|
|
|
|
|
|
AA01 |
Records transmittal list |
Before sending records/files
to Administrative Archives for archiving to describe the records
submitted. |
None |
04.10.2012 |
|
|
|
|
|
|
*ACA03 |
Student bank account details |
When you need to capture student bank
account details on
PeopleSoft (for emergencies only).
Note: *This writable PDF
form must first be downloaded to your computer (right-click and Save link as),
before it can be completed using
Adobe Acrobat Reader.
|
None |
13.12.2022 |
ACA04 |
UCT Student Systems
development request |
When you need to make a
development request for Student Administrative Information Systems such
as: PeopleSoft, Residential Management System (RMS), Syllabus plus,
Image Now etc.
This
form is no longer in use. Please
complete this request in ServiceNow, see: Student Systems Development Request
|
ACA05 |
This
form has been discontinued. |
ACA06 |
Adding a person record to
PeopleSoft |
When adding a person record to
PeopleSoft. |
None |
06.03.2013 |
*ACA08 |
Cancellation of Registration |
To cancel your registration
entirely (not to change your curriculum).
Note: *This
form (writable PDF) must be completed and uploaded to the Cancellation of
Registration Application on service requests on PeopleSoft. For
help in
how to do this go to: https://vula.uct.ac.za/x/7rgfwa. |
None |
15.05.2020 |
*ACA09 |
Application for Change of Curriculum |
To add and/or drop a course, to change your
academic programme and/or plan.
Note: *This writable PDF
form must first be downloaded to your computer (right-click and Save link as),
before it can be completed using
Adobe Acrobat Reader. |
None |
18.01.2023 |
ACA10 |
Request for out of hours
system support |
When requesting out of hours
support for a student or related system. |
None |
06.04.2020 |
ACA11 |
Form
no longer in use, replaced by
ACA031 |
*ACA13 |
Backdating a course enrolment
or course drop date in PeopleSoft |
When needing to backdate a
course enrolment or course drop date in PeopleSoft.
Note: *This writable PDF form must first
be downloaded to your computer (right-click and Save link as),
before it can be completed using
Adobe Acrobat Reader.
|
None |
31.05.2024 |
ACA30 |
This
form has been replaced by:
ACA034 -
Approval form for new courses
ACA035 -
Changes to existing courses |
ACA31 |
UCT Short Course Approval Form |
When requiring faculty and
Senate approval for a new short course. |
ACA031HLP |
25.08.2017 |
ACA32 |
Creating a code for a new plan |
When creating a code for a new
plan within an existing programme / plan within a qualification. |
ACA032HLP |
13.11.2014 |
ACA33 |
Creating a code for a new
qualification |
When creating a code for a new
qualification with its attendant programme / plan codes. |
ACA033HLP |
13.11.2014 |
ACA34 |
Approval form for new courses |
When requiring Faculty and
Senate approval for a new course. |
ACA034HLP |
10.02.2017 |
ACA35 |
Changes to existing courses |
When requiring Faculty and
Senate approval for changes to an existing course. |
ACA035HLP |
09.05.2017 |
ACA36 |
External credit and exemption
application |
When applying for external
academic credit and/or exemption. |
None |
11.02.2021 |
ACA41 |
Faculty of Heath Sciences
Short Course Approval Form |
When requiring faculty and
Senate approval for a new short course within the Faculty of Health
Sciences. |
None |
22.02.2016 |
ACA44 |
Deferred Examination Application Form |
When a student wishes to apply to defer their
examinations due to illness or other good cause.
Note:
Please ensure you also submit the relevant forms below in support of
your Deferred Exam Application.
|
None |
17.10.2024 |
ACA44a |
Confidential Medical/ Psychological Report |
When a student wishes to apply to defer their
examinations due to illness or other medical reason.
Note:
This form should be submitted together with the ACA44:
Deferred Examination Application Form.
|
ACA44aHLP |
17.10.2024 |
ACA44b |
Supplementary Information for Application for the
Deferred Examination |
To be completed if a student requires
supplementary information to apply for the Deferred Examination (DE).
Note:
This form should be submitted together with the ACA44:
Deferred Examination Application Form. |
None |
17.10.2024 |
ACA52 |
Change of results form |
When (i) an individual mark is submitted; or
(ii) a final mark, already uploaded on system, changes. |
None |
06.03.2020 |
ACA54 |
Special Technical Fee
Waiver Request for
Lockdown-Related Reasons |
When master’s and PhD
students are seeking a fee
waiver in terms of the
special Council concession on fees for research students
affected.
|
None
|
02.10.2020 |
ACA55 |
Deferred and supplementary results submission
|
When submitting deferred and supplementary results.
|
None |
16.05.2022 |
|
|
|
|
|
|
AS001 |
Asset acquisition form |
When you want to purchase an
asset.
|
None |
20.07.2023 |
AS002
|
Asset acquisition (via donation) form
|
When you have to process the receipt of a donated asset.
Note: This form has been revised and reinstated. |
None
|
22.12.2023
|
AS003 |
Asset re-location/transfer form |
When an asset is
being transferred to another department/unit or to another
building/location. |
None |
06.12.2021 |
AS004 |
Asset
retirement form |
When you
have disposed of an asset and require it to be removed from
the fixed asset register (i.e. retired). Reasons for retiring an asset
include:
scrapping due to asset being lost or damaged beyond repair; sale; trade
in; or returning the
item to the vendor; etc. |
None |
20.07.2023 |
AS005 |
New asset under construction |
When Properties and Services
Dept.
needs to create a new
Asset Under Construction relating to a capital project. |
None |
25.11.2022 |
AS006 |
Fixed asset count authorisation |
When a departmental asset
count has taken place. |
None |
18.07.2024 |
AS007 |
Capitalisation of customs
charges on imported assets
|
When you need to advise
the Assets Department of customs charges that need to be capitalised
against the cost of imported assets.
|
None
|
26.01.2022
|
|
|
|
|
|
|
BAS01 |
Goods Movement Permit
(Short Loan) |
When you want to remove an
asset from the campus on a "once-off" basis. |
None |
20.11.2000 |
BAS02 |
Goods Movement Permit
(Extended) |
When you want to remove an
asset from the campus on a continual daily basis, e.g. laptop
computers, cell phones, etc. |
None |
03.09.2003 |
BAS03 |
Application for the Issue of a
Third Party Identification and Access Control Card |
When you want to apply for an
access card for a third party who will be at UCT or need access to UCT
structures for some period of time
Note: This form is no
longer in use. Please use the BAS03a
to gather information from prospective third parties and/or complete
this request in the Third Party System.
|
BAS03a
|
Third Party System:
Prospective third party data request
|
When you want to gather
information from new UCT third parties and obtain their consent for its
usage according to their role.
See also: Third
Party System | Access/Visitor card conditions
|
BAS03aHLP
Third Party System help
|
13.06.2023
|
BAS04 |
UCT Class Test Venue Request
Form (UCT staff) |
When UCT staff need to request
a venue for a class test. |
None |
19.09.2017 |
BAS05 |
This
form has been removed, as it is no longer in use. |
BAS06 |
This form
has been removed, as it is no longer in use.
|
BAS07 |
Application for the
registration of Third Party identification for employees of UCT
contractors |
Use either when:
· registering a new third party who is an employee of a UCT contractor,
and applying for access to UCT resources,
· or, for an existing third party who is an employee of a UCT
contractor: updating contact details, or renewing or extending access. |
None |
24.03.2015 |
BAS08 |
Application for the amendment
of Third Party identification and associated access to UCT resources |
When renewing an existing
third party, updating personal details or changing access requirements.
Note: This form is no
longer in use. Please use the BAS03a to gather information from
prospective third parties and/or complete this request in the Third Party System.
|
BAS09 |
This form
has been removed, as it is no longer in use.
|
BAS10 |
Access Control Fault Logging
or Access Request Form |
When you would like to report
a fault with the access control system or you would like to request
additional physical access for an individual or a group of people. |
None |
08.09.2014 |
BAS11 |
UCT
Request for Building Maintenance |
When reporting a building or equipment fault
or
submitting a request for building or equipment maintenance or repair.
Note: This form is no
longer in use. Please complete this request in P&S Workplace
Services Portal, see: https://services.ps.uct.ac.za/
Help document: P&S
Workplace Services Portal Help Guide
|
BAS12 |
UCT Teaching Venue
Change/Addition Request Form |
When UCT staff need to request
a change/additional venue for Semester Teaching. |
None |
12.12.2017 |
|
|
|
|
|
|
BOB001 |
Business Objects Hierarchy |
When you want to see which
General Ledger (GL) account is linked to which GL grouping in the
Business Objects (BOB1) reporting hierarchy. |
None |
13.09.2016 |
|
|
|
|
|
|
CD001 |
Prospect Contact Report |
When you want to report any
visits made to prospective donors in relation to UCT business. |
None |
07.04.2006 |
CD002 |
This
form has been removed, please use CD007. |
CD003 |
This
form has been removed, please use CD007. |
CD004 |
This
form has been removed, please use CD007. |
CD005 |
This
form has been removed, please use CD007. |
CD006 |
Donated Asset Notification |
When you have received a
donated asset which:
Either needs to be recorded in the UCT assets register
Or does not need to be recorded in the assets register but requires a
Section 18A certificate. |
None |
07.04.2006 |
CD007 |
Donation Processing
Note: This is
a combined form, and replaces the previous CD002, CD003, CD004 and
CD005 forms. |
When you have received one of
the following:
- approval for a fundraising project, and want it
to be created on Kidz.
