ICSP Online System – ICSP Registration and

application for the 2026 Annual Cycle

ICSP Online System

2026 Annual Cycle

1
 Agenda
▪ Welcome and Introduction
▪ Policy and Guidelines
▪ Legislation and Regulations
▪ About ICSP
▪ ICSP Background
▪ ICSP Phases
▪ Things to know
▪ ICSP System (How to register and verify personal details)
▪ Special Considerations
▪ ICSP System (How to apply for posts)
▪ Algorithm and Releasing of allocation results
▪ Accepting allocation, SWOPS and Appeals
▪ Project Plan
▪ Contact Details

2
Slide 2
ICSP Policy Guidelines (Under revision)

PRINCIPLES AND VALUES UNDERPINNING THE

ICSP
The following principles and values underpin the
guidance document:

• Equity and Fairness

• Integrity, Confidentiality and Privacy
• Consultation and Collaboration
• Transparency and Openness
• Responsibility and Accountability
• Collegiality and Professionalism

3
Slide 3
Regulations and Acts

Legislation and regulations for community service

The placement mandate is established under the following legislation:

I. The Health Professions Act, Number 56 of 1974 (as amended), Section 24A and Government
Notice 620 of 5 August 2011 and
II. The Nursing Act, Number 33 of 2005 (as amended), Section 40 and Government Notice 765 of 24
August 2007;
III. The Pharmacy Act, Number 53 of 1974 (as amended), Section 14A and Government Notice 1157
of 20 November 2000.
Other Legislation and regulations
1. Employment Equity Act, Number 55 of 1998
2. Immigration Act, Number 13 of 2002
3. Promotion of Administrative Justice Act, Number 3 of 2000
4. Protection of Personal Information Act, Number 13 of 2013
5. National Health Act, Number 33 of 2003
6. Public Service Regulations, Government Notice 878 of 2016
These legislative provisions require that health professional graduates must complete Internship or community
service at designated public health facilities, as officially approved and published by the Minister of Health in the
Government Gazette, before they are eligible to register for independent practice with their respective regulatory
bodies.

4
ICSP Background

Internship and Community Service Programme (ICSP)

➢ In 1998, a policy on community service was introduced, mandating health

professionals to complete either 12 months of community service or 24 months
of internship through paid work in the public sector. The main goal of this
policy is to improve the distribution of health professionals in
underserved and rural areas, thereby promoting equitable access to
primary healthcare services.

➢ As outlined in the National Department of Health’s (NDoH) Annual

Performance Plan (APP), all qualifying graduates from institutions of
higher learning must be placed annually in internship or community service
positions, based on the availability of resources.

➢ Each year, the National Health Council (NHC) approves a project plan, which is
implemented via the ICSP Online System—a digital platform used to manage
the placement process.
ICSP – About Internship and Community
Service (ICSP)
About the ICSP Online System
The ICSP Online System, administered by the National Department of Health (NDoH), is the official platform for managing
applications and allocations under the Internship and Community Service Programme (ICSP). It is designed to facilitate the
placement of health professionals who are legally obligated to complete statutory periods of internship and/or community
service before obtaining full professional registration.

The system oversees and coordinates two distinct programs:

1. Medical Internship (Doctors):

In accordance with Section 61 of the Health Professions Act 56 of 1974 and its supporting regulations, all medical
graduates (doctors) are required to complete a two-year medical internship. This internship is a structured period of
supervised clinical training that serves as a prerequisite for full registration with the Health Professions Council of South
Africa (HPCSA) and entry into independent practice.

2. Community Service (16x Fields of Study):

Certain categories of health professionals, are mandated by legislation to complete a one year of community service at an
approved public health facility designated by the Minister of Health. This service is essential for registration as an
independent practitioner with the relevant health regulatory authority (e.g., HPCSA, SAPC, SANC).
Fields of study

Audiologist Clinical Psychologist Diagnostic Radiographer Professional Nurse

(16 Fields of

Diagnostic Sonographer Dentist Dietician Occupational Therapist

Study)

Pharmacist Environmental Health Practitioner Radiotherapy Speech and Audiology Therapist

Medical Practitioner Physiotherapist Nuclear Medicine Radiographer Speech Therapist
Stakeholders

Identified stakeholders - ICSP

Ownership (Allocate applicants)

National Department of Health (NDoH)
Service provider – Health Advance Institute (HAI)

Monitoring:
Statutory Councils (HPCSA, SANC, SAPC, etc.)
Associations and Unions

Student Information:
Institutions of Higher Learnings

Managing final appointments and Conditions of Service

Provincial Departments of Health (PDoH)
Department of Correctional Services (DCS)
South African Military Health Services (SAMHS)
Border Management Authority (BMA)
Local Government (LG)
NHI contracted service providers
Participating Partners (NGOs, Private Sector, Funding Agencies)

