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Organisation Resources

An effective tutoring programme really depends on one thing – a dedicated volunteer or staff member who is driven by their passion to make a difference – you!

And you are not alone. There are hundreds of after-school tutoring programmes happening across the country. IkamvaYouth wants to connect with everyone who is running and after-school programme so that we can all work together to share information, knowledge and resources to maximise the impact of our programmes.

Please read more about the IkamvaYouth model below. You can then find tips and notes on how to effectively implement the different elements of the model. You can also access resources and templates to help you do so.

This course is intended for skills development facilitators, supervisors, team leaders, line managers, and people involved in human resource management and mentoring. It has been specifically adapted for practitioners involved in the education, training and development sector, in particular after-school programmes. It is also aligned to the National Qualifications Framework (NQF).
Zoe, Jun 12, 2017, grade 12, how-to, mentoring, programme
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This guide explains how to establish a community resource project. It uses the IkamvaYouth after-school tutoring programme as its frame of reference. Replicating this model will allow you to make a difference in your community.
Zoe, Jun 12, 2017, guide, Training, tutoring programme
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This government policy document will help you to analyse your learner's results and understand whether or not they are on-track or achieving the requirements for progression to the next grade. It is recommended to reflect on these results each term in order to adapt and improve programme delivery.
Zoe, Jan 16, 2017, Academic results, NSC, progression
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A leave policy is essential for any organisation to clearly state the amounts of leave that an employee is entitled to. This helps with staff motivation and well-being, as well as assisting with the management of the organisation. This policy covers; annual leave, sick leave, family responsibility leave, study leave, maternity leave, flexitime, Branch Staff “Saturday Make-up” Leave, and unauthorized Absence (“absenteeism”).
Zoe, Jan 16, 2017, employees, HR, leave, management
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A remuneration policy helps to define the organisations remuneration philosophy, principles and practices, and to document practices in respect of determination of pay structure, remuneration model, remuneration offers, annual increases and employee benefits.
Zoe, Jan 16, 2017, Finance, Policies
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The continued success of an organisation and it's programmes depend primarily on our ability to attract and retain key talent that fulfils the requirements as an organisation and promotes teamwork.
Zoe, Jan 16, 2017, hiring, HR, recruitment
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This policy provides a framework for IkamvaYouth employees to be accountable to the organisation’s vision, mission and values and to take ownership and responsibility for personal performance. It also provides a foundation for employees to develop to their potential within the organisation.
Zoe, Jan 16, 2017, HR, management, performance, Policies
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This policy aims too provide a framework for the management of the matriculants and graduate internship programme for the IkamvaYouth. Partner organisations can adapt this to the specifics of their own internship programme.
Zoe, Jan 16, 2017, careers, HR, management, Policies
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The purpose of this policy is to set out a fair and transparent process for identifying performance related problems early, providing the necessary support to allow an employee to improve their performance and providing a fair process in the event that the employee is unable to make the necessary improvements.
Zoe, Jan 16, 2017, HR, management, performance, Policies
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The purpose of this policy is to provide employees and management with a framework within which grievances will be resolved and to facilitate the resolution of employment-related issues as speedily and effectively as possible, without the unnecessary escalation of disputes within the organisation.
Zoe, Jan 16, 2017, conflict resolution, HR, management, Policies
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This policy has been developed to; regulate standards of conduct within the organisation; correct unacceptable behaviour and adopt a progressive approach in the workplace; and to enable line managers to be consistent and fair when dealing with issues of misconduct in the workplace.
Zoe, Jan 16, 2017, discipline, HR, management, Policies
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This is the latest version of IkamvaYouth's organogram. It outlines the various positions and the lines of reporting.
Zoe, Jan 10, 2017, Governance, HR, Organisation, organogram, positions
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Read this as you start using your attendance tracker.
Zoe, Jan 10, 2017, Attendance, evaluation, Impact, M&E, register
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Use this to track your learners attendance, academic achievement and to keep information for all you learners. This will really help you to troubleshoot and improve programme delivery and develop impact reports for funding purposes. Refer to the M&E Attendance Tracker Instruction Manual before use.
Zoe, Jan 10, 2017, Attendance, evaluation, Impact, M&E, register
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Each branch is different and the costs in different regions do vary. This is a generic branch budget for the first 3 years of a branch functioning. It also contains a sheet on calculating your cost per learner.
Zoe, Oct 18, 2016, Budget, cost per learner, expenses
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This is an example of a funding proposal prepared by IkamvaYouth in 2014/2015 and could help you to prepare your own. Don't forget each funder usually has their own templates so check with them first.
