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Logbook

Note: Make sure you complete the latest Logbook available on the DHET Website. Ensure your Portfolio of Evidence aligns with your placement period, as delays may affect the availability of signatures and supporting documents for your diploma application.

Requirements

Where can the logbook be collected?

If you have not received your Logbook or misplaced it from the College, you can download the logbook off the official DHET website

Is it necessary to consult the WIL department for the logbook, even if they did not arrange the placement?

For the most accurate and up-to-date information, students are advised to refer to the latest DHET guidelines or consult directly with their Campus Programme Head. The Work Integrated Learning (WIL) Department is available to assist students who have already been placed and are currently completing their 18-month workplace experience.

What are the steps to properly complete a logbook?

The following documents must be handed to the Exam Officer of the campus:

  • Completed Diploma Application form
  • Completed Logbook
  • Certified copy of ID- not older than 3 months
  • Certified copies of N4, N5 and N6 certificates, as well as N4,N5 & N6 statement of results – not older than 3 months
  • Original signed letter from employer showing evidence of work experience as per logbook.
  • Letter from employer needs to include dates of work experience as well as job descriptions matching their logbooks
  • Attach relevant documents such as attendance registers, timesheets, project reports, or photographs (if applicable).
  • Examination Officer will attach the student’s academic record to the documents. An appointment need to be made by the student to speak to the Programme Manager regarding the logbook before the application is sent to Campus Manager.
  • Application will be sent to Campus Manager and Deputy Principal: Academic Services to verify.
  • Once verified, the application will be couriered to DHET for processing.
  • If the application is successful, the DHET will be send the National Diploma to the Examinations Officer for distribution.
  • If application is unsuccessful, the DHET will communicate with the Examinations Officer. The Examinations Officer will report to student.

TIPS FOR SUCCESS:

  • Ensure signatures are authentic and include the supervisor’s full name, designation, and contact information.
  • Check for missing sections, incomplete information, or errors.
  • Ensure all dates, signatures, and evidence are correctly recorded.
  • Keep the logbook clean, legible, and well-organized to make it easy for evaluators to review.
  • Adhere to submission deadlines and follow any specific submission procedures set by the institution or DHET.
  • Make a copy (physical or digital) of the completed logbook for your records before submission.”

What criteria can result in the immediate disqualification of a logbook submission?

  • Incomplete logbook and insufficient experience: Missing sections or unclear activity descriptions.
  • Missing or invalid signatures: Unauthorized, missing, or forged signatures.
  • Lack of supporting evidence: Missing proof of work experience or required documents.
  • Incorrect format: Using an outdated or incorrect logbook template.
  • Non-Compliance with WIL Guidelines: Activities not meeting WIL standards or incorrect workplace placement.
  • Unauthorized confidential information: Including sensitive company data without permission.
  • False information: Any signs of falsified or misleading details.
  • Late submission: Submitted after the deadline without valid reasons.
  • Poor documentation: Illegible, unclear, or disorganized content.
  • Insufficient work hours: Not meeting or proving enough proof of the required practical work hours.

What if I need support communicating with my employer regarding my logbook?

Please contact the WIL department if you have been placed by the WIL Department on: wil@falsebay.org.za. A representative will get in contact with you to determine your support requirements. If you are employed or have found self placement, please contact the Campus Programme Head for support.

Diploma information workshops

All campuses conduct diploma information workshops for their exit-level students each semester. These workshops provide valuable insights into diploma requirements, career pathways, and further study opportunities. To attend, please contact your campus directly to RSVP and confirm the available dates.

Download

Is there a format available for a Business Management letter?

Click here to download the Diploma Letter Employer Guidelines

Evidence

What type of evidence can be submitted if confidential documents cannot be provided?

Redacted Documents:
Submit the required documents with sensitive information (e.g., client names, financial data) blacked out, while keeping relevant details visible.

Signed Confirmation Letters:
Obtain an official letter from your employer on company letterhead, confirming your role, responsibilities, and work duration. Ensure it’s signed and stamped by an authorized person.

Workplace Reports:
Provide general project reports or summaries that describe your tasks and contributions without disclosing confidential information.

Performance Appraisals:
Submit copies of performance reviews or evaluation reports from your supervisor, if available.

Timesheets or Attendance Records:
Include records that verify your work hours without revealing sensitive operational details.

