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Vista Junior Academy School Policies

1. Admission Policy

Vista Junior Academy is a private independent combined school, dedicated to delivering accessible, high quality education using CAPS as our main learning tool. Vista Junior Academy offers a uniquely individualised educational opportunity for learners by focusing on each learner’s needs in the classroom. At Vista Junior Academy, we know that excellent education is as much about character development as academic achievement. To that end, Vista Junior Academy emphasises the core values of Confidence, Responsible, Compassion, Greatness and Perseverance in the classroom, in the learning centers, during sport, on the playground, and in the community. Every day, learners repeat Vista Junior Academy Ethos, a daily promise that summarises these core values and always reminds them that they are always Vista Junior Academy learners. Vista Junior Academy teachers and tutors discuss these core values with learners throughout the school day and work with families to implement them at home. Our core values are essential to setting our learners on a path of learning and personal success at Vista Junior Academy and beyond.

2. Admission and Enrolment

  1. This admission policy as adapted by the school from time to time, has been written in accordance with section 29 of the South African Schools Act 84 of 1996 and the National Education Policy Act No. 27 of 1996.
  2. The admission and enrolment of learners is at the discretion of the principal and/or management who may refuse a learner’s admission to the school without given reasons, or may grant temporary or provisional enrolment to the school, subject to such further terms and conditions which the principal and/or management may impose. The principal and/or management may, at his/her discretion, cancel enrolment in accordance with the school’s Code of Conduct and instalment agreement.
  3. For the sake of the clarity, the admission policy, together with the Parent Enrolment Agreement, regulates the enrolment and admission of the learner to the school, the relationship between the school, the learner, yourself and/or the payer, once the learner is admitted and enrolled with Vista Junior Academy.
  4. You will only receive the Instalment Agreement if the learner’s application has been accepted. The school therefore agrees to enroll the learner, for the duration of their school education, subject to the terms and conditions of the Parent Enrolment Agreement and subject to your agreement hereto.
  5. The learner is only considered to be formally enrolled at the school when the Application Fee; the non-refundable fee payable by the parent/s upon online application to the school, as set out in the Schedule of Fees and relates to certain administrative costs involved in applying for a position for a learner at the school, has been paid, this Agreement has been signed and the Enrolment Fee has been paid.
  6. You acknowledge that it is a privilege for the learner to attend an independent school such as Vista Junior Academy, and not a right.
  7. As such, you agree that you and/or the payee, the person or entity who undertakes to be responsible for the learner’s school fees, as the case may be, are responsible for the full payment of all fees as set out above and in the Fees Structure, which sets out all fees payable.
  8. In light of the above, you agree and acknowledge that failure to pay fees, will result in termination of your agreement with the school and the learner’s enrolment at the school.

3. Admission Process

  1. The School’s centralised enrolment team at Vista Junior Academy school support, are responsible for the administration of the admission of learners at Vista Junior Academy.
  2. A non-refundable Application fee is charged for administration and must be paid at the time of application.
  3. The application form requires the parents to furnish the school with the following:
  4. Complete Vista Junior Academy form for enrolment, available online or from our school’s office.
  5. An unabridged birth certificate for the candidate/ Vista Junior Academy learner (or an abridged birth certificate as well as a copy of the receipt for your unabridged birth certificate – if you are still waiting for one).
  6. A vaccination/immunization certificate, with all the pages and the learner’s name clearly visible, for the candidate/ Vista Junior Academy.
  7. The latest report card for the candidate.
  8. Proof of residence for the parent/payee.
  9. A certified copy of the parent/payee’s identity document.
  10. A signed copy of the parent enrolment contract including the parent/payee’s initials on every page of the contract as well as learner, parent and payee details. This is provided to you during the enrolment process.
  11. Proof of payment of application fee (using the following reference: SURNAME, LEARNER INITIALS, GRADE AND JA for Junior Academy).
  12. The application will be processed and you will be informed within 3 business days of the outcome of your application. Hereafter, the enrolment fee is payable within a period of 1 month. During this period the parent/payee will also receive the registration form to be signed and submitted to the school’s office or emailed to
  13. The parent/payee will be required to supply the school with full personal details of both parents and Vista Junior Academy.