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Slide 7
 ICSP Cycles and Phases
Annual Cycle Mid-year cycle
✓ Allocations restricted for commencement 1st January (April); ✓ Allocations restricted for commencement 1 July (Oct);
✓ Agreement vital between Employer/s and Employee/s; ✓ Agreement vital between Employer/s and Employee/s;
✓ Allocated applicants not able to assume duty on these dates will ✓ Allocated applicants not able to assume duty on these dates will
be moved to next Cycle be moved to next Cycle
Add Ons: Add Ons:
❑ Special Consideration allowed ❑ No special Considerations
❑ Swop and Appeals possible ❑ No swop or appeals permitted

2. Verification
of details
4. Allocation
• ICSP open the system
• HEI’s and Councils to for pre-loaded • Publish Final
provide projection students to verify allocations
• Application who • ICSP Run algorithm
data. personal details. • Confirm/accept
verified their • Review algorithm results
• Bursary holders to be allocations by
• Self-Registration of personal details • Publish Preliminary applicants
confirmed. studied abroad and and are eligible allocations.
• Confirmation of posts • Provincial
other applicants not may apply for • Applicant exchanges contracting
by stakeholders. yet registered in the available posts. (SWOPS)
• Updating of Facility • Employment
system. • ICSP review & • Applicant appeals confirmation of final
Priority ranking and approve • Appeals review
posts requirements • Applicants indicate if allocations
personal • Applicant eligibility
personal considerations • Generate
consideration is confirmation from Higher Community Service
1. Preparation required and provide education institutes and completion
supporting Councils certificate
3. Application
documents.
5.Close the
Loop

8
 ICSP – Information Things to Know!!

Official System (No other platform used for placement)

• All placements are managed exclusively through the ICSP Online System. No manual applications or
placements outside the system will be accepted.

Strict Application Deadlines and Eligibility

• Application deadlines are non-negotiable. Applicants who fail to apply within the designated period may still
submit late applications; however, these will be marked as late and do not guarantee placement.
• Only applicants who are fully qualified and available to start work between 1 January and 30 April (with all
examinations and academic requirements completed and passed) will be considered for the annual intake.
Those who qualify after April will automatically be deferred to the Midyear Cycle (July to October).

Honesty and Accuracy Required

• Applicants must provide complete, accurate, and truthful information as per the system’s terms and conditions.
Any attempt to submit false or misleading details, or to manipulate the process, will result in referral to the
relevant professional council or regulatory body for possible disciplinary action.

Start Date is Binding

• Applicants must carefully and accurately indicate their availability date during the application process.
Placements are based on this declared date, and failure to report on time may result in removal from the
allocation list and forfeiture of the placement.
 ICSP – Information (Continue) Things to Know!!

Post Rejection Consequences

• Rejecting your allocated post can significantly delay your placement. Due to the limited number of available
posts, declining an offer may lead to your spot being assigned to another candidate. Alternative
placements cannot be guaranteed.

Re-Application Restrictions
• Applicants who have already signed an employment contract and commenced work under the ICSP
are not permitted to re-apply in future cycles.

Placement Flexibility Policy

• If applicants cannot be placed at their preferred facilities, the National Department of Health (NDoH)
reserves the right to allocate them elsewhere using the following priority order:
a.Primary district
b.Secondary district
c.Third, fourth, or fifth district

• If district-level placement is not possible, applicants may be assigned to a facility in:

a.Primary province
b.Secondary province
c.Tertiary province
This ensures optimal distribution of professionals across the country’s healthcare system.
 ICSP – Information (Continue)

Beware of Scams
• The ICSP does not charge any fees for placement, swaps, or assistance. It also
does not communicate via WhatsApp, Facebook, Instagram, TikTok, or any
unofficial platforms.
Never exchange money or personal details with anyone claiming to represent
ICSP outside official channels.

Official Communication Channels

• All queries, requests for support, or assistance must be directed to the official
ICSP Help Desk. Applicants are strongly encouraged to use only the recognized
communication platforms provided by the NDoH and ICSP Online System.

Failure to comply with any of the above rules may result in disqualification or
disciplinary action. Applicants are responsible for staying informed and adhering
to all system guidelines.
WARNING: All allocations are subject to provincial confirmation.
An allocation is not the equivalent of an offer of employment. No
permanent or irreversible decisions should be made until a written offer
of employment is received from the province or relevant department.
ICSP Online System

Registration and Verification

12
 ICSP Online System – Registration and
Verification
• Projections:
The National Department of Health (NDoH) has requested that Higher Education
Institutions (HEIs) submit information for final-year students to the ICSP. This data to be
pre-loaded into the ICSP Online System, automatically generating profiles for these
students within the platform.

• Login Details:
Students whose information has been successfully pre-loaded into the system will receive
communication containing their login credentials to access the ICSP Online System.

