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Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)

Board Notices

Promotion of Access to Information Manual in terms of Section 14 of the Promotion of Access to Information Act, 2 of 2000

7. Records that will be made available subject to a formal request

 

The SAPC holds the following categories of records and records held on each subject:

 

7.1 Corporate Services Department

 

(a) Charter for Councillors;
(b) Election and appointment of Council members;
(c) Policies of the SAPC pertaining to Council and Committees;
(d) Agendas and minutes of the meetings of Council;
(e) Agendas and minutes of the Executive Committee of Council;
(f) Strategic Plan for Council;
(g) Operational Plans for the Office of the Registrar;
(h) Risk Registers and related reports;
(i) Internal Audit Reports;
(j) Three-Year Internal Audit Plan;
(k) Internal Audit Charter; and
(l) Schedule of Memoranda of Understanding with external parties.

 

7.2 Finance Department

 

(a) Policies of the SAPC pertaining to matters of a financial nature;
(b) Cash books and reconciliation statements;
(c) General Ledgers;
(d) Trial Balances;
(e) Bank Statements;
(f) Electronic Funds Transfer (EFT) batches and bank correspondence;
(g) Deposit slips, where applicable;
(h) Statements of accounts of persons and providers registered with the SAPC;
(i) Statutory Returns;
(j) Customer Invoices and Receipts;
(k) Aged Accounts Receivable Lists; and
(l) Purchase Orders and Delivery Notes;
(m) Aged Accounts Payables Lists;
(n) Payment Vouchers;
(o) Fixed Assets Register;
(p) Insurance Policies;
(q) Budget, including quarterly budget reports;
(r) Charter of Audit Committee;
(s) Agendas, source documents and minutes of the Adjudicating Committee;
(t) Agendas, source documents and minutes of the Tender Committee;
(u) Agendas, source documents and minutes of the Audit Committee;
(v) Rules of the SAPC Pension Fund; and
(w) Agendas, source documents and minutes of the Pension Fund.

 

7.3 Legal Services Department

 

(a) Policies related to Legal Services;
(b) Maintenance of the terms of reference of committees and task teams;
(c) Record of all litigation matters;
(d) Contracts and Service Level Agreements;
(e) Comments provided by SAPC to proposed legislation;
(f) Comments received by the SAPC in terms of stakeholder consultation;
(g) Agenda and minutes of task teams of Council;
(h) Applications and records of Certificates of Good Standing;
(i) Applications and records of proof of registration certificates;
(j) Internal legal opinions provided to the SAPC; and
(k) External legal opinions obtained by the SAPC.

 

7.4 Professional Affairs Department: Education Unit

 

(a) Applications for a provider of the Bachelor of Pharmacy course/learning programme;
(b) Applications for a provider of continuing professional development courses/short courses;
(c) Applications for a provider of supplementary training course;
(d) Applications for a provider of courses/learning programmes for pharmacy support personnel;
(e) Submitted course materials/learning programmes for accreditation;
(f) Completed Accreditation/monitoring visit instrument – HEQSF and OQSF (Self-evaluation);
(g) Applications for the registration of students and learners;
(h) Applications for the restoration of students and learners;
(i) Applications for registration of pharmacist’s assistants in the category learner basic and learner post-basic
(j) Applications for restoration of pharmacist’s assistants in the category learner basic and learner post-basic;
(k) Applications for recognition of foreign curricula;
(l) Reports of accreditation and monitoring visits of providers;
(m) Agenda and minutes of meetings of Education Committee;
(n) Agenda and minutes of meetings of task teams of the Education Committee;
(o) Agenda and minutes of meetings of Heads of Schools;
(p) Agenda and minutes of meetings of Skills Development Providers;
(q) Development of Good Education Standards;
(r) Policies of the SAPC pertaining to the Education Unit;
(s) Reports of evaluators of courses/learning programmes;
(t) Reports from providers responding to the accreditation/monitoring visits;
(u) Verifiers reports (for accreditation/monitoring visits and RPL applications);
(v) Reports of the evaluators of curricula from foreign institutions;
(w) Records of progress reports for Pharmacist’s Assistants in the category Learner (Basic) and Learner (Post-Basic);
(x) Records of monitoring, training and management of evaluators of course/learning programmes and panel members for accreditation/monitoring visits;
(y) List of evaluators of courses/learning programmes; and
(z) List of monitoring visit panel members.

 

7.5 Professional Affairs Department: Practice Unit

 

(a) Applications for pharmacy licences (shared with the National Department of Health);
(b) Applications for the recording of pharmacy licences;
(c) Applications for registration of responsible pharmacist;
(d) Applications for the approval of premises for training;
(e) Applications for change of trading title of pharmacy;
(f) Applications for another business in a pharmacy;
(g) Applications for internal changes within a pharmacy;
(h) Applications for remote automatic dispensing units and automatic dispensing units;
(i) Applications for the closure of pharmacies;
(j) Applications for primary healthcare clinics and satellite pharmacies;
(k) Applications for the recording of PCDT pharmacists;
(l) Applications for permits in terms of Section 22A(15) of the Medicines Act;
(m) Referrals to the Director-General for the removal of pharmacy licences;
(n) Registration and Recording Certificates;
(o) Inspection reports;
(p) Improvement plans for pharmacies;
(q) Records of monitoring, training and management of Inspectors;
(r) Agendas and minutes of meetings of the Practice Committee;
(s) Agendas and minutes of meetings of the task teams of the Practice Committee;
(t) Agendas and minutes of meetings of the Heads of Pharmaceutical Services, which includes provincial stakeholders, individual pharmacy groups, associations and other national stakeholders;
(u) Development of standards in respect of the Rules relating to Good Pharmacy Practice; and
(v) Policies of the SAPC pertaining to the Practice Unit.

