APPLICATION FOR STUDY LEAVE FOR ALL CATEGORIES
GUIDELINES FOR EMPLOYEES.
1. Application for study leave:
(i) It is essential for employees who are planning to apply for study leave to submit study plans and projected dates
of assessment or frequency of assessments at the start of the academic year. Employees must furthermore
ensure that the subsequent application forms submitted during the course of the year reach their
supervisors/managers well in advance of the actual assessment events. This will enable both the employee and
his/her supervisor to plan effectively in order to ensure that service delivery needs are met. Failure to do so may
lead to requests for study leave being denied on the basis of operational requirements.
(ii) Study leave may only be granted if the studies are in the interests of, and in line with the core functions of the
Department of Health. This provision applies to all categories of study leave. Employees who wish to apply for
study leave (all categories) are required to submit evidence that the studies conform to this requirement.
(iii) All applications for study leave must be accompanied by proof of registration at a recognised educational
institution and examination time-tables/schedules where applicable.
(iv) Special leave is not a right and must be considered with due regard to operational requirements.
(v) While applications for study leave will not be unreasonably denied, supervisors are required to take service
delivery needs into consideration before granting such requests. Employees must therefore ensure that
applications for study leave (all categories) are submitted well in advance since failure to do so may lead to such
applications being denied on the basis of operational requirements.
(vi) Applications for all categories of study leave must be submitted to the employee’s supervisor or manager for
his/her recommendation. Applications must then be forwarded to the Human Resource Component for approval
by the Head of Institution or his/her delegate, who should be on a level not lower than Administrative Officer.
(vii) Evidence of progress must be submitted as soon as available after the end of each academic year.
2. Special/study leave may be granted in the following circumstances:
(i) For formal studies at a recognised institution within the Republic/abroad.
(ii) Study leave to attend lectures/practical classes/tutorials in any subject during normal working hours, will only be
granted if lectures/practical classes/tutorials in that subject are not lectured outside normal working hours.
(iii) Extramural (part-time) or studies through correspondence (scholastic included).
(iv) Research work.
(v) Writing an essay for a thesis for post-graduate qualifications.
(vi) An employee may not be granted study leave to repeat a subject in the event of failure. If, however failure was
due to the operational requirements of the department having conflicted with the employee’s study programme
or exceptional circumstances beyond the individual’s control, further study with pay may, upon application of
the employee, be considered to the employee for this purpose (P7/2002).
(vii) The ten (10) consecutive working days to be taken per annual leave cycle for rest purposes in accordance with
Resolution 7/2000 may not be used for special leave purposes. (e.g. 1 day special leave for every 1 day paid
annual leave.
(viii) Any studies towards a qualification by an employee not enrolled as a student at a recognised educational
institution will be regarded as a skills development intervention and will be dealt with separately in terms of skills
development policy
1
3. Special Study leave for examination:
(i) Study Leave for Examination
(ii) One day special leave to a maximum of 8 days for days on which the employee sits for an examination may be
granted per annum
(iii) Please note that it is 8 days maximum per annum, regardless of the number of subjects or whether subjects are
semester- or year subjects.
(iv) Study Leave for Examination may only be granted for final examinations, in other words examinations that lead
to the conclusion of a subject. It may not be granted for class tests, or any other type of assessment event that
contributes to year marks but does not result in the conclusion of the subject.
(v) Requests for Study Leave for Examination must be accompanied by substantiating documents in the form of
proof of registration at a recognised educational institution and an examination time-table or schedule issued by
the relevant educational institution.
(vi) Special Leave for Preparation
(vii) Special leave for preparation on the day before the examination takes place may be granted up to a maximum
of 8 days per annum, regardless of the number of subjects.
(viii) If the preparation day falls on a weekend or public holiday, the privilege will not be granted. This means that the
working day before the weekend or the public holiday will no longer be granted, e.g. if the examination day
falls on a Monday, the Friday before the weekend will not be granted.
(ix) In the case of a shift worker, working days on weekends and public holidays may be considered for this leave
category. Thus, if the examination day occurs directly after a weekend on which the person is scheduled to work,
one day preparation leave may be granted on the weekend. If the examination day occurs directly after a public
holiday on which the person is scheduled to work, one day preparation leave may be granted on the public
holiday.
(x) Requests for Special Leave for Preparation must be accompanied by substantiating documents in the form of
proof of registration at a recognised educational institution and an examination time-table or schedule issued by
the relevant educational institution.
4. Study leave for preparation purposes (50/50 basis):
(i) This leave may be granted in addition to Examination and Preparation leave.
(ii) A maximum of 8 days’ special leave, supplemented by 8 (or more) days’ annual leave, may be granted per annum,
regardless of the number of subjects or whether the subjects are semester or year subjects. This means that the
special leave portion of study leave taken on the 50/50 basis may not exceed a total of 8 days per year,
regardless of the number of subjects for which an employee may be enrolled.
(iii) Please note that this type of study leave is always linked to the annual leave credit in a leave cycle on a day-for-
a-day basis, i.e. one day’s special leave for one day’s annual leave. An employee should therefore have an
adequate number of annual leave days available to his/her credit that can be linked to the special leave days.
Example: The employee has 13 days’ annual leave to his credit. He requests 20 days study leave on the 50/50
basis. The person may be granted 8 days’ special leave, and 12 days’ annual leave.
Example: The employee has 3 days’ annual leave to her credit. She requests 8 days study leave on the 50/50
basis. The person may be granted 3 days’ special leave and 3 days’ annual leave. The remaining 2 days
must be covered by leave without pay.
(iv) If an employee has exhausted the annual leave credit in a leave cycle as well as the available capped leave credits
(if applicable), no special leave on the 50/50 basis will be granted.
(v) The provision in the Determination and Directive on Leave of Absence in the Public Service whereby 10 days’
annual leave days per leave cycle is regarded as compulsory for annual leave purposes must be taken into
account. The 10 days are therefore not available for use as part of 50/50 study leave.
2
5. Study leave for attending classes/lectures during office hours:
(i) An employee may be granted one day’s annual leave and one day’s special leave for every accumulated 16 hours
when released from duty for this purpose.
(ii) If the person accumulates less than 16 hours in total, the first 8 hours are covered by annual leave. The balance
is covered by special leave.
(iii) If an employee has exhausted the annual leave credit in a leave cycle as well as the available capped leave credits
(if applicable), no special leave on the 50/50 basis will be granted
(iv) The provision in the Determination and Directive on Leave of Absence in the Public Service whereby 10 days’
annual leave days per leave cycle is regarded as compulsory for vacation leave purposes must be taken into
account. The 10 days are therefore not available for use in this leave category.
6. Study leave for post Graduate studies (Thesis bases studies):
(i) Employees who participate in post graduate studies requiring research, development and submission of a thesis
document for achievement of Higher Diplomas, Honours, Masters- and Doctoral qualifications may only utilise
study leave (50/50 basis) for all the actions that leads to the preparation and completion of their said thesis
documents.
(ii) The employer may only give the employees a maximum of 8 days special leave supplemented by 8 or more days
annual leave credits for study leave towards preparation and completion of the said thesis documents within the
parameters provided for within this policy. Such employees do not qualify for preparation and examination leave.
(iii) Sufficient evidence must be submitted that the studies are within the interest and core function(s) of the
department where employed, aligned to the current career path of the employee and will enhance the
competencies and professional capabilities of the employee.
