2016 MASH FM SOP MANUAL NEW

5/26/2016
2016-2021
MASH FM STANDARD OPERATION PROCEDURE MANUAL

FOREWORD OF THE STATION MANAGER
The task of achieving a fundamental transformation of society is an immense one that
requires the use of a broad range of skills and human capital processes.
It gives me a great pleasure to introduce a Standard Operation Procedure Manual, a
resource book aimed primarily at Station Management, Presenters and entire staff of Mash
FM. This manual will guide and assist all staff to adhere to procedures at all the times.
The words of one of the great leaders this world has ever had, Martin Luther King Junior
are echo-eying in our ears and inspiring us, “If you cannot run, walk; If you cannot walk,
crawl until you reach your destination.” Mash FM is always and will all the time be striving
for excellence to strengthen change. Yes we can and we shall strive to do better.
Finally, I wish to thank all those of you who contributed to the success of Mash FM and
those reading this manual now, should you identify any error please inform the Station
Manager or any other person. We thank you for your contribution and for putting together
the SOP Manual. Many thanks for your understanding and good work in ensuring that the
Mash FM works and continue to grow from strength to strength.
GEORGE M. MAPHANGA
STATION MANAGER
MASH FM STANDARD OPERATION PROCEDURE Page 2 of 123

INTRODUCTION NOTES
The Mash FM personnel will strive to support the aims and objectives of ensuring that the
founding principles rules and procedures are adhered to. The need for this manual was
identified during my tenure here at Mash FM and interaction with staff in meetings. The
SOP manual is focusing on:
1. Promoting knowledge and procedures.
2. Ensuring understanding of workplace procedure.
3. Improving and enhancing effective and standard practice and or uniformity.
4. Developing best practices as required by law and the authority.
5. Empower the community with accurate and truthful information.
Mash FM was established in November 2006 and registered in 2007 as an association
incorporated under Section 21 of the ACT registration number 2007/ 007454/ 08 and
approved as a Public Benefit Organization by SARS registration no:* 930024369.
Mash FM is govern by a Board of Directors elected democratically by members of the
community, to actively participate in the development and programming activities, for
sustainable non-discriminatory and local development.
Mash FM was granted a special event license on the 13th
March 2008 to 13th
April 2008,
which was 93.4 FM Stereo from ICASA and a permanent music license from SAMRO for
music broadcasting compliance. Mash FM is also a member of the National Community
Radio Forum (NCRF). It is finally granted a Class Broadcasting Services License on the 22nd
of January 2010 and renewed on 26 November 2015 for the next five years subject to the
conditions contemplated in the license schedule by the Independent Communications
Authority of South Africa (ICASA) under 91.7 Frequency Modulation.
In using this manual, bear in mind that it is a step-by-step manual and a resource where
you will find useful practical procedures and information.
I like to thank the Board and Management team, for supporting me and putting this
manual together.

OVERVIEW AND ACKNOWLEDGEMENT
To develop and compile the Standard Operating Procedure (SOP) Manual:
All the concerted efforts are worth to be acknowledged, from the organizational
standpoint, there were a couple of major events that led to ever more sophisticated
strategic activity. Although there were a number of segmented policies and procedures, it
was essential for the community radio to embark on a strategic review to develop this
manual for Mash FM:
- To enable the presenters and or employees to focus on the broader strategy and
ensure discipline in the workplace.
- To be able to identify the challenges.
- To achieve set objectives as contemplated in each procedure.
- Provision of candid information to presenters and or employees to ensure that we
succeed in achieving our set goals.
Mash FM has to declare itself in the near future as the employer of choice. We
acknowledge the support we got from the following:
- ICASA for ensuring that we comply with the regulations and founding principles.
- NCRF for advocacy and support.
- MDDA for funding the state of the art studio, training of our staff and content
support to community broadcasters.
- NEMISA for training our staff in radio productions and other related programs.
- SAMRO for granting us permission for music.
- GCIS for ensuring that we get government support.
- Department of Public Works Mpumalanga Province for granting us permission to
use their property as our station area.
- Local Businesses for advertising with us.
- Community for tuning in and listening to Mash FM.
Therefore, we need to share information with all stakeholders, community, members
of our listeners club and improve the working conditions in the workplace as required
by the labour legislations.
The contributions made by our former employees and the founding members are
acknowledged. We further thank the enormous contributions whilst they were serving
Mash FM. With love, your contributions has made an indelible mark to the lives of the
community listening to the development in Mash FM.

BUSINESS PROFILE
Trading Name: Mashishing Communications t/a Mash FM
Registration no: 2007 / 007454 / 08
Legal Status: Section 21- NPC
Public Benefit Organization no: *930024369
Broadcasting License: Community Sound Broadcast Service
Class/Re/Com/R134/Nov/14 Renewed and issued for
the period 22 January 2015 to 21 January 2020
Spectrum License: Radio Frequency Spectrum Licence No
Class/Com/RF134/MAR/15 Renewed and issued for
period 19 March 2015 to 18 March 2020
Contact Details
Physical Address: 28 Paul Kruger Street
Lydenburg 1120,
Mpumalanga Province
Postal Address: P. O. Box 6346
Lydenburg 1120
Mpumalanga Province
BRIEF BACKGROUND
Mash FM was established in November 2006 and registered in 2007 as an association
incorporated under Section 21 of the Act registration number 2007/ 007454/ 08 and
approved as a Public Benefit Organization by SARS registration no:* 930024369. Mash FM
is govern by a Board of Directors elected democratically by members of the community, to
actively participate in the development and programming activities, for sustainable non-
discriminatory and local development.
Mash FM was granted a special event license on the 13th
March 2008 to 13th
April 2008,
which was 93.4 FM Stereo from ICASA and a permanent music license from SAMRO for
music broadcasting compliance. Mash FM is also a member of the national and provincial
community radio forum and it’s finally granted a Class Broadcasting Services License on
the 22nd
of January 2010 by the Independent Communications Authority of South Africa
(ICASA).
OUR VISION
To educate and empower the community through broadcasting

OUR MOTTO
Striving for excellence to strengthen change
OUR MISSION
To deliver valuable information and promotions that will serve and empower the youth,
businesses and community in the area of broadcasting.
OUR VALUES
To ensure that all programming is like a H. E. A. R. T.
Honesty,
Entertaining,
Accountability,
Respectful, and
Trust
OUR LOCATION
Mash FM is located in one of the historic town called Lydenburg (Mashishing) in Ehlanzeni
District Municipality under the Thaba Chweu Municipality forming the following towns
Lydenburg Town; Mashishing Township; Graskop, Pilgrimsrest and Sabie in the
Mpumalanga Province. The local languages used in the Municipality are siSwati, Sepedi,
Sepulana, Afrikaans and English. Surrounded by Platinum, Gold, Chrome mines and the
attraction of tourism this will assist the station to sustain and the population size is growing
fast in terms of economy.
OUR COVERAGE
Mash FM is covering a 100 kilometers radius of Lydenburg / Mashishing which includes the
following towns : Graskop, Pilgrims Rest, Sabie, Dullstroom, Belfast, Machadodorp,
Waterval Boven and Nelspruit/ Mbombela. Mash FM is currently in negotiations with
Sentech to give a clear coverage to some of the towns above were the signal is not clear.
OUR FREQUENCY AND BROADCASTING HOURS
Mash FM 91.7 FM Stereo, 24hours a day in 7 days.
OUR LISTENERSHIP
Youth and all age group of 58 000 (fifty eight thousand), Mash FM targets to increase its
listenership to 100 000 (fifty thousand) through a membership campaign. Live streaming
and embracing technology and employ new ideals from time to time.
OUR BOARD OF DIRECTORS
Mash FM Boards of Directors are community members who are passionate in community
development and they serve a term of five years.
OUR MANAGEMENT

Mash FM is headed by the Station Manager assisted by the Financial Officer, Programmes
Manager, Marketing Officer, Technical Manager, News Editor and the Administrative Clerk
to manage the day to day running of the Mash FM.
STAFF
Twenty four (24) full time radio personalities run the day to day broadcasting of the station
and to host road shows on selected weekends.
VOLUNTEERS AND LEARNERSHIP
Are taken as part of community empowerment and skills development in the licensed area
and provide learners to acquire the experiential training.
ORGANIZATIONAL STRUCTURE
STARTUP RESOURCES REQUIRED
1. Transport/Vehicle for Mash FM
a. It will be branded with Sponsor and Mash FM Logos and print.
b. It will be used for purposes of Mash FM official travelling.
c. All trips will be authorized by the Station Manager
d. The sponsor will have authority to monitor the use of the vehicle once per month,
that includes: log book, trip authority information, inspections.
2. Furniture for four offices: Reception and Management
a. Four Tables and Fifteen Chairs
b. Six Computers
c. Two Printers
3. Programmes sponsorship
a. We like businesses to sponsor program slots and the business will be promoted during
the sponsored program.
b. Production of promotional material: T-shirts, Caps, Umbrelas, Water Bottles, Key-
holders ect.
c. Support promotional competitions
2. Promotional events for the sponsor at their premises in and around the broadcasting area
a. The sponsor provides Music System, Gazebo, and other promotional items.
b. Arrange meals and drinks for all presenters and promoters
c. Mash FM and Sponsor logos must be more visible.

