TERMS EXPLAINED 4,1 Introduction and purpose of the Manual 6. 2 The South African Human Rights Commission s Guide on PAIA Section 10 7. 3 Contact Details of the Information Officer IO and Deputy Information Officers DIOs at the NRF. Business Units and National Research Facilities Section 14 1 of the Act 8. 5 Function and structure of the NRF Section 14 1 a 12. 5 1 Mandate 12,5 2 Vision 12,5 3 Mission 12,5 4 Values 12. 5 5 Strategic goals 12,5 6 Core Competencies of the NRF 13. 5 7 Composition of the NRF 13, 6 Description of subjects on which the NRF holds records Section 14 1 d 14. 7 Request procedures Section 14 1 d of the Act 18, 8 The assistance available from the Information Officer 19. 9 Grounds for refusal of access to a record 20, 9 1 Mandatory protection of privacy of a third party who is a natural person Section 34 20. 9 2 Mandatory protection of commercial information of a third party Section 36 21. 9 3 Mandatory protection of certain confidential information and protection of certain other. confidential information of a third part Section 37 21. 9 4 Mandatory protection of safety of individuals and protection of property Section 38 22. 9 5 Mandatory protection of research information of a third party and protection of research. information of a public body Section 43 22,9 6 Operation of public bodies Section 44 23. 10 Notice to third parties Section 47 23, 11 Representations and consent to third parties Section 48 24. 12 Decisions on representations for refusal and notice thereof Section 49 24. 13 Preservation of records until final decision on request Section 21 25. 14 Records that cannot be found Section 23 25,15 Deferral of access Section 24 25. Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 2 File Plan 8 2 1 1,Version Number 0 003, 16 Arrangement allowing for public involvement in the formulation of policy and the exercise of. power Section 14 1 g 26,17 Prescribed fees Section 22 27. 18 Remedies available if provisions of the Act are not complied with Sections 14 1 h 27. 19 Other information that may be restricted by the Minister of Justice and Constitutional. Development 28, 20 Flow chart Handling of PAIA requests in the NRF 30. 21 Annexures 31,21 1 Annexure 1 Form A NRF Request form 32. 21 2 Annexure 2 NRF PAIA Fee Schedule 37,22 Acronyms 39. 23 Document Owner s 40,24 Document Version Control 40. Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 3 File Plan 8 2 1 1,Version Number 0 003,TERMS EXPLAINED. The following definitions and interpretations are used to define various terms used in the Act They. have been attached here to assist with the meaning which should be attached to these words in the. Act and in this Guide, Access fee means a fee prescribed for the purposes of reproduction and for search and. preparation and for time reasonably required in excess of the hours prescribed to search for. and to prepare the record for disclosure, Application means an application to a court in terms of section 78. Court means, o the constitutional court acting in terms of section 167 6 a of the constitution of the. Republic of South Africa 1996 or, o a high court or another court of similar status or. o a magistrate s court either generally or in respect of a specified class of decisions in. terms of PAIA designated by the minister by notice in the gazette and presided over. by a magistrate or an additional magistrate designated in terms of section 91a within. whose area of jurisdiction, Information Officer means the chief executive officer equivalent officer or the person who. is acting as such,Notice means notice in writing, Personal Requester means a requester seeking access to a record containing personal. information about the requester,Public body means, o Any department of state or administration in the national or provincial sphere of. government or any municipality in the local sphere or. o Any other functionary or institution when, Exercising a power or performing a duty in terms of the constitution or a. provincial constitution or, Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 4 File Plan 8 2 1 1,Version Number 0 003, Exercising a public power or performing a public function in terms of any other. legislation, Record of or in relation to a public or private body means any recorded information. o regardless of the form or medium, o in the possession or under the control of that public or private body respectively and. o whether or not it was created by that public or private body respectively. Request for access in relation to, o Public body means a request for access to a record of a public body in terms of. section 11 of PAIA,Requester in relation to,A public body means. o Any person other than a public body contemplated in paragraph a or b i of the. definition of public body or an official thereof making a request for access to a. record of that public body or, o A person acting on behalf of the person referred to in subparagraph i. Third party in relation to a request to access to, o A record of a public body means any person including but not limited to the. government of a foreign state an international organization or an organ of that. government or organization other than,The requester concerned and. A public body, Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 5 File Plan 8 2 1 1,Version