Author: Phidelia Dube

Ensure Students Upload All Required Documents and Confirm Their Participation

Objective:

To verify that all registered students have submitted the necessary documentation and formally confirmed their participation in the event. This ensures eligibility, smooth logistics, and accurate attendance records.

Task Breakdown

1. Create a Submission Checklist

Define and communicate the full list of required documents:

• Resume or CV (PDF or Word)
• Copy of valid student ID
• Consent form (if applicable)
• Academic details (included in registration form)
• Confirmation of participation (via checkbox or follow-up email)

Responsibility: Program Coordinator
Deadline: Before registration launch

2. Include Upload Fields in Registration Form

Ensure the online form allows:

• Secure file uploads for each required document
• Mandatory upload fields for submission completion

Responsibility: IT/Web Team
Deadline: With form creation

3. Automate Confirmation Acknowledgement

• Add a required checkbox: “I confirm my participation in this event.”
• Send an automated confirmation email after successful registration that includes:
  • Summary of submitted documents
  • Event details (date, time, location/link)
  • Contact info for support

Responsibility: IT Team / Communications
Deadline: At form launch

4. Track Submissions in Real-Time

Use a central tracker (e.g., Excel, Google Sheets, Airtable) to log:

• Student name and ID
• Date registered
• Documents submitted (yes/no)
• Participation confirmed (yes/no)
• Follow-up needed (if incomplete)

Responsibility: Admin Assistant / Data Coordinator
Timeline: Ongoing until close of registration

5. Follow Up with Incomplete Submissions

• Send reminders to students with missing documents or no confirmation
• Allow document resubmission via email or secure upload link
• Set a final deadline (e.g., 7 days before the event)

Responsibility: Student Support / Event Admin
Deadline: 1 week before event

6. Lock Registration List

• Finalize list of confirmed and eligible participants
• Mark students with incomplete submissions as “pending” or “not attending”

Responsibility: Program Lead / Admin
Deadline: [Insert date—e.g., 3 days before event]

Success Criteria

• 100% of registered students have submitted all required documents
• 95%+ of registrants have confirmed participation
• Final list of eligible attendees ready before the event

Collect Required Student Information via Online Registration Form

Objective:

To gather all necessary student information and documentation through a structured, user-friendly online form, enabling accurate event planning and eligibility verification for internships, co-ops, or participation certificates.

Task Breakdown

1. Define Information to Be Collected

Create a list of required fields and document uploads:

• Personal Information:
  • Full Name
  • Email Address
  • Mobile Number
  • Student ID Number
• Academic Information:
  • Institution Name
  • Degree Program
  • Year of Study
  • Expected Graduation Date
• Event Preferences:
  • Session Choices or Tracks
  • Dietary/Accessibility Requirements
• Document Uploads:
  • Resume or CV (PDF/DOCX)
  • Student ID (photo or scan)
  • Optional: Transcript, Letter of Motivation, Consent Form (if under 18)

Responsibility: Program Coordinator / Admin Team
Deadline: [Insert date—e.g., 4 weeks before event]

2. Design the Online Registration Form

Use a web form tool (e.g., Google Forms, Typeform, Microsoft Forms, or custom HTML form).
Ensure the form:

• Is mobile-friendly
• Includes file upload fields
• Has dropdowns/radio buttons for consistency
• Includes privacy and consent statements

Responsibility: Web Designer / IT Team
Deadline: [Insert date—e.g., 3.5 weeks before event]

3. Enable File Upload Functionality

• Set maximum file size (e.g., 10 MB)
• Accept specific file types (.pdf, .docx, .jpg)
• Ensure uploads are securely stored in a password-protected cloud folder or database

Responsibility: IT Team / Web Admin
Deadline: With form creation

4. Test the Form

• Submit test entries with all fields and document types
• Confirm successful uploads and form notifications
• Test mobile and desktop usability

Responsibility: QA Tester / Event Admin
Deadline: [Insert date—e.g., 3 weeks before event]

5. Launch and Share the Form

• Distribute through official SayPro channels:
  • Website
  • Email campaigns
  • WhatsApp groups / Social media
  • Campus partners and career centers
• Include clear submission deadlines

Responsibility: Marketing & Communications
Deadline: [Insert launch date]

6. Monitor and Support Submissions

• Track real-time submission data
• Send reminders to incomplete registrants
• Provide technical support via email or hotline

Responsibility: Admin Team / Event Coordinator
Timeline: Ongoing from launch to close of registration

Success Criteria

• 100% of expected participants registered
• All required documents submitted
• No major technical issues reported

Create and Maintain a Registration Page on the SayPro Website

Objective:

To develop a clear, user-friendly, and secure online registration page on the SayPro website where students can register for the event and upload required documentation.