• Self-Registration:
Students who did not received login details can still access the ICSP portal by self-
registering. This may happen for a variety of reasons, such as:
❑ The student's data was not provided to ICSP
❑ The student's data was incomplete or incorrect (e.g., incorrect email addresses)
❑ The student attended an institution outside South Africa or studied at a non-
participating university within South Africa
In these cases, students can proceed with self-registration to ensure their participation in the
ICSP process.

• System will use I.D number, name, surname,

email and telephone number to very applicant
registration.
ICSP Online System - Website

Website

ICSP website provide relevant information with a link to login into the Online System:
➢ https://www.health.gov.za/icsp (NDoH)
➢ https://icsp-doh.org.za

Information panel Login button

ICSP Online System – Login Page
ICSP Online System - Access

ICSP Online Login

1. Students will receive an email notification to create password with a link to login to the ICSP Online System.
o “Check spam filters / folder” and all email addresses (private and University email)
17

ICSP Online System - Login

• In case no email notifications was received, applicants can self-register and follow
similar process to set and confirm their password.
• Applicants will be required to acknowledge and accept disclaimers upon logging into
the system, confirming that they understand the terms and conditions of using the ICSP
Online System and that all information provided is truthful and accurate.
18
ICSP Online System - Access

ICSP Online Login

1. Students will receive an email notification to create password with a link to login to the ICSP Online System.
o “Check spam filters / folder” and all email addresses (private and University email)
ICSP Online System – Login Page
21

Website

Timelines

Indicate if you have verified your personal information

 ICSP Online System – Verification of
personal details

Steps to follow in verifying and

updating your personal
information:
1. Step one
1. Personal Information
2. Update address
3. Provide background
Information
4. Bursary holder status
confirmation
5. Special Consideration
application

• After you have verified your

personal details the ICSP
system will notify you that
your details have been
updated.
23
ICSP Online System – Verification of
personal details

Complete permanent
address.

• This will assist ICSP 2. Step two

Online System to identify
your permanent residence
in the case of no allocation
could be made against
your 1-5 Choices
24
ICSP Online System – Verification of
personal details

Background information

➢ This will confirm for which field of study you wish

to apply for in the cycle
➢ Make sure to confirm field of study. If you
indicated wrong field, you may not be allocated
during the cycle.
➢ Your Institute of Learning must be indicated. 3. Step three
➢ Al applicants who studied outside of South Africa
must complete Board exams with the Health
Profession Council of South Africa (HPCSA). (If
option is selected then tick boxes will appear for
confirmation if Board exams is completed.
➢ Applicants need to indicate when studies will be
completed or have already completed.
➢ Applicants needs to identify the date when they will
be able to assume duty. – Start Date
➢ If you will not be able to assume duty as
indicated, then ICSP will remove applicant
form the posts and re-allocate someone ells
into the posts.
➢ Assumption date will also be linked to posts
start dates. You will not be able to apply for
posts outside your starting date.
 ICSP Online System – Verification of
personal details
Bursary Information

• You will be asked to indicate whether you are a Government

Bursary holder by selecting Yes or No.
(Relevant stakeholders will verify your bursary status prior to the
post application phase.)
• Medical Internship – internship is an extension of training and 4. Step four
can be completed in any Province. However, they will be required
to return to the province that funded their study for community
service. Interns should factor this into any financial and personal
decision that will impact upon the inevitable relocation at the end
of their internship back to the funding province.

Important guidelines for bursary holders:

➢ Community Service bursary holders are only eligible to apply for
posts within the province where the bursary was awarded.
➢ If you have a copy of your bursary contract, you are encouraged to
upload it for verification.
➢ Please ensure you specify the province from which your bursary
was received.

Important Notice:
If you do not declare your bursary status during the application
process and the ICSP later confirms that you are a bursary holder
after results have been released, your original allocation will be
cancelled. You will then be reallocated to any post within the
province where you are required to complete your work-back
obligation
26
ICSP Online System – Verification of
personal details
Special Considerations
➢ Applicants may submit personal motivations for special consideration during the
application process. However, it is important to understand that submitting a motivation
does not guarantee approval or influence in the allocation process, as placement
decisions are subject to resource availability.
➢ Each request will be reviewed by a designated committee.
➢ Where an applicant’s placement could reasonably affect the well-being of a dependent, 5. Step five
child or pose a health risk due to a pre-existing medical condition, efforts will be
made—where feasible—to accommodate such needs.
➢ Please note that health-related considerations will only be accepted for conditions
requiring ongoing, intensive management, and do not include long-term stable
conditions that require only periodic monitoring.
➢ Personal motivations submitted via the ICSP Online System will be evaluated based
on the following three components:
➢ The nature of the request,
➢ Certified supporting documentation, and
➢ A quantifier (relevant metric or factor used to assess impact).
➢ Applicants are strongly encouraged to review the documentation requirements for
each type of personal consideration and ensure that all necessary documents are
uploaded with their application. - Failure to submit the required documentation will
result in the personal consideration not being reviewed.
➢ Any documentation found to be inaccurate, falsified, or misleading will be referred to
the appropriate statutory body for investigation into the professional conduct of the
applicant and/or the treating healthcare professional.
➢ All supporting documents must be fully completed and signed by the relevant parties.
Incomplete or unsigned submissions will not be considered, and the applicant will be
treated as a standard applicant.

