Application & Declaration Form Page 1 APPLICATION AND DECLARATION FORM CURRICULUM OFFERINGS, SITES, MODE OF DELIVERY, CENTRES OF SPECIALISATION AND TRADE TEST CENTRES 1. Please note all applicable sections must be fully completed and the application or declaration must be signed. 2. The required supporting documentation must be included with the application or declaration when submitted. 3. Check the application for compliance and accuracy using the checklist provided at the end. 4. Note that the implementation of the application is subject to approval by the Deputy Director-General of the VCET Branch. 5. Any application for implementation must be lodged prior to 31 August of the year preceding implementation. The application consists of different sections. Note that Section A is compulsory to complete and submit . For the rest, please complete and submit only those sections that are relevant for your application. It is also essential to check the application for completeness and accuracy using the checklist provided. SECTION A (COMPULSORY) Administrative Details This section is compulsory to complete and summit with each application. General information and summary Rationale and endorsement of the application Signatures SECTION B New Instructional Offerings or Mode of Delivery (on existing or new campuses) Section B1 Application for new qualification, programme or subject offerings on existing (registered) and/or new campus/es If there is no other application and delivery is not intended on any new campuses, check the application for completeness and accuracy and submit. Section B2 Registration of new campus/es This section is only required to complete or submit in case of a new campus to be registered. Section B3 Application for a new mode of delivery This section is only required to complete or submit in case of new mode of delivery such as offering programmes on distance learning. SECTION C Offering a Higher Certificate Application to offer a Higher Certificate (HC) This section is only required to complete or submit in case of an agreement signed with a university to offer a HC.
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Application & Declaration Form Page 1
APPLICATION AND DECLARATION FORM
CURRICULUM OFFERINGS, SITES, MODE OF DELIVERY, CENTRES OF SPECIALISATION AND TRADE TEST
CENTRES
1. Please note all applicable sections must be fully completed and the application or declaration must be
signed.
2. The required supporting documentation must be included with the application or declaration when submitted.
3. Check the application for compliance and accuracy using the checklist provided at the end.
4. Note that the implementation of the application is subject to approval by the Deputy Director-General of the
VCET Branch.
5. Any application for implementation must be lodged prior to 31 August of the year preceding implementation.
The application consists of different sections. Note that Section A is compulsory to complete and submit. For the
rest, please complete and submit only those sections that are relevant for your application. It is also essential to check
the application for completeness and accuracy using the checklist provided.
SECTION A (COMPULSORY)
Administrative Details
This section is compulsory to complete and
summit with each application.
General information and summary
Rationale and endorsement of the application
Signatures
SECTION B
New Instructional Offerings or Mode of Delivery (on existing or new campuses)
Section B1
Application for new qualification, programme or
subject offerings on existing (registered) and/or new
campus/es
If there is no other application and delivery is not intended on any new
campuses, check the application for completeness and accuracy and
submit.
Section B2
Registration of new campus/es
This section is only required to complete or submit in case of a new
campus to be registered.
Section B3
Application for a new mode of delivery
This section is only required to complete or submit in case of new mode
of delivery such as offering programmes on distance learning.
SECTION C
Offering a Higher Certificate
Application to offer a Higher Certificate (HC) This section is only required to complete or submit in case of an
agreement signed with a university to offer a HC.
Application & Declaration Form Page 2
SECTION D
Discontinuation of Instructional Offerings
Application to discontinue qualification, programme or
subject offerings
This section is only required to complete or submit when instructional
offerings are phased out.
SECTION E
Closure of Campuses
Application to discontinue operations on a registered
campus
This section is only required to complete or submit when a campus is
closed for operations.
SECTION F
Centres of Specialisation
Expression of interest to become a centre of
specialisation
This section is only required to complete or submit when college requires
an assessment to become a centre of specialisation.
SECTION G
Trade Test Centres
Declaration regarding registering a trade test centre This section is only required to complete or submit when trade test
centres have been registered on college premises.
ANNEXURE A: Checklist for Compliance and Accuracy
Note the following definitions:
Campus A site of learning or operation that is used by a TVET or CET college and that has been registered in
terms of the relevant legislation.