Photographic Evidence:
If applicable, submit photos of non-confidential work environments, equipment, or projects you’ve been involved in (ensure no sensitive information is visible).

Task Lists or Activity Logs:
Provide detailed logs of daily or weekly activities that showcase the skills and knowledge applied during your work experience.

Affidavits:
In cases where formal documents are not possible, a sworn affidavit detailing your work experience may be accepted, signed by both you and a supervisor or a commissioner of oaths.

Always confirm with the WIL department or institution for specific guidelines on acceptable evidence.

Is supporting evidence required if an individual has been employed at the same company for over five years?

A Portfolio of Evidence must be compiled for each Diploma Application.

What qualifies as supporting evidence?

Supporting evidence refers to materials that validate and demonstrate the learning and achievements recorded in the logbook. This may include work samples, assessments, reports, certificates, photos, or testimonials, depending on the qualification. If unsure, refer to your syllabus or seek guidance from your campus.

Who is authorized to sign the supporting evidence?

The supporting evidence can be signed by your supervisor or project manager for projects completed within the 18-month period. If multiple supervisors oversee different core functions of your development, each may sign relevant portions of the evidence and logbook.

How should a form be completed when submitting supporting evidence in form format?

Evidence collect must be labeld with the corresponding evidence code obtain from the logbook.

Submission

How can an appointment be booked for logbook sign-off and submission?

To book an appointment for logbook sign-off and submission, contact the campus where you completed your qualification to schedule a Diploma Application meeting. The relevant program head will then reach out to you based on your qualification.

Can a diploma application be submitted via email?

No, each application submitted must be verified and stamped by the College, as per the DHET submission requirements.

Is it possible to submit a diploma application directly to DHET?

No, each application submitted must be verified and stamped by the College, as per the DHET submission requirements.

Is there a time limit for submitting a logbook after completing studies?

While there is no set time limit for submitting a logbook after completing your studies, it is recommended to submit it within 3-6 months of finishing your 18-month work placement. Delays may make it challenging if your supervisor resigns or forgets your contributions.

Processing and Outcomes

How long after submitting the logbook will the diploma be issued?

After submitting the logbook, the diploma may take 3 to 6 months to be issued, as indicated by the DHET. However, the process may take longer, and the college cannot speed up the timeline, as the department oversees 50 TVET colleges across South Africa.

Where can I collect my diploma?

At the college where you applied for the diploma. All printed diplomas are sent to the college where applications are made. Enquiry regarding status of the application.

How will I know if my application has been received by the DHET?

Your college will enquire on your behalf at the DHET. All applicants must enquire at the college with regard to the status of their application i.e. determined whether it was successful or declined. Alternatively, you can register on the E-Services Portal to track and inquire about your application status, https://www.eservices.gov.za/tonkana/category/education.xhtml *Note: Please allow 3-6 months before enquiring.

What must I do if the application has been declined?

A letter declining your application will be sent with the original application back to the college. The letter will guide you to the course of action you need to take to qualify for the diploma. You can request assistance from your college/student support services.?

How much does it cost?

Currently, there is no cost to issuing the National N diploma. However, should the diploma get lost/damaged or destroyed a replacement required an amount of R70.00.

Student Support

What is the age limit for diploma applications?

“There is no specific age limit for diploma applications set by the Department of Higher Education and Training (DHET). As long as the applicant meets the academic and practical work requirements—such as completing N4–N6 certificates and the necessary Work Integrated Learning (WIL) experience—they are eligible to apply, regardless of age.
However, it’s always recommended to confirm with the specific institution, as some may have administrative timelines or additional requirements.

False Bay TVET College Campus Contact Details?

Muizenberg: 0217888373 • Mitchell’s Plain: 0213910717 • Fish Hoek: 021 784 4300 /0217820144 • Khayelitsha: 0213613430/ 3605000 • Westlake: 0217011340/0217006400

Why might one student’s logbook differ from another’s?

A student’s logbook for a National N Diploma may differ due to varying qualification requirements, presentation styles, content focus, and individual experiences. Differences in the required skills, work experiences, and reflection formats can all contribute to logbook variation.

Re-issuing of National N Diploma

If you lose or damage your original National N Diploma, you must apply for a replacement at the college where you studied. Submit an application along with a detailed affidavit explaining what happened to the original document. Alternatively, you can register on the E-Services Portal to track and inquire about your application status, https://www.eservices.gov.za/tonkana/category/education.xhtml