 

7.6 Professional Affairs Department: Pre-Registration Unit

 

(a) Applications for the registration of pharmacist interns, including the applications to review registration date;
(b) Application for the registration of pharmacy technician trainee, including the application for review of registration date;
(c) Application for registration of pharmacy technician;
(d) Application for specialist trainee;
(e) Certificates of registration;
(f) Interns and Tutor Manual;
(g) Pharmacy support personnel manual;
(h) Pharmacist intern contracts;
(i) Pharmacy technician trainee contracts;
(j) Records of progress reports;
(k) Applications for cessions of interns’ contracts;
(l) Application for cessions of pharmacy technician trainee’s contracts;
(m) Applications for pre-registration examinations;
(n) Applications for remark/review of examinations;
(o) Bookings for intern workshops;
(p) Blueprint for examinations;
(q) Pre-registration examination papers;
(r) Results of pre-registration examinations;
(s) Applications for the registration of persons with foreign qualifications;
(t) Applications for professional examinations;
(u) Professional examinations papers;
(v) Results of professional examinations;
(w) Brochure for persons with foreign qualifications;
(x) Study guide for professional examinations;
(y) Application for registration of Bachelor of Pharmacy graduates as pharmacist’s assistant (post-basic);
(z) Contracts for examiners and moderators;
(aa) Moderation reports for examinations;
(bb) Agendas and minutes of meetings of Pre-Registration Committee;
(cc) Agendas and minutes of meetings of Examination Task Teams; and
(dd) Policies, guidelines, criteria of the SAPC pertaining to the Pre-Registration Unit.

 

7.7 Professional Affairs Department: Registration and Continuing Professional Development (CPD) Unit

 

(a) Applications for registration of community service pharmacists, including the applications to review registration date;
(b) Applications for registration of pharmacist;
(c) Applications for registration of pharmacist’s assistants (qualified);
(d) Applications for specialist pharmacists;
(e) Applications for registration of assessors;
(f) Applications for registration of moderators;
(g) Applications for registration of tutors;
(h) Applications for change of facility of community service pharmacists;
(i) Applications for registration of supplementary training;
(j) Erasure of persons;
(k) Applications for restoration of persons;
(l) Applications for duplicate certificates;
(m) Applications for review of CPD activities;
(n) Applications for deferment of CPD requirements;
(o) Certificates of Registration;
(p) Records of CPD activities;
(q) Appointment of assessors and moderators of CPD activities submitted by pharmacist interns;
(r) Agendas and minutes of meetings of assessors and moderators of CPD activities submitted by pharmacist interns;
(s) Agendas and minutes of the meetings of CPD and Registration Committee;
(t) Agendas and minutes of the meetings of the Health Committee; and
(u) Policies of the SAPC pertaining to the CPD and Registration Unit.

 

7.8 Professional Conduct Department

 

(a) Complaints received in terms of Chapter V of the Pharmacy Act;
(b) Information gathered during the investigation and the adjudication of complaints, including inspection reports, charge sheets and recommendations to the committees;
(c) Record of proceedings of Committee of Preliminary Investigation, Committee of Informal Inquiries and Committee of Formal Inquiries; and
(d) Outcomes of Professional Conduct cases, where such outcomes are not published in terms of Section 45(2) of the Pharmacy Act.

 

7.9 Communications and Stakeholder Relations Department

 

(a) Policies of the SAPC pertaining to communications and stakeholder relations;
(b) Media reports;
(c) Project Plan and reports related to the organisation of National Pharmacy Conferences;
(d) Nominations received in respect of National Pharmacy Pioneer Awards; and
(e) Agendas and Minutes of Awards Adjudication Committee.

 

7.10 Human Resources Department

 

(a) Employee Contracts;
(b) Policies of the SAPC pertaining to matters relating to Human Resources;
(c) Employment Equity Plan;
(d) Occupational Health and Safety Plan;
(e) Employee Wellness records;
(f) Salary records;
(g) Leave records;
(h) Performance management records;
(i) Disciplinary Code;
(j) Disciplinary records;
(k) Training Manuals;
(l) Training Records;
(m) Agendas and Minutes of the Bargaining Committee;
(n) Agendas and Minutes of the Remuneration and Reimbursement Committee; and
(o) Collective Agreements with labour.

 

7.11 Information Technology Department

 

(a) Policies of the SAPC pertaining to the Information Technology;
(b) Disaster Management Records; and
(c) SAPC Software Development Proprietary Information and software Licences.