Centre of
Specialisation (COS)
A Centre of Specialisation is a faculty or department in an education and training institution, such as a
TVET or CET college, dedicated to the delivery of the theoretical and practical components of a
specified occupation or cluster of related occupations. Such a centre will be recognised by the
Department of Higher Education and Training for this purpose in the province.
Electrical Certificate of
Compliance A certificate issued by a competent electrical contractor according to SABS regulations.
Existing TVET or CET
college site
A property currently in use by the TVET or CET college, irrespective of the purpose for which the site
is being utilised at present.
Learning or training
site
A site of delivery used by a TVET or CET college which often has not been formally registered as a
campus. Often identified as “satellites” or “skills centres.” These sites may have TVETMIS or
CETMIS numbers.
Mode of delivery Refers to the manner in which teaching and learning is facilitated, for example open learning, distance
education, face-to-face classroom contact.
New TVET or CET
college site
A property or piece of land which has been identified for the use of a TVET or CET college,
irrespective of the purpose for which the proposed TVET or CET site will be utilised i.e. open piece of
land, land with buildings on it.
Programme Programme is understood to be a grouping of subjects in a learning pathway in order to achieve a
qualification or part-qualification.
Provider Code
A code that has been issued by a QC or its appointed agent for a legally registered institution. The
institution is recognised, usually for a particular period of time, as having the capacity or provisional
capacity to offer a qualification or part-qualification registered on the NQF at the required standard
(SAQA definition).
Application & Declaration Form Page 3
SECTION A: GENERAL INFORMATION AND SIGNATURES
1. College Information
Provide the following information.
Name of TVET or CET College:
Tel no of the College Central Office:
Postal address of the College:
Name of TVET or CET College
Principal:
Cell no of TVET or CET College
Principal:
E-mail of TVET or CET College
Principal:
Name of TVET or CET College Council
Chair:
Cell no of TVET or CET College Council
Chair:
E-mail of TVET or CET College Council
Chair:
Name/s, designation/s and contact
details of other College Management
Name Designation Contact Details
These are the names of other college management members involved in the
application such as the Deputy Principal: Academic.
2. Summary of the Application
Complete the relevant sections.
List of new instructional offerings (Section B1) Registered campus/es where to be
implemented
Date/s for implementation
1.
2.
List of new instructional offerings (Section B2) New campus/es where to be
implemented
Date/s for implementation
1.
2.
List of instructional offerings in new mode of
delivery (Section B3)
Registered campus/es where to be
implemented
Date/s for implementation
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List of Higher Certificate offerings (Section C) Campus/es where to be implemented Date/s for implementation
1.
2.
List of discontinued instructional offerings
(Section D)
Campus/es where to be implemented Date/s for implementation
1.
2.
List of campuses for closure (Section E) Physical location of campus/es Date/s for implementation
1.
2.
List of specialisation centres (Section F) Physical location of centres of
specialisation
Date/s for implementation
1.
2.
List of registered trade test centres (Section G) Physical location of centres Date/s of registration
1.
2.
3. Submission Details
Complete details of the person responsible for submitting the application.
This application is lodged by: The name of person submitting
College:
Contact Details
Date: Of the submission
4. Rationale for Application
In a comprehensive narrative explain the reasons for this application. Refer to evidence in this regard.
Indicate, amongst other, (i) findings of market and community research that was conducted; (ii) processes that were
followed to arrive at this application; (iii) proof of impact and/or sustainability of the implementation of the application
detail; (iv) applicable examination results (history of at least 2 years); (v) human resource capacity in terms of delivery as
well as (vi) support and capacity within the college to implement successfully after approval.
Application & Declaration Form Page 5
In a brief narrative, explain how this application detail links to the strategic and operational planning of the college.
Explain how this application detail relates to the achievement of strategic objectives of both the Department and the
college as well as the relevance of this application in terms of annual performance and operational planning.
5. Sign-off and Declarations
I, _________________________________________________________________________, the undersigned,
hereby declare that:
1. All the information in this application and in any attachments are true and correct;
2. I will notify the Department in writing if any information in this application changes during the approval
process;
3. I agree that all information provided in this application and in any attachments are subject to verification
by the Department;
4. I understand that any misrepresentation in the application or attachments may result in the application
being rejected/not approved.
