Civilian Secretariat for Police Service Act, 2011 (Act No. 2 of 2011)RegulationsCivilian Secretariat for Police Service Regulations, 2016Chapter 3 : Reports12. Quarterly Reports of Provincial Secretariats |
| (1) | After the end of each quarter, a head of a provincial secretariat must compile and submit a written report contemplated in section 22 of the Act to the Secretary on the provincial secretariat’s activities, including delivery on its aligned plans and operations, customised indicators, integration of its strategies and systems with that of the Civilian Secretariat and such duties and functions as may have been delegated or assigned in writing to the head of a provincial secretariat. |
| (2) | The date of submission of provincial reports must coincide with the dates on which provincial secretariats are required to submit their quarterly reports to the respective Provincial Treasuries or soon thereafter as may be determined by the Secretary. |
| (3) | A head of the provincial secretariat must also provide reports to the Secretary regarding matters relating to the carrying out of any function as may be agreed to in the Senior Management Forum. |
| (4) | A head of a provincial secretariat may, from time to time, make such other reports to the Secretary as it considers appropriate for the attention of the Secretary relating to specific matters which have been raised by the Minister, Parliament or any another institution. |
| (5) | The reports contemplated in sub-regulation (3) and (4) must contain such advice and recommendations as a head of provincial secretariat deems appropriate for the purpose of carrying out its function under these regulations and must include— |
| (a) | an assessment of the performance of the police in the province; |
| (b) | a report on the achievements on the targets contained in its annual performance plans aligned to the plans and operations of the Civilian Secretariat; |
| (c) | recommendations made on policing priorities in the province; and |
| (d) | any other matter contemplated in section 17 of the Act. |
| (6) | When the Secretary receives any report under this regulation, the Secretary must— |
| (a) | in the case of quarterly reports under sub-regulation (1), and |
| (b) | in the case of any other report, if and to the extent that the Secretary considers it appropriate to do so, table through the Minister, a copy of the consolidated report with the Portfolio Committee on Police and submit a copy of the report to each MEC. |
| (7) | The Secretary may, with the prior approval of the Minister and MEC, forward a copy of the quarterly report under sub-paragraph (1) to the relevant Provincial Commissioner and the National Commissioner for comments or inputs. |
| (8) | The reports contemplated in this regulation may be submitted to the Civilian Secretariat by fax or electronic mail, post or hand-delivery within one month of the end of each quarter. |
| (9) | The Civilian Secretariat must, in writing, acknowledge receipt of the quarterly report from a provincial secretariat within ten days of receipt thereof. |
| (10) | Proof of the submission of the written report by fax, electronic mail, post or hand-delivery must be retained by the person who submitted such report to the Secretary. |
| (11) | Where the Secretary requires any clarification on the quarterly report of a provincial secretariat, such clarification must be submitted in electronic format within ten days of receipt of such request. |