  1. Copies regarding the learner:
  2. 1 x ID Photo
  3. Unabridged Birth Certificate, ID Document/Study Permit
  4. Clinic card/Immunization card
  5. Latest School Report (if currently attending another school)
  6. Transfer letter from previous school
  7. Copies of the parents’
  8. ID document/s
  9. Newest pay slip
  10. 3 months bank statement

The above documentation can either be attached to the application form or emailed to

4. Admission of Non-citizens

Non-citizens will be admitted to the school if the parents are in the possession of a temporary or permanent residence permit and the learner must have a study permit. A certified copy of the original permit must be submitted with the application.

5. Enrolment

Once a learner is enrolled at Vista Junior Academy, they will:

  1. Adhere to Vista Junior Academy values.
  2. Be taught in language of instruction, English Home Language and Afrikaans First Additional Language
  3. Adhere to the Code of Conduct for the learners and the Dress Code.
  4. Always respect the school leaders and staff.
  5. Refrain from bringing any illegal substances into the school grounds.

6. Parent’s/ Payee’s Obligations

In order to fulfil our obligations, we need your co-operation. Without detracting from any specific obligations contained in the Parent Enrolment agreement, you are required to:

  1. Encourage the learner in his/her studies and give appropriate support at home.
  2. Keep the school informed of matters which affect the learner.
  3. Maintain a courteous and constructive relationship with school staff.
  4. Attend meetings and keep in touch with the school where the learner’s interests require you to do so.

Placement will only become final when all of the above has been processed, signed by the enrolment department and electronic notice is given to the applications via email.

1. Statement of Intent

1.1.  At Vista Junior Academy, we endeavour to promote positive behaviour and interaction amongst all our pupils and staff. In vein, the school practice a system of positive reinforcement to encourage all our creative and talented pupil to realise their full potential within a healthy, balanced and safe environment.

2. Purpose

2.1. The Code of Conduct governs the conduct of all pupils and the relationship between the school and its pupils.

2.2. A commitment to excellence in all areas of endeavour, forms the basis of the Code of Conduct.

2.3. In line with the philosophy of “A Commitment to Excellence”, mutual respect between Vista Junior Academy and its pupils and a mature dignified interaction, is expected at all times.

2.4. Individuality and self-initiative are encouraged within the parameters set out below and having regard and respect at all times for the interest of fellow pupils and Vista Junior Academy

3. Dress and Appearance

3.1. Pupils are required to appear neat, tidy and clean at all times and must be dressed in the correct school uniform.

3.2. Plain black shoes, black trainers or black leather sandals with strap and a black belt may be of personal choice. No boots above ankle level nor platform soles may be worn.

3.3. Undersize or outsize of uniform may not be worn.

3.4. No make-up may be worn.

4. Hair

4.1. Hair must be tidy, clean and must be a natural colour. No inappropriate hairstyles are permitted.

5. Jewellery

5.1. Studs or sleepers may be worn only in the lower portion of the ear lobe. One per ear.

An appropriate neck chain, wrist band and/or watch is permitted.

6. Classroom Conduct

6.1. The school expects concentration on, and a commitment to, academic excellence.

To academic this end-

    1. No disruption of classroom routine will be tolerated.
    2. The ambience of the classroom must be one of warmth and mutual respect.
    3. Homework must always be timeously done, and thorough preparation must be carried out for all work, particularly before tests and examinations.
    4. Teachers and visitors must always be courteously greeted, both in classrooms and corridors.
    5. Pupils must be punctual for all classes and school activities.
    6. Pupils may not change any computer setups whatsoever. For example: no screen savers, autoexec, config, prompts, names, backgrounds, hardware or software settings may be changed. Pupils are not allowed to load software of any kind without permission from the Computer Teacher nor may they delete any files, change passwords/names or hack any computer systems or fellow pupils’ files.
    7. No inappropriate files/software will be tolerated. Pupils may not access, display, store or print socially unacceptable files or pictures, or have them in their possession on school premises. The school reserves the right to monitor material accessed by pupils.

7. General Code of Good behaviour is Expected from all Pupils

7.1. Pupils are expected to take pride in their school. Littering will not be tolerated. Cloakrooms are to be kept clean at all times.

7.2. No pupil may, through poor behaviour or negative attitude, disrupt the learning process of other pupils.

7.3. Pupils are expected to have respect for their teachers and fellow pupils and treat others with respect. Disrespectful behaviour or impertinence is totally unacceptable.

7.4. Punctuality is essential. Latecomers must report to the secretary at reception. Parents are expected to cooperate in this regard and to provide a note explaining late arrival. Habitual late arrival may lead to demerit.