*Required Forms (Annexures) to be downloaded form the ICSP

Online System or ICSP Website
 ICSP – Special Consideration
application for the Annual Cycle
Considerations that WILL be considered Considerations that WILL not be considered

1. Own Health Needs (Applicant) 1. Student and Other Loans

Applicant
2. Pregnancy. related 2. Own health needs that do not require active
only
3. Children. management by a specialist

4. Social Compact. (Rural and underserved areas) 3. Health needs of Family or Friends
4. Property ownership
Key Guidelines for Special Considerations: 5. Religion
➢ If you select the special consideration option, you must
6. Legal Matters
upload all required supporting documentation based on
the stated criteria.
➢ Incomplete or missing documents will result in your
application not being reviewed due to insufficient
information.
➢ Requests based on personal health concerns will be
referred to a panel of health professionals for
assessment and approval. WARNING: Special or personal consideration motivations will
➢ Social Compact - Only allowed to priority 1 posts or posts be considered during the application process. However, it
classified as rural facilities. (Internship and Clinical should be noted that submitting such a motivation does not
Psychology posts not applicable) guarantee it will be accepted or applied in the allocation
processes.

*Applicants may apply for more than one special

considerations
 ICSP – Special Consideration
application for the Annual Cycle

Own ANNEXURE A – Personal Health Medical Declaration

Health
Needs • For the Applicant:
Complete this form if you are requesting special consideration due to a pre-existing
medical condition as part of your application for a medical internship or community service
placement. The form must also be completed by the healthcare professional currently
treating your condition.

• For the Attending Healthcare Professional:

You are requested to confirm that the applicant has a medical or health-related condition
that requires ongoing and/or specialized care, which may necessitate special
consideration during placement. Please ensure all sections of the form are completed in
full and signed.

Children ANNEXURE B – Personal Consideration: Child (0–19 Years)

• Complete this form if you are requesting special consideration based on the care of a child
aged 0–19 years as part of your medical internship or community service application.
Once all required sections are completed and signed, upload the form along with your
application on the ICSP Online System
• An affidavit must be submitted if you are the legal guardian of the child(ren).
 ICSP – Special Consideration
application for the Annual Cycle

Pregnancy ANNEXURE C – Personal Consideration: Pregnancy

• Complete this form if you are requesting special consideration based on pregnancy as part of your
application for a medical internship or community service placement. Once the form is fully completed
and signed by the relevant parties, upload it along with your application on the ICSP Online System.

Social ANNEXURE D
Compact • Applicants may apply for the Social Compact program community service or internship placements.
• By selecting the Social Compact program, applicants will be restricted to applying solely for
positions classified as Priority 1 or those located in rural areas or facilities.
• Type A - If both applicants are pursuing placement for Community Service, it is mandatory to include the
ID number of the person you wish to be placed together.
• Type B - Should you wish to apply for social compact with someone who is outside community service,
and you seek to be placed in proximity, you must submit supporting documentation to substantiate your
request. These documents will be used to verify and authenticate your application.
• Required Documents:
• Copy of your marriage certificate or;
• Affidavit – You must submit an affidavit confirming that both of you are jointly requesting placement
near to each other. This affidavit can be obtained from a police station or other relevant authority.
• Appointment Letter/Employment Contract – Provide proof of your partner or friend’s stable
employment, such as an appointment letter or employment contract, to confirm their permanent
position in the private sector.
30
ICSP Online System – Verification of
personal details

Step 1 Step 2

Steps to View and Verify Personal Details:

1. View and update your personal details.
2. Verify and confirm your personal details. Once your details are verified and updated, the ICSP system will notify you
that the update has been completed.
3. Adhere to the specified timelines. These will be displayed on the website and at the top of the system when logged in.
4. Applicants can log in to the ICSP Online System at any time to update their details. However, once the application
period closes, you will no longer be able to update your personal information.

WARNING: You will not be able to apply for a positions if you

did not verify your personal details on the ICSP system.
31

Application for a posts

32

Information:
1. Use of the Official ICSP System Only
• Only approved posts provided by the Department of Health (DoH) will be available for allocation.
• No posts outside the system may be used or considered. (Posts are specific to each cycle and may
differ from previous cycles).
• Only the official system may be used to identify and apply for available posts.
• Posts will only be visible and available once the application system opens.

2. Selling or Transferring Posts is Prohibited

• Once allocated, applicants may not sell, transfer, or give away their post under any circumstances.
• Any such action may result in disqualification from the process.