Zoe, Oct 18, 2016, Funding, Fundraising, Proposal
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This presentation covers information on alternative study pathways. It touches on learnerships, apprenticeships, and routes to become and artisan.
Zoe, Jul 6, 2016, Alternative, apprenticeships, artisan, learnerships, pathways, post-matric, routes
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This zipped folder contains all you need to run a 10 session career guidance process with your learners in grade 9-11. You could also use this for grade 12 if they aren't yet sure what they want to do after matric.
Zoe, Jul 1, 2016, Grade 10, Grade 11, Grade 12, Grade 9, Career Guidance, careers, subject choice, workshops
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This budget is IY's latest for a new branch. There are operational costs which fall outside the gambit of programme delivery expenses, as detailed in the above budget. These include the overheads involved in national and district coordination, HR, finance, marketing, communications, fundraising and oversight.   --
Zoe, Jun 20, 2016, Budget, Finance, new branch, programme
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Vuyiseka Majali, May 20, 2016, Attendance, commitment, IkamvaYouth model
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Vuyiseka Majali, May 20, 2016, expression, extramural activities, image, media
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Vuyiseka Majali, May 20, 2016, parents, stakeholder engagement, Stakeholder Relationships
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Vuyiseka Majali, May 20, 2016, committees, Governance
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Vuyiseka Majali, May 20, 2016, excursions, fun days for tutors, outings, tours
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Vuyiseka Majali, May 20, 2016, Winter school
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Vuyiseka Majali, May 20, 2016, careers indaba
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Vuyiseka Majali, May 12, 2016, Governance, Organisation resource, Organisation Zone
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Vuyiseka Majali, May 12, 2016, Governance, Organisation resource, Organisation Zone
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Vuyiseka Majali, May 12, 2016, Board performance checking list, Governance, Organisation resource, Organisation Zone
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A constitution is the foundation for building an organisation. It should contain all the key agreements made by members on how the organisation will work.
Zoe, Apr 13, 2016, Governance, Organisational Development
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Zoe, Mar 10, 2016, 75%, Attendance
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Zoe, Mar 10, 2016, 75%, Attendance
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This short film offers an introduction to IkamvaYouth and some of the bright young people who have been through the progamme.
Zoe, Mar 9, 2016, media, Video
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Servaas van der Berg from Stellenbosch University and associates conducted an independent evaluation of IkamvaYouth in 2012.
Zoe, Mar 9, 2016, M&E
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Budgets will vary but this will give you a sense of some of the basic costs to running a tutoring programme.
Zoe, Dec 7, 2015
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IkamvaYouth branches use a cash book to keep track of any cash transactions at the branch. You can use and adapt this template and watch the video that explains it in a bit more detail.
Zoe, Dec 7, 2015, Templates
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Zoe, Dec 7, 2015
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Zoe, Dec 7, 2015
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Managing your money is one of the keys to success and sustainability.
Zoe, Dec 7, 2015
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The people who work and volunteer with you make your organisation what it is - have a read of some tips to make sure you are selecting the right people and managing them well.
Zoe, Dec 7, 2015
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Planning what you are going to do doesn't have to be a long and boring process and ultimately it will help you achieve what you want!
Zoe, Dec 7, 2015
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Some tips on how to raise money for your organisation!
Zoe, Dec 7, 2015
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Understand what you need to put in place as a non-profit and how you can establish democratic systems to govern your organisation.
Zoe, Dec 7, 2015
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This document looks at some of IkamvaYouth's other programmes; Media, Image and Expression, Health and Life Skills, Computer Literacy, and Winter School.
Zoe, Dec 7, 2015, Additional programmes
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This booklet has some fantastic information in regarding subject choices for grade 9's.
Zoe, Dec 7, 2015, Career Guidance
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Not only does IkamvaYouth provide after-school tutoring but because a learner's life doesn't stop at matric nor do we. It is essential to make sure that learner's have an idea of their post-school options and have a plan in place for when they finish matric.
Zoe, Dec 7, 2015
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One of the must haves of the IkamvaYouth model is a strict 75% attendance and kick-out policy. Find out how you can implement and enforce such a standard in your programme.
Zoe, Dec 7, 2015
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Report collection is essential to motivate learners, to monitor the quality of your programme, and to show stakeholders and funders that what you are doing is having an impact!
Zoe, Dec 7, 2015, M&E, report collection
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You can create any award you like, and you can get the learners and volunteers involved in creating new awards. These are some examples of the certificates IkamvaYouth branches have used.
Zoe, Dec 7, 2015
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This can get you started on your own presentation to paint the bigger picture for your learners.