- a pledge, award or notification of a future
donation to UCT.
- a donation and want to have it processed to
your fund.
|
None |
26.06.2015 |
|
|
|
|
|
|
CMD01 |
Application to host an
academic event at UCT |
Use this
form to apply to host
an academic event - i.e. a conference, congress, seminar, symposium or
workshop.
This
form is no longer in use. Please
complete this request in ServiceNow, see: Conference request at UCT |
CMD02 |
Website
application |
Use
when applying for the creation of a website, either in the UCT Web CMS
(Content Management System) or another suitable repository.
This form
is no longer in use. Please complete this request in ServiceNow:
New Website Application |
CMD03 |
Application
for Domain Administrator training and access to UCT Web CMS |
When
applying for training and access for a Domain Administrator to
manage/maintain content for a site in the UCT Web CMS (Content
Management System)
This form
is no longer in use. Please complete this request in ServiceNow:
Add/Change Domain Administrator |
CMD04 |
Website
activation application |
Use
either when you have an existing site that is being replaced with a new
site on the UCT Web CMS (Content Management System) or if you have a
new site which you want to make live.
This form
is no longer in use. Please complete this request in ServiceNow:
Make Website Live |
CMD04 |
Website
deactivation application |
This
is a request to deactivate an existing site which has been created in
the UCT Web CMS.
This form
is no longer in use. Please complete this request in ServiceNow:
Remove Website |
CMD05 |
Application for UCT Web CMS
training |
When applying for training of
Senior Content Manager(s) / Content Manager(s) / Page Manager(s) to
manage/maintain content for a site in the UCT Web CMS (Content
Management System). |
None |
04.07.2014 |
|
|
|
|
|
|
Removed |
The following forms
were removed, as they are no longer in use: CO101, CO102, CO105, CO106,
CO108 - CO111, CO116
|
CO103 |
Application for Cost Center
Maintenance |
When you want to create or
maintain a cost center.
For more than 3 requests, please use the
CO103 spreadsheet. |
None |
24.01.2011 |
CO104 |
Application for Cost Center
(CC) Group Hierarchy Maintenance: Standard Hierarchy |
When you want to create or
change a cost center group that is part of the standard cost center
hierarchy. |
None |
19.02.2008 |
CO107 |
Application for Real Internal
Order Maintenance |
When you want to create or
change a real internal order.
For more than 3 requests, please use the
CO107 spreadsheet. |
None |
01.09.2014 |
CO112 |
Application for Real Internal
Order (RIO) Group Maintenance |
When you want to create,
change or delete a real internal order group. |
None |
24.01.2002 |
CO113 |
Application for creation of
fund/cost object relationships (ZFIT update) |
When you have a new or
existing fund or cost centre and you would like to create ZFIT
relationships. |
None |
29.08.2023 |
CO114 |
Application for deletion of
fund/cost object relationships (ZFIT update) |
When you would like to delete
ZFIT relationships. |
None |
29.08.2023 |
CO115 |
Request for CO reposting |
When you wish to repost costs
or revenue from one cost object to another. You CAN repost
from a cost center to a RIO, or vice versa, as well as from one cost
center to another, or one RIO to another. This form CANNOT be used if
you need to change a cost element/GL or a fund. In this case, use a
journal instead (FM014). |
None |
22.09.2023 |
|
|
|
|
|
|
DDB01 |
Form
no longer in use, replaced by DDB07. |
DDB02 |
Form
no longer in use, replaced by DDB07. |
DDB03 |
Appointment of Additional
Examiners |
When appointing additional
examiners for a PhD thesis. |
None |
20.08.2020 |
DDB04
(previously known as DDB03) |
Supervisor’s Report |
When the supervisor of a PhD
candidate reports on the candidate to the Doctoral Degrees Board. |
None |
30.05.2022 |
DDB05 |
COA recommendation
on examination |
When the Committee of
Assessors has met and recommends to the Doctoral Degrees Board the
status of the examined thesis. |
Page 3 of DDB05 |
25.06.2021 |
DDB05a |
COA
recommendation on re-examination |
When
the Committee of Assessors has met and recommends to the Doctoral
Degrees Board the status of the re-examined thesis. |
Page
3 of DDB05a |
12.04.2023 |
DDB05b |
OEC report and
recommendation on examination |
When
the Oral Examination Committee (OEC) has met and recommends to the
Doctoral
Degrees Board the status of the examined thesis and oral examination of
the PhD candidate.
|
Page 4 of DDB05b |
12.04.2023 |
DDB06 |
Certificate of Corrections |
When the supervisor of a PhD
candidate certifies corrections to a PhD thesis. |
None |
08.09.2020 |
DDB06a |
Template for Corrections |
This
template is used by a PhD candidate to list the corrections made to
their thesis in response to the examiners' comments/ criticisms, after
receiving a Result (ii) outcome. |
None |
31.08.2020 |
DDB07 |
Appointment of COA and
Examiners |
When appointing members of the
Committee of Assessors and examiners for PhD theses. |
None |
05.11.2024 |
DDB07a |
Examiner’s Declaration Form |
When three or more examiners
have agreed to examine a PhD thesis. |
None |
11.10.2024 |
DDB08 |
Thesis Open Access
Suppression Form |
When there is a need to
prevent your thesis/dissertation from being made available online via
OpenUCT. |
None |
20.07.2020 |
DDB09 |
Notice of intention to submit
PhD thesis |
When wishing to declare
submission of a PhD thesis. |
None |
15.11.2024 |
DDB10 |
PhD IP Assessment Form |
This form is to be completed
by PhD students registered in Engineering and Built Environment, Health
Sciences and Science prior to thesis submission.
Note: This
form must be submitted in conjunction with DDB09. |
None |
14.04.2021 |
DDB11 |
Declaration and Submission Form |
This form is to be completed
when uploading a Doctoral thesis for examination. |
None |
05.11.2024 |
DDB12 |
Examiner
recommendation on examination |
Used
by external examiners when making a recommendation on the examination
of a thesis submitted for the degree of Doctor of Philosophy. |
None |
05.11.2024 |
DDB12a |
Examiner
recommendation on re-examination |
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.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. |
None |
05.11.2024 |
DDB12b
|
Examiner preliminary
recommendation on thesis
|
This form is used by
external examiners when making a preliminary recommendation on the
examination of a thesis submitted for the degree of Doctor of
Philosophy. This form is to be submitted prior to the oral examination.
|
None
|
17.01.2024
|
DDB13 |
Turnitin plagiarism declaration |
This form is completed by PhD students and
their supervisors.
Note: PhD
students must submit this form with their
thesis for examination. |
None |
09.06.2020 |
DDB14 |
Confidentiality on the nomination of examiners |
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. |
None
|
12.12.2023 |
DDB15 |
Checklist for inclusion of publications in a PhD
thesis |
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. |
None |
14.10.2024 |
DDB16 |
Template for Revisions |
This template is used by a PhD candidate to list
the revisions made to
their revised thesis in response to the examiners' comments/
criticisms, after receiving a Result (iii) outcome. |
None |
31.08.2020 |
DDB17 |
Appointment of an Assessor |
When appointing assessors for a PhD thesis. |
None |
12.06.2024 |
DDB17a |
Assessor's Declaration Form |
When approved assessor/s have agreed to assess a
PhD thesis and are about to be appointed. |
None |
12.06.2024 |
|
|
|
|
|
|
Removed |
The following forms have
been removed and are no longer in use: EBE01, EBE02, EBE03, EBE04
|
EBE05a |
Basic Risk Assessment
for Outdoor / Off-campus Activity |
When a staff member wishes to
provide a risk assessment of the of the outdoor / off-campus activity
area. |
EBE05HLP |
30.04.2018 |
EBE05b |
Student Information and
Consent for Outdoor / Off-campus Activity |
When a student wishes to
participate in an outdoor / off-campus activity. |
EBE05HLP |
30.04.2018 |
EBE05c |
Authorisation
for Outdoor / Off-campus Activity |
When a staff member in charge
of an outdoor / off-campus activity wishes to gain authorisation from
the Head of Department prior to the commencement of the activity. |
EBE05HLP |
30.04.2018 |
|
|
|
|
|
|
*FHS001 |
Clearance of non-GOB proposals |
When you are applying
for/receiving funding, such as contracts related to
non-research activities. |
None |
17.09.2024 |
FHS002 |
Clearance of research
proposals (also known as C1) |
Note: This
form is no longer in use and requests must instead be sent via the
Electronic Research Administration (eRA) system. See also: eRA pre-awards application process
|
FHS003 |
AEC: Animal Research Ethics
Committee - Application Form |
When you are applying for
ethics approval to perform testing on animals. |
None |
13.12.2018 |
FHS004 |
AEC: Annual Progress or Final
Report Form |
When you need to submit an
annual progress and study closure report to the Animal Ethics Committee. |
None |
28.05.2018 |
FHS005 |
AEC: Application for minor
amendment(s) to a previously approved study by Animal Ethics Committee |
When you are making minor
amendments to a previously approved study by Animal Ethics Committee. |
None |
28.05.2018 |
FHS006 |
Protocol Amendment |
When making changes to a
protocol approved by the Human Research Ethics Committee.