STRATEGIC MARKETING PLAN:
• Posters on local notice boards
• Working with local newspapers
• Social Media
• Local business or business within radius of the station
• Audio Streaming
• Local or National Competitors
• Hand out “useful” handouts
• Attend public meetings
• Station events
1. Posters on local notice boards:
To get the attention of local people or to say something interesting is to put up
posters on local notice boards. This is an effective method to get feedback if you
indeed want to get any or just to show people what you do and that this is
Lydenburg number 1 station. Design posters that people want to download and put
on as there wallpapers or share with friends and family.
2. Working with local newspapers:
Try working out an arrangement with local newspaper where you place an ad in the
newspaper and the newspaper get to put an ad on air. People are focus on what
happens in their area and how this will impact them that is an ideal opportunity to
see an ad placed by Mash FM to see where more local news can be found. Local
news anchors will be able to know hot spots for news and activities around their
particular precincts, therefore we need to recruit local news reporters, incidents
and events spotters.
3. Social Media:
Social media is the way of the future and the best electronic way to get to the
youth. Be more active and get more accounts where it matter start tweeting on
twitter and be active and have a person actively using an Mash FM account on
social media. Facebook should be the way to promote our content. Twitter to post
stories covered by the news team especially local content which we should allow
people to comment and make their opinions about a particular subject. Getting
followers to our pages.
4.Local business or business within radius of the station:
Try working with local business to get feedback and give them a nice piece of mind
of what a radio station can offer them. Be interactive and try to network with
businesses. Local business should be called in to share their good stories and how
would they like to lure customers to their business.
5. Audio Streaming:

Audio streaming is the best way of getting to people not in your stations broadcast
radius and the best way to bring news, music and local flavor. Encourage presenters
to promote audio streaming also run jingles.
6. Local or National Competitors:
Listen often at local competitors to see what they are doing and to see how you can
take an idea they are using and improve it. Or just see what they are ahead at and
change something to be more up to speed. The best way to be ahead of your
competitors is to always know what they are doing and staying ahead of your
competition. Identification of key shows and throw in weekly competitions. Find a
willing sponsor to invest in a medium term or long term by having a contract.
6. Hand out “useful” handouts:
A handout that when given to a recipient they keep because it has value like Station
Calendar, Key-holders, Cups, Caps, Umbrellas, Glasses, T-shirts, Toys for kids. With such
items we shall be branding Mash FM
8.Attend public meetings:
At every public meeting, make a commitment to say something that could be useful to
those that are attending. This is a great way to not only share you knowledge and help
others, but it also puts you in the eye of those who could use your services.
9.Attend Local sport event:
Attend most of the local sporting events to see who is there and network and get
voxies for the news of that day or the following day. Getting a person to do so he
will be more willing to listen to the station or telling friend to listen because he is on
air. Give more people in town the opportunity for their 5sec to fame.
10. Voxies for local and national stars played on air:
Play voxies or recordings of local ordinary people and stars where they say
something about the station or a particular event it encourage people to listen the
radio with interests. For example: “Hallo I am George and you are listening to
Mash FM.”
11.Station events:
We need to host events that will encourage, promote and enhance talent within
like station awards, beauty contest (Miss Mash FM), station annual event, and
sports or cultural activities that will seek to unearth local talent.
RATE CARD
Ads Type Recorded Ads Live Read Ads
Time Slot 05:00 – 09:00 and 15:00-23:00 05:00 – 09:00 and 15:00 –
23:00
Length 30 – 40 sec 30 sec – 1 minute

Costs R 500.00 R 400.00
Prime Time Slot
Ads Type Recorded Ads Live Read Ads
Time Slot 09:00 – 12:00 and 12:00-15:00 09:00 – 12:00 and 12:00-15:00
Length 30 – 40 sec 30 sec – 1 minute
Costs R 450.00 R 350.00
Programme Sponsorship
3 Hour Programme (monthly) R 18 000.00
1 Hour Programme R 6 000.00
Thirty (30) Minutes R 3 000.00
Fifteen (15) Minutes R 1 500.00
Sponsorship Pack (monthly) R 10 000.00
Road Show / Live Broadcast of promotional events
per day (6-9 hours)
R 12 000.00
Talk Show Rates
INTERVIEWS 5 minute 10 minute 15 minute 20 minute 30 minute
Cost R 500-00 R 700-00 R 1000-00 R1500-00 R 2400-00
COMPETITION
S
5 minute 10 minute 15 minute 20 minute 30 minute
Cost R 400-00 R 650-00 R 900-00 R1150 R 1500-00
All competitions include an opening and closing billboard
SPONSORSHIP
S
5 minutes 10 minutes 15 minute 20 minute 30 minute
COST R350-00 R 750-00 R 1000-00 R 1500-00 R 2000-00
List of available sponsorships
eg. News, sports, music shows,
health etc
News Bulletins. Breakfast Show, Weather Bulletins and
Updates,
Sports News, Current Affairs, Afternoon Drive, Youth Program,
Traditional Matters, Gospel Shows, Cooking Tips, Lunch hour
issues,
1. 1 – 15 Minute – PSA
Includes opening / closing billboards of 30” each
2. 5 – 30 Minute
Includes opening / closing billboards of 10” each plus 1x30” spots
3. 30 – 1 Hour
Includes opening / closing billboards of 30” each plus 2x30” spots
R 1 500.00
R 3 000.00
R 6 000.00

Talk shows, Wedding show, Party Time show, Jazz show,
Funerals show and Drama and many more.
All sponsorships include an opening and closing billboard
OUTSIDE BROADCAST YES NO x
If applicable -
costs
3 hour 5 hour All day
R 3 300-00 R 7 700-00 R 14 000-00
Includes PA System and DJ costs YES x NO
Sound System for events and functions 50% Deposit and full Price R 5 600-00
PROGRAMMING:
1. News and Information: 80% Local, 15% National and 5% International
2. Music 42%
3. Talk and Music: 50% Talk and 50% Music
4. Languages of Broadcast: English 40%, Afrikaans 20%, SiSwati 20%, SePedi 20%
DEMOGRAPHICS
Our Race Groups are African/ Black at 75%, Coloured at 5%, Indian 3% and White 17%. The
population group is Male at 48% Female at 52%. The age group is 0-14 years 25.17%, 15-64
years 69,91% and 65 plus years 4,92% and the Youth 14-35 years totaling at 41,77%. The
total percentage of persons living with disable stands at 5,81%.
Contact Person:
Name: Mr. George M. Maphanga
Position: Station Manager
Cell: 079 979 9614
Name: Liberty Zamba
Position Technical Manager
Cell: 083 986 6991
Name: Makgotso Ramatja
Position: News Editor/Marketing
Cell: 078 626 1107
Name: Pack Nyalungu
Position: Productions Manager
Cell: 071 020 4389
Tel : 013 235 1757
` 013 235 0102
Fax: 086 665 9250
Email: mashfm91.7stereo@live.co.za
Website: www.mashfm.co.za

Live Streaming: www.mashfm.co.za
Studio Lines: 013 235 2452/0076/0088
Studio Whatsapp Line: 071 343 8959
Visit our Facebook page: Mash FM
PROGRAMMING PROCEDURE
1. Programme Content
1.1. Mash FM will strive to have 50% talk and 50% music on its daily production
and programme.
1.2. Mash FM will strive to promote local talents and artist in music, poetry and
writers including presenters.
1.3. To further promote local content in news coverage.
1.4. All presenters are required to adhere and follow the instruments provided
by Mash FM in accordance to the broadcast requirements as contemplated
in clause 5 of the License Schedule.
1.5. All presenters are required to prepare a scrip for the show allocated to do in
accordance to the objectives of Mash FM
1.6. All News and Information will be presented in a language approved by the
station as prescribed in the license.
1.7. All emphases will be on Local Content.
2. Announcements
2.1. All announcements in the studio pre-approved by Station Manager must be
announced once during the show.
2.2. Presenters must read the announcement prior to presentation to avoid
reading expired notices.
2.3. The presenter must always try to summarize the announcement.
3. Language
3.1. Presenter must at all times use languages approved by the authority in
accordance to the license conditions (English 40%, SiSwati 20%, Afrikaans
20% and SePedi 20%)
3.2. Each shows will have language in which the show will be presented in and
presenters must not deviate and use languages outside the framework of
the license.
3.3. The presenter may not use unacceptable language.
4. Station Identity and Time

4.1. The presenters must at all times play or say the station name as required by
regulations.
4.2. The presenter must state the address of the station and contact numbers.
4.3. The presenter may also play a jingle or poem about Mash FM.
4.4. The presenter must every 5-10 minutes indicate the time for our listeners
rely on radio to know the time of the day.
5. Competitions
5.1. All competitions must be approved by the Station Manager or his delegate.
5.2. Competitions will be subjected to conditions of the radio and in line with the
competitions regulations.
5.3. All competitions should be registered on the prescribed form reflection of
sponsor details, the show running the competition, the details of the winner
and attachments.
6. Use of studio telephone
6.1. The responsible presenter must at all times ensure that he uses the
telephone correctly on air or off air.
6.2. The presenter must have a live call form completed after the call.
6.3. Failure to adhere to 6.2. above the costs of such calls made will be deducted
from the presenters’ wages.
6.4. The presenter at the end of the show must record the total calls received on
the studio schedule or log sheet.
7. Use of studio computers
7.1. The presenter is the face of Mash FM and must execute the progamme in
line with Mash FM directives.
7.2. All adverts are paid for therefore they should be aired as per schedule or log
sheet time slot.
7.3. The presenter should be able to use the computer in the studio loaded with
Mash FM material for broadcast.
7.4. The presenter should be able to use both the Station Audio and Semian-BSI
system at all times.
8. News presentation
8.1. All news presented should be in terms of the policy and regulations
governing the broadcaster.
8.2. The presenter must at all times credit the source of the news.
9. Reporting
9.1. The presenter must ensure that all forms are completed as required from
him/her after the show or programme.
9.2. The presenter must evaluate themselves after the show.
9.3. Weekly the presenter will be issued with details of the show report after
calculating the talk time and music time.

