HR Code Polytechnic of Namibia

POLYTECHNIC OF NAMIBIA
Human Resources Code

6 November 1998

Approved and adopted by Council of the Polytechnic of Namibia
as the Human Resources Code of the Polytechnic on
6 November 1998.
Resolution Coun/Poly 98/491/067
and revised on:

i. 05 November 1999
Resolution Coun/Poly/99/702/100

ii. 10 November 2000

iii. 12 July 2002

iv. 07 November 2003

v. 23 April 2004

vi. 11 November 2005
Resolution Coun-Poly/2005/2715/484

vii. 28 April 2006

viii. 03 November 2006

ix. 27 April 2007

x. 02 November 2007

xi. 08 April 2008

xii. 01 November 2008
Adjustments made according to the stipulations of the Labour Act No 11 of 2007

xiii. 08 April 2009
Adjustments made according to the stipulations of the Labour Act No 11 of 2007

xiv. 20 May 2011

CONTENTS

CHAPTER SECTION PAGE

1 INTRODUCTION 1

1.1 Management of the Polytechnic 1

1.2 Official channels of communication 1

1.3 Organisational Structure 1

2 DEFINITIONS 2 - 4

3 APPLICATION 4

4 APPLICABLE LAWS 4

5 EMPLOYMENT PRACTICE 4

6 RECRUITMENT, SELECTION AND 5
APPOINTMENTS

6.1 Appointments by the Council 5

6.2 Statutory Provisions 5

6.3 Medical Report 5

6.4 Probationary Period 5 - 6

6.5 Relocation Expenses 6

6.6 Language Requirements 6

6.7 Grades of Appointments 7

6.8 Tenure of Appointment 7

6.8.1 Appointment of the Rector 7
6.8.2 Appointment of the Vice-Rector(s) 7
6.8.3 Permanent full-time appointments 7 - 8
6.8.4 Permanent part-time appointments 8
6.8.5 Contract Appointments (full-time or part-time) 9 - 10
6.8.6 Supernumerary Appointments 10
6.8.7 Seconded and Visiting Appointments 11

i
6.9 Minimum Qualification Requirements:
Academic Staff 12

6.10 Minimum Qualification Requirements:
Non-Academic Staff 13

6.11 Temporary Replacement of Staff 14

6.12 Promotion of Staff 14

7 PERFORMANCE APPRAISAL AND MERIT
AWARDS 15

8 STAFF DEVELOPMENT AND TRAINING 16

8.1 Introduction 16

8.2 Scope and Application of Staff Development 16 - 17

8.3 Awards of SDS 17

8.4 Assistance from other institutions or organisations 17

8.5 Duration of SDS 17 - 18

8.6 Staff Development Loans 18

8.7 Grants for the attendance of congresses, seminars,
symposiums or study programmes abroad 18 - 19

8.8 Attendance of local congresses, seminars,
symposiums or workshops 19

8.9 Special study leave for short-term industrial or
technological practice experience 19 - 20

8.10 Financial Aid for Research 20

9. REMUNERATION AND BENEFITS 21

9.1 Remuneration Package and Salary Scale 21 - 22

9.2 Assumption of Duty: Date of Commencement of
Salary 22

9.3 Payment of Salary 22

ii
9.4 Incremental progression based on performance 22

9.5 Notch increases for improved qualifications 22- 23

9.6 Basic Salary 23

9.7 Deductions 23

9.8 Annual Bonus 23

9.9 Pension Fund 23

9.9.1 Compulsory Membership - Contributory Plan 23 - 24
9.9.2 Contributions 24
9.9.3 Contributions during leave without pay 24
9.9.4 Suspension of Membership 24
9.9.5 Increase of Pension Contributions 24

9.10 Gratuity for Expatriate and Namibian contract staff 24

9.11 Medical Scheme 24

9.11.1 Compulsory Membership 24 - 25
9.11.2 Contributions during leave without pay 24
9.11.3 Suspension of Membership 25
9.11.4 Contributions during leave without pay for study
or research purposes 25

9.12 Allowances 25

9.12.1 Travel and Subsistence Allowances 25
9.12.2 Passage 26

9.12.2.1 Namibian citizens 26
9.12.2.2 Expatriate staff and Contract Namibian staff 26 - 27
9.12.2.3 Resettlement Allowance 27

9.12.3 Acting Allowance 27
9.12.4 Dean!s Allowance 27
9.12.5 Head of Department Allowance 27
9.12.6 Transport Allowance 27
9.12.7 Subsistence Allowance 27
9.12.8 Housing Allowances 28
9.12.8.1 Collateral on Housing Loan - First-home-owner!s loan 28
9.12.8.2 Home Owner!s Allowance/Subsidy 28
9.12.8.3 Rent Allowance/Special Rent Subsidy 28

9.13 Stated Benefit Insurance 28 - 29

9.14 Remission of Study Fees 29

iii
9.15 Transfer of Study Obligations 29 - 30

9.16 Membership of professional organisations 30

9.17 Leave and Leave Gratuities 30

9.17.1 Annual/Vacation Leave 30

9.17.1.1 Granting of Annual/Vacation Leave 31
9.17.1.2 Allocation of Leave 31
9.17.1.3 Institutional closure 32
9.17.1.4 Academic recess 32
9.17.1.5 Annual Leave /End-of-year Vacation 32

9.17.2 Accrual of accumulative leave 32 - 33
9.17.3 Encashment of accumulative leave 33
9.17.4 Pre-retirement leave 33

9.18 Granting of leave 33

9.19 Bonus leave 34

9.20 Transfer of Leave Credits 34

9.21 Leave for study and research purposes 35

9.21.1 Conditions 35
9.21.2 Granting of Study Leave 35
9.21.3 Reporting after Study Leave 36
9.21.4 Sabbatical Leave 36

9.22 Study Leave without pay 36

9.23 Maternity leave 36

9.23.1 Taking of leave for confinement purposes 36
9.23.2 Earning of Leave during period of Confinement Purposes 36
9.23.3 Earning of Service Bonus during leave for Confinement
Purposes 37

9.24 Special leave with full pay 37

9.24.1 For Examination Purposes 37
9.24.2 Compassionate Leave 37
9.24.3 For Cultural, Educational and Sport Activities 37

9.25 Sick leave 38

9.25.1 Taking of sick leave 38
9.25.2 Special sick leave 38

iv
9.25.3 Medical certificate 38 - 39
9.25.4 Sick leave without pay 39
9.25.5 Sick Leave: Temporary staff 39

9.26 Provisions regarding leave on resignation 39

9.27 Payment in lieu of leave on resignation,
retrenchment, discharge, retirement or death 39

9.27.1 Accumulative leave 39

9.28 Motor Scheme 39 - 40

9.29 Employee!s loans 40

9.29.1 Introduction 40
9.29.2 Eligibility 40 - 41
9.29.3 Benefit 41

9.30 Private use of Polytechnic equipment and facilities 41

9.31 Parking 41

9.32 Business travel for the Polytechnic 41

9.32.1 Air Travel 41
9.32.2 Car hire 42

10 GENERAL CONDITIONS OF SERVICE:
RIGHTS AND OBLIGATIONS 43

10.1 Full-time Service 43

10.2 Official Duties 43

10.2.1 Academic staff 43
10.2.2 Administrative staff, Technical staff and General Assistants 43

10.3 Hours of attendance 44

10.4 Payment of Overtime 44 - 45

10.5 Absence from work 45

10.6 Absence from duty not recorded as leave 45 - 46

10.7 Consultancy 46 - 47

v
10.8 Extraneous/Private Work 47

10.9 Internal Work 47

10.10 Contractual Commitment 48

10.11 Confidential Information 48

10.12 Participation in Public Affairs 48

10.13 Temporary transfer to another post 48

10.14 Transfer to another post 48

10.15 Rights on inventions and copyright 48

10.15.1 Rights on inventions and patents 48
10.15.2 Copyright 48 - 49

10.16 Research 49

10.17 Gifts, commissions and rewards 49

10.18 Disclosure of Interest 49

10.19 Official Forms 49

10.20 Addresses 50

10.21 Accountability and Responsibility for Polytechnic
property 50

10.22 Personal possessions 50

10.23 Removal of equipment from campus for private use 50

10.24 Smoking on campus 50

10.25 Testimonials and certificates of service 50

10.26 Farewell functions 50 - 51

10.27 Telephone calls 51

10.28 Staff identity cards 51

vi
10.29 Additional conditions of service 51

10.30 Solicitations 51

10.31 Acceptance of conditions of service 51

11 INDUSTRIAL RELATIONS 52

11.1 Membership of Associations or UNIONS 52

11.2 Grievance Policy and Procedure 52

11.3 Disciplinary Policy and Procedure 52

11.3.1 Policy 52 - 53
11.3.2 Misconduct 53 - 54
11.3.3 Suspension of a Staff Member 54

11.4 Right to Appeal 54 - 55

11.5 Disciplinary Code 55 - 56

11.6 Staff code of conduct 56

11.6.1 Absence 56
11.6.2 Obeying orders 56
11.6.3 Punctuality 56
11.6.4 Sleeping on duty 56
11.6.5 Negligence 56
11.6.6 Unsatisfactory Job Performance 57
11.6.7 Disobedience/Insubordination 57
11.6.8 Offensive and Disorderly Behaviour 57
11.6.9 Offences regarding Alcohol and/or Drug Abuse 57 - 58
11.6.10 Deliberate loss of, damage to or abuse of Polytechnic property 58
11.6.11 Dishonesty, Fraud and Theft 58
11.6.12 Unconstitutional Industrial Action 58 - 59
11.6.13 An Employee shall furthermore be guilty of misconduct if - 59

11.7 Dispute Resolution 59

11.7.1 Policy 59
11.7.2 Definition 59
11.7.3 Purpose 60
11.7.4 Dispute procedure 60

11.8 Obligations: Good faith and striving for
Labour Peace 60

vii

12 TERMINATION OF APPOINTMENT 61

12.1 Resignation: Period of giving notice 61

12.1.1 Teaching staff 61
12.1.2 Administrative staff, Technical Staff and General Assistants 61

12.2 Discharge 61

12.3 Retrenchment 62

12.4 Termination of Service by death 62

12.5 Date on which salary shall end 62

12.6 Payments due on discharge, resignation or
termination of service 62

12.7 Retirement on Pension 63

12.7.1 Normal Retirement Date 63
12.7.2 Pensionable age 63
12.7.3 Early Retirement Date 63
12.7.4 Appointment on Contract after retirement -
Retention of Service 63
12.7.5 Continuation of Membership of the Medical Scheme 63
12.7.6 Death 63

viii

1
1. INTRODUCTION

1.1 Management of the Polytechnic

1.1.1 The governance and general control of the Polytechnic and all its affairs and functions shall be
vested in the Council, which must supervise, and is accountable for the proper management and
administration of the Polytechnic.

1.1.2 The Rector shall be the chief academic and administrative officer of the Polytechnic. S/he shall
have a general responsibility to the Council for maintaining and promoting the efficiency, proper
performance and good order of the institution.

1.1.3 The Rector shall carry the Council!s delegated authority in compliance with Section 11(3) of the
Act and shall exercise management of and direction over the academic and administrative work
of the Polytechnic.

Together with her/his management, staff and committees s/he is responsible for the identification
and determination of strategic business directions, the development, implementation and
recommendation of change of policies.

1.1.4 In the performance of his/her duties the Rector is assisted by employees to whom s/he may
entrust responsibilities, delegate powers and from whom s/he may demand accountability. S/he
shall not be divested of a power so delegated.

1.1.5 The Rector shall exercise delegated authority over all the academic and administrative staff and
may exclude any person or suspend any employee from any part of the Polytechnic if s/he
considers it in the best interest of the institution.

1.2 Official Channels of Communication

1.2.1 Management reserves the right to communicate essential information through by heads of
sections, Schools and departments and through personal contact.

1.2.2 Employees are at liberty to approach their immediate supervisors in connection with any queries
or problems they might have concerning their relationship with the Polytechnic.

1.2.3 On failing to elicit a satisfactory response from the said superior the subordinate may approach
the next higher authority or level of management, one level at a time, until the matter has been
resolved.

1.2.4 Only the Rector or his delegated representative may communicate official and confidential
information concerning the Polytechnic to the public.

1.3 Organisational Structure

1.3.1 The organisational structure of the Polytechnic is determined by the Polytechnic of Namibia Act
No. 33 of 1994, Statute, its mission, strategic aims and objectives, human resources requirements,
functional division of activities and job or post structures.

1.3.2 Organograms for the different departments, sections and Schools are maintained by the individual
department/sections and Schools.

1.3.3 All posts on the staff establishment shall be approved by Council.

2
2. DEFINITIONS

In this Code, unless the context indicates otherwise, a word or an expression defined in the Act or
Statutes bears the same meaning and -

Abroad means in any foreign country or outside the borders of the Republic of Namibia.

Act means the Polytechnic of Namibia Act, 1994 (Act No 33 of 1994).

Academic staff means any incumbent of a post declared by Council to be an academic post.

Administrative staff means any incumbent of a post directly involved in the support of academic
activities and staff and declared by Council to be an administrative post (job grades 1 - 16).

Academic year means the period from 1 January of a year to 31 December of that same year.

Accumulative leave are those additional leave days which may be accumulated and carried
forward at the end of each leave cycle.

Annual leave means twenty (20) working days of leave in respect of each annual leave cycle.

Annual leave cycle means the period of twelve (12) consecutive months employment with the
same employer.

Calendar day means any day in any month of a year.

Calendar month means a period from the first day of any one month to the last day of the same
month.

Calendar year means a period from 1 January of a year to 31 December of that same year.

Compassionate leave means emergency leave granted from work on the grounds of death or a
serious/incapacitating illness in the immediate family.

Conditions of employment means any provision governing the relations between the Council
and employees and include any service benefits.

Council means the Council of the Polytechnic of Namibia established in terms of Section 6 of the
Act.

Bonus leave cycle means a completed period of five (5) years of continuous, meritorious service
without a final warning for any form of misconduct by permanent administrative staff members
from the date of assumption of duty in a permanent position.

Dependent children means biological and legally adopted children under the age of 21 years,
who are not employed.

Family means the spouse, child, parent, grandparent, brother, sister, father-in-law or mother-in-
law of the employee.

Grievance means any personal dissatisfaction, discontent or feeling of injustice in connection
with an employee!s work or employment relationship on the grounds of harassment, prejudice,
victimisation or injustice that is brought to the attention of supervisors or of management.

3
Long leave means vacation leave of at least sixty-six (66) continuous working days.

Matriculation (abbreviation M) means the school leaving standard required to enrol at a tertiary
education institution.

Meritorious Service means excellent/exemplary/landable/praiseworthy service deserving
esteem, honour, reward, worthy of recompense.

Month means a period extending from a date in one calendar month to the date preceding the
corresponding date in the following calendar month, both dates included.

M+3 vertical means any three-year tertiary qualification with the relevant field as a major.

M + 4 vertical means any four-year tertiary qualification with the relevant field as a major and
which is an admission requirement to direct Masters studies.

A Polytechnic term means a period of time stretching from the first day of the commencement
of academic operations in a particular block of a year until the completion of that specific
educational period by an official recess or the end-of-the-year vacation. Normally four terms are
determined annually in advance and are published in the Polytechnic calendar.

Pensionable age means the age of 60 years.

Policy means a statement by Council directing a course or principle of action to be adopted and
pursued by the employees.

Private work means any work or service carried out for remuneration outside of the service of
the Polytechnic, or outside the employee!s contract of employment with the Polytechnic.

Remuneration means any direct or indirect compensation in cash or its equivalent made or owed
to an employee by virtue of her/his employment.

Retirement age means the age of 65 years.

Recess means those periods during an academic year when no official residential classes or
regular examinations are conducted, and Academic members of staff have to remain on duty.

Salary scale means a progression between a minimum and maximum salary attached to a post.

Salary increment means the approved amount or notch by which the salary of an employee may
be increased within the appropriate salary scale.

Senate means the Senate of the Polytechnic of Namibia referred to in Section 13 of the Act.

Sexual harassment means any form of unwelcome advances with sexual innuendos including
repeated and unwanted sexual comments, suggestions or requests for favours, or physical contact
found objectionable or offensive, and where its rejection or acceptance affects the victim!s
employment status or job performance and/or creates a hostile and offensive work environment
for the victim.

Sick leave cycle means a period of three (3) years calculated from the date of commencement of
service, and each succeeding period of three years.

Special rent subsidy means the subsidy granted to Non-Namibian citizens, appointed on

4
contracts of two years or more in respect of housing expenses.

Standard means the acceptable efficiency, quality or degree of excellence expected or required
for a particular activity or job or purpose.

Statutes means the statutes and regulations of the Polytechnic of Namibia.

Study Leave means leave which is granted to a staff member by Council solely for the purpose
of pursuing formal studies or to do approved research.

Vacation leave cycle means a period of twelve (12) months commencing from the date of
assumption of duty.

Workday (working day) means a day on which normal Polytechnic activities take place.

Year means a period commencing on any day of a particular month and extending for twelve
(12) consecutive months to the date preceding the corresponding date.

3. APPLICATION

This Human Resource Code is applicable to all persons in the employ of the Polytechnic,
irrespective of seniority, both academic and non-academic.

4. APPLICABLE LAWS

This Code and all future amendments thereto shall be subject to the Constitution of the Republic
of Namibia, all the Acts promulgated by the Parliament pertaining to, and having a bearing on the
staff policies of the Polytechnic, as well as the Polytechnic Act, and the Statutes and Regulations
of the Polytechnic.

5. EMPLOYMENT PRACTICE

5.1 The Polytechnic is an equal opportunity employer. The institution condemns any form of
discrimination on the basis of colour, culture, ethnic origin, gender, economic or social status,
politics or religion.

5.2 The Polytechnic gives preference to the appointment of Namibian citizens. Where the potential
exists among Namibian citizens, preference will be given to such potential with due regard to
relative merit, minimum qualifications, efficiency, potential, quality and suitability.

5.3 External expertise which may be beneficial to achieving institutional goals and quality standards
will be considered if no comparable Namibian candidate is available.

5.4 The principle of equal remuneration for work of equal value is applied according to established
job evaluation and performance appraisal systems established.

5
6. RECRUITMENT, SELECTION AND APPOINTMENTS

6.1 Appointments by the Council

(i) All posts on the staff establishment shall be approved by Council. Every vacant post will
be advertised externally and/or internally. Staff shall be appointed by the Council in
specific posts on the approved organisational structure of a component at the
recommendation of the selection committee.

(ii) The Council shall determine the requirements for and conditions of appointment in
respect of qualifications, experience, health, suitability, age and for the determination of
an appropriate rank within the approved post categories, structure and notch in
accordance with the approved salary scales.

6.1.1 An applicant shall submit all her/his certificates of service from (a) previous employer(s) to
verify specified work experience. Declared work experience for which no certificate or other
acceptable verification of service can be provided shall not be recognised by the Council.

6.1.2 An applicant shall be recommended for appointment only if s/he meets all the requirements for
the post.

6.1.3 Where possible every short listing and selection panel shall consist of at least one person from a
designated group and one senior member with Namibian citizenship.

6.1.4 Only the Rector may approve a deviation from rule 6.1.2 after a written recommendation to this
effect by the relevant selection committee.

6.1.5 No person shall be appointed permanently as a staff member, whether on probation or not, unless
such person is a Namibian citizen.

6.2 Statutory Provisions

Staff appointments shall be subject to the statutory provisions pertaining to the Polytechnic and to
the acceptance of the Human Resources Code in writing when a successful applicant accepts the
employment offer.

6.3 Medical Report

6.3.1 Permanent staff appointments and contract appointments exceeding twelve (12) months shall be
subject to proof of good health and, before a person may assume duty as a permanent staff
member, s/he shall produce satisfactory proof of her/his good health, viz. a medical certificate
inclusive of a chest X-ray and laboratory tests issued by a registered physician approved by the
Polytechnic, on the prescribed form, at the expense of the institution.

6.3.2 Council may at any time request that any staff member submit a medical report as specified by
Council by a registered physician, approved by the Polytechnic, on the prescribed form at the
expense of the institution.

6.4 Probationary Period

6.4.1 Any appointment, permanent or on contract of more than one (1) year is subject to the successful
completion of a probationary period of two years for academic staff and one year for
administrative staff, technical staff and general assistants. A probationary appointment is a
conditional appointment subject to the employee!s display of diligence and satisfactory conduct.
Such an employee will be appraised regularly in order to ascertain whether s/he meets the
required performance standards, whereupon the appointment may be confirmed, terminated or the

6
probationary period be extended. The Council may lay down special conditions to be met before
confirming an appointment.

6.4.2 A probationary period may only be extended by three months for administrative staff, technical
staff and general assistants and six months for academic staff.

The Polytechnic must provide the employee with adequate training, where appropriate, to allow
the probationer to acquire the necessary competence and skills.

If the employee has misled the Polytechnic about her/his competence or skill during the job
interview, the Polytechnic shall summarily terminate employment.

6.4.3 The probationary period of a staff member shall be extended by the number of days of unpaid
leave taken during the period of probation or any extension thereof.

6.4.4 Should the Council discharge a staff member appointed on probation, if s/he does not measure up
to the set standards for a particular position, such discharge shall be made either during, or
immediately after the expiry of the period of probation, by giving one (1) months notice.

6.4.5 If the conduct of the staff member on probation is unsatisfactory, s/he may be summarily
discharged with or without notice pay, after being granted the opportunity to be heard.

6.4.6 During the probationary period, the supervisor(s) of (a) staff member(s) on probation shall be
required to submit a performance evaluation report on the performance of the staff member
concerned. In the case of an academic staff member every six months and every three months for
administrative staff, technical staff and general assistants.

6.4.7 The confirmation of the appointment upon expiry of the period of probation is subject to:

a) the certification of the probation report of the employee by the superior of the evaluator
of the department or section concerned to the effect:

- that the employee has been diligent and competent,
- that her/his conduct has been uniformly satisfactory,
- that s/he is in every respect suitable for the confirmation of her/his appointment;

b) the approval of Council.

6.4.8 All benefits applicable to permanent staff members will apply to members of staff on probation.

6.5 Relocation Expenses

6.5.1 The Council undertakes to pay the actual relocation costs, as determined by it from time to time,
of persons appointed as staff members and their family on the appointment of such persons.

6.5.2 The above passage and cartage costs shall be paid in terms of an agreement concluded between
such persons and the Polytechnic.

6.6 Language Requirements

English is the official language of the Polytechnic. All staff members with the exception of those
in job grade 13 and below, must be fully conversant with the English language. Staff of the ranks
within job categories 13 and below must have a working knowledge of English.

6.7 Grades of Appointments

6.7.1 The organisational structure of the Polytechnic is determined by the Act, its mission, strategic
aims and objectives, human resources requirements, functional division of activities and

7
job/post structures.

6.7.2 The Council in co-operation with and on recommendation of the Rector, the Senate and different
Council committees, shall determine the grades, organisational structure and tenure of
appointments.

6.7.3 All academic positions are graded by Council from time to time.

6.7.4 All the non-academic positions are graded according to the Peromnes evaluation system from 1 to
16, with job grade 1 being highest.

6.7.5 Privileges and benefits of a staff member will depend on the job grade of the particular post.

6.8 Tenure of Appointment

6.8.1 Appointment of Rector

6.8.1.1 The Rector shall be appointed in compliance with Section 11(2) of the Act and Part
Three of the Statutes and Regulations of the Polytechnic of Namibia.

6.8.1.2 Where a suitably qualified and experienced Namibian candidate is identified s/he shall be
given preference over externally recruited applicants.

6.8.1.3 No expatriate contract of employment shall be extended beyond the initial five year
period of appointment.

6.8.1.4 A Namibian citizen who was appointed as Rector and who is for whatever reason not
reappointed after serving the institution, will be offered a position and a salary package
equivalent to the academic post of Director/Professor in either the Academic or
Administrative Structure.

6.8.2 Appointment of Vice-Rector(s)

6.8.2.1 The Vice-Rector(s) shall be appointed in compliance with Section 12(1) of the Act and
Part Four of the Statutes and Regulations of the Polytechnic of Namibia.

6.8.2.2 A suitably qualified and experienced Namibian candidate shall be given preference over
externally recruited applicants.

6.8.2.3 No expatriate contract of employment shall be extended beyond the initial 4 year period
of appointment.

6.8.2.4 A Namibian citizen who was appointed as Vice-Rector and who is for whatever reason
not reappointed after serving the institution, will be offered a position and a salary
package equivalent to the academic post of Director/Professor in either the Academic or
Administrative Structure.

6.8.3 Permanent full-time appointments

6.8.3.1 No persons over the prescribed retirement age may be appointed on a permanent full-
time basis.

6.8.3.2 The appointment requirements and benefits thereof, will be in accordance with the policy
governing recruitment and selection as decided by Council from time to time.

6.8.3.3 The following benefits are intrinsic to permanent full-time appointments:

8
salary
annual bonus (13
th
cheque)
pension scheme
housing loan/rent allowance
medical aid scheme
cartage for household effects payable as decided by the Council from time to time
transport of staff member and family upon appointment, payable as decided by the
Council from time to time
leave benefits
all other allowances as determined by Council from time to time.
The specific amounts in monetary terms will be determined at the time of appointment.
transport allowance

6.8.4 Permanent part-time Appointments

6.8.4.1 A permanent part-time appointment is made for a post created on the approved
organisational structure of a specific component and, therefore, forms an integral part of
the total organisational structure of the Polytechnic.

6.8.4.2 The norm is to activate such a post on the basis of part of a working day, i.e. a person
appointed on a permanent part-time basis will be required to work either in the mornings,
in the afternoons and/or in the evenings for either a maximum of
5
/
8
th
or a minimum of
3
/8
th
of full-time remuneration.

6.8.4.3 The following benefits are intrinsic to permanent part-time appointments:

salary
annual bonus (13
th
cheque)
pension scheme (optional)
medical aid scheme (optional)
leave benefits
rent allowance
all other allowances as determined by Council from time to time
transport allowance

6.8.5 Contract appointments (full-time or part-time)

6.8.5.1 Contract appointments are made for a specified period. The period of the contract is of a
temporary nature and will vary depending on the needs of the institution.

6.8.5.2 Contract periods can be considered up to a maximum of five (5) years.

9
6.8.5.3 Non-Namibians who are selected for appointment will be appointed normally on two-
year contract terms. These contracts may be renewed if no qualified Namibians are
available for appointment in the vacant post. Appointments involving periods of less
than two years can also be concluded.

6.8.5.4 For contracts of two (2) years or more, the post shall be advertised six months prior to
the end of the contract. If no suitable candidate can be recruited, the
Registrar/Dean/Head/Bursar together with the contract staff member shall advise the
Rector three (3) months prior to the end of the contract that a further contract should be
considered.

6.8.5.5 The criteria and principles for contract appointments are the following:

to acquire academic, administrative or technical competence or skills not available in
proven scarcity Namibia. The contribution of the selected individual should be carefully
and selectively weighed against the overall appointment costs involved
of the required staff in Namibia
to undertake and complete specified projects in a predetermined time.

6.8.5.6 Contract appointments are subject to approval by the delegated authority, and for Non-
Namibians, legislation governing entry into the country and the issue of work permits.

6.8.5.7 All contract appointees of two years or more are subject to bi-annual appraisals in order
to ascertain whether they meet the required performance standards set by the
Polytechnic.

6.8.5.8 The following benefits are intrinsic to contract appointments:

(a) Non-Namibians on contracts of two years or longer:

salary
annual bonus (13
th
cheque)
gratuity
special rent subsidy
medical aid scheme
cartage for household effects at the beginning and end of the contract -
payable as decided by the Council from time to time.
transport of the staff member, and family at the beginning and end of the
contract, payable as decided by the Council from time to time.
leave benefits (pro rata).
transport allowance

(b) Namibians and permanent residents on contracts of two years or longer:

Salary
annual bonus (13
th
cheque)

10
gratuity or pension
housing loan or rent allowance
medical aid scheme
cartage for household effects at the beginning and end of the contract -
payable as decided by the Council, from time to time.
transport of staff member, and family at the beginning of contract from places
outside Windhoek, payable as decided by Council from time to time.
leave benefits (pro-rata)
transport allowance

(c) Less than two-year contract: (Namibians and Non-Namibians)

salary
annual bonus (13
th
cheque)
rent allowance (not for contracts less than twelve (12) (months)
leave (pro rata on annual entitlement)
medical aid scheme optional, but not for less than one year (12 months)
transport allowance

6.8.6 Supernumerary Appointments

6.8.6.1 This appointment type has bearing on ad hoc appointments on contract to perform
required services on a temporary, intermittent and piece work basis and includes
appointments for:

tuition on an hourly basis for a specified amount of hours on specific days of the week
for a predetermined time;
preparation of study material, tests, and examinations
any aid needed during examination, registration or times of crises.

6.8.6.2 Remuneration will be paid in accordance with salary and hourly tariff guidelines as
approved by the Council.

6.8.6.3 Salary or an hourly tariff, is the only benefit applicable to this appointment type.

6.8.7 Seconded and Visiting Appointments

6.8.7.1 The appointment of Seconded or Visiting staff shall be subject to approval by the
Council, on recommendation of the Human Resources Committee.

6.8.7.2 The Seconded and Visiting staff shall be appointed on such terms and for such periods as
the Council, the appointee, and the seconding institution (where applicable), may agree
upon.

11
6.8.7.3 The obligation of the Polytechnic regarding the emoluments, allowances, and other
benefits in respect of the seconded or visiting appointees, shall be specified in the letter
of appointment.

6.8.7.4 Donating or supporting agencies will be required to forward the curricula vitae of the
proposed candidates prior to their recruitment. All seconded or visiting lecturers should
sign an undertaking, linked to their contracts, to bind them to their service contracts.

12
6.9 Minimum Qualification Requirements - Academic Staff

ACADEMIC QUALIFICATION
1

RELEVANT EXPERIENCE
TITLE

(vertical appropriate)

PTS

Industry AND/ OR
Lecturing
Original scholarly and
innovative contribution
to field of expertise
during the past two
years

Tutor/
Lab
Technician

M + 3 (Diploma or Degree)

Assistant
Lecturer/
Junior
Lecturer
M+4 degree (Bachelor or Honours) in the
field of specialisation equivalent.

Lecturer
Masters degree in the field of
specialisation.
Under special or unusual circumstances the
requirement may be waived upon
demonstration of appropriate training,
competence, experience or equivalent
qualifications.

1

Assistant
Professor/
Senior
Lecturer
Doctors degree or other terminal degree in
the field of specialisation. Under special or
unusual circumstances the requirement may
be waived upon demonstration of appropriate
training, competence or experience or
equivalent qualifications.

2

Deputy
Director
(Associate
Professor)

the field of specialisation. Under special or
training, competence, experience or

3
Professor
(Director)
the field of specialisation. Under special or in
training, competence, experience or

4

NB: 1 Qualifications must be obtain from a university of recognized standing in a field relevant to the requirements of the
position.

EXPERIENCE
QUALIFICATIONS
LECTURING/RELEVANT
WORK

PUBLICATIONS
(field-relevant, peer-reviewed)

TYPE (vertical appropriate)

PTS

YEARS

PTS

NUMBER

PTS

3-Year Degree
3-Year Diploma

3

O ne

1

One Paper/Booklet
One Book

1
3

4-Year Degree/Honours
B. Tech
Higher Natl. Dipl.

5

Two

2

Two Papers/Booklets
Two Books

2
6

Master!s Degree
Master!s Diploma
M. Tech

7

Three

3

Three papers/Booklets
Three Books

3
9

Doctorate

9

Four

4

Four Papers/Booklets
Four Books

4
12

OTHER

Relevant Post Degree/Diploma
Teaching Qualification

1

Five
Six - Ten/More

5
6 -1 0

Five or More Papers
Five or More Books

5
15
NB: Alternative computations of qualifications and experience may be allowed by the Council.

13

6.10 MINIMUM QUALIFICATION REQUIREMENTS: NON-ACADEMIC STAFF

Peromnes
Grade

Qualification requirements

Years
Experience

Functional
Category

Typical job

1

2

3

Doctorate plus extensive management,
academic and research experience

Doctorate plus extensive management,
academic and research experience

Relevant professional qualifications for
Bursar and at least a Master!s degree for
Registrar plus extensive management
experience/expertise

10

10

5

Top
management
Policy making

Rector

Vice-Rector

Bursar
Registrar

4

5
6

Master!s degree plus experience

Bachelor!s degree plus experience and
expertise (Preferably a relevant Master!s
or Honours degree).

5

+6

Senior
Management
and high level
specialists

Deputy
Managers, Assistant
Bursar,
Dean of Students,
Financial Accountant,
Executive Assistant to
the Rector

7
8
9

Bachelor!s degree or diploma or
professional qualification plus relevant
experience

+4
+3
+3

Middle
management
and specialists

Assistant Manager,
Faculty Officer, Social
Worker, Student
Councillor, Professional
Nurse, Snr Personnel
Officer, Chief
Examination Officer

10
11
12

Grade 12 plus experience

6
4
2

High level
clerical skills

Budget Controller,
Secretary, Examination
Officer, Senior Library
Assistant, Typist,
Senior Creditor
Assistant, Data Typist

13
14

Grade 10
Grade 8

4
4

Low level
Skilled/clerical/
technical

Senior Driver, Senior
Switchboard Operator
Senior Messenger:
Mailing, Senior Clerk:
Mailing, Technical
Assistant,
Registry Clerk

15
16

Basic literacy

-

Unskilled

General Assistant,
Messenger

NB: Alternative computations of qualifications and experience may be allowed by the Council.

14
6.11 Temporary replacements of staff

6.11.1 The duties of a staff member who is away on leave shall normally be absorbed by the department,
School or section.

6.11.2 The Dean, Bursar or Registrar will have to justify, in writing to the Rector, the necessity of a
replacement.

6.11.3 Consideration for employing a replacement shall be given only in those instances where tasks of
a critical nature cannot be absorbed by other staff members in the School/section and if the
necessary funding is available in the budget of the School/section.

6.11.4 A contingency reserve, equivalent to the basic salary of a senior lecturer or the administrative
equivalent, will be provided annually under the Dean!s, Bursar!s and Registrar!s budgets. This
fund may only be used to address personnel problems of the School/section.

6.12 Promotion of Staff

6.12.1 The Polytechnic shall endeavour to promote deserving staff to vacant senior positions on the
approved organisational structure.

6.12.2 Promotion shall be at the discretion of the Human Resources Committee, strictly on the basis of
excellence and meritorious performance on the recommendation of the Rector upon submission
of a report from the Dean of the School and the head of the department or the head of a section.

6.12.3 In order to be eligible for promotion an employee must comply with all the minimum
requirements in respect of qualifications and experience applicable to the particular post.

6.12.4 Deserving staff members may apply for vacant senior positions and if found appointable may be
appointed to the vacant position(s).

15
7. PERFORMANCE APPRAISAL AND MERIT AWARDS

7.1 Appraisal is a continuous, quantifiable and systematic process of staff evaluation with regard to
past job performance and development potential intended to:

provide guidelines for decisions regarding tenure, transfer, promotion, termination of
service, retrenchment and salary and wage administration and recommendations
support staff in their professional and potential development to enable them to qualify for
advancement
identify individual and organizational training needs
plan staff development
encourage everyone to reflect on her/his performance at work - obtain performance
feedback
reward meritorious service or work - recognition of individual performance
improve institutional efficiency and effectiveness
assist in goal identification.

7.2 The Polytechnic reserves the right to an additional staff evaluation in the following situations:

before permanent appointment
prior to promotion to a higher level post

7.3 The performance of all permanent staff members and contract appointments exceeding one year
shall be evaluated on an annual basis, applying criterion and/or norm referencing depending on
the pursued evaluation objectives. These criteria must be specific and job-related.

7.4 Staff members who excel in their work and rendering of service to the community, will be
recommended by their respective departments, centres and Schools for promotion, salary
increases, lump-sum cash incentives, commendation or for various other honours awarded by the
Polytechnic. There must be a clear relationship between merit awards or raises and meritorious
performance.

7.5 The performance evaluation is not limited to superior-subordinate appraisal, but may include 360
degree appraisal and benchmark, or external evaluation.

7.6 The appraisal of an employee!s performance, may be carried out by more than one party.
(Employee!s superiors, peers, subordinates, students, the employee her/himself or external
bodies.)

7.7 The selection of an appraisor, or the combination of appraisors, will be appropriate for the post
being evaluated and to the purpose of the appraisal.

16
8. STAFF DEVELOPMENT AND TRAINING

8.1 Introduction

8.1.1 The Council supports the continuous development of staff members in order to keep pace with
technological and appropriate changes in their fields of work and increased global and domestic
competition which necessitates competitive strategies.

8.1.2 The human resources development framework shall be made up of career development, skills
training, and competency based vocational education coupled with organisational development
initiatives aimed at improving individual, departmental and organisational effectiveness and
efficiency.

8.1.3 The development/training focus shall be on the competencies required for effective and efficient
job performance (knowledge, skills and attitude).

8.1.4 All staff have access to human resources development within the context of identified
departmental, institutional and individual needs or requirements, provided these fall within the
limits of available funds.

8.1.5 Responsibility for human resources development resides with both the employer and the
employee. The Polytechnic shall provide an environment which is conducive to human resources
development and provide resources to enable members of staff to study for advanced degrees and
diplomas in work-related fields.

8.1.6 Every head of a department or section is accountable for identifying development or training
needs and ensuring that their staff receive appropriate development or training opportunities.

8.1.7 The Council may instruct any staff member at any time to undergo education or training or
further education or training.

8.2 Scope and Application of Staff Development

8.2.1 The following employees are eligible to compete for the award of a Staff Development
Scholarship (SDS):

8.2.1.1 Namibian citizens who are appointed on a permanent full-time basis, and who have been
in the employ of the institution for a period exceeding three (3) years.

8.2.1.2 Employees with the status of !permanent resident! who have been in the employ of the
institution for a period exceeding five (5) years.

8.2.2 Staff Development Aid

8.2.2.1 All permanent members of staff, and contract appointments exceeding one (1) year, both
administrative and academic, may apply for Staff Development Aid for external or
internal extra-curricular courses lasting for no longer than the equivalent of three months
of continuous studies (e.g. computer and English language courses). The intended study
should be relevant to the job situation of the employee, a training need within the
Polytechnic, and aimed at improving her/his competence to the benefit of the employee
and the Polytechnic.

8.2.2.2 Staff members who wish to undertake studies at the Polytechnic itself or at the

17
University of Namibia may receive SDA only to purchase books and materials but must
attach proof of purchase and the prescribed books list of the institution for refunding
purposes.

8.2.2.3 Staff members undertaking courses either at the Polytechnic or at the University of
Namibia are exempted from tuition and class fees, but must pay registration fees.

8.2.2.4 Staff members shall not simultaneously study on a full-time basis at any other tertiary
institution if they have been registered either at the Polytechnic or at the University of
Namibia or at any other institution. Any registration for additional courses shall be
approved by Council.

8.3 Award of SDS

8.3.1 The relevance of the study to institutional and national needs will condition the granting of the
award. A higher priority will be accorded to programmes which show greater promise towards
generating the biggest impact in the upliftment of the quality of life in the Namibian society, on
sustainable economic development and environmental conservation.

8.3.2 SDS will be awarded solely at the discretion of the Council. Strict selection criteria will be
applied. Staff members who have distinguished themselves through exceptionally meritorious
work performance and an excellent academic record, will be considered.

8.3.3 SDS may be awarded with pay as agreed upon for studies both at institutions in Namibia or
abroad, undertaken on full-time, part-time or distance learning mode.

8.3.4 Where the course undertaken will necessitate continuous study over a period of time, study leave
with full pay may be approved as necessary. No vacation leave shall accrue to the staff member
during a period of absence on a staff development programme with full pay.

8.4 Assistance from other institutions or organisations

8.4.1 SDS may be granted for a specific period of time, within which the studies must be completed.
During this period a member of staff who is already receiving SDA or SDS is not allowed or
entitled to receive further financial assistance from any other institution or organisation, unless it
can be proved, beyond doubt, that the amount allocated by the Polytechnic is not enough to cover
bona-fide expenses.

8.4.2 A supplement SDS may be granted to a staff member who receives financial assistance from any
other institution or organisation, if s/he can prove, beyond doubt, that the amount received is not
enough to cover all bona-fide expenses.

8.4.3 Any further assistance must be approved by the Human Resources Committee.

8.5 Duration of SDS

8.5.1 SDS may be awarded once for a particular qualification and should cover the duration of the
study. Financial assistance for B.Tech, Honours, Master!s and Doctorate Degrees will be
determined on merit by the Human Resources Committee.

18
The study period will be as follows:

Qualification

Full-time

Part-time

B.Tech/Hons (post diploma)

1 year

3 years

Master!s Degree or equivalent

2 years

4 years

Doctor!s Degree or equivalent

3 years

5 years

8.5.2 Should an employee fail to complete her/his studies within the above stipulated study period or
suspend her/his studies, or terminate service at the Polytechnic before successful completion of
the studies, s/he shall be required to pay back all monies (remuneration included) relating to the
SDS paid out to her/him at current market related interest rates.
Interest shall be calculated at the prime overdraft rate applicable at the time when the monies are
due and payable and effective from the date of payment of the SDS by the Polytechnic and
compounded on the last day of each year. A certificate, signed by someone identified in the
certificate (or otherwise) as a manager or accountant of First National Bank, setting out the prime
overdraft rate for a particular period will be proof of the applicable interest rate during that
period. This calculation of interest shall apply mutatis mutandis throughout the Human
Resources Code.

8.5.3 All employees who receive SDS must submit a progress report on an annual basis. Failing to do
so may result in the cancellation and repayment of financial aid received at current market related
interest rates.

8.5.4 An employee who has been on SDS-leave with full pay, will be expected to work for the
institution for a period equal to at least twice the period of study or as stipulated in her/his SDS-
contract, or repay the amount/ remuneration received, at the full or a pro rata portion repayment
on termination of service at current market related interest rates.
Interest shall be calculated at the prime overdraft rate applicable at the time when the monies are
due and payable and effective from the date of payment of the SDS by the Polytechnic and
compounded on the last day of each year.

8.6 Staff Development Loans

8.6.1 Assistance with study costs for staff members who do not qualify for SDS will be considered
upon application. An interest free loan covering the whole or part of the study fees for approved,
work-related courses or programmes may be granted on the recommendation of the
Bursar/Registrar/ Dean/Director/Manager and upon approval by the Rector.

8.6.2 Repayment shall start immediately after the study fees have been paid to the educational
institution concerned.

8.6.3 These study loans are granted on a year to year basis. Before a loan for the following study year
is paid, the staff member shall:

8.6.3.1 settle the loan debt of the preceding year.

8.6.3.2 submit a satisfactory progress report to the Human Resources Committee which will
decide whether to continue with the loan or not.

8.7 Grants for the attendance of congresses, seminars, symposiums or study programmes
abroad.

8.7.1 The Polytechnic and its staff can benefit from staff exposure to the latest developments, ideas or
trends in education, training and technology.

19
8.7.2 Management, within budget constraints, will budget annually for such study grants for permanent
staff members. Junior personnel (junior lecturers and lecturers and jobgrades 8 - 10), shall only
qualify after two (2) years of service.

8.7.3 The Polytechnic must benefit directly from such visits which shall be approved by the Rector
upon recommendation by the Dean/head of department/section after a need has been established
in terms of identified individual or organisational development requirements.

8.7.4 Preference will be given to staff members who will be actively involved (facilitator, presenter) in
the study programme, congress, conference, seminar, symposiums or workshop, and who have
the potential and the ability to share their newly-derived knowledge with their colleagues and
other sectors of the education system and industry.

8.7.5 Generally only one staff member of the Polytechnic will attend a specific congress, study
program, symposium or workshop. If departments or Schools find it necessary to send more than
one staff member to the same event, a motivation must be submitted to the Rector for her/his
approval.

8.7.6 Every staff member will present a typed, academic report of her/his congress, conference,
seminar, symposium or study programme experience, abroad within one (1) month after
attending the congress, conference or study programme to the Board of Studies, the Rector and
the library.

8.7.7 A staff member who receives such a grant will remain in the service of the Polytechnic for twelve
(12) months after return. If s/he fails to honour this agreement s/he will have to repay the grant
on a pro rata basis at market related interest rates.

8.8 Attendance of local congresses, seminars, symposiums or workshops.

8.8.1 Attendance of approved local congresses and seminars which are Polytechnic, education, industry
and work-related, will be regarded as paid working time.

8.8.2 Attendance of such congresses, seminars or activities for private purposes will be regarded as
leave taken.

8.8.3 The Rector, Vice-Rector(s), Registrar, Bursar or Deans shall determine the status of a local
congress, seminar, symposium or workshop.

8.9 Special study leave for Short-term industrial or technological practice experience

8.9.1 The Council expects from every academic staff member to keep up with the latest developments
in technology in her/his field of study and to broaden her/his practice experience.

8.9.2 Special study leave will be granted to a permanent staff member who has been in the employ of
the Polytechnic for at least three (3) years subject to the approval of the Rector on the
recommendation of the Dean, Bursar or Registrar.

8.9.3 Special study leave for industrial practice experience locally or abroad shall not be granted for
more than fifty (50) working days on a day for day basis (Vide: Section 9.20.2.1). A temporary
replacement may be made in accordance with Section 6.11.

8.9.4 Meaningful industrial or technological practice experience forms part of a lecturer!s CV and will
be taken into consideration during the performance appraisal.

20

8.9.5 Before special study leave referred to in this paragraph is granted to an employee, s/he shall give
a written undertaking to the Council in which s/he commits her/himself to work for a period as
determined by Council for the Polytechnic after completion of the period of practice experience
in the industry. If s/he fails to honour the agreement, s/he will have to repay the total costs for the
days of special study leave granted at market related interest rates.

8.9.6 Lecturers placed in the industry remain in the full-time employment of the Polytechnic with all
the rules and regulations applicable.

8.9.7 The control over the relevance and quality of the practice experience rests with the Dean, Bursar
or Registrar.

8.9.8 The lecturer who was granted special study leave will compile a written report for the board of
studies, the Rector and the library within one (1) month after completion and s/he will transfer the
knowledge and skills obtained to her/his colleagues.

8.10 Financial Aid for Research

The Council may, subject to agreed upon conditions, consider giving financial aid to a full-time
permanent staff member to undertake research in the institutional or national interest.

21
9. REMUNERATION AND BENEFITS

(i) The Polytechnic follows a Total-Cost-to-Employer remuneration policy for academic
staff and administrative staff from JG1 to JG5.

(ii) Included in the Total-Cost-To-Employer package of each employee are the following
earnings, allowances and company contributions:

Basic Salary
Housing Allowances
Annual Bonus (13
th
cheque)
Pension Fund
Gratuity for Expatriate and Namibian contract staff
Medical Scheme

(iii) Employees will be allowed to structure their packages, taking into account their
individual needs, within the following guidelines:

Structuring and restructuring may only occur upon annual increases (which
should be viewed as a renegotiation of terms of employment) or upon
appointment or promotion: The basic salary should never be decreased, as this
could lead to a salary sacrifice attack by the Directorate of Inland Revenue.
(Section 95 of the Income tax Act 24 of 1981, as amended (the Act).

(iv) Three cornerstones provide the limits to ensure a disciplined remuneration policy:

job evaluation
performance appraisal
salary scales.

(v) Job evaluation

Job evaluation is the technique used for establishing job grades and to provide a
framework for the salary structure of the non-academic staff.

The Polytechnic uses the Peromnes job evaluation system which evaluates and
classifies all posts in one of 19 groups. The Polytechnic has reduced the job
grades to 16 groups.

The Peromnes system measures the points and degree of accountability,
complexity and responsibility of jobs in the Polytechnic and provides the basis
for determining salary ranges for all job grades through the application of a
remuneration model.

The job evaluation system used will be applied in a logical and systematic
manner and endeavours to be as fair and equitable as is possible.

9.1 Remuneration Package and Salary Scale

9.1.1 The remuneration package, salary scale and commencing salary of a staff member and any
amendment thereof shall be determined by the Council after a scientific market benchmarking.

9.1.2 Any staff member of exceptional ability or possessing special qualifications or who has rendered

22
meritorious service, or, if it is in the interest of the Polytechnic, may be:

9.1.2.1 advanced within the scale applicable to her/him.

9.1.2.2 paid a salary in accordance with a higher salary scale than her/his current scale on
recommendation of the Rector, for approval by Council.

9.1.3 No staff member may claim as a right any additional remuneration in respect of any official duty
or work which is performed or is required by a head of an organisational component to be
performed by her/him during normal working hours in addition to her/his ordinary official duties
of work.

9.2 Assumption of Duty: Date of Commencement of Salary

A salary shall be paid to every person appointed on the permanent or temporary staff
establishment of the Polytechnic, with effect from the date of assumption of duty up to and
including the date of termination of service. The date of assumption and termination of service
shall be determined by the Council.

9.3 Payment of Salary

The salary of each staff member shall be paid monthly (15
th
day of a month) into her/his account
at a bank or other financial institution.

It is the responsibility of the staff member, however, to furnish the name of such institution and
her/his account number to the Human Resources Department.

The first salary after commencement of service, and the last salary after termination of service are
only payable at the end of that particular month.

9.4 Incremental progression based on performance

Salary progression at the Polytechnic shall not be automatic but be related to and based on
performance during the preceding year, conduct, industry, discipline and punctuality.

9.4.1 The awarding of any salary increment shall be subject to either the successful completion of the
probationary period or the recommendation of an increase after a successful performance
appraisal.

9.4.2 If the salary of an employee is not increased in terms of Section 9.4.1, s/he shall be informed in
writing of the reasons therefor.

9.4.3 The granting of salary increases depends on comparison with salaries in the market place,
existing equity, performance standard, and the financial situation of the Polytechnic with regard
to subsidies received from the Central Government.

9.5 Notch increases for improved qualifications

9.5.1 Members of staff are eligible for a one notch increase on obtaining a vertical, higher qualification
equivalent to at least M + 3 and directly related to one!s professional field.

9.5.2 A staff member will be granted two notches for a Master!s or Doctoral Degree in her/his
professional field.

9.5.3 Such a salary adjustment will be made at the beginning of the month in which written proof of the

23
completion of the relevant qualification has been submitted.

9.5.4 A staff member who was registered for a qualification on her/his appointment will not receive a
notch increase for obtaining the qualification s/he was registered for at the date of her/his
appointment.

9.5.5 A staff member on the top notch of her/his salary scale shall not receive any notch increase for
obtaining a higher vertical qualification. S/he shall receive an achievement bonus of once (1x)
her/his present maximum annual salary increment for a M + 4-qualification, twice (2x) her/his
present maximum salary increment for a Master!s Degree and thrice (3x) for a Doctoral Degree.

9.6 Basic Salary

9.6.1 The basic salary shall comprise a minimum of 25% of the employees Total-Cost-To-Employer
package. The full earning is subject to Pay-As-You-Earn taxation.

9.6.2 When employees restructure their remuneration packages, the basic salary may under no
circumstances be reduced (salary sacrifice).

9.7 Deductions

9.7.1 Only such salary deductions obligatory by law, or authorised by the Council, or which the staff
member consented to in writing in favour of the Polytechnic, shall be effected.

9.7.2 If the staff member owes the Polytechnic money, the institution shall deduct the amount from the
salary in accordance with the provisions of the Labour Act.

9.8 Annual Bonus

9.8.1 The annual bonus forms part of the employees remuneration packages.

9.8.2 The service bonus shall be paid in the calendar month in which the staff member celebrates
her/his birthday.

9.8.3 The Polytechnic Council reserves the right to alter annual bonuses as it may deem fit.

9.8.4 During the first or last year of a staff member!s appointment, or the service bonuses shall be
payable on a pro rata basis, i.e. for the period from the date of appointment to the anniversary of
the birthday.

9.8.5 Any period of leave without pay granted during the twelve months preceding the payment date of
the service bonus, exceeding ten (10) consecutive working days per month shall be taken into
account in determining the amount of the bonus on a pro rata basis.

9.2.6 An employee who absconds from duty shall not qualify to receive the service bonus.

9.9 Pension Fund

9.9.1 Compulsory Membership - Contributory Plan

A staff member appointed in a permanent full-time capacity shall be obliged to become a member
of the Pension Fund. Staff appointed on a permanent part-time basis and Namibians on contract
basis have a choice.

9.9.1.1 All pension matters are governed by the rules of the pension fund of the Council.

24
9.9.1.2 The management, administration and control of the Pension Fund are vested in a Board
of Trustees.

9.9.2 Contributions

The contributions of staff members and the Polytechnic to the fund shall be as determined by the
Council from time to time.

9.9.3 Contributions during leave without pay

9.9.3.1 When a member of the pension fund is absent on leave without pay with the consent of
the Council, s/he must pay her/his own as well as the Polytechnic!s contribution to the
fund for the full period of leave without pay if s/he wishes to continue with
contributions.

9.9.4 Suspension of Membership

If, during a period of leave without pay, a member of the fund chooses not to make any
contributions, and where applicable, the contributions of the Polytechnic, s/he may apply for
suspension of membership during such period of leave without pay. On resumption of duties,
s/he need not reapply for membership.

9.9.4.1 During such a period of suspended contributions no benefits will accrue or be available
to a staff member.

9.9.5 Increase of Pension Contributions

A member may make additional voluntary contributions subject to the rules of the pension fund.

The Human Resources Department shall assist a member if s/he should consider taking such a
step.

9.10 Gratuity for Expatriate and Namibian contract staff

9.10.1 Expatriate staff members recruited on contract for a minimum period of 24 months shall be paid a
gratuity as part of the remuneration package calculated at the remuneration package, earned
during the period of service of contract. A gratuity will only be payable on a pro-rata basis if the
staff member has completed ! of the contract. Namibian citizens and permanent residents have
a choice between the gratuity or a pension contribution.

9.10.2 A staff member appointed on contract for less than 24 months shall not receive gratuity.

9.10.3 The gratuity of a contract staff member shall be payable to her/him on the last day of her/his
contract.

9.11 Medical Scheme

9.11.1 Compulsory Membership

9.11.1.1 The Polytechnic at present underwrites the medical scheme of Namibia Medical Care
Administrators (N.M.C.A.) and subsidises the monthly contributions of its staff members
to the scheme as decided by Council from time to time.

9.11.1.2 Membership of the scheme is compulsory for all permanent staff members earning more
than a specified minimum salary per year, unless her/his spouse is a member of another
medical scheme. In such case the staff member may elect to be registered as dependant

25
under the spouses scheme.

9.11.1.3 If a married staff member and her/his dependants are not entitled to benefits in respect of
a spouse!s medical scheme, s/he may apply for membership of N.M.C.A.

9.11.1.4 Staff members earning the specified minimum per year or less, may request voluntary
membership, but if accepted, may not relinquish membership.

9.11.1.5 Employees appointed on contract exceeding twelve (12) months, shall have a choice with
regard to membership of N.M.C.A. under the same conditions as the permanent staff
members, if they join the fund on the date of appointment.

9.11.1.6 If they join at any later date they may only start claiming after a waiting period of three
months.

9.11.1.7 The medical scheme is governed by the rules of the particular scheme approved by
Council.

9.11.2 Contributions during leave without pay

The provisions of paragraph 9.8.3 shall apply mutatis mutandis.

9.11.3 Suspension of Membership

If, during a period of leave without pay, a member of N.M.C.A. is unwilling or unable to pay
her/his own contributions and, where applicable, those of the Polytechnic, s/he may apply for
suspension of membership during such period of leave without pay. On resumption of duties,
s/he need not reapply for membership.

9.11.4 Contributions during leave without pay for study or research purposes

The provisions of paragraph 9.8.3 shall apply mutatis mutandis.

9.12 Allowances

Allowances will be paid to members of staff upon appointment, as appropriate, and at such rates,
as will be determined by Council from time to time.

9.12.1 Travel and Subsistence Allowances

9.12.1.1 Travel and subsistence allowances, as determined by the Council, shall be paid to staff or
Council members who have to travel in the interest of the Polytechnic, where the
members time is fully and wholly occupied with Polytechnic business.

9.12.1.2 Travel of any staff member is subject to approval by the Dean/Bursar/ Registrar/Rector.

Travel outside of Namibia is approved by the Rector, whose travel is approved by the
Chairman of Council.

9.12.2 Passage

9.12.2.1 Namibian citizens

26
Namibian citizens under full-time permanent appointment shall be entitled to:

(i) Passage cost

A free passage, as determined by Council from time to time, from the place of
recruitment to Windhoek for the staff member and her/his family, is payable by the
institution upon appointment. The passage cost shall be repayable by the staff member
on a pro rata basis, at market related interest rates if s/he resigns before expiry of three
years of service.

(ii) Cartage/baggage cost of household goods

Cartage/Baggage cost is payable up to a maximum, as determined by Council
from time to time. The passage and cartage/baggage cost shall be repaid by the
appointee on a pro rata basis at market related interest rates, if s/he resigns
before termination of the contract or before expiry of three years of service.

Namibian citizens on long-term contract appointment, shall be entitled to cartage
and baggage cost as determined by Council from time to time. On termination
of the contract by the employer or employee before the expiry date, or before
completion of three (3) years of service, the employee will repay the cartage
costs incurred upon appointment, on a pro rata basis at market related interest
rates.

Namibians who have permane*nt residences outside Namibia, may receive
cartage cost only for inward bound goods on terms which are similar to those of
expatriate staff.

9.12.2.2 Expatriate staff and Contract Namibian staff

(i) Passage Cost

On first appointment, the staff member and her/his family shall be entitled to
free passage, at the beginning of the contract and within 30 (thirty) days after the
end of the contract, and the amount and manner will be as agreed with the
Rector and on presentation of proof of passage, in the form as determined by
Council. The passage cost shall be repayable by the staff member on a pro
rata basis, at market related interest rates if s/he resigns before expiry of three
(3) years of service or of the contract, whichever is applicable.

(ii) Cartage/baggage cost of household goods

Expatriate staff shall be entitled to cartage/baggage cost in terms of either excess
baggage by air, or tonnage by sea, on appointment as well as at the end of a non-
extended employment contract. The baggage/cartage has to be shipped out to the
place of origin within 30 (thirty) days after termination of the contract, and the
amount and manner will be as agreed with the Rector and on presentation of
proof of passage, in a form determined by Council. The actual amounts shall be
determined by Council from time to time.

(iii) The cartage/baggage cost shall be repayable by the staff member on a pro rata
basis, at market related interest rates if s/he resigns before expiry of the contract.

9.12.2.3 Resettlement Allowance

27

A resettlement allowance as determined by Council from time to time may be paid to
persons appointed from outside the boundaries of Namibia. The resettlement allowance
shall be repayable by the staff member on a pro rata basis, at market related interest rates
if s/he resigns before expiry of the contract or three years of service, whichever is
applicable.

9.12.3 Acting Allowance

(i) Staff members acting in a higher capacity for a continuous period exceeding one (1)
month, or staff members who are doing additional work, subject to approval by the
Rector, shall receive a non-pensionable acting allowance up to a maximum of two (2)
notches on the maximum of their salary scale.

(ii) The position in which the employee acts must be graded at a higher level than the
employee!s job in order for the employee to receive an acting allowance.

(iii) The acting allowance will only be paid if the incumbent is capable of assuming the full
accountability, responsibilities and requirements of the position or job.

(iv) The acting allowance is added to the incumbent!s monthly salary but is not taken into
account for pension, bonus or other benefits.

9.12.4 Deans Allowance

Deans shall receive a non-pensionable allowance equal to three (3) notches on the maximum of
the salary scale of a Director.

9.12.5 Head of Department Allowance

Heads of departments shall receive a non-pensionable allowance equal to two (2) notches on the
maximum of the salary scale of a Senior Lecturer.

9.12.6 Transport Allowance

A transport allowance may be paid to a staff member who is authorised to use private transport,
or other means of transport, on official duties. A tariff per kilometre, as approved by Council,
will be applicable, provided that the total expenditure attached to the use of the said transport
does not exceed that which the Council would have paid if Polytechnic or public transport was
used.

9.12.7 Subsistence Allowance

9.12.7.1 A subsistence allowance may be paid to any staff member who travels within or outside
the borders of Namibia in the performance of her/his duties. The actual amount and the
conditions will be determined by Council from time to time.

9.12.7.2 Where the trip encompasses a period of time on private matters no claim may be made in
respect of that period.

9.12.8 Housing Allowances

9.12.8.1 Collateral on Housing Loan - First-home-owner!s loan

28
(i) The amount of the collateral is determined by the salary of a staff member and
the approved housing scheme of the Council.

(ii) The Council shall provide the collateral required by the financial institutions
providing home loans in the form of a written guarantee. The full amount of the
loan must be obtained from an approved financial institution by the staff
member.
(iii) In the case of a married couple who is employed by the Polytechnic, only one
party shall qualify to participate in the collateral scheme.

(iv) Collateral will only be considered for the purchase of a house/flat for personal
occupation.

(v) A home acquired through the loan scheme may not be let. If let, no subsidy
shall be payable to the employee.

(vi) An employee may sell the home s/he has acquired under the loan scheme and be
granted a second loan to acquire a new home: provided that the profit realised
shall be utilised as part payment towards the new home. This concession shall
be granted only once.

9.12.8.2 Home Owner!s Allowance/Subsidy

(i) A home owner!s subsidy may be paid to employees as part of their remuneration
package whether under the housing loan scheme or not, on condition that the
house is not fully paid. The exact amount will be determined by Council, but
will depend on the value of the house subject to a maximum, the current interest
rates and the employees salary.

(ii) A subsidy is only granted to an employee if neither the employee nor her/his
spouse receives a subsidy from any other source.

(iii) The employee must reside permanently in the house in order to qualify for a
subsidy.

9.12.8.3 Rent Allowance/Special Rent Subsidy

(i) A rental allowance/subsidy, will form part of employees remuneration package,
and may be paid to a staff member who rents accommodation, provided that the
staff member qualifies for the said subsidy.

(ii) The staff member shall provide the Polytechnic with a legal lease contract
before any payment will be made. The rent allowance shall be paid as from the
date a valid legal lease contract is provided to the HR-Department.

9.13 Stated Benefit Insurance

An insurance cover is available for all staff members. The cover currently comprises the
following benefits:
Death
permanent disability
temporary total disablement
medical costs up to a pre-determined amount

29

9.14 Remission of Study Fees

9.14.1 Staff members on permanent appointment and full-time contract appointments of one year or
longer and their spouses and dependent children under the age of twenty three (23) years and who
are not employed shall be exempt from paying class fees for Certificate, Diploma and Bachelor
degree courses or programmes at the Polytechnic of Namibia, subject to conditions determined by
the Council.

Staff members of Polytechnic and UNAM studying for post-graduate qualifications shall not be
exempted from paying the stipulated tuition fees.

When a course or subject must be repeated, the total class fees for the failed subject(s) shall be
paid by the member of staff.

9.14.2 The staff member shall pay the registration fee for all courses.

9.14.3 Reduction of study fees for short courses is only applicable to the staff member.

9.14.4 Administrative staff members shall attend the part-time classes.

9.14.5 If the study course the staff member has enrolled for is only offered as a full-time course, s/he
may attend the full-time classes with special permission of the Registrar: provided that such
classes do not exceed four (4) hours per week during office hours.

9.14.6 It is an expressed condition of approval of reduced fees, that should a staff member leave the
employ of the Polytechnic during the progress of the course, the staff member will be responsible
for the payment of a proportion of the full class fees calculated from the date of termination of
service.

9.14.7 Staff members employed in the Examination Department will not be allowed to register for any
formal programmes at the Polytechnic of Namibia. They will, however, be granted financial
assistance for relevant, work-related further studies at other recognised tertiary institutions with
the approval of the Rector.

9.14.8 From 01 January 2006 all staff studying at the Polytechnic or UNAM have to enter into an
agreement with the institution. This agreement shall stipulate the period of time staff have to
serve the institution after completion of their studies/courses.

9.14.9 Should an employee suspend her/his studies or terminate service at the Polytechnic before the
stipulated period of service has expired, s/he shall be held responsible for the pro rata repayment
of the total costs incurred by the Polytechnic.

9.15 Transfer of Study Obligations

A member of the permanent staff establishment may apply to the Polytechnic Council for the
transfer of her/his study obligations from her/his previous employer. The transfer of such
obligations will be on merit and shall be subject to the following conditions:

9.15.1 Only those study obligations in respect of completed, appropriate/relevant degrees/ diplomas may
be transferred.

9.15.2 Study obligations up to a specified maximum amount, as determined by the Council, may be

30
taken over.

9.15.3 If the Polytechnic Council takes over the study obligations of a staff member, s/he must enter into
a contract with the Council, whereupon her/his debt shall be reduced by an amount as determined
per annum for every completed year of satisfactory service that s/he renders.

9.15.4 The staff member furthermore undertakes to immediately pay the outstanding balance at market
related interest rates to the Polytechnic if s/he terminates her/his contract of service before the
Polytechnic can recover the full amount of study debt.

9.16 Membership of professional organisations

9.16.1 Entrance fees for admission to professional bodies and membership fees are for the personal
account of the staff member.

9.16.2 The Council will refund the annual subscriptions of staff members who are elected to the
Executive Management Committee of a professional organisation.
9.16.3 The Council will fund the annual subscription for corporate membership of appropriate
professional bodies.

9.17 Leave and Leave Gratuities

(i) Any leave shall be applied for on line (Leave iEnabler) as prescribed by the Council.

(ii) All leave applications shall be kept for audit and other purposes in the personal files of
the employees.

(iii) A temporary staff member shall be entitled to a pro rata portion of the vacation leave of
the post category in which s/he has been appointed.

9.17.1 Annual and Accumulated Leave

(i) Council accepts the principle that vacation leave is a right. Leave is the annual leave
provision which accrues proportionally per month to a specified number of working days
per cycle as stipulated by the Labour Act and stated in the HR-Code.

(ii) The vacation leave is divided into:

Annual Leave
Accumulative vacation leave

a) Accumulative leave is that part of leave which may be carried forward at the
end of a leave cycle to accumulate for future use.

b) Annual leave is leave that Council is obliged by law to grant an employee at the
end of every vacation leave cycle. A minimum of 20 working days per cycle
must be granted and must be taken within four (4) months of completion of the
leave cycle.

(iii) Employees shall, for the purposes of granting leave, be classified into the following three
categories and leave will be granted accordingly:
members of the academic staff
members of the administrative and technical staff
general assistants

9.17.1.1 Granting of Annual/Vacation leave

31

(i) The granting of vacation leave shall be subject to the approval by the Rector on
the recommendation of the delegated authority. The granting of leave of
absence to the Rector shall be subject to the approval by Council.

(ii) A staff member shall take her/his annual leave only at such a time as may fit in
with the activities of the Polytechnic and if s/he has sufficient vacation leave to
her/his credit.

(iii) Occasional vacation leave shall be applied for on line (Leave iEnabler) two
weeks before the start of the intended leave.

(iv) Applications for annual leave should normally be made on line (Leave iEnabler)
at least four weeks before the commencement of the leave applied for.

(v) It is compulsory that staff members take annual leave every year. All Line
Managers should manage leave according to the provisions of the Labour Act
No 11 of 2007.

(vi) A staff member may not commence her/his leave until s/he has applied on
line (Leave iEnabler) for leave and has been advised by the head of the
organisational component or the Manager: Human Resources that her/his leave
application has been approved.

(vii) All unauthorised absence from duty, irrespective of any disciplinary steps that
may be taken against an employee, shall be deemed to be special leave without
pay, unless otherwise determined by the Council.

9.17.1.2 Allocation of leave

(a) Academic staff

i. Annual leave/end-of-year vacation: 20 working days
ii. 16 working days per cycle accumulative leave.

(b) Administrative staff, Technical staff and General Assistants

Job grade

Accumulative Leave

Annual Leave

Total Provision
Per Cycle

1 4

16 working days

20 working days

36 working days

5 8

12 working days

20 working days

32 working days

9 16

8 working days

20 working days

28 working days

9.17.1.3 Institutional closure

The Polytechnic will be closed annually from the 24
th
December until the 1
st
January.
This period shall not be deducted from the leave credit of a staff member.

9.17.1.4 Academic recess

32
(i) Academic members of the staff in the teaching component remain on duty
during a recess, and are expected to engage themselves in:

(a) the planning or reviewing of the courses they teach

(b) the compilation of new curricula, courses and syllabi
(c) research

(d) community service

(e) be available for meetings or any other academic business if required.

(ii) If an academic staff member wishes to be absent from Windhoek for the purpose
of private business or vacation during these recesses, an application for leave
must be submitted.

9.17.1.5 Annual Leave/End-of-Year Vacation

(i) The teaching component of the Polytechnic shall be closed annually from the
end of official academic operations as indicated in the academic calendar until
the commencement of official academic operations in the following academic
year, when lecturers have to resume office duties.

(ii) Academic staff need not apply for annual leave. This leave forms part of the
leave entitlement stipulated by law.

(iii) Notwithstanding the foregoing, any staff member who has to conduct
supplementary examinations shall be available at the relevant dates to receive
and mark/moderate the scripts if so required.

9.17.2. Accrual of accumulative leave

9.17.2.1 Accumulative leave shall accrue in respect of every completed calendar month of service
at one-twelfth of the number of days applicable to the staff member concerned.

(i) Academic Staff

Accumulative leave may be accumulated beyond 120 working days for future
research or study purposes, but only a maximum of 120 working days shall be
encashed on termination of service.

(ii) Administrative Staff, Technical Staff and General Assistants

The maximum working days which may be accumulated for encashment upon
termination of service, will depend on the job grade as follows:

Jobgrades

Maximum working days

1 - 2

180

3 - 4

130

5 - 6

120

7 - 8

100

33

9 - 16

90

9.17.2.3 All leave of whatever nature with full or half pay shall count for the purpose of leave
accrual.
9.17.2.4 Leave accruing in terms of this provision will not be credited to an employee before s/he
resumes duties after her/his absence on leave.

9.17.2.5 Leave accruing during authorised leave may not be taken in advance.

9.17.2.6 If leave without remuneration of twelve (12) consecutive working days or more is
granted in any calendar month, the month in which such leave without pay occurs, must
not be regarded as service for the purpose of accruing leave.

9.17.2.7 The leave cycle of such an employee must be extended with the number of months for
which no annual leave has been accrued.

9.17.2.8 When a leave cycle is extended it must be recorded on the leave record of the employee.

9.17.3 Encashment of accumulative leave

9.17.3.1 Encashment will be subject to the following conditions:

(i) the monetary value of leave encashed will be calculated on the salary of the staff
member on the day of approval of the application. Any salary adjustments,
and/or increases effected subsequent to the encashment will have no impact on
the already encashed monies.!

9.17.4 Pre-retirement leave

Any accumulated leave accrued by a staff member who wishes to retire, may be taken as leave
prior to the retirement: provided that such leave does not coincide with the actual day of
retirement and that at least ninety (90) calendar days notice is given of such application for the
utilisation of accumulated leave before proceeding on retirement.

9.18 Granting of leave

9.18.1 In general, teaching staff should not take occasional leave during teaching terms. They should
take long leave that at least extends over an academic term.

9.18.2 Three years shall expire after appointment or a previous term of long leave, before a staff
member may qualify for long leave again.

9.18.3 Administrative staff, Technical staff and General Assistants may be granted occasional leave
intermittently.

9.19 Bonus Leave

9.19.1 After every completed term of five (5) years continuous, meritorious service, a non-recurrent
number of working days shall be granted to a permanent staff member in the administrative staff
component as bonus leave.

9.19.1.1 Staff members appointed on job grade 1 and 2 shall receive bonus leave on a pro-rata
basis at the end of their contracts, provided that they have fully served the initial five-
year period.

34
9.19.1.2 Non-Namibian staff members who have been in service for five continuous years shall
receive bonus leave at the end of a five-year period. An additional period of less than
five years shall not qualify for bonus leave.

9.19.2 The bonus leave shall be allocated as follows:

Job grades

Bonus leave

Maximum Accumulative

2

70 working days

180 working days

3 - 4

65 working days

130 working days

5 - 8

45 working days

120 working days

9 - 10

30 working days

80 working days

11- 16

20 working days

60 working days

9.19.3 Bonus leave days are not equal to actual, fully remunerated leave days.

9.19.4 Bonus leave can be converted into cash. The calculation of the amount payable will be based on
the staff member!s basic salary and not on her/his total remuneration. A staff member may
request encashment of not less than 50% of accrued bonus leave. A request for encashment may
be filed once a year after accrual of such bonus leave.

9.19.5 Upon termination of an employee!s service the encashment of the bonus leave part of the leave
credit shall be based on the basic salary and not on the total remuneration of the employee.

9.19.6 Bonus leave to the credit of a staff member may be taken into account for leave by using the
monetary value of the number of bonus leave days calculated on the basic salary to determine the
number of actual, fully remunerated leave days which can be bought with the monetary value of
available bonus leave credit.

9.19.7 The bonus leave cycle of staff members who were permanently employed on 31 December 1988
commenced on 1 January 1989.

9.19.8 The bonus leave cycle of all staff members appointed on or after 1 January 1989 commences on
their first day of service.

9.20 Transfer of Leave Credits

Council shall under no circumstances accept the transfer of any leave credits which a prospective
new staff member may have accumulated in the service of a previous employer.

9.21 Leave for study and research purposes

9.21.1 Conditions

In granting leave for study purposes locally or abroad, the following conditions shall pertain:

9.21.1.1 Before study leave of any kind is approved, the staff member must provide proof of
admission to a tertiary institution which meets the approval of the Council.

9.21.1.2 Study leave will only be granted to permanent staff members for the purpose of

35
study/research towards a formal qualification or a research project in the national or
institutional interest approved by Council.

9.21.1.3 Staff members who wish to make use of study leave must have completed five (5) years
of continuous, satisfactory service at the Polytechnic, and in addition have a minimum of
sixty (60) working days accumulated leave to their credit.

9.21.1.4 Under special circumstances, the Council may consider applications for study leave after
three (3) years of service.

9.21.1.5 If a staff member took long leave, a period of at least three years of service must be
completed before s/he may apply for study leave: Provided that sufficient leave should
stand to her/his credit.

9.21.1.6 The staff member shall conclude an undertaking with the Council, in terms of which s/he
shall undertake to remain in the service of the Council for a period equal to double the
period of study leave which was granted to her/him after the completion of her/his
studies: Provided that the period of leave granted for study purposes should not exceed
one year. Exceptions are subject to approval by the Council.

9.21.1.7 If a person is in default of meeting her/his study undertaking in full or in part, s/he shall
be held responsible for the full or a pro rata portion repayment of the total costs,
whichever may be applicable, at market related interest rates.
Interest shall be calculated at the prime overdraft rate applicable at the time when the
monies are due and payable and effective from the date of payment of the SDS by the
Polytechnic and compounded on the last day of each year.

9.21.2 Granting of Study Leave

9.21.2.1 Study leave shall be granted on a day-for-day basis. For every day of accumulative
leave with full pay accruing to the staff member, one additional day of study leave with
full pay may be granted, or, at her/his written request, two (2) days of study leave with
half pay for every one day of accumulative leave with full pay.

9.21.2.2 Polytechnic vacations and public holidays shall not form part of the period of study
leave.

9.21.2.3 The granting of study leave shall be subject to terms and conditions of an agreement
entered into by and between the staff member and the Polytechnic, as determined by the
Council.

9.21.2.4 If a meritorious staff member has not completed the stipulated period of continuous
service to qualify for study leave Council may grant the required leave credit, up to a
maximum of 90 days in advance.

36
9.21.3 Reporting after study leave

Within one month after her/his study leave, the staff member concerned shall submit a report of
her/his studies or research to the Rector, the Dean, the Board of Studies and the Library. Such
report may also be in the form of a degree, certificate or diploma.

9.21.4 Sabbatical leave

9.21.4.1 Sabbatical leave with full pay, may be granted to permanent academic staff members
and permanent residents in academic positions after completion of six (6) years
meritorious service to the Polytechnic.

9.21.4.2 The sabbatical leave shall last from six months (after three year!s service) to one year
with full pay after six years of service.
9.21.4.3 Staff members will have to apply for sabbatical leave with a detailed motivation of their
intended research/study program, which must be of national and/or institutional
importance, to the Human Resources Committee through their respective Department
and School.

9.21.4.4 Within one (1) month of completion of the sabbatical leave period the staff member must
submit a comprehensive report on her/his research accomplishment to the Staff
Development Committee.

9.21.4.5 If the Council is not satisfied with the report and/or the research accomplishment, the
period of sabbatical leave taken may be regarded as unpaid leave and shall be refunded
to the Polytechnic by the staff member.

9.21.4.6 A staff member shall conclude an undertaking with the Council, in terms of which s/he
shall remain in the service of the Polytechnic for the same period sabbatical leave was
granted to her/him.

9.22 Study Leave without pay

9.22.1 Under exceptional circumstance the Council may grant, on request, study leave without pay to
any staff member and may maintain its contributions towards the pension fund and any other
fund for a period not exceeding one year, if the staff member pays her/his contributions.

9.22.2 A staff member benefiting from this payment of the institution!s contributions shall enter into an
agreement with and remain in the service of the Council for a period equal to the period of study
leave granted without pay. If s/he fails to honour the agreement, s/he will have to repay the
contributions made by the Council at market related interest rates.

9.23 Maternity Leave

9.23.1 Taking of leave for confinement purposes

9.23.1.1 Maternity leave shall be granted in terms of the Labour Act No 11 of 2007, Section 25.

9.23.2 Earning of Leave during period of leave for Confinement Purposes

Neither vacation leave nor five-year-bonus-leave shall be earned during a period of leave without
pay for confinement purposes, but the period of leave for confinement purposes shall be regarded
to form part of the long-leave cycle, and it shall not be deemed to have interrupted that cycle.

9.23.3 Earning of Service Bonus during leave for Confinement Purposes

37

During leave for confinement purposes the annual bonus shall be withheld until the person
concerned reports for duty, since periods of leave without pay must be taken into account in the
calculation of the annual bonus amount.

9.24 Special Leave with full pay

9.24.1 For Examination Purposes

Special leave for examination purposes shall be granted when a staff member has to sit for a
written examination recognised by the Council for the purpose of special leave in terms of this
subregulation.

The leave may be granted for the actual day of the examination plus the working day
immediately prior to the examination day.

Examination leave shall be granted once (1x) only per subject.

No examination leave will be granted for any re-examination. In such cases vacation leave or
leave without pay may be taken.

9.24.2 Compassionate leave

9.24.2.1 During each period of 12 months of continuous employment, an employee is entitled to
five (5) working days compassionate leave with full remuneration in respect of death or
serious illness of a family member.

9.24.2.2 A maximum of five (5) additional working days may be granted to staff members
appointed before 01 May 2007 at the discretion of the Rector if circumstances justify it.

9.24.2.3 Compassionate leave shall be granted in terms of the Labour Act, No. 11 of 2007 for
staff members appointed as from 01 May 2007.

9.24.2.4 Compassionate leave is non-accumulative and shall lapse annually on 31 December.

9.24.3 For Cultural, Educational and Sport Activities

Special leave with full pay may be granted to all full-time employees on the discretion of the
Rector for the following circumstances:

9.24.3.1 the attending of approved work related conferences, congresses, courses, seminars,
workshops, symposia.

9.24.3.2 the representation of Namibia nationally or internationally in approved cultural or sport
activities.

9.24.3.3 A leave form must be completed for all authorised absences from duty, even when the
employee undertakes the visit or attends the occasion on behalf of the Polytechnic.

9.25 Sick Leave

9.25.1 Taking of sick leave

38

9.25.1.1 Sick leave shall be calculated over a cycle of three (3) years from the date of
appointment based on 120 calendar days with full pay and, if necessary, another ninety
(90) calendar days with half pay for all staff members employed before 1 May 2007.

9.25.1.2 Sick leave shall be granted in terms of the Labour Act, No. 11 of 2007 for all staff
members appointed as from 01 May 2007.

9.25.1.3 Sick leave shall be granted only in respect of the absence from duty of a staff member
owing to an illness, indisposition or injury not due to her/his misconduct or failure to
take reasonable precautions.

9.25.1.4 Sick leave in respect of nervous complaints or any similar ill-defined illnesses may be
granted only if the Rector is satisfied that the staff member!s state of health incapacitates
her/him for duty, and does not arise from her/his failure to take a reasonable period of
vacation leave.

9.25.1.5 Unused sick leave for a particular cycle shall lapse at the end of that cycle.

9.25.1.6 Sick leave shall accrue to an employee on the first day of the cycle: provided the
employee has completed thirty (30) working days of service for the institution.

9.25.1.7 A new employee can only take sick leave with full remuneration subsequent to the
completion of thirty days of service.

9.25.2 Special Sick Leave

9.25.2.1 Special sick leave is granted to staff members in terms of the Employee Compensation
Amendment Act of 1995.

9.25.2.2 Should a staff member be injured in an accident arising out of and in the course of duty
not due to negligence on her/his part, and her/his injuries are of such a nature that s/he is
obliged to take sick leave, the Rector shall grant her/him special sick leave with full
remuneration for the period s/he is incapacitated. This leave will not be debited against
the normal sick leave cycle.

9.25.3 Medical Certificate

9.25.3.1 The Rector, or any person authorised by her/him, may require, before granting sick
leave, or at any time during a period of sick leave already granted, that the staff member
concerned produce a medical certificate of a physician approved by the Council.

9.25.3.2 If a staff member is absent from duty for a continuous period of more than two (2) days
owing to illness, sick leave with full remuneration may be granted only if a medical
certificate is furnished by a registered medical practitioner which:

(i) clearly describes the nature of the illness.

(ii) declares that the employee is not capable of performing her/his official duties.

(iii) indicates the period necessary for her/his recuperation.

9.25.3.3 For absences on account of illness for which no certificate was produced or required,
sick leave will be granted for a maximum of five (5) working days during a calendar
year.

39
9.25.3.4 Notwithstanding the submission of a medical certificate as defined in subparagraph
9.23.3.2 the Rector may refuse to grant sick leave with remuneration in respect of any
absence from duty to which the certificate relates, if reasonable doubt about the validity
of the certificate prevails.

9.25.4 Sick leave without pay

In the case of a long illness, sick leave without pay may, with the special consent of the Council,
be granted to a staff member, and in such a case the Council may decide to continue paying the
Polytechnic!s contributions to the pension fund and the medical scheme.

9.25.5 Sick leave: Temporary Staff

Sick leave shall be granted in terms of the Labour Act, No. 11 of 2007.

If the sick leave period is inadequate, sick leave without pay shall be given.

9.26 Provisions regarding leave on resignation

9.26.1 If a member of staff resigns, leave, except sick leave, may only be taken during the notice period
if permission is granted by the Rector.

9.26.2 In the case of an employee whose service is terminated, and who, at that stage, has taken more
vacation leave than s/he had been entitled to, such over-granted leave shall be regarded as leave
without pay, and the cash value of such leave shall be recovered from the salary s/he will receive
on the date her/his service will terminate.

9.26.3 No staff member may resign while s/he is on leave, except with the expressed consent of the
Rector.

9.27 Payment in lieu of leave on resignation, retrenchment, discharge, retirement or death

9.27.1 Accumulative Leave

The money or cash value of the full remuneration of accumulated leave to a maximum as
determined by the Council from time to time shall be paid out on retirement, retrenchment,
discharge, resignation or death to a staff member.

9.27.2 The cash value of leave credit shall be calculated according to the annual remuneration of the
employee on her/his last day of actual service.

9.27.3 No leave credit shall be paid out on abscondment of a staff member.

9.28 Motor Scheme
General

9.28.1 !Motor Scheme! means the placing of transport at the disposal of specifically identified posts, job
levels, as a service benefit, and has no relation to the Polytechnic transport under the control of
the Auxiliary Services Department.

9.28.2 The Council determines the post/job grades and offices which qualify for participation in the
scheme.

9.28.3 The motor scheme comprises three options viz:

40
Option I - Council Vehicle
Option II - Motor Vehicle Loan
Option III - Own Vehicle plus Allowance.

9.28.4 The Council determines the benchmark value per category.

9.28.5 Job grade 2 shall qualifies for a motor scheme at 50% of the total package of the position.

9.28.5.1 Job grade 3 shall qualify for a motor scheme at 42% of the total package of the position.

9.28.6 The amounts payable in respect of an allowance shall be determined by the total package and the
percentage for which the job grades qualify.

9.28.7 The motor scheme cycle runs over four (4) years. After four (4) years a new cycle will start. The
staff member may obtain a new vehicle under the same or any other option, if s/he still qualifies.

9.29 Employees! loans

9.29.1 Introduction

9.29.1.1 The Council should not be regarded as a substitution for a financial institution.

9.29.1.2 The Polytechnic is prepared to grant permanently appointed employees, who have
completed at least one year!s continuous, satisfactory service, loans on compassionate
grounds subject to a set of criteria and rules.

9.29.1.3 Loans are granted entirely at the discretion of the Council.

9.29.1.4 All loans are subject to an interest rate equivalent to the prevailing investments interest
rates available to the Polytechnic for medium term deposits, plus 1%.

9.29.1.5 When considering a loan the salary officer should do an affordability analysis of the
employees financial status to ensure that the granting of the loan is not further
complicating the employee!s financial situation.

9.29.2 Eligibility

9.29.2.1 The loan scheme is available only to employees from job grade 8 - 16 and academic
personnel earning the maximum or less of job grade 8 employees.

9.29.2.2 Loans will only be granted for the following emergencies:

bona fide illnesses of immediate family (spouse and dependent children under
the age of 21 years who are not employed)
educational purposes for immediate family (spouse and dependent children
under the age of 21 years who are not employed)

funerals of immediate family (spouse and dependent children under the age of
21 years who are not employed)
medical bills not covered by the medical aid

41

9.29.3 Benefit

9.29.3.1 The maximum amount that an eligible person may borrow in any twelve (12) months!
period may not exceed 5% of the person!s yearly salary.

9.29.3.2 No more than two loans will be granted in any twelve (12) months! period subject also to
the allowed maximum per year, and that no further loan will be granted, before the first
loan has been repaid.

9.29.3.3 The repayment of loans will be over a period not exceeding six (6) months.

9.29.3.4 The Council reserves the right to request and seek unambiguous proof that a loan granted
was used specifically for the purpose for which it was granted.

9.29.3.5 Any abuse of the loan will be regarded as a major offence and employees will be subject
to disciplinary action.

9.30 Private use of Polytechnic equipment and facilities

9.30.1 The use of Polytechnic equipment and facilities for private purposes is not permitted.

9.30.2 The Polytechnic, however, will utilise some facilities and equipment to generate income for the
institution.

9.31 Parking

9.31.1 The undercover parking space on campus is very limited. It is allocated to staff and some
students at a small fee on the basis of availability, in terms of seniority and in order of
application.

9.31.2 Parking disks are issued to staff and students to whom undercover parking has been allocated.
The parking disks must be displayed on the windscreens of the vehicles.

9.31.3 Disciplinary steps will be taken against persons who make use of undercover parking without
payment.

9.32 Business travel for the Polytechnic

9.32.1 Air travel

Employees are expected to travel Economy Class. The Rector and members of Council will
travel Business Class.

9.32.2 Car hire

Employees requiring a car for business reasons may apply for the hire of a car of the prescribed
class for the number of days it is required.

9.32.3 It is the prerogative of the Accommodation and Travel Officer to decide on the most appropriate
and economical means of transport.

42

10. GENERAL CONDITIONS OF SERVICE: RIGHTS AND OBLIGATIONS

Subject to any other provisions contained in these conditions of service and in legislation, staff
members shall have the following rights and obligations:

10.1 Full-time Service

10.1.1 Staff members shall devote all their official time and attention to the work of the Polytechnic, as
determined by the Council.

10.1.2 A staff member shall have no claim to additional payment in respect of any official service or
work which s/he is instructed to perform during the official working hours.

10.2 Official Duties

10.2.1 Academic staff

The official duties of teaching staff include:

the compilation of curricula, syllabi and study materials

the teaching of courses to full-time, part-time and distance education students
intramurally as well as extramurally

the evaluation and examining of students

ensuring that the students comply with all the rules of the Polytechnic

the promotion and extension of knowledge through research, publications and
continuous contact with the industry

the dissemination of their knowledge and skills to the community through participation
and presentations at seminars, conferences, symposia and workshops

the participation in the administration of their departments by serving on boards or
committees

the participation in all official meetings as required

the performance of all tasks entrusted to them by their Schools, Senate and the Council
pertaining to the fulfilment of the mission of the Polytechnic.

10.2.2 Administrative staff, Technical staff and General Assistants

The official duties of administrative staff, technical staff and general assistants include:

all the duties indicated in their job description.

the performance of all the official tasks entrusted to them by their supervisors, heads of
department and the Council pertaining to the fulfilment of the mission of the
Polytechnic. Such tasks may include duties other than those that are ordinarily assigned
to such an employee or that are appropriate to the grade, designation or classification of
her/his post.

10.3 Hours of attendance

43

10.3.1 The hours of attendance shall from time to time be fixed by the Council and presently are
stipulated as follows:
07:30 until 13:00
14:00 until 16:30
The minimum working hours for employees shall be 40 hours per week.

10.3.1.1 All officials are expected to work outside their fixed hours of employment should
circumstances make this necessary.

10.3.2 All lecturing staff must be available on campus between 08h00 - 12h30 during the official
lecturing periods, unless engaged in Polytechnic work off campus.

10.3.3 Lecturing staff who teach in the mornings and/or afternoons and evenings, work flexi-time after
13h00.

10.3.4 Lecturing staff are expected to adhere to the office hours during examinations or other lecture
free periods - excluding recesses.

10.3.5 Where the sole function is teaching and research, lecturers are expected to teach up to a
maximum of 20 hours per week. This maximum workload may be reduced proportionately in
relation to additional administrative and managerial duties and responsibilities assigned to the
staff member.

10.3.6 Lecturing staff are expected to be available for regular consultation with students, and for
attending meetings as called for by the Deans, Heads of Departments and the management of the
Polytechnic.

10.3.7 Lecturing staff may be required to be present at the Polytechnic outside the fixed hours of
attendance or during a Polytechnic recess.

10.3.8 Staff members who leave Windhoek during the recess periods for private business must apply for
leave.

10.4 Payment of Overtime

10.4.1 To qualify for overtime, employees must have worked their minimum hours per week (40 hours).
Time taken off for attending classes and/or for private business during the week shall be taken
into account by the head of department, before an employee becomes entitled to the payment of
overtime.

10.4.2 Time off in lieu of an overtime payment may be granted by mutual agreement between the
employee and the head of department after approval by the Manager: Human Resources.

10.4.3 The head of the department must apply in advance to the Manager: Human Resources for
employees to work overtime.

10.4.4 No overtime shall be recognized and paid for if it was not approved in advance by the
Rector/Vice-Rector/Bursar/Registrar and the Manager: Human Resources, and if it was not
supervised by a senior employee on at least job grade 5-level or higher.

10.4.5 Payment of overtime shall be included in the employee!s monthly salary and shall be calculated
at the rates as determine by the Labour Act, No 7 of 2007.

10.4.5.1 Staff members in Top/Senior Management (Job grades 1 - 5) shall be required to devote
additional time to their duties outside of normal working hours for which they will not

44
receive additional remuneration. Their remuneration makes provision for the additional
work expected from them.

10.4.6 Pressure periods and emergencies:

10.4.6.1 During the following periods and during emergencies in the undermentioned activities
and departments overtime may be granted at the discretion of the head of the
department/section and reported afterwards to the Manager: Human Resources

Admissions - Examinations - Graduation Registration
Official functions
Use of Sport facilities
Computer Centre - Information systems
Kitchen - Food Services
Financial Department: Annual external audit: financial year-end
Library
Auxiliary Services: Campus Control - Maintenance or Technical Services -
Printing Shop - Transport

10.5 Absence from work

10.5.1 When an employee for any reason cannot attend work, or her/his arrival may be delayed, s/he
must immediately notify her/his immediate supervisor or in her/his absence, the Human
Resources Department. Absence for no acceptable reason will be grounds for disciplinary action.

10.5.2 A staff member who is absent from work for a period of one (1) day without authorization or
notification will be subject to either reduction in remuneration on a pro rata basis, or reduction in
credit leave days and/or appropriate disciplinary action.

10.5.3 A staff member who is absent from work without permission for two (2) to four (4) consecutive
working days will be required to appear before a disciplinary committee as provided for in the
Statutes.

10.5.4 A staff member who is absent from official duties without the consent or authorization of her/his
superior for a period of five (5) or more consecutive working days, shall be guilty of
abscondment and shall be deemed to have discharged her/himself from the services of the
Polytechnic with effect from the date immediately following the last date of her/his presence at
work.

10.6 Absence from duty not recorded as leave

A staff member is not regarded as being absent from duty in the following instances:

10.6.1 When s/he must appear -

10.6.1.1 As a witness -

(i) in a criminal court case;

(ii) in a civil court case except if s/he is the claimant/plaintiff, in which case her/his

45
absence from duty must be covered by the granting of vacation leave;

(iii) in a misconduct case in terms of some law;

(iv) before a commission or committee of inquiry appointed by the government;

(v) at an inquest.

10.6.1.2 As a respondent in a civil court case which arises out of her/his official duties in which
the Polytechnic has a direct interest.

10.6.1.3 before the Labour Court.

10.6.2 When s/he attends or has to attend an approved course in respect of which s/he has been granted
permission by the Rector to attend the course in official time.

10.6.3. On a medical instruction

10.6.3.1 if a staff member is absent from duty owing to isolation or segregation as a result of
instruction by a recognised medical practitioner.

10.6.4 In all the above instances approval for the absence from duty must be obtained before the staff
member absents herself/himself from duty.

10.7 Consultancy

10.7.1 Consultancy, while constituting a meaningful contribution to the development of the community,
also forms a significant component of fundraising at institutions of higher learning all over the
world.

10.7.2 In order to generate additional funds the Council shall advertise or market the professional
expertise of its personnel countrywide and regionally.

10.7.3 Net Income generated through consultancy by staff members shall be distributed in terms of the
following formulas:

10.7.3.1 Consultancy work done in the name of the Polytechnic and with institutional funds,
equipment of and in the facilities of the Polytechnic:

40% to the budget of the School or department concerned
40% to the general budget of the Polytechnic
20% to the staff member(s) concerned

10.7.3.2 Consultancy work done in private capacity, but by utilising the equipment, facilities,
consumables, stationery, electricity, water and time of the Polytechnic:

30% to the budget of the School or department concerned
50% to the staff member(s) concerned.

10.7.3.3 Consultancy work generated by Council advertisement and done totally in private
capacity without utilising the equipment, facilities and time of the Polytechnic:

46
20% to the departmental budget of the staff member.
80% to the staff member(s) concerned.

10.7.3.4 Consultancy work done totally in private capacity without utilizing the equipment,
facilities, consumables, stationery, electricity, water and time of the Polytechnic:

90% to the staff member(s) concerned

10.7.3.5 It is expected of staff members to promote the name and image of the Polytechnic whilst
doing any type of consultancy.

10.8 Extraneous/Private Work

10.8.1 An employee places all her/his official time at the disposal of the Polytechnic. No unauthorised
private work is permitted during office hours.

10.8.2 Except with the written consent of the Council, and subject to the conditions set out in the Rules
of Procedure for Outside Work, no staff member may perform any other work outside the service
of the Polytechnic for remuneration.

10.8.3 No such written permission is required for the receipt of authors! fees on books and magazine
articles, honoraria in respect of learned contributions and remuneration for examiners! and
moderators! work at other tertiary institutions or Departments of Education.

10.8.4 Permission for extraneous/private part-time employment will only be granted: provided the
Council is satisfied that the activity is in no way contrary to the Polytechnic!s interest and that the
employee!s efficiency will in no way be impaired by the proposed activity.

10.8.5 A staff member who has obtained permission to do private work, shall reimburse the Polytechnic
for all direct costs incurred by the Polytechnic including charges for the use of equipment,
infrastructure, instruments, electricity, material, telephones, etc at charges set at realistic levels.

10.8.6 An employee shall not exceed the approved number of hours for outside work.

10.9 Internal Work

10.9.1 If the lack of qualified human resources necessitates it, the Rector may grant permission to an
employee to work part-time in another Polytechnic department, subject to the conditions set out
in the Rules of Procedure for Internal Work.

10.9.2 No payment shall be made for a once-off or occasional lecture given in another academic
department which forms part of the official teaching programme of the Polytechnic for which a
qualification is awarded.

10.9.3 Staff may negotiate and accept payment for lectures and courses offered if the lecturing is done
additionally to the prescribed maximum teaching load.

10.10 Contractual Commitment

Acceptance of:

47
an office of manager of a business or any other venture
the position of managing director of a public or private company
the position of active principal or partner in a professional practice on a full-time basis
is not allowed without the explicit consent of Council.

10.11 Confidential Information

No staff member may make known any information that the Polytechnic Council in its absolute
discretion may deem to be classified or confidential, nor may a staff member do so after s/he has
left the service of the Polytechnic.

10.12 Participation in Public Affairs

No staff member may actively participate in public affairs, e.g. by standing for election to a city
council or a regional services council, except with the prior consent of the Council.

10.12.1 Any staff member who stands for election as President or as a member of the National
Assembly, National Council or Regional Council shall be deemed to be on vacation
leave from the date of her/his official nomination until the date on which such election
takes place. If such person is elected, her/his election shall be deemed to be notice of
termination of service, and s/he shall leave the service of the Council with effect from
the date of her/his election.

10.13 Temporary transfer to another post

10.13.1 Council may transfer any staff member to another post or office for which s/he may be
competent and needed: provided that s/he gives her/his consent.

10.13.2 Temporary transfers will normally be affected for not longer than twelve (12) months.

10.14 Transfer to another post

10.14.1 Should management/a dean/head of department feel that an employee!s services can be
utilised to better advantage in another department, the matter has to be discussed with
the Manager: Human Resources, who will recommend a course of action to the Rector.

10.15 Rights on inventions and copyright

10.15.1 Rights on inventions and patents

Rights on inventions that resulted from the professional activities of employees of the
Polytechnic, whilst in the employment of the Polytechnic and the right to patent them,
shall accrue to the Polytechnic, unless the Council may resolve otherwise.

10.15.2 Copyright

10.15.2.1 All rights, interests and titles resulting from intellectual property of staff members reside
with the Polytechnic. This includes computer software and related flowcharts, diagrams,

discoveries, inventions, teaching materials and programmes.

Copyright on any work published or accomplished by a staff member in the course of
her/his service at the Polytechnic, shall vest with the Council. An exception may be
made

48
in respect of the following publications, where the Polytechnics copyright may be
transferred in writing to the author(s) concerned: handbooks, manuals, and unpublished
works which are the outcome of research but which, in all cases, are not tantamount to
being representations or compilations of lectures, core notes or study material compiled
while the staff member is/was in the service of the Polytechnic.

10.15.2.2 All publications, unpublished works and study material such as lecture notes/study
guides, transparencies, slides, models, etc. paid for by or donated to the Polytechnic or
compiled by staff members during the course of their official duties and service remain
the property of the Polytechnic, and no staff member may claim any such material on
termination of service.

10.16 Research

All staff members shall be encouraged to complement their academic duties and activities with
research and scientific studies in their fields of activity.

10.17 Gifts, commissions and rewards

10.17.1 A staff member may not receive any gifts, commissions or reward offered to her/him by
reason of her/his particular post in the service of the Polytechnic or in respect of the
performance of her/his duties.

10.17.2 Where any benefit of whatever nature is received by any staff member in connection
with the performance of her/his work, that staff member shall pay to the Polytechnic an
amount equal to the remuneration or other benefit or value thereof.

10.17.3 In exceptional cases the Council may approve the acceptance of such gifts/ rewards in
the form of a donation to the Polytechnic.

10.18 Disclosure of Interest

10.18.1 A member of staff, may not directly or indirectly have any interest in a contract with the
institution unless the Council, after a full disclosure, approves of the contract. The
approval can be done either by unanimous assent of the members at a meeting or by
means of an ordinary resolution of the meeting.

10.18.2 Where a member of the staff fails to disclose her/his interests in a contract with the
Polytechnic, the Polytechnic may cancel the contract and claim the profits made by the
staff member regardless of the fairness or reasonableness of the contract.

10.19 Official Forms

The format of all forms and certificates referred to in this policy shall be subject to the approval
of the Rector. All employees shall comply with the provisions and regulations relating to the use
of these forms.

10.20 Addresses

Every employee shall notify the Polytechnic in writing of her/his residential and postal address as
well as the telephone number at home, and any change thereof.

10.21 Accountability and Responsibility for Polytechnic property

49

10.21.1 All employees shall be accountable and responsible for all equipment, any other property
and tools in their charge on account of their duties and office.

10.21.2 Employees must ensure that the Polytechnics material, equipment, machinery and
vehicles are not misused and that all lights, air conditioners, fans, heaters, kettles, etc. are
switched off when leaving the premises.

10.22 Personal possessions

Neither the Polytechnic nor its insurer accepts any liability or responsibility for personal
valuables of employees on the campus. Employees should ensure that their valuables are locked
away when they are out of the office.

10.23 Removal of equipment from campus for private use

10.23.1 Under no circumstances may Polytechnic equipment be taken home for private use.

10.23.2 Only in exceptional cases, if it is in the interest of education and training, approval may
be given by the Rector to a staff member to take equipment home: provided that
assurance can be given that the equipment will be utilised for official purposes.

10.23.3 Before the equipment may be taken home a removal permit must be completed by the
staff member. S/he will take full responsibility for the equipment from the time s/he
removes it from campus until it is returned to its location.

10.24 Smoking on campus

Some areas of the Polytechnic have been declared !no smoking! zones. In the interest of health,
hygiene and our public image smoking is not permitted in !public areas!.

!Public areas! in this context include but are not limited to: corridors, lecturing
auditoriums/classes, assembly rooms, Council-, SRC- and Commercial Bank Rooms, Cafeterias,
laboratories, lifts, toilets the Printing Shop, the main room of the Computer Centre, offices of
non-smokers and pool cars.

10.25 Testimonials and certificates of service

10.25.1 Certificates of service setting out the period of employment, job title, department
employed in and current salary will be issued by the Human Resources Department to an
employee who has resigned.

10.25.2 Testimonials may be requested from the head of department concerned.

10.26 Farewell functions

10.26.1 It is not the policy of the institution to hold farewell functions for employees leaving the
services of the Polytechnic.

10.26.2 Approval for privately organised farewell functions may, however, be obtained from the
Deans, Registrar, Bursar: provided the function does not coincide with the official office
hours or does not interfere with the performance of working activities.

10.27 Telephone calls

10.27.1 The receiving and making of local private calls on the Polytechnic!s telephones are

50
permitted as a privilege on the understanding that the number and duration of the private
calls are kept to the prescribed maximum and do not affect the productivity of the
employee.

10.27.2 All private cellphone and trunk calls shall be paid for by the employee.

10.28 Staff identity cards

All staff members, permanent and contract staff on contracts of six (6) months or longer are
required to carry their staff identity cards with them at all times while at the Polytechnic and to
produce them when asked to do so by a Campus Control Officer or any authorized supervisor or
member of management.

Staff members on shorter than 6 months contract are required to carry their temporary identity
cards with them at all times while at the Polytechnic.

10.29 Additional conditions of service

Besides the general conditions of service, additional requirements may be stipulated in the letter
of appointment. This shall then form part of the total conditions of service according to which an
employee accepts appointment.

10.30 Solicitations

10.30.1 The Polytechnic does not permit soliciting, peddling or the canvassing of employees
during office hours.

10.30.2 No Polytechnic facilities may be used by employees for their personal business.

10.31 Acceptance of conditions of service

By signing the service agreement an employee:

10.31.1 confirms that s/he has acquainted herself/himself with the Human Resources Code of the
Polytechnic.

10.31.2 pledges to comply with all the policies, rules, regulations and conditions of service of the
institution.

51
11. INDUSTRIAL RELATIONS

11.1 Membership of Associations or UNIONS

11.1.1 The Council of the Polytechnic underwrites Article 21 of the Constitution of Namibia which
provides that: !All persons shall have the right to freedom of association, which shall include
freedom to form and join associations or unions, including trade unions ...!

11.1.2 All matters pertaining to the forming of associations and unions at the Polytechnic and
negotiations with unions will be managed strictly according to chapters 6, 7, and 8 of the Labour
Act, 2007 (Act No. 11 of 2007).

11.2 Grievance Policy and Procedures

11.2.1 A formal grievance procedure for considering and resolving all disputes that arise is in the
interest of the Polytechnic and its employees. Any staff member who feels mistreated, or subject
to unfair working conditions, and who has exhausted all channels of command within her/his
reach, shall complete the official grievance form.

11.2.2 An employee may air a grievance or advise and represent any fellow employee without fear of
being prejudiced against or victimised.

11.2.3 Grievances should be resolved at the earliest possible stage, as soon as they emerge.

11.2.4 In the handling of a grievance, each employee is entitled to representation by an employee
representative chosen by her/himself and an interpreter.

11.2.5 The purpose of the grievance procedure is to resolve individual grievances. Grievances of a
nature that may lead to collective bargaining and/or consultation should be handled according to
the procedures instituted for that purpose. However, depending on circumstances, the parties
may use the grievance procedure for groups of employees as well.

11.2.6 Grievances resulting from disciplinary action taken by the Polytechnic shall be handled
according to the appeal procedure set out in the disciplinary procedure.

11.2.7 The Human Resources Department and the Ombudsperson system shall aid and advise both
parties.

11.2.8 It is the duty of senior personnel to listen to and try to resolve grievances. No superior will be
allowed to withhold the grievance form or in any way delay and frustrate the grievance process.

(i) The grievance procedure may not be used by employees with a view to -

(a) Amend any agreement reached between employees and the Polytechnic, or

(b) Amend any substantive condition of service (e.g. regarding leave or salaries) for
any one category of employees.

11.3 Disciplinary Policy and Procedures

11.3.1 Policy

11.3.1.1 The maintenance of discipline is the responsibility and prerogative of functional line

52
management or supervisors. A person in the line management of an employee
concerned
is authorised to discipline the employee, regardless of where the violation took place.

11.3.1.2 The documentation and maintenance of accurate and complete records of conduct shall
be the responsibility of both the functional line management and the Human Resources
Department and shall form an essential part of the disciplinary system of the
Polytechnic.

11.3.1.3 Discipline must have as its aim the improvement of the employee!s future behaviour.

11.3.1.4 The severity of misconduct will determine the severity of the sanction and can result in
summary dismissal without prior warnings having been issued.

11.3.1.5 Discipline should be applied as soon as possible after the infraction. Management/Line
management should inform staff members of any breaches of accepted performance
standards, norms and behaviour as soon as they are observed, and give priority to speedy
subsequent investigations and disciplinary actions if necessary.

11.3.1.6 All rulings against a staff member shall take place on the balance/prevalence of
probabilities with regard to testimony in each case, and need not be based on proof
beyond reasonable doubt.

11.3.1.7 The Disciplinary Code and Procedures form part of the service conditions and shall
apply to all staff members of the Polytechnic.

11.3.1.8 The Polytechnic shall ensure that all staff members are treated in a fair, just, uniform and
consistent manner in order to meet the requirements of procedural and substantive
fairness.

11.3.1.9 Any disciplinary action shall be preceded by a proper, confidential investigation into the
facts. Disciplinary action shall only be taken after clear evidence has been established
that grounds exist which justify such action.

11.3.1.10 No employee shall receive a formal written warning or be dismissed from the
Polytechnic without a prior investigation and a disciplinary hearing where s/he has the
opportunity and right to state her/his case in rebuttal of the allegations made against
her/him.

11.3.1.11 The employment of an employee shall not be terminated unless there is a valid and fair
reason for such termination connected with the capacity or conduct of the employee, in
compliance with a fair procedure.

11.3.1.12 Should it be found that an employee has not committed an alleged offence, all
documents referring to the allegations shall immediately be destroyed.

11.3.1.13 Nobody shall be victimised as a result of any truthful statements made or actions taken
during a disciplinary investigation/hearing.

11.3.2 Misconduct

11.3.2.1 Any staff member who contravenes or fails to comply with the Act, the Statutes and the
standing rules and regulations of the Polytechnic will be guilty of misconduct and,
therefore, subject to disciplinary action.

53

11.3.2.2 A staff member in a senior or management position is required to bring misconduct to
the notice of the employee concerned, whether under her/his authority or not, and must
offer guidance to rectify the situation.

11.3.2.3 If the employee concerned fails to respond to admonition the unacceptable conduct must
be reported to the head of the department who will initiate the necessary disciplinary
action against the employee.

11.3.2.4 Disciplinary action and accountability is vested in line management to ensure that
disciplinary action is immediate, in response to transgressions and commences at the
lowest possible level.

11.3.3 Suspension of a Staff Member

11.3.3.1 The Rector may suspend any staff member at any time before or after s/he is charged for
misconduct, if the Rector has reason to believe that the staff member is guilty of serious
misconduct, or if the possibility exists that the staff member may interfere with witnesses
or tamper with evidence.

11.3.3.2 A staff member so suspended shall not be entitled to any remuneration for the period of
her/his suspension if the Rector so decides: provided that the staff member may, within
three (3) days after her/his suspension, appeal in writing to the Chairman of Council
against her/his suspension without remuneration or any part thereof.

11.3.3.3 Any staff member who has been suspended without pay shall be permitted by the Rector
to resume duty and shall be paid her/his full remuneration for the period of her/his
suspension -

(i) if no formal charge is brought against her/him within five (5) working days after
her/his suspension;

(ii) if s/he is found not guilty on the charge brought against her/him.

11.3.3.4 The suspension of a staff member may at any time be abrogated -

(i) by the Rector if in her/his opinion all the reasons for the suspension have lapsed.

(ii) by Council if in their opinion no valid cause for the suspension exists.

The abrogation of the suspension shall not affect any proceedings in connection with the
charge of misconduct.

11.4 Right to Appeal

11.4.1 Any staff member who has been found guilty of misconduct by the Staff Disciplinary
Committees may appeal to the Council Appeal Committee under the provision of the Polytechnic
Statutes and Regulations.

11.4.2 An appeal can only be lodged successfully on the following grounds:

if new information not previously known has come to light
if procedural unfairness during the disciplinary hearing can be proved

54

if substantive unfairness in the sentence can be proved

11.5 Disciplinary Code

11.5.1 The Council considers the establishment of a fair Disciplinary Code and Procedure essential for:

the compliance with all the terms and conditions of employment

the maintenance of identified standards of behaviour and performance

the promotion of excellent services to clients

productivity and efficiency in order to realise the mission and objectives of the
institution.

the fair and just treatment of staff members

sound industrial relations

11.5.2 The Council will ensure that all members of staff are disciplined and treated in a fair, just,
consistent and uniform manner in order to correct unacceptable deviations from prescribed rules,
standards and norms.

11.5.3 If rules, standards and norms are repeatedly and deliberately broken or if the misconduct is of a
very serious nature, disciplinary action will be punitive to serve as a deterrent and to maintain
discipline.

11.5.4 The Council will ensure that when internal disciplinary measures are exhausted the dismissal of
an employee will be both procedurally and substantively fair.

11.5.5 An accused employee will have the following rights at any disciplinary hearing:

to be notified in writing of the allegations against him at least three (3) calendar days (72
hours) before the hearing.

to be represented/assisted by one permanently appointed co-employee of her/his choice

the services of a permanently appointed co-employee as an interpreter if this is necessary
to allow her/him to meet the case against herself/himself.

to challenge the case brought against her/him

to appeal against a written warning by the Disciplinary Committee within three (3)
calendar days after receiving the warning.

to appeal against a sentence of dismissal by the Disciplinary Committee within five (5)
calendar days after receiving the written sentence.

the appeal hearing shall be held by the Disciplinary Committee within fourteen (14)
working days after receipt of the written appeal, or alternatively as soon as the
Committee can reasonably be convened.

the Appeal Committee of Council will inform the staff member within thirty (30) days,
excluding official and institutional holidays, or alternatively as soon as the Committee

55
can reasonably be convened after receipt of the written appeal.
11.5.6 The Manager: Human Resources will record in a Disciplinary Register the date, misconduct and
disciplinary action taken of all disciplinary cases.

11.6 Staff code of conduct

Orderly conduct shall be an important prerequisite for the successful functioning of the
Polytechnic. The Council has laid down the following general standards of conduct for each and
every employee of the Polytechnic:

11.6.1 Absence

No person shall be absent from work without prior arrangements and consent to do so. It is a
serious offence to be absent from work for no valid reason without permission.

11.6.2 Obeying Orders

All staff members shall implicitly obey all legitimate orders of the Council or any staff member
with the necessary authority, and shall not by word or conduct show insubordination. Should an
employee consider an order to be unreasonable, s/he may request the person who gave it, to
repeat it in writing, and on receipt of such written order the employee may initiate the grievance
procedure.

11.6.3 Punctuality

11.6.3.1 All staff members shall start working punctually at the time laid down in their post
description and/or contract of service and conditions of service. Lunchtime shall be
reckoned not to form part of the normal hours of attendance.

11.6.3.2 No employee may, without the necessary consent, report late for duty or leave her/his
workplace earlier than the time laid down in her/his post description and/or contract of
service and conditions of service.

11.6.3.3 No person may have an unauthorised break from work or extend a break without prior
consent to do so.

11.6.3.4 No person may keep other employees from doing their work.

11.6.3.5 No person may conduct his private business during the official working hours without
prior consent to do so.

11.6.4 Sleeping on Duty

It is forbidden to sleep while on duty.

11.6.5 Negligence

It is expected of all employees to treat the property and material of the Polytechnic with respect.
Polytechnic property may be used for the sole purpose of the Polytechnic and not for any private
purpose. Employees who are responsible for property of the Polytechnic shall make adequate
arrangements for the proper safeguarding of such property, and such employees shall be and
remain fully responsible and liable for such property.

56
11.6.6 Unsatisfactory Job Performance

Duties shall be performed according to the required standards. Poor job performance such as the
following shall not be tolerated:

When employees -

11.6.6.1 do a job carelessly and inaccurately;

11.6.6.2 have to do a job over;

11.6.6.3 fail to do a job, without any reason, or do not obey orders;

11.6.6.4 fail to report an accident;

11.6.6.5 fail to comply with the required standards;

11.6.6.6 gamble on duty;

11.6.6.7 wilfully ignore safety and other procedures; and

11.6.6.8 wilfully or carelessly ignore a safety rule or job regulation.

11.6.7 Disobedience/Insubordination

11.6.7.1 All lawful instructions must be obeyed. When a staff member is of the opinion that an
instruction is unfair, s/he must bring it to the attention of the person who issued that
instruction.

The instruction may not be ignored. The grievance procedure must be followed.

11.6.7.2 Overtime is obligatory for all employees who have accepted the responsibility of
working overtime in terms of their contract of service.

11.6.7.3 No person may smoke in a !no smoking! area.

11.6.7.4 No person may be in possession of any dangerous weapon on campus without the
written consent of the Rector.

11.6.7.5 Where an offence is committed in a person!s presence s/he shall be obliged to report it.

11.6.8 Offensive and Disorderly Behaviour

11.6.8.1 No person may be abusive orally or in writing about another person or a group.

11.6.8.2 Rebelliousness: No person may be rude to a supervisor or subordinate through
derogatory or insulting behaviour.

11.6.8.3 No person may inflict injuries on others or utter threats of injury, assault or otherwise
against them.

11.6.8.4 Assault/Fighting is not allowed.

11.6.8.5 Riotous and inflammatory behaviour is not allowed.
11.6.8.6 Harassment, personally, racially or sexually is strictly forbidden.

57
11.6.9 Offences regarding Alcohol and/or Drug Abuse

11.6.9.1 No person on duty may be under the influence or in possession of alcohol and/or any
stupefying drugs, without the prescription of a medical practitioner.

11.6.9.2 No person on duty may imbibe alcohol and/or any stupefying drug.

11.6.9.3 No alcohol or illegal drugs are allowed on campus.

11.6.10 Deliberate loss of, damage to or abuse of Polytechnic property

11.6.10.1 Deliberate loss of, damage to or abuse of Polytechnic property is a serious offence which
will lead to disciplinary action.

11.6.10.2 No person may be in possession of Polytechnic property without the necessary
authorisation.

11.6.11 Dishonesty, Fraud and Theft

No person may:

11.6.11.1 knowingly make a false statement orally or in writing.

11.6.11.2 forge a document or change it with intent to defraud.

11.6.11.3 draw up a false report on another person with a view to prejudicing against or in favour
of that person.

11.6.11.4 steal from the Polytechnic or any other person.

11.6.11.5 wrongly use any funds or property of the Polytechnic.

11.6.11.6 do private work for money during the official working hours without the written consent
of the Rector.

11.6.11.7 for her/his own gain, sell any item that belongs to the Polytechnic without the prior
consent of the Council.

11.6.11.8 remove or damage any approved notice fixed to a notice board.

11.6.11.9 make a false statement when s/he applies for a job or goes for a medical examination.

11.6.11.10 abuse any of the leave benefits of the Polytechnic.

11.6.11.11 abuse the parking regulations of the Polytechnic.

11.6.11.12 bribe anybody or receive any bribe.

11.6.12 Unconstitutional Industrial Action

11.6.12.1 No person may refuse to do her/his duties.

11.6.12.2 All persons must obey the conditions of service contained in their contract of service.

11.6.12.3 No person may instigate, persuade or encourage any employee of the Polytechnic to take
part in any unconstitutional (unlawful) strike.

58

11.6.12.4 No person may intimidate any employee of the Polytechnic into taking part in any
industrial action.

11.6.12.5 No person may impinge upon the right of an employee not to strike and to continue with
his duties.

11.6.13 An Employee shall furthermore be guilty of misconduct if -

11.6.13.1 s/he does something prejudicial to the administration, discipline or efficiency of the
Polytechnic of Namibia, or if s/he lets such deed be done or connives at or otherwise
allows such deed to be done on or in any premises of the Polytechnic or elsewhere
during official functions or while on duty;

11.6.13.2 s/he unjustly criticises the administration of the Polytechnic or a Government department
in public.

11.6.13.3 s/he discloses information gathered or obtained as a result of her/his work at the
Polytechnic in any manner other than in the performance of her/his official duties, or if
s/he uses such information for any purpose other than for the performance of her/his
official duties, whether s/he discloses such information or not: provided that an
employee of the Polytechnic be allowed to arrange for articles to be published in a
periodical, either for consideration or not, providing such articles should first be
approved by either the Rector or Vice-Rector and a Dean;

11.6.13.4 s/he accepts or claims any commission, money or remuneration, other than the
emoluments payable to her/him for her/his duties s/he performs, for performing or
failing to perform her/his duties, or if s/he fails to inform the Council of any offer made
to her/him of such commission, money or reward.

11.6.13.5 s/he is convicted by a court of law for a criminal offence.

11.7 Dispute Resolution

11.7.1 Policy

It is Polytechnic policy to settle a dispute (a deadlock reached with regard to an individual or
collective grievance) through dialogue in a climate free of external pressure, and by strictly
adhering to the procedures as stipulated in the Labour Act, No. 6 of 1992. (Part ix, Sections 74 -
83.)

11.7.2 Definition

A dispute is an unresolved individual or collective grievance or grievances of employees - a
deadlock reached, when such grievance or grievances remain unresolved in spite of all the steps
taken and procedures followed via the labour relations structures created by mutual agreement by
the Polytechnic and its employees.

11.7.3 Purpose

To endeavour to break the deadlock in order to ensure sound, productive and harmonious labour
relations.

59
11.7.4 Dispute procedure

11.7.4.1 Representatives of Management must meet twice with representatives of the employees
within ten (10) workdays after the dispute commenced.

11.7.4.2 At those meetings, negotiations must take place in good faith, and both parties must
actively endeavour to reach a compromise and settle the dispute.

11.7.4.3 If the dispute remains unresolved, the parties mentioned in subparagraph 11.7.4.1 must
meet within five (5) workdays after the last meeting mentioned in subparagraph 11.7.4.1.
At this meeting, alternative ways of settling the dispute must be discussed.

11.7.4.4 Alternative ways include all conciliation machinery provided for in the Labour Act, No 6
of 1992: mediation, arbitration and the industrial court.

11.7.4.5 No industrial action (e.g. a lock-out or strike) may be initiated by either the Polytechnic
or its employees, unless an effort has been made to reach a compromise and settle the
dispute by means of the conciliation machinery mentioned in subparagraph 11.7.4.4.

11.8 Obligation: Good faith and striving for Labour Peace

11.8.1 The Polytechnic as well as its employees and/or any employee association (e.g. trade unions and
worker councils) shall mutually agree that each party is under an obligation to act in good faith
and to endeavour to create a climate of mutual trust.

11.8.2 It is the responsibility of each party mentioned in subparagraph (11.7.4.1) to strive for
harmonious mutual relations, and to do everything in its power to maintain, promote and strive
for labour peace.

11.8.3 All the parties mentioned in subparagraph (11.7.4.1) shall also mutually agree that they will
strive for and will endeavour to conciliate mutual needs, aspirations, objectives and interests
without invading the rights of any party.

60
12. TERMINATION OF APPOINTMENT

Termination of service shall mean the discontinuation of service of any staff member due to:

resignation
retirement
retrenchment
discharge
death

12.1 Resignation - Period of Giving Notice

12.1.1 Teaching Staff

(i) A staff members service may be terminated by either party giving three (3) months
notice provided that the last day of the notice period is at the end of an academic
semester.

(ii) The Rector may, if the circumstances warrant it, accept a shorter notice period.

(iii) A staff member may terminate a contract of employment without giving the stipulated
notice to the employer, provided s/he pays to the employer an amount which is not less
than the appropriate monthly remuneration s/he would have received for the notice
period s/he is in breach of contract.

12.1.2 Administrative Staff, Technical Staff and General Assistants

For a member of the non-teaching staff a period of notice of one (1) month shall apply for both
parties, while a member of the Rectorate shall give at least three (3) months! notice of
resignation.

12.2 Discharge

12.2.1 The Council may terminate the service of any staff member on account of:

incompetence or unsatisfactory service
misconduct and negligence
unauthorised absence from service for a continuous period of five (5) working days
negative certification of the probationary period
continued ill-health or physical disability - medical incapacity

12.2.2 In the case of termination of service for health reasons, a staff member!s service shall terminate
on the date that two physicians, appointed by the Council, declare her/him unfit to continue with
her/his service.

12.2.3 The staff member may nominate an additional medical practitioner of her/his choice to the panel
of medical practitioners at her/his own expense.

61

12.3 Retrenchment

12.3.1 Any staff member may be retrenched from the service of the Council on the abolition of her/his
particular post due to discontinuation of the service/ reorganisation/rationalisation of the staff
establishment of the Polytechnic.

12.3.2 Council shall endeavour to accommodate the person undergoing retrenchment in another position
without loss of previous status or benefits. It may, however, be deemed necessary to retrench an
employee or a category of employees at certain times for economic reasons.

12.3.3 Council may terminate the appointment of a staff member who does not accept the alternative
position, by giving three (3) months notice with normal remuneration and benefits.

12.3.4 Negotiations will be done at terms that will not be less generous than those stipulated in the
Labour Act, No.11 of 2007.

12.4 Termination of service by death

A contract of service shall terminate on a date one (1) month, as from the date of the death of the
employee.

12.5 Date on which salary shall end

12.5.1 The salary of a member of the teaching staff shall be paid to her/him on the day on which the
official academic operations for the Polytechnic term in question ends.

12.5.2 If a member of the teaching staff resigns on a date later than the first day of a Polytechnic term,
her/his salary shall end/be paid up to and including the last day of actual service as determined by
the Rector, should the Rector accept/approve the resignation.

12.5.3 If a member of the non-teaching staff resigns on a date later than the first day of the calendar
month in which s/he resigns, her/his salary shall be paid up to and including her/his last day of
actual service.

12.6 Payments due on discharge, resignation or termination of service

12.6.1 No payment of salary or other benefits will be made in respect of the last pay period prior to
termination of service unless the following conditions are complied with:

12.6.1.1 all amounts due to the Polytechnic or any outstanding on garnish orders from a court for
collection from the employee must be paid.

12.6.1.2 a clearance certificate must be produced as evidence that all the property of the
Polytechnic, such as library books, equipment and tools etc. have been returned and that
all agreements and contracts entered into between the Polytechnic and the employee
have been honoured in compliance with the resignation procedure as determined by the
Council.

12.6.1.3 the identity card of the Polytechnic, admission discs for motor vehicles and any credit
cards issued to the employee have been returned.

12.7 Retirement on Pension

62

12.7.1 Normal Retirement Date

The normal retirement date of a staff member is at the end of the year in which s/he attains the
age of 65 years. A staff member is compelled to retire from the service of the Council and the
post s/he occupied becomes vacant.

12.7.2 Pensionable age

A staff member reaches the pensionable age on attaining the age of 60 years. S/he may elect to
retire with pension on or following the age of 60 years and prior to reaching the age of 65 years.

12.7.3 Early Retirement Date

A staff member with 10 years of pensionable service may elect to retire early at any time after
attaining the age of 55 years and before attaining the age of 60 years subject to the agreement of
the Council.

12.7.4 Appointment on Contract after retirement - Retention of Services

In exceptional cases the Council may annually extend the term of service of a staff member
whose expertise is needed on contract, up to the first day of the calendar month immediately
following the calendar month in which s/he attains the age of seventy (70) years, at the request of
the department and that of the staff member concerned .

12.7.4.1 Such a temporary appointment is made in a post and at a salary mutually agreed upon
and without any fringe benefits.

12.7.4.2 Any extension of service is subject to the submission of a medical certificate by a
medical practitioner designated by the Council.

12.7.5 Continuation of Membership of the Medical Scheme

12.7.5.1 Where applicable, a staff member who was appointed before 01 December 2006 with at
least 10 years of pensionable service may, in such a manner as the regulations provide,
make arrangements with the Polytechnic and the medical scheme for continued
membership, as pensioner member after retirement.

12.7.5.2 Widows/widowers and dependant children of former members of the medical scheme
who were appointed before 01 December 2006 with more than 10 years of pensionable
service, may keep their status as beneficiaries under the scheme subject to the
regulations of the medical scheme.

12.7.5.3 All employees appointed as from 01 December 2006 and their dependants shall not
qualify for any employer contribution to the medical aid scheme after retirement.

12.7.6 Death

On the death of an employee who has been a contributing member of a pension fund, a pension
gratuity shall be paid to her/his widower/widow or dependants, subject to the provisions of the
regulations pertaining to the pension or fund concerned, and any annuity shall also be paid if
such employee had qualified for an annuity in terms of the regulations of such pension or fund.

HR Code Polytechnic of Namibia

Diunggah oleh

Informasi Dokumen

Hak Cipta

Format Tersedia

Bagikan dokumen Ini

Bagikan atau Tanam Dokumen

Opsi Berbagi

Apakah menurut Anda dokumen ini bermanfaat?

Apakah konten ini tidak pantas?

Hak Cipta:

Format Tersedia

HR Code Polytechnic of Namibia

Diunggah oleh

Hak Cipta:

Format Tersedia

POLYTECHNIC OF NAMIBIA

Human Resources Code

Anda mungkin juga menyukai