BRIEF SUMMARY: | Implementation of the Human Capital – Leave Management System |
SUBJECT: | IMPLEMENTATION OF THE HUMAN CAPITAL LEAVE MANAGEMENT SYSTEM (HC-LMS) |
1. | In order to improve access to information and to improve service delivery, the department identified the need for a system to support human capital management related issues. The Western Cape Education Department (WCED) has, therefore, developed the HC-LMS, a management information system to assist principals and managers with staff matters. The HC-LMS has been designed to display current employee information, as captured on Persal. |
2. | The data to be reflected in the HC-LMS will be downloaded weekly from Persal. Principals and managers will be able to log into the system to view progress in respect of matters referred to the Human Capital directorates at Head Office. Communication will be enhanced, as principals and managers will be able to send messages or enquiries on the HC-LMS system. |
3. | The areas of leave, employee attendance, paysheet control and the tracking of contract appointments have been selected as the critical areas that must be addressed by the HC-LMS.Details in this regard are as follows: |
3.1 | Leave ManagementPrincipals and managers will be able to view the leave information of all their staff (educators and public service staff). With regard to incapacity leave, and ill-health retirement cases in particular, principals and managers will also be in a position to monitor the progress of these applications. Head Office, in return, will be able to request outstanding documentation from principals or managers via the HC-LMS. |
3.2 | Employee Attendance RegisterIt will be expected of principals and managers to capture the attendance of all staff on the system. It is compulsory for principals and managers to complete the attendance register daily on the HC-LMS. A cut-off time of 10:00 on a particular day (must) be implemented in due course in respect of the daily capturing of the attendance of employees to increase the effectiveness of the system. This will allow all managers at the different levels to have a complete overview of attendance throughout the system.The register will provide for the following options:Scheduled absence (where the employee has obtained prior approval/ permission for an absence, late arrival, early departure, etc.)Unscheduled absence (where the employee has not made prior arrangements for an absence)Late, with prior approval (where the employee informs the institution in advance of a late-coming)Late, without prior approval (where the employee did not inform the institution in advance of a late-coming) |
3.3 | Pay Sheet ControlThis is a management tool specifically designed for the Directorate: Accounting Services to monitor the return of paysheets to Head Office. Head Office will now be able to send messages to schools on the HC-LMS with regard to outstanding paysheets. Principals and managers will be able to respond with a message on the HC-LMS once they have complied with the request or enquiry. |
3.4 | Contract Appointment TrackingPrincipals and managers will be able to use the HC-LMS to monitor progress with the processing of appointments or arrangement of salary payments to educators on contract after submission of nomination forms. Head Office will be able to send messages to schools if any of the required documentation has not been submitted. |
4. | Access to the HC-LMS web site is obtained in the following way:Go to the Internet browser (6 or 7) and type “lms.wcape.gov.za”The log-in screen will appear.Type in your Persal number and the word “password”.Press the Submit button.The system will prompt you to change your password.It will then request you to confirm the new password.Then press the Submit button.Provided you have the approved access status, e.g. principal or manager, you will have access to all your staff’s records.If you log in as a general user, you will have access to only your personal information.If you log in as a system administrator, i.e. managers at Head Office, you will have access to the records of all personnel at Head Office, district offices and schools.Note: Principals and managers are requested to capture the attendance of staff with retrospective effect from 1 July 2008. |
5. | Registration on the HC-LMSInitially, only principals will be registered on the HC-LMS after completing a registration form signed by the circuit manager. After receipt of the completed registration form, the system administrator at Head Office will register the principal on the HC-LMS and then inform that principal of the granting of access to the system.Public service staff (supervisors) will be registered on the HC-LMS by completing the registration form signed by a line manager.Except for the staff attendance register, principals and managers will not be able to change any data on the HC-LMS. However, a message and enquiry system will be available so that the systems administrator at Head Office can be requested to make changes. |
6. | HelpdeskThe HC-LMS has a helpdesk to assist principals and managers to use the system more effectively. The helpdesk telephone numbers are 021 467 2155, 021 467 2072, 021 467 2046, 021 467 2047 and 021 467 2751.The e-mail address of the HC-LMS is as follows: hclms@pgwc.gov.za.A complete guide to the HC-LMS and its use appears on the log-in screen. |
7. | Principals and managers are requested to bring the contents of this minute to the attention of all employees, including those on leave. Principals are also requested to ensure that a copy of this document is given to the chairperson of the school’s governing body. |
8. | It is trusted that principals and managers will find the HC-LMS a valuable tool with regard to HR management. Colleagues are most welcome to submit inputs or comments with regard to the HC-LMS and the further refinement thereof. |
9. |
Related Resources
Sponsored Guide
Complete Guide to NSFAS Online Loan Application for South African Students (2025)
If you are a South African student looking to pursue higher education but are facing financial difficulties, the National Student Financial Aid Scheme (NSFAS) is one of the most accessible funding options available. NSFAS provides financial aid in the form of bursaries and loans to qualifying students at public universities and TVET colleges in South Africa.