7.5. While pupils are encouraged to think independently and to question, insolent or insulting behaviour with regard to teachers or fellow pupils is unacceptable.

7.6. Pupils are expected to move in a quiet and orderly fashion in the passageways and stairways. Moving along the left of passageways and stairways will ensure ease of movement to various venues.

7.7. No rough play or unruliness is allowed.

7.8. As pupils are regarded at all times by the general public as being representatives of Vista Junior Academy, misbehaviour or discourtesy will not be tolerated and could result in disciplinary action.

7.9. Pupils will not be permitted to leave the school for dental or medical appointments unless they are of an urgent nature and a letter is received from the pupil’s parent/guardian. Pupils who fail ill during school hours must report to the sick room or leaving the school.

8. Transgression which could result in the pupil being required to leave the school

8.1. Substance Abuse

8.1.1. Any pupil found to be in possession or under the influence of drugs or alcohol or participating, passively or actively, in activities relating to drugs or alcohol may require leaving school with immediate effect. This applies while on the school grounds or during any activity or outing.

8.1.2. The use of banned steroids as defined by the SAIDFS is forbidden. Use of the same will lead to disciplinary measures and banishment from sporting activities.

8.2. Smoking

Smoking is strictly forbidden, Pupils who are found to be smoking on school premises or in school uniform outside the school grounds, or on any school outing or in any other situation where they may be identifiable as Vista Junior Academy pupils may be required to leave the school with immediate effect. Any pupil found in the company of a group of pupils who are smoking will be treated as a smoker.

8.3. Theft

8.3.1. Theft is forbidden. Any pupil found stealing may be required to leave the school with immediate effect. Criminal charges may be laid. Vista Junior Academy reserves the right at its discretion and where an incident of theft is reasonably suspected, to open and inspect lockers, suitcases and bags.

8.3.2. Removal of any software or hardware from school computers will be treated as theft.

8.3.3. The removal of any material from the Media Centre or Computer Centres, without official authorization, is regarded as theft.

8.4. Victimisation

Victimisation including, but not limited to bullying, fighting, intimidation, sexual harassment and any display of racism or religious intolerance will be severely dealt with. Depending on the severity of the transgression, the pupil may be required to leave the school.

8.5. Vandalism

Vandalism will not be tolerated, and the pupil may be required to leave the school. Any damage or defacing of property belonging to the school and/or other persons will be regarded as a serious offence. The school reserves the right to claim compensation due to loss or damage to school property from the transgressor and/or their parents or guardians. Any damage or loss caused to the school and/or another person may be recompensed by the transgressor and/or his parent/ guardian.

8.6. Unauthorised Absence

Unauthorised absence from school or lessons constitutes a form of misconduct. If recurring, the pupil may be required to leave the school.


9.1  Vista Junior Academy does not support corporal punishment in any form. The transgression of acceptable social conduct will not be tolerated at Vista Junior Academy. Pupils who infringe the code of a reasonable behaviour or are quilty of misconduct will be given letters of warning or demerits, according to, but not limited to the table following. In instances of serious misconduct, the pupil will be required to leave school. In allocating demerits, past history of the pupil, his/her degree of involvement in the commission of the offence and various other factors will be considered. The pupil will be required too immediately leave the school in instances where the pupil is quilty of an offence in terms of which 3 (three) demerits are awarded, or where the pupil has accumulated 3 (three) current demerits. The principal may at his/her discretion expunge current demerits at the conclusion of an academic year. This table is to be read in conjunction with the provisions of the Code of Conduct.

9.2. Only the principal or hi/her appointed agent, shall be entitled to impose demerits.

9.3. The principal or his/her appointed agent, shall in his/her sole discretion be entitled to call for and convene a Disciplinary Committee in circumstances where he/she deems it necessary.

9.4 The Disciplinary Committee shall consist of three members being the principal, or his/her appointed agent, and two Deputy principals/Senior Staff Members nominated by the principal or his/her appointed agent.

9.5 No legal representative is permitted, but the pupil may nominate a teacher or pupil of school as a representative/intermediary. The parents or guardians of the pupil may attend the proceedings as observers only.