Task Breakdown

1. Design Page Layout and Structure

• Description: Draft the layout and flow of the registration page.
• Include:
  • Event title, date, and overview
  • Instructions for registration
  • Registration form fields
  • Upload section for documentation
  • Contact information/help section
• Responsibility: Web designer / Digital communications team
• Deadline: [Insert date—e.g., 5 weeks before event]

2. Build and Integrate Registration Form

• Description: Create a form to collect:
  • Full Name, Email, Phone Number
  • Student ID
  • Institution and Program
  • Session Preferences
  • Resume/CV upload
  • Consent checkbox (e.g., Code of Conduct)
• Tool: Embedded form (e.g., WordPress plugin, Google Forms, custom-built form)
• Responsibility: Web developer / IT team
• Deadline: [Insert date—e.g., 4.5 weeks before event]

3. Enable Secure Document Uploads

• Description: Allow students to upload PDFs or Word documents securely (e.g., resume, student ID).
• Requirements:
  • Limit file size (e.g., max 10 MB)
  • Accept common formats (PDF, DOCX)
  • Store files securely with restricted access
• Responsibility: IT/security team
• Deadline: With registration form launch

4. Test Functionality and Mobile Responsiveness

• Description: Ensure the registration page works smoothly on all devices and browsers.
• Checklist:
  • Form submits correctly
  • Confirmation message or email is sent
  • Uploads are received and stored
• Responsibility: QA team / assigned testers
• Deadline: [Insert date—e.g., 4 weeks before event]

5. Publish Page and Monitor Submissions

• Description: Launch the registration page and monitor performance daily.
• Monitor for:
  • Submission errors
  • Page downtime
  • Student queries
• Responsibility: Web admin / program coordinator
• Deadline: Ongoing from launch to close of registration

6. Update Content if Needed

• Description: Make updates based on feedback, changes in session schedule, or added FAQs.
• Responsibility: Web content editor
• Deadline: As needed, up to [X date]

Success Indicators

• Page fully live and functional by target date
• All form submissions logged and accessible
• 95%+ form completion rate with minimal technical issues

SayPro Pre-Event Task: Student Registration and Documentation

Objective:

Ensure that all participating students are formally registered for the event and have submitted all required documentation in advance. This step is critical to manage logistics, plan sessions, track attendance, and ensure eligibility for internships, co-ops, or certificates of participation.

Tasks & Details

1. Set Up Registration Platform

• Description: Choose and configure a user-friendly platform (e.g., Google Forms, Eventbrite, SayPro’s portal).
• Deliverables: Live registration form with fields for full name, student ID, program/major, contact information, session preferences, and dietary or accessibility needs.
• Responsibility: Event coordinator or IT team
• Deadline: [Insert date—e.g., 4 weeks before event]

2. Define Required Documentation

• Description: List all documents students must submit (e.g., student ID, resume, signed code of conduct, parental consent if under 18).
• Deliverables: Clear checklist provided on the registration page
• Responsibility: Program lead or student affairs officer
• Deadline: [Insert date—e.g., at registration launch]

3. Communicate Registration Launch

• Description: Send out emails, posters, and social media posts announcing the opening of registration.
• Channels: Email list, university portal, WhatsApp groups, student ambassadors
• Responsibility: Marketing/Communications team
• Deadline: Same day as form launch

4. Collect & Verify Documents

• Description: Monitor submissions and verify documentation for completeness and accuracy.
• Tools: Google Drive, Excel tracker, SayPro registration portal
• Responsibility: Admin or assigned support staff
• Deadline: Ongoing until registration closes

5. Send Confirmation Emails

• Description: Confirm successful registration and documentation receipt. Include session schedule, preparation tips, and contact info for questions.
• Responsibility: Admin/communications team
• Deadline: Within 3 days of submission

6. Handle Special Requests

• Description: Review and respond to special accommodation or accessibility needs submitted during registration.
• Responsibility: Student support services / Event coordinator
• Deadline: Ongoing

7. Finalize Participant List

• Description: Export final list of registered students, categorized by session preferences and documentation status.
• Responsibility: Data coordinator or admin
• Deadline: [Insert date—e.g., 5 days before the event]

📊 Tracking Tools

• Registration tracker (Excel or Airtable)
• Document submission checklist
• Weekly status reports

Risks & Mitigation

Supporting Employers’ Talent Acquisition

This event provides employers with direct access to a diverse pool of talented, career-ready students eager to contribute and grow. It offers a unique opportunity to connect with and recruit top candidates for internships, co-op placements, and future full-time roles—helping organizations strengthen their early talent pipelines and invest in the next generation of professionals.

Offering Real-World Experience

Through internships and co-op opportunities, students gain hands-on exposure to real workplace environments, allowing them to apply their academic knowledge in practical settings. These experiences help students build professional skills, strengthen their resumes, and increase their competitiveness in the job market upon graduation.

Networking Opportunities

This event is intentionally designed to give students direct access to industry professionals through structured networking sessions, informal meet-and-greets, and panel discussions. Students will have the opportunity to explore diverse career paths, gain industry insights, and build meaningful connections that can support their professional growth and open doors to future opportunities.

Enhancing Career Readiness

Through a curated series of workshops and interactive sessions, students will develop practical skills essential for a successful transition from academia to the workforce. Topics include resume writing, interview preparation, professional communication, and effective job search strategies. These experiences are designed to build confidence, sharpen career tools, and equip students with the competencies employers seek in today’s dynamic job market.

Connecting Students to Employers

The event serves as a vital bridge between students and employers, creating meaningful opportunities for students to explore real-world internships, co-ops, and entry-level roles across a wide range of industries. By facilitating direct engagement with industry professionals, the event helps students build valuable connections, gain practical insights, and take confident steps toward their future careers.

To the CEO of SayPro Neftaly Malatjie, the Chairperson Mr Clifford Legodi, SayPro Royal Committee Members,all SayPro Chiefs and Human Capital.

SayPro Daily Activity Report
SayPro Code: SayPro SCHAR
Position: Education Officer
Internship/Learnership: Learnership
Full Name: Phidelia Dube
Date: 12 June 2025

In Partnership With: SayPro

SETA/Funder: SayPro

Overview of the Day’s Activities

Taught students on the program of the skills to succeed academy on the module named getting to know you . Secondly did the statistics report, thirdly did the training report. Fourthly published the event and lastly
wrote the assignment of End User Computing SAQA 61591 NQF Level 3 credits 130.

Key Tasks Completed
Task 1: Conducted the face to face session of skills to succeed academy program, on the module called getting to know you.

https://southernafricayouth-my.sharepoint.com/:f:/g/personal/saypro-executive_southernafricayouth_org/Evr94OBl-RBNguuPNYxIsRIBq-ElWAHIuyR_Bbayv1zKcg?e=MjiBie

Task2: Took the video clip and uploaded to OneDrive.

Task3: Published the event

Task4: Did the training report

Task5: Did the statistics report

Task6: Wrote the assignment of the SayPro course in end user computing, SAQA 61591, NQF level 3, credits 130.
https://education.saypro.online/saypro-online-course-2/

Skills/Tools
Skill/Tool 1 – Teamwork
Skill/Tool 2 – Leadership
Skill/Tool 3 – Hardworking Skill/Tool 4 – Multitasking
 

Challenges Encountered
-Few students are not participating
-Less communication
-Less resources

Support/Assistance Required
 Support 1 – Laptops
 Support 2- Build more classes (Too many students in a small class).

Reflection and Personal Growth
Working as a team, socializing with different people whereas I will multitasking and hardworking.

Goals for Tomorrow
Goal 1 – Educating students
Goal 2 – Writing the assignments
Goal 3 – Publishing the events

Signature
Intern/Learner Name & Surname: Phidelia Dube
Supervisor Name & Signature: Jeffrey Olokile Motapina

My message shall ends here
SayPro l Phidelia Dube l Education Officer l SCHAR
SayPro