ACTING AND SECONDMENT POLICY FOR DIRECTORS AND ABOVE

A.
1. OVERVIEW 1.1 Scope of the policy This policy: 1.1.1 1.1.2 1.2 deals with acting appointments for all funded positions for directors and above in the University, and explains how secondments for directors and above are effected within and outside UNISA.

GENERAL

Policy statement 1.2.1 UNISA regards the opportunity to act in a higher graded position or position on the same grade as the employees (outside of the employees own sphere of expertise), as an important development opportunity. Secondment should be driven by a specific predetermined operational need where special skills are required.

1.2.2 2. DEFINITIONS

Acting appointment

means a temporary appointment, normally not exceeding a period of three months, in a higher or similar graded and funded position on the staff establishment, other than the funded position of the employee, which appointment is necessitated by a temporary absence or vacancy in which case the person acting assumes full accountability for his/her current position and the post in which he/she is acting; means the Principal and Vice Chancellor, Pro Vice Chancellor, Vice Principal(s), Registrar, Executive Deans, Executive Directors, and Directors, whichever applicable; means an employee who has been appointed in an approved position on the staff establishment, and who usually performs the duties of such position; refers to the temporary re-assignment of an employee, into a position other than the one in which he/she had been permanently appointed;
-1-

Immediate line manager

Regular incumbent

Secondment

Council 30.11.07 Revision - approved Council 24.06.2011

2011 UNISA All rights reserved

which position has been identified as a secondment position (includes Director of School, Chairperson of academic department, and the Head of an Institutes, Bureau or approved Centre and any other position as and when approved by the Management Committee); which re-assignment is driven by a specific pre-determined operational need, eg projects with a limited lifespan, where specific skills are required and a vacant permanent or a secondment position does not exist; which re-assignment has as purpose the temporary filling of a vacant position that requires the full-time commitment of the seconded person and where the filling of such position through an acting appointment would not fulfill the need; within the University refers to secondment made within UNISA outside the University refers to secondment of an employee to an external company/institution other than UNISA.

B.
1. PURPOSE

ACTING

An employee is appointed in an acting capacity to ensure that the responsibilities of an incumbent, who is absent for a period not exceeding three months and whose position is funded, are executed. 2. APPOINTMENT AND PERIOD OF ACTING 2.1 An official appointment in an acting capacity will be confirmed in writing by means of an appointment letter and the approval for the acting appointment will be given prior to the commencement of the acting period. No employee will act in a position without such prior approval and the period of acting will be no longer than three months. The period of acting will be determined by the approval authority, who may extend the period to one year in the event of exceptional cases. If there is need for continuation and for the full-time commitment of a person within the vacant position that cannot be fulfilled through an acting appointment, secondment should be considered as an alternative. The termination of an acting period should be specifically indicated in the appointment letter either by a date or by a specific action, such as the filling of a vacancy or the return of the regular incumbent. A special effort should be made by immediate line managers to ensure that no expectations are created that the employee appointed in an acting capacity, will be appointed in the position on a permanent basis or otherwise. Line management should also consider rotation in the acting position so as not to create expectations of permanent appointment and to provide relevant qualifying employees with an equal opportunity to act.
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2.2

2.3

2.4

2.5

Approved Council: 30.11.07 Revision approved Council 24 .06.2011

2.6 3.

1 No acting appointments are made for the recess period during December . The exclusion of the recess period will be clearly stated in the appointment letter.

ACTING ALLOWANCE 3.1 Employees appointed in acting capacities on the same or on a higher job grade than his / her substantive position, will be remunerated by way of an acting allowance that is paid in addition to his / her remuneration received in terms of his / her appointment in his / her substantive position. A fixed acting allowance, equivalent to twenty per cent of the median package of the job grade in which the employee will be acting, is payable to the employee. An acting allowance will be payable to the employee where the acting period is at least more than 30 calendar days.

3.2

3.3. 4.

APPOINTMENT PROCESS The appointment process in an acting position is set out in paragraph 7 below.

5.

TERMINATION OF ACTING APPOINTMENT 5.1 The employer reserves the right to terminate the acting appointment if the appointment impacts negatively on the performance of the employee in his / her substantive position. The period of acting will lapse on the date indicated in the appointment letter or otherwise on a date determined by the employee in accordance with paragraph 5.1 above.