10.Lost and Found Items
10.1. Any of such items should be reported to the Management with details.
10.2. All items should be registered in the prescribed register.
10.3. The register should be updated from time to time by management.
PROGRAMMING POLICY:
1. Mash FM will strive to have 50% talk and 50% music or entertainment on-air.
2. These percentages will be maintained in all selected programs, with the exception of
music driven programs.
3. Mash FM will strive to have 80% locally produced programs, including South African
music.
4. To ensure that the local content is uphold, Mash FM will ensure that it’s training
program consistently train volunteers as news readers and presenters to ensure that there
are a pool of presenters that is producing local programs.
5. Mash FM will strive, through it’s selection and training programs, ensure that at least
40% of the presenters are women.
LANGUAGE:
• Mash FM shall promote a multilingual culture by exposing our listeners to different
languages, be it spoken word or music.
• Mash FM will broadcast in the four (4) languages stipulated in the license conditions
of ICASA, i.e. English 40%(30%), Afrikaans 20%(15%), SiSwati 20% and SePedi 20%
and other at 15% when licence conditions are amended.
• Mash FM will strive to do translations at all times in order to prevent the exclusion
of listeners.
• Swearing is not allowed on air, be it spoken word or music, except if used in the
context of demonstrating a point. If swearing is used in this instance, a warning
should be made before, during and after the program.
• Explicit language will not be allowed during normal broadcasting period, may be
used during watershed hours only in an acceptable context.
• Mash FM will discourage our on-air guests from using swearing as a means of
expression.
• No sexist language, racial or xenophobia labels, jokes or language will be used on
air. If this is found, the relevant person will be suspended until a disciplinary
hearing.
• Presenters must at all times encourage listeners not to use or engage in sexist
language.

• The following breakdown of languages will be upheld: English 40%, Afrikaans 20%,
SiSwati 20% and SePedi 20% each.
•
SHOW CONTENT
• Mash FM presenters or staff doing the show shall adhere to the programme
features of the show at all times.
• All presenters should get briefings of any changes in the programming of the station
to enable them to be consistent throughout the day.
• Presenters shall enter the studio with a script in line with the hot clock and station
programme content.
• All shows shall be required to play station ID, advert, Complaint Advert, Live Read (if
applicable), Read public announcements,
• All visitors shall complete the studio visitor’s form and the presenter will be
required to sign such form.
• All studio forms shall be completed without fail.
• Presenters shall sign in and out daily the attendance register.
• Every presenter shall announce the programme or show following his/hers show
without fail.
AFTER THE SHOW
• All records of the show shall be kept in the file.
• Presenters should do a self-assessment after the show.
• Score yourself at the end between 0-9 (0-3=Cold, 4-6= Warm and 7-9=Hot)

PROGRAMME RECORD GENERAL LOGSHEET:
SHOW………………………………………………………………………………
Date: From……………………………………. To ………………………………………
Categories Day 1
Time
Day
2
Time
Day
3
Time
Day
4
Time
Day
5
Time
Total
weekly
Checked by
News
Factual topic
Phone in or calls
Drama
Educational
Religious
Announcements
Sms
Facebook messages
Children issues
Womens issues
Other(specify)
Total % 100%
Music
Category Day
1
Time
Day
2
Time
Day
3
Time
Day 4
Time
Day
5
Time
Total
weekly
Checked
by
SA Music No of tracks

Foreign Music No of tracks
Local Music No: tracks
News
Category Day
1
Time
Day
2
Time
Day
3
Time
Day 4
Time
Day
5
Time
Total
weekly
Checked
by
Local/ Community News
Regional news
National news
International news
Name and Signature of Presenter
……………………………………………………………………………………………..
Date: ………………………………
CHECKED BY ……………………………………………………………………….
STUDIO SCHEDULE OR LOG SHEET
PROGRAMME/SHOW:.....................................................
DATE:..........................................
ADVERT TIME TOTAL RECEIVED
WHATSAPP/SMS
COMPLIANCE
ADVERT
STATION ID JINGLE
NUMBER OF CALLS RECIEVED NUMBER OF NUMBER OF

TRACKS
PLAYED
ANNOUNCEMENTS
COMMENTS BY PRESENTER NUMBER OF LOST
AND FOUND
PRESENTER NAME AND SIGNATURE:
1…………………………………………………………………
2………………………………………………………………..
CHECKED BY:………………………………………………………
SIGNATURE:………………………………………………………
VISITORS FORM
SECTION A: Visitors Information
Name:
Contact numbers: Cell: Tel:
Address:
Company or Organisation:
Reason for visit:
Date: Signature:
SECTION B: Presenters Information

Name:
Contact numbers: Cell:
Name of show:
Topic:
Date: Signature:
SECTION C: Station Manager Approval
Name:
Contacts: 013 235 1757/0102 Cell: 079 979 9614 or 083 986 6991
Name of show:
Date: Signature:
Approved: YES NO
STUDIO LIVE CALL: REQUEST FORM
SECTION A: Callers Information
Caller Name:
Programme:
Time:
Date:
Signature:
SECTION B: Who are you calling
Name:
Time of your programme:

Reason for the call:
Number:
Call Duration:
Time: Signature:
Approved By:……………………………………………………………………
Date:……………………………………………………………………………….
Approved / Not Approved
Signature of:…………………………………………………………………
Station Manager
Comments if not Approved:
RECORD OF MASH FM COMPETITION WINNERS FORM.
SECTION A: SPONSORSHIP INFORMATION
NAME OF THE SPONSOR:
BUSINESS ADDRESS:
CONTACT DETAILS:
NATURE OF SPONSORSHIP:
PROGRAMME SPONSORED:
DURATION OF COMPLECTION OR ACTUAL DATE(S):

EVENT:
SIGNATURE OF SPONSOR: SIGNATURE
OR MASH FM OFFICIAL:
……………………………………….
……………………………………………..
SECTION B: WINNERS INFORMATION
NAMES (according to ID):
ID NO (attach ID copy):
COLLECTION
DATE:
SIGNATURE:
…………………………………….
CONFIRMED BY:
NAME
SIGNATURE:
…………………………………….
LOST AND FOUND REGISTER BOOK
Lost Product Name and Surname if
Provided
Results

MUSIC SUBMISSION FORM BY ARTIST TO MASH FM
ARTIST
NAME
REG CODE ALBUM
TITLE
DATE SIGNATURE

PROCEDURE FOR APPOINTMENT OF VOLUNTEERS
Step 1: - Identify the need and direct a request to your immediate Manager with
clear motivation.
- Complete the attached staff requisitions SOP Form 6 to get
approval from the relevant authorities.
Step 2: Manager motivates further and directs a request to the
Station Manager and request his/her approval with a clear source of funding
i.e. (vote number) duration of the contract.

Step 3: The delegated person in consultation with or together with Management
after approval of the Station Manager should co-ordinate the recruitment
and selection of employees.
• Draft advert
• Selection of applicants
• Prepares fixed contract of employment
• Obtain signature of Station Manager
• Inform Finance
• Ensure that proper notice is served on termination of contract
1. That Board should be issued with the notice/advert.
2. That considerations should be given to local youth residing in
Lydenburg/Mashishing area and surroundings.
Volunteer Contract: Mash FM
Entered Into Between :
(herein after referred to as "the employer")
Name &
Address of employer:
Mash FM 28 Paul Kruger Street, Mash Complex, Public Works,
Lydenburg 1120
P.O. Box 6346 Lydenburg 1120
and
(herein after referred to as "the Volunteer")
Name &
Address of employee:

1. COMMENCEMENT
This contract will begin on _____________and continue until terminated as set out in
clause 4.
2. PLACE OF WORK
_____________________________________
3. JOB DESCRIPTION
Job Title _____________________________________________
DUTIES
• Responsible for writing news stories, conducting interviews, and recording inserts,
compiling and reading news bulletins
• Do voice and written reports from various sites
• Take photos of news worthy events, and includes these in the log stories
• Record and package the current affairs programmes
• Ensuring that the news log is updated constantly (2 times a day as per bulletin)
• Doing live Q&A with presenters when a big story breaks
• Cultivate contacts – government, business, non-governmental organisations, members
of society
OTHER RESPONSIBILITIES GENERAL
• Keep your work areas clean at all times
• Do any other responsibility assigned to you (including duties during training sessions,
outside broadcasts, fundraising or outreach activities, etc.)
4. TERMINATION
Termination of this contract will be_____________weeks. Notice must be given in
writing. In the case where the Volunteer is illiterate notice may be given by that
volunteer verbally.
The parties agree that on termination of the contract, the employer shall furnish the
volunteer with a certificate of service when required by the Volunteer.
5. HOURS OF WORK
5.1 Normal working hours will be from_____________a.m. to_____________p.m. on
Mondays to Fridays and from _____________a.m. to_____________p.m. on
Saturdays.
5.2 Overtime will only be worked if agreed to between the parties, from time to time.

6. MEAL INTERVALS
The volunteer agrees to a lunch break of one hour. Lunchtime will be taken
from_____________ to_____________daily.
7. SUNDAY AND PUBLIC HOLIDAYS WORK
Any work on Sundays will be by agreement between the parties from time to time.
8. SICK LEAVE
8.1 During every leave cycle of 36 months the volunteer will be entitled to an amount of
sick leave equal to the number of days the volunteer would normally work during a
period of six weeks.
8.2 During the first six months of employment the volunteer will be entitled to one
day’s sick leave for every 26 days worked.
8.3 The volunteer is to notify the employer as soon as possible in case of his/her
absence from work through illness.
9. MATERNITY LEAVE
9.1 The volunteer will be entitled to_____________days maternity leave without pay;
or
9.2 The volunteer will be entitled to_____________days maternity leave
on _____________.
10. FAMILY RESPONSIBILITY LEAVE
The volunteer will be entitled to five days family responsibility leave during each leave
cycle.
11.GENERAL
Any changes to this agreement will only be valid if they are in writing and have been
agreed to and signed by both parties.
THUS DONE AND SIGNED
AT _____________________ ON THIS ___DAY OF___________________20______
VOLUNTEER
___________________
Witnesses:
___________________

THE STATION MANAGER BY VIRTUE OF BEING THE MASH FM ACCOUNTING OFFICER
AND DULY AUTHORIZED
EMPLOYER
___________________ STAMP(NOT AUTHENTIC IF NOT SIGNED AND STAMPED)
Witnesses:
___________________
APPLICATION FORM FOR VOLUNTEERS AT MASH FM
WHAT IS THE PURPOSE OF THIS FORM
To assist the MASH FM in selecting a
person for an advertised post.
This form may be used to identify
candidates to be volunteers. Since all
applicants cannot volunteer, you need
to fill in this form completely,
accurately and legibly.
WHO SHOULD COMPLETE THIS FORM
A. THE ADVERTISE POST
Position for which you are applying (as
advertised)
Starting Date
Department
B. PERSONAL INFORMATION

Only persons wishing to be
volunteering for a specific advertised
position in MASH FM.
ADDITIONAL INFORMATION
This form requires basic information.
Volunteers who are selected for
interviews will be requested to furnish
additional certified information that
may be required to make a final
selection for a future post at MASH FM
SPECIAL NOTES
1 – All information will be treated with
confidentiality and will not be disclosed
or used for any other purpose than to
assess the suitability of a person,
except in so far as it may be required
and permitted by law. Your personal
details in your ID or passport.
2 – Passport number in the case of non-
South Africans.
3 – This information is required to
enable the MASH FM to comply with
the Employment Equity Act, 1998.
4 - This information will only be taken
into account if it directly relates to the
requirements of the position.
5 – Applicants with substantial
qualifications or work experience must
attach a CV.
Surname
First Names
Date of Birth
ID number 2
Race 3
African White Coloured Indian
Gender 3
FEMALE MALE
Do you have a disability? 3
YES NO
Are you a South African Citizen? YES NO
If no, what is your
Nationality?
And do you have a valid work permit? YES NO
Have you ever been convicted of a criminal
offence or been dismissed from
employment?4
YES NO
If your profession or occupation requires
State or official registration, provide date
and particulars of registration.
C. HOW DO WE CONTACT YOU
Preferred language for correspondence?
Telephone number during office hours ( )
Preferred method for
correspondence
Post E-mail Fax
Correspondence contact
details (in terms of above)
D. LANGUAGE PROFICIENCY – state ‘good’’, ‘fair’ or ‘poor’
Language (specified)
Speak
Read
Write
E. QUALIFICATION5
(please ignore if you have attached a CV with these details
Name of School / Technical College Highest qualification obtained Year Obtained
Tertiary education (complete for qualification you obtained)
Name of Institution Name of Qualification Year Obtained

Currently study (institution and qualification)
F. WORK EXPERIENCE (please ignore if you have attached a CV with these details)
Employer (including current
employer)
Post held From To Reason for
LeavingM
M
YY M
M
YY
If you were previously employed in MASH FM, indicate whether any condition exists that
prevents your re-employment
YES NO
If yes, provide the name of the previous positions department
G. REFERENCES (please ignore if you have attached a CV with these details)
Name Relationship to you Tel. No. (office hours)
DECLARATION
I declare that all the information provided (including any attachments) is complete and correct to the best of
my knowledge. I understand that any false information supplied could lead to my appointment as Volunteer
being disqualified or my discharge if I am appointment. I will abide by the rules and regulations of Mash FM. I
understand that I am a Volunteer as a ……………………………………………………………… and report to the News Editor
from time to time and when deemed necessary.
Signature Date
FOR OFFICE USE ONLY
Appointed as: ___________________________________ From:
___________________________________
Salary Scale: ___________________________________ Notch:
__________________________________
Remarks:
_________________________________________________________________________________
__________________________________________________________________________________
_______
Appointment recommended / not recommended: _________________________ Date:
___________________
Appointment approved: ___________________________ Date:

___________________
Station Manager: ________________________________________________ Date:
___________________
PROCEDURE FOR APPOINTMENT TO ACTING POSITION
Note: Acting is per seniority (Posts Levels must be considered).
Step 1: a. The request be directed by the immediate Manager and to
the Station Manager with clear recommendations in the prescribed
form attached hereto as SOP Form 1.
b. The period for acting should be clear.

c. The details of the employee to act should be identified (i.e.)
names, post level, designation, current salary notch)
Step 2: a. The Manager motivates further and direct request and approval
to Station Manager.
b. The Station Manager after his approval may instructs Programme
Manager to prepare appointment letter with clear conditions.
c. The employee need to accept appointment and take full
responsibility and functions of the post.
Step 3: a. The immediate Manager should certify that the employee who
acted has done the work and such records be placed in his/her
personal file.
b. The payment of acting allowance will be effect only where acting was
more than 20 days after receipt of certification by the Station
Manager or person in the prescribed form attached hereto as SOP
Form 2.

Ref: …………………………………………
Date:……………………….
Sir
REQUEST FOR APPOINTMENT INTO ACTING POSITION:
……………………………………………………………………………………………
A request is hereby submitted to appoint…………………………………….. as Acting
………………………………………. with effect from ……………….. to ……………………, whilst the
……………………………….. will be on vacation/sick leave or (specify)
………………………………………………..
Summary of duties and tasks to be performed:
1. ………………………………………………………………………………………
2. ………………………………………………………………………………………
3. ………………………………………………………………………………………
4. ………………………………………………………………………………………
5. ………………………………………………………………………………………
…………………………….. ………………………
NAME DATE
APPROVED/DISAPPROVED
…………………………….. ………………………
STATION MANAGER DATE
SOP FORM 1

CERTIFICATION OF DUTIES PERFORMED
I …........................................................... certify that the duties has been performed whilst I
was on vacation/sick/special leave by …………………………………………….. who was acting in my
position.
He/she was fully aware of the responsibilities of the post and was able to brief me.
Attached herewith is the attendance register. He/she can be remunerated an acting
allowance for the period he/she has acted.
Further comments: ……………………………………………………………………………
……………………………………………………………………………………………………………………………………………
………………………………………………………
Signature: ……………………………
………………………………………. ………………….. Print
Name: Date
Approved/Disapproved
……………………………….. …………………..
Station Manager Date
SOP FORM 2

PROCEDURE FOR ADVERT REQUISITION
Note:
STEP 1 : REQUEST FOR A QUOTATION
1. The Customer will make a request for a quotation.
2. Thereafter a quotation will be prepared with a reference number in accordance
to Mash FM advertisement rates
3. Then the Customer will be issued with a written quotation valid for 7 days
minimum and 14 days maximum
STEP 2 : PREPARING AN ADVERTISEMENT
1. The Customer after giving approval, in view of payment method shall be
required to pay 50% non-refundable deposit to enable the station to record the
advert.
2. The Customer will issue an official order form with an order number to Mash
FM and thereafter receipt of such form or written request.
3. Mash FM will issue a recorded advertisement to the Customer for proof
reading and if the Customer is satisfied an Advertisement Request Form must
be signed by the Customer.
STEP 3 : APPROVAL PROCESS
1. The Managers responsible for the advertisement must ensure that the Request
Form for the process is signed with the relevant information.
2. The Station Manager or a designated person will have the final authority to
approve all advertisement to be broadcast irrespective of the urgency of such
advert.
3. No advertisement broadcasting will take place without the said form and
approval of the Station Manager without following all the steps mentioned
above.
4. Failure to adhere to the procedure shall be a misconduct.
Political Parties:
All political parties should pay in advance, no credit may be allowed whatsoever the
conditions.
Other Clients:
Clients who did not sign any contract with Mash FM, must pay in advance.
Please note: No advert may be broadcasted without prior payment or advance payment,
clients must complete form SOP FORM3 and it must be fully completed.