See: 2012 HREC guidelines
on amendment submissions. |
FHS006hlp |
13.06.2024 |
FHS007 |
Amendment - study staff |
When making staff changes to a
protocol approved by the Human Research Ethics Committee. |
FHS006hlp |
02.04.2024 |
FHS008 |
Internal Adverse Event or
Unanticipated Problem reporting |
When reporting an internal
adverse event or unanticipated problem with an active protocol. |
FHS008hlp |
02.04.2024 |
FHS009 |
Reporting form for safety
information |
When summarising and
submitting an updated Investigator Brochure (except if accompanying a
new protocol application), Safety Information or Publication, an Audit
Report (with significant findings) or a Hold on Activity. |
None |
02.04.2024 |
FHS010 |
Study closure report |
When you wish to close a study. |
None |
02.04.2024 |
FHS011 |
Study deviation |
When you need to report major
protocol violations. |
FHS011hlp |
02.04.2024 |
FHS012 |
Study exception |
When you need to report major
protocol exceptions. |
None |
02.04.2024 |
FHS013 |
New protocol application form
- Section A |
When you need to apply for a
new protocol - Section A.
Note: Applicants
for databases, registries or repositories should
only fill out form FHS020.
See also: HREC
Fee Structure and HREC
Debit Order forms on HREC website,
and Checklist
– FHS013 submissions. |
FHS013hlp |
13.06.2024 |
FHS014 |
Preparing a
synopsis: Section B - Pointers for Researcher |
When you
need pointers on preparing a synopsis (Section B).
Note: This is
not a form in itself. |
None |
02.04.2024 |
FHS015 |
Research protocol - Section C |
When you need to complete
section C of a new protocol application. |
FHS015hlp |
02.04.2024 |
FHS016 |
Annual progress Report /
Renewal |
When you need to submit an
annual progress report to the HREC. |
FHS016hlp |
13.06.2024 |
FHS017 |
Annual Progress Report /
Renewal |
When you need to submit an
annual progress to the HREC for Record Reviews / Audits / Collection of
Biological Specimens / Repositories / Databases / Registries. |
FHS016hlp |
02.04.2024 |
FHS018 |
Short courses run by
Departments |
When your department/unit is
intending to run a short course or workshop. |
None |
15.12.2009 |
FHS019 |
Final Report |
When you need to close a
study.
Record Reviews / Audits / Collection of Biological Specimens /
Repositories / Databases / Registries. |
None |
02.04.2024 |
FHS020 |
Application to establish an
ongoing Database, Registry or Repository for research purposes |
When you need to apply for an
ongoing database, registry or repository. |
None |
02.04.2024 |
FHS021 |
Undergraduate student research
protocol application form |
When you need to apply for an
Undergraduate student research protocol. See also: New
protocol submission checklist |
None |
02.04.2024 |
FHS022 |
Application Form for Major
CAPEX Projects (First Phase – Preliminary Request) |
For any Major UCT space
project which exceeds R100 000, including self-funded projects. |
None |
19.10.2017 |
FHS023 |
Application Form for Major
CAPEX Projects (Second Phase) |
For any Major UCT space
project which exceeds R100 000, including self-funded projects. |
None |
19.10.2017 |
FHS024 |
Application Form for Minor
CAPEX Projects ( < R100 000) |
For any Minor UCT space
project which is less than R100 000, including self-funded projects. |
None |
19.10.2017 |
FHS025 |
Vendor
Request Application |
This
form has been removed until further notice. |
None |
22.01.2020 |
FHS026 |
Application form for UCT Sponsorship and Insurance for
Clinical Research |
When applying for UCT sponsorship and insurance for a
Faculty of Health Sciences study involving human participants. |
None |
22.09.2021 |
FHS027 |
Additional Information for
Opening a New Health Science Fund |
Important additional
information to be supplied when you want to open a new Health Science
fund. |
None |
12.01.2021 |
FHS028 |
Request for New Space or Space
Modification |
When requesting a new space
allocation, or a space modification that does not require UCT funding. |
None |
19.10.2017 |
FHS029 |
AEC: Application
Form for the Use of Animal Material for Scientific Purposes |
When applying for the use of
animal material for scientific purposes.
Note:
This form has been moved to a new platform, see: FHS029: Use of Animal Material for
Scientific Purposes |
FHS030 |
AEC: Reciprocal Recognition of Review Decisions |
When applying for the reciprocal recognition of
review decisions. |
None |
06.04.2020 |
FHS031 |
AEC:
Reporting of Protocol Deviations and Unanticipated Problems |
When reporting protocol
deviations and unanticipated problems to the AEC.
Note:
This
form has been moved to a new platform, see: FHS031: Animal Incident, Protocol Deviations
& Unanticipated Problems |
FHS032 |
AEC: Pilot Feedback Report Form |
When submitting a pilot feedback report to the
AEC. |
None |
06.04.2020 |
FHS035
|
Health-Related Case Reports and Case Series
|
Use ONLY for applications for health-related case report research and case series involving three or less patients.
|
None
|
29.04.2024
|
FHS036
|
HREC Application Form: Health Research Using Human Cell Lines
|
When requesting HREC
approval for a study involving existing human cell lines (considered
human research) prior to commencing the work.
|
None
|
02.04.2024
|
FHS037
|
Reciprocal review of minimal risk research with prior approval from a South African HREC
|
Use ONLY to be used to apply for UCT Human Research Ethics Committee (HREC) reciprocal approval of minimal risk
research already approved by a South African Human Research Ethics
Committee registered with the National Health Research Ethics Council
(NHREC).
|
None
|
23.07.2024
|
|
|
|
|
|
|
FM003a |
Application to open
a fund |
When you want a fund to be
created on SAP.
Note: For
assistance on applying for an NRF fund, see:
NRF fund maintenance - Applying for new NRF funds. (Updated:
02.03.2023) |
FM003ahlp
|
06.04.2023 |
FM003b |
Application to change a
fund
|
When you want a fund to be
changed on SAP.
|
FM003bhlp |
17.05.2024 |
FM004 |
Application for Funds Centre
maintenance |
When you want a Fund Centre to
be created or changed on SAP. |
None |
26.01.2023
|
FM005 |
Expenses Commitment item/
General ledger accounts |
This form has been removed. Note: This form has been replaced with FM055.
|
FM006 |
Revenue commitment
item/general ledger account hierarchy |
This form has been removed. Note: This form has been replaced with FM055. |
FM007 |
Close a fund |
When you want a fund to be
closed on SAP.
Note: For
assistance in closing an NRF fund, see: NRF fund
maintenance - Closing a fund. (Updated: 23.02.2018)
If you are closing more than one fund, use FM007 spreadsheet. |
None |
05.05.2023 |
FM010 |
Application for additional
budget |
When you have insufficient
budget in your Fund and you want to apply for additional budget. |
None |
29.04.2004 |
FM011 |
Application for transfer of
budget |
When you want to transfer
budget from one Fund under your control to another Fund also under your
control or to transfer income or capital from an invested Fund to an
operational Fund. |
None |
29.05.2000 |
FM012 |
Application for bridging
finance |
When you want to apply for
bridging finance, the completed form must be sent to Treasury, Finance
Department. |
None |
05.02.2014 |
FM013 |
This form
has been removed. Note: From
1 July 2020 all
journal requests must be submitted using FM014 spreadsheet. |
FM014 |
Request for journal (Excel
spreadsheet) |
When you want a journal passed.
Note: For
assistance in journal processing for NRF grants, see:
Guidelines - Journal processing for NRF grants. |
None |
17.01.2024 |
FM015 |
This form
has been removed |
FM017 |
This
form has been removed. Note: From
1 July 2020 all
journal requests must be submitted using FM014 spreadsheet. |
FM018 |
Processing a credit memo
without reference |
When you want to process a
credit memo without reference to a purchase order. |
None |
11.02.2005 |
FM019 |
Processing a debit memo
without reference |
When you want to process a
debit memo without reference to a purchase order. |
None |
11.02.2005 |
FM024 |
Internal Transfer: fund to
customer |
To be used for charges between
the General Ledger and Debtor's Ledger. |
None |
18.12.2003 |
FM030 |
Claim for mileage reimbursement |
When you have used your
private vehicle on approved University business or field trip. |
None |
15.03.2024 |
FM031 |
Request for advance |
When you require money
(cash/cheque) for sundry purposes, field work or travel expenses in
advance of the supporting documentation.
