SayPro Minutes of the Meeting on Onboarding, Interviews and Appointment of 50 Hosted TVET Learnership on 22 May 2025

Date: 22 May 2025

Time: 11:00am, Teams Meeting
Recording: Recap: SayPro Tshwane South TVET Meeting 22 May

Draft of the minutes : https://staff.saypro.online/drafts-of-the-minutes-21-05-2025/

Agenda Items

1. SayPro Job Application Updates – Chief Human Capital Officer
2. SayPro Recruitment Management – Chief Marketing Officer
3. SayPro Interview Management – Chief Human Capital Officer
4. SayPro Contract Management – Chief Human Capital Officer
5. SayPro Onboarding and Work Commencement – Chief Marketing Officer

Meeting Proceedings

Introductions

• Mr. Nkiwane opened the meeting and welcomed all attendees.
• Mr. Malatjie thanked everyone for attending and stated the purpose of the meeting was to confirm readiness for project commencement.

Key Discussions & Decisions

1. CV Submissions
   • Sinenhlanhla: 35 CVs received out of 50; more are being submitted.
   • Deadline for submission: Monday, 26 May 2025.
   • Thomas confirmed he has contacted all learners and will ensure remaining CVs are submitted by the end of the day.
   • Action: Mr. Mabusela to send the list of the 35 submitted candidates to Thomas.
2. Document Submission
   • Thomas inquired about the document submission process.
   • Mr. Malatjie: If candidates submitted via SayPro Jobs, supporting documents must be emailed separately.
3. Interviews
   • Once all documents are received, the team will proceed with interviews (Step 3).
   • Interviews will be scheduled between Monday to Wednesday, 26–28 May 2025.
   • By 28–30 May 2025, appointment letters must be signed.
   • Induction is scheduled for 2 June 2025.
4. Communication & Reporting
   • Daily updates will be provided on attendance, document submissions, and general progress.
   • Introduction meetings with SayPro team scheduled for 3–6 June 2025.
   • Interns to check in weekly at the office, only when they do not have classes.
   • A weekly office attendance schedule will be created, inclusive of daily team meetings.
5. Learnership Duration
   • Thomas: The learnership spans five months, running from November 2024 to October 2025.
   • Only learners outside the core group of 50 are required to attend classes.
6. Performance Reporting
   • Performance reports will go through Thomas, with his supervisor copied.
   • Logbooks: SayPro prefers using logbooks for experiential learning, and Thomas confirmed he will send a logbook format.
   • All tasks must be signed off with supporting evidence.
7. Evidence & Documentation
   • Thomas requested clarification regarding letters from colleges.
   • Mr. Malatjie confirmed no college letter is required unless the learner is an N6 TVET student, which is not the case here.
8. Activities and Learning Material
   • SayPro requested clarification on whether tasks/activities come from the college or SayPro.
   • Thomas: Currently, there are two programs; one still to be shared.
   • SayPro requested a list of qualifications, program descriptions, and a textbook or info pack to guide placement.
   • Learning materials include cybersecurity, data analytics, and cloud computing.
9. Work Setup & Evidence
   • Work will be conducted face-to-face once a week.
   • Emphasis on evidence collection, attendance, and potentially monthly reports.
   • Mr. Malatjie confirmed SayPro can provide reports but requires a clear KPI directive.
10. Daily Reporting Tool – SayPro Ideas

• Daily activities to be reported via SayPro Ideas platform.
• Each learner will be tagged, and activities tracked.
• Thomas will be given access to monitor activities.
• Each department will report progress and updates daily.

11. IT Infrastructure

• Mr. Nkiwane asked about access to laptops and internet.
• Follow-up required on resource availability.

12. Recap & Next Steps

• CV finalization and interview invitations to be completed by 22 May 2025.
• Interviews on 28–30 May 2025.
• Induction on 2 June 2025.
• Daily reports, logbooks, and performance monitoring to be shared with Mr. Thomas.

13. Current Candidate Count

• Mr. Mabusela: 38 CVs currently submitted.
• Requested that qualifications be listed next to candidate names to assist with placement.

14. Final Comments

• Mr. Malatjie: Expressed gratitude for the collaboration and hopes for future partnership opportunities.
• Mr. Nkiwane: Thanked everyone and closed with a request for a song and prayer.
• Thomas: Confirmed that a song and prayer are welcome.

Meeting Adjourned