SayPro Graduation Management Procedure SayProP547

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SayPro Table of Contents

Document Code: SayProP547
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 03 February 2025
Next Review Date: 03 July 2025

Policy Owner: SayPro Chancellor SayProCHAR

1. SayPro CEO Speech on Purpose of SayPro Graduation Management Procedure SayProP547

To the Chairperson of SayPro, all SayPro Royal Committee, all SayPro Royal Chiefs and all SayPro Human Capital

To the SayPro Chancellor and all SayPro Education Team

Kgotso a ebe le Lena

I Neftaly Malatjie have adopted the SayPro Graduation Management Procedure SayProP547 on 14 March 2025 to provide a standardized way to provide Guidance, Support and Guidelines to properly manage the SayPro Graduation Events.

Please note that SayPro will host 4 Graduation Events per year on the First Quarter, Second and Third Quarter. Should volumes exceed the SayPro Hall capacity the event can run 4X per Quarter

SayPro speakers speeches must be different for each Graduation Ceremony

Professional SayPro Graduation Events Videos must be recorded

Professional SayPro Graduation Photos must be taken

SayPro Graduates, Alumni and Parents must fully sponsor the SayPro Graduation Events.

SayPro will not cover any costs regarding the SayPro Graduation Event. Graduates must cover Catering (Optional), Decor, Dry Cleaning, Venue and all Logistics.

SayPro Chancellor must ensure that they charge enough to cover the costs of running the event fully.

The purpose of this procedure is to establish a standardized and efficient process for managing graduation ceremonies, certifications, and celebrations across SayPro programmes, ensuring a professional, inclusive, and celebratory experience for all graduates and stakeholders.

The SayPro Graduation Management Procedure outlines the process for planning, organizing, and executing graduations for SayPro’s educational programs. The procedure ensures that graduation events are conducted with professionalism, adhering to organizational standards, and celebrating the achievements of learners. The procedure also defines the roles, responsibilities, and key processes involved in managing graduation events efficiently and effectively.

Remember the SayPro Graduation Event is governed by the SayPro Event Management Procedure. Please ensure that you comply with it prior to using the SayPro Graduation Event Procedure.

Congratulations and Good luck with hosting this year’s Graduation Event

My message shall end here.

Neftaly Malatjie | CEO | SayPro

2. Objectives

To define the process for managing SayPro graduation events.
To ensure that SayPro graduation ceremonies are well-organized, inclusive, and aligned with SayPro’s values.
To ensure proper coordination between SayPro Royals to deliver a memorable and seamless experience for students, staff, and stakeholders.
To provide clarity regarding the responsibilities of all involved SayPro parties.
Celebrate and acknowledge SayPro learner achievement.
Provide SayPro formal certification for completed programmes.
Ensure SayPro logistical efficiency and adherence to SayPro branding and standards.
Create a platform for SayPro stakeholder engagement and visibility.

3. Scope

This procedure applies to:

SayPro Graduates (students from SayPro educational programs).
SayPro Graduation Event Coordination Team.
SayPro Human Capital Team and Marketing Team.
SayPro Graduation Venue and SayPro Graduation Logistics teams.
All SayPro graduations including Skills Programmes, Learnerships, Internships, Academic Courses, Camps, and Community Programmes
SayPro Royal Chiefs, SayPro Royal Managers, SayPro Royal Officers, SayPro Royal Directors, SayPro Event Coordinators, SayPro Partners, and SayPro Human Capital personnel
SayPro Graduates, SayPro Participants, SayPro Students, and SayPro Stakeholders involved in SayPro offerings
SayPro Graduate: A SayPro participant who has successfully completed a programme or course.
SayPro Graduation: A formal event recognizing the successful completion of a SayPro programme.
SayPro Certificate: An official document issued by SayPro confirming completion of a course.
SayPro Royal Chief Development Officer: Senior SayPro official overseeing the graduation process within a portfolio.

4. Key Stages of SayPro Graduation Management

4-1 SayPro Graduation Eligibility and Approval

Identify eligible graduates via SayPro LMS or programme completion reports.
Verify completion records, assessments, attendance, and submissions.
Obtain approval from Human Capital and Royal Directors.

4.2 SayPro Graduation Certificate Preparation

Generate certificates using the approved SayPro certificate templates.
Include in the SayPro Certificate learner’s name, ID, course/programme title, date, and certificate code. Remeber to refer to SayPro Certification Policy
Ensure SayPro digital signatures and serial numbers are validated and archived.
No certificates shall be issued before the SayPro Quarter Graduation Event

4.3 SayPro Graduation Planning and Coordination

Schedule graduation ceremony with consideration of calendar events. Then request Neftaly Malatjie aproval to host the event onn the date SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Reserve venue (physical or virtual) SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
invite speakers SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
dignitaries. SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Assign roles SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
MC SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Photographers SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Videographers SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Ushers SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Presenters SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Entertainment SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Arrange SayPro branding materials SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Royal Committee Grauation Attire. SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
The Human Capital Team will arrange for caps, gowns, and stoles for graduates.
The team will also ensure that name tags, programs, and certificates are prepared in advance.
Refreshments SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]

