UNIVERSITY OF PRETORIA
EMPLOYMENT EQUITY (EE) PLAN - 1 JULY 2009 TO 30JUNE 2012[1]
EXECUTIVE SUMMARY
1. THE UNIVERSITY’S STRATEGIC PLAN FOR 2007 TO 2011 AND EMPLOYMENT EQUITY
2.WORK PROCESS FOR DEVELOPINGTHE NEW EE PLAN
3.FINDINGS OF THE EEANALYSIS
3.1PROGRESS TOWARDS EE NUMERICAL GOALS IN PREVIOUS EE PLANNING PERIOD (JUNE 2006 TO JUNE 2009)
3.1.1BLACK AND FEMALE ACADEMIC STAFF
3.1.2BLACK AND FEMALESUPPORT SERVICES STAFF IN FACULTIES
3.1.3BLACK AND FEMALE SUPPORT SERVICES STAFF IN SUPPORT DEPARTMENTS
3.1.4STAFF WITH DISABILITIES
3.1.5Non-permanent STAFF IN FACULTIES
3.2PROGRESS TOWARDS EE NUMERICAL GOALS IN PREVIOUS EE PLANNING PERIOD (JUNE 2006 TO JUNE 2009) ACCORDING TO OCCUPATIONAL LEVEL
4.CONTEXTUAL DATA
4.1THE TALENT POOL
4.1.1ECONOMICALLY ACTIVE POPULATION (EAP) (AGE 20 TO 65) ACCORDING TO LEVEL OF EDUCATION
4.1.2DEMOGRAPHICS OF MASTERS GRADUATES IN UNIVERSITIES -1999 TO 2007
4.1.3DEMOGRAPHICS OF DOCTORAL GRADUATES IN UNIVERSITIES -1999 TO 2007
4.1.4COMPETITION FOR THE GRADUATE POOL
4.2 COMPARATIVE EE DATA: HE PEERS
5.CONSTRAINTS AND CHALLENGES IN MOVING FORWARD
6.INSTITUTIONAL EE NUMERICAL GOALS AND TARGETS, ACCORDING TO OCCUPATIONAL LEVEL - 1 JULY 2009 TO 30 JUNE 2012
6.1PROCESS FOR SETTING INSTITUTIONAL EE NUMERICAL GOALS AND TARGETS
6.2ASSUMPTIONS
6.3TABLES FOR INSTITUTIONAL EE NUMERICAL GOALS (2012)
7.KEY INSTITUTIONAL AFFIRMATIVE STRATEGIES- 1 JULY 2009 TO 30 JUNE 2012
7.1INSTITUTIONAL EE GOALS FOR NEW APPOINTMENTS
7.2APPLICATIONOF AN ORDER OF PREFERENCE TO NEW APPOINTMENTS
7.3EARMARKING OF POSTS EXCLUSIVELY FOR FILLING BY UNDER REPRESENTED DESIGNATED GROUPS
8.EE FOCUS AREAS- 1 JULY 2009 TO 30 JUNE 2012
9. EE OBJECTIVES AND ENABLING INSTITUTIONAL EE STRATEGIES (AFFIRMATIVE ACTION MEASURES)- 1 JULY 2009 TO 30 JUNE 2012
10.RESOURCE IMPLICATIONS
11.RESPONSIBILITIES
12.MONITORING/ACCOUNTABILITY
13.COMMUNICATION
14.CONSULTATION
15. INTERNAL PROCEDURE TO RESOLVE ANY DISPUTES ABOUT THE INTERPRETATION OR IMPLEMENTATION OF THE PLAN
APPENDIX 1- Economically Active Population according to race, gender and level of education
APPENDIX 2- Enrolled students at the University of Pretoria November 2009 – home language versus preferred language of tuition
APPENDIX 3 - Numerical targets – 30 June 2011 – by occupational level, race and gender
UNIVERSITY OF PRETORIA
EMPLOYMENT EQUITY (EE) PLAN - 1 JULY 2009 TO 30 JUNE 2012[2]
EXECUTIVE SUMMARY
The work process followed in developing the University’s new EE Plan is aligned with the User’s Guide on Preparing and Employment Equity Plan published by the Department of Labour and also takes into account the consultation and decision making structures at the University. It commences with a wide ranging and thorough analysis of both internal and external data.
