Updates and New Forms

 
UCT Administrative Forms Student Administrative Forms Updates and new forms Archives Top 20 Form help
 
Last updated: 06 April 2020
 

Information

 Archive of Changes

Note:
  • Only updates and new forms for the current year are shown here.
  • For a list of form changes applied in previous years, please see the Archived form changes section.
 Changes to UCT Administrative Forms have been recorded since
 3 September 2003. To view archived form changes, please select  a year:

 
   

2019/2020

Date Form name Change Description of change / Details of new form
06.04.2020FHS029New
  • Title: FHS029 – AEC: Application Form for the Use of Animal Material for Scientific Purposes
  • When To Use The Form: This form must be completed when applying for the use of animal material for scientific purposes.
06.04.2020FHS030New
  • Title: FHS030 – AEC: Reciprocal Recognition of Review Decisions
  • When To Use The Form: This form must be completed when applying for the reciprocal recognition of review decisions.
06.04.2020FHS031New
  • Title: FHS031 – AEC: Reporting of Protocol Deviations and Unanticipated Problems 
  • When To Use The Form: This form must be completed when reporting protocol deviations and unanticipated problems to the AEC. 
06.04.2020FHS032New
  • Title: FHS032 – AEC: Pilot Feedback Report Form
  • When To Use The Form: This form must be completed when submitting a pilot feedback report to the AEC. 
06.04.2020ACA04Update
  • Complete revision of the form, various changes.
06.04.2020ACA10Update
  • Page 1:  Updated SSS email address and replaced RMS with "Mercury".
06.04.2020R&I18Update
  • Page 1: Updated the application deadline.
06.04.2020R&I13Update
  • Page 1: Updated the application deadlines, the committee meeting dates, and outcomes dates. 
26.03.2020MM031aUpdate
  • In the When To Use The Form field, in the Notes section:  Added new first bullet point: "If you are accessing any of these forms remotely (i.e. not directly connected to UCT Network or eduroam), you will need to do so via VPN which requires that AnyConnect (UCT VPN software) is installed."
20.03.2020HR141Update
  • Page 3: Added section: What else do I need to know? with references to the UCTRF website and downloads relating to certain exclusions that may apply to your death and disability cover if you travel outside the borders of South Africa.
20.03.2020DDB15Update
  • Page 1: Section D: Confirmation of completion of checklist by CoA Chair: Enabled the insertion of a signature image. 
20.03.2020DDB07aUpdate
  • Page 1: In Notes section: Various changes were made. 
  • Page 1:In the Declaration by Examiner section: 
    • In declaration 1, added "in the field below."
    • In declaration 2, changed to: "Have you been affiliated or associated with UCT in any capacity (including honorary) within the past 3 years? If yes, please elaborate in the field below." 
20.03.2020DDB07Update
  • Page 1: 
    • In Instructions section: Various changes made and some points added. 
    • Added heading to Candidate section. 
  • Page 2: Added List of External Examiners section. 
  • Pages 3 to 7:
    • Added "Details of" to External Examiners section heading and made various changes to the sub-sections 1 to 5. 
12.03.2020R&I33Update
  • Page 1: Deadlines section extended and deadlines changed and notes expanded.
  • Page 2: Various changes applied in: 
    • Hardware/Software Applied For section:
    • Detailed Budget section: 
  • Pages 3 to 5: Various changes applied in Equipment Information section.
  • Page 6: Various changes applied in Recommendations and Approval section
11.03.2020DDB15New
  • Title: DDB15 – Checklist for inclusion of publications in a PhD thesis
  • When To Use The Form: This form must be completed by the CoA Chair to determine a student’s contribution to publications that they intend to include in their thesis.
06.03.2020FM005Update
  • Page 1: Changed the amount from "R15,000" to "R25,000" in the following GL accounts in line with the revised AST001 -UCT Asset Register policy:  4320, 4360, 4400, 4410.
06.03.2020ACA38Update
  • Page 1: In the Leave of absence applicant details section, added a confirmation field: "I confirm that I have informed my supervisor of my application for leave of absence."
06.03.2020 ACA52 Update
  • Page 1: In the Reason for Change section, added the text field: "Does this potentially affect the distinction/degree honours?"
05.03.2020 ACA53 Update
  • Title: ACA53 – Motivation for acceptance of a late submission to the Fit for Study Panel
  • When To Use The Form: When motivating to the chair of the Fit for Study Panel for late acceptance of an application to return from Leave of Absence. 
04.03.2020 ACA40 Update
  • Header: Removed the fax number and replaced the last digit of the telephone number with "2/4"
  • Page 1: Removed "2019" from the form heading.
03.03.2020 FHS013 Update
  • Various changes made on the form, in particular in Section 4 and with the addition of the HREC - Debit Order Form. The help document was updated accordingly.  
  • Added links to the HREC Fee Structure and HREC Debit Order forms which are hosted on the HREC website.
03.03.2020 FM030 Update
  • Page 1: Adjusted the SARS rates per km with effect from 1 March 2020 for motor vehicles (to R3.98)and motor cycles (to R2.79).
03.03.2020 FM032 Update
  • Page 1: In Section B: Adusted the maximum daily rate with effect from 1 March 2020 for incidental costs only (to R139.00) and for meals and incidentals.(to R452.00)
03.03.2020 FM049 Update
  • Page 1: Adjusted the mileage rates per km with effect from 1 March 2020, as well as the SARS maximum daily rate for meals and incidentals (R452.00) and incidentals only (R139.00).
02.03.2020 HR201 Update
  • Page 2: Corrected usage of the less than (<) and greater than (>) symbols in the Employment History sub-section.
02.03.2020 INS03 Update
  • Page 1: 
    • Updated the applicable excesses due by department for motor vehicles and assets.
    • Updated the contact details removing the fax number and updating the Bremner room number.
28.02.2020 HR201 Update
  • Page 1:  
    • Moved the field asking if the applicant would like to be considered at a lower level if they were unsuccessful at the level they applied to the For Academic posts only sub-section. 
    • Added "for the first time" at the end of the question "Where did you you see this vacancy advertised". 
  • Page 2:In the Summary of Qualifications and Experience section: 
    • In Qualifications sub-section, added field to indicate  NQF level of highest qualification and request for copy of this qualification.
    • Added "Registration with Professional bodies" sub-section and added these words to the section heading.
    • In the Employment History sub-section, added fields for indicating total years of experience relevant to position applying for. 
    • In the For Academic posts only sub-section, extended the first field. 
28.02.2020 HR204 Update
  • Page 1: Added "for the first time" at the end of the question "Where did you you see this vacancy advertised".
  • Page 2: In the Summary of Qualifications and Experience section: 
    • Added "Registration with Professional bodies" sub-section and added these words to the section heading. 
    • Added additional rows to Employment History sub-section.
20.02.2020 MM031a New
  • Title: Purchasing Card Unposted Transactions
  • When To Use The Form: This form is the first of a series of four forms used to submit PCard transaction documents:
    • MM031b – submit documents for a specific transaction (select a PCard transaction from the MM031a).
    • MM031c – resubmit documents for a transaction if requested by a card processor via email.
    • MM031d – when a card processor requests an update about budget in a fund.
20.02.2020 MM031 Removed
  • This form has been replaced by MM031a: Purchasing Card Unposted Transactions
13.02.2020 R&I18 Update
  • Page 1: 
    • Added "Deadlines for applications to be submitted to Faculty Equipment Committee Chair:" and replaced deadlines with category 1 and category 2 application deadlines. 
    • Added: "For detailed calls for applications and the timelines of review processes applicable to each category, please see: Current funding opportunities".
10.02.2020 HR125 Update
  • Page 1: In the Notes section: 
    • Added bullet point: "Fringe benefits tax will be applied, as applicable, based on the prevailing South African Revenue Services regulations."
    • In last bullet point: Replaced 25% with 10%. 
  • Page 2: In the When do I complete this form? section: 
    • Replaced all instances of "T2" with "fixed term". 
    • Updated fee rates which generally apply, 
      • first bullet point: from "25%" to "0%" 
      • second bullet point: from "60%" to "35%"
  • Page 2: In the When do I submit this form? section: At the end of the sentence, added text: "no later than 15 August of current registration year."
  • Page 2: In the What other forms do I need to complete? section: In the first bullet point, replaced "25" with "28".
06.02.2020 CMD01 Update
  • Replaced contact Mandy Constant with Yvonne Brown.
31.01.2020 DDB12, DDB12a Update
  • Page 1: In Section B: Added: “I have examined this thesis and recommend:” above the Option and Recommendation columns.
30.01.2020 DDB12a Update
  • Page 1: In Section B: 
    • Replaced the header row with the following note: "Select either options (i), (ii), or (iii); If you selected option (ii), please also select a sub-option."
    • Removed related instructional text.
30.01.2020 DDB12 Update
  • Page 1: In Section B: 
    • Replaced the header row with the following note: "Select either options (i), (ii), (iii) or (iv) ; If you selected either option (ii) or option (iii), please also select a sub-option."
    • Removed related instructional text.
29.01.2020 R&I13 Update
  • Page 1: Section One: Application deadline, committee meeting and outcome dates updated from 2019 to 2020 for round one and round two. Some heading edits.
  • Page 2: Eligibility: Added note "Applications for a grant to host an honorary staff member already formally affiliated to UCT (Honorary Research Associates/Affiliates; Honorary Professors; Honorary Associate Professors) will not be considered by the committee."
  • Page 4: Section Two
    • 5. Activities of visitor:  Extended instruction to "submit the detailed programme of the visit." 
    • 6. Costs of Visit: Updated daily rate for subsistence. 
  • Page 5: Section Two: 9. Application checklist: Changed item 4 to "Separate attachment of the detailed programme of the visit" 
29.01.2020 R&I31 Update
  • Page 1: Information section: 
    • Reference to current year updated throughout form.
    • Eligibility criteria: 
      • Added to first bullet point a principle regarding part-time staff. 
      • Added second bullet point regarding the  completion of nominated creative work.
    • Submission requirements: Reworded and changed addressee.
  • Page 2: 1.  Details of Nominated Work:  Added field for indicating role of nominee and names and roles of any other significant contributors/participants if they were not the sole creator of the work. 
29.01.2020 R&I35 Update
  • Page 1: Information section: 
    • Dates updated to reflect current cycle..
    • Submission requirements: Reworded and changed addressee.
  • Page 2: Some minor wording changes.
29.01.2020 R&I24 Update
  • Page 1: Information section: Dates updated to reflect current cycle..
  • Page 3: 2. Short research visits abroad – details of host: Brief motivation for research visit: Reworded request for additional motivation and research proposal.
  • Page 4: 4. Provisoional budget: Changed the link to the SARS rate per country and removed the note regarding SADC countries not being considered "international".  
28.01.2020 HR120 Update
  • Page 1: Examiner details: Added a row providing the option to either donate the honorarium to a specific fund or not to donate it and have it paid to their bank account instead. Included a link to a page listing the fundraising priorities.
  • Page 2: Claim details: Rand values for marking undergraduate and post graduate essays / projects / reports updated.
  • Page 3: When do I complete this form?: Rand values for undergraduate and post graduate marking updated.
28.01.2020 HR121 Update
  • Page 1: Examiner details: Added a row providing the option to either donate the honorarium to a specific fund or not to donate it and have it paid to their bank account instead. Included a link to a page listing the fundraising priorities. 
  • Page 2: Claim details: Rand values for marking Master's Research Dissertations updated.
  • Page 3: When do I complete this form?: Rand values for marking Master's Research Dissertations updated.
23.01.2020 ACA09 Update
  • Page 2: Updated dates to reflect 2020 deadline dates and checked and updated links to 2020 content, as required.
22.01.2020 MM010 Update
  • In C. AUTHORISATION section, replaced "R1 000 000" with "R2 000 000".
22.01.2020 FM030 Update
  • Throughout the form replaced "Claimant" with "Payee".
  • In approval section: 
    • Replaced "R1500" with "R15000".
    • Replaced "HOD/Dean/Exec Director/DVC" with "Line manager".
22.01.2020 FM045 Update
  • Throughout the form replaced "Claimant" with "Payee".
  • In approval section: 
    • Replaced "R1500" with "R15000".
    • Replaced "HOD/Dean/Exec Director/DVC" with "Line manager".
22.01.2020 FM049 Update
  • Throughout the form replaced "Claimant" with "Payee".
  • In approval section: 
    • Replaced "R1500" with "R15000".
    • Replaced "HOD/Dean/Exec Director/DVC" with "Line manager".
22.01.2020 FHS025 Removed
  • On request from the Finance Department, the owners of the associated business process, this form has been removed.
22.01.2020 HR180 Update
  • Throughout the form, removed all instances of "PASS". 
  • Page 3: In Administrative Clearance (Office Use Only) section: Changed Bursary Amount figure to R10000. 
22.01.2020 R&I18 Update
  • Changed closing date from "10 April" to "9 April", since "10 April" is a public holiday. 
15.01.2020 ACA50 Update
  • In the title section: Replaced "2019" with "2020". 
  • In the Important section: 
    • At the end of the first paragraph, added "and whether the RAC acted procedurally, or not."
    • In the second last paragraph, replaced "wish"
       with "need" and added "It will be accepted only if there are compelling reasons why you did not provide it in the first place. "
13.01.2020 R&I11 Update
  • Various wording changes throughout the form.
13.01.2020 ACA42 Update
  • Added updated submission email address.
07.01.2020 ACA42 Update
  • Updated to reflect the revised dates for 2020 and to remove the submission email address. 
06.01.2020 ACA51 Update
  • Various changes to reflect the Chair of the Senate Readmission Review Committee (SRRC) role, and added  motivation field for condoning late submission of appeal.
20.12.2019 AS001, AS003, AS004, AS005, AS006 Update
  • Various content and formatting changes throughout these fully revised AS forms.
19.12.2019 PG001, PG002, PG018, PG021, PG022, PG024, PG025 Update
  • Various content and formatting changes throughout these PG forms with updates for use in 2020.
18.12.2019 PG014, PG015, PG016 Update
  • Various content and formatting changes throughout these PG forms with updates for use in 2020.
18.12.2019 FM005, FM005hlp Update
  • Page 7 (or rows 85 and 86): In the OPER-EXPS - General Operating Expenses section: Updated the descriptions for VAT GLs: 
    • 2615 (removed "Library") and 
    • 2616 (replaced "Library with "Foreign")
18.12.2019 R&I18 Update
  • Page 1: 
    • Updated deadline and outcome dates.
    • Note section: Changed "2020" to "2021". 
    • Guidelines for category 1 section: Changed 5. to: Funding is competitive and is considered against the CAPEX budget available for equipment."
    • For Category 2 applications directed to NRF NEP application mechanism, changed contact to "Robyn Udemans". 
  • Page 2: 
    • APPLICANT PARTICULARS section: Reformatted table and added Faculty field.
    • EQUIPMENT APPLIED FOR section: New/replacement? field: Added "If replacement, then specify which item is being replaced and the year in which it was purchased."
    • BUDGET FOR CATEGORY 1 APPLICATION section:  Removed "N/A" from all three fields.
    • BUDGET FOR CATEGORY 2 APPLICATION section: B. Removed "3-year".
  • Page 5: Added: "13. If either you or your research group/unit has received funding from the UEC over the last 5 years then please indicate the amount and which equipment was purchased. Where is the equipment located? How it being used and by whom?
    List the research outputs which have followed directly as a consequence of this equipment."
18.12.2019 FM045 Update
  • Page 1: Note section: Replaced a) with: "The PCard is the preferred payment method for University approved business expenditure, where appropriate."
12.12.2019 SD009 Update
  • Page 1: Replaced the "Write off approval ED" fields with "Manager: Debtors" and "Director: Financial Accounting" rows.
10.12.2019 FM041 Update
  • Page 1: Notes section: Removed text "Do not send any supporting documentation.".
04.12.2019 FM007 Update
  • Page 1: Section A: 
    • Added the following fields: 
      • Instant Money - Fund delinked and final reconciliation of Instant Money completed. 
      • Analysis of fund - Final Excel analysis of SAP fund balances (budget and actual) completed. 
      • Business Objects - All scheduled BOBJ reports updated to exclude closed fund. 
    • Edited Journals field as follows: Added to the description: "including of the final balance". 
    • Removed fields: Approved by HOD (and description) ; HOD (print name) and ; Signature fields.
04.12.2019 BAS11 Update
  • Various updates have been made to this SAP e-form.
04.12.2019 LAW01 Update
  • Throughout form: Replaced 2019 with 2020. 
  • Page 1: Added three more scholarships, and a removal of the default selection in the gender field.
03.12.2019 SAP08 Update
  • Replace broken link to ServiceNow request "SAP Finance change of authorisations" with new link to ServiceNow request "Modifying existing SAP Access". 
13.11.2019 MM031 Update
  • On the Admin Forms page, added the following note to the When to use field for this form: "Note: This form should only be used by Procurement and Payment Services (PPS) employees and Faculty of Health Sciences employees as part of the PCard pilot. ."
  • Added this note to the help document as well.
13.11.2019 INS04 Update
  • Page 1: Updated links throughout the form.
13.11.2019 FM047, FM048, FM053 Update
  • Page 1: Updated links throughout the forms.
12.11.2019 DDB05, DDB05a, DDB12, DDB12a, Update
  • Page 1: In Section B for COA/Examiner recommendations, added note to select only one recommendation option.
12.11.2019 ACA49 Update
  • Page 1: In Personal Details section, added Faculty field.
11.11.2019 DDB14 Update
  • Page 1: In the Note section, in the second sentence, replaced "may" with "must". 
30.10.2019 ACA52 Update
  • Page 1: In Section A: Student and Course Details: Added "Year taken" field.