This guide will walk you through everything you need to know about the NSFAS loan application process, from eligibility requirements to application steps and frequently asked questions.
📌 What is NSFAS?
The National Student Financial Aid Scheme (NSFAS) is a government-funded financial aid scheme aimed at helping students from low- and middle-income households to access tertiary education without the burden of upfront fees.
NSFAS offers both bursaries and income-contingent loans:
- Bursaries: For eligible students who meet academic and household income criteria (especially for TVET and university students).
- Loans: For students who do not meet all bursary criteria or who are pursuing postgraduate qualifications not funded under bursary schemes.
✅ Who Qualifies for an NSFAS Loan?
To qualify for an NSFAS loan (especially for postgraduate students or programs not funded under the bursary system), you must:
- Be a South African citizen.
- Be financially needy, with a household income of less than R350,000 per year.
- Have a valid South African ID.
- Be enrolled or accepted to study at a public university or TVET college.
- Not be funded through another bursary program that covers all expenses.
- Maintain satisfactory academic progress (returning students).
📚 Courses Funded by NSFAS
NSFAS primarily funds undergraduate qualifications, but certain postgraduate programs (e.g., PGCE, postgraduate diplomas in education, and professional courses like LLB) may be considered under the NSFAS loan scheme, not bursaries.
If you’re studying:
- Undergraduate degree or diploma: You are likely eligible for a full NSFAS bursary.
- Postgraduate study: You may qualify for a loan, depending on the course and funding availability.
📄 Required Documents for NSFAS Application
When applying, make sure you have the following documents scanned and ready:
- Certified copy of your South African ID or Smart Card.
- Parent(s) or guardian(s) ID documents.
- Proof of income (latest payslips, UIF, or affidavit if unemployed).
- Consent Form signed by your parent(s)/guardian(s) to allow NSFAS to verify income.
- Proof of registration or acceptance at a public institution.
- Academic transcripts (for continuing or postgraduate students).
🖥️ How to Apply for an NSFAS Loan Online
Step-by-Step NSFAS Online Application Process (2025)
-
Visit the NSFAS Website
Go to: https://www.nsfas.org.za
-
Create an Account
- Click on “MyNSFAS” and register your profile.
- You’ll need a valid email address and South African cellphone number.
- Choose a strong password and verify your account via email or SMS.
-
Login and Start the Application
- After registration, log in to your MyNSFAS account.
- Click on “Apply” to begin a new application.
-
Fill in Your Personal Details
- Input your ID number, name, surname, and other details exactly as they appear on your ID.
- Provide household income information and living arrangements.
-
Upload Required Documents
- Upload all supporting documents in PDF or JPEG format.
- Each document must be clear and under the size limit specified.
-
Submit Your Application
- Review your application for accuracy.
- Click “Submit” and wait for a confirmation message.
-
Track Your Application
- Log in regularly to check your application status.
- You will be notified via SMS and email at each stage of the process.
🗓️ Important NSFAS Dates (2025)
- Application Opening Date: September 1, 2025
- Application Deadline: January 31, 2026
- Appeals Period: February 2026 (if rejected)
- Disbursement: After registration and approval
Note: Dates are subject to change; always confirm on the official NSFAS website.
💸 What Does the NSFAS Loan Cover?
NSFAS funding typically includes:
- Tuition fees
- Registration fees
- Accommodation (if living away from home)
- Meals and transport
- Learning materials (e.g., textbooks)
For loans, repayment is only required once you start working and earn above a threshold (around R30,000 annually, but subject to change).
🔄 NSFAS Loan Repayment
Repayments are:
- Income-contingent – you only repay when you can afford to.
- Administered by DHET (Department of Higher Education and Training).
- Interest-bearing, but interest rates are low and favorable.
You can also apply for a partial loan conversion to a bursary if you perform well academically.
🔁 How to Appeal a Rejected NSFAS Application
If your application is rejected, you may submit an appeal via your MyNSFAS portal:
- Log into your MyNSFAS account.
- Click on “Track Funding Progress”.
- If rejected, click on “Submit Appeal”.
- Upload any missing or corrected documents.
- Provide a clear explanation or motivation.
📱 NSFAS Contact Information
- Website: https://www.nsfas.org.za
- Email: info@nsfas.org.za
- Toll-Free Number: 08000 67327 (Monday–Friday, 8 AM–5 PM)
- Twitter: @myNSFAS
- Facebook: NSFAS
📝 Final Tips Before Applying
- Apply early to avoid system overload near the deadline.
- Use your own email and cellphone number (do not use someone else’s).
- Double-check that all your documents are certified and legible.
- Keep a copy of your submission confirmation for reference.
By following this guide, you can confidently apply for NSFAS funding and move one step closer to achieving your academic and career dreams—without the burden of immediate financial pressure.