(Refer
Finance Guidelines: FG003 for guidance as to which form to
use when requesting payment from UCT for UCT related business.) |
None |
30.11.2023 |
FM032 |
Subsistence and Travel (Local
& Foreign) |
When you require subsistence
for business travel. In addition, you may require an advance for
related travel/accommodation expenses not covered by the S&T
allowance. See:
S&T policy Attachment C for guidelines of amounts
included/excluded from S&T.
(Refer
Finance Guidelines: FG003 for guidance as to which form to
use when requesting payment from UCT for UCT related business.) |
None |
15.03.2024 |
FM033 |
Clearing of Advance |
When clearing an advance that
you have previously requested. Please refer to the
Advances policy for the deadlines for clearing advances in
order to avoid tax implications.
|
None |
15.03.2024 |
FM034 |
Petty cash float |
When you want to request a new
petty cash float, or to increase, decrease or close a petty cash float. |
None |
25.04.2018 |
FM037 |
This form
has been removed |
FM040 |
Staff Vendor Application |
When a staff member needs a
staff vendor number for reimbursements or S&T allowances. |
None |
04.11.2016 |
FM041 |
Request for exception to
finance policy |
When a staff member requires
the approval of the Executive Director, Finance, to be considered for
exception to one of the finance policies.
Note: A copy
of this signed form must be attached each time the relevant payment
request is submitted to Creditors. |
None |
10.12.2019 |
FM042 |
This form has been
removed, see
form HR109. FM042 has
been deleted due to the new GEN004 Cell phone policy, which has now
been temporarily removed, instead refer to the interim
GEN006 - Remote
connectivity policy |
FM043 |
This form
has been removed, see form MM010 |
FM044 |
This form
has been removed, see form MM009 |
FM045 |
Reimbursement (UCT internal) |
When you need to be reimbursed
for expenses that you have been authorised to incur on behalf of UCT.
(Refer
Finance Guidelines: FG003 for guidance as to which form to
use when requesting payment from UCT for UCT related business.) |
None |
17.05.2024 |
FM046 |
This form
has been removed, see form MM014. |
FM047 |
Claim for petty cash
reimbursement |
When you want to be reimbursed
for petty cash used to pay expenses. |
None |
13.11.2019 |
FM048 |
Delegated petty cash signatory |
When you need to set up or
change a petty cash signatory for verification purposes. |
None |
13.11.2019 |
FM049 |
Reimbursement (UCT external) |
When you need to reimburse
external parties for authorised expenses that they have incurred on
behalf of UCT.
Note: External
parties are individuals who are not current UCT staff members or
students.
(Refer
Finance Guidelines: FG003 for guidance as to which form to
use when requesting payment from UCT for UCT related business.) |
None |
15.03.2024
|
FM050 |
Missing supporting documents |
When there is no supporting
documentation available for various transactions, e.g. P-card,
Advances, S&T. |
None |
25.06.2015 |
FM051 |
Electronic transfer request |
When a vendor requires an
electronic payment into their bank account. Please be aware that terms
other than "Net 30" can only be negotiated by the Purchasing Dept.
Note: All
electronic transfer requests will be charged a service fee of R150.00,
except foreign payments that attract usual bank charges. |
None |
17.04.2014 |
FM052 |
Request for student award/
prize from investment fund |
When you need a UCT cheque for
a student prize or award using an investment fund.
Note: There
are only two cheque runs a week, therefore please make your request
timeously, bearing in mind that the request needs to be processed by
the Treasury Dept, then Creditors and signed off by two Central Finance
signatories before the cheque is printed. For all other funds, use a
Purchase Order via Creditors. |
None |
14.09.2015 |
FM053 |
Change to petty cash custodian |
When you need to change the
petty cash custodian. |
None |
13.11.2019 |
*FM054
|
Request for Instant Money
|
When you need to submit an
Instant Money request.
Note:
|
None
|
04.10.2024
|
FM055
|
General Ledger accounts
|
When you need to view a
list of expense and income general ledger account codes for your
information.
Note: Operating and HR account codes are listed separately.
Operating account codes include guidelines for usage.
|
None
|
04.10.2024
|
|
|
|
|
|
|
GI01 |
Servicing
Officer Application |
When a UCT
committee servicing officer needs to
apply for access to the Governance Intranet in line with their role.
For further information, see:
The Governance Intranet.
This
form is no longer in use. Please complete
this request in ServiceNow:
Servicing Officer Application |
No
form |
Servicing
Officer Removal
(Note: No form previously existed for this request which can now be
completed through ServiceNow.) |
When a UCT
committee servicing officer no longer
needs access to the Governance Intranet and needs to have their access
removed.
For further information, see:
The Governance Intranet.
Please
complete this request in ServiceNow:
Remove Servicing Officer |
GI02 |
New
Committee Application |
When a UCT
servicing officer (SO) or UCT staff
member needs to apply for the creation of a new committee on the
Governance Intranet (GI).
For further information, see:
The Governance Intranet.
This
form is no longer in use. Please complete
this request in ServiceNow:
New Committee Application |
|
|
|
|
|
|
*HR100a |
Appointment
(for faculty & department use) |
This form is used in respect
of all appointments handled by departments, excluding the appointment
of students to roles linked to their studentship e.g. tutor, library
assistant, sub-warden.
See also:
Ad hoc letter of
appointment
Paid-on-claim
letter
of appointment
Note: *This
writable PDF
form must first be downloaded to your computer (right-click and Save link as),
before it can be completed using
Adobe Acrobat Reader.
|
None |
12.06.2024 |
HR100b |
Appointment
(for faculty and department use – students in roles linked to their
studentship) |
This form is used for the
appointment of students to roles linked to their studentship (e.g.
tutor, library assistant, sub-warden).
See also:
Ad hoc letter of
appointment
Paid-on-claim
letter
of appointment |
None |
29.11.2018 |
HR100c |
Appointment
(for Staff Recruitment use) |
This form is normally used by
the Staff Recruitment & Selection Office only. It is also used
when departments process T2 research (academic) appointments. |
None |
21.06.2024 |
HR100d |
Joint Staff Appointment
(for department use) |
This appointment form is used
to appoint all UCT/NHLS and UCT/WCG staff on NHLS and WCG conditions of
service. |
None |
13.02.2024 |
HR101 |
Personal Details |
When staff are appointed, when
personal details of staff change, when payments are made to
invigilators not employed by UCT. |
None |
29.03.2022
|
HR102 |
Change of Appointment |
When any aspect of a staff
member’s appointment changes. |
None |
06.10.2023 |
HR103 |
SHAWCO Appointment |
Note: This form has
been removed as SHAWCO appointments and payments are no longer
facilitated by HR. |
HR104 |
Organisational Unit |
For creating new
organisational units and when requesting changes to existing
organisational units. |
None |
06.10.2023 |
HR105 |
Additional
Payment |
Please select
the relevant form below:
HR105a - Additional
Payment (Academic staff)
HR105b - Additional
Payment (PASS staff) |
HR105a |
Additional Payment
(Academic staff) |
When processing a once-off
payment to an academic permanent or contract staff member already on
the monthly payroll - or processing any allowance paid monthly. |
None |
04.10.2017 |
HR105b |
Additional Payment
(PASS staff) |
When processing a once-off
payment to a PASS permanent or contract staff member already on the
monthly payroll - or processing any allowance paid monthly. |
None |
04.10.2017 |
HR106 |
Multiple Payments |
When making variable payments
to staff who have already been appointed on a paid-on-claim contract. |
None |
14.03.2018 |
HR107 |
Overtime & Standby
Payments |
When making overtime and/or
standby payments.
Note: The
My Timesheets tile
in HR Employee
Self-Service may now also be used to submit overtime and standby
hours for line manager approval. See also: Overtime policy and guidelines.
|
None |
21.08.2023 |
HR108 |
Baxter Payments |
For Baxter staff ONLY. |
None |
07.12.2016 |
HR109 |
Cell Phone Allowance |
When applying for a cell phone allowance.