3. Allocations Are Not Employment Offers

• An allocation does not constitute a formal offer of employment.
• All allocations are subject to confirmation by the relevant Provincial Department of Health.
• Allocations may change based on provincial service delivery needs.
• Do not make permanent or irreversible decisions (e.g., relocation, resignation, financial
commitments) until a written offer of employment is received from the province or responsible
department.

4. Editing Applications
• Applicants may edit their application as many times as needed while the system is open.
• Once the application window closes, the system will use the most recent submission to determine
allocations.
 Information:

5. Facility Preferences and Final Placement

• While every effort will be made to place applicants in their preferred facilities, this is not guaranteed.
• If necessary, the National Department of Health (NDoH) reserves the right to place applicants:
• Any of their 3x preferred provincial choices
• Within the same district (primary, secondary, or tertiary levels), or
• Anywhere in the country, depending on availability and service needs.

6. Failure to Assume Duty

• If an applicant is unable to assume duty on the allocated date, the allocation will automatically
expire, unless special approval is granted by:
• The NDoH,
• The Internship and Community Service Programme (ICSP), and
• The Provincial Head of Department.
• The applicant will then need to wait for the next application cycle to reapply.

7. Transparency During Application

• While applying, you will be able to view the number of applicants per post as well as the number of
posts available, allowing for informed decision-making.
• When selecting facilities more information regarding the posts will be made available – Post
requirements

Be sure to apply for the 5x facilities that genuinely interest you and where you
would be excited to work. It’s important to choose locations that align with
your career goals and personal preferences, as this will help ensure a fulfilling
and successful experience.
ICSP Online System

• Applicants will be informed when the ICSP Online System open for posts application:
• Email notification
• ICSP Website
• Applicants log on to the ICSP Online System with login credentials
35

ICSP Online System

• When the system open for posts application the application tab will be made active
until the closing date. Click on the application button to apply for a posts when the
application phase is open

• Applicants have the flexibility to explore different options and make changes to their
choices even after submitting their application. However, once the application period
closes, the most recent selections you made will be considered your final choices. Be
sure to review your preferences carefully before the system shuts down for
submissions.
36

ICSP Online System: Study Leaver

Dropdown Box – view posts

Study Leaver
• Can only select where applicant must work back as per the agreement.
• When selecting facilities more information regarding the posts will be made available – Post
requirements:
• Posts start date
• Accommodation provided
• Rural facility or not (Priority 1-3)
• Rural – Priority 1
• Semi urban – Priority 2
• Urban – Priority 3
• Anny other posts requirements
37

ICSP Online System: Bursary Holder

Dropdown Box – view posts

Bursary Holder
• Only applicable to Government bursary holder that needs to work back in a specific province /
department.
• When selecting facilities more information regarding the posts will be made available – Post
requirements:
• Posts start date
• Accommodation provided
• Rural facility or not (Priority 1-3)
• Rural – Priority 1
• Semi urban – Priority 2
• Urban – Priority 3
• Anny other posts requirements
38

ICSP Online System: Other Applicants

Other Applicants:
• Applicants will have two options when applying for a post.
• Click on your preferred option to proceed to the next screen. (You may
scroll back at any time to change your selection.)
39

ICSP Online System

Dropdown Box – view posts

Option 1 – 3,1,1 Split
• Click on the drop-down boxes to select provinces and facilities
• When selecting facilities more information regarding the posts will be made available –
Post requirements:
• Posts start date
• Accommodation provided
• Rural facility or not (Priority 1-3)
• Rural – Priority 1
• Semi urban – Priority 2
• Urban – Priority 3
• Anny other posts requirements
40

ICSP Online System

Option 2 – 2,2,1 Split

• Click on the drop-down boxes to select provinces and facilities
• When selecting facilities more information regarding the posts will be made available –
Post requirements:
• Posts start date
• Accommodation provided
• Rural facility or not (Priority 1-3)
• Rural – Priority 1
• Semi urban – Priority 2
• Urban – Priority 3
• Anny other posts requirements
41

Algorithm and releasing of

allocation results

The main goal is to improve the distribution of

health professionals in underserved and rural
areas, thereby promoting equitable access to
primary healthcare services.
 The ICSP allocation algorithm:
➢ Based on the information provided in the application, applicants will be grouped into specific cohorts, which
may include factors such as professional category, bursary status, employer (NDoH, PDoH, SAMHS, DCS, or
other), citizenship status, and more.

➢ The ICSP Online system will first identify applicants who meet the criteria for each cohort. Once the
cohort is defined, applicants within that group will be randomly ordered. The system will then apply an
allocation algorithm, starting with the first-choice preferences and allocating placements accordingly. It will
continue to the second-choice preferences, and so on, ensuring every applicant in the cohort is placed before
moving on to the next cohort.