Signed at ______________________ on _____/_____/20__
COLLEGE PRINCIPAL
I, _________________________________, the undersigned, hereby declare that the information provided in this
application is accurate and that the application has been ratified by the College Council.
Signed at ______________________ on _____/_____/20__
COLLEGE COUNCIL CHAIR
COMMISSIONER OF OATHS STAMP
Application & Declaration Form Page 6
SECTION B1: NEW QUALIFICATION, PROGRAMME & SUBJECT OFFERINGS
The following supporting documentation must be submitted:
(i) Implementation plan including: a) Detailed budget and cost analysis for the first year; b) Secured sources of
funding; c) Financial projections of sustainability for 3 years; d) Available resources (HR, infrastructure &
equipment and teaching and learning materials) and e) Readiness and plan for curriculum delivery;
(ii) Provider code1 / TVET or CETMIS number and examination centre number/s;
(iii) An OHS2 audit report and other documentary proof attesting to the safety and readiness of infrastructure and
college facilities for implementation;
(iv) Proof of conducted readiness checks for examination centre registration; and
(v) Proof of ratification of application by the college council.
1. Administrative and Legal Information
NOTE: Duplicate these tables below for each new instructional offering intended.
Indicate the offering
Application for: Qualification Programme Subject
NOTE: Should you apply for ADDING A SUBJECT OFFERING ONLY, still indicate the qualification and
programme it resides with.
Complete fully.
Provide details regarding the
instructional offering:
Qualification Programme Subject/s
e.g.
N4 – N6 Business Studies
Management Assistant
Communication
Office Practice
Information Processing
Computer Practice
Campus/es intended for the
delivery:
1. Registered New
2. Registered New
3. Registered New
Provider code/s or TVET OR
CET MIS number/s of
campus/es where will be
delivered:
1.
2.
3.
Examination centre number/s 1.
1 The provider code (currently use TVET OR CETMIS number) is the unique identifier of this campus as an education and training delivery site. 2 Occupational health and safety audit report issued by an independent registered OHS auditor.
Application & Declaration Form Page 7
of campus/es where will be
delivered: 2.
3.
2. Implementation Plan
Complete the information requested and attach the required documentary proof.
Indicate the first
enrolment into the
offering/s:
Qualification Number to be enrolled Programme Number to be enrolled
Subject3 Number to be enrolled Subject Number to be enrolled
Comment on
readiness to offer
the new
qualification(s) /
programme(s) /
subject(s):
Insert or attach implementation plan.
Implementation plan includes a) detailed budget and cost analysis for the first year; b) secured sources of
funding; c) financial projections of sustainability for 3 years; d) available resources (HR, infrastructure &
equipment and teaching and learning materials) and e) readiness and plan for curriculum delivery.
Comment on
health and safety
aspects of the
campus/es
intended for
delivery:
Attach recent OHS report/s (not older than a year) for all campus/es intended for delivery
Comment on
approval by
Council as well as
planning for
implementation:
Attach proof of ratification of application by Council. Also refer to the relevant college plans and sections
where the new offering/s has/have been captured.
3 In case of applying for subject offerings only.
Application & Declaration Form Page 8
SECTION B2: REGISTRATION OF NEW CAMPUS/ES
NOTE: This section is compulsory to complete when the qualifications, programmes or subjects (applied for in
B1) are to be delivered on a new campus.
The following supporting documentation must be submitted:
(i) Implementation plan including:
a) Detailed budget and cost analysis for the first year;
b) Sources of funding (also to be reported separately in OPS plan);
c) Financial projections of sustainability for 3 years;
d) Sketch plan (with GIS coordinates) of the site showing in block form all buildings and main access roads.
Buildings must be labelled to show main usage/purpose;
e) Table with T&L4 infrastructure listed, square meters and planned seating capacity (if applicable) and its
utilisation. This should be cross-referenced to the sketch plan. The OPS plan sheet may be used/copied for this
purpose;
f) Table with residential facilities. This should be cross-referenced to the sketch plan. The OPS plan sheet may
be used/copied for this purpose;
(ii) Proof of ownership of campus such as deed of transfer, lease agreement etc.
(iii) An OHS audit report;
(iv) An electrical certificate (Compliance Certificate)
(v) Bulk Service Supply values: a) Electrical in KVA); b) Potable Water (in kl/day); c) Sewage system (municipal water
borne system; d) Septic tank or waste water treatment plant in kl/day; e) Alternative water supply (if relevant), e.g.
borehole and storage tanks - capacity expressed in litres and certificate of quality of water and pump rate for
borehole must be supplied; and
(vi) Proof of ratification of application by the college council.
1. Administrative and Legal Information
Complete fully.
Name of new campus:
Physical address (location) of
campus:
Local region and/or municipal
area:
Province:
GIS coordinates:
4 T&L = teaching and learning
Application & Declaration Form Page 9
Purpose of site: Indicate the purpose for establishing the site, for example as a teaching and learning site, skills
development centre, etc.
Legal ownership: Indicate which entity legally owns the site. Attach proof of ownership such as copy of the
deed of transfer or lease agreement.
2. Compliance with Infrastructure and Other Delivery Requirements
NOTE: A site visit will be conducted by a team from the Department to verify the information provided and to
ascertain readiness and compliance with all requirements.
Complete the information requested and attach the required documentary proof.
Comment on the intended use of the site in terms of:
(i) The kind of building structures on the site and
their surface coverage expressed in square
metre;
(ii) The types and intended use of the existing
facilities;
(iii) The surface coverage of the site expressed in
square metre;
(iv) The number of students, staff or other that
can be accommodated in each type of facility;
and
(v) List all ablution facilities per gender i.e. Male X
urinals, Z Toilets, Y Basins.
The facility type relates to classrooms, workshops, information centres,
hostels, staff rooms, amongst other.
Comment on the OHS audit for the site and its
compliance with occupational, health and safety
requirements:
Attach audit report of an independent and registered OHS auditor, not
older than a year.
Comment on the suitability of the site in terms of:
(i) Accessibility (existing roads, transport
available to students etc.);
(ii) Water and waste water demand;
(iii) Ablution facilities;
(iv) Condition of buildings; and
(v) Fit-for-purpose status of the buildings.
The condition of the buildings relates to aspects such as painting (internal
and external, ceilings; lighting, storm water and sewerage drainage;
gutters and facias; roof structures, and electrical infrastructure amongst
other. Attach electrical certificate issued by competent contractor.
The fit-for–purpose status relates to suitability in terms of use for office
space, storage, classrooms, workshops, etc. It includes reference to the
equipment and furniture that are available and ready for use and meeting
examination centre compliance in terms of suitable venues to
accommodate candidates (e.g. sufficient space for the conduct of
examinations) and safekeeping requirements ( e.g. a strong room for the
safekeeping of the examination material and question papers). Conduct
compliance check for registration as examination centre using the
checklist below.
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Comment on the financial viability and sustainability
of the site: Insert or attach implementation plan.
Comment on the intended education and training
delivery on the site: Insert or attach implementation plan.
Comment on approval by Council as well as
planning for implementation:
Attach proof of ratification of application by Council. Also refer to
the relevant plans and sections where this intended registration has been
captured.
COMPLIANCE CHECK FOR REGISTRATION AS EXAMINATION CENTRE
NOTE: This pre-check will be verified by a site visit by a team of DHET officials. Proof of conducting this
assessment (completed checklist) must be included with the application.
Requirements for Examination Centre Registration College Official
1. Is the college currently conducting national examinations? If yes, Indicate names of
programmes and/or subjects number of students enrolled for examinations. Yes No
List of programmes for which national examinations are conducted Number enrolled
Requirements for Examination Centre Registration College Official
2. Is/are the venue/s conducive for the conduct of national examinations?
Please indicate the following:
2.1 The number of rooms with doors available to seat candidates for writing of examinations on the
premises to be registered:
2.2 The number of fully fitted/equipped computer laboratories:
2.3 The number of computers and printers per laboratory (Divisions must be between computers,
minimum of 10 per room):
2.4 The number of simulation/practical rooms available for NC(V):
Please list for which subjects.
