BURSARY POLICY

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 CONTENTS

INTRODUCTION 4

BURSARY POLICY: BBBEEE TRUST FUNDED BURSARIES

1. CRITERIA 3

2. PROCESS 4

3. EMPLOYEE OBLIGATIONS 4

4. CONDITIONS 5

BURSARY POLICY: BUSINESS FUNDED BURSARIES

1. CRITERIA 6

2. APPLICATION PROCESS 6

3. EMPLOYEE OBLIGATONS 8

4. CONDITIONS 8

ANNEXURE 1: BURSARY APPLICATION FORM 10

ANNEXURE 2: LETTER OF UNDERTAKING: COMPANY FUNDED PROGRAMME

OF LEARNING 14

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 CUSTODIAN: LATEST UPDATE: POLICY CODE:
GROUP HUMAN RESOURCES JUNE 2023 IC.ZA.HR.34.2
Previous Update May 2019

Executive: People
Person responsible for update
Bursary Scheme Development
Authorized by Group Chief People Officer

Review Frequency Annually

INTRODUCTION

In the interest of individual and career development, Smollan Group will through the Smollan BBBEE
Trust or Business Funding, grant bursaries to internal applicants who are full time employees of The
Group. The number and value of bursaries offered will be determined on an annual basis and in
accordance with the budget available.

BURSARY POLICY: BBBEE TRUST FUNDED BURSARIES

1. CRITERIA

1.1. Applicants must be beneficiaries of the Trust.

1.2. Applicants must be South African citizens and in receipt of a valid SA identity document.
1.3. Applicants must have passed their Grade 12 and be in receipt of a Grade 12 Certificate.
1.4. Applicants must be employed for at least one year in a permanent position with a fully
owned Company in the Smollan SA Group, at the time of application.
1.5. The course of study and its content must be relevant to the business.
1.6. The course of study must be at a tertiary level, i.e., a three-year degree/national
diploma.
1.7. The programme, which is undertaken, must be run by an institution which is accredited
by the Council for Higher Education. Please refer to the list of “Smollan Preferred
Institutions”.
1.8. The applicant is to ensure they meet the minimum requirements for the course of study
at tertiary level.
1.9. The applicant must have no current disciplinary warnings on file at the time of
application.
1.10. The application must be recommended by the Executive of the respective business
unit/department.

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2. PROCESS

2.1. Applications for bursaries must be received by no later than the prescribed deadline.
2.2. Applications must include the following:
• A fully completed Application Form
• A full course prospectus, inclusive of a pro forma invoice with costs and banking
details.
• An indication of textbooks required, inclusive of a pro forma invoice with costs and
banking details.
• A certified copy of the applicant’s South African ID.
• A certified copy of the applicant’s Grade 12 Certificate.
• A motivation for application from the Applicant, Line Manager and Client
Executive/Business Area head.
• Proof of acceptance from institution of study

2.3. Trust Funded Applications to undergo the below sign off processes:
• BU People Manager sign off.
• BU People Manager to sign off with Client Executive or Business Area head.
• Preparation of recommended applications by Tshimedzwa Development Centre
• Sign off from Smollan BBBEE Trust

2.4. Once the applicant has been advised of their acceptance, payment will only be made
directly to the institution/supplier, provided that an invoice is furnished together with a
signed Letter of Undertaking (LOU) by the bursary applicant.
2.5. All payments are to be recorded and processed via Tshimedzwa Development Centre
2.6. Bursary holders must provide certified results or progress reports after each semester’s
examinations. Results must be submitted to Tshimedzwa Development Centre, via the
Bursary Management Platform.

3. EMPLOYEE OBLIGATIONS

3.1. The employee recognizes the Company`s commitment to his or her development and
acknowledges that tuition fees have been allocated from a budget to achieve this.