5.2.

6.

IMPLEMENTATION OF POLICY Related policies that were in force prior to the commencement of this Policy are hereby revoked in totality and replaced with this Policy with effect from the date on which Council approves this Policy.

7.

LINE MANAGEMENT RESPONSIBILITY AND APPOINTMENT PROCESS ACTING 7.1 The immediate line manager, in whose department the acting opportunity arises, identifies a candidate for appointment in an acting capacity. The identification of a suitable candidate should be guided by inherent requirements of the vacant position, competencies of candidates and/or developmental plans. Where a suitable candidate is not available the Human Resources Department will be approached to assist with the temporary filling of the position. The immediate line manager submits the application: to the Executive Dean/Executive Director where the appointment on post level 4 is for a period of less than one month; to the Vice Principal/Portfolio Manager where the appointment on post level 3 is for a period of less than one month;

7.2

7.3

Excludes essential services such as Protection Services Approved Council: 30.11.07 -3Revision approved Council 24 .06.2011 2011 UNISA All rights reserved

via the portfolio manager to the Management Committee where the appointment on post level 3 or 4 is for a period of one month or longer, with a clear indication of: the particulars of the person to be appointed in an acting capacity the funded position which the person is to act in the reason for such the acting period, including the end date.

7.4

In cases of an acting appointment of the Principal, Pro Vice Chancellor, Vice Principal(s) and the Registrar the acting appointments are, after approval by the Human Resources Committee of Council, submitted to Council for information. In all cases of an acting appointment on level 3 and 4 the acting appointments are, after approval by the Management Committee, submitted to the Human Resources Committee of Council for information. Human Resources Staffing Directorate compiles a letter of appointment after approval has been granted by the Management Committee. The immediate line manager, where applicable, signs the letter of appointment. Where acting appointments for periods less than one month are approved by the Vice Principal/Portfolio Manager, or Executive Dean/Executive Director, such Vice Principal/Portfolio Manager or Executive Dean/Executive Director will issue a letter of appointment at the time of approval. In cases of an acting appointment of the Principal, Pro Vice Chancellor, Vice Principal(s) and the Registrar the letters of appointments are signed by the Chairperson of the Human Resources Committee of Council. The employee must accept or decline the offer of appointment in writing.

7.5

7.6

7.7

7.8

7.9

C.
1. PURPOSE

SECONDMENT

Secondment is considered when a specific predetermined operational need with a limited life span exists for which special skills are required and, in the event of a temporary vacancy, for which an acting appointment cannot be made due to the need for continuation and the full time commitment of the person. 2. SECONDMENT ALLOWANCE 2.1 2.2 An allowance is paid when the employee is seconded. If the secondee is seconded to a new or ungraded position, the position will be graded and the allowance will be paid in accordance with subparagraph 2.3 of this Policy. A fixed secondment allowance equivalent to twenty per cent of the median (cost to company) of the job grade of the position to which the employee is seconded to, is
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2.3

Approved Council: 30.11.07 Revision approved Council 24 .06.2011

payable. However, the Management Committee may, in consultation with Council, adjust this guideline. 2.4 Outside the Institution The external party reimburses the total cost to UNISA as negotiated and agreed with UNISA. From outside to the Institution - costs will be negotiated between the parties. Management Committee approval for secondments to or from outside institutions will be obtained before any such negotiations are undertaken. 3. LINE MANAGEMENT RESPONSIBILITY AND SECONDMENT PROCESS The following process is implemented when a secondment opportunity arises: 3.1. Secondment process excluding Directors of Schools 3.1.1. 3.1.2. The immediate line manager in conjunction with the Department: Human Resources identifies a need for secondment. The immediate line manager obtains written approval for a secondment to be done from the relevant portfolio manager. The immediate line manager informs Human Resources Staffing Directorate of the need for secondment and provides the written approval for such. The immediate line manager identifies a candidate for appointment in a secondment capacity. The identification of a suitable candidate should be guided by inherent requirements of the secondment position, competencies of candidates and/or developmental plans. If no suitable candidate can be identified, the recruitment and selection process will be followed. The immediate line manager submits the application via the portfolio manager to the Management Committee with a clear indication of: the particulars of the person to be appointed in a secondment capacity. the position in which the person is seconded to. the reason for such. 3.1.6. the secondment period.