30.10.2019 HR144 Update
  • Page 1: Minor spelling correction from "Center" to "Centre".
  • Page 2: In the "Payrol Deductions..." section, in the UCTRF field, added :"the greater of 4% or the costs of risk"
  • Page 3: In help document, added the question and answer section: "Will I remain covered for death and disability under the UCTRF if I travel outside the borders of South Africa?"
30.10.2019 INS02 Update
  • Various updates to notes and instructions. 
  • Added Section B: Work-related injury on duty while overseas.
30.10.2019 HR200 Update
  • Page 1: In Advertising Placements section: 
    • Added "UCT" to "staff only"
    • Removed fields: If UCT Internal web page, please specify who is eligible to apply?    0  UCT staff only    0  UCT staff and others (e.g. temporary staff)
  • Page 1: In HR Checklist section: 
    • Removed "Practitioner" from the section title.  
    • Replaced "HR Practitioner" with "HRP/Recruitment Advisor"
    • Replaced "Checked draft advertisement" with "If position was graded and whether previous position description matches the one submitted".
30.10.2019 HR202 Update
  • Page 1: In Vacancy section, below If PASS position, grading process complete? field: Added "If Yes indicate when grading was completed / If No indicate reasons" text field.
30.10.2019 DDB13 New
  • Title: Turnitin plagiarism declaration
  • When To Use The Form: This form is completed by PhD students and their supervisors.
    Note: PhD students must submit this form with their thesis for examination. 
30.10.2019 DDB14 New
  • Title: Confidentiality on the nomination of examiners
  • When To Use The Form: This form must be completed by PhD students and their supervisors at intention stage.
    Note: Supervisors may not discuss or disclose the names of examiners to their PhD students before the end of the examination process, and subject to the examiners’ consent. 
30.10.2019 DDB05, DDB05a Update
  • Page 3: Added help page to assist in completing the form.
28.10.2019 SAP11 New
  • Title: SAP CMR Call Logging
  • When To Use The Form: When SAP super-users want to request that a CMR call is logged on SAP.
28.10.2019 SAP10 Removed
  • The SAP10 - SAP Finance System Investigation form is no longer in use.
09.10.2019 DDB05, DDB05a Update
  • Page 2: In Section D: Approvals, added descriptions to the options in the Options column.
08.10.2019 DSA-SWS-ADM008 New
  • Title: Registration Form: Psychological Services
  • When To Use The Form: When wanting to access psychological services at the DSA Student Wellness Service (SWS) for the first time.
30.09.2019 HR168 Update
  • Various amendments to form as required to reflect any changes to process/procedure/terminology
17.09.2019 ACA44 Update
  • Page 1: In B. Deferred Exam Details section, added field with Y/N radio buttons: "Please indicate if you have submitted any prior applications for this semester’s exams."
17.09.2019 HR158 Update
  • Page 1: In the 5. Investment Options section added the following Note: 
    • "In the event that your living annuity income is paid from more than one portfolio and one of the portfolios is depleted, you will be prompted by the UCTRF administrator to advise your new preferred drawdown rate from the remaining portfolios.  
    • If you do not respond timeously (before the next scheduled payroll run) to the request, the UCTRF administrator will apply any shortfall to be disinvested from the most conservative of the remaining portfolios (excluding the Shari’ah Fund Portfolio) and this action will continue until such time that you  advise your preferred disinvestment instruction, death, until depletion of capital, whichever event occurs first; on the proviso that Portfolio D is not included.
    • The Portfolios from most to least conservative are Income, Smoothed Bonus and Balanced."
16.09.2019 DDB07 Update
  • Page 2-5: In the Additional External Examiners section at the end of each additional examiner sub-section: 
    • Edited the existing confirmation/verification factors, separating them into two separate rows. 
    • Added an additional confirmation/verification factor: "The Examiner is not affiliated or associated with UCT in any capacity (including Honorary). If no, please elaborate in the field below."
16.09.2019 DDB03 Update
  • Page 2-3: In the Additional External Examiners section at the end of each additional examiner sub-section: 
    • Edited the existing confirmation/verification factors, separating them into two separate rows. 
    • Added an additional confirmation/verification factor: "The Examiner is not affiliated or associated with UCT in any capacity (including Honorary). If no, please elaborate in the field below."
    • Added the following note: "Where three or more examiners have agreed to examine, you are required to attach the completed DDB07a (Examiner’s Declaration Form) for each examiner."
16.09.2019 HR122 Update
  • Form title changed to: Local External Examiner/Citation Editor
  • Page 1: Notes section: Second bullet: Changed to: "Sections A and B of this form are completed by either a local external examiner, when claiming an honorarium for examining a doctoral thesis, or by a citation editor, when claiming an honorarium for the editing of citations."
  • Page 1: SECTION A: Where applicable added citation editor. 
  • Page 1: SECTION B: Reinstated this EXAMINER/CITATION EDITOR DECLARATION section. 
  • Page 1: SECTION D: Added Citation Editor's Fee: R 835.00
  • Page 2: When do I complete this form? section: Added completion details for citation editors. 
  • Page 2: Where do I send this form? section: Adjusted to incorporate sending details for citation editors. 
20.08.2019 R&I24 Update
  • Page 1: Updated Eligibility section: 
    • First bullet point: Added "and T2 contract" 
    • Second bullet point: Added "Permanent Professional Administrative Support Services (PASS) staff affiliated to an academic department" 
    • Third bullet point: Added "Senior Research Scholars", moved "Honorary Research Associates/Affiliates" from second to third bullet point; added "DHET"; removed "joint permanent"
    • Fourth bullet point: Added "permanent joint"
    • Removed last two bullet points.
13.08.2019 FEE02, FEE06 Update
  • Removed links to discontinued Fees forms.
13.08.2019 FEE05, FEE08, FEE09 Update
  • On the Student Administrative Forms page: 
    • Corrected links to Fees forms.
    • Corrected links to Fees handbook page and handbook.
13.08.2019 R&I13 Update
  • Page 1: Updated the Round Two dates. 
  • Page 4: Updated the amount in 6.2.