3.2. The employee will repay the full or prorated cost of the qualification should they:
3.2.1.Voluntarily withdraw from the qualification prior to the completion, repayment to
take place during financial period March – February.
3.2.2.Resign from the company at any time prior to the completion,
3.2.3.Fail any subject/s. The applicant will be afforded the opportunity to rewrite the
failed subject at their own cost. No further payment will be made by the Smollan
BBBEE Trust until the applicant passes the failed subject.
3.2.4.Fail to continue to work for the company for the duration of years following the
successful completion of the programme, according to the Individual Development
and Required Specific Work Period Policy.

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 3.2.5.*Note: The employee will be exempted from clause 3.2.1. 4 in the event the business
unit undergoes an operational restructure according to Section 189 and Section 197
to the client, this process of exemption applies if:
3.2.6.The employee finds an alternative position within another company during the
notice period,
3.2.7.The employee stays within the company and his/her package is negatively affected.
3.2.8.The employee is retrenched.

3.3. Repayment of the debt to allow partial repayments over an agreed period post the exit
of the employee will be at the discretion of the CFO and relevant business head.

4. CONDITIONS

4.1 Once selected, successful applicants will be required to sign a Letter of Undertaking
agreement with the Company according to the Individual Development and Required
Specific Work Period Policy.
4.2 No payments will be made to any institution without a signed Letter of Undertaking from
the bursary applicant.
4.3 Should the employee leave for any reason, within the year/s of receiving the bursary,
he/she will be required to adhere to the employee obligations as indicated in section
3.2.1. 4. of this policy.
4.4 A Trust Funded applicant who is granted a bursary may not study more than three yearly
subjects per annum or three subjects per semester for each financial year (i.e., three
subjects granted for the first semester and three subjects granted for the second
semester), unless it is a pre-requisite of the course of study that all subjects are
completed within a specific time frame.
4.5 Application can be made for bursaries to cover the costs of tuition and textbooks.
4.6 The applicants may be required to undergo an assessment and/or a panel interview by
representatives of the Trust.
4.7 The Smollan BBBEE Trust reserves the right to grant funding based on the applicants’ job
grade.
4.8 Applications for bursaries must be made on an annual basis for each year of study. The
Smollan BBBEE Trust reserves the right to cancel the bursary scheme at its discretion.
4.9 Should an applicant fail a subject/s the applicant will be afforded one other opportunity
to re write the failed subject at their own cost prior the repayment of the failed subject.
Only once the applicant has passed the failed subject, the Smollan BBBEE Trust will
continue with the approved payment of the preceding approved subjects for that year.

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BURSARY POLICY: BUSINESS FUNDED BURSARIES

1. CRITERIA
1.1. Applicants for bursaries must be deemed Talent or optimal performers, who have been
recommended by their Business Area line management.
1.2. Applicants for the bursaries must be South African citizens and in receipt of a valid SA identity
document.
1.3. Applicants must have passed their Grade 12 and in receipt of a Grade 12 Certificate.
1.4. The course of study and its content must be relevant to the business.
1.5. The course of study must be at a tertiary level, i.e., a three-year degree/national
diploma/national certificate.
1.6. The programme, which is undertaken, must be run by an institution which is accredited by
the Council for Higher Education. Please refer to the list of “Smollan Preferred Institutions”.
1.7. The applicant is to ensure they meet the minimum requirements for the course of study at
tertiary level.
1.8. The applicant must have no current disciplinary warnings on file at the time of application.
1.9. The application must be recommended by the Executive of the respective business
unit/department.

2. APPLICATION PROCESS

2.1. Applications can be received throughout the year.

2.2. Applications must include the following:

• A programme brochure or course outline.

• A certified copy of applicants ID
• A certified copy of applicants Grade 12 Certificate
• A motivation from the applicant, Line Manager and Business Area head
• Proof of acceptance from institution of study
2.3. Business Funded Applications within each Business Unit are to undergo the below sign off
processes:
• BU Line Manager sign off.
• BU People Manager sign off.
• BU People Manager to sign off with Client Executive or Business area head.
2.4. All payments are to be recorded and processed via Tshimedzwa Development Centre
2.5. Once the applicant has been advised of their acceptance, payment will only be made by
Tshimedzwa Development Centre, directly to the institution/supplier, provided that an
invoice is furnished together with a signed Letter of Undertaking (LOU) by the bursary
applicant. Tshimedzwa Development Centre to be reimbursed by the authorizing Business
Area, via the internal billing process.
2.6. Bursary holders must provide certified results or progress reports after each semester’s

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 examinations. Results must be submitted to the relevant People Practitioner.

3. EMPLOYEE OBLIGATIONS

3.1. The employee recognizes the Company`s commitment to his or her development and
acknowledges that tuition fees have been allocated from a budget to achieve this.
3.2. The employee will be required to repay the full or prorated cost of the qualification should
they:
3.2.1.Voluntarily withdraw from the qualification prior to the completion,
3.2.2.Resign from the company at any time prior to the completion,
3.2.3.Fail any subject/s. The applicant will be afforded one opportunity to re write the failed
subject at their own cost. No further payment will be made on behalf of the Business Area
until the applicant passes the failed subject.
3.2.4.Fail to continue to work for the company for the duration of years following the
successful completion of the programme, according to the Individual Development and
Required Specific Work Period Policy.

3.2.5.*Note: The employee will be exempted from clause 7.2.1. 4 in the event the business unit
undergoes an operational restructure according to Section 189 and Section 197 to the
client, this process of exemption applies if:
3.2.6.The employee finds an alternative position within another company during the notice
period,
3.2.7.The employee stays within the company and his/her package is negatively affected.
3.2.8.The employee is retrenched.

3.3. The discretion to pardon the obligation to workback or repay the value of the studies will be at
the discretion of the senior Business Area Executive, at the time of exit of the employee.
3.4. Repayment of the debt to allow partial repayments over an agreed period post the exit of
the employee will be at the discretion of the senior Business Area Executive.

4. CONDITIONS

4.1. Once selected, successful applicants will be required to sign an agreement with the
Company according to the Individual Development and Required Specific Work Period
Policy. All employees approved to study through a company funded bursary, whether
the studies have been initiated by the individual or the line manager, will be obliged to
sign the Letter of Undertaking (LOU), providing a work back period.
4.2. No payments will be made to any institution without a signed Letter of Undertaking from
the bursary applicant. This requirement can be waived at the discretion of the business
area, subject to a signed waiver of the requirement from the Business Area head.
4.3. Should the employee leave for any reason, within the year/s of receiving the bursary,
he/she will be required to adhere to the employee obligations as indicated in section 4
of this policy.
4.4. Application can be made for bursaries to cover the costs of tuition and textbooks.

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 4.5. The applicants may be required to undergo an assessment or a panel interview by
representatives of the Business Area
4.6. Applications for bursaries must be made on an annual basis for each year of study. The
Business area reserves the right to cancel the bursary scheme at its discretion.
4.7. Should an applicant fail a subject/s the applicant will be afforded one other opportunity
to re write the failed subject at their own cost prior the repayment of the failed subject.
Only once the applicant has passed the failed subject, the Business area will continue
with the approved payment of the preceding approved subjects for that year.

5. REQUIRED DOCUMENTATION

• Signed Bursary Policy Document

• Signed Bursary Application Form
• Signed Letter of Undertaking per specified Period
• Proof of Acceptance from Institution

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ANNEXURE 1: BURSARY APPLICATION FORM

SECTION A: APPLICANT DETAILS

Name

Surname

ID Number

Business Unit

EE Number

Job Title

Date of Engagement

Gender

Race African Indian Coloured White

South African citizen? Yes No

Employment Status Permanent Fixed Term

Applicant cell phone number

Applicant Email address

SECTION B: INSTITUTION DETAILS

Name of institution applied for

Name of qualification

Duration of qualification

Year of study applied for First/ Second/ Third/ Post - Graduate

Preliminary approval for studies
Yes No
from institution

SECTION C: STUDY FEE BREAKDOWN

Total registration fees required R
Total tuition fees required for semester 1 R
Total tuition fees required for semester 2 R
Total textbook fees required for semester 1 R
Total textbook fees required for semester 2 R
Total R

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SECTION D: BURSAR MOTIVATION

Bursar Motivation

• Why have you selected this qualification/course of study?

