2024 ANNUAL CYCLE

CUMMUNITY SERVICE AND INTERNSHIP - ICSP

ICSP Registration and application for the

2024 Annual Cycle - March 2023
Background - Legislation and
regulations for Internship and
Community Service
 ICSP - Background
Context to the ICSP programme

• In 1998 a community service policy was implemented that required health professionals to complete 12
months community service / 24 months Internship through remunerative work in the public sector. The
purpose of the policy was to achieve better distribution of human resources for health to underserviced
areas and thereby improve equitable access to primary health care services.

• In accordance with the National Department of Health’s (NDoH) Annual Performance Plan (APP), all eligible
South Africa graduates from South African Universities will be allocated for internship and community
service each year within available resources.

• Each year a project plan is approved by the National Health Council (NHC) and managed through the ICSP
system, known as “ICSP Online”.
 ICSP - Legislation and Regulations
Legislation and regulations Medical Internships

Medical graduates need to complete a two (2) year internship programme prior to registration as a community service medical practitioner,
as provided for in Section 61 of the Health Professions Act 56 of 1974 and associated regulations relating to the registration and training of
interns in medicine.

Section 61 of the Health Professions Act 56, the Health Professions Council of South Africa (HPCSA) accredits facilities (hospitals,
clinics or healthcare centres) where medical internship training may be undertaken. The policy guidelines which relates to the requirements for
independent practice of medical professionals in South Africa, highlights that institutions responsible for training medical students, will on
an annual basis, by the end of April of each year, provide a list of students who will potentially be eligible for internship for the next year.
Institutions of higher learning are further required to provide lists of first-second-third-and fourth year registered medical students -this process
will assist the NDOH with its future projections pertaining to the broader HRH strategy which will assist with planning and decision making. This
lists will be triangulated with the HPCSA by the end of May of each year, since registration with the HPCSA is a prerequisite for eligibility
of allocation and registration as a medical student?. Only applicants confirmed to be eligible for internship by the HPSCA will be
considered for allocation. Uploading, reviewing, verifying and approving of lists will be processed in the ICSP Online system by all relevant
stakeholders.
 ICSP - Legislation and Regulations

Legislation and regulations for Community Service

The placement mandate is established under the following legislation:

i. The Nursing Act, Number 33 of 2005 (as amended), Section 40 and Government Notice 765 of 24 August 2007;
ii. The Health Professions Act, Number 56 of 1974 (as amended), Section 24A and Government Notice 620 of 5 August 2011 and
iii. The Pharmacy Act, Number 53 of 1974 (as amended), Section 14A and Government Notice 1157 of 20 November 2000.

These pieces of legislation prescribe that health professional graduates who wish to register for independent practice, need to
complete one year of remunerated community service at health establishments as approved by the Minister of Health in
the Government Gazette.
Audiologist
Clinical Psychologist
Dentist
Diagnostic Radiographer
Fields of study

Diagnostic Sonographer
Dietician
Environmental Health Practitioner
Medical Practitioner
Nuclear Medicine Radiographer
Occupational Therapist
Pharmacist
Physiotherapist
Professional Nurse
Radiotherapy
Speech and Audiology Therapist
Speech Therapist
 ICSP - Legislation and Regulations

Other Legislation and regulations

Employment Equity Act, Number 55 of 1998

Immigration Act, Number 13 of 2002
Promotion of Administrative Justice Act, Number 3 of 2000
Protection of Personal Information Act, Number 13 of 2013
National Health Act, Number 33 of 2003
Public Service Regulations, Government Notice 878 of 2016
 ICSP - Posts for the 2024 Annual Cycle
Medical Internship / Community Service posts

Medical Internships
The HPCSA will publish a list of accredited facilities by the end of April each year. When the list from the HPCSA is available, the provincial authorities will indicate which posts are funded and this will
serve as a basis for the final list that will be made available to applicants for selection. Uploading, reviewing, verifying and approving of final lists of funded posts by Provinces will be processed in the ICSP
Online system.

Community Service
The list of approved sites is recommended by a committee in accordance with the provincial departments of health and approved by the National Health Council (NHC)

Site selection is based on stratification of facilities by priority and health facilities with the greatest need- which guide the allocation process. The list of approved and priority sites is reviewed by the NHC
for approval by the Minister of Health. The list will be available on the ICSP Online system after it has been published in the Government Gazette.