➢ Applicant choices will also be prioritized by post importance. Priority 1 posts will be filled first, followed by
Priority 2, and Priority 3 posts will be filled last.

➢ If all of an applicant's choices are exhausted and there are still remaining applicants within the cohort, those
applicants will be placed in an "unallocated pool." From this pool, the system will again randomize the
applicants and attempt to place them in their preferred district choices. If placement in the district is not
possible, the algorithm will attempt to allocate them within their preferred provincial choices instead.

➢ Allocations will only be made for fully compliance applications. Once the allocation process is complete,
applicants will receive email notifications confirming their placements.

➢ Algorithm is based on applications and distribution of health professionals across the country and not
based on University information.
43
The algorithm process:

The ICSP algorithm will prioritise cohorts in the following order :

Medical Interns: South African / Permanent Residents
1. South African / Permanent Residents – Applicants with Special Considerations.
2. South African / Permanent Residents – Other applicants

Community Services: South African / Permanent Residents

For each field of study:
1. South African Study Leavers / Bursary Holders – Provincial Departments, SAMHS, Correctional Services.
2. South African / Permanent Residents - Special Considerations
3. South African / Permanent Residents - Provincial Department, SAMHS, Correctional Services
4. South African / Permanent Residents - Private facilities (NHL’s and Pharmacies)

Non-South African applicants will only be considered for allocation once all South African citizens and permanent residents
have been successfully placed, and confirmation has been received that they have assumed duty. This ensures that the
allocation process prioritizes local applicants before extending opportunities to non-South Africans.

Medical Interns: Other Nationalities Community Services: Other Nationalities

1. Refugee and Asylum Seekers. 1. Refugee and Asylum Seekers.
2. Foreigners 2. Foreigners

• Once a province confirms an allocation, the individual is automatically placed in that post and the province
will communicate further with them to finalise the process.
44
Release of Allocation Results:

Release of Preliminary Results:

• The ICSP will first release preliminary allocation results to key stakeholders before making
them available to applicants.
• This early access allows stakeholders—such as provincial departments and bursary funders—to
verify that their bursary holders have been placed at the appropriate facilities.
• It also provides an opportunity to ensure that the strategic distribution of health professionals,
particularly in rural and underserved areas, has been effectively achieved, thereby supporting
equitable access to primary healthcare services.

Release of Final Allocations to Applicants:

• Once a province confirms that the preliminary allocations meet their staffing and service
requirements, the placements are finalized. Applicants will then be notified that final allocation
results have been released and will be able to log into the ICSP Online System to view their
assigned placement.
• After viewing their allocation, applicants will be required to either accept or decline the offer within
two weeks of the results being released. – if not accepted the system will automatically remove you
form the allocation.
45

Accepting allocation
after results have been
released on the ICSP
Online System
46

ICSP Online System

• Applicants to log into the ICSP Online System to accept allocation

47

ICSP Online System – Accepting allocation

Step 2
Step 1

• Applicant confirming accepting of allocation

ICSP Online System – Accepting allocation

• Applicants accepted allocation • Applicants abled to download

allocation letter
49

ICSP Online System – Allocation Letter

Allocation Letter

• After accepting allocation, applicants must download

the allocation letter form the system.

• This letter to be used to communicate with

departments to confirm your allocation.

• Allocation letter can only be used as proof of your

allocation. (No financial commitment can be made
with this letter)

• Bar code can be scanned to confirm allocation

• Departments to engage with applicants to finalize

contract and issue appointment letter and confirm
your appointment – Letter can be used for financial
commitments.

• Once appointed you may not re-apply on the ICSP

System. Rules of Condition of Service will need to
be followed.
50

SWOP Application
The main goal is to improve the distribution of
health professionals in underserved and rural
areas, thereby promoting equitable access to
primary healthcare services.
 Initiate Withdraw or SWOP:

Accept Original Allocation Straight rejecting allocation Requesting a Swop

Results Released

or or SWOPS

Applicants accepting the allocation online Rejecting allocation: Applicant request to SWOP to another
• Able to download allocation letter after • Withdraw application from the Annual Cycle facility:
accepting the posts (No changes after • Applicant will need to re-apply next available • Apply to SWOP current allocation.
accepting the posts will be allowed) cycle • Bursary Holders (Comm Serv Only) !!
Start Contracting exchanges for bursary holders are limited to
• Conditions of Service posts that are within the Province. No
exchanges that result in inter-provincial
reallocation of the bursary holder will be
allowed
52

SWOP Process:
Exchange of Allocations (SWOP Process)
Overview
Following the release of the initial allocation results, applicants will have the opportunity to request an exchange of placement, commonly
known as a SWOP. This process is designed to accommodate applicants seeking mutual exchanges with others.

SWOP Request Process

• SWOP requests may only be submitted during the official SWOP period, which opens after the initial allocations are published.
• All requests must be made exclusively through the ICSP Online System. Requests submitted through any other platform or medium will
not be considered.
• The exchange process is fully managed electronically to ensure fairness, transparency, and efficiency.

