Chapter 8



8.10.1Legislative And Policy Framework


  • South African Schools Act 84 of 1996 [SASA]
  • Employment of Educators Act 76 of 1998 [EEA]



  • Eastern Cape Hostel Policy for Public Ordinary Schools [Reference B1 ECHP]



  • Appointment of Educators to perform Supervisory Duties in Hostels Circular 63/2012 [Reference B5 63/2012]



  • North West Schools Education Act 3 of 1998 [Reference B8 NW EDACT 3/1998]



  • Regulations relating to the Administration of Public School Hostels – (Provincial Gazette 7031 of 2012) [Reference B8 7031/2012]



  • Western Cape Provincial School Education Act [Reference B9 WCPS ED ACT]


  • WCED Circular 0047/2012: Regulations relating to the Management and Control of Hostels at Public Schools and the Control over the Immovable Property and Equipment of Hostels under the Western Cape Education Department [Reference B9 0047/2012]

8.10.2Framework For The Development Of School Policy On Hostels

(See REFERENCE C [SHP] for a template for a school hostel policy)

(North West ProvinceSome Extracts from Regulations relating to the Administration of Public School Hostels (Provincial Gazette 7031 of 2012) [Reference B8 7031/2012]

  1. Provision of Public Schools and Hostels
    • The Member of the Executive Council must provide public schools for the education of learners out of funds appropriated for this purpose by the provincial legislature.
    • The provision of public schools may include the provision of hostels for the residential accommodation of learners.
    • Schools with hostels may reserve a number of preferential places for the enrolment of learners who will be in the hostel provided that preference for hostel enrolment should be given to those learners who do not live in close proximity to any suitable school.
  2. Hostel Costs
    • Records
      Schools with hostels must keep a separate account for all recurrent costs associated with hostels, and a record of the number of learners staying at each hostel.  Such accounts and records will be subject to unannounced audits by officials of the PED.
    • Hostel fee
      The school must charge each learner staying in the hostel a hostel fee equal to the average running cost per learner in the hostel.  No blanket cross-subsidisation of hostel costs from fee income is permitted.  However, if the SGB wishes to exempt particular learners from hostel fees, it may do so by recording the necessary book-keeping transfer.
    • Hostel subsidy
      The PED must, in turn, set aside a budget item for hostel subsidies.  Schools with hostels will be paid pro rata out of this budget for each of their learners:

      • whose transport time to the school is greater than 1.5 hours;
      • if there are no available school places near the learner’s parents’ place of residence; and
      • whose parents cannot afford the per-child hostel cost.
    • The PED may adjust these criteria in order to ensure that the subsidy per learner is meaningful, while recognising that this may decrease the number of learners, thus, covered, requiring a tightening of the targeting criteria.
    • Subsidies for hostel costs incurred by learners with special education needs enrolled in ordinary public schools will be provided by the Provincial Education Department in accordance with the overall funding approach used for such learners.
  3. Remunerative Payments over and above Salaries
    • Allowance to educators who perform supervisory duties at hostels
      If an educator performs control or supervisory duties and functions at a hostel attached to a state educational institution such educator shall receive, subject to such conditions as the Minister may determine, a non-pensionable allowance, which allowance shall be based on the control or supervisory duties and functions of such educator, as well as the number of pupils accommodated at the hostel concerned.
    • The level of supervisory duties at hostels
      There are, at most, three levels of work but it is not essential that all three levels have to be utilised everywhere.  The levels and the functions attached to them are as follows:

      • LEVEL I
        Normally the head of the educational institution (e.g. Principal of the school) is classified under Level I and he / she is in overall control of all the hostels and:

        • is responsible for every aspect of the hostel’s activities in accordance with the relevant department’s policy;
        • determines policy in respect of the educational, economic and administrative matters within the framework as prescribed by the department concerned; and
        • exercises the necessary control to ensure that the policy is implemented.
        • Educational
        • Exercises overall control in respect of the discipline and spirit in the hostel, including the welfare, study and recreation of boarders.
        • Economic
        • Controls the economic function in accordance with the policy of the Department and bears the final responsibility for the compilation of the budget, the obtaining of certain tenders and the control and management of all supplies to ensure the most efficient and economic utilisation thereof.
        • Administrative
        • He/She is responsible for all administrative duties that are necessary for the efficient running of a hostel.
          This includes, inter alia, and where applicable, the following:

          • recommendations in respect of the appointment of staff;
          • periodic reports and recommendations in respect of buildings, equipment, etc;
          • general management of staff;
          • handling of applications for admission of boarders;
          • collection of boarding fees; and
          • compilation of duty sheets for staff.
      • LEVEL II
        Normally every hostel has a supervisor on Level II who is responsible for the following:

        • Educational
          the spirit and discipline in the hostel in respect of the welfare, study and recreation of boarders;
        • Economic
          the controlling of supplies, accounts, bookkeeping, registers, the obtaining of tenders and all other duties connected with the post; and
        • Administrative
          all administrative duties necessary for the efficient running of a hostel.
          This includes, inter alia, the following:

          • recommendations in respect of the appointment of staff;
          • periodic reports and recommendations in respect of buildings, equipment, grounds, etc;
          • management of staff;
          • handling of applications for admission of boarders; and
          • collection of boarding fees.
      • LEVEL III
        The number of persons that are utilised at this level is directly related to the number of hostel enrolments.
        These persons perform educational and other duties such as:

        • carrying out the educational programme; and
        • maintenance of general discipline in the hostel, neatness of boarders, their rooms, the buildings and grounds.
  4. Grading Scales
    • Hostels are distinguished according to the following numbers of hostel enrolments:
      121–300; and
      301 and more.
    • Where, in terms of approved educational policy in respect of post provision scales, weighting on the actual pupil numbers occurs at specific institutions in order to determine the number of posts, a corresponding weighting of the actual hostel enrolment is made with a view to determining the number of hostel enrolments for the purposes of the above.
  5. Basis for Remuneration
    • Payment is in the form of a non-pensionable allowance based on a specific percentage of the basic payment (salary position plus any pensionable allowance) of the educator concerned. The percentage paid is as follows:
      Hostel enrolments
      0 – 60 61 – 120 121 – 300 301 and more
      I 12,5% 13,5% 15,5%
      II 12,5% 14,5% 15,5%
      III 12,5% 12,5% 12,5%
    • The basic remuneration in respect of Levels I and II must be reduced by the following percentages in those cases where not all the functions mentioned in Sub-paragraph (1) above are performed:
      Function Percentage reduction
      Educational 50%
      Administrative 25%
      Economist 25%
    • Rounding off of non-pensionable allowances
      The amount determined for the allowance must be rounded off to the nearest higher five cents per month.
    • An educator who performs supervisory duties at a hostel may be remunerated for duties performed at only one of the above-mentioned three levels of work.


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