13.08.2019 HR153 Update
  • Page 1: In the Payment of UCTRF Benefit , Option 1 section: Removed the entire the Note text:  "Note: You may not elect to become a deferred pensioner if you have an outstanding housing loan amount which is deductible from your fund credit."
12.08.2019 DDB07 Update
  • Page 1: In the Notes section:
    • In second bullet point: Replaced "is required" with "can be submitted".
    • Added fourth bullet point: "Where the DDB07a form is not attached. The DDB Office will obtain this from the examiner which may result in delays in the examination process."
  • Pages 2 to 5: In the External Examiners section:
    • In each of sub-sections 1. Examiner's Title and Name, 2. Examiner's Title and Name3. Examiner's Title and Name, 4. Examiner's Title and Name, 5. Examiner's Title and Name: Added question with Yes and No fields: "Is the examiner affiliated or associated with UCT in any capacity (including Honorary)? If yes, please elaborate."
  • Page 6: In the Acknowledgement and approval section, in Acting Chair: DDB field, removed "M Kyobe".
12.08.2019 DDB07a Update
  • Page 1: In the Notes section
    • First bullet point: Added "The" at the beginning.
    • Second bullet point: Replaced "must" with "can".
12.08.2019 HR153 Update
  • Page 1: In the Payment of UCTRF Benefit section: From the Note, removed "or if you owe money to UCT which is or may be, a deductible from your benefit in terms of the law."
  • Page 2: Corrected the name of the HR151 form.
  • Page 3: In the When do I complete this form? section, removed "It provides for the withdrawal of retirement benefits."
12.08.2019 HR159 Update
  • Page 1: In the Acknowledgement of Debt and Authorisation by Requester section: Replaced all instances of "the University of Cape Town" with "my employer".
12.08.2019 ACA08 Update
  • Form did not change, but updated the URL to the correct location on the UCT students website.
12.08.2019 MM031 Update
07.08.2019 R&I24 Update
  • Updated the deadlines for application submission and the dates for committee meetings and outcomes.
  • In the 6. Application checklist section: Changed second main bullet point to: "Research proposal, including significance of research, which must be concise (i.e. one page) and understandable to a non-expert"
31.07.2019 FHS013 Update
  • Various changes as required.
30.07.2019 FM049 Update
  • In the Notes section:  
    • Added: 
      • "If the reimbursement is in respect of a payment made, please attach Proof of Payment (PoP).
      • If the payment is paid into: 
        • a local bank account, please request a temp vendor to be created.
        • a foreign bank account, please attach a copy of the passport."
    • Removed: "(previously known as Shell Court)"
  • Removed two blank rows from expenditure table. 
19.07.2019 FM007 Update
  • Page 1: Sales Orders field: Changed to "All Sales Order line items on the Delivery Due List are cleared and all invoices on the fund are paid."
19.07.2019 HR213 Update
  • Page 1: In the Family funeral cover "Opt Out" for UCTRF members section: 
    • First bullet point: Removed "with effect from 1 March 2019";
    • Second bullet point: Removed "and the cost is R19.75 per month";
    • Third bullet point: Replaced "by 30 April 2019" with "within one calendar month from the date of joining the UCTRF";
    • Fourth bullet point: Removed "commencing 1 July 2020". Changed second sentence to "if you "Opt In” at a later date, a 6 month waiting period will apply for non-accident related claims."
    • In field labels applied minor changes to conform to the above changes. 
    • In footnotes, applied minor changes and also removed "#Neighbouring countries include: Namibia, Botswana, Zimbabwe, Lesotho, Swaziland and Mozambique (as far as Vilakulo)." 
  • Page 2: 
    • In the When to complete this form? section, for Existing UCTRF members point, added "or Opt Out", and removed "commencing 1 July 2020". 
    • In the "When do I submit this form? section, removed "UCT" and added "Funeral".
    • In the What other forms do I need to complete? section, added references to forms 150, 154, 156, 213.
19.07.2019 INS03 Update
  • Page 1: Note section, under Assets (Other): Decreased the amount for High risk portable devices and equipment to R20 175.44.
18.07.2019 HR150 Update
18.07.2019 HR151 Update
  • In Part 1: UCT Death Benefit section, from the Note, removed "An additional lump sum is provided for in the death benefit."
  • Added references to forms 150, 154, 156, 213.
18.07.2019 HR154 Update
  • Throughout the form changed the period for changes from 1 June to the period between 1 September and 31 October.
  • Added references to forms 150, 151, 156, 213.
  • Various other changes as required.
18.07.2019 HR156 Update
  • Throughout the form changed the period for changes from 1 June to the period between 1 September and 31 October.
  • Added a reference to the HR151 form.
  • Various other changes as required.
17.07.2019 SAP03 Update
15.07.2019 DDB12a New
  • Form title: Examiner recommendation on re-examination
  • When to use the form: This form is used by external examiners when making a recommendation on the re-examination of a revised thesis submitted for the degree of Doctor of Philosophy.
15.07.2019 DDB12 New
  • Form title: Examiner recommendation on examination
  • When to use the form: This form is used by external examiners when making a recommendation on the examination of a thesis submitted for the degree of Doctor of Philosophy.
15.07.2019 DDB05a New
  • Form title: COA recommendation on re-examination
  • When to use the form: This form is used by the Committee of Assessors (CoA) when making a recommendation on the re-examination of a revised thesis submitted for the degree of Doctor of Philosophy.
15.07.2019 DDB05 Update
  • Various changes made as required.
15.07.2019 HR157 Update
  • Page 1: Section 2:CONTACT DETAILS: Added broker details fields.
15.07.2019 ACA37 UpdaSAP CMR call te
  • Page 1: Notes section: 
    • Changed second bullet point to: "Ordinarily, leave of absence will be not be granted after week 9."
    • Added fourth bullet point: "All applications to be submitted using Peoplesoft service requests, for instructions see: https://vula.uct.ac.za/x/PvmVc7" 
    • Changed last bullet point to: "A shorter period of absence where the student intends to return the same semester and take the exam, must be dealt with in terms of the faculty guidelines."
  • Page 1: Leave of Absence applicant details section:
    • Removed Date of Submission to Faculty Office field. 
  • Page 1: Duration of leave of absence requested section: Added additional check boxes and block entry fields as per ACA38.
  • Page 1: Reason for Requesting leave of absence (brief description) section: Expanded entry field.
  • Page 1: Declaration by the student section: 
    • Changed point 4 to: "I have discussed the curriculum implications with a curriculum advisor/convenor and acknowledge the affect that leave of absence will have on my curriculum and progress."
    • Added point "6. I understand that any results I obtained during the year will be considered by the Faculty Examination Committee (FEC) at the end of the year."
  • Page 1: Removed last three sections: Review by curriculum advisor; Leave of absence decisions and conditions and Office use.
15.07.2019 ACA38 Update
  • Page 1: Notes section: 
    • Added fourth bullet point: "All applications to be submitted using Peoplesoft service requests, for instructions see: https://vula.uct.ac.za/x/PvmVc7" 
    • Added to end of last bullet point: "or via MoU"
  • Page 1:  Leave of Absense applicant details section:
    • Replaced Date of Submission field with Supervisor Name (if applicable) field. 
  • Page 1: Reason for Requesting leave of absence (brief description) section: Expanded entry field.
  • Page 1: Declaration by the student section: Added point "7. I understand that any results I obtained during the year will be considered by the Faculty Examination Committee (FEC) at the end of the year."
  • Page 1: Removed last two sections: Leave of absence decisions and conditions and Office use.
12.07.2019 SAP03 Removed
  • This form is no longer in use. This request can now be completed in ServiceNow, see: SAP Training Request
10.07.2019 HR157 Update
  • Page 1: In Section 6: Deferred Retirement: Removed "or if you owe money to UCT which is, or may be, deductible from your benefit in terms of the law."
  • Page 2: In Section 7: Retirement benefit options: Added section 7.3 Preservation Fund Options. 
12.06.2019 HR201; HR204 Update
  • Various changes made as required.
03.06.2019 ACA43 Update
  • Page 1: Instructions: Updated deadlines for 2019 and 2020 for submitting form to Student Wellness Service.
30.05.2019 R&I16 Update
  • Page 1: Updated deadline, committee meeting and outcome dates for 2019.
24.05.2019 ACA44a Update
  • Page 1: IMPORTANT section: 
    • Point 4: Added text at the end: "as a single, combined PDF."
    • Point 5: Removed: "Email this completed form and all supporting documents within 7 days of the scheduled exam date to: deferred.exams@uct.ac.za with your surname and student number in the subject line."
  • Page 1: SECTION A: STUDENT APPLICANT DETAILS: A.5. Request for Deferred Exam field: Removed extra text in field. 
  • Page 2: SECTION C: MEDICAL/PSYCHOLOGICAL REPORT: Date of consultation field: Increased the size of the field so that the dates of all the consultations with the student can be added, if necessary.
22.05.2019 BAS04; BAS12 Update
  • Only updated When To Use The Form for:
    • BAS04 changed to: "When UCT staff need to request a venue for a class test"
    • BAS12 changed to: "When UCT staff need to request a change/additional venue for Semester Teaching"
21.05.2019 ACA44a Update
  • Page 2: Added Professional Qualification field. 
  • Page 2: Added SANC Reg. Number field.
16.05.2019 ACA49 Update
  • Page 1: In the Important section: Replaced email address with "DECReview@uct.ac.za" email address.
  • Page 1: In the Submission Details section: Changed first field label from “Date of submission to DEC” to “Date of notification of DEC decision”.
15.05.2019 ACA44a Update
  • Page 1: Added "Psychological" to the title. 
  • Page 1: In the IMPORTANT section: 
    • Bullet points 1 and 2: Added "/psychological" after "medical" and removed the word "medical" where applicable. 
    • Bullet point 7: Replaced this point with: "Read the Student Wellness Services supplementary information (ACA44aHLP)" linking to the revised Student Wellness Services (SWS) help document.
  • Page 1: SECTION A: Removed A.7. Student's UCT email address. 
  • Page 1: SECTION B: B1.1. : Replaced with "The role the health professional is to provide clinic-based therapeutic services and the health professional does not have any influence in the decisions of the Deferred Examination Committee."
  • Page 2: SECTION C
    • Added "PSYCHOLOGICAL" to the section heading. 
    • Removed Detailed description/explanation field. 
    • Added Indicate any family relationship to student field.
    • Added HPCSA Reg. Number field. 
15.05.2019 ACA44 Update
  • Page 1: In section C. Acknowledgement Checklist: Changed check point 5 to: 5. ACA44a: Confidential Medical/Psychological Report
15.05.2019 BAS11 help Update
  • On the UCT Administrative Forms page, in the BAS section, in the Help Document / Movie column: Updated the link to the Maintenance FAQ page which had moved. 
10.05.2019 ACA40 Update
  • Page 1: Updated the year to the current year "2019".
10.05.2019 DDB11 Update
  • Page 1: In Note section, changed last bullet point to: Both sections of the form must be completed. 
  • Page 1: Personal details area, changed field name of the fifth row to "Total number of pages of the PDF file of your thesis."
  • Page 1: Changed wording in sub-headings from "Part" to "Section".  
  • Page 1: In Section A: Declaration: In b) i and ii, removed one the blank row in each. 
06.05.2019 FM033 Update
  • Page 1: Section B. Breakdown of expenditure
    • Mileage rate effective date changed to 1 March 2019. 
    • S&T: max daily rate allowed increased to R435 for meals & incidentals, and increased to R134 for incidentals only with effective date changed to 1 March 2019. 
06.05.2019 R&I18 Update
  • Page 1: Updated deadline and outcome dates.
  • Page 1: Note: Added note:  "Please be aware the funds will only be available in January/February 2020 for the purchase of the equipment."
24.04.2019 ACA38 Update
  • In Notes section: Bullet point: Replaced third bullet point with: “See 2.7 in Fees handbook 12 for fee rebates."