9.6.1. receive written notification of the date, time and venue of any disciplinary hearing,

9.6.2. be informed of alleged infringements of the Code of Conduct in writing, reasonably be entitled to, if so requested,

9.6.3. receive such particulars of the alleged infringements of the Code of Conduct as he/she may

9.6.4. be given the opportunity to be heard and to present his/her side of the matter and to present relevant facts,

9.6.5. be heard by an impartial person(s),

9.6.6. be treated with dignity during the process,

9.6.6. be informed of the decision of the Disciplinary Committee on whether or not he/she is quilty of misconduct and the penalty to be imposed.

9.7. The Chairperson shall cause a record of the proceedings of the hearing to be kept.

9.8. A pupil may appeal the decision of the Disciplinary Committee in writing within 5 (five) days of finding of the Disciplinary Committee.

9.9. Vista Junior Academy retains the right to act in applicable situations according to the Regulations Relating to Safety Measures at the Independent Schools as published in the Government Gazette No: 26663 on 20 August 2004. These regulations deal with, inter alia, violence, drugs and trespassing on Independent Schools premises.

9.10. Vista Junior Academy reserves the right to revise the Code of Conduct from time to time. Signatories will be advised of any such changes which will come into effect 3 (three) weeks after notification. Copies of the revised Code of conduct will be available on request from the school.

Offence Number of Demerits
Bunking/Truancy 1-3
Victimisation 1-3
Cheating and/or Cribbing 1-3
Insubordination/ teacher abuse 1-3
Vandalism 1-3
Smoking 2-3
Substance possession or use (drugs, alcohol, ect.) 2-3 The pupil may be required to leave the school and criminal charges may be laid.
Theft 1-3 The pupil may be required to leave the school and criminal charges may be laid.
Assault 1-3
Bringing the school into disrepute 1-3
Misuse of Computer or School Equipment 1-3
Accessory to any of the above offences 1-3
Conduct unbecoming Vista Junior Academy Pupil 1-3 

Access control

Pedestrian gate must be used to enter and exit school premises at all times.

  • All staff, teachers and learners to have their temperature taken and walk through the mist booth EVERY MORNING before entering the school premises.
  • All visitors to have their temperature taken and walk through mist booth.
  • Visitors must complete risk assessment form.
  • No visitors may enter offices or classrooms. They must wait at the entrance for child/teacher to see them. No physical contact allowed.
  • Department/health officials who want to inspect the school or LF’s visiting must enter the mist booth and be escorted to the Principal’s office where they will remain seated whilst you fetch the relevant parties.

Auxiliary Staff

Report at 07h15 every morning to walk through the mist booth and have temperature scanned and recorded.  Thereafter:

  • Cleaning staff, wearing masks and gloves, will sanitise offices, door and cupboard handles, all surfaces and telephones, each morning.
  • The waste disposal teams, wearing masks and gloves, will follow strict safety protocols for toxic waste disposal of dustbin content and remove external bulk trash every morning and afternoon.
  • The kitchen staff will clean and disinfect all surfaces, appliances, equipment, tables, stoves, sinks, floor and utensils whilst wearing headgear, masks, disposable aprons, gloves and sleeve protectors and closed shoes to handle food and beverages.
    • Wash hands with soap and water before touching or serving food.
    • If a surface is touched whilst handling food, hands must be washed, gloves replaced and then food may be touched.
    • Ensure proper food storage practices
    • All foodstuffs must be thoroughly rinsed before cooking/serving and meat thoroughly cooked.
    • Learner MAY NOT share utensils, food or drinks.
  • Appointed and trained auxiliary staff will continue with garden, cleaning and maintenance duties until 3pm then perform waste disposal duties.
  • The cleaning team, wearing masks and gloves, will sanitise classrooms, door handles, cupboard handles, desks, chairs and bathrooms, every afternoon at 13h30.

Teachers Responsibilities / Classroom Management & Protocols

All teachers must report at 7:15 at the mist booth to wait for their learners, register in hand.  Scanning of teacher and learners for temperature monitoring and signing of educator and learner registers will commence.

  • The cleaning staff will be responsible for cleaning and sanitising offices, door handles, cupboard handles, desks, chairs and surfaces, every morning.
  • The cleaning staff will be responsible for cleaning and sanitising classrooms, door handles, cupboard handles, desks, chairs and surfaces, every afternoon.
  • Cleaning staff must wear masks and gloves while cleaning and sanitising.
  • Teachers to meet learners at the door, greet and supervise hand sanitation whilst managing noise and social distancing.
  • Classes must have good circulation at least one window and a door or if cold an open window.
  • Manage social distancing and wearing of masks at all times.
  • Avoid touching learner books, tables, chairs, stationery, etc.
  • Learners to mark their own work and do corrections in pencil or coloured pen/pencil and teacher to initial book without touching pages.
  • Give feedback using a stamp or emoticon stickers or drawings without touching books.
  • Give a maximum of two boys and two girls bathroom passes and monitor time in bathrooms.
  • Manage absenteeism by informing SMT when learners are absent. Ensure that learners provide a letter from their parents with reason for absenteeism.  Contact parents of learners who are absent for more than one day or without a parental letter to confirm if child is sick and if child has flu-like symptoms.  Encourage parents to keep sick children at home.
  • Remember: Leave no child behind – provide online work and support to learners.  Give activities a week in advance for learners to continue studies at home.
  • Note: Learners may NOT sanitise classes, nor handle trash.

Keep yourself, learners and parents informed – communicate with parents

  • Learners and employees to complete the screening form before entering the demisting booth and temperature scan when schools re-open AND EVERY MONDAY MORNING using the NDOH Covid-19 procedure and questionnaires.

Learner Orientation on the day of opening by Register Teacher

  • Hand out a copy of “Covid-19 rules and regulations”.
    • Work through the document, explaining the facts.
    • Follow basic principles and procedures as stipulated for teachers and learners.
    • Ask parents to read the facts and sign the document.
    • Reinforce the practices regularly.

Reinforce COVID-19 Poster Content Daily

  • Symptoms of COVID-19 and additional symptoms:
    • Temperature, sore throat, dry cough, respiratory distress,
    • Body aches, loss of smell or taste, nausea, vomiting, diarrhoea, fatigue, weakness or tiredness.
  • How to correctly wear and remove a mask
  • How to wash hands, thoroughly
  • Help prevent the spread of diseases like COVID-19
  • Occasions to wash your hands:
    • Before breakfast
    • Before lunch
    • Before dinner
    • After using the toilet
    • After coughing and sneezing
    • When entering a classroom
    • When caring for the sick
    • When hands are dirty/sticky
    • After handling animals or animal waste.


  • Mucus droplets can travel between 1 -2 meters when not wearing a mask.
  • There is no evidence at present that the disease is airborne – keep social distancing and wear your mask to protect yourself and others.
  • ALWAYS line up, stand, sit, eat or wait on a painted line!
  • Do not hug or touch each other, hold or shake hands.
  • Do NOT share cups, eating utensils, food, drinks or stationery with others.
  • Do NOT tease anyone about being sick and NO name calling/Labelling!
  • Wash hands regularly with soap and water.
  • Do not touch your eyes, nose or mouth with unwashed hands.
  • Cough and sneeze on your elbow or in a tissue – put tissue in trashcan (not pocket).
  • Stay at least 3m away from someone who is sick, even at home.
  • Regularly clean your desk and surfaces you touch at home.
  • Wear clean clothes and a clean mask every day (wash your mask daily).
  • Share what you learn about disease prevention with family, friends and siblings and practice it wherever you go.
  • Tell your parent or teacher if you are feeling sick and STAY AT HOME, get medicine and self-isolate.

Register Teacher Monitoring Duty:

Register teacher to meet learners at the mist booth with register to record temperature taken by monitor and to check that each learner wears a different mask and clean clothing every day.

Risk Assessment: Monitor Teacher & CRT

If a learner/employee/visitor is scanned and the temperature is ABOVE 38 ◦

  1. Reassure the learner/employee member and ask if they ran because they were late:
    • Ask them discreetly to wait in the cool-down area next to the mist booth for rescanning after 5 minutes.
    • The CRT member on duty in the cool-down area will reassure the learner/employee/visitor not to worry and temperature will be re-scanned after 5-10 minutes.
    • Ask the learner/employee/visitor to complete the screening form whilst waiting for second temperature monitoring.
    • Scan the temperature after 5-10 minutes. If the temperature has dropped and all questions on the screening form are answered “NO”, the learner/employee/visitor may go through the mist booth again and then proceed to class.
    • If the temperature remains 38◦ C or above, the learner/employee/visitor must go to the isolation room and the CRT officer on duty will notify the CEO and the Response Officer within 5 minutes.
    • Inform learner/employee/visitor of safety protocols within 8 minutes in a child appropriate/language appropriate, supportive manner.