• Please motivate how this qualification will add value to your career growth within
Smollan?

Business Unit motivation for approval of application (To be completed by either Line Manager
or People Team)

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 SECTION E: CHECKLIST OF DOCUMENTATION TO BE SUBMITTED FOR EACH APPLICANT

Attached Checked

Application Form Fully

Completed
Certified copy of ID

Certified copy of Grade 12

Certificate
Pro-forma Invoice from
Institution for tuition fees
Preliminary Approval letter
from Institution

SIGNATURES APPROVING APPLICATION:

Applicant:

Date:

Line Manager:

Name:

Date:

BU People Lead:

Name:

Date:

Business Area Executive:

Name:

Date:

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 SECTION F: CHECKLIST OF DOCUMENTATION TO BE SUBMITTED FOR PAYMENT AUTHORISATION

Attached Checked

Approved Application Form

Signed LOU

Acceptance Letter from

Institution
Tuition Invoice from
Institution

SIGNATURES APPROVING PAYMENT:

People Specialist: Skills Development:

Name:

Date:

People Manager: Skills Development:

Name:

Date:

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ANNEXURE 2: LETTER OF UNDERTAKING: COMPANY FUNDED PROGRAMME OF
LEARNING

This letter of undertaking represents an agreement entered between Smollan Group (PTY) LTD
and any of its subsidiaries –

EE Name & Surname ___________________________________________________

1. Undertakings of the Company

The Company undertakes to:

1.1. Fund all tuition fees for the __________________________________________

(Programme name & Institution)
1.2. Release the employee from his or her normal duties to attend scheduled classes as
required and where appropriate.

2. Undertakings of the Employee

The Employee undertakes to:

2.1. Attend all scheduled classes as required by the Company and the educational
provider/institute.
2.2. Complete all coursework and assignments by the deadlines as scheduled by the
Company and the educational provider/institute.
2.3. Comply with all standards of submission in relation to the above-mentioned
assignments and coursework as required by the Company and the educational
provider/institute.
2.4. Complete the scheduled examinations / assessments successfully.
2.5. Complete the full programme learning successfully, such requirement being a finding
of competence or a pass mark, whichever is appropriate.

3. Obligations of the Employee

3.1. The employee recognizes the Company`s commitment to his or her development and
acknowledges that tuition fees have been allocated from a budget to achieve this.
3.2. The employee will repay the full or prorated cost of the programme should they:

3.2.1.Voluntarily withdraw from the programme prior to the completion,

3.2.2.Resign from the company at any time prior to the completion,
3.2.3.Failure of subjects
3.2.4.Fail to continue to work for the company for 6/12/24 months following the
successful completion of the programme, according to the Individual
Development and Required Specific Work Period Policy.

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 3.2.4.1. *Note: The employee will be exempted from clause 3.2.4 in the
event the business unit undergoes an operational restructure
according to Section 189, this process of exemption applies if:

3.2.4.1.1 The employee finds an alternative position within

another company during the notice period,
3.2.4.1.2 The employee stays within the company and his/her
package is negatively affected.
3.2.4.1.3 The employee is retrenched.

Declaration

I, the undersigned, hereby acknowledge that I have read, and I understand the requirements
of the programme and regard these conditions to be fair and equitable.

Employee signature: _______________________________________

BU People Lead signature: _______________________________________

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