Please refer to interim finance policy on Remote Connectivity (GEN006). |
None |
15.11.2021 |
HR109a |
Data Allowance Multiple
Payments |
When departments
need to authorise payments to staff who are eligible to receive a data
allowance as per Category 2 and Category 3 of the interim finance
policy on
Remote Connectivity (GEN006). |
None |
04.11.2021 |
HR110 |
Stop
Order for Housing Bond |
This form has
been removed as HR no longer
accepts new bond deductions. |
HR111 |
Pay Reduction |
When reducing pay in cases of
unauthorised absence. |
None |
14.03.2018 |
HR112 |
Shift Change |
When changes need to be made
to a staff member’s shift pattern on a permanent or temporary basis. |
None |
09.10.2017 |
HR115 |
Multiple Changes to Funds/Cost
Centres |
When making multiple changes
to funds and cost centres/orders. |
None |
30.01.2009 |
HR120 |
External
Examiner -Taught Courses |
When
claiming an honorarium for an external examiner – specifically in
undergraduate and postgraduate taught courses. |
None |
28.01.2020 |
HR121 |
External Examiner - Master’s
Research |
When claiming an honorarium
for an external examiner – specifically in respect of Master’s or
Higher Postgraduate research. |
None |
28.01.2020 |
HR122a
|
Local
External
Examiner |
Completed
by a
local external examiner, when claiming an honorarium for examining a
doctoral thesis. Reviewed by Doctoral Degrees Board Office. |
None
|
28.03.2023 |
HR122b |
Citation Editor
|
Completed
by a citation editor, when claiming an honorarium for the editing of
citations. Reviewed by Doctoral Degrees Board Office. |
None |
28.03.2023 |
HR123 |
External Co-Supervisor |
When claiming an honorarium
for an external co-supervisor. |
None |
19.09.2013 |
HR124 |
Invigilators |
When claiming payment for
invigilators. |
None |
02.11.2017 |
HR125 |
Staff Tuition Rates |
When an employee or retiree
applies for staff tuition rates.
|
None |
29.08.2024 |
HR126 |
Private Work Application
(For joint clinical staff on UCT conditions of service)
The following forms are attachments to HR126 and must also be
completed:
- HR126a
- Private Work –Central Hospital Work Plan
- HR126b
- Private Work – Regional / District Hospital / Services Work Plan
- HR126c
- Private Work – Income Declaration
|
When you are a medically
qualified joint academic staff member on UCT conditions of service
applying to do private work in terms of the Limited Private Practice
(LPP) policy. |
None |
13.10.2015 |
HR130 |
Disclosure form for Staff |
Must be used
to declare your
financial and fiduciary interest and those of your immediate family.
This Microsoft
Word form has been replaced and is no longer in
use. Please complete
this form in ServiceNow: Annual
Declaration of Interests
Note: The
disclosures sought are required by the Higher Education Act, Council’s
Policy, and Council’s Rules on Conflicts of Interest, and the
application of those rules to members of Council, Council committees
and staff. See:
Conflict of Interest |
*HR131 |
Annual Declaration of
Interests Form for Council, Committee and Honorary Appointments |
Used by members of Council
and
members of Council committees and honorary appointees to declare
financial and fiduciary
interest and those of the immediate family.
Note: The
disclosures sought are required by the Higher Education Act, Council’s
Policy, and Council’s Rules on Conflicts of Interest, and the
application of those rules to members of Council, Council committees
and staff. See:
Conflict of Interest
*This writable PDF
form must first be downloaded to your computer (right-click and Save link as),
before it can be completed using
Adobe Acrobat Reader.
|
None
|
20.08.2024
|
HR134 |
Acknowledgement of Debt |
When employees acknowledge
debt to the University. |
None |
13.02.2024 |
HR136 |
HEMIS Data Collection |
When academic staff members
(including students with an academic appointment) are appointed to a
position that involves the teaching of students including preparation,
marking, setting examinations, curriculum development, lectures,
seminars, tutorials, practicals and supervision of theses and
dissertations. |
None |
13.10.2015 |
HR140 |
Leave |
General leave form for PASS
and academic staff.
Note: UCT
staff can apply for leave using SAP
HR Employee Self-Service
(ESS). Ad hoc staff, paid-on-claim staff or those paid by a temp agency
will unfortunately not have access to the service due to the temporary
nature of their role. Login
to HR Employee Self-Service. |
None |
29.05.2020 |
HR141 |
Study &
Research/Contact Leave |
When applying for study
& research or contact leave. |
None |
01.12.2022 |
HR142 |
Leave for Wardens |
When a warden plans to be away
from his/her residence for more than 24 hours. |
None |
27.02.2014 |
HR143 |
Study & Research Leave
Report Cover Sheet |
Cover sheet for any Study
& Research leave report submitted for approval. |
None |
05.07.2012 |
HR144 |
Special Leave Without Pay |
When an employee applies for
special leave without pay. |
None |
13.06.2023 |
HR145 |
Termination |
Termination or completion of
contract. |
None |
25.03.2024 |
HR146 |
This form has been removed and by an online Exit
Questionnaire. |
HR147 |
Leave Payout |
Completed by line management
when the payout of leave is necessary. |
None |
02.03.2016 |
HR150 |
UCTRF Investment Choice |
When becoming a member of the
UCT Retirement Fund. |
None |
01.10.2021 |
HR151 |
Nomination of beneficiaries
for UCTRF and UCT separate death benefits |
Completed by UCTRF members
when nominating beneficiaries for UCTRF and UCT separate death benefits. |
None |
09.10.2023 |
HR152 |
This
form has been removed. UCTRF members may change their additional
voluntary contributions on their Cost of Employment (COE) schedule
during the annual COE review. |
HR153 |
UCTRF Withdrawal |
When applying for UCT
Retirement Fund withdrawal benefits in the event of resignation,
retrenchment, dismissal or any reason except retirement. |
None |
26.09.2024 |
HR154 |
Optional
reduction of UCTRF death-in-service cover
(new members) |
When new
UCTRF members choose to reduce their death-in-service cover. |
None |
09.10.2023 |
HR155 |
This form
is no longer in use. Please make use
of HR151 - Nomination of beneficiaries
for UCTRF and UCT separate death benefits. |
HR156 |
Optional death and disability
cover |
When UCTRF members take
optional additional Group Life cover (death and disability cover). |
None |
26.01.2024 |
HR157 |
UCTRF Retirement |
This
form is used for retirement from the UCT Retirement Fund (UCTRF), after
consultation with the Benefits & Exits Officer or the UCTRF
Office. |
None |
08.11.2024 |
HR158 |
UCTRF Living Annuity |
This form is only
used in conjunction with the
HR157 UCTRF Retirement form. |
None |
26.01.2024 |
HR159 |
Debit order -
Retirees and beneficiaries |
This
form is used when a retiree has elected to continue their membership of
the medical aid scheme or the UCT Separate Group Life Assurance scheme.
It is also used to change bank details for an existing debit order. |
None |
20.01.2021 |
HR160 |
Selection Committee Academic
Posts |
Note:
This form
has been removed and replaced by the consolidated HR202
form. |
HR161 |
Selection Committee Academic
Posts (Health Sciences) |
Note:
This form
has been removed and replaced by the consolidated HR202
form. |
HR162 |
This
form has been renamed to HR162b. |
HR162a |
Selection Committee Chief
Operating Officer |
When appointing a selection
committee to recruit and fill a vacant Chief Operating Officer post. |
None |
08.05.2018 |
HR162b |
Selection Committee GSB
Director |
When appointing a selection
committee to recruit and fill a vacant GSB Director’s post. |
None |
08.05.2018 |
HR163 |
Selection Committee Executive
Directors and the Registrar |
When appointing a selection
committee to recruit and fill a vacant Executive Director's or
Registrar's post. |
None |
13.10.2015 |
HR164 |
Selection Committee PASS Staff |
Note:
This form
has been removed and replaced by the consolidated HR202
form. |
HR165 |
Selection Committee Deans |
When appointing a selection
committee to recruit and fill a vacant Dean’s post. |
None |
13.10.2015 |
HR166 |
Selection Committee Vice
Chancellor |
When appointing a selection
committee to recruit and fill a vacant Vice Chancellor's post. |
None |
13.10.2015 |
HR167 |
Selection Committee Deputy
Vice-Chancellor |
When appointing a selection
committee to recruit and fill a vacant Deputy Vice-Chancellor's post. |
None |
12.09.2017 |
HR168 |
Checklist for EE
representatives serving on selection committees |
When serving as an EE
representative on a selection committee.
See also: Employment
Equity Plan (2022–2026);
Policy
on Employment Equity;
Guidance for the Implementation of Employment Equity.
|
None |
14.08.2024 |
HR169 |
Nomination of Candidates for
Appointment as Honorary Professors and Associate Professors |
When nominating a candidate
for an Honorary Professorship or Honorary Associate Professorship. |
None |
06.10.2023 |
HR170 |
Performance Improvement Plan
(PIP) |
When an employee fails to
maintain standards of performance laid down in his/her employment
contract and corrective action is necessary. |
None |
27.05.2015 |
HR171 |
Performance Improvement Plan
(PIP) Review |
When reviewing progress made
against a Performance Improvement Plan drawn up previously. |
None |
27.05.2015 |
HR172 |
Written Warning |
Completed by chairperson of
disciplinary enquiry when a finding of guilty is reached. |
None |
30.01.2009 |
HR173 |
Grievance |
When an employee wishes to
raise a grievance against another employee at UCT. |
None |
13.10.2015 |
HR174 |
Annual Academic Review |
Completed annually by each
academic as part of a process of review. |
None |
16.02.2017 |
HR175 |
Performance Assessment |
Completed by HOD's when
providing a recommendation on a performance category in respect of
academic staff. |
None |
13.10.2015 |
HR176 |
Probation Review |
When providing an interim or
final probation review report. |
None |
06.10.2023 |
HR180 |
Staff education bursary scheme
application form |
When UCT funds formal
education for permanent (full or part-time) PASS staff. |
None |
16.02.2022 |
HR185 |
This form
has been removed and replaced by SuccessFactors
Learning.