How It Works
• Applicants who are dissatisfied with their allocation may submit a SWOP request by indicating the facility or area they prefer.
• The system will automatically match applicants seeking reciprocal placements based on these preferences.
• During this time, the applicant retains their original allocation until a successful SWOP is confirmed.

Eligibility
• Only applicants who have not been allocated to any of their top 5 preferred choices are eligible to apply for a SWOP.
• This rule emphasizes the importance of selecting your preferences thoughtfully during the initial application and to make sure you are willing
to go to any of your 5 (five) choices.

Important Conditions
• If no suitable match is found, or if the SWOP is not approved, the applicant will remain in their original allocation. No further changes
will be made.
• Once a SWOP result is generated, applicants will be placed in their new facility whereby the applicant must accept or decline the
exchange within 5 working days of the result being released. Failure to respond within this timeframe will result in automatic rejection of
the SWOP. (If an applicant reject SWOP, then the applicant will be placed in an unallocated pool that will randomly allocate applicants to
any posts in the Country.
By participating in the SWOP process, applicants agree to abide by all policies and deadlines. Late
submissions or attempts to bypass the official system will not be accommodated.

Monitoring Your Request

• Applicants are strongly encouraged to log in regularly during the SWOP period to check for updates
and respond to SWOP outcomes in a timely manner.
ICSP Online System – Application for a
SWOP in the Annual Cycle

Step 1

Step 2

• Applicant not placed within 1-5 Choices

• Applicant forfeit first allocation if swop was successful
ICSP Online System – Application for a
SWOP in the 2025 Annual Cycle

Request SWOP to be in:

• Province – anywhere in a specific province
• District – anywhere in a specific District
• Specific facility – you only want to be swoped to a specific facility
55

Appeal Allocation
The main goal is to improve the distribution of
health professionals in underserved and rural
areas, thereby promoting equitable access to
primary healthcare services.
 Accepting SWOP or initiate Appeal

Successful SWOP SWOP not successful Apply for an Appeal

SWOP Results

• Able to download allocation letter (No Rejecting allocation Attention Bursary Holders!
Please note that exchanges for bursary holders are
changes will be allowed) • Applicant will remain in their original
strictly limited to posts within the province that awarded
• Start Contracting allocation.
the bursary. Inter-provincial exchanges or
• Conditions of Service • If an applicant still rejecting the posts, then reallocations will not be permitted under any
you will forfeit your allocation and be circumstances. Bursary holders must remain within the
classified as unallocated. province that funded their studies, and any appeal
• You may apply for an appeal, but no request must align with this requirement.
guarantee will be given that appeal will be
successful.
57

Initiate Appeal
Appeal Process
Eligibility
• Applicants may submit an appeal only if the following two conditions are met:
• They were not allocated to any of their top five (5) preferred choices, and
• They did not secure a placement through the SWOP (exchange) process.

How to Submit an Appeal

• The appeal process will be conducted entirely through the ICSP Online System.
• Appeals may only be lodged after the SWOP period has officially closed.
• To submit an appeal, applicants must:
• Use the designated appeal function on the system.
• Include a motivation letter and/or supporting documentation to justify the appeal.

Important Conditions
• By submitting an appeal, the applicant automatically forfeits their current allocation.
• This means they may be reassigned to any available post, regardless of original preferences.
• The Appeals Committee will review each submission individually, assessing the motivation and any accompanying documents
on a case-by-case basis.
• If a suitable and available post is identified—one that aligns with national health system needs—a new allocation will be made.
• The committee will also consider the impact of the applicant vacating their initially allocated post, particularly with respect to
continuity of service delivery in that area.

Guidance to Applicants
• Appeals should be submitted only in cases of genuine hardship or compelling personal or professional circumstances.
• Please note that the outcome of an appeal is not guaranteed, as it depends on:
• The availability of suitable posts, and
• National and provincial health service requirements.

We strongly encourage students to select their preferences carefully during the initial application phase
and only pursue an appeal when absolutely necessary.
Accepting Appeal
 Accepting / Rejecting Appeal

Accept Appeal Reject appeal

Appeal results

Moved to
• Applicants allocated to
• Rejecting allocation – If
Unallocated Pool
new facility - Able to
rejecting, then applicants
download allocation letter
will be moved to the
after accepting the posts (No
unallocated pool
changes after accepting the
posts will be allowed)
• Start Contracting
• Conditions of Service
Rejecting Allocation After an Appeal:
➢ Applicants who choose to reject their allocation after the appeal process will be flagged
accordingly and placed into the unallocated pool. Once in this pool, they may be
randomly assigned to any remaining available posts across the country, regardless of
their initial preferences.
➢ Alternatively, these applicants may choose not to accept any placement and instead
reapply during the next ICSP application cycle. However, applicants should be aware
that declining an allocation after an appeal significantly reduces the level of control over
future placements and may delay entry into the workforce.
Annual Project Plan - ICSP
 ▪ Draft Project Plan – 2025 Annual Cycle

