1. LIST OF ACRONYMS AND ABBREVIATIONS
NB: please insert relevant applicable acronyms and abbreviations
1.1 “CEO” Chief Executive Officer
1.2 “DIO” Deputy Information Officer;
1.3 “IO“ Information Officer;
1.4 “Minister” Minister of Justice and Correctional Services;
1.5 “PAIA” Promotion of Access to Information Act No. 2 of 2000( as
Amended;
1.6 “POPIA” Protection of Personal Information Act No.4 of 2013;
1.7 “Regulator” Information Regulator; and
1.8 “Republic” Republic of South Africa
2. PURPOSE OF PAIA MANUAL
This PAIA Manual is useful for the public to2.1 check the categories of records held by a body which are available without a person having to
submit a formal PAIA request;
2.2 have a sufficient understanding of how to make a request for access to a record of the body, by
providing a description of the subjects on which the body holds records and the categories of
records held on each subject;
2.3 know the description of the records of the body which are available in accordance with any other
legislation;
2.4 access all the relevant contact details of the Information Officer and Deputy Information Officer
who will assist the public with the records they intend to access;
2.5 know the description of the guide on how to use PAIA, as updated by the Regulator and how to
obtain access to it;
2.6 know if the body will process personal information, the purpose of processing of personal
information and the description of the categories of data subjects and of the information or
categories of information relating thereto;
2.7 know the description of the categories of data subjects and of the information or categories of
information relating thereto;
2.8 know the recipients or categories of recipients to whom the personal information may be supplied;
2.9 know if the body has planned to transfer or process personal information outside the Republic of
South Africa and the recipients or categories of recipients to whom the personal information may
be supplied; and
2.10 know whether the body has appropriate security measures to ensure the confidentiality, integrity
and availability of the personal information which is to be processed.
3. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION OF TGS COLLEGE
3.1. Tgs college
22 Magwa Crescent, Johannesburg, 2066 RSA
Telephone: 087 821 7000
Email: info@ tgscollege.com
Website: www.tgscollege.com
4. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE
4.1. The Regulator has, in terms of section 10(1) of PAIA, as amended, updated and made available
the revised Guide on how to use PAIA (“Guide”), in an easily comprehensible form and manner,
as may reasonably be required by a person who wishes to exercise any right contemplated in
PAIA and POPIA.
4.2. The Guide is available in each of the official languages and in braille.
4.3. The aforesaid Guide contains the description of4.3.1. the objects of PAIA and POPIA;
4.3.2. the postal and street address, phone and fax number and, if available, electronic mail address of-
4.3.2.1. the Information Officer of every public body, and
4.3.2.2. every Deputy Information Officer of every public and private body
designated in terms of section 17(1) of PAIA1 and section 56 of POPIA2
;
4.3.3. the manner and form of a request for4.3.3.1. access to a record of a public body contemplated in section 113 ; and
4.3.3.2. access to a record of a private body contemplated in section 504 ;
4.3.4. the assistance available from the IO of a public body in terms of PAIA and POPIA;
4.3.5. the assistance available from the Regulator in terms of PAIA and POPIA;
4.3.6. all remedies in law available regarding an act or failure to act in respect of a right or duty
conferred or imposed by PAIA and POPIA, including the manner of lodging4.3.6.1. an internal appeal;
4.3.6.2. a complaint to the Regulator; and
4.3.6.3. an application with a court against a decision by the information officer of a
public body, a decision on internal appeal or a decision by the Regulator or
a decision of the head of a private body;
4.3.7. the provisions of sections 14 5 and 51 6 requiring a public body and private body,
respectively, to compile a manual, and how to obtain access to a manual;
4.3.8. the provisions of sections 157 and 528 providing for the voluntary disclosure of categories
of records by a public body and private body, respectively;
4.3.9. the notices issued in terms of sections 229 and 5410 regarding fees to be paid in relation
to requests for access; and
4.3.10. the regulations made in terms of section 9211.
4.4. Members of the public can inspect or make copies of the Guide from the offices of the public and
private bodies, including the office of the Regulator, during normal working hours.
4.5. The Guide can also be obtained4.5.1. upon request to the Information Officer;
4.5.2. from the website of the Regulator (https://www.justice.gov.za/inforeg/).
4.6 A copy of the Guide is also available in the following two official languages, for public inspection
during normal office hours4.6.1 English
4.6.2 Afrikaans
5. ALL CATEGORIES OF RECORDS OF TGS COLLEGE ARE AVAILABLE ON REQUEST TO THE
INFORMATION OFFICER.
6. DESCRIPTION OF THE RECORDS OF TGS COLLEGE WHICH ARE AVAILABLE IN
ACCORDANCE WITH ANY OTHER LEGISLATION
7. DESCRIPTION OF THE SUBJECTS ON WHICH THE BODY HOLDS RECORDS AND CATEGORIES
OF RECORDS HELD ON EACH SUBJECT BY TGS COLLEGE.
Subjects on which the body
holds records
Categories of records
Strategic Documents, Plans,
Proposals
– Annual Reports, Strategic Plan, Annual
Performance Plan.
– Founding documents.
– Minutes of meetings
Human Resources – HR policies and procedures
– Advertised posts
– Employee contracts, conditions of service.
– Employee records ( attendance, equity, pension,
leave, police clearance, qualifications, )
– Statutory records
– Information relating to Health and Safety.
– Minutes of meetings.
Marketing – Prospective Client Database
– Photo & Video Library
– Client Contact List
Subjects on which the body
holds records
Categories of records
Operations – Parent & Pupil Records
– Minutes of Meetings
– Pupil History
– Pupil Performance Measurements
– Licences ( categories)
IT – CCTV Footage
– Pupil network access
– Pupil Device Records
FINANCIAL – Budgets
– Annual financial statements
– Asset Register
– Insurance records
– Banking records
– Contracts
– Financial Transactions
– Managemnt accpunts
– Procurement
– Stock
– Tax records