For assistance, please contact the Staff
Learning Centre on hr-stafflearningcentre@uct.ac.za. |
HR186 |
Bursary Agreement |
When UCT contributes to
tertiary study fees for staff. |
None |
11.03.2022 |
HR187 |
Conversion of bursary into loan |
When a staff
member fails to comply with the Bursary
Agreement conditions. |
None |
14.02.2024 |
HR188 |
Declaration of obligation |
When UCT funds non-formal
learning and development in excess of R25 000. |
None |
14.04.2021 |
HR189 |
Conversion of declaration of
obligation into loan |
When a staff member fails to
comply with the Declaration of Obligation conditions. |
None |
08.02.2017 |
HR190 |
HR Information request |
To request data from the HR
and/or payroll database for the creation of either special reports or
labels. |
None |
14.08.2024 |
HR191 |
Position description |
This form serves as a template
for the writing of position descriptions. See also: UCT
Competency Framework
|
None |
20.08.2024 |
HR192 |
Position evaluation
application form |
When a position needs to be
evaluated and graded. |
None |
06.10.2023 |
HR193 |
Application for Skills
Development funding |
When Deans, Executive Directors, Heads or
others make
application to the Staff Development Committee (SDC) for funding of
staff development initiatives or projects. |
None |
19.08.2022 |
HR194a |
Access to UCT staff for
research purposes (Fulfilment of a degree)
|
When requesting access to UCT
staff for research purposes for the fulfilment of a degree (delegated
ED of HR authority to approve). |
None |
14.08.2024 |
HR194b |
Access to UCT staff for
research purposes (General research)
|
When requesting access to
UCT
staff for for institutional research purposes that is not in fulfilment of a degree (COO
and DVC with oversight of academic matters to approve). |
None |
14.08.2024 |
HR195a |
Learnership Description
|
This form serves as a
template for the writing of “position descriptions” for Learners.
|
None
|
09.12.2022
|
HR195b |
Apprenticeship Description
|
This form serves as a
template for the writing of “position descriptions” for Apprentices.
|
None
|
09.12.2022 |
HR195c |
Graduate Internship Work
Experience Description
|
This form serves as a
template for the writing of “position descriptions” for Graduate
Interns.
|
None
|
09.12.2022 |
HR195d |
Practical Internship
Description
|
This form serves as a
template for the writing of “position descriptions” for Practical
Interns.
|
None
|
09.12.2022 |
HR200 |
Request for recruitment
advertising |
Note:
This form
has been removed and replaced by the consolidated HR202
form.
|
HR201 |
Staff vacancies application
form |
This form is used by all
applicants applying for staff vacancies at UCT.
Note: If you
have any recruitment queries, please e-mail Craig Alexander |
None |
21.09.2022 |
HR202 |
Request to commence
recruitment process for posts to be advertised |
This form is used when
requesting the Staff Recruitment Office to commence a recruitment
process for filling a vacancy.
Note: If you
have any recruitment advertising queries, please e-mail advertising@uct.ac.za
|
None |
19.03.2024 |
HR203 |
Request for waiver of advertisement |
This
form is used when requesting a waiver of advertisement from the Staff
Recruitment Office, to permit an exception to advertising for an
appointment according to the Waiver of Advertisement Policy (see also: Waiver of
Advertisement infographic).
|
None |
21.06.2024 |
HR204 |
Senior Executive Staff
vacancies application form |
This form is used by all
applicants applying for Senior Executive
Staff vacancies at UCT i.e. Vice-Chancellor, Deputy
Vice-Chancellor, Dean & Executive Director levels. |
None |
21.09.2022 |
HR205
|
Selection Committees
Declaration of Confidentiality and Conflict of Interest
|
This e-Form must be used
by all internal and external parties serving on UCT recruitment and
selection committees:
- Internal parties (UCT employees, students and
third-parties) must complete the e-Form annually, and this declaration
is binding for all processes that they are involved in during this
period.
- External parties must complete this e-Form for each
process they participate in.
Note: This is a Perceptive
Content electronic form (e-Form) which is completed online.
|
None
|
27.05.2022 |
HR210 |
Development Dialogue PASS Staff |
When recording performance and
development discussions for PASS staff, within the Development Dialogue
(DD) process. |
DD Resource Guide
DD
Training
|
17.07.2024 |
HR210a |
Development Dialogue Executive Staff
(PC13(3), PC13(2) and PC13(1)) |
When
recording performance and development discussions for Executive staff
(PC13(3), PC13(2) and PC13(1)), within the Development Dialogue (DD)
process. |
DD Resource Guide |
20.08.2024 |
HR210b |
Development Dialogue Appeal
|
When a staff member in
(PC01 to PC13 (4)) would like to appeal their Development Dialogue
outcomes.
|
DD Resource
Guide |
10.11.2023 |
HR211 |
Motivation for ‘Exceeds’ Award
to PASS Staff |
When a PASS staff member is
rated ‘Exceeding’, during the formal review as part of the Development
Dialogue (DD) process and either the PASS staff member and/or their
line manager and/or their peer wish to motivate for them to be awarded
an ‘Exceeds 1’ or ‘Exceeds 2’ award. |
None |
08.02.2017 |
HR212 |
DD Faculty / Department
Performance Consistency Review Report |
When a Faculty/Department
Development Forum reports to the Central Development Forum. |
None |
13.05.2024 |
HR213 |
Family funeral cover “Opt Out”
for UCTRF members |
When a UCTRF member wishes to
opt out of the Family Cover benefit. |
None |
28.11.2022 |
HR214 |
Annual UCTRF Contribution Rate Change form |
This form must be completed by employees who wish to
change their UCTRF contribution rate at the annual option date. |
None |
01.02.2024 |
HR215 |
Annual Death Cover Option |
This form must be completed by employees who wish to
change their death cover at the annual option date. |
None |
01.02.2024 |
|
|
|
|
|
|
HS01 |
Health and Safety quarterly
inspection report |
A legal document to be
completed periodically by Health and Safety Representatives. |
None |
23.12.2015 |
HS02 |
Incident report |
For recording and
investigating accidents. |
None |
23.12.2015 |
HS03 |
Course Application Form |
When applying to attend a
course with the Safety, Health and Environment Department. |
None |
07.12.2015 |
HS04 |
Biological Monitoring
Payment Authorisation |
When referring a staff member
or student to the Occupational Health Unit for a pathology test. |
None |
23.12.2015 |
HS05 |
Appointment of SHE
Environment Representative |
When appointing a Safety,
Health and Environment Representative. |
None |
23.12.2015 |
HS06 |
Appointment of SHE
Evacuation Marshall |
When appointing a Safety,
Health and Environment Evacuation Marshall. |
None |
23.12.2015 |
HS07 |
Appointment of First Aider |
When appointing a First Aider. |
None |
23.12.2015 |
HS08 |
Safety, Health and
Environmental Agreement |
When drawing up a Safety,
Health and Environmental Agreement. |
None |
23.12.2015 |
HS09 |
Appointment of
Incident Investigator |
When appointing an Incident
Investigator. |
None |
23.12.2015 |
HS10 |
Occupational Risk
and Exposure Profile |
When drawing up an
Occupational Risk and Exposure Profile (OREP). |
None |
23.12.2015 |
HS11 |
Health and Safety Quarterly
Inspection Report for Workshop Areas |
When drawing up a Health and
Safety Quarterly Inspection Report
for Workshop Areas. |
None |
23.12.2015 |
|
|
|
|
|
|
INS01 |
UCT - Risk Incident Advice |
When a member of the
university community becomes aware of an incident that constitutes a
risk which is required to be reported, e.g. theft, burglary, injury or
damage to property. |
None |
13.12.2004 |
INS02 |
Overseas Travel Insurance |
When applying for overseas
travel insurance.
Note: This
form is not for private/personal travel. If necessary, refer to
Schedule of benefits - AIG Business Travel Insurance to see
what is covered by the insurance. |
INS02hlp
Mac users please see:
Procedure
for Apple Mac users |
02.03.2023 |
INS03 |
Insurance Claim Notification |
When notifying Insurance Office of an
incident that may lead to a possible claim. Refer to:
Insurance Documentation Guidelines (FG001). |
None |
24.05.2023 |
INS04 |
Assets all risk - staff
transit insurance |
When applying for transit
insurance for moving a consignment of personal belongings. See the
Relocation
Policy for more details.
Note: The form
should be attached together with the Inventory for
insurance purposes listing the total value of your belongings. |
None |
24.08.2022 |
|
|
|
|
|
|
MM001 |
This form is
no longer in use. |
MM002 |
Request
for new vendor |
When you want
to get a new vendor listed on SAP.
This
form is no
longer in use. Purchasers should use the New Vendor Request
transaction within SAP to request a new vendor. |
MM003 |
Application for UCT Purchasing
Card |
When you want to apply for a
UCT Purchasing Card.
