiveness. Managers should always budget the correct amount and be frugal in spending. COMMUNICATION AND ACCESS TO INFORMATION Information system must be established to communicate the existence of internship and the learnership programmes, the contents of learning arrangements and the employment needs of the public service. Adverts should be placed in the print media once year to sensitize the broader public about this programme EFFECTIVE MANAGEMENT Performance management systems that include clearly defined performance indicators and assessment measures to evaluate interns and learners must be established. Proper supervision should always prevail. PARTICIPATION AND ACCOMODATION The Department must make reasonable attempts to accommodate and integrate the intern and the learner into its corporate culture. Once interns and learners have been placed, the Department should orientate them. CODE OF CONDUCT Interns and learners must abide by the Public Service’s Code of Conduct and the Public Service Regulations in general. The Programme Manager and the mentor should assist the intern or the leaner in understanding and adhering to the code of conduct. MENTOR This is compulsory upon placement of the intern or the learner. A proper developmental plan should be drafted to assist the learner or the intern throughout his/her tenure in the Department.


CONTRACT All interns and learners must sign contracts that clearly indicate terms of reference as well as termination condition. The Programme Manager and adhering to the contract ASSESSOR A trained or a qualified assessor is needed in case of a learnership. The Programme Manager in consultation with Sector Education & Training should seek and appoint an accredited assessor. MANGEMANT OF THE PROGRAMME The Human Resource Development is charged with the responsibility of managing this programme. This Unit shall work closely with all role players to ensure effective and efficient management of the programme as well as ensuring adhere to key principles in the intake to interns. Recruitment of interns and learners will be co-coordinated by the Human Resource Development Unit to ensure proper placement of students, monitor progress as well as maintaining a database of interns and learners. Request for interns and learners should be submitted to this Unit in writing. To ensure effective administration interns who leave during the middle of the programme will not be replaced. Interns will be placed as determined by their respective curricula / institution or alternatively where they have already qualified. In addition, the intern must have the recommendation of his/her University/ Technikon/ College for placement in the programme. Learners will be placed according to the strategic needs of the Department as per Management directive. RESPONSIBILITIES FOR THE PROGRAMME It is important that the Department should plan and accept responsibility to assure maximum benefits from the programme. HUMAN RESOURCE DEVELOPMENT UNIT SHALL: Sensitive Senior Mangers about the programme annually during January. Advertise the intake of learners / interns annually during February in the national print media. Assist Managers to select and place interns / learners appropriately. Forge links with learning institutions and the relevant Sector Education & Training Authorities. Provide quarterly reports to all relevant stakeholders


ASSESSOR SHALL Evaluate prior learning of the learner Provide feedback to the learner and the relevant Sector Education & Training Authorities, through the Director: Sector Education & Training. Provide the Department with an action plan as per the developmental plan. MANGEMENT SHALL Identity strategic occupation in the component in the component in which internship programmes could run. Build budgets into the Medium Term Expenditure Framework. Provide the intern and learners with adequately supervised, varied and professional experience which supplements classrooms learning. Identify appropriate learning assignments. Create a working environment that allows interns and learners to help the Department to meet its operational needs while developing and enhancing their employability skills. Offer the intern and the learner exposure to as many areas as possible. Complete and submit a written evaluation report of the intern or the learner’s performance at the end of the internship or the learnership. Assign, train and manage interns and learners in their tasks and responsibilities. Provide daily supervision and coaching. Forge links with learning institution and relevant SETAs Through the training, Education and Development Committee identify the target and number of expected participation according to the needs of the Department to avoid crowding the Department’s operations with too many interns and learners Appoint the mentors and the assessors. THE INTERN OR THE LEARNER shall: Pay full attention and co-operation towards full attainment of Departmental goals. Determine with his/her mentor, training and development needs, and initiate developmental programme. Plan and manage with his/her mentor and assessor, learning and development, in a way that is consistent with the needs of the Department and the Public Service and the intern’s development plan. Demonstrate willingness to grow and learn through work experience. Take full advantage of the training and development opportunities afforded to him/her by the Department. The Department is under no obligation to sponsor the learner regarding skills development initiatives. Participate in mandatory induction and orientation programmes as arranged by the Department.


MENTORS shall: Develop a structured development plan, defining what the intern should accomplish or use the generic plan provided by the academic institution, combined with a description of the specific assignment. Assess the progress of each intern and the learner at the end of the internship and learnership. Monitor progress of learners and interns through a structured learning plan. SKILLS DEVELOPMENT COMMITTEE (SDC) shall: Oversee the quality of the internship and the learnership programme. Provide advice to the Human Resource Development (HRD) Unit Set criteria collaboratively to measure the effectiveness of the following: internship and learnership programme, selection of mentors and assessors. Address challenges emanating from the implementation of the programme by way of recommendations to the Head of Department. PERIOD OF INTERNSHIP An internship programme will be for a fixed period of 12 months; which is nonrenewable. A learnership programme will depend on the contract between the learner and the relevant Sector Education & Training Authority. AMENDMENTS TO THIS POLICY This policy will be reviewed every two years and the necessary amendments will be made.



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