3.1.3.

3.1.4.

3.1.5.

In cases of a secondment appointment of the Principal, Pro Vice Chancellor, Vice Principal(s), Registrar, Executive Deans and Executive Directors the secondment appointments are submitted to the Human Resources Committee of Council for recommendation of appointment by Council. The secondment appointments of Directors are submitted to the Human Resources Committee of Council for information. The immediate line manager and the Department: Human Resources agree on the release date with the current line manager of the secondee.

3.1.7.

3.1.8.

Approved Council: 30.11.07 Revision approved Council 24 .06.2011

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3.1.9.

The line manager to whom the relevant employee will be seconded must make provision for the funding of a temporary replacement, if required, as the secondee(s) remain on their current staff establishment. The line manager to whom the secondee will be seconded take over budget responsibilities of the seconded employee.

3.1.10. The line manager that releases the secondee makes arrangements for the workload pertaining to the substantive positions of the seconded employee. 3.1.11. The immediate line manager provides Human Resources Staffing Directorate with the following information pertaining to the secondment: Relevant name(s) Period of secondment (start and end date) Title of position

3.1.12. Human Resources Staffing Directorate compiles relevant documentation and informs the secondee after approval has been granted by the Management Committee and/or Council. The Chairperson of Council or immediate line manager, whichever is applicable, will sign the letter of appointment The employee must accept or decline the offer of appointment in writing. Human Resources Staffing Directorate informs the Directorate: Finance of budgetary arrangements. After termination of the secondment period, the employee should revert back to his/her substantive position. Should that employees previous department have become the subject of restructuring prior to the termination of the secondment period, that employees position after the secondment period would be subject to the outcome of the restructuring process.

3.2.

Secondment process for Directors of Schools 2 3.2.1 A job description approved by the Executive Dean in consultation with Organisation Development, will be used as a point of reference throughout the process of appointment of the Director of the School. An advertisement will be compiled by the HR Advisor. The advertisement must be approved by the Vice Principal Academic: Teaching and Learning and will be limited to tenured permanent academic employees in the relevant College. (This proposal is based on the assumption that the post of Director of School is not a substantive position. The substantive position of the Director of School remains her/his permanent academic position.) The advertisement will run for five working days and applications will be submitted to the relevant Human Resources representative.

3.2.2 3.2.3

3.2.4

The Human Resource Department will be responsible for the management of this procedure in close cooperation with the Executive Dean and/or portfolio manager. -6 2011 UNISA All rights reserved

Approved Council: 30.11.07 Revision approved Council 24 .06.2011

3.2.5

Short listing will be done by the following panel: Executive Dean - Chair Executive Director: Human Resources or delegate Employment Equity Officer as observer One member of each recognised Union in the academic sector as observer3 Human Resources representative

3.2.6

The final short list will be approved by the Vice Principal Academic: Teaching and Learning. The following Committee will interview the short listed candidates and the proceedings will be tape recorded in full: Executive Dean - Chair Human Resources: Executive Director or delegate Employment Equity Officer as observer One representative of Senex/Senate One representative of each recognised Union in the academic sector as observer Expert in the discipline Human Resources representative Director of School from another College

3.2.7

3.2.8

The following Committee will interview the short listed candidates and the proceedings will be tape recorded in full. The Selection Committee will make a recommendation via the Management Committee and Senex to HRCOC. The approval will be referred to Council for information.

3.2.9

3.3

Secondment process for employee to an external party (outside the University) 3.3.1 The external party forwards a letter to the Principal requesting the secondment of the particular employee, stating the purpose of the secondment and the period of secondment. The Management Committee considers the request and decides on the secondment and related matters. If the Management Committee approves the secondment, the Human Resources Department drafts a letter, for the signature of the Principal, informing the external party of the decision of the Management Committee.

3.3.2

3.3.3

Role of Unions: To protect the interest of members Approved Council: 30.11.07 -7Revision approved Council 24 .06.2011 2011 UNISA All rights reserved