Note: The
Nedbank application form must be
completed and sent off with the MM003 form. (Updated: 23.02.2021) |
See page 3 of form |
31.01.2021 |
MM005 |
UCT Purchasing Card order |
When you want to place an
order with the UCT Purchasing Card. |
None |
10.06.2013 |
MM006 |
UCT
Purchasing Card missing supporting document
has been replaced by FM050:
Missing supporting documents. |
MM007 |
Note:
Skynet is no longer the preferred vendor for domestic courier
collection; instead use:
MM007a: TNT
Collection Request or
MM007b:
Globeflight Collection Request
MM007c: DHL
Collection Request |
MM007a |
TNT Collection Request |
When applying for a courier
collection from TNT. |
None |
27.01.2015 |
MM007b |
Globeflight Collection Request |
When applying for a courier
collection from Globeflight. |
None |
13.10.2015 |
MM007c |
DHL Collection /
Quotation Request |
When applying for a courier
collection / quotation from DHL. |
None |
05.09.2017 |
MM008 |
This form is
no longer in use. Please use your
P-Card for any Makro purchases.
If you require a P-Card, please complete
MM003:Application for UCT PurchasingCard. |
MM009 |
Authorisation to request
purchase orders |
When you want to approve
staff/students to request purchase orders against your Funds. |
None |
08.02.2007 |
MM010 |
Purchase order request |
When you want to request a
purchase order. Must accompany all purchase orders above R100 000. |
None |
01.02.2023 |
MM011 |
UCT Goods Return Note |
When goods are being returned
which have previously been signed for as received and where the vendor
does not supply such a form. |
None |
23.01.2003 |
MM014 |
PCard credit limit and travel
change request form |
When needing to change
purchasing card profile limits, including cash withdrawal for travel,
and informing the bank of card use during travel
outside SA. |
None |
09.11.2020 |
MM015 |
UCT Purchasing Card supporting
document for a transaction processed to the default fund |
To be submitted in lieu of the
supporting document when processing transactions to the cardholder's
default fund. |
None |
23.11.2006 |
MM016 |
To request
access to this form, please email:
fnd-purch@uct.ac.za |
MM017 |
This form
has been replaced by MM007a: TNT Collection
Request |
MM018 |
Payment Rejection - trade
vendors and one time vendors |
Used by purchasers and the
Creditors Section when invoices are rejected (trade vendors and one
time vendors). For staff payments, please use MM020 |
Creditors
Contact List |
08.01.2014 |
MM019 |
UCT Purchasing Card - change
of details |
Use when there are any changes
to a purchasing card holder’s personal or departmental details. |
None |
23.10.2020 |
MM020 |
Payment Rejection - staff
payments |
Used by purchasers and the
Creditors Section when invoices are rejected (staff payments). For
trade vendors and one time vendors, please use MM018 |
Creditors
Contact List |
08.01.2014 |
MM022 |
SAP
Student vendor application |
Used when a
student needs to be loaded as a
vendor on SAP to facilitate payment into their bank account; i.e. when
the student will require a disbursements or payment that would not be
deemed as a salary.
This
form is no longer in use. Purchasers should use the New
Vendor Request transaction within SAP to request a new vendor. |
MM023 |
Temporary
vendor request |
Use when a
department needs to place an order
with a local vendor who is not a UCT SAP vendor and will be used on a
once off basis.
This
form is no longer in use. Purchasers should use the New
Vendor Request transaction within SAP to request a new vendor. |
MM024 |
Request for quotation |
Use to request a quotation
from a vendor for goods or services, i.e. for orders from R100 000 to
R1 000 000 (three quotes required); or for lower values if appropriate.
See:
PPP002 - Threshold values for purchasing. |
None |
05.02.2014 |
MM025 |
Quotation summary |
Use to summarise quotations
received from vendors when a department has requested a quotation for
goods or services using MM024,i.e.
for orders from R100 000 to R1 000 000 (three quotes); or for lower
values if appropriate.
See:
PPP02 - Threshold policy |
None |
05.02.2014 |
MM026 |
Request for approval of
deviation from tender procedure |
Use for obtaining approval
from the Finance Department when a deviation from the tender procedure
occurs. |
None |
09.12.2021 |
MM027 |
Foreign vendor request |
Use when a department needs to
place an order with foreign vendors which they plan to use on a regular
basis so that they can be loaded as a foreign vendor on SAP. |
None |
08.01.2014 |
MM028 |
Fund Centre and functional
access for UCT eProcurement |
For
access to UCT eProcurement for a staff member who books UCT travel for
themselves or other staff members, or requests online purchases from
UCT eProcurement vendors. |
None |
05.05.2016 |
MM029 |
Delegated approver access for
UCT eProcurement |
When a fund holder delegates
their approval to a staff member to approve transactions in UCT eTravel
and eShopping. |
None |
25.05.2016 |
MM030 |
Traveller profile information
for UCT eTravel |
When requesting multiple
traveller profile information to be loaded in UCT eTravel. |
None |
01.03.2016 |
MM031 |
Purchasing
Card document/s submission |
This form has been replaced
by MM031a:
Purchasing Card Unposted Transactions |
MM031a
|
Purchasing Card Unposted
Transactions |
Used by card holders and capturers (for
specific card
holders, by agreement) to submit supporting documents for unposted
PCard transactions.
Note:
- If you are accessing the
PCard forms remotely/ off-campus (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.
- This form is the first of a series of four forms used to
submit PCard transaction documents. Forms in series are:
- MM031a – view a list of all unposted transactions per
card holder
- MM031b – submit documents for a specific
transaction (select a PCard transaction from this 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.
- Due to the need to protect privacy and security, an
additional
UCT Network authentication screen has been introduced to the MM031a
eForm.
- For help, see video: MM031ahlp
(+/-3min). (Updated: 25.04.2023)
|
MM031ahlp |
24.07.2023 |
MM032 |
PCard holder line manager
delegation request
|
Use when needing to change
the PCard line manager details for a temporary period of time (not shorter than 3 months) in order
to sign off Monthly Expense Sign off reports to ensure business
continuity.
|
None
|
02.02.2023
|
|
|
|
|
|
|
PG001 |
The PG001 - NRF Grantholder Claim
Form has been removed. Fellows are required to accept their awards
online. |
PG002 |
The
PG002 – PG Research Scholarship (formerly known as Departmental
scholarships) Claim Form has been removed. Departments are required to
capture all awards online. Please consult the PGFO Office on email at: pfodept-awards@uct.ac.za. |
PG003 to PG013 |
Forms PG003
to PG013 have been removed. Fellows are required to accept their awards
online. |
PG014 |
The PG014 - Postdoctoral
Fellowship
Acceptance and Claim Form has been removed. Fellows are required to
accept their awards online. |
PG015 |
The PG015 - Postdoctoral
Fellowship
Acceptance and Claim Form has been removed. Fellows are required to
accept their awards online. |
PG016 |
The PG016 - Postdoctoral
Fellowship
Acceptance and Claim Form has been removed. Departments are
required to capture all awards online.
Please consult the PGFO’s Postdoctoral Office on email at: pdocs@uct.ac.za. |
PG017
(PDOC01) |
The PG017 - Application form for
University Research Committee (URC) Postdoctoral Fellowships has been
removed. |
PG018 |
Authorisation of a Cash
Allowance against a guaranteed Fellowship/Scholarship/ Bursary |
Authorisation
form for a Cash Allowance against a guaranteed
Fellowship/Scholarship/Bursary. |
None |
26.09.2024 |
PG021
|
The
PG021 - Clearance for registration – Postgraduate students form has
been removed as this process is now facilitated by the academic
departments.
|
PG022 |
The PG022 - Monthly Departmental
Claim Form has been removed. Fellows are required to accept their
awards online. |
PG023 |
Notification of Termination of
Fellowship and Tenure |
Used by Postdoctoral Fellows
to notify Postgraduate Centre and Funding Office of their termination
of fellowship and tenure when leaving UCT. |
None |
19.11.2021 |
PG024* |
University of Cape Town (UCT)
Staff PhD Bursaries |
When applying for a
staff PhD bursary.
*Note:
This form is under review for 2022. |
None |
19.12.2019 |
PG025* |
University of Cape Town (UCT)
Staff Master's Bursaries |
When applying for a
staff Master's bursary.
*Note:
This form is under review for 2022. |
None |
19.12.2019 |
PG026 |
Postdoctoral Research
Allowance Transfer form |
Used for NRF PDRF Running
Expenses. |
None |
12.12.2018 |
|
|
|
|
|
|
PPS01 to PPS03
|
As of 1 June
2015, the Personal Performance
System (PPS) for PASS staff is replaced by the
Development Dialogue process.
- PPS01: Removed and
replaced by HR210.
- PPS02: Removed and
replaced by HR211.