SOP FORM 3
ADVERTISEMENT REQUEST FORM
SECTION A: CUSTOMER INFORMATION
Name
Contact numbers : Cel Tel email
Business Address
Address :
Responsible Person
ID Number
Signature Date
SECTION B: MANAGER MARKETING AND COMMUNICATION
Duration of the Advert
Quotation number
Type
Rate
Method of Payment Cash EFT Bank Deposit Order Other
Order number If other state
Cash deposit at 50% R
Signature Date
SECTION C : MANAGER TECHNICAL SUPPORT
Type
Customer Proof reading Date: Customer Signature:
Duration in minutes
Period for Placement of
Advert
Week Month
Live Broadcast/ Road Show
Signature Date
SECTION D: MANAGER PROGRAMMES (Note above Records)
Attach Studio Advertisement Schedule for Broadcast for all Presenters
Signature Date
SECTION E : STATION MANAGER APPROVAL( Check all above Records)
Invoice number
Signature

PROCEDURE FOR RESIGNATION
Note: In terms of Section 37 of the Basic Conditions of Employment Act No. 75 of
1997 as amended, a contract of employment terminable at the instance of a
party to the contract may be terminated only on notice of not less than –
a. One week, if the employee has been employed for six months of less;
b. Two weeks, if the employee has been employed for more than six months but not
more one year;
c. Four weeks, if the employee has been employed for one year or more
Step 1: a. The resigning employee informs immediate Station Manager in
writing.
b. Station Manager conduct an interview with the employee and
thereafter accepts or reject the resignation.
Step 2: a. Thereafter process resignation for recording.
b. The station Manager if rejected the resignation may delegate one of
management to conduct an Exit Interview with resigning
employee (see procedure of exit interview SOP Form 4).
c. After point (c) above the delegated Manager will then make his/her
comments and report to management meeting where the Station
Manager is the Chairperson.
Step 3: a. All the necessary forms are completed by the delegated Manager
b. The Station Manager must ensure that monies due to the
MASH FM are deducted from the employees accrued leave.
Step 4: a. Station Manager or delegated person must make sure that all Mash
property is collected from the employee.
b. All items collected be listed in the Asset register and the original be
placed in the personal file and inventory file at the Admin Office.
An employee who does not want to give notice may give a written consent for the employer
to deduct an amount for the notice not given from the employee’s remuneration.

PROCEDURE FOR APPLICATION OF LEAVE
Note: This chapter is intended to regulate leave arrangements but does not apply
to employees who work fewer than 24 hours a month. Very often it happens
that the employees come request forleave or claim to be on leave prior their
leave application has been approved by their relevant Station Manager
when in other instances, an employee would apply for annual leave in a
short notice.
SECTION A
1. GUIDELINES
The following guidelines/procedures applies when an employee intend to apply for annual
leave, sick leave, maternity leave, family responsibility leave and or special leave in terms
of the Basic Conditions of Employment Act, as amended.
In terms of section 20 of the Basic Conditions of Employment Act 1997 as amended, annual
leave cycle means the period of twelve (12) months’ employment with the same
immediately following:
a. An employee’s commencement of employment; or
b. The completion of that employee’s prior leave cycle.
2. CONSEQUENCES
• Results in an unnecessary shortage of staff.
• Planning for execution of daily tasks is negatively impacted.
• Poor responses to services delivery.
• Unhappiness to consumers/community is caused.
Purpose of leave application procedure.
To minimize as far as possible the challenges mentioned in above.
3. AUTHORIZE PERSON TO APPROVE LEAVE
1. An employee must pre-arrange his leave with immediate Manager or Station
Manager
2. He/she must complete leave form and the authorized person may
approve/disapproved.
3. The Station Manager must approve leave prior the applicant goes on such leave.

SECTION B
1. RECOMMENDATION FOR ANNUAL LEAVE APPLICATION OR ANY PLANNED
ABSENCE FROM WORK.
a. That an authorized person/Manager to approve leave communicates with the
Station Manager or Administrator that he/she is aware of the intended leave and
check whether employee has leave day in his/her credit.
b. That leave application be applied for at least two weeks in advance or that an
authorized person/Manager compiles employees leave schedule every beginning of
the quarter or month.
c. That the compiled schedule be communicated to the affected employees by the
authorized person/Manager.
d. That the Administrator further communicates the leave application procedure to
employees where there is no annual leave schedule.
2. UNPLANNED ABSENCE FRAME WORK
a. That the employee informs the Manager of his/her intended absence three days in
advance to enable the Managers to re-arrange his/her work programme.
3. EMERGENCY CASES
a. That Manager provide their subordinates with their contact numbers.
b. That in a case of an emergency employee phone or send a message (sms) 5hours to
his/her Manager that he/she is unable to come to work.

PROCEDURE FOR LAYING AN INCIDENT OF MISCONDUCT IN THE
WORKPLACE.
1. USE OF ALCOHOL REPORTING ON DUTY UNDER THE INFLUENCE ALCOHOL
OR INTOXICATIVE SUBSTANCES.
Step 1: The Manager of the employee or any employee who notices
that an employee is under the influence of alcohol/intoxicative substances
reports the incident immediately to Security or Station Manager.
Step 2: The Station Manager investigate the incident and where
possible, ensure that the Security on duty uses a breathalyzer test is
conducted on the employee or blood samples are taken from the employee
involved.
Step 3: The Security will file a report to the Station Manager who will then advise
HR as to whether disciplinary steps have to be taken or else the employee
concerned need to be returned to his place of residence and the payment
for that day be deducted from the employee’s remuneration.
2. ABSENT FROM WORK WITHOUT LEAVE/PERMISSION FROM THE
EMPLOYER
Step 1: The Manager to whom the employee directly reports
immediately and within 5 days reports the incident to the Station Manager.
Step 2: The Manager complete an Incident Report Form SOP Form 4.
Step 3: Station Manager or Delegated Manager try to establish the employee’s
whereabouts or the reasons for the employee’s absence.
Step 4: The Manager then make recommendations to the Station Manager
who will then ensue disciplinary steps need to be taken against the
employee.
3. INTIMIDATION, FIGHTING AND OR ASSAULT, THEFT
In case of the following
a. Intimidation, Fighting and or Assault,
b. Theft, unauthorized possession of, or malicious damage to the
employer’s property,
c. Any act of dishonest or gross negligence,
d. Insurbodination,
e. Any act of bribery or corruption by employee,
f. Sexual harassment etc.

Step 1: The Manager or any employee who notices the misconduct
immediately and within 5 days of the incident reports the misconduct to the
Station Manager.
Step 2: The Station Manager will thereafter constitute a Disciplinary Tribunal after
completion of Incident Report Form SOP Form 4.
Step 3: The Prosecution or Innitiator will Investigate the alleged incident of
misconduct and proceed with disciplinary hearing need to be taken against
the employee(s) involved.
step 4: all witnesses will be summoned to testify in the disciplinary hearing by the
Prosecutor, failure a final written warning will be issued without prejudice
by the Station Manager.
Should it happen that Manager or Employee with knowledge of such misconduct fails,
neglect or refuses to report such incidents, disciplinary action shall be taken against such
Manager/Employee for failing to report.
4.USE OF SOCIAL MEDIA FACEBOOK TWITTER OR LINKEDLN
1. No employee may use the name or logo of Mash FM without prior concern
or approval by the Station Manager
2. No employee of Mash FM may put the organization into disrepute on the
social media.
3. Statement on social media can spread worldwide very quickly, therefore no
staff shall post any defaming statement that will harm the name Mash FM.
4. Employees should adhere to honesty, decency and truthful presentation at
all times at work or anywhere as long as they are in the employment of
Mash FM.
5. Employees must always aim to comply with general principles of advertising
aim is consumer protection and fair play as prescribed in the ICASA
regulations as amended and the laws the govern the community
broadcaster.
6. All employees refusing to adhere to the provisions and fail to comply to
lawful instructions and put Mash FM into disrepute. Disciplinary action will
be taken against them.

