AVRIL ELIZABETH HOME

PROMOTION OF ACCESS TO INFORMATION ACT (“PAIA”)

MANUAL

Prepared in accordance with Section 51 of the Promotion of Access to Information Act No.2 of 2000

Avril Elizabeth Home for the Mentally Handicapped is deemed a Private Body.

PREAMBLE

The promotion of Access to Information Act 2 of 2000 (‘the Act”) gives effect to the constitutional right of access to any information that is held by another person that is required for the exercise of rights.  Where a request is made in terms of the Act, the body to which the request is made is obliged to release the information, except where the Act expressly provides that the information may or must not be released.

 

The aim of this manual is to assist those who may request information as to the procedure to be followed when requesting access to such information and/or documentation from Avril Elizabeth Home for the Mentally Handicapped (“Avril Elizabeth Home”) as contemplated in terms of the Act.

 

This manual may be amended from time to time and once such amendments are finalised, the latest version of the manual will be made public.

CONTACT DETAILS

 

2.1    Name of organisation                     :               Avril Elizabeth Home for the Mentally Handicapped

 

NPO number                                      :               000-704 NPO

 

PBO number                                      :               930 007 621

 

VAT registration number              :               4890104229

 

Physical address                               :               11 Castor Road

Fishers Hill

Germiston

1401

 

Postal address                                   :               P O Box 40155

Cleveland

2022

 

Telephone number                         :               +27 11 822 2233

 

Facsimile number                            :               +27 11 828 6084

 

Email                                                     :               aehcontact@mweb.co.za

 

Website                                               :               www.avril.org.za

 

Chief Executive Officer/

Information Officer                         :               Caroline Büser

GUIDE TO THE PAIA

 

As per Section 10 of the Act, the South African Human Rights Commission prepared a guide to assist people in understanding the Act.  A copy of this guide is available on the South African Human Rights Commission website.

 

Contact details :

 

The South African Human Rights Commission

PAIA Unit

The Research and Documentation Department

Private Bag 2700

Houghton

2041

 

Telephone          :               +27 11 484 8300

Facsimile              :               +27 11 484 0582

E-mail                    :               PAIA@sahrc.org.za

Website               :               www.sahrc.org.za

GENERAL INFORMATION

 

All individuals and entities may request access, amendment or deletion of their own personal information held by Avril Elizabeth Home.  General information may be obtained on the Avril Elizabeth Home website (www.avril.org.za),  on request via e-mail, mail or telephonically.

 

• CATEGORIES OF RECORDS HELD AT PHYSICAL ADDRESS BY AVRIL ELIZABETH HOME

 

4.1.1       INCORPORATION DOCUMENTATION, LICENCES AND RECORDS

• Constitution of Avril Elizabeth Home
• Mission Statement
• NPO certificate
• Department of Health – Certificate
• Department of Social Development – Compliance Letter
• Certificate of Acceptability (Food)
• Public Health Regulations Certificate – Health Care Waste
• PBO approval letter issued by the SARS Tax Exemption Unit
• Minutes of meetings of the Board
• Minutes of Annual General meetings
• Resolutions
• Board Member records

4.1.2      FINANCIAL DOCUMENTATION AND RECORDS

• VAT records
• Tax records – organisation
• Tax records – employee
• PAYE records
• UIF records
• Statutory Returns
• Bank statements
• Asset Register
• Quotations
• Purchase and Order Information
• Debtors’ records
• Creditors’ records
• Remuneration records
• Annual Financial Statements
• Budgets
• Management Accounts
• Financial transactions
• Petty cash records
• Debit notes
• Credit notes

 

4.1.3      OPERATIONAL DOCUMENTS

• Minutes of Management meetings
• Annual Reports
• B-BBEE affidavit : Specialised Entity
• Banking information
• Insurance records and correspondence
• Contracts
• Service Level Agreements
• Business Plan, Policies and Procedures
• Donor database
• Consultant records
• Independent contractors’ records
• Personnel Guidelines, Policies and procedures
• Insurance records and correspondence
• Employee records
• Employee contracts
• General correspondence
• Application forms for residency/day care
• Residents’ medical records
• Residents’ assessment records
• Stakeholders’ (parent/guardian) records
• Donor Records
• Receipt books
• Receipts issued for donations received
• Records in respect of scheduling the supply of goods/donations
• Memoranda, letters, appeals, leaflets, newsletters
• Contractual agreement – debtors and creditors

4.1.3      HUMAN RESOURCES DOCUMENTS AND RECORDS

• Organisational structure
• Employment Equity Plans
• Personnel files
• Salary advice slips/remuneration records
• Salary increase records
• Provident Fund records
• Records in relation to deductions
• Telephonic and e-mail contact details for staff
• Driver licence records
• Training records
• Attendance records for training/staff meetings
• Contractual agreements – employment
• Curriculum vitae
• Interview records
• Disciplinary records
• Leave records

 

4.1.4      SAFETY, HEALTH AND ENVIRONMETAL (SHE) DOCUMENTS AND RECORDS

• SHE Rules and Regulations for service providers
• SHE Mandatory agreements
• Records relating to incidents in the workplace
• Records of corrective action taken
• Occupational Health and Safety Act minutes and records
• Records of compensation for Occupational Injuries and Diseases
• Risk Management Framework
• Policies and Procedures in respect of Health and Safety

 

4.1.5      INFORMATION TECHNOLOGY DOCUMENTS AND RECORDS

• Software programmes
• Software applications
• Computer-generated databases
• E-mail communications
• General correspondence

PROCEDURE TO REQUEST ACCESS TO INFORMATION

 

• The requester of information is required to comply with all the procedural requirements contained in the Act relating to the request for access to a record.

 

• THIRD-PARTY APPLICATIONS

 

• Form C (as prescribed and attached hereto) must be used to make a request for access to a record.
• Sufficient detail must be provided on the prescribed form to enable the Information Officer to identify the record and the requester. The requester should state the necessary information which is required and which form of access is required.   The requester should also indicate any other manner to be used to provide the necessary information.
• The requester must identify the right that is sought to be exercised or to be protected and provide the reason why the information is required.
• Should a request be made on behalf of another person/corporate, the requester must submit proof of the capacity in which the requester is making the request to the satisfaction of the Information Officer.

5.1.2   INTERNAL APPLICATIONS

• Applications are to be made to the responsible person in the relevant section, e.g. Human Resources, and a log book is to be completed.

 

• Avril Elizabeth Home undertakes to process the request within 30 days, unless the requester has stated circumstances as to the reason that the above time period is unsuitable, which is to be approved by the Information Officer.

 

• The requester shall be informed whether access is granted or denied and, should the requester require reasons for denial, he/she may request these.

 

• Requests for information which clearly involve an unreasonable diversion of resources shall be refused.

 ACCESSIBILITY TO THE PAIA MANUAL

 

The PAIA manual is available for inspection at the premises of Avril Elizabeth Home referred to on page 3 and is also on the organisation’s website at  www.avril.org.za

 

This manual has also been submitted to the Human Rights Commission, a copy of which will be available from this organisation.