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2.5 Does the examination centre have appropriate furniture and equipment (standard desks,
chairs, whiteboards, connected telephone, fax, printers and large photocopier machine,
storage areas, etc.)?
Yes No
2.6 Is there sufficient lighting in all rooms and passages of the centre? Yes No
2.7 Is there availability of fresh water? Yes No
2.8 Are there separate, working and lockable toilet facilities for males and females (1:50
male/female students)? Yes No
Comments regarding 2.6-2.8:
Requirements for Examination Centre Registration DHET Official
2. Does the examination meet safekeeping requirements for the conduct of national examinations?
Please indicate the following:
3.1 Is there 24 hour security at the venue/premises? Yes No
3.2 Does the venue/premise(s) have an alarm system connected to an Armed Response Unit? Yes No
3.3 Does the centre have a strong room for the safekeeping of examination question papers and
examination materials? Yes No
3.4 Is/Are the venue/premises approved by the local health and fire services in terms of the by-
laws?
Provide proof.
Yes No
Application & Declaration Form Page 12
SECTION B3: NEW MODE OF DELIVERY
1. Administrative and Legal Information
Complete fully.
List of offerings intended
and in which mode:
Offerings Mode of delivery Number to be enrolled
1.
2.
3.
Campus/es intended for
the delivery:
1. Registered New
2. Registered New
3. Registered New
Provider code/s or TVET
or CETMIS number/s of
campus/es where will be
delivered:
1.
2.
3.
Examination centre
number/s of campus/es
where will be delivered:
1.
2.
3.
2. Readiness for Implementation
Fully explain readiness for implementation.
Comment on readiness to
conduct teaching and learning
within this mode:
Comment on financial implications, resource requirements, and readiness for ICAS and ISAT
assessments amongst other.
Comment on approval by
Council as well as planning for
implementation:
Attach proof of ratification of application by Council. Also refer to the relevant plans and
sections where this application detail has been captured.
Application & Declaration Form Page 13
SECTION C: HIGHER CERTIFICATE OFFERING
NOTE: Approval by the Minister to offer a higher certificate is required in terms of Section 43(4) of the
Continuing Education and Training Act, No. 16 of 2006. This section is compulsory to complete in case of any
intention to offer a higher certificate in collaboration with a higher education institution (HEI).
The following supporting documentation must be submitted:
(i) Implementation and business plan including a detailed budget and all resource allocations and readiness as well
as proof of sustainability and benefits to college;
(ii) Copies of letters from CHE confirming approval of qualification with a qualification code assigned;
(ii) A signed memorandum of understanding (MOU) between the college and the Higher Education Institution (HEI)
covering aspects of delivery of tuition, conduct of assessment and certification as well as subsidy implications for
HEI for this cohort of students;
(iii) Evidence of a student support services programme in line with the student support services at the HEI; and
(iv) Proof of ratification of application by the college council.
1. Administrative and Legal Information
NOTE: Duplicate the table below for each new offering intended.
Complete fully.
Higher Certificate (HC) Offering
intended:
Higher Certificate
Qualification Qualification Code Subject/s
Campus/es or Site/s intended
for the delivery:
1. New Existing
2. New Existing
Programme approval obtained: Attach copies of the letters of approval by the Council for Higher Education (CHE).
Agreement with HEI:
Attach copy of the signed MOU. The MOU outlines all elements of the partnership between
the college and the HEI required for the delivery of tuition, the conduct of assessments and the
certification of the qualification/s.
Application & Declaration Form Page 14
2. Readiness for Implementation
Fully explain readiness for implementation.
Comment on the
first enrolment
into the HC:
Qualification Qualification Code Number to be
enrolled Subject/s
Number to be
enrolled
Comment on
readiness to offer
the HC:
Insert or attach implementation and business plan.
Comment on
provision of
student support
services for
students enrolled
for HC offering/s:
Insert or attach student support services programme.
Comment on
approval by
Council as well as
planning for
implementation:
Attach proof of ratification of application by Council. Also refer to the relevant plans and sections where