- PPS03: Removed and
replaced by HR212.
|
|
|
|
|
|
|
PS01 |
Student Systems training
booking form |
When applying for access to
and training on student support systems. |
|
27.11.2023 |
|
|
|
|
|
|
R&I08 |
This form
has been removed. Please apply online
via eRA (http://eraonline.uct.ac.za/) |
R&I09
|
This
form has been
removed. Please apply online
via eRA (http://eraonline.uct.ac.za/)
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. |
R&I10 |
This form
has been removed, and replaced by FHS004 |
R&I11 |
URC Start-up grant application |
When a new permanent academic staff member
wishes to apply for a start-up grant. |
None |
13.02.2024 |
R&I12 |
Block grant faculty contacts |
Find the block grant contact
person in your Faculty on the R&I12 contacts list to request
Faculty-specific forms. |
None |
24.07.2020 |
R&I13 |
URC Visiting Lecturers and URC
Visiting Scholars Fund application |
Used when funds are needed to
bring an eminent academic to UCT from within South Africa. |
None |
15.03.2024 |
R&I14 |
This form
has been removed, and replaced by R&I13 |
R&I15 |
Visiting scholar’s /
lecturer’s report |
When reporting on scholar /
lecturer visit to university. |
None |
15.08.2017 |
R&I16 |
Hosting a conference grant
application |
These grants are to assist
departments/units/groups in the arrangement of research conferences and
symposia that will be hosted at UCT. |
None |
26.06.2023 |
R&I17 |
This form
has been removed as the funding
category no longer exists. |
R&I18 |
UEC equipment application |
When you wish to apply for
strategic equipment solely for research purposes. |
None |
13.11.2023 |
R&I19 |
This form
has been removed as the template is
no longer relevant. |
R&I20 |
This form
has been removed. |
R&I21 |
UEC Emergency repairs to
equipment |
When applying for emergency
repairs to equipment. |
None |
16.02.2023 |
R&I22 |
URC Short research visit /
course report |
When reporting on a short
research visit to the university or on a course. |
None |
19.06.2014 |
R&I23 |
This form
has been replaced by FHS003 |
R&I24 |
Short
research visit/ Short
course grant application |
When
applying for a short
course research visit/ short course grant.
This form is no longer
in use. Please complete this request in ServiceNow: Short Research Visit/Course Grant application.
Help document: Accessing and completing the Short Research
Visit/Course Grant application in ServiceNow
|
R&I25 |
This form
has been removed as the funding
category no longer exists. |
R&I26 |
This form
has been removed. Please apply online
via eRA (http://eraonline.uct.ac.za) |
R&I27 |
This form
has been removed. Please apply online
via eRA (http://eraonline.uct.ac.za) |
R&I28a |
Claude Leon Merit Award for
early-career researchers curriculum vitae template |
For nominators
(self-nominations are acceptable) of early-career researchers for grant
funding through the Claude Leon Merit Award.
Note: The
nomination and application for this award is now split into two forms:
R&I28a is the nomination form and R&I28b is the
application form. Only nominees invited by the
Research Office to submit full proposals for these awards may complete
the R&I28b
application form. Unsolicited proposals will not be
accepted. |
None |
12.07.2017 |
R&I29 |
Honorary Research
Associate/Affiliate application |
Used by departments when
applying to appoint an Honorary Research Associate/Affiliate. It covers
new and renewal applications. |
See: Application
Process: HRA and HRAf |
27.01.2023 |
R&I30 |
WUN Research Mobility Awards |
When applying for a Worldwide
Universities Network Mobility Award. |
None |
09.04.2014 |
R&I31 |
Creative Works Award &
Meritorious Creative Works Prize
Application form |
When nominating a creative
work for the Creative Works Award & Meritorious Creative Works
Prize. |
None |
15.03.2024 |
R&I32 |
Hosting a Conference Report |
When reporting on a conference
that the university has hosted and funded by the URC. |
None |
21.04.2016 |
R&I33 |
Advanced Computing Equipment
Application |
When faculties wish to apply
for strategic computer research equipment items from the Advanced
Computing Committee (ACC). |
None |
16.02.2024 |
R&I34 |
Memorandum of Understanding
between Host and Honorary Research Affiliate (HRAf) |
Used by departments when
applying to appoint an Honorary Research Affiliate (HRAf). It covers
new and renewal applications. |
See: Application
Process: HRA and HRAf |
04.10.2017 |
R&I35 |
Book Award &
Meritorious Book Prize Application Form |
When nominating a UCT staff
member for a Book Award or Meritorious Book Prize. |
None |
15.03.2024 |
|
|
|
|
|
|
SAP01 to SAP04
replaced with ServiceNow
request or other process
|
- The following forms were removed, as they are no
longer in use: SAP01, SAP02, SAP03, SAP04, SAP07, SAP08, SAP10.
- SAP01, SAP02, SAP04: For
staff doing purchasing on SAP, funds reporting, CO reporting or to
apply for refresher training, please complete the ServiceNow request: SAP Training Request . See: Training
information
- SAP03: For
all functional users, whether new
and/or needing changed authorisations, please complete the ServiceNow
request: SAP Finance Functional Roles . See:
Training information
- SAP08: When a SAP
user requires changes to their
current fund center or cost center group access, please complete the
ServiceNow request: Modifying existing access. Help document: Completing a Modifying existing SAP Access request.
|
SAP05 |
Request for a new or changed
purchasing group/delivery address |
For all users needing new or
changed purchasing groups. |
None |
08.01.2014 |
SAP06 |
UCT development request |
When requesting a change in
existing functionality or the development of new functionality. |
SAP06HLP |
10.06.2016 |
SAP09 |
SAP FND testing sign-off |
When signing-off CMR calls,
logged by FND SAP super users, once solution testing has been completed. |
None |
10.05.2018 |
SAP11 |
SAP CMR Call Logging |
When SAP super-users want to request that a CMR
call is logged on SAP. |
None |
28.10.2019 |
|
|
|
|
|
|
SCI001 |
Science Faculty Animal Ethics
application form |
When you require clearance to
use sentient animals for a research study, or for teaching/training |
None |
21.06.2007 |
SCI002 |
Science Faculty Animal Ethics
renewal form |
When you need to renew your
clearance to use sentient animals for a research study, or for
teaching/training. |
None |
21.06.2007 |
|
|
|
|
|
|
SD001 |
UCT Invoice requisition |
When you have no authorisation
to create sales documents on SAP but need to send a tax invoice to a
customer outside UCT. |
SD001HLP |
14.07.2017 |
SD002 |
UCT Receipt requisition |
When money, excluding
donations, is received in a department and must be receipted on SAP |
SD002HLP |
14.07.2017 |
SD003 |
UCT Credit note requisition |
When a customer has requested
a credit for a transaction recorded on SAP. |
SD003HLP |
04.10.2021 |
SD004 |
Customer application form |
When you want to get a
customer listed on SAP. |
SD004HLP |
04.10.2021 |
SD005 |
Request for Debtors Customer
Refund |
When you want a refund to
debtors customer by electronic funds transfer (eft). |
None |
14.02.2017 |
SD006 |
UCT Research invoice
requisition |
When you have no authorisation
to create sales documents on SAP but need to send a research invoice to
a customer outside UCT. |
None |
04.10.2021 |
SD007 |
UCT Research receipt
requisition |
When money for research
purposes, excluding donations, is received in a department and must be
receipted on SAP. |
None |
04.10.2021 |
SD008 |
This
form has been removed. |
SD009 |
Request Write Off for Bad Debts |
When
an overdue or unpaid invoice has been identified as a bad debt write
off as per bad debt procedure or when motivation is been submitted for
consideration as a bad debt write off. |
None |
12.01.2021 |
SD010 |
UCT Invoice requisition –
Multiple billing for the year
|
When you have to raise
multiple billings for the year e.g. for rentals/leases (ad
hoc/contract). |
None
|
09.11.2022
|
|
|
|
|
|
|
TA01 |
Staff parking application
& renewal form |
When renewing/applying for a
staff parking disc. |
None |
25.09.2024 |
TA02 |
Staff parking – Change of /
additional vehicle |
When adding an additional
vehicle to a current disc, or changing vehicle details. |
None |
25.09.2024 |
|
|
|
|
|
|
TR001 |
Cashiers deposit slip |
When regular payments are
receipted directly by the Cashiers into specified funds.
Note: This
writable PDF
form must first be downloaded to your computer (right-click and Save link as),
before it can be completed using
Adobe Acrobat Reader.
|
None |
02.02.2018 |
*TR002 |
Instant Money bank profile
set up
|
This form must be used to
request the set up of a Standard Bank Instant Money profile for use in
an area.
For policy details, see: Mobile
Payments Policy.
Note: *This
writable PDF
form must first be downloaded to your computer (right-click and Save link as),
before it can be completed using
Adobe Acrobat Reader.
|
None
|
16.01.2023
|
*TR003 |
Instant Money bank profile
changes
|
This form must be used to
request any changes to the Standard Bank Instant Money profile in an
area.
For policy details, see: Mobile
Payments Policy.
Note: *This writable PDF
form must first be downloaded to your computer (right-click and Save link as),
before it can be completed using
Adobe Acrobat Reader.
|
None
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16.01.2023 |
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UCTGLA01 |
This form
has been updated, renamed and moved.
See form HR155 |