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SayPro Human Capital Logbook Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP288

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Written by

Neftaly Malatjie

in

Document Code: SayProP[Insert Code]
Approved By: SayPro Chief Executive Officer
Last Reviewed: 04 March 2025
Next Review Date: 04 August 2025

1. Overview

The SayPro Logbook Procedure establishes the guidelines for recording, maintaining, and verifying logbook entries for trainees, employees, and participants. This ensures accuracy, accountability, and compliance across all SayPro programs and activities.

2. Objectives

  • To provide structured guidelines for maintaining logbooks.
  • To ensure consistency and completeness of logbook entries.
  • To establish review and verification protocols.
  • To define roles and responsibilities in managing logbooks.

3. Scope

This procedure applies to:

  • SayPro trainees, interns, and program participants.
  • Human Capital Officers, trainers, and supervisors overseeing logbooks.
  • All logbook-related records across SayPro departments.

4. Logbook Guidelines

4.1. Logbook Structure

Each logbook must include the following sections:

  1. Cover Page: Name, program details, logbook ID, and approval signatures.
  2. Daily/Weekly Entries: Tasks performed, observations, and reflections.
  3. Supervisor Comments: Feedback and validation by the supervisor.
  4. Signatures & Dates: Signed entries by the trainee and supervisor.
  5. Completion Summary: Overall evaluation of performance.

4.2. Logbook Entry Guidelines

  • Entries must be written in clear, professional language.
  • Each entry must include the date, time, and description of activities.
  • Logs should be updated daily or weekly, depending on the program.
  • Tasks must be recorded chronologically and include outcomes.
  • Supervisors must review and sign logbook entries regularly.

4.3. Digital vs. Physical Logbooks

  • Physical Logbooks: Must be kept secure and submitted at required intervals.
  • Digital Logbooks: Must follow SayPro’s cloud-based filing system, with secure login access.

4.4. Review & Approval Process

  1. Regular Reviews: Supervisors must review logbooks weekly or bi-weekly.
  2. Approval Signatures: All entries require supervisor validation.
  3. Final Submission: Logbooks must be submitted by the deadline for final evaluation.
  4. Retention: Logbooks are stored for [Insert Duration] for auditing purposes.

5. Non-Compliance & Consequences

  • Incomplete logbooks may result in delayed certification.
  • False entries will lead to disciplinary actions.
  • Missed submission deadlines may impact program completion.

6. Logbook Templates & Forms

  • SayPro Logbook Template (SayProF[Insert Code]-01)
  • Logbook Review & Approval Form (SayProF[Insert Code]-02)
  • Digital Logbook Access Request Form (SayProF[Insert Code]-03)

Approved By:
Neftaly Malatjie
Chief Executive Officer

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