MASH FM
INCIDENT REPORT ON MISCONDUCT
DATE:______________________
Name of Employee : _______________________Pay Number: _______________
Position Held : _______________________Date Employed: _____________
NATURE OF MISCONDUCT
Gross Insubordination
Theft
Alcohol or drug use
Gross dishonesty
Any act of bribery or corruption
Abscond
Late arrival/leaving early/extended intervals
Intimidation, fighting & assault
Malicious damage to Employer’s Property
Gross negligence
Wrongful disclosure of privileged information
Unauthorized possession of Employer’s Property
Disobey lawful order
Negligent/indolent in duties
Other
Briefly describe nature of misconduct (if incomplete, attach separate sheet)
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
___
Previous incidence(s)
Other incidences on record and attached proof
First Verbal/Written Warning
Second Verbal/Written Warning
Final Written Warning
______________________
_____________________
Signature of Employee Signature of Manager
SOP FORM 4

ACTION RECOMMENDED BY MANAGER
Departmental Enquiry
Disciplinary Enquiry
Suspension
Other ___________________________________________________________________
_______________________ ____________________
MANAGER DATE
CONFIRMATION OF ACTION RECOMMENDED: APPROVED/REJECT
_______________________ ____________________
STATION MANAGER DATE
FUNDINGS AND SANCTION OF DEPARTMENT ENQUIRY:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
_________________
DATE: ………………
Signature:…………………………………..
MANAGER

FINDINGS AND SANCTION OF DISCIPLINARY ENQUIRY (ATTACHED)
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
______
DATE:………………………
PRESIDING OFFICER :_____________________
PROSECUTOR :_____________________
UNION REP/EMPLOYEE :_____________________
STATION MANAGER/DELEGATE :_____________________

PROCEDURE FOR EXIT INTERVIEW
Note: All first exit interviews will be conducted by Manager and seconded by personnel in
the HR Division.
Step 1:Ask the following questions:-
i. What level of support did you receive from your direct Manager or
Manager?
ii. Do you feel recognized for your job achievements?
iii. Do you feel your job contributed to the MASH FM’s overall objectives?
iv. What did you like or dislike?
v. What could be improved?
vi. Would you recommend our MASH FM to friends as an organization to work
for?
Step 2:Inform the candidate that you would like to complete the form (Exit
Interview SOP Form 5) with him or her. Record all answers and your observation.
Step 3:The responsible person will analyse the exit interview and prepare quarterly reports
on the following:-
i. Uncovered trends
ii. Specific reasons of resignation
iii. Recommendations to management
iv. Prepares action plan

MASH FM EXIT INTERVIEW FORM
Exit Interview
Employee’s Name
Position
Show
Direct Report
Date Employed
Date Leaving
Why are you leaving the organization?
If you are leaving for a better position, why is the position better?
When you joined the MASH FM, were you properly welcomed, inducted and all the
necessary administrative paperwork carried out efficiently?
Were the MASH FM’s rules, regulations and your role description clearly explained?
Did the MASH FM give you the opportunity to achieve your individual role objectives?
Was your job description and responsibilities clear and easily understood?
Did you undergo any training while in the MASH FM? If yes, what was the training and
how valuable was this, i.e. did it enable you to do your job better and did you achieve your
ambitions?
Did you feel that management communicated well with employees and did you feel that
you could communicate with management?
SOP FORM 5

Do you feel the MASH FM made the best use of your abilities, knowledge ad experience
and your potential?
Where your performance appraisals and monthly objective reviews of value to you?
What do you think about Mash FM’s reputation and image?
How do you believe it can be improved?
If circumstances were to change, would you like to work for the MASH FM again?
Do you have any suggestion to make?
Exit interview conducted by:
Position:
Signature:
Date:
Signature of employee:

PROCEDURE FOR GRIEVANCE
Step 1: Immediate Manager
7. The lodging of grievance shall, in exceptional circumstances, take place
within 10 days from the time the employee first becomes aware of the
matter that gave rise to such grievance.
8. An aggrieved employee or group of employees must lodge with his
immediate superior, a grievance in writing on the prescribed form SOP Form
6 setting out the complaint and the desired result. Such an employee may,
if he so wishes be assisted by a shop steward, fellow employee or union
official. Should the grievance concern the conduct of the employee’s
immediate superior, the employee may proceed directly to Step Two,
provided that he submits the grievance on the prescribed form SOP Form 6.
9. The immediate superior shall endavour, in consultation with the affected
employee(s), to resolve the grievance within five days of the grievance
having been referred to him and shall inform the employee of the outcome
in writing.
Step 2: Manager
1. If a grievance has not been resolved to the satisfaction of the aggrieved
employee or group of employees, the immediate superior shall refer the matter
in writing within five days to the Manager for his nominee.
2. The Manager or his nominee shall arrange a meeting to consult and hold
discussions with the affected parties in an attempt to achieve a resolution. The
employee may be assisted by a fellow employee, shop steward or union official
at such a meeting and the immediate superior may also be required to attend.
3. The Manager or his nominee shall endeavour to resolve the grievance within
five days of the grievance being referred and shall inform the employee of the
outcome in writing.
Step 3: Station Manager
1. If the grievance has not been resolved to the satisfaction of the aggrieved
employee or group of employees, the Manager or his nominee shall refer it in
writing to the Station Manager or his nominee within five days. The Station

Manager or his nominee shall hold an enquiry into the grievance, attended by
the employee, his representative, if required, and any other person who, in the
opinion of the Municipal Manger or his nominee, should attend.
2. The Station Manager or his nominee shall hear details of the grievance,
including proposals to resolve the issue, and shall endeavour to reach a decision
within five days.
3. The Station Manager or his nominee shall inform the employee in writing of the
outcome of the hearing as envisaged in clause 2 above, and such decision shall
be final in terms of procedure.
4. If the grievance has not been resolved to satisfaction of the aggrieved party,
that party may refer the grievance to the Mash FM Board for adjudication in
writing attaching all the forms and outcome of the grievance.
Step 4: The Board Secretary
1. The Board will on receipt of the grievance constitute a Board Committee
2. The Board Committee will review all documents if not satisfied may summon all
responsible Managers to explain their findings. Thereafter the Board may
uphold the decision of the Station Manager. Or
3. Dismiss the grievance due unsubstantial evidence.

GRIEVANCE FORM
NAME OF SHOW:……………………………………………………………………………
PERSONAL DETAILS ………………………………………………………………
To be completed by employee/s (If more than one employee, attach separate sheet)
Name of employee
(print)
Employee no.:
Nature of grievance:
Desired solution
Signature of employee: DATE C C Y Y M M D D
STEP 1
To be completed by immediate superior within five working days of receipt of grievance
Name (print)
Date received:
Results of discussions with employee
Signature of immediate superior: DATE C C Y Y M M D D
Comments of employee:
CONFIRMATION OF RECEIPT OF GRIEVANCE
To be completed by immediate superior and handed to aggrieved employee
Name (Print):
Employee No.:
Name of immediate superior
Signature: DATE C C Y Y M M D D
STEP 2
SOP FORM 6

To completed by Manager or nominee within five working days of receipt
Name (Print)
Date Received:
Results of grievance investigation and decision of Manager of nominee:
Signature of head of
department nominee: DATE C C Y Y M M D D
Comments of employee:
Signature of shop steward or
union official
union official:
STEP 3
To be completed by Station Manager or nominee within five working days of receipt
Name (Print):
Date received:
Results of grievance investigation and decision of Station Manager or nominee:
Signature of Station Manager
or nominee DATE C C Y Y M M D D
Name of shop steward or
union official:
union official: DATE C C Y Y M M D D
Step 4
To be completed by Board Secretary or nominee within ten working days of receipt :
- the Board Committee must review all documents and summon all the responsible persons in all the steps to
testify
- thereafter the decision of the Board Committee is final
Name (Print):
Date received:
Results of grievance investigation and decision of Board Committee:
Signature of Board Secretary
DATE C C Y Y M M D D
Name of shop steward or
union official:
union official: DATE C C Y Y M M D D

PROCEDURE FOR REPORTING INJURIES ON DUTY
Note: All employees must wear safety clothing at all times and use PPE’S as
prescribed by the OHS Act.
Step 1: a. The worker inform the Manager verbally or by telephone about the
injury.
b. If any witness was aware of the accident he must also report to
the Manager.
c. The injured person must report exact date and place and time.
d. Was first aid given?
e. If injury is major or fatal, the assigned Occupational Health and
Safety Officer must be informed immediately and investigate the
inciden
f. The incident must be reported at the same day or within 24
hours.
g. The Manager as well as the injured person must report it at the
assigned Officer office before taking the injured person to the
Doctor.
h. The injured person must describe what task he was performing.
Step 2: a. The assigned Officer reports the injury telephonically
and receives a Claim No.
b. The injured person receive the complete form SOP Form 7 (W.CL.2)
as well as ID Copy which he must take with him to the Medical
Centre.
c. The Manager must support and accompany the injured person to the
Doctor.
d. The doctor will fill in a First Medical report and send it to the
Employer.
e. The Assigned Officer sends the W.CL.2 form as well as
the First Medical Report to the Commissioner through the
Department of Labour.
Step 3: a. The Assigned Officer will inform the employee of his
Second and/or Final Medical visit to the Doctor.
b. If it appears that the employee experience any discomfort cause
by the injury he must inform the responsible person and they will
after the visit send a Progress Report to the Employer.