Zoe, Dec 7, 2015
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Tutoring and peer learning is at the core of the IkamvaYouth model. This chapter discusses the theory and practice in more detail.
Zoe, Dec 7, 2015, methodology, peer learning, tutoring
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If you have been running your tutoring programme for a while and have got the basics in place, you are probably ready to deepen the impact of your programme. Have a read through this module to get ideas, tips and guidance of how to implement effectively.
Zoe, Dec 7, 2015, 75% attendance, Career Guidance, mentoring, peer learning, report collection, tutoring
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This document details some of the core values and philosophies guiding IkamvaYouth's work.
Zoe, Dec 4, 2015, Core Principles, methodology, philosophy, tutoring
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English First Additional Language Paper 1 Memo Final 2012
Vuyiseka Majali, Nov 2, 2015, Grade 12, English FAL, Comprehension, Language, Organisation Zone, summary
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This site contains lists of all the topics that should be covered in each grade. Just click on the grade you want to know more about.  
Zoe, Oct 30, 2015, Grade 10, Grade 11, Grade 12, Grade 8, Grade 9, Maths, Curriculum, Organisation Zone, Staff Zone, syllabus, Volunteer Zone
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Find videos on a range of subjects and topics and share them with other learners and tutors. Get thinking!
Zoe, Oct 29, 2015, Organisation Zone, Staff Zone, Videos, Volunteer Zone
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Check what your learners should know and use this to develop intervention plans where needed.
Zoe, Oct 29, 2015, Grade 8, Grade 9, Maths, Curriculum, Organisation Zone, Staff Zone, syllabus, Volunteer Zone
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This spreadsheet shows the salary structures of the organisation and details the salary expectations of the various positions. Please bear in mind that this is particular to IkamvaYouth and these amounts will vary depending on the size of your organisation and generally change year by year.
Zoe, Oct 26, 2015, HR, Human Resources, Organisation Zone, Organisational Development, Pay Scales, Staff Zone
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Use this template to guide you in creating employment contracts for your employees. You can also take pieces of this to develop a volunteer contract as well.
Zoe, Oct 26, 2015, HR, Human Resources, management, Organisation Zone, Organisational Development, Staff Zone
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This is an example of how IkamvaYouth monitors and manages the performance of their staff.
Zoe, Oct 26, 2015, Human Resources, management, Organisation Zone, Organisational Development, Staff Zone
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IkamvaYouth promotes democratic governance. This starts by involving and providing space for all your stakeholders and beneficiaries to participate in conversations about how the programme is run and begin to take responsibility for aspects of the programme. Holding an SPW is one way of establishing this democratic norm.
Zoe, Oct 26, 2015, Democratic, Governance, Organisation Zone, Organisational Development, Staff Zone
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You can read all about Theorys of Change (ToC) online. More and more funders are asking for a ToC from organisations when they are considering offering grants, so it is a useful document to develop with your team. Essentially it asks what change you want to see and what activities will lead to that change.
Zoe, Oct 26, 2015, Fundraising and Sustainability, M&E, Organisation Zone, Organisational Development, Planning
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Planning what financial resources you need to run your programme and then tracking your expenses against this budget is the first steps to having a financial system in place. Remember though that this is a mid-range budget and you can run a tutoring programme on a lot less, at least initially.
Zoe, Oct 26, 2015, Budget, Financial Management, Organisation Zone, Organisational Development, Staff Zone
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IkamvaYouth uses a pro-forma cash book to help keep track of any cash transactions and reduces the room for error.
Zoe, Oct 23, 2015, Financial Management, Organisation Zone, Organisational Development, Staff Zone
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Winter School takes place in the June/July holidays and offers learners a chance to get extra tuition, revise for exams and access a range of other academic and non-academic activities such as debating, drama, science pracs, entrepreneurship, and many many more.
Zoe, Oct 23, 2015, Career Guidance, Grow Your Programme, Organisation Zone, Staff Zone
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A Careers Indaba is a great opportunity to introduce your learners to different professions, career and study options and get them dreaming big about what they want to do when the finish school!
Zoe, Oct 23, 2015, Career Guidance, Develop a Programme, Learner Motivation, Organisation Zone, Staff Zone
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Learners (and tutors) really enjoy receiving certificates. It gives them a sense of pride in what they are doing and acknowledges 'good' behaviour and achievements. This example certificate will help you to design your own.
Zoe, Oct 23, 2015, Attendance, Develop a Programme, Organisation Zone, Prize-giving, Staff Zone
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This presentation is an example of some of the facts and stats that you may want to present to your learners, either when you recruit them or at the beginning of a term. It is important to constantly remind them why they are coming to tutoring sessions. What is the bigger picture?