Number 0 003,1 Introduction and purpose of the Manual. The Promotion of Access to Information Act PAIA Act No 2 of 2000 hereafter also called. the Act seeks inter alia to give effect to the constitutional right of access to any information. held by the state or by any other person where such information is required for the exercise. or protection of any right, The Act also requires public and private bodies to compile manuals that provide information. on both the types and categories of records held by such public and private bodies The. National Research Foundation NRF is a public body under paragraph b ii of the. definition of public body in section 1 of the Act This document serves as the NRF s manual. with regard to information or records in relation to which the NRF is a public body. The NRF PAIA Manual is intended to outline the procedures to be followed in accessing. information held by the NRF in accordance with the requirements of the Act also contains. contact information for the Accounting Officer also referred to as the Information Officer and. designated Deputy Information Officers at the National Research Facilities NFs and other. Business Units BUs of the NRF, Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 6 File Plan 8 2 1 1,Version Number 0 003, 2 The South African Human Rights Commission s Guide on. PAIA Section 10, The South African Human Rights Commission SAHRC has in terms of Section 10 of. the PAIA Act compiled a guide on the use of PAIA The Guide is available at the offices of. the SAHRC at the following address, The South African Human Rights Commission PAIA Unit. The Research and Documentation Department,Physical Address Braampark Forum 3. 33 Hoofd Street Braamfontein,Postal Address Private Bag X2700. Tel 27 11 877 3600,Website http www sahrc org za,Email address PAIA sahrc org. Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 7 File Plan 8 2 1 1,Version Number 0 003, 3 Contact Details of the Information Officer IO and Deputy. Information Officers DIOs at the NRF Business Units and. National Research Facilities Section 14 1 of the Act. Designation Name Address of the Telephone Fax e Mail. Information Officer, Information Officer Dr Molapo Qhobela 012 481 4000 012 349 1179 info nrf ac za. Chief Executive,National Research molapo qhobela nrf. Officer NRF,Foundation Head Office ac za,P O Box 2600. Pretoria Ziphora nrf ac za,Meiring Naude Road,Pretoria South Africa. Deputy Information Dr Daisy Selematsela, Officer Executive 012 481 4158 012 481 4006 daisys nrf ac za. National Research,Director KM,Foundation Corporate Office. P O Box 2600,Meiring Naude Road,Pretoria South Africa. Deputy Information Prof Ludwig Combrinck,Officer Acting Ludwig hartrao ac za. Managing Director,HartRAO HartRAO 012 301 3100 012 301 3300. P O Box 443,Krugersdorp,Farm 502 JQ,Hartebeesthoek. Broederstroom Road, Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 8 File Plan 8 2 1 1,Version Number 0 003,Krugersdorp District. South Africa, Deputy Information Dr Kobus Lawrie 021 843 1000 021 843 3525 lawrie tlabs ac za. Officer Acting,iThemba LABS,Managing Director,iThemba LABS P O Box 722 or. Somerset West,7129 Director tlabs ac za,Old Faure Road. Faure South Africa, Deputy Information Dr Jabu Nukeri 012 392 9300 012 320 7803 info saasta ac za. Officer Executive,South African Agency for,Director SAASTA. Science Technology or,Advancement,PO Box 1758 Jabu saasta ac za. Didacta Building,211 Nana Sita Street,Pretoria South Africa. Deputy Information Prof Ted Williams 021 447 0025 021 447 3639 enquiries saao ac za. Officer Managing,South African Astronomical or,Director SAAO. Observatory Williams saao ac za,Observatory,Observatory Road. Observatory,Cape Town South Africa,Old Frasersburg Road. Sutherland South Africa, Deputy Information Dr Angus Paterson 046 603 5800 046 622 2403 a paterson saiab ac za. Officer Managing,South African Institute for,Director SAIAB. Aquatic Biodiversity,Private Bag 1015, Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 9 File Plan 8 2 1 1,Version Number 0 003,Grahamstown. Somerset Street,Grahamstown South Africa, Deputy Information Dr Clifford Nxomani 012 339 2700 012 323 4540 Clifford nzg ac za. Officer Managing,National Zoological Gardens,Director NZG. of South Africa or,232 Boom Street,Pretoria info nzg ac za. 232 Boom Street,Pretoria South Africa, Deputy Information 011 442 2434 011 442 2454 enquiries ska ac za. Officer Director,Designate SKA,SA Dr Rob Adam or,South African Square Meter. Array rob ska ac za,PO Box 522940,17 Baker Street,Rosebank Johannesburg. South Africa,3rd Floor The Park,Pinelands South Africa. Deputy Information Mr Johan Pauw 012 349 7722 012 349 7719 johan saeon ac za. Officer Managing,South African Environmental,Director SAEON. Observation Network,Po Box 2600,Building C Ground Floor. 41 De Havilland Crescent,Persequor Technopark,Pretoria South Africa. Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 10 File Plan 8 2 1 1,Version Number 0 003,4 Availability of the NRF PAIA Manual. The NRF PAIA Manual will be available in the following languages. English and, The language spoken in the region where the NRF has representation in terms of its. Business Units and National Research Facilities, The NRF PAIA Manual can be obtained in hard copy or downloaded from the NRF website. The hard copy booklet is available at the NRF Corporate offices located in Pretoria. The NRF physical address is,NRF Building,Meiring Naud Road. CSIR South Gate,The NRF website www nrf ac za,General e mail address info nrf ac za. Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 11 File Plan 8 2 1 1,Version Number 0 003, 5 Function and structure of the NRF Section 14 1 a. 5 1 Mandate, The NRF s mandate which is derived from the National Research Foundation Act Act No. 28 of 1998 is to promote and support research through funding human resource. development and the provision of the necessary facilities in order to facilitate the creation of. knowledge innovation and development in all fields of science and technology including. indigenous knowledge and thereby contribute to the improvement of the quality of life of all. the people of the Republic,5 2 Vision, The vision of the NRF is to ensure research excellence within a transformed research. workforce and a sustainable environment not only for the benefit of the present generation. but also for future generations of South Africans In short this vision seeks to create. World class research,A transformed society and,A sustainable environment. 5 3 Mission, The NRF s mission is to contribute to the knowledge economy in South Africa by attaining at. least 1 of global Research and Development R D output within a defined timeline. 5 4 Values,Passion for excellence,World class service. Ethics and Integrity,People orientated,Accountability. 5 5 Strategic goals, The NRF has adopted the following broad strategic goals. Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 12 File Plan 8 2 1 1,Version Number 0 003, Promote internationally competitive research as basis for a knowledge economy. Grow a representative science and technology workforce in South Africa. Provide cutting edge research technology and innovation platforms. Operate world class evaluation and grant making systems. Contribute to a vibrant national innovation system. 5 6 Core Competencies of the NRF,The core competencies of the NRF are embedded in. Leading edge grant management systems, World class research evaluation and benchmarking practices. Science and technology management experience,State of the art research platforms. Specialised research capacity at the National Research Facilities. Strategic information accumulation and dissemination capability. Capacity to catalyse local and international science cooperation networks and. partnerships,Science Engagement expertise and platforms. 5 7 Composition of the NRF, The organisation is clustered into five programmes in order to support the achievement of. objectives These programmes are,Programme 1 Corporate. Programme 2 Science Engagement, Programme 3 Research and Innovation Support and Advancement RISA. Programme 4 National Research Facilities Biodiversity Environment and Nuclear. Programme 5 National Research Facilities Astro Geo Sciences incl the SKA SA. The NRF Corporate programme supports the business units and the National Research. Facilities by overseeing the following functions,Finance and Business Systems. Human Resources and Legal Services,Governance,Science Engagement. Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 13 File Plan 8 2 1 1,Version Number 0 003,Corporate Relations. Knowledge Management, 6 Description of subjects on which the NRF holds records. Section 14 1 d, Automatic Disclosure Section 15 1 a The following records are available automatically on. the NRF website www nrf ac za and are voluntarily disclosed. Newsletters,Marketing material, The records mentioned above will also be submitted annually to the Minister in terms of. Section 15 1, Categories of records that may be requested in line with PAIA Section 14 1 d. With regards to the Policies and Procedure documentation it should be noted that all NRF. Policies and Procedures are held by the NRF Corporate Governance unit. Financial Records,o Budget and budget projections,o Insurance policies and claims. o Policies and procedures,o Bank details,o Employee remuneration and benefits. o Annual Financial Statements and interim reports,Human Resource Records. o Policies and procedures,o Employee information, Policy Title NRF Manual on the Promotion of Access to Information PAIA. Page 14 File Plan 8 2 1 1,Version Number 0 003,Corporate Secretary Records. o Terms of Reference of the NRF Board, o Terms of Reference of the sub committees of the NRF Board. o Minutes of meetings of the Board and the various Board sub committees. Corporate Communication,o Intranet, o Correspondence with internal and external parties. Corporate Legal Services,o Title deeds,o Agreements. Knowledge Management KM,o Policies and procedures,o Minutes of meetings. o Records and Document Management,o Content Resource Management. o Communities of Practice,o Data Archiving,Reviews and Evaluation RE. o Policies and Procedures,o Minutes of Meetings,o Evaluations and Ratings. o Programme Funding instruments reviews,Business and Industry Partnership Programme. o Policies and procedures,o Minutes of meetings, o THRIP Technology for Human Resource Industry Programme. o Business Partnerships,o Industry partnerships, Policy Title NRF Manual on the Promotion of Access to Information PAIA.
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