The findings of this analysis provide the primary inputs to the second step in the EE planning process, namely developing a clear picture of what the University would like to achieve during the new EE planning period (1July 2009 to 30 June 2012), in terms of
- institutional EE numerical goals (30 June 2012) and targets (30 June 2010); and
- institutional EE objectives in specific focus areas, for the period.
In turn the institutional EE numerical goals and the objectives, provide focus and direction to the development of institutional EE strategies for the period.
The process of developing institutional EE numerical goals and strategies provides a number of principles and guidelines for conducting the next EE planning step,namely requiring Faculties and Support Services Departments to develop their EE numerical goals and strategies.
FINDINGS OF THE EE ANALYSIS
Progress towards EE numerical goals in previous EE planning period (1 July 2006 to 30 June 2009)
Note: Because it is important to have a new EE Plan in place when the previous Plan ends (30 June 2009), the data used for the analysis had to be drawn a few months before the end of the previous Plan, that is on 31March 2009.
Black representation on the academic staff increased by 27 to 16.3% between 1 July 2006 and 31 March 2009, modest progress that left representation well short of the goal of 23.6%.The institutional goal of 38% for black academic new appointments was not achieved, indicating relatively low adherence to the order of preference governing new appointments. Of the terminations, 84(20.0%) were black employees, partially cancelling out the EE gains made by new black appointments.
Female representation on the academic staff increased by64 to 48.2%, thus exceeding the goal of 45.1%. This increase in female representation continued to favour white females.
Black representation among support staff in Faculties increased by 49 employees to 40.4% between 1July 2006 and 31March 2009, modest progress that left representation well short of the goal of 50.6%.
The institutional goal of at least 38% black support staff new appointments was adhered to, indicating relatively good adherence to the order of preference governing new support staff appointments. Of the terminations, 184 (37.6%) were black employees, again eroding the EE gains made by new black appointments.
Female representation on support staff in Faculties increased by 35 to 65.9%. This is actually retrogression as the EE goals require a decrease to 57.5%. This increase in female representation continued to favour white females. A decrease in overall female representation is now desirable, accompanied by an increase in the proportion of black female new appointments at levels where white females are over represented in Support Departments.
Black representation among support staff in Support Departments increased by 71 employees to 45.2% between 1 July 2006 and 31 March 2009, still somewhat short of the goal of 50.6% for 30 June 2009.
The institutional goal of at least 38% black support staff new appointments was adhered to, indicating relatively good adherence to the order of preference governing new support staff appointments. Its effect was somewhat offset by the fact that 153 (40.1%) of terminations were black employees.
Female representation on support staff in Support Departments increased by 58 to 56.0% thus exceeding the goal of 54.3%. The increase in female representation is fairly evenly split between white and black females.A decrease in overall female representation is now desirable, accompanied by an increase in the proportion of black female new appointments at levels where white females are over represented in Support Departments.
Total permanent employees with disabilities at the University on 31 March 2009 was 60 (1.6% of total permanent staff). This is 7 more than at the start of the EE Planning period, and is progress towards the goal of 74.
Black representation among non-permanent staff in Faculties (mainly student appointments) increased from 20.5% to 30.4% between 1 July 2006 and 31 March 2009. Although this is progress, it is still well short of the goal of 41,3% for 30 June 2009.Female representation in this group remained at about 47.5%, somewhat short of the goal of 52.3%. 28.4% of these were black females. There should be greater use of student appointments to identify possible future black academics.
The analysis of progress according to job level in Section3.2 of the Plan, highlights the EE priorities at each occupational level.
CONTEXTUAL DATA
An analysis of the Economically Active Population according to race, gender and qualifications, provides a reminder that the University is still far from achieving the levels of employee diversity envisaged by the EE legislation, especially in regard to the academic core. It also highlights the limited pool of black candidates with the necessary Masters and Doctoral degrees for appointment to academic positions.
More positively, analysis of the demographics of Masters and Doctoral graduates in universities-1999 to 2007 - indicates that the representation by black graduates is growing steadily.
While the competition from the private sector for the graduate pool has long been acknowledged as a major challenge to the transformation of the University’s staff profile, the nature and extent of the competition fromthe public sector for this same pool is often under estimated. Minimum qualifications for many job levels in the public sector are below those for comparable job levels in the academic core of the University, and the prospects of rapid advancement to managerial positions, with correspondingly attractive remuneration packages, are much better than at the University. This means that it is very difficult to retain those black graduates that do join the University’s academic staff at lower academic levels.