  • In Notes section: Bullet point: Added "absence" to fifth bullet point. 
  • In Rules relating to attendance and leave of absence section: Removed the table listing rules G16.3 to G16.8.
  • In Declaration by the student section:
    • Converted this to a checklist table including acknowledgements for each point.
    • Added the point: "I have read and understand the rule on leave of absence"
  • Removed "Dean" from the Signature field.
24.04.2019 ACA37 Update
  • In Notes section: Bullet point: Replaced third bullet point with: “See 2.7 in Fees handbook 12 for fee rebates."
  • In Notes section: Bullet point: Added "absence" to fifth bullet point. 
  • In Rules relating to attendance and leave of absence section: Removed the table listing rules G16.3 to G16.8.
  • In Declaration by the student section: 
    • Converted this to a checklist table including acknowledgements for each point.
    • Added the point: "I have read and understand the rule on leave of absence"
  • Added the new Review by curriculum advisor section below the Declaration by the student section and moved the curriculum advisor check fields into it.
  • Removed "Dean" from the Signature field.
24.04.2019 Nedbank application form Update
  • The updated Nedbank application form has been uploaded. As a reminder, this must be completed and sent off with the MM003 form.
17.04.2019 ACA44 Update
  • In Section A: Removed Email field. 
  • In section B: Added section: Do you have a DP?
  • Included requirement to complete the new ACA44b form if the course has no DP.
  • Accommodate the changes to ACA44a and ACA44b below. 
17.04.2019 ACA44a Update
  • Incorporated sections A and B from old ACA44b which has been retired and replaced (see below)
  • Other changes to reflect Student Wellness Service aspects in the form.
17.04.2019 ACA44b Replace
  • New form: ACA44b – Course without DP requirements
  • Replaced form: ACA44b: Supplementary Information for Application for the Deferred Examination which is incorporated in ACA44a – Confidential Medical Report
10.04.2019 DSA-SWS-ADM009 New
  • Form title: Registration form: Medical Services
  • When to use the form: When UCT students wish to access medical services at SWS. This form is completed by UCT students using the SWS online booking system for the first time or when details need to be updated on the SWS system.
03.04.2019 BAS06 Removed
  • The New third party system user administrator application was removed as, with the implementation of the new Third Party System on 25 March 2019, all UCT staff members automatically have access either as a requester (staff member) and/or authorizer (line manager).
  • For more information see: online help and video: Third Party System orientation.
03.04.2019 BAS09 Removed
  • The Change of Third Party System user details or organisational unit form was removed as, with the implementation of the new Third Party System on 25 March 2019, since this system is integrated with authoritative data, UCT staff members' user details or org unit will automatically be updated if any changes are made to their details and org unit. 
  • For more information see: online help and video: Third Party System orientation.
03.04.2019 INS03 Update
  • Page 1: Note section, under Assets (Other): Increased the amounts for damage/theft and high risk portable devices and equipment by R500.
27.03.2019 PG014 Update
  • Page 1: Bullet point: First bullet point added to instruct users to indicate appropriate Fellowship categories
  • Page 1: Bullet point: Note added for CIDRI-AFRICA fellowships holders only.
  • Page 1: Check boxes: Check boxes added to indicate Fellowship categories.
  • Page 1: Section 3: New section added To be completed by UCT CIDRI-AFRICA Fellowship holders only.
  • Page 1: Section numbering: All sections subsequent to section 3 renumbered accordingly.
27.03.2019 PG015 Update
  • Page 1: Section 4:  Principal Investigator/Fund Holder information updated from 2018 to 2019.
14.03.2019 TA03 Update
  • Page 1: Office Hours: Times amended from Monday – Friday: 08h30 to 15h30 to Monday to Thursday 08h30 to 15h30; Fridays 08h30 to 15h00.
08.03.2019 MM026 Update
  • Page 2: Approval section: New approval section added for >R5 million and <= R20 million.
06.03.2019 HR120 Update
  • Page 2: Claim details: Rand values for marking undergraduate and post graduate essays / projects / reports updated.
  • Page 3: When do I complete this form?: Rand values for undergraduate and post graduate marking updated.
06.03.2019 HR121 Update
  • Page 2: Claim details: Rand values for marking Master's Research Dissertations updated.
  • Page 3: When do I complete this form?: Rand values for marking Master's Research Dissertations updated.
01.03.2019 FM049 Update
  • Page 1: Note section: Reference to current year updated.
  • Page 1: Note Section: Allowed maximum daily travel rate increased from R128 to R134.
  • Page 1: Note Section: Allowed daily maximum daily incidental costs increased from R416 to R435.
01.03.2019 FM032 Update
  • Page 1: Section B: Allowed maximum daily travel rate increased from R128 to R134.
  • Page 1: Section B: Allowed daily maximum daily incidental costs increased from R416 to R435.
21.02.2019 FHS021 Update
  • Page 6: Section 7.3.1: URL reference to SOP updated.
  • Page 7: Section 7.11: URL reference to SOP updated.
  • Page 7: Section 9: URL reference to SOP updated.
  • Page 10: Submission Details: Submission details for electronic copies updated.
21.02.2019 FHS006hlp Update
  • Page 3: Submission Details: Submission email address updated.
21.02.2019 FHS006 Update
  • Page 3: Ethics Review Levy: Cost for Major Amendments updated.
21.02.2019 FHS013hlp Update
  • Page 1: Submission Details: Telephone number updated.
  • Page 1: Submission Details: Administrator contact details updated.
  • Page 1: Submission Details: Submission details for electronic copies updated.
21.02.2019 FHS015hlp Update
  • Page 1: Introduction: Reference Declaration of Helsinki updated from 2008 to 2013.
  • Page 8: Introduction: Reference Declaration of Helsinki updated from 2008 to 2013.
21.02.2019 FHS016 Update
  • Page 2: Section 1.3: Amount for Annual Approval for full committee review updated.
21.02.2019 FHS016 Update
  • Page 2: Section 1.3: Amount for Annual Approval for full committee review updated.
12.02.2019 HR213 New

Title: Family funeral cover “Opt Out” for UCTRF members
When to use: When a UCTRF member wishes to opt out of the Family Cover benefit.

11.02.2019 R&I31 Update
  • Page 1: Form title: Form title changed to include "meritorious creative works prize".
  • Page 1: Information section: Reference to current year updated throughout form.
  • Page 1: Information purpose section: Reference to staff members replaced by current employees.
  • Page 1: Value Information section: New section added outlining current monetary value of the award.
  • Page 1: Eligibility criteria Information section: Reference to staff members replaced by reference to current employees or eligible staff.
  • Page 1: Nomination Process Information section: Reference to staff members replaced by reference to current employees or eligible staff.
  • Page 1: Submission Requirements Information section: Submission deadline date updated for current year.
  • Page 2: Details of Nominated Work: Reference to work of art replaced with reference to creative work throughout form.
  • Page 2: Details of Nominee section: Section renamed from Details of Author to Details of Nominee.
  • Page 2: Details of Nominee section: Reference to author replaced with reference to nominee throughout form.
  • Page 2: Details of Nominator section: Reference to author replaced with reference to nominee.
31.01.2019 ACA52 New

Title: Change of results form
When to use: When (i) an individual mark is submitted; or (ii) a final mark, already uploaded on system, changes.

30.01.2019 HR169 Update
  • Page 1: Notes section: Third bullet point: Added "clearly outlining the nominee’s contribution to the work of UCT".
  • Page 1: Appointment Details section: 
    • Removed Appointment category fields. 
    • Added to Proposed appointment dates field: "(preferably 5-years unless specific reasons are provided for a lesser period)"
    • Edited For re-appointments field
    • Edited Details for letter of offer field.
30.01.2019 R&I09 Removed
  • Removed form and replaced it with text: "This form has been removed. Please apply online via eRA (http://eraonline.uct.ac.za/converis/portal?lang=en_GB) Note: From January 2019 all applications for the URC Page Costs and the Open Access Fund (article processing charges) must be submitted to Research Office via UCT’s Research Portal on the Research Administration (eRA) system."
28.01.2019 R&I24 Update
  • Page 1: Updated application deadline and committee meeting dates.
  • Page 1: Purpose section: Increased maximum funding per application to R30 000.00. 
25.01.2019 PG015 Update
  • Page 1: First Installment section: Two funding processing options added with associated note.
25.01.2019 ACA09 Update
  • Page 2: Updated dates to reflect 2019 deadline dates and checked and updated links to 2019 content, as required. 
23.01.2019 CMD01 Update
  • Page 1: Instructions section: Updated CMD contact details.
  • Page 1: A. Details of proposed conference section: Updated contact details in parts 5, 6 and 11.
22.01.2019 TA02 Update
  • Page 1: Instructions section: Edited Traffic Office hours: "Monday to Thursday: 08h30 – 15h30. Friday: 08h30 – 15h00. Added "Phone: (021) 650 3312/3"
22.01.2019 TA01 Update
  • Page 1: Instructions section: Edited Traffic Office hours: "Monday to Thursday: 08h30 – 15h30. Friday: 08h30 – 15h00." 
22.01.2019 ACA51 Update
21.01.2019 ACA50 Update
  • Page 1: Personal Details section: Added "Acknowledgement: I the undersigned acknowledge that: 
    • the review focuses on the decision of the RAC, and it is not a second appeal.
    • the reviewer will inform me of the RAC decision, and 
    • I may not continue to engage with the reviewer once the RAC ruling has been made.”
21.01.2019 ACA51 New
  • ACA51 - Motivation for late acceptance of an RAC appeal
21.01.2019 R&I13 Update
  • Page 1: Section One: Application deadline, committee meeting and outcome dates updated from 2018 to 2019 for round one and round two. Some heading edits. 
  • Page 2-5: Section One: Minor heading, note and field updates. 
  • Page 4: Section One: 6. Costs of visit:  Subsistence rate per day changed from R855 to R945.
21.01.2019 R&I35 Update
  • Page 1: Information section: Deadline dates updated from 2018 to 2019.
17.01.2019 ACA50 Update
  • Page 1: Personal Details section: Added Faculty field and Degree/qualification field.
17.01.2019 PG025 Update
  • Form revised for 2019 purposes.
17.01.2019 PG024 Update
  • Form revised for 2019 purposes.
09.01.2019 R&I33 Update
  • Page 1: Information section: Deadline dates updated from 2018 to 2019.
  • Page 1: Information section: Outcome date updated from 2018 to 2019.
  • Page 1: Information section: Research Office updated to ACC as advisor of outcomes.
  • Page 1: Information section: Minimum valule updated from R20 000 to R50 000.
  • Page 1: Information section: INformation relating to preparation and submission of applications updated.
  • Page 2: Detailed Budget: Note updated to includee reference to "onr or more of the following".
  • Page 5: Dean Recommendation: Note updated to refer to Chair of the Faculty IT/Computing Committee.
07.01.2019 HR122 Update
  • Page 1: Notes: Second bullet point wording updated to "This form is completed by an external examiner when claiming an honorarium for examining a doctoral thesis."
  • Page 1: Notes: Third bullet point added "Once completed, this form should be submitted to the Doctoral Degrees Board Office."
  • Page 1: Section A: Examiners Details section renamed to SECTION A: EXAMINER DETAILS (To be completed by the external examiner).
  • Page 1: Section B: Candidate Details section renamed to SECTION B: CANDIDATE DETAILS (To be completed by the Doctoral Degrees Board Office).
  • Page 1: Claim details section: Examiner's Fee updated to R4500.00.
  • Page 2: When do I complete the form section: Reference to external examiner completng the form and increased amount updated.
  • Page 2: Where do I send this form section: Form submission details updated.
  • Page 2: When do I submit this form section: Instruction as to when the form shoudl be submitted updated to Office by the 25th of each month for payment to be processed in the following month’s pay-run.
07.01.2019 ACA50 Update
  • Title and information wording revised for 2019 purposes.
     
     
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