 Action when a learner appears ill / displays symptoms associated with COVID-19.

  • Isolate and reassure the learner
  • Complete screening form and follow procedures accordingly
  • Inform parent/guardian
  • Notify Provincial Health Dept: NICD / National Hotline
  • Avoid Stigmatisation

Note:  The health professional will advise on further action once diagnosis is confirmed. 

Remember:  Schools are not expected to diagnose learners or identify cases of COVID-19 and most respiratory illnesses are NOT COVID-19.

Confirmed COVID-19 case

  • The health officials will discuss the case with the school and identify people who have been in contact with them and advise on actions or precautions.
  • If you have not been contacted, contact the public hotline 0800 029 999 who will refer you to the relevant department/person.
  • Health officials will do a risk assessment of the school and advise accordingly.
  • In most cases, closure of the school will be unnecessary and will be facility specific, based on size and learner mixing.

Exposure to a confirmed case of COVID-19

  • The school will be contacted by the relevant public health officials to discuss the case, to identify people who have been in contact with the infected person and advise on any further actions or precautions that should be taken.
  • If a school has not been contacted regarding a possible case of COVID-19 in the school, the Principal/Administrator must contact the relevant provincial official whose details are listed on the screening and DBE Circular 1 of 2020 or NICD toll-free emergency hotline for COVID-19 on 0800 029 999 for referral to relevant contacts.
  • Public health officials, with the assistance of relevant staff, will conduct a school risk assessment and give recommendations on the management of learners and staff.
  • In most cases, closure of school will not be necessary. The decision to close will be school- and context- specific, and must follow the procedure stipulated in section 5.9 of the DBE Standard Operating Procedures as follows:
    • Preparing for possible closure of school should only be considered following recommendations from the accountable public health official. Temporarily closing a school is a possible strategy to prevent or slow the continued spread of COVID-19 in the school community.  School administrators are not expected to make decisions about dismissals or closure of schools and must follow the Departmental procedures in this regard.  Schools must seek guidance from local health officials to determine if, when, and for how long to take these steps.

 POSSIBLE Exposure to a confirmed case of COVID-19

  • All close contacts of a confirmed COVID-19 case are required to quarantine in their homes for 14 days while being monitored for symptoms. They may NOT attend school.
  • Learners who are not contacts of a confirmed case should attend school. Family and friends who have not had close contact with the confirmed case do not need to take any precautions or make any changes to their own activities such as reporting to school or work, unless they begin to develop symptoms.
  • All case contacts who become symptomatic will immediately be tested by health authorities for COVID-19, active contact tracing and self-quarantine of all contacts will be implemented.

NB:  Keeping learners at home or closing schools is a serious decision which may restrict the learners’ ability to acquire education, amongst other considerations.  The decision to direct learners to stay at home, because of possible exposure to, or infection with COVID-19 should be justified by the available scientific evidence and must be directed by the accountable health authorities.

Guidelines for employees

The Occupational Health and Safety Act (OHSA) 1993, tasks the employer where reasonably practicable, to provide and maintain a safe, healthy work environment that is without risk to employees.

Given its ability to rapidly spread, the management of confirmed and suspected COVID-19 cases is of paramount importance.  In this regard, the following steps must be observed as the minimum in any case as per DBE protocols.

Employee tested positive for COVID-19

  • The relevant public health officials will discuss the case, identify people who have been in contact with the patient, and advise on any action or precaution that should be taken.
  • The principal should formally grant sick leave or incapacity leave in accordance with the basic conditions of employment if the employee has exhausted their normal sick leave.
  • An assessment will be undertaken by the public health officials and advice on the management of learners and staff will be based on this assessment.
  • A risk assessment will be taken by the school, advised by the public health officials.
  • The Principal should formally grant approval for all employees who worked closely with the infected employee to self-quarantine for a period of 14 days to ensure that the infection does not spread. This must be done in consultation with the relevant Dept. of Health authority.
  • A list of the employees must be kept and submitted to the Provincial Department of Education, Independent Schools Directorate, Me, Mokone and contact must be maintained with such employees as a means of monitoring and support.
  • Reports of cases of COVID-19 and those in quarantine must be submitted to the DPSA, in the required format, via the dedicated email address:
  • Thorough cleaning and disinfecting of the infected person’s workspace must be conducted.
  • If an employee has been diagnosed with COVID-19 and is isolated in accordance with the Department of Health Guidelines, an employer may only allow an employee to return to work on the condition that they have undergone a medical evaluation confirming that the employee has been tested negative for COVID-19.

Employee exposed to a confirmed COVID-19 case

  • According to the NDOH’s guidelines, all employees who were in contact with the infected person are required to self-quarantine for 14 days at home or for a duration as prescribed by the DOH while being monitored for symptoms.
  • The principal should formally grant approval for all employees who worked closely with the infected employee to self-quarantine for a period of 14 days, or as prescribed by the DOH to ensure that the infection does not spread. This must be done in consultation with the relevant authorities.
  • Such employees can be asked to work remotely and report daily.
  • Thorough cleaning and disinfecting of the workspace must be conducted.
  • Employee must contact the Principal daily for monitoring and evaluation purposes.
  • All cases of those exposed must be reported to the DPSA in the required format, via the dedicated email address:

Employee exposed to an unconfirmed COVID-19 case

  • If an employee has been in contact with a person who is a suspected case, but has not yet received a positive result for the COVID-19 test, the principal will decide whether restrictions or special control measures are necessary. The principal’s decision will be guided by NDOH, CRT, and the school management team.
  • Once the results are known, NDOH protocols must be implemented, if applicable.
  • All cases must be reported to the DPSA in the required format, via the dedicated email address:

Employee appears ill and reports for duty displaying symptoms associated with COVID-19

  • If an employee displays symptoms consistent with COVID-19, such as fever, respiratory distress and a dry cough, they must be advised to contact the NICD hotline, consult with a medical professional and follow the NDOH protocol for COVID-19.
  • The employee should be temporarily isolated in the isolation room while transport arrangements are made to a medical facility.
  • Any further action must be taken once there is a diagnosis confirmed by a medical professional.
  • All cases must be reported to the DPSA in the required format, via the dedicated email address:

Note:  Employees must be encouraged to seek medical attention if they display flu-like symptoms.  Do NOT report for duty – NOTIFY the principal of reason for absenteeism before 7am to facilitate learner care and teaching. 

Employee refuses to report for duty based on the fear of being infected by COVID-19

  • The employment relationship is a legal link between employers and employees and stipulates that an employee will perform work under certain conditions in return for remuneration.
  • The onus is on the employee to demonstrate that the workplace is a risk and an unsafe space for the transmission of the virus.
  • Refusal to report for duty, contrary to the instructions of the Principal/ SMT, is unlawful absenteeism and will be dealt with in terms of the Disciplinary Code.
  • Note: Permission for time off and/or Sick Leave must still be granted and valid sick notes are required, whether reporting for duty at school or working from home due to comorbidities.

Providing emotional and psychosocial support to employees and learners

In cases of extreme distress or emergency, follow an appropriate emergency protocol:

Identifying someone who needs help

One or more of the following signs may be present:

  • persistent fear, worry and anxiety
  • persistent sadness, hopelessness and other overwhelming emotions
  • withdrawal from others (not social distancing)
  • loss of interest in personal appearance and unusual lack of energy
  • expression of rage or anger
  • missing work or classes, and
  • use of, or increased use of drugs and alcohol

If a learner is identified with one or more of the above signs:

  • The class teacher can speak to the learner to determine if the teacher can provide emotional or other support. If not, a referral to specialised services should be done.

If a learner is identified with one or more of the above signs:

  • The SMT can determine what kind of support is required and either provide the support, or refer to specialised services.

Whole School Support

  • Talk to each class about the emotional effects of COVID-19
  • Teach each class about identifying and interpreting emotions:
    • How to handle or react to fear or anxiety
    • How to identify depression
    • And to inform a teacher when they identify a classmate or friend who is experiencing the above emotions
    • Teach and encourage positive self-talk
    • Provide counselling for the school and at-risk groups
    • Refer those that need further help to specialised services

Sources of psychological support

  • The South African Depression and Anxiety Group (SADAG) 0800 567 567
  • Child-line Hotline: 0800 055 555
  • Lifeline Toll Free: 086 132 2322
  • SADAG Suicide Crisis Line: 0800 567 567 / 0800 212 223 or SMS 31393

Important Numbers

  • NICD Public Hotline:
    0800 029 999 

Grievance Procedure

The objective of this procedure is to provide a formal and effective channel for resolving learner grievances.