ICSP Project Plan - Annual Cycle

Phase Process Timeline
Preperation Phase System suport Ongoing
Preperation Phase Admin training Ongoing
Preperation Phase Coordinators training Ongoing
Preperation Phase ICSP Workshop Feb Feb
Preperation Phase ICSP system readiness Feb March
Preperation Phase ICSP Load previous Cycle posts March May
Preperation Phase Annual cycle - Pharmacy Council meeting Ongoing
Preperation Phase Annual cycle - HPCSA meeting Ongoing
Preperation Phase Annual cycle - SANC meeting Ongoing
Preperation Phase Annual cycle - HEI meeting (Data/system) Ongoing
Preperation Phase Annual cycle - HEI upload student data March April
Preperation Phase Annual cycle - Stakeholders verify post March July
Preperation Phase Annual cycle - Meeting with provinces By Weekly updates
Preparation Phase Annual cycle - Meeting with Associations Monthly updates
Verification Phase Annual cycle - Self registration and verifications July Aug
Verification Phase Annual cycle - Upload and verify bursary data March Aug
Verification Phase Annual cycle - Data analysis March Aug
Application Phase Annual cycle - Applications Aug Aug
Application Phase Annual cycle - Special Consideration reviews (Panel) July Aug
Application Phase Annual cycle - Data analysis Aug Aug
Application Phase Annual cycle - Confirmation of Eligible applicants April Aug

61
 ▪ Draft Project Plan – 2025 Annual Cycle - Cont.

ICSP Project Plan - Annual Cycle

Phase Process Timeline
Allocation Phase Annual cycle - Run Algorithm Sept Sept
Allocation Phase Annual cycle - Release preliminary Results (Provinces) Sept Sept
Allocation Phase Annual cycle - Review feedback from provinces Sept Sept
Allocation Phase Annual cycle - Data Analysis Sept Sept
Allocation Phase Annual cycle - Release preliminary Results (Applicants) Oct
Allocation Phase Annual cycle - Applicants accepting allocation / rejecting Oct Oct
Allocation Phase Annual cycle - Applicants accepted allocating start with contracting phase Oct
Allocation Phase Annual cycle - Open swops Oct Oct
Allocation Phase Annual cycle - Swops algorithm and release result to applicants (Swops) Oct Oct
Allocation Phase Annual cycle - Applicants accepting allocation / rejecting Oct Oct
Allocation Phase Annual cycle - Applicants accepted allocating start with contracting phase Oct
Allocation Phase Annual cycle - Open appeals Nov Nov
Allocation Phase Annual cycle - Appeal analysis (Committee) Nov Nov
Allocation Phase Annual cycle - Appeal implimentation and release to Provinces Nov
Allocation Phase Annual cycle - Release final allocation to applicants (Appeals) Nov
Review Phase Annual cycle - Applicants accepted allocating start with contracting phase Nov Dec
Review Phase Feedback from HEI's / Councils Nov Dec
Review Phase Reconsiliation Nov Feb
Contact Details
 Communication - ICSP

Contact details:
Help Desk - icsp@hai.co.za (Preferred method)
➢ Website - https://www.health.gov.za/icsp (NDoH) or https://icsp-doh.org.za (System)

o ICSP Help desk – (012) 346 0700

➢ Every provincial department have a specific coordinator to assist with Internship and Community Services specifically.
➢ The website will provide the contact details of all relevant departments, South African Military Health Services (SAMHS) and the
Department of Correctional Services (DCS) coordinators.
➢ No applicants are allowed to walk in at the National Department of Health, only by appointments will be acceptable.
➢ Applicants is not allowed to contact provincial departments to apply directly for a posts. All available posts will be on the ICSP system
when application phase opens.

Individuals acting on behalf of the applicant

➢ In line with the Protection of Personal Information Act, the NDoH will be unable to engage with any individual or family member claiming to
be acting on behalf of an applicant, unless that person is the applicant’s appointed legal representative, or the applicant has granted
written consent to the NDoH that the nominated person may receive specific information regarding their application.

Very Important Notice:

➢ The ICSP does not communicate through social media platforms such as Facebook, Instagram, or TikTok. All
official communication will take place only through the ICSP Online System or via official email correspondence.
➢ Furthermore, do not exchange money with anyone claiming to offer assistance with placement or allocation. The
ICSP has a strict zero-tolerance policy for bribery and corruption. No payments or favors are required or
accepted at any stage of the application, allocation, or placement process.
➢ If you encounter any suspicious activity, please report it immediately through official ICSP channels. Stay vigilant and
protect yourself from scams.
65

SCAM!!!
Thank you