A comparison of black representation (academic and support combined) on the staff of the Universities of Stellenbosch, Witwatersrand and Cape Town, suggests that even the University of Stellenbosch, our closest comparator[3], is making slightly better progress at increasing its black representation than the University of Pretoria. However, it should be borne in mind that a number of factors limit the comparability of the University’s EE progress with that of even theseHE peers. Such factors include different degrees of outsourcing of catering, cleaning, gardening and security services, remuneration policy, local population demographics and variations in the minimum requirements for academic posts.
THE EE PLAN – 1 JULY 2009 TO 30 JUNE 2012
Institutional EE numerical goals and targets, according to race, gender and occupational level
The process of determining institutional EE goals and targets for the planning period 1 July 2009 to 30 June 2012 was underpinned by the analysis referred to earlier. Inter alia, it was assumed that there will be no growth in employee numbers in the period 1 July2009 to 30 June 2012 (if in reality, growth does take place, vacancies arising through the creation of new posts will provide a bonus mechanism for increasing representation by under represented DGs); there will be approximately the same rate of natural attrition as there was in the previous EE planning period (1 July 2006 to 30 June 2009); and vacancies arising through natural attrition, will be the prime mechanism for increasing representation by under represented designated groups (DGs) at all levels.
On this basis various scenarios for EE goals for 2012 were developed, and the most apposite and realistic scenario was selected by the Executive taking into account the relevant factors listed in s 42 of the EE Act and s 8(4) of the Code of Good Practice.
The above scenario for institutional EE numerical goalswas then translated into EE goals for 30 June 2012 and targets for 30 June 2010for African, Coloured, Indian and White employees of both genders perjob level,in the format required by the Department of Labour – refer Section 6.3 of the Plan. In a related exercise, and as a strategy for achieving the institutional EE numerical goals for the workforce profile, institutional goals in percentage form for black new appointments were also determined – see below.
Key institutional EE strategies
Two important institutional EE strategies have been updated and carried through from the previous EE Plan. A third strategy, to be applied where necessary, has also been added – refer Section 7 of the Plan. All three of these key strategies are referred to again in brief in Section 9 of the Plan, which provides a comprehensive list of all the institutional EE strategiesplanned for 2009 to 2012.
The first of these two key strategies is the settingof EE goals in percentage form, specifically fornew appointments ofblack (African, Coloured and Indian) employees for the duration of the new EE planning period (2009 to 2012). Accordingly, all Faculties and Support Departments will strive to ensure that:
- 40 % of all new academic appointments, excluding student appointments, will be black persons[4]. At least 55% of all new support staff appointments in faculties will be black persons
At least 55% of all new support staff appointments in support departments will be black persons
At least 2% of new appointments will be persons with disabilities.
45% of new student appointments will be black persons.
Distribution of these new appointments among African, Coloured and Indian candidates should as far as possible be in the same proportions as indicated in the EE numerical goals for 30 June 2012 for the University workforce profile, that is :
- Academic- African : Coloured : Indian = 6:1:2
- Support staff in faculties - African : Coloured : Indian = 29:2:1
- Support staff in support departments -African : Coloured : Indian = 21:3:1
- Student appointments: African : Coloured : Indian = 13:2:1
These goals for new black appointments as percentages should be distinguished from the numerical goals per job level applicable to the University workforce profile as indicated in section 6.3, Tables 1 to 5.
The second key strategy is the application of an order of preference to all new appointments. This means that members of (a) particular designated group(s), determined by the actual degree of under representation of each designated group at the applicable job level, may be preferred for appointment in terms of this measure.
Application of the above strategies will never require the appointment of candidates who do not meet minimum requirements for a job, i.e. are not appointable. Neither should they be viewed as inflexible rules. This will mean inter alia that it will still be possible to appoint members of non-designated groups or of designated groups who are not under represented, provided it can be shown that concerted efforts were made to recruit specifically DGs who are under represented at the level at which the vacancy exists, but to no avail. Recruitment efforts will be supported by making reference in job advertisements to the order of preference and its origins in the EE Plan.
And thirdly, where there is unsatisfactory progress towards their EE numerical goalsand where suitably qualified candidates from under represented designated groups are available in the market, members of the Executive, Deans and Directors will consider earmarking posts exclusively for filling by such EE candidates, and advertising accordingly.