This document is intended as a tool to provide guidelines in terms of addressing school grievances effectively and successfully. It does not create contractual obligations for the employer or any additional legal entitlements.


  • A grievance is any dissatisfaction, or feeling of injustice, on the part of learner or group of learners.
  • Grievances includes an appeal against disciplinary action.
  • The key purpose of the Grievance Procedure is to establish a structured and formal communication channel through which learners may bring bona fide grievances to Management’s attention and to have it resolved without delay at the lowest possible level.
  • Disputes can be effectively dealt with to avoid them from developing further.
  • Every effort will therefore be made to resolve the grievance at the earliest stage, close to its source and as quickly as possible.
  • All learners are free to submit grievances with the assurance that their standing with the school will not be prejudiced by submitting a grievance.
  • All learners, irrespective of their position, seniority or service, are encouraged to utilise this procedure to seek to address their concerns.
  • A grievance must be raised within 48 hours after it has come to the notice of the learner/parent and late submission will only be considered on good cause shown.


The following general principles should be observed:

    • Management should grant learners an opportunity to air their individual grievances and provide the necessary mechanisms to do so.
    • The learner should be allowed representation / assistance by a parent/guardian or other student if he/she so chooses.
    • Management at all levels should make a concerted effort to resolve grievances in an open and honest manner.
    • Each state of the grievance procedure should be accompanied by time limits.

1. Step 1 – Informal Discussion and Written Grievance to Superior

  1. Parties to any grievance should in the first instance, and wherever possible, resolve grievances informally, i.e. with their direct superior and/or involved colleagues, before ‘escalating’ the issue to the formal level.
  2. If a resolution is not possible, a formal written grievance may be lodged with the learner’s direct Phase Head, who must investigate the matter and respond personally to the learner’s grievance within a reasonable period, which should be around five (5) days unless good reason for a longer delay exists.
  3. The relevant supervisor / manager should attempt to resolve the matter through discussions with the learner and or any other persons involved and make a decision or propose a possible resolution within this period.
  4. The attached Grievance Form 1 should be used for this process and should be fully completed.

2. Step 2 – Formal Grievance to Head

  1. Should the grievance not within a reasonable period be resolved to the learner’s satisfaction by way of Step 1, it may be pursued further by the learner by the completion of Grievance Form 2.
  2. The grievance in the appropriate format should then be submitted to the Head within one (1) week of Step 1 being finalised. [If the grievance is instituted against the Head in the first instance, please refer to clause 3 below.]
  3. The Head should investigate the matter and respond personally to the learner’s grievance within a reasonable period, also around five (5) days unless good reason for a longer delay exists.
  4. The Head should attempt to resolve the matter through discussions with the learners and or any other persons involved and may, if necessary, conduct a formal grievance enquiry in order to establish the facts. Minutes of such an enquiry should be kept.
    1. The parties at the grievance enquiry should include the aggrieved learner and the person(s) against whom the grievance has been lodged, if applicable. The services of an interpreter should be arranged if so required.
    2. A fellow employee representative (who is willing to assist the aggrieved employee) may also be present, if this is required by the employee. Legal representation for any party at grievance hearings is discouraged, as this may unnecessarily complicate or extend practical discussion of the issues and finding a practical solution.
    3. If necessary, arrangements must be made by the School Head for relevant witnesses to be available to give evidence, if there are other learners or persons who are involved in the grievance, or its resolution.
    4. The Head, as convener (or his/her designate, which may include an external person), may hear evidence from relevant parties, frankly discuss the matter with all the parties, and should attempt to facilitate an appropriate resolution of the grievance.
    5. The School Head / convener will consider the evidence heard during the hearing and conduct any further investigation necessary to arrive at a decision.
  5. If the matter is not resolved during the enquiry, the Head should within a reasonable time after the enquiry (around three (3) days) respond to the grievance in writing regarding the School’s decision as to how the grievance may best be resolved.
  6. The attached Grievance Form 2 should be used as part of this process and should be fully completed.
  7. The decision so reached should be final.
  8. Copies of the completed grievance forms should be provided to the learner and his/her manager or other parties involved. These forms should be placed in the learner’s file once the matter has been dealt with.

Non-Resolution and Referral

  1. If the grievance is against the Head in the first instance and remains unresolved, then a referral of the grievance to the School Board may be made and the procedure as outlined in Step 2 may be followed by the Board to try and resolve the grievance.
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