EMPLOYER’S REPORT OF AN ACCIDENT
COMPENSATION FOR OCCUPATIONAL INJURIES AND DISEASES ACT, 1993
Section 6(A)(b) – Annexure 13
Instructions:
Complete the form in block letters and mark appropriate areas (X)
DECLARATION BY EMPLOYER OR AUTHORISED PERSON
I hereby declare that the particulars, shown in items 1 to 62 of this report, of an alleged injury on duty, are to the best of my knowledge and belief true and
accurate.
Signed on this ……………….day of ………………. year ………………… → Signature…………………………………………….
EMPLOYER
1. Registered name with the Compensation Commissioner ……………………………………………………………………………
2. Registration number of this business with the Compensation Commissioner
3. Contact person………………………………………………………………
4. Street address ………………………………………………………………………. 5. Postal code………………………….
6. Postal address …………………………………… 7. Postal code ……………….. 8. Tel no. (…….) …………....................
9.1 Fax no (…..)……………………………………...10. Situation of business/farm: …………………………………........................
9.2 E-mail address ……………………………………………………………….
11. Nature of business, trade or industry ………………………………………………………………………………...........................
EMPLOYEE (CERTIFIED COPY OF IDENTITY DOCUMENT TO BE ATTACHED)
12. Is the injured person a
13. Surname …………………………………….. 14. First names ……………………………………………………....................
15. ID No. ………………………………………. 16. Date of birth……./……../…….. 17. Sex:
18. Marital state 19. Citizen of …………………………………………………….........................
20. Personnel No………………………………… 21. Occupation …………………………………………………….....................
22. Street address …………………………………………………………. 23. Postal code: ………………………....................
24. Postal code: ………………………… ………………………………… 25. Postal code: ………………………....................
26. Tel. No. (……..) ……………………………………………………………….
27. Period in your employ (years/months) ………./……….. 28. Expected period of disablement (days)
ACCIDENT
29. Date of accident …………./………/…………… 30. Time…………………………...................
31. Place of accident …………………………………………………… 32.1 District…………………………………..
32.2 Province……………………………………………………………...
33. Date employee reported accident………../…………/………. 34. Time …………………………………….
35. What task was the employee performing at the time of the accident? …………………………………………….....................
36. Period of experience in the task performed (years/months)………/……….
37. What was the employee’s action at the time of the accident in connection with your trade or business?
(If “no” state reason or reverse side Part A Page 3)
38. Short description of how the accident occurred. (ALSO mark the applicable items on the reverse side of Part A Page 3
and use same for a full description). …………………………………………………………………………………………………..
……………………………………………………………………………………………………………………………………………..
(Refer to the machine/process involved (P3), whether the injured person fell or was struck and all the contribution to the accident)
39. Was the accident a traffic accident on a public road?
Male Female
Working director Working member of a cc Owner of Partner in the business?
Marrie
d
Single
Yes No
Yes No
W.CI.2
PART A PAGE 1
(For official use only)
Claim No:…………………………
SOP FORM 7

40. Nature of injure sustained (e.g. index finger or right hand crushed………………………………………………………………..
Mark any of the following when applicable:
41. Are you satisfied that the employee was injured in the manner alleged by him/her?
(If “no” state reason on reverse side of Part A Page 3)
……………………………………………………………………………………………………………………………………………..
PART A PAGE 2 MUST ALSO BE COMPLETED
(COMPULSORY TO COMPLETE) PART A PAGE 2
Employer: ……………………………………………………………………………. Date of accident:……………………………………
Employee: …………………………………………………………………………… Employee’s ID No: …………………………………
FURTHER PARTICULARS OF EMPLOYEE
42. Earnings of employee at the time of accident:
Attached copy of payslip as at time of accident R/Week R/Month
Gross cash earnings: (Including average payments for overtime and or commission of
a constant character)…………………………………………………
Allowance of a recurrent nature: ……………………………………………………..
a. Bonuses (i.e. 13th
cheque)………………………………………………………
b. Other allowances (specify nature)………………………………………………..
Cash value of:
Free food ………………………………………………………………………………..
Free quarters……………………………………………………………………………
Other payment in kind (specify nature)………………………………………………
……………………..
……………………..
……………………..
……………………..
……………………..
……………………..
……………………..
……………………….......
……………………….......
……………………….......
………………………......
………………………......
………………………......
………………………......
43. In terms of section 47 of the Act an employer is obliged to pay an employee full compensation for the first three months of absence.
44. Are you prepared to make further compensation payments after the first three months from the date of the accident?
45. If you have already paid cash (earning to the employee, state the total amount R…………………………………………………………………..
46. For what period were such payments made? From…………../………………….. To …………………/…………………./…………………………
47. Number of days per week worked by the employee……………………………………………………………………………………………………...
48. Date on which the employee ceased work due to the accident……………/……………/…………….. 49. Time ………………………………….
50. Did the employee complete his shift on the day that he ceased work?
51. Date on which the employee resumed work ………………/……………./…………….. 52. Time:…………………………
(If the employee will be off duty for an extended period, an interim Resumption Report (W.C.I. 6) must be submitted monthly).
53. If the employee was killed in the accident, state name and address of dependant of the employee ………………………………………………
FURTHER PARTICULARS
54. Should the employee have any physical defect, have suffered from any serious disease prior to the accident or has
previous received compensation for permanent disablement, give full particulars………………………………………………..
55. Was first aid given in this case?
56. State the name of the medical practitioner/chiropractor who treated the employee………………………………………………
57. If the employee received treatment at a hospital, state name of hospital…………………………………………………………..
58. Was the accident caused by the employee’s: a) Deliberate non-compliance with directions?
b) Reckless disregard of the terms of any law or statutory regulation designed to ensure the safety or health of
employees or the prevention of accidents?
Killed Amputation Unconsciousness
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
W.CI.2
PART A PAGE 2

c) Action while under the influence of liquor or drugs?
(NB: If any reply is in the affirmative, the employee must furnish an explanatory statement which must then be attached
hereto together with comments thereon.)
59. Name and address of anybody: a) Who witnessed the accident…………………………………………………………………….
b) Who was aware of the accident at the time ……………………………………………………………………………………......
60. How many other employees were injured in the same accident? …………………………………………………………………..
61. If the accident was investigated by the SA Police Service, state name of Police Station and docket number applicable
..…………………………………………………………………………………………………………………………………………..
62. If motor vehicles were involved, furnish registration number/s …………………………………………………………………….
ANY ADDITIONAL DETAILS CAN BE SUPPLIED ON PART A PAGE 3
Employer: ……………………………………………………………………………. Date of accident:……………………………………
Employee: …………………………………………………………………………… Employee’s ID No: …………………………………
38. Continuation of point 38 on the previous page. Contributing factors/causes applicable. (Mark the applicable item/s at A and B).
A) B)
Defective plant Railway Explosions
Defective machine Building work Rotating machine
Unfavourable conditions of work Electricity Press/Rollers
Fault of employer Chemicals Woodworking machine
Fault of injured employee Poisoning Lifting machine
Fault of Manager Burns Hand tools
Other machinery (Specify)…………………………………………………………………………………………………………………………………..
Any other contributing factors, not mentioned above (specify): ………………………………………………………………………………………
The rest of this page may be used for any additional details or comments regarding the accident.
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W.CI.2
PART A PAGE 3

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-------------------------
PROCEDURE TO ENSURE A SAFE WORKING ENVIRONMET
Health, Safety and Environment Rules
Basic (Critical Few) SHE rules, Safe, Efficient Work
All employees must perform their assigned duties in as safe and efficient manner as
possible.
All employees must follow the safe work rules listed below as well as other rules and
instructions applicable to their particular job.
Step 1: a. Employees must come to work physically fir and alert as he/she
Understanding the hazard and risks associated with a person under
the influence of alcohol or other drugs that numbs the sense and
slows reaction time.
b. All employees must ensure that all equipment are functional and
ready after completing a prescribed checklists before commencing
for their job, in proper manner.
c. All employees must follow the instructions given by his/her Manager
or inform him of the reason if it is not possible to perform their
duties.
d. Before attempting something new or different he/she must discuss it
with his/her Manager to avoid causing an incident.
e. All employees must maintain the tools that he/she use in a safe
condition and turn in defective tool to his/her Manager.
f. Any employee who have to climb, must ensure that the ladder
he/she uses is not broken and has (non-slip) safety feet. Metal
ladders are not to be used when working on electricity due to the
very high risk of electrocution.
g. No employee should work at heights of over 2 meters without using
a safety belt/harness unless guard rails are in place to prevent them
from falling.
h. No employee should clean up or perform any work on, or close to
unguarded machinery until they have properly locked the electrical
switches or know that their Manager has done so.
i. No employee should step onto or stopped on electrical cables and
machine or attempt to work in any place where they could be injured
if the machinery started up. All employees must first make sure that
the machinery is locked-out.

j. No employee should attempt to operate any vehicle or other
machinery that they have not been trained for or been authorized to
operate by their Manager.
k. All employees must only operate their signed
equipment/vehicle/machinery when they know that it is properly
guarded and all safety devices, such as brakes, are in good working
order. All employees must report any defects to their Manager
immediately.
l. All employees must not run or hurry down stairs or jump off a
high place knowing that there is high injury risk.
m. No employee should engage in testing, jostling, mock sparring
or throwing objects, even playful as such actions could lead to injury
to themselves or others or damage to property.
n. All employees must keep their work area reasonably clean and
orderly and immediately clean up any spills or tripping hazards.
o. All employees must report any unsafe condition or practice that
they notice to their Manager for correction.
p. All employees must report to their Manager any injury or
incident that could have resulted in injury or equipment damage.
q. All employees must place waste in the waste receptacles
provided for it.
r. All employees must report any pollution or spillage to their
Manager including leaking water taps.
Step 2: Safety Procedure
a. All visitors or guests must be informed of standard safety procedure by
the presenter concern.
b. Evacuation plan should be adhered to by all guests or visitors in case of
emergency or should it be deemed necessary.
c. No visitor should enter the studio without acknowledgement of all safety
procedure.
d. All security officers must ensure that they minimize risks by keeping
records of all persons entering the premises, who are under the
influence of alcohol, drugs and or intoxication. All persons entering
premises must sign an indemnity declaration form held at the security
gate.