3
APPLICATION FOR STUDY LEAVE
PART A: MUST BE COMPLETED BY THE PROSPECTIVE CANDIDATE
PERSONAL DETAIL
Surname NGUTA
Name SIMBULELE
Title MR
PERSAL number 58389652
ID number 9606085342082
Institution CLINICAL ENGINEERING
Component DENTAL
Rank INDUSTRIAL TECHNICIAN
Salary level 7
HPCSA/SANC number
DETAILS OF COURSE
Educational Institution CPUT
Course POST-GRADUATE DIPLOMA IN ENGINEERING MANAGEMENT
Date 01/02/2024
Place of attendance BELLVILE CAMPUS
TYPE OF LEAVE THAT WILL BE REQUIRED (Please tick the appropriate block)
Special leave (Preparation & Exam) X 50/50 Study Leave
Attending lectures/ classes during office
Post Graduate studies (Thesis bases studies)
hours
PART B: MUST BE COMPLETED BY SUPERVISOR
RECOMMENDATION OF STUDY LEAVE
a. Is course in line with IPDP? Yes No
b. Work will be covered during absence of employee? Yes No
If not recommended give reason:
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
__________
Signature Print name Date
4
PART C: MUST BE COMPLETED BY HEAD OF COMPONENT/INSTITUTION
APPROVAL OF STUDY LEAVE
Approved Not Approved
Comment:
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
__________
Signature Print name Date
PART D: HRD/LEARNING COMMITTEE:
FOR OFFICE USE ONLY
Approved Not Approved
Comment:
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
__________
Signature Print name Date
PART E: HR OFFICE
A COPY OF THE APPLICATION MUST BE SUBMITTED TO THE HR OFFICE TO BE PLACED ON THE LEAVE FILE
FOR AUDIT PURPOSES. THE FOLLOWING MUST BE ATTACHED:
(i) Proof of registration at a recognised educational institution
(ii) Examination time-tables/schedules where applicable.
Signature – HR Official Print Name Date received
5
APPLICATION: SPECIAL LEAVE
SPECIAL LEAVE FOR EXAMINATION, PREPARATION FOR EXAMINATION AND/OR STUDY LEAVE ON A 50/50 BASIS
(Please attach to Application for Leave form (Z1(a))
I, ______ Simbulele Nguta PERSAL no __58389652___________________ the undersigned, hereby apply for the
authorization of the following special leave in obtaining the qualification of ________Post-graduate diploma in Engineering
management____________________. A copy of my exam roster is attached as proof.
Date No of Day of the
Type of leave Subject for which required
From To days week
PREPARATION
FOR 21/05/2024 21/05/2024 1 Tuesday Introduction to quality management
EXAMINATION
(PERSAL 59/595) 23/05/2024 23/05/2024 1 Thursday Commercial Management
20/05/2024 20/05/2024 1 Monday Strategic Enterprise Management
EXAMINATION 22/05/2024 22/05/2024 1 Wednesday Introduction to quality management
(PERSAL 59/596)
24/05/2024 24/05/2024 1 Friday Commercial Management
50/50
VACATION
LEAVE
(PERSAL 50/505)
50/50
STUDY LEAVE
(PERSAL 59/597)
1. I declare that:
(a) the application for preparation for examination(s)/examination(s) leave in respect of above-mentioned subject(s)
is for final examination(s).
(b) at no previous occasions was special leave granted to me for purpose of examination(s), preparation for
examination(s) or study leave in respect of above-mentioned subject(s) and that this leave is not for re-
examination(s) or for examination(s) in respect of a course or subject(s) which I have failed.
2. I undertake to submit evidence of progress as soon as available after the end of the academic year.
06/05/2026
SIGNATURE DATE
6
APPLICATION: SPECIAL LEAVE
APPLICATION FOR STUDY LEAVE FOR ATTENDING CLASSES/LECTURES DURING OFFICE HOURS
(Please attach to Application for Leave form (Z1(a))
I, PERSAL no ___ _____
the undersigned, hereby apply for the authorization of the following special leave in obtaining the qualification of
___________________________________________. A copy of my roster to attend classes/lectures is attached as proof.
Date Time released from duty
Day of the
Type of leave No of Subject for which required
From To From To week
hours
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
16 hours equal to 1 day
vacation – 50/528
Special leave - 59/666
1. I declare that the application for study leave that I have to attend for lectures/practical classes/tutorials are not
lectured outside normal working hours and that I am required to attend classes during working hours.
2. I understand that:
(a) I will be granted one day’s annual leave and one day’s special leave for every accumulated 16 hours when
released from duty for this purpose.
(b) If I accumulate less than 16 hours in total, the first 8 hours are covered by annual leave. The balance is covered
by special leave.
(c) When I have exhausted my vacation leave credits I will not be entitled to special leave.
SIGNATURE DATE