EE focus areas
The following focus areas have been agreed for the current EE planning period:
Access - More focused recruitment/search for persons from under represented designated groups (DGs) – at each job level; Fair and affirmative selection processes, and better application of the concept of “suitably qualified” and an order of preference according to degree of under representation at each job level; Better implementation of strategies to grow our own timber from our postgraduate pool
Retention - More competitive remuneration; Creation of a more inclusive, enabling and intrinsically rewarding working environment; More diversity-friendly institutional language use for business/administrative purposes; Enhanced accessibility of the workplace to employees with disabilities
Career development - Staff training and development that more effectively supports diversification of academic and support services staff; Integrated career planning and succession planning strategies; Coaching and mentoring programmes for new staff members from DGs
Monitoring/accountability - Enhanced levels of EE responsibility and accountability of managers via the new management model; Continued regular provision and enhancement of EE management information and other relevant indicators
EE objectives and institutional EE strategies (affirmative action measures)
EE objectives are concise statements of what the University wishes to achieve in each EE focus area. They are guided by the purposes of the EE Act (elimination of unfair discrimination and redress).
Institutional EE strategies (including the key institutional EE strategies indicated above), describe initiatives to ensure that the University achieves its stated EE objectives by, as far as possible, addressing the challenges associated with each objective. Some strategies are ongoing, some are already in the process of implementation and others have yet to be begun. Most of the strategies are focussed on human resource policy or practices of one kind or the other (the exception is the strategy to make the University more accessible to persons with disabilities). Most of them are also affirmative action measures in intent and nature.
As a general principle governing EE institutional strategies, most effort will be directed at the most under represented designated groups within groups of job levels and in specific job categories.
For a full description of the institutional EE strategies – refer Section 9 of the Plan
Resource implications
As part of the overall transformation agenda of the University, resources will be provided in the budget for implementation of the institutional EE strategies listed in Section 9 of the Plan.
Faculties and Support Departments will budget to implement their own EE strategies as part of their annual budget process.
Responsibilities
The Senior Manager assigned to employment equity at the University in terms of the EE Act is Professor CR de Beer, Senior Vice Principal.
Best practice indicates that line management ownership of EE is a critical success factor for the development and implementation of effective EE plans. EE is thus a key performance area for all academic and support employees with management responsibilities.
Specific EE responsibilities of the Executive,Deans and Directors and Heads of academic departments and managers of support services divisions are listed in Sections 9 and 11of the Plan. In this regard they receive support from the Department of Human Resources and in particular the EE Division.
Monitoring/Accountability
Adherence to prescribed processes, and progress with implementation of EE strategies and towards EE numerical goals, will be monitored at regular intervals. In fact, monitoring and accountability are now included as focus areas in the EE plan, with corresponding objectives and strategies.
Monitoring and accountability are given such great prominence because EE strategies are often change initiatives, and require sustained investment of time, effort, training, advocacy and enforcement before they become widely entrenched in actual practices. Regular monitoring provides feedback on the extent to which such investments are achieving the desired effects.
Communication
A comprehensive communication strategy will be developed and implemented on an ongoing basis. It will be underpinned by the principle of mainstreaming EE and transformation at the University.
Consultation
The EE Division began its planning-to-plan in March 2009, and on 26 March, 23 April, 28 May 2009 and 25 June 2009, successfully consulted the EE Forum in regard to the following:
- an EE Planning process
- institutional EE focus areas
- institutional EE objectives in each EE focus area and
- institutional EE strategies to assist the University to achieve these EE objectives
- the data, process and assumptions governing the development of scenarios for institutional EE numerical goals.
The various scenarios for institutional EE numerical goals for 30 June 2012 and targets for 30 June 2010, were initially proposed to the Executive on 9 June 2009, and further discussed on 23 June 2009.
The complete institutional EE Plan was taken to the Executive for consideration and approval on 14 July 2009 and finally on 21 July 2009.
Consultation with the EE Forum in regard to implementation of the EE Plan is ongoing.
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UNIVERSITY OF PRETORIA
EMPLOYMENT EQUITY PLAN –1 July 2009 TO 30 June 2012[5]
1.THEUNIVERSITY’S STRATEGIC PLAN 2007 TO 2011 AND EMPLOYMENT EQUITY (EE)
Employment Equity (EE) forms an integral part of the University of Pretoria’s Strategic Plan for 2007to 2011, as the extracts below indicate:-
As stated in the Vision of the University, the University of Pretoria strives to be, inter alia: