Category: SayPro Education Insight

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Employer Engagement

Objective:

Ensure active participation of employers offering relevant internship and co-op opportunities, fostering meaningful connections between students and potential industry partners.

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Task Breakdown

1. Identify Target Employers

• Compile a list of companies and organizations aligned with student career fields.
• Prioritize employers with established internship or co-op programs.

Responsibility: Employer Relations Team / Program Coordinator
Deadline: [Insert date—e.g., 6 weeks before event]

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2. Develop Employer Outreach Materials

• Create invitation emails, informational brochures, and participation guidelines.
• Highlight benefits of engagement: access to top talent, branding, recruitment opportunities.

Responsibility: Marketing & Communications Team
Deadline: [Insert date—e.g., 5 weeks before event]

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3. Conduct Employer Outreach

• Send personalized invitations and follow-up calls.
• Use networks, alumni, and professional associations to broaden reach.

Responsibility: Employer Relations Team
Timeline: 5 to 3 weeks before event

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4. Confirm Employer Participation

• Secure commitments via signed agreements or registration forms.
• Collect company profiles and internship/co-op descriptions.

Responsibility: Event Coordinator / Employer Relations
Deadline: 3 weeks before event

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5. Coordinate Employer Needs

• Identify employer requirements for booths, presentation slots, or panel participation.
• Communicate logistical details and deadlines.

Responsibility: Event Logistics Team
Deadline: 2 weeks before event

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6. Pre-Event Briefing and Support

• Provide employers with event agenda, participant demographics, and best practices for engagement.
• Offer technical support for virtual or hybrid participation.

Responsibility: Event Coordinator / IT Support
Deadline: 1 week before event

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7. Maintain Ongoing Communication

• Send reminders and updates leading up to the event.
• Address questions or concerns promptly.

Responsibility: Employer Relations Team
Timeline: From confirmation until event day

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Success Indicators

• Target number of employers confirmed (e.g., 15+ companies)
• Diversity of industries represented
• Positive employer feedback post-event

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Ensure Students Upload All Required Documents and Confirm Their Participation

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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.

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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

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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

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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

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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

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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

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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]

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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

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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.

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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]

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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]

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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

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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]

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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]

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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

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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

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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.

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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]

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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]

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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

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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]

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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

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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]

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Success Indicators

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

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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.

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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]

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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]

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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

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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

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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

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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

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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]

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📊 Tracking Tools

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

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Risks & Mitigation

Risk	Mitigation
Low registration	Early promotion & deadline reminders
Missing documents	Automated reminders; support helpdesk
Incorrect info	Mandatory review step before final confirmation

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SayProCode: SAYPRO SCHAR

Position: EDUCATION SPECIALIST

Internship/Learnership:Learnership

Full Name: ITUMELENG MALETE

Date: 12-06-2025

In Partnership With:

SETA/Funder:SAYPRO

University/College:

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

Kgotso a ebe le lena

Please receive the submission of my work

1. Overview of the Day’s Activities

2. Key Tasks Completed

Task 1 – marked 47 assignments

https://education.saypro.online/wp-admin/edit.php?post_status=publish&post_type=stm-user-assignment

Task 2- SayPro Monthly April SCHAR-1 SayPro Quarterly Reporting and Analysis by SayPro Conference Office under SayPro Education Conference at SayPro Education Royalty

SayPro Monthly April SCHAR-1 SayPro Quarterly Reporting and Analysis by SayPro Conference Office under SayPro Education Conference at SayPro Education Royalty

Task 3 –  Edited 35 certificates

certificates for june 2025

 3. Skills Applied or Learned

Skill/Tool 1 – team building

Skill/Tool 2 – leadership

Skill/Tool 3 –hard working

4. Challenges Encountered

the pc was working slowly

I cannot find events on en.saypro

Students they don’t answer their questions correctly from their assignments,their assignments are complicated.

I tried to hold class with them just to show them how to write their courses on the education.saypro profile.

5. Support/Assistance Required

New pc or laptop

15 pc in the lab because some of students they fail to write their assignments due to shortage of computers

Stationery for face to face session. Eg computer or laptop to display what I am teaching on the screen ,making pan to write on the smart board.

6. Reflection and Personal Growth

To archive the deadlines in the work place you should apply leadership or team work in order to meet the deadlines or work be done on time.

7. Goals for Tomorrow

Goal 1 –marking students assignments

Goal 2 –inserted learner guide,formative and summative assessment to the remaining courses/create course

Goal 3 –publish events

Signature:I C MALETE

Intern/Learner Name & Surname:ITUMELENG MALETE 

Supervisor Name & Signature (if applicable): JEFFREY MOTAPINA

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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.

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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.

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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.

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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.

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