Zoe, Oct 23, 2015, Attendance, Learner Motivation, Learner recruitment, Organisation Zone, Staff Zone, Start a Programme
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As youth organisations there are certain child protection measures that we must comply with in order to protect the best interests of our learners. It is important to have a Child Protection Policy in place that is shared with all tutors and staff members. Have a look at IkamvaYouth's Child Protection Policy for inspiration in drafting your own.
Zoe, Oct 23, 2015, Organisation Zone, Policies, Safety, Staff Zone, Start a Programme
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Zoe, Oct 23, 2015, Organisation Zone, Staff Zone, Start a Progamme, Volunteer Engagement, volunteer recruitment
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Trained tutors will tutor better and will stay with your programme longer. Don't miss this step! There are many ways of running a tutor training. This guide will help you get started.
Zoe, Oct 23, 2015, Organisation Zone, Staff Zone, Start a Programme, Training, Volunteer Engagement, volunteer recruitment
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It will help the success of your programme if you get the buy-in from the parents at the beginning. It is also important to ensure that parents are aware where their child is after-school and who they are with. This is done with the application form. To be accepted on to the programme all these forms must be filled in.
Zoe, Oct 22, 2015, Application, Learner recruitment, Organisation Zone, parents, Staff Zone, Start a Programme
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An open day is a great way to introduce learners, volunteers, teachers and principals, and parents to your programme. It is usually held at the start of the year before the learner application process has finished.
Zoe, Oct 22, 2015, Learner engagement, Organisation Zone, Staff Zone, Stakeholder Relationships, Start a Programme
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Together with the application form we ask that all learners sign a declaration, which forces them to know and understand what they are signing up for and confirms that all the information they have given is correct.
Zoe, Oct 22, 2015, Consent, Indemnity, Learner recruitment, Organisation Zone, Staff Zone, Start a Programme
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Zoe, Oct 22, 2015, Application Form, Learner recruitment, Organisation Zone, Staff Zone, Start a Programme
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It is great to have a few icebreakers and games to fill the time, to energise the room or to start meetings with so that everyone feels more comfortable. This is booklet of a few to get you started.
Zoe, Oct 22, 2015, Learner engagement, Organisation Zone, Staff Zone, Start a Programme, Volunteer Zone
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When you first recruit learners and volunteers it is important to get everyone on the same page. Co-creating a set of rules will help everyone to understand how to 'be' in the space and it will create a sense of togetherness and unity.
Zoe, Oct 22, 2015, Code of Conduct, Induction, Learner engagement, Learner recruitment, Organisation Zone, Staff Zone
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Learners are your key stakeholder and engaging them and getting their buy-in is the first step to a quality tutoring programme. This chapter shares some ideas and tips about the recruitment and application process to help you maximise your chances of success!
Zoe, Oct 22, 2015, Application Process, Learner recruitment, Organisation Zone, Staff Zone
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Establishing and maintaining relationships with your key stakeholders is integral to a successful and sustainable tutoring programme. This chapter covers more about the importance of stakeholder relationships and provides tips and ideas on how to engage schools, parents and the wider community.
Zoe, Oct 22, 2015, Community, Organisation Zone, parents, Schools, Staff Zone
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If you really want to get going and want to understand what the basics to a quality tutoring programme are, we would recommend downloading the full module 1 which covers; venue, stakeholder relationships, engaging learners, and recruiting volunteers.
Zoe, Oct 22, 2015, Learner recruitment, Module 1, Organisation Zone, Staff Zone, tutoring programme guide, venue, volunteer recruitment, volunteer tutors
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You will find more information and tips about how to find, create and maintain the right sort of space for your tutoring programme. This chapter addresses topics such as; space, safety, security, atmosphere, and location.
Zoe, Oct 22, 2015, Atmosphere, location., Organisation Zone, Safety, Security, space, Staff Zone, venue
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The safety of our learners is paramount and although crime and violence are characteristics of the communities we work in, consider how you can make your venue safer. Can you partner with the venue to provide a security guard, can you put in place a clear safety policy and procedure to minimise risk? This template can help get you started.
Zoe, Oct 22, 2015, Organisation Zone, Safety, Security, Staff Zone, Start a Programme, venue
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Once you have established a good relationship with the venue manager/owner it is important to have a formal, long-term agreement signed with the venue. This template will help you get started.
Zoe, Oct 22, 2015, Agreement, MOU, Organisation Zone, Staff Zone, Start a Progamme, venue
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All contents © 2017 Ikamva Lisezandleni Zethu, unless otherwise noted. Contents under Creative Commons License. NPO Reg. Number: 032-082. PBO Tax Exemption Number: 930030238.

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