SayPro Human Capital Training Attendance Register Management Procedure

Document Code: SayProP565
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 19 March 2025
Next Review Date: 19 August 2025

1. Overview

The SayPro Human Capital Training Attendance Register Management Procedure outlines the process for tracking and recording attendance during training sessions within SayPro. This procedure ensures accurate documentation of participation, facilitates post-training evaluations, and ensures that employees meet the required competencies for their roles.

2. Objectives

• To maintain accurate records of attendance for all training sessions.
• To ensure accountability in the training process and measure participation.
• To assist in evaluating the effectiveness of training programs.
• To track the completion of mandatory training for Human Capital.
• To support compliance with company policies and regulatory requirements.

3. Scope

This procedure applies to:

• All SayPro Human Capital (employees and contractors) participating in training.
• Training Facilitators responsible for conducting the training sessions.
• Supervisors and Managers ensuring their teams participate in training.
• HR and Learning & Development Teams responsible for maintaining training records.

4. Training Attendance Register System

4.1 Manual Training Attendance Register

• For smaller or off-site training sessions, a manual attendance register may be used.
• The attendance book will contain the following fields:
  • Employee Name
  • Employee ID
  • Training Title/Topic
  • Date of Training
  • Time In
  • Time Out
  • Signature of Employee
  • Trainer’s Comments (if necessary)

4.2 Digital Training Attendance System

• SayPro uses an automated system to track training attendance for larger training programs.
• Participants will check-in by logging into the training portal or using a QR code provided for each session.
• The system will record:
  • Time of attendance (check-in/check-out)
  • Total duration of training participation
  • Course or training module completion status
  • Attendance confirmation via digital signature (if required)

5. Roles and Responsibilities

5.1 SayPro Human Capital (Participants)

• Ensure attendance is accurately recorded for each training session attended.
• Sign the attendance register (digital or manual) at the start and end of the session.
• Participate fully in all required training and development programs.
• Notify training coordinators in advance if unable to attend a training session.

5.2 Training Facilitators

• Monitor and verify attendance during training sessions.
• Ensure that all participants sign the attendance register (digital or manual).
• Provide feedback on participant engagement and training effectiveness.

5.3 Supervisors and Royal Directors

• Ensure employees attend mandatory training sessions as per company policy.
• Review training participation and follow up with employees regarding absences or non-compliance.
• Report any issues related to training attendance to the HR or Learning & Development Teams.

5.4 HR and Learning & Development Teams

• Maintain accurate records of all training sessions and employee attendance.
• Generate reports on training participation for performance evaluations and compliance tracking.
• Update training records in the system for employees who complete training programs.

6. Training Attendance Recording Procedures

6.1 Pre-Training Attendance

1. Training Registration:
   • Employees must register for training sessions through the training portal or via their supervisor if the session is mandatory.
   • All participants must be pre-registered for the training session.
2. Check-In Process:
   • On the day of training, participants should check in at the start of the session using the digital system or sign-in manually.
   • For manual sessions, employees will need to write their name, employee ID, and sign the attendance register upon arrival.

6.2 During Training

• Facilitators should actively monitor participation to ensure everyone remains engaged.
• Any late arrivals or early departures must be recorded, including reasons for such behavior (if applicable).

6.3 Post-Training Attendance

1. Check-Out Process:
   • At the end of the training session, participants should check out using the digital system or manually sign out.
   • For manual attendance, employees must sign the register at the end of the training session.
2. Final Review:
   • The training facilitator should review attendance to ensure that all employees have properly signed in and out.
   • If any issues arise with attendance (e.g., missed check-ins), the facilitator should immediately report these to HR.

7. Attendance Reports

7.1 Training Attendance Report

• After each training session, HR and the Learning & Development Teams will generate a training attendance report which includes:
  • Employee Names
  • Training Dates
  • Attendance Status (Present, Absent, Late, etc.)
  • Total Duration of Training Completed
  • Completion Status (Completed, Incomplete, Pending)

7.2 Non-Attendance Reporting

• If an employee does not attend a required training session without prior approval, HR and Learning & Development will follow up with the employee and their supervisor.
• Reports of non-attendance will be flagged for further action.

8. Compliance and Review

• SayPro will maintain compliance with internal training policies and external regulatory requirements regarding employee training and development.
• This procedure will be reviewed every six months to ensure that it remains aligned with organizational needs and compliance standards.

9. FAQs

Q1: What happens if I forget to sign the attendance register?

A: If you forget to sign the attendance register, notify the training facilitator immediately. The facilitator will assist in updating the attendance record.

Q2: Can I attend training sessions remotely?

A: Yes, SayPro offers remote access to training for employees who cannot attend in person. Attendance for remote sessions will be tracked through the training portal.

Q3: How do I access my training attendance records?

A: Training attendance records are available in the training portal. You can view your completed training and participation status.

Q4: Can I be penalized for missing a training session?

A: Missing a training session may result in a performance review discussion. Absences should be communicated in advance to your supervisor, and any mandatory training should be completed as soon as possible.

Approved By:
Neftaly Malatjie
Chief Executive Officer