vaal university of technology residence …€¦ · this policy and procedures apply to all...
TRANSCRIPT
1 | P a g e
VAAL UNIVERSITY OF TECHNOLOGY
RESIDENCE ADMINISTRATION POLICY & PROCEDURES
RECOMMENDED FOR APPROVAL BY SAC ON : 10 JULY 2013
APPROVED BY COUNCIL : 20 SEPTEMBER 2013
2 | P a g e
1. PREABMLE
The purpose of this policy is to provide for the regulation of admissions, allocation of students in the
University residences, regulation of student life activities in the residence and discipline. The latter aspect
shall also be conducted in terms of the VUT Student Code of Conduct. Whereas residences are a critical
part in higher education as they facilitate access and provide support to students, shortage of
accommodation at universities is a universal phenomenon. It is, therefore, essential that this policy
provides a frame work for admissions and allocation to residences to ensure that available spaces are
allocated in a reasonable and equitable manner.
Living in residence provides students with opportunities for personal growth, development and social
connections. It is, therefore, important that an environment that is conducive for living and learning must
be created and strengthened.
The policy also identifies key issues with regard to the rights and responsