presentation to the portfolio committee on higher education and training 4 february 2014

PRESENTATION TO THE PORTFOLIO COMMITTEE ON

HIGHER EDUCATION AND TRAINING4 FEBRUARY 2014

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GOVERNANCE AND ADMIISTRATION

OVERVIEW OF THE COLLEGE

West Coast College serves the West Coast Region, with a central office in Malmesbury and 5 campuses in Atlantis, Citrusdal, Malmesbury Vredenburg and Vredendal. The college currently employs 354 staff, including lecturers.

100 km

280 km

116 km

35 km

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• VisionTo be a world class Further Education and

Training institution in the West Coast region that promotes lifelong learning and contributes to socio-economic development

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• MissionTo provide FET services of high quality and to be

the FET provider of first choice by training students to:

• Be Employable• Have access to Higher Education opportunities• Exploit Entrepreneurship opportunities

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•

Our Values• RESPECT – treat people with dignity, the way you would like to be

treated. Look after property and equipment and report all misdemeanours.

• MOTIVATION – self-driven to achieve own and West Coast College goals and help others succeed with their goals.

• FAIRNESS – consistent treatment of people, yet managing firmly, so that no one feels discriminated against.

• HONESTY – doing all things above board with no hidden agendas or for self-gain.

• QUALITY DRIVEN – pursue all tasks with excellence to provide a consistently high standard of delivery and constantly look at improvement.

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GOVERNANCE STRUCTUREThe college had a fully functioning Council and committees up to 31 December 2013. The main responsibility of Council

is to formulate and give policy directives.

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STUDENT REPRESENTATIVE COUNCIL

• Each campus has an SRC• The campus SRCs elect a college SRC• The college SRC is fully functional with an

allocated budget and participates in Council/college structures

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ADMINISTRATION

MANAGEMENT STRUCTUREThe college has a fully-f unctional management structure. College management is centralised with a decentralised campus structure.

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Deputy CEO:Innovation &Development

ChiefExecutive

Officer

Deputy CEO:Academic

Deputy CEO:Administration

Chief Financial Officer

QualityAssuranceManager

InternalAuditor

ProjectManager

PersonalAssistant

FinancialManagement

AdministrationManagement

AcademicManagement

Innovation andDevelopmentManagement

•Supply ChainManagement•Financial Aid•Asset Management

•Human Resources•InformationTechnology•Student•Administration•Residences andFacilities

•CampusManagement•Curriculum andAssessment Support•Lecturing Staff

•Marketing•Student SupportServices•Linkages andPartnerships•Exit Support andPlacement

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The college is managed and governed by the following legislation and policy framework:

• FET Act (2006), PFMA (1999), Skills Development Act (1998), NSDSIII (2011 -2016), PPPF Act (2000), DHET Supply Chain Management Policy, Treasury Regulations and the National Plan for Further Education and Training (2008)

• STATUTE: the college is governed by a statute; standard statute as per FET Act (2006)

• POLICIES, PROCEDURES: The college is also governed and administered through its own policies, procedures and processes which are not inferior to the DHET policy framework

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• AUDIT – INTERNAL AND EXTERNALThe college conducts an annual External Audit through External Auditors and has an Internal Audit Unit which conducts audits on an ongoing basis

• RISK MANAGEMENTAll risks are recorded, assessed and updated on a regular basis in a risk register

• CONTROLS, MONITORINGThe college has controls in place and there is quarterly monitoring through a performance management process and a quality management system

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• COMMUNICATIONRegular communication to internal and external stakeholders through meetings, reporting, workshops, newsletters and electronic media

• ACCOUNTABILITY– Annual financial reporting– M&E quarterly reporting– Reports to DHET, Council, funders and external

stakeholders

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STUDENT INFORMATION

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Credibility of Examinations

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Credibility of Examinations

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Credibility of Examinations

• Prior to commencement of examinations there is monitoring and inspections are held at all campuses to ensure that all safes are ready, question papers received, adequate stationary is on hand, venues are conducive etc.

• To ensure that the credibility and integrity of the examinations are not compromised in any way, the college also embarks on a series of workshops for training of all staff involved per campus.

• These workshops are inclusive of all support staff directly involved with the examinations process as well as all lecturing staff to ensure that they are fully informed and prepared for any eventuality that may occur during the examination process.

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Credibility of Examinations

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Credibility of Examinations

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Student Enrolment

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Student Enrolment as at 31 Jan

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Student Enrolment as at 31 Jan

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Student Enrolment as at 31 Jan

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Student Placement as at 31 Jan

71%57% 69%

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Student HousingAtlantis (Leased)• Grassmere Residence catering for 60 females• Honeyvale Residence catering for 44 males• Robinvale Residence catering for 60 femalesCitrusdal (Own building) • Navel catering for 96 males• Satsuma, Karra Karra & Valencia for 128 females• VGK catering & Huis Brandwag (Rented) 90 malesMalmesbury (Leased)• Salem Residence catering for 18 males • Eden Residence catering for 30 femalesVredenburg (Leased)• Chemfos Residence catering for 80 males• Villette Street Residence catering for 20 females• NEW: 120 males and 120 females (April 2014)Vredendal (Own building)• House Barnard Residence catering for 240 females• House Liberty Residence catering fro 136 males

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Student Housing

• Total availability: 538 females and 464 males = total of 1 002 students collectively

• Standard rate of R16 000 per annum as from 2014. (Maximum of R17 758 can be claimed from DHET Bursary Scheme)

• Challenges:– Oversubscription for residence facilities due to rural locality and mobility of

students from urban areas.– Bursary shortage – students living with colleges nearby, move to colleges far from

home.– Limited private residence facilities available in community WCC serves.– Students lie about their addresses and when residence is full they say they stay in

the area.– In most cases the condition they live in at private accommodation is not

conducive. The college only assists if we become aware of and insists on alternative accommodation. The college enters into an agreement with the landlord and pays the landlord directly on behalf of the student.

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Student Transport

• Actual costs per route applied for. • Total support during 2013: 1 429 students collectively.• Transport is sourced through public tenders and providers are paid

directly. • No money is paid to a student.• Challenges:

– The high number of students requiring assistance .– No public transport in our area.– Distances between communities and catchment areas of campus.

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ACADEMIC

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EXAMINATION RESULTS NC(V) 2013

NC(V) LEVEL 2 NOVEMBER 2013

PROGRAMME WROTE PASSED % PASSED TARGET 2013

OFFICE ADMINSTRATION 442 278 62.90 68

MANAGEMENT 82 52 63.41 65

EDUCATION & DEVELOPMENT 111 73 65.77 70

ENGINEERING & RELATED DESIGN 229 118 51.53 52

ELECTRICAL INFRASTRUCTURE CONST

218 108 49.54 50

HOSPITALITY STUDIES 63 28 44.44 75

PRIMARY HEALTH 113 93 82.30 60

TOTAL 1258 750 59.62 56

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• Even though overall target has been achieved, the following subjects have been identified for High Intervention per programme – Office Administration

• New Venture Creation – Management

• Management Practice– Education and Development

• Early Childhood Development– Engineering & Related Design

• Automotive; Fitting and Turning and Mathematics– Electrical infrastructure Construction

• Electrical Principles & Practice; Electrical Control &Digital Electronics and Mathematics– Hospitality

• Food Preparation and Hospitality Generics

LEVEL 2 RESULTS

NC(V) LEVEL 3 NOVEMBER 2013PROGRAMME WROTE PASSED % PASS Target

2013

OFFICE ADMINSTRATION 339 192 56.64 45

GENERIC MANAGEMENT 64 43 67.19 52

EDUCATION & DEVELOPMENT 26 22 84.62 79

ENGINEERING & RELATED DESIGN 120 45 37.50 65

ELECTRICAL INFRASTRUCTURE CONST 116 35 30.17 72

HOSPITALITY STUDIES 37 17 45.95 79

TOTAL 702 354 50.43 52

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• Target not achieved, the following subjects have been identified for High Intervention per programme – Office Administration

• Business Practice & New Venture Creation – Management

• Project Management – Engineering & Related Design

• Automotive; Material Technology and Mathematics– Electrical infrastructure Construction

• Electrical Principles & Practice; Electrical Control & Digital Electronics and Mathematics

– Hospitality• Client Services

LEVEL 3 RESULTS

NC(V) LEVEL 4 NOVEMBER 2013

PROGRAMME WROTE PASSED % PASS Target 2013

OFFICE ADMINSTRATION 240 167 69.58 59

GENERIC MANAGEMENT 66 27 40.91 75

EDUCATION & DEVELOPMENT 99 69 69.70 68

ENGINEERING & RELATED DESIGN 113 51 45.13 50

ELECTRICAL INFRASTRUCTURE CONST 108 22 20.37 67

HOSPITALITY STUDIES 19 8 42.11 61

TOTAL 645 344 53.33 57

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• Target not achieved, the following subjects have been identified for High Intervention per programme – Management

• Management Practice; Operations & Financial Management – Engineering & Related Design

• Automotive; Fabrication and Mathematics– Electrical Infrastructure Construction

• Electrical Principles & Practice; Electrical Control & Digital Electronics and Mathematics

– Hospitality• Hospitality Services and Hospitality Generics

LEVEL 4 RESULTS

RESULTS

BUSINESS STUDIES 2013

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REPORT 191 BUSINESS STUDIES NOVEMBER 2013

N4 PROGRAMME WROTE PASSED % PASS Target 2013

HUMAN RESOURCE MANAGEMENT

74 33 44.59 38

MANAGEMENT ASSISTANCE 34 21 61.76 38

BUSINESS MANAGEMENT 35 14 40 38

TOTAL 143 68 47.55 38

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REPORT 191 BUSINESS STUDIES NOVEMBER 2013

N5 PROGRAMME WROTE PASSED % PASS Target 2013

HUMAN RESOURCE MANAGEMENT

70 35 44.30 38

MANAGEMENT ASSISTANCE 131 29 22.14 38

BUSINESS MANAGEMENT 42 26 66.67 38

TOTAL 252 92 36.41 38

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SUMMARY N5 RESULTS

• Management Assistance: Target not achieved; information processing a challenge

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REPORT 191 BUSINESS STUDIES NOVEMBER 2013

N6 PROGRAMME WROTE PASSED % PASS TARGET 2013

HUMAN RESOURCE MANAGEMENT

14 6 42.5 38

MANAGEMENT ASSISTANCE 13 0 0% 38

TOTAL 27 6 22.22 38

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SUMMARY N6 RESULTS

• Management Assistance: Target not achieved• Information Processing – a challenging subject

at some campuses

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RESULTS ENGINEERING STUDIES

2013

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REPORT 191 BUSINESS STUDIES NOVEMBER 2013

N1- SUBJECT PASSES WROTE % PASS

Mathematics 118 60.17

Engineering Science 93 65.59

Electrical Trade Theory 51 70.59

Industrial Electronics 46 65.22

Fitting & Machining 22 63.64

Metalwork Theory 32 81.25

Engineering Drawing 63 69.84

Overall Subject Totals 425 66.35%

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REPORT 191 BUSINESS STUDIES NOVEMBER 2013

N2- SUBJECT PASSES Wrote % PASS

Mathematics 96 57.29

Engineering Science 99 62.63

Electrical Trade Theory 46 39.3

Building Science 22 62.5

Fitting & Machining 30 40

Engineering Drawing 22 59.1

Building Drawing 8 12.5

Carpentry & Roofing 5 100

Overall subject enrolment 328 54%

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REPORT 191 BUSINESS STUDIES NOVEMBER 2013

N3- SUBJECT PASSES WROTE % PASS

Mathematics 27 11.11

Engineering Science 30 23.33

Mechanical Technology 6 83.33

Engineering Drawing 2 100

Overall Subject Pass 65 26.15%

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STRATEGY FOR ACADEMIC IMPROVEMENT

• Lectures across campuses will be used for support in challenging subjects

• Team teaching within the same campus across levels will be used

• Lecturers present their results during Executive road show with improvement strategies

• Take 2013 results into consideration when lecturers are allocated for 2014

• Peer tutoring programme• Tutors in Engineering, Electrical and Mathematics• Evening classes for students in residence• Establishment of study groups

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STRATEGY FOR ACADEMIC IMPROVEMENT

• Extra classes and weekend classes• Using experts from outside the college in

subjects like Mathematics• Use ex-students in assisting with practical

work• Monitoring the submission of tools for ICASS • Monitor student performance throughout the

year

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STRATEGY FOR ACADEMIC IMPROVEMENT

• Workshop for lecturers in challenging topics• Use ETDP SETA funding for training of all

Maths and Maths Lit lecturers • Support class visits for new and struggling

lecturers to identify needs for further support• Use of Curriculum Planners for support in the

subjects identified• Setting a target per term for each subject

identified 51

STRATEGY FOR ACADEMIC IMPROVEMENT

• At the end of each term a list of top 20 students per program is compiled and announced at all campuses

• List of top 20 students per level is compiled • The aim is to motivate students and to support not

only those that are not doing well, but to encourage top students to do even better

• From these lists the merit list of the college per program and per level will be compiled and loaded on the college website

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RETENTION AND DROP-OUT RATE 2013

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RETENTION RATE NOVEMBER 2013 LEVEL 2

CAMPUS ENROLLED WROTE % RETENTION

ATLANTIS 621 380 61.2

CITRUSDAL 253 177 70

MALMESBURY 202 167 82.7

VREDENBURG 420 321 76.2

VREDENDAL 377 290 76.9

WEST COAST COLLEGE LEVEL 2 1877 1335 71.12

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RETENTION RATE NOVEMBER 2013 LEVEL 3

CAMPUS ENROLLED WROTE % RETENTION

ATLANTIS 293 239 81.6

CITRUSDAL 125 108 86.4

MALMESBURY 115 109 94.8

VREDENBURG 180 154 85.56

VREDENDAL 133 113 85

WEST COAST LEVEL 3 846 723 85.5

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RETENTION RATE NOVEMBER 2013 LEVEL 4

CAMPUS ENROLLED WROTE % RETENTION

ATLANTIS 219 196 89.5

CITRUSDAL 124 115 92.7

MALMESBURY 111 104 93.7

VREDENBURG 108 98 90.7

VREDENDAL 135 131 97

WEST COAST LEVEL 4 697 644 92.4

OVERALL L2-L4 3416 2702 79.1

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RETENTION RATE BUSINESS STUDIES N4-N6

LEVEL ENROLLED WROTE % RETENTION Target 2013

N4 308 159 51.62 60%

N5 349 259 74.21 60%

N6 29 20 68.97 60%

OVERALL 686 438 63.84 60%

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INFRASTRUCTURE PLANS

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Construction projects completed in 2013:

The following construction projects were completed in order to improve college facilities.

Campus Project details Total construction cost

Citrusdal New residence, kitchen and dining hall and two additional classrooms

R11 016 099

Vredenburg 5 additional classrooms R3 118 125

Vredendal New residence R13 090 294

Malmesbury 8 new classrooms R5 656 626

Total construction cost R32 881 144

Funded as follows:

WCED Earmarked capital funding

R7 600 000

WCC operational funds R25 281 14459

Collage of completed projects:

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Construction projects to be completed in 2014:

The following construction projects are currently in progress and will further expand college facilities.

Campus Project details Total construction cost

Citrusdal New electrical workshop R3 450 000

Malmesbury 8 new classrooms R12 833 213

Vredendal New male residence and additional female residence

R11 546 867

Atlantis 10 additional classrooms R7 384 949

Vredenburg New residence, dining hall and 6 additional classrooms R20 472 120

Malmesbury New administrative buildingR21 515 567

Total construction cost R77 202 716

Funded as follows:

WCED Earmarked capital funding 0

WCC operational funds R77 202 716 61

Collage of current construction sites:

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DHET BURSARY ADMINISTRATION

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Policy Context

- DHET FET College Bursary Scheme guidelines, conditions and criteria developed in line with the National Norms and Standards for TVET Colleges

- Each student enrolled in a ministerially-approved (i.e. state-funded) programme must be subsidised by the State by 80% of the total programme costs

- The 20% difference of the total programme costs must be recovered from the student (college fees)

- The Bursary Rules and Guidelines issued recommends that at least 80% be allocated to college fees and 20% to cover accommodation and travel allowances

- The amounts allocated to each college annually will be allocated between NC(V) and Nated programs

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Role and Responsibilities

CollegeoStudent Support Services and Bursary Officers made available at each

Campuso Administering student applications at point of registration – Means

Test o Bursary Committee at campus level – Process applications and make

recommendations to Financial Aid Committee of college o Financial Aid Committee of college – Approval and rejection of applicationso Appeals Committee at college - Assist student appeals and final recommendationo Advising students (in writing) of the outcome of their applicationso Submission of approved application documentation to NSFASo Submission of annual NSFAS graduate/drop-out statistics reports

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Role and Responsibilities

Students

o Submit bursary applications at point of registrationo Complete Means Testo Submit correct and credible information as well as all required supporting documentso Attend college regularly and actively participate in all teaching and learning programmes (80% attendancy rule)o Perform academically

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Bursaries and funding available to students

Due to the rural locality of the college 95% of our total student population qualifies for bursaries in accordance with the Means Test.

NSFAS allocation 2014 2013 2012

NC(V) R31 153 097 R28 602 045 R29 474 579

Nated R 4 830 348 R 5 143 509 R 3 149 983 + R15m + R10 570 485

(other funds) (DHET funds)

R48 745 554 R43 195 047

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Bursary Rules and Guidelines

Bursaries available to students from the NSFAS allocation are allocated based on specific rules:

•TUITION – Academic rules/Means Test. Current and new students. New students started at 50% pass rate requirement. Was relaxed after consultation.

•ACCOMMODATION – 40km rule. No accommodation inside the distance. The college does not have sufficient residences to accommodate all students and transport plans activated at extra costs. Lack of funding to build and contract for accommodation in rural areas.

•TRANSPORT – 10km rule. No transport allowance inside the distance. No formalised transport systems in rural areas.

•ATTENDANCE – We welcome the 80% monthly attendance required as it will improve our retention rate.

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Concerns regarding bursary allocations

•Rules and guidelines not consulted with college prior to issue•Rules and guidelines only issued late 2013 after closing of college•College could not brief students on time•Allocations should make provision for rural colleges•Bursaries are not allocated according to college and student needs

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Administrative challenges regarding bursaries•Differentiated bursaries and systems required•Ownership of the bursary administration process at campus level•Monthly monitoring of student attendance•Students want to receive “change” from the bursary allocation•Transport and accommodation more than 20% of total funds due to rural locality•84% of bursary recipients require transport and accommodation

•Non-submission70

System requirements for colleges

College does not have same system as NSFAS.

Concerns:

•Means Test value reporting and control totals on allocations•Third Party involvement who do not understand the bursary process at the college•Delays in disbursement of allocated funds and payment of claims•No sufficient direct communication between college and NSFAS on systems

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