4.4 SayPro Graduation Invitations and Communication

The Marketing Team will prepare and send formal invitations to graduates, families, faculty, and VIP guests.
Invitations may be sent via email, physical invites, or through an event platform, depending on the preferences of graduates.
Request SayPro Marketing Brand Awareness Office to Design Invitations SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Brand Awareness Handover Invitations SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
SayProCMR-2 distribute official invitations to graduates SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
SayProCMR-2 distribute invitations to guests. SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Announce event through SayPro website, email, and social media platforms. SayPro Chancellor Request to Neftaly Malatjie to host the SayPro Quarter [##] Graduation Date on [DD Month YYYY]
Confirm attendance
Confirm seating plan.

4.5 Ceremony Execution

Conduct event per program, including speeches, entertainment, and certificate handover.
Capture professional photos and video content for archives and promotion.
Issue certificates (printed or digital).

4.6 Post-Graduation Tasks

Update graduate records in SayPro systems.
Upload certificates to participant profiles.
Send thank-you notes and media releases.
Archive event footage and feedback forms.

4.7 Planning Stage

4-8 Define Graduation Date & Time:

The SayPro Graduation Team will propose a date for the graduation ceremony based on the academic calendar.
The date should allow enough time for preparation and for all relevant stakeholders to participate.

4-9 Venue Booking & Logistics:

The Events Coordinator will secure a venue suitable for the expected number of attendees.
Considerations include parking, accessibility, seating arrangements, audio-visual equipment, and catering if required.

4-10 Budgeting & Financial Planning:

The Finance Team will work with the Graduation Team to define a budget for the event, covering costs such as venue hire, decorations, certificates, awards, catering, and other necessary materials.

4-11 Student Eligibility & Confirmation:

The Human Capital (HC) Team will confirm the eligibility of students for graduation, ensuring all academic requirements have been met.
Graduation invitations will be sent to eligible students and staff.

4.12 Preparation Stage

Rehearsal & Event Run-through:
- A rehearsal will be scheduled at least one day before the event. Graduates, speakers, and key participants will rehearse their roles to ensure smooth transitions during the ceremony.
Finalizing Guest List & Logistics:
- The Graduation Team will finalize guest lists, including keynote speakers, board members, and special guests.
- Catering and event logistics will be confirmed, including food, beverages, and any event-specific requirements.

4-14 SayPro Graduation Programme and Agenda

Event Setup:
- The venue will be set up according to the event plan. This includes seating arrangements, decoration, and placement of necessary equipment (microphones, projectors, etc.).
- 2 Camera Men must be sitting at the Audience with a Cell Phone Video Camera and Phone for Photographs
Registration:
- A registration desk will be set up at the entrance to check in graduates, guests, and other participants.
- The registration process will include issuing programs, name tags, and other essential materials.
- Guests are presented with the SayPro YYYY Quarter ## Graduation Book and the SayPro Company Profile Book
Ceremony Execution:
- Choir enters the hall with a Song from outside using the in between Guests
- Choir sings Hymn from the Hymn Book and then Hum
- Whilst the Choir Humms the Pastor will Pray
- Master of Ceremony Enters the Stage and introduces him/herself wearing a SayPro Graduation Gown. The MC does not welcome guests introduces the next item on the Agenda. He will read the SayPro Graduation Protocol
- All Guests stands up SayPro Education Team will enter the Hall in between Studens with 1 Student (Carryng the Neftaly Kingdom Emblem), 7 Staff Members wearing Green Belts, 5 SayPro Chiefs and Managers, 5 SayPro Eduation Faculty, SayPro Deputy Chancellor and SayPro Chancellor , 6 SayPro Committee Members and SayPro Spokesperson on behalf of Neftaly Malatjie
- SayPro Chancellor requests the SayPro Royal Committee to begin the Graduation Ceremony
- SayPro Royal Committee will stand up and Knod their heads from Non-Executve to the SayPro Chairperson
- SayPro Choir Song
- Welcome Speech by SayPro Deputy Chancellor [Name and Surname]
- Humming Song by SayPro Choir
- SayPro Speech by SayPro Secretary
- SayPro Choir Song
- SayPro Speech by
- SayPro Choir Song
- SayPro Speech by
- SayPro Choir Song
- SayPro Speech by SayPro
- SayPro Choir Song
- SayPro Speech by SayPro
- SayPro Choir Song
- SayPro Speech by SayPro
- SayPro Choir Song
- SayPro Speech by SayPro
- SayPro Choir Song
- SayPro Speech by SayPro
- SayPro Choir Song
- SayPro Speech by SayPro
- SayPro Choir Song
- SayPro Speech by SayPro
- SayPro Choir Song
- entertainment, and graduate walk-ups will follow, ensuring the event runs on time.
- Graduates will be called up one by one to receive their certificates, while photographs will be taken to commemorate the moment.
SayPro Keynote Address:

Keynote Speech by SayPro Chancellor
Keynote speakers or guest speakers will address the graduates and audience, offering words of encouragement and celebrating the success of the class.

Awarding of Certificates:
- Graduates will be presented with their certificates of completion by the SayPro Faculty (SayProCHAR) per SayPro Faculty.
- Special awards or recognitions may also be presented to outstanding graduates.
- Classic Gospel Instrumental Music must be played in a low Tone or Volume as the Graduates enters the Stage
SayPro Graduation Closing song from the Hymn Book
SayPro Graduation Closing prayer by a Pastor
All Guests stands up SayPro Education Team will exit the Hall in between Studens with 1 Student (Carryng the Neftaly Kingdom Emblem), 7 Staff Members wearing Green Belts, 5 SayPro Chiefs and Managers, 5 SayPro Eduation Faculty, SayPro Deputy Chancellor and SayPro Chancellor , 6 SayPro Committee Members and SayPro Spokesperson on behalf of Neftaly Malatjie

4-15 Post-Graduation Stage

Thank You & Acknowledgment:
- After the ceremony, a thank-you email or letter will be sent to all attendees, faculty, speakers, and volunteers involved in making the event a success.
- Certificates of appreciation may be sent to key volunteers or contributors.
Feedback Collection:
- The Graduation Team will send a feedback form to graduates and guests to gather insights on how the event can be improved for future ceremonies.
Social Media & Media Coverage:
- The Marketing Team will post photos and highlights of the graduation ceremony on SayPro’s social media channels and website to celebrate the success of the event.
- Media coverage may also be arranged, depending on the scale and significance of the event.

5. Roles & Responsibilities

5.1 SayPro Chief Executive Officer (CEO)

Oversee the graduation ceremony and deliver the welcome address.
Ensure all aspects of the graduation are aligned with SayPro’s mission and values.

5.2 SayPro Human Capital Officer (CHCO)

Ensure that all students meet the graduation requirements.
Coordinate the preparation and distribution of caps, gowns, and certificates.

5.3 Graduation Team

Coordinate all logistics, including venue booking, invitations, guest lists, and event day management.
Ensure that all necessary arrangements are made for a seamless event.

5.4 Marketing Team

Manage the promotion and communication of the event, including social media updates and invitations.
Capture and share event highlights with the broader community.

5.5 Finance Team

Develop and manage the budget for the graduation ceremony, ensuring appropriate spending.

5.6 Faculty Members & Speakers

Participate in the ceremony by giving speeches and awards.
Support the organization of the event through their involvement in rehearsals.

6. Templates and Documents

Graduation Invitation Template (SayProF547-01)
Graduation Registration Form (SayProF547-02)
Event Budget Template (SayProF547-03)
Nomination Form for Special Awards (SayProF547-04)
Feedback Form (SayProF547-05)
Graduation Application Form
Graduation Programme Template
SayPro Certificate Template
Graduate Attendance Sheet
Graduation Checklist
Ceremony Invitation Template

7. Compliance and Review

Post-event review: A meeting will be held with key team members to evaluate the success of the event, address any challenges, and suggest improvements for future graduations.
The procedure will be reviewed annually to ensure it meets organizational standards and evolving best practices.
ayPro Graduation Management adheres to:
SayPro Academic and Skills Quality Assurance Standards
Sector Education and Training Authority (SETA) Certification Regulations
Protection of Personal Information Act (POPIA)
SayPro Branding and Event Management Guidelines
Non-compliance may result in invalid certificates or disqualification from official recognition.

8. FAQs

Q1: When is the graduation ceremony held?

A: The ceremony is typically scheduled in the final month of each academic term or after the completion of a program’s final assessments.

Q2: How do I register for graduation?

A: Graduates will receive an email with the graduation registration link once their eligibility is confirmed by the Human Capital Team.

Q3: What should I wear to the ceremony?

A: Graduates are expected to wear the official SayPro graduation attire, which includes caps, gowns, and stoles, which will be provided.

Q4: Can family and friends attend the graduation ceremony?

A: Yes, invitations will be sent to graduates to invite their families and friends to the event.

Q5: Can I request a special award for a graduate?

A: Yes, nominations for special awards can be submitted via the Nomination Form for Special Awards (SayProF547-04).

Q1: What if a graduate cannot attend the ceremony?
A1: Certificates can be collected at the SayPro office or delivered digitally upon request.

Q2: Can SayPro host a virtual graduation?
A2: Yes. SayPro hosts both physical and virtual ceremonies as needed.

Q3: Who is allowed to speak at the ceremony?
A3: SayPro Executives, Royal Directors, keynote speakers, and designated partners.

Q4: Are certificates issued on the same day?
A4: Yes, certificates are issued during the event or made available within 7 working days.

Q5: Can families and guests attend?
A5: Yes, attendance is subject to space and RSVP confirmation.

Approved By:
Neftaly Malatjie
Chief Executive Officer