Hence, the filling of available posts in health establishments with the greatest need will take precedence. Consideration will only be given to allocations in other sites, when the number of available health
professionals presenting for community service, saturates the number of posts available in the provinces, local government, correctional service and the South African Health Military Services (SAHMS).
Other sites which fall within sub-districts where the population to health professional density assessment indicate a greater need, will be prioritised for allocation. These sites may include academic
programmes that support training of health professionals; private sector facilities contracted to the National Health Insurance (NHI) programme; private sector health facilities accredited by the Office of
Health Standards Compliance (OHSC), etc.

Legislation provides for the Minister of Health to make the final decision regarding the allocation of an individual to perform community service, after consultation with a Member of the Executive Council
responsible for health in a given province.
 ICSP Stakeholders for the
2024 Annual Cycle
National Department of Health - ICSP
Provincial Departments of Health (PDoHs)
Statutory Councils
Stakeholders

Institutions of Higher learning.

Department of Correctional Services (DCS)
South African Military Health Services (SAMHS)
Local Government (LG)
NHI contracted service providers
National Health Laboratory Services
Associations
Private facilities – etc. Pharmacies
 ICSP System – Verification,
Application and Allocation process
 ICSP - 2024 Annual Cycle
Two intakes per year:
- Annual Cycle (Applicant Start date Jan – April)
Standardised cycle for the ICSP programme - Midyear Cycle (Shorten Version) (Applicant Start date July – Oct)

(3.) Applications &

(2.) Verification (3.) Exchange and (4.) Final Allocation,
(1.) Projections (1.) Loading data Preliminary
Process: Profile Appeals Period (Aug- Appointment period (5.) Annual Review
(March-April) (Mar-Apr) allocations (July -
Updates (May-Jun) Oct) (Nov-Dec)
Aug)

Application
Funded posts period opens
Projection data from
councils, colleges loaded by PDoH Exchange period Provinces complete
System opens for opens appointments of Monitoring of
and faculties
annual cycle applicants in cycle placements
applicants to allocated positions process
update their (Reconciliation)
profiles Algorithm runs
allocating
Bursary data applicants on the
updated by PDoH system
Provincial needs (preliminary)
plans submitted Appeals period
opens

1. Preparation Phase
System pre-loaded
with projections 2. Verification Phase
and bursary data 3. Application Phase
Allocation Phase System open in phases!!!!
4. Appointment Phase
5. Reconciliation Phase
 ICSP Preparation for the 2024
Annual Cycle
Step Responsible Scheduled Main activities
Phase 1: Preparation for cycle
Projections NDoH March to April✔ NDoH request lists of final year students from councils, colleges, and faculties.
PDoH ✔ National projection for required posts made.
Professional Councils
✔ PDoHs prepare plans for community service and submit to NDoH.
Colleges
Faculties
Loading ICSP NDoH March to April✔ NDoH loads master list of potential applicants as sourced from councils, colleges, and faculties.
system data PDoH ✔ PDoH, DCS, SAMHS, completes bursary and obligated individuals’ data on ICSP Online in
DCS accordance with standard format.
SAMHS
✔ PDoH, DCS, SAMHS, completes confirmed funded posts with commencement dates onto ICSP
Online in accordance with standard format.

✔ NDoH ensures that the system is pre-populated with information of all eligible applicants.

✔ NDoH ensures that the system is loaded with verified funded posts from provinces in line with
PERSAL data
 ICSP – Things to know for the 2024
Annual Cycle
ICSP Online system!! Things to
Know!!
Very strict rules will be applied on the ICSP system for example:

All allocations will be through ICSP

ened either
stem be op Opening and closing dates will adhere to – if applicant did not apply on time, he / she will be able to
tif ied when the sy SP Online system /
will be no r the IC be helped afterwards to apply but will be tagged as a late applicant and will not be guaranteed of
Applicants can monito
applicants placement.
via email or Website
As per the terms and conditions of the use of ICSP Online system, all applicants are expected to
provide accurate and truthful information. Applicants found to have provided information to mislead
or manipulate the employer will be referred to their professional council or board for disciplinary action.
Only applicants who is eligible to commence duty from 1 Jan to end April will be placed in the Annual
Cycle (All exams etc. completed and passed) (After April will carry over to Midyear Cycle)
Applicants need to indicate start date and will be allocated accordingly – Posts is restricted to start
Individuals acting on behalf of the applicant date and if applicant is not able to start on date provided will be removed from allocation.
In line with the Protection of Personal Information Act, the NDoH Rejecting your allocation is likely to impact upon your ability to commence your internship /
will be unable to engage with any individual or family member community service for the 2024 cycle as posts are constrained and the post will be given to the next
claiming to be acting on behalf of an applicant, unless that person available candidate and prognosis for an alternative allocation is not very good.
is the applicant’s appointed legal representative, or the applicant Applicants need to communicate via call center if HELP is needed!!
No applicant is allowed to re-apply in the following cycle to try and be allocated to another facility.
has granted written consent to the NDoH that the nominated
person may receive specific information regarding their application.
WARNING: All allocations are subject to provincial confirmation. An allocation is
not the equivalent of an offer of employment. No permanent or irreversible decisions
should be made until a written offer of employment is received from the province or
relevant department.
 ICSP Registration for the 2024
Annual Cycle
Verification!! – Double check or Quality control Information provided by HEI’s and Council
Provinces also confirm bursary applicants

❖ To allow NDoH to verify the (pre-populated) information of potential applicants (YOU)

y? ? ❖ To determine your eligibility to apply for any given cycle No emails?
Wh ❖ Without verifying your demographics details, you are UNABLE to continue to subsequent steps. (e.g application and allocation) Check SPAM
filters

Applicants are pre-registered on ICSP by their statutory Councils, Universities, College or other institutions you are affiliated to.

1. Create and Account = this is for the first time with the intention to apply for all students must provide their own and active email
address (an email address that they check regularly).
the 2024 Annual Cycle

Students will receive an email notification requesting to confirm student
registration details on the ICSP system. – Usually two (2) emails (One with the
link and one with code to verify)
Note: Username is already created in the system (ID / Passport number)
If you did not receive such an email from ICSP: (Manual Process)
- Not pre-registered by their University, College or Council, they may complete the “Request -
ICSP Registration” form on the Info Site. This method of registration requires you to upload
proof of registration with your relevant Statutory Council and may take up to 72 hours before
the email notification is received (depending on how long the verification may take).

This process is to ensure and

confirm correct details are 2. Sign in on ICSP site: for the first-time during verification process: ion
trat n
provided for further regis tio
communication. Be Honest!!!.. eview forma tion
R in
Educational and Professional Affiliation: Alternative • ate istra
....Be Precise!!! Biographical Information: Upd irm reg
• f
If non-SA training, formal names of Contacts: Co n
Compulsory fields mark with Permanent •
Institution. Phone
* Residential
Start date of study (Year Incl) number
NB!! True and primary phone Address
Completion date Email
number and email address
Request to write board exams: Yes address
 ICSP - Application for the 2024
Annual Cycle
Medical Internship Option 1 Option 2
3 Choices in first province (2 choices can be in one 2 Choices in first province (May be in the same
district, and at least 1 choice must be in a second district, or different districts)
❖ Application are required to select up to five posts
district)
which are distributed as follow: 2 Choice in a second province (Each must be in
• Selected posts must be distributed across at 1 Choice in a second province different districts)
least three provinces, namely: 1 Choice in a third province 1 Choice in a third province

Make sure to apply

for facilities you are
interested and want
to work at
If an applicant cannot be allocated in their facilities of
choice, the NDoH reserves the right to allocate them to
another facility in the primary, secondary, or third, fourth
WARNING: For provincial bursary holders, internship is an extension of training and can be completed in any or fifth district in that order. If applicants can still not be
placed within these districts, the NDoH reserves the right
Province. However, they will be required to return to the province that funded their study for community service. to allocate them to another facility in the primary,
Interns should factor this into any financial and personal decision that will impact upon the inevitable relocation at secondary, or tertiary province, in that order.
the end of their internship back to the funding province.

WARNING: Posts belong to Department of Health,. Only approved posts

provided will be use to allocated applicants.
Applicants are not allowed to sell / give a way their posts when allocated.
 ICSP - Application for the
2024 Annual Cycle
Community service applications : Priority Rank Number of Choices in this Priority
Priority 1 (Rural Facilities) No less than 3
Applicants are required to select up to (5) five posts, distributed as follows. Priority 2 (Semi Urban Facilities) No more than 2
- Selected posts must be distributed across at least 3 provinces, and at least 4 districts. Priority 3 (Urban Facilities) No more than 1

Selected facilities must fall into the following priority rating

Option 1 Option 2
3 Choices in first province (2 choices can be in one 2 Choices in first province (May be in the same
If an applicant cannot be allocated in their facilities of
district, and at least 1 choice must be in a second district, or different districts) choice, the NDoH reserves the right to allocate them to
district) 2 Choice in a second province (Each must be in another facility in the primary, secondary, or third, fourth
1 Choice in a second province different districts) or fifth district in that order. If applicants can still not be
placed within these districts, the NDoH reserves the right
1 Choice in a third province 1 Choice in a third province to allocate them to another facility in the primary,
secondary, or tertiary province, in that order.

WARNING: All allocations are subject to provincial confirmation. An allocation

is not the equivalent of an offer of employment. No permanent or irreversible
decisions should be made until a written offer of employment is received from WARNING: Posts belong to Department of Health,.
the province or relevant department. Only approved posts provided will be use to
allocated applicants.
Applicants are not allowed to sell / give a way their
Note that once a province confirms an allocation, the individual is automatically placed in that post and the posts when allocated.
province will communicate further with them to finalise the process.

WARNING: Bursary holders are compelled to apply within their respective province , district, sub-district or
facility as per their agreement with a given department. Applicants will be able to confirm their bursary
status through the ICSP Online system or indicate that they have been released from their bursary
obligation (through uploading the provincial letter releasing them from their obligation). They will then be
able to apply for posts as any other South African applicant.
 ICSP – Special Consideration
application for the 2024 Annual Cycle
SUBMITTING MOTIVATIONS FOR PERSONAL
Considerations that WILL be considered CONSIDERATIONS Considerations that WILL
Special or personal consideration motivations will be NOT be considered
1. Pregnancy
considered during the application process. However, Religion
2. Child established in school (Gr1 – Gr12
it should be noted that submitting such a motivation
3. Own health needs Student and other loans
4. Social Compact:
does not guarantee it will be accepted or applied in
Type A - Couples who are eligible and both applying for the allocation processes. Applicants are encouraged Own health needs that do not
community service or internship that wish to be placed to carefully review the requirements in the following require active management by
together.
sections and actively consider posts that will promote
Type B - Couples where one in the couple (non-
a specialist
workable solutions. For the 2024 placement period,
applicant) is already completing an internship and where
legal considerations will not be entertained by the Health needs of Family / friends
an applicant wishes to be placed with them.
Type C - Couples where one in the couple (non- NDoH.
Property ownership
applicant) is permanently employed in a public sector ts As per
g documen ation not
supportin ic
health facility and the applicant wishes to be placed with l the required ill result in the appl
NOTE :
must up lo ad al
do so w Legal matters
them. Th e applicant m en ts. Failure to ation. be rs to
• d require t inform nel mem
the desire ed due to insufficien lth Professional Pa
Type D - Couples where one in the couple is in stable being revi
ew Hea
referred to
lth will be
employment (non-applicant) and the applicant wishes to • Own Hea
approve Own Health: Documents with inaccurate or misleading information will be referred to the statutory body for review of
be placed within the vicinity. professional conduct of both the applicant or the treating clinician as the case maybe.

WARNING: Special or personal consideration motivations will be considered during the

application process. However, it should be noted that submitting such a motivation does not
guarantee it will be accepted or applied in the allocation processes.
 ICSP – Exchange and Appeals for the
2024 Annual Cycle
EXCHANGE OF ALLOCATION (SWOPS)
Exchange of placement (swops) will be accepted until the application process closing date. Only Note!! exchanges for bursary
holders are limited to posts
exchanges that are lodged using the ICSP Online system will be considered.
that are within the Province
The entire process of exchange will be managed by the applicants themselves through the ICSP that has provided the bursary.
No exchanges that result in
Online system. inter-provincial reallocation of
Once all applicants have accepted the changes, a provincial coordinator will review and approve the the bursary holder will be
allowed.
changes.
The participants in the exchange process must identify one applicant to complete the exchange
process on the ICSP Online system.

REVIEW AND APPEALS:

∙ All appeals will go through a review committee.
∙ The appeals committee will consider the merits of the case and will make the determination about suitability for reallocation.
∙ Where feasible, the appeals committee will identify a potential post where the applicant can be facilitated. However, where limited posts are available, it
might be advisable to consider the option of an exchange / swop.
∙ The impact of the vacated post on the delivery of public health services due to a reallocation will be taken into consideration in the appeals review process.
∙ Questions on the appeals process can be made through the call center.
WARNING: Where an applicant is unable to assume duty in accordance with the stipulated allocation
date, the allocation expires unless authorised by the Provincial Head of Department. The applicant will
then need to wait for the next application cycle.
An applicant should inform the NDoH via the ICSP online system that they will not be able to assume
duty.
 ICSP – Algorithm process for
the 2024 Annual Cycle
The allocation algorithm works as follows:
1. Based on application data, applicants will be allocated to cohorts such as professional category, bursary status, employer (NDoH, PDoH, SAMHS, CSD, other),
citizenship status, etc.
2. The ICSP Online system will select applicants that meet the cohort criteria, randomise the applicants within this group, and then apply the allocation
algorithm. It will run through the allocation algorithm, allocating as many as possible first choices, then proceed to second choices etc, until every applicant in the
group is placed, before moving on to the next cohort.
3. Applicant choices are also stratified in order to fill Priority 1 posts first, and Priority 3 posts last.
4. If all choices are exhausted and applicants within a cohort remain, they are assigned to an unallocated pool. The “unallocated pool” will be randomised and the
algorithm will try to place them in their district choices. If this is not possible, then the algorithm will once again place them in an “unallocated pool”, and randomise
them again, and try to place them in their provincial choices.
5. The allocation algorithms will be staggered for different fields of study as prescribed by the NDoH.
6. Allocations will only be run for completed applications and the system will send applicants notifications of allocations via email.