SOP FORM 8
MASH FM CHECKLIST FORM: STUDIO
TIME IN:……………………………………………
DATE:………………………………………………
PRESENTER NAME:…………………………………………………………………………………………….
PROGRAMME/SHOW:……………………………………………………………………………….
PLEASE TICK /CROSS OR DELETE WHAT IS NOT NECESSARY
Signed in Attendance Register
Announcement/Notices
Advert Schedule
Call Register
Lost and Found
SAMRO Forms or Playlist (List all music on the form)
Check all studio equipment YES/NO
Reported any abnormalities YES/NO (if yes complete equipment checklist forms and report to Technical Manager)
Script Done YES/NO
News and Updates
Weather updates YES/NO
Sports updates YES/NO
Breaking News YES/NO
Received calls ………………
Visitors
Visitors Forms completed YES/NO
All forms checked and signed by me YES/NO
Signed out attendance register
Other (state)
Please note all reported matters of child lost, details must be attached to this form together with your script.
Signature:……………………………………………..
Time Out:……………………………….
Received by Administration Office

Signature:………………………………………… Date:…………………………………….
POST – ABSENTEEISM INTERVIEW PROCEDURE
1. Applicability
This procedure applies to all employees, on all levels.
2. Definition
Absenteeism, as defined for this policy, is absence from the workplace without
leave of absence. This specific policy is designed to investigate the unauthorized
absence form the workplace and excludes any pre-authorized absence e.g.
authorized annual leave.
3. Rationale
The organization is committed to stamping out unauthorized absenteeism by
ensuring all incidences are investigated and actioned timeously, where appropriate.
Managers are to make sure all incidences of unauthorized absence are followed by
a documentation which is completed and submitted to the Administration or
Station Manager within 48 hours of the employee’s return to the workplace.
Interview records form SOP Form 9, will be place in the employee’s personal file
and may be used as evidence should further action be contemplated by the MASH
FM.
4. Procedure
All Managers who have direct reports should ensure the following procedure is
adhered to at all times.
Step 1: When an absent employee returns to work, he/she must:
- Undergo a post-absenteeism interview within 48 hours of their
return to work.
Step 2: The interview should cover the following aspects:-
- The duration of the employee’s absence
- The reason for the absence
- The reason for not obtaining authorization prior to the absence.

- Has documentation been provided by the employee to support the
reason for their absence (e.g. sick note)?, any supporting
documentation should be attached to the interview form, along with
the requisite leave form.
Step 3: The interviewing Manager and the employee should sign the post-absence
interview form SOP Form 10.
Step 4: The Manager must assess the reason for absence and determine the
appropriate leave category that must be used to account for the absence
e.g. sick leave, annual leave, unpaid leave, family responsibility leave etc.
The Station Manager or Admin is available to assist with such assessments.
Step 5: The employee should complete a leave application form for the duration of
the absence and indicate the reason as determine in step 4 above. The
Manager must sign the application.
Step 6: The leave form, the post-absence interview form and any supporting
documentation must be submitted to Station Manager or Admin within 48
hours of the employee’s return to work.
Step 7: Should the problem persist, then the Manager must complete SOP Form 10
and SOP Form 11 to embark on an improvement plan or Board session and
the original forms be places in his personal file for records purposes.
Step 8: Failure to complete the forms mentioned above, then an Incident Report
SOP Form 4 be complete for misconduct by the person interviewing the
employee. Possible charges breach of contract of employment and or
insurbodination or for misconduct.

POST-ABSENCE INTERVIEW FORM
Employee Name: _________________________________________________
Show : _______________________________________________
Date of Interview: ________________________________________________
Interviewing Manager’s name: _____________________________
1. Date of absence _______________________ to ______________________
(State the dates that the employee was absent)
2. Number of days absent _________________________ days
(Only include the number of working days absent)
3. Stated reason for absence (provide sufficient detailed):
________________________________________________________
________________________________________________________
________________________________________________________
4. Stated reason for failing to obtain pre-authorization for the absence:
________________________________________________________
________________________________________________________
________________________________________________________
5. Documentation provided? Yes/No - Description
________________________________________________________
________________________________________________________
6. Assessed category of leave:
________________________________________________________
________________________________________________________
Signed:
__________________ _______________
Manager Employee
SOP FORM 9

POST ABSENCE/RETURN TO WORK INTERVIEW FORM
Employee name: __________________________________________
Incident start date: ____________________ Date of return:
____________________
Total no. of days absent in current cycle: ____________
Reason for absence:
__________________________________________________________________________
_
Was this due to an injury on duty?
Yes No (If yes when and is the IOD reported Date: ………………….)
Did you receive a medical certificate?
Yes No (If yes attach original)
Are you prepared to disclose the diagnosis?
Yes No (If yes, what? ………………………………………………..)
Can you resume normal duties?
Yes No
If no, when will you be able to resume?
Does the person have to go for additional treatment?
Yes If yes when?.....................................................................................
No
Was medication prescribed that might have an influence on productivity or safety of the
person?
Yes No
If yes, what measures need to be taken to ensure the safety of the employees and others?
…………………………………………………………………………………………………..
Manager’s comments: …………………………………………………………………………………………………..
Does this employee need to be counseled in terms of the company’s procedure?
Yes No
SOP FORM 10

If yes, start counseling process
Manager’s signature: _____________________ Employee’s signature: ______________
ATTENDANCE IMPROVEMENT PLAN
Name of employee: ________________________________________
Dept: _______________________________
Section A: First formal counseling session
Date: __________________
Time: __________________
Present:
1. Has an absenteeism report been compiled for the employee?
__________________________________________________________________________
_
2. Is the employee aware of the company’s rules with regard to absence from work?
__________________________________________________________________________
_
3. Summarise problem areas:
__________________________________________________________________________
__________________________________________________________________________
__
4. Record the employee’s response:
__________________________________________________________________________
__________________________________________________________________________
__
5. Discuss corrective measures with the employee. Try reach agreement. Failing agreement,
the Manager may decide on appropriate measures.
6. Record the measures agreed/decided on:
leave
medical examination
treatment/rehabilitation
other
Briefly record details of measures:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
___
SOP FORM 11

7. Follow-up date for next session:
__________________________________________________________________________
_
_______________________
Signed Manager
________________________ ________________________
Representative Employee
Section B: Formal counseling session – review of progress
Date: _____________________
Time: ____________________
Present:
1. Has the employee’s attendance shown an acceptable level of improvement?
__________________________________________________________________________
_
2. If the employee has not improved satisfactorily, raise, discuss and record the remaining
problem areas:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
___
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
___
4. Discuss corrective measures with the employee. Try to reach agreement. Failing
agreement, the Manager may decide on appropriate measures.
leave
medical examination
other
6. Briefly record details of measurers:
__________________________________________________________________________
__________________________________________________________________________
0

__________________________________________________________________________
___
7. Inform the employee that failure and sustain improvement may result in dismissal.
Follow-up date for next session: ________________________________________________
___________________________ ___________________________
Signed Manager Employee
___________________________
Representative
Section C: Third formal counseling process – review of progress
Date: _________________
Time: ________________
Present:
1. Has the employee’s attendance shown an acceptance level of improvement?
__________________________________________________________________________
_
2. If the employee has not improved satisfactory, raise, discuss and record the remaining
problem areas:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
___
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
___
4. Discuss corrective measures with the employee. Try to reach agreement. Failing
agreement, the Manager may decide on appropriate measures.
5. Record the measures agreed/decided on:
leave
medical examination
other

6. Briefly record details of measures:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
___
7. Inform the employee that a failure to improve and sustain improvement will lead to an
incapacity hearing and may result in dismissal.
_______________________
Signed Manager
_______________________
Employee
_______________________
Representative
FORM A
Confirmation of improvement in attendance
Name of employee: ________________________________________
Dept: ________________________________
Re: Improved levels of attendance
Further to our recent discussions concerning your level of absenteeism, I take pleasure in
informing you that your level of attendance has shown satisfactory improvement.
Should you at any stage require further assistance to sustain this improvement, please
inform me without delay.
I must inform you, however, that if the improvement is not sustained over the next six
months, the next step in the counseling process will apply.
Yours sincerely
_________________________
Received by the employee on: _____________________

Acknowledge of receipt
___________________________
<Signed>
FORM B
Warning: Absenteeism
Name of employee: ____________________________________
Dept: ________________________________
Re: Warning
I refer to the counseling session conducted on ______________ and hereby confirm you
have been informed that your attendance has not shown satisfactory improvement.
You are hereby informed that continued failure to improve your attendance may result in
the termination of your services.
Yours sincerely
_________________________
Received by the employee on: ______________________

_________________________
<Signed>
FORM C
Name of employee: ________________________________________
Dept: ________________________________
Re: Absenteeism
I refer to our meeting on _________________________ regarding your continued
absenteeism and confirm you have been informed that insufficient progress has been
made with regard to your attendance.
You are hereby informed that unless your attendance shows as satisfactory and sustained
improvement within the next _________________ months, an incapacity hearing will be
held, which may result in your dismissal.
Yours sincerely
_________________________
Received by the employee on: ______________________

_________________________
<Signed>

2016 MASH FM SOP MANUAL NEW

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