The algorithm will prioritise cohorts in the following order :
Medical Interns:
SA and Permanent Residents -Personal considerations applicants
SA and Permanent resident – Normal applicants
Foreign applicants
The algorithm will prioritise cohorts in the following order :
Community Services:
For each field of study:
SA bursary applicants (Work Back obligations – Provincial Departments, SAMHS, Correctional Services)
SA and Permanent Residence Special Considerations
SA and Permanent – Provincial Department, SAMHS, Correctional Services
SA and Permanent – Private facilities (NHL’s and Pharmacies)
Foreign applicants

WARNING: Applicant is not guaranteed to be placed in one of their choices

Previous Cycle Information: 2023 Annual Cycle: South
African’s and Permanent Residence - Allocations
South African's and Permanent Residence - Allocations
Permanent Allocation
SA Total Allocation Applicants
Program_type Field of Study Resident Rate
Community Service Audiologist 100 1 101 103 98.06%
Clinical Psychologist 141 1 142 149 95.30%
Dentist 163 9 172 173 99.42%
Diagnostic Radiographer 286 3 289 287 100.70%
Diagnostic Sonographer 30 1 31 30 103.33%
Dietician 234 2 236 237 99.58%
Environmental Health Practitioner 192 192 208 92.31%
Medical Practitioner 2021 38 2059 2170 94.88%
Nuclear Medicine Radiographer 8 8 8 100.00%
Occupational Therapist 376 2 378 381 99.21%
Pharmacist 706 11 717 700 102.43%
Physiotherapist 420 2 422 421 100.24%
Professional Nurse 2598 5 2603 2698 96.48%
Radiotherapy 20 1 21 21 100.00%
Speech and Audiology Therapist 26 26 26 100.00%
Speech Therapist 180 3 183 184 99.46%
7501 79 7580 7796 97.23%
Community Service Total
Internship Medical Practitioner 2467 37 2504 2527 99.09%
Internship Total 2467 37 2504 2527 99.09%
Total Application 9968 116 10084 10323 97.68%

NB: Table reflect only SA’s and PR’s

- Table indicate the total applicants applied and verified vs allocated for the 2023 Annual Cycle as at 17 March 2023
2023 Annual Cycle: Allocation per priority status –
Provincial Posts

Blue – Priority 1 Facilities (Rural) 23.85%

Red – Priority 2 Facilities (Semi Rural) 50.90%
Green – Priority 3 Facilities (Urban) 25.25%
 ICSP Meeting
7 September 2022

4. PROJECT PLAN – 2024 ANNUAL

CYCLE

21
2023 Midyear Cycle: Summary of timelines until release
of final allocations
Summary of 2024 Annual Cycle plan (Draft)
Phases Dates (Proposed)
Preperation phase March 23 - April 23
Obtaining data from HEI's / Provinces March 23 - April 23
Obtaining Posts from Provinces March 23 - April 23
Opening of system for verification and application May 23 – June 23
Closing of system for application Aug 23
Algorithm Run Sept 23
Provincial Review of Results – Preliminary Results Sept 23
DQ Checks and incorporate feedback from Prov Oct 23
Applicant Exchanges Oct 23
Release of Final Results 1 Nov 23
 2023 Annual Cycle: Challenges

Challenges:

Projections
Not all projections received from stakeholders
Data skewed (Emails / I.D’s)
Confirmation of eligible applicants from Councils / HEI’s

Bursary data
Not all bursary data received (Loading on the system and final confirmation on system)

Verifying details
Applicants not verifying their details in time

Application
Applicants not applying correctly – data missing.
Applicants lying on applications (Start date etc)
Applicants not passing exams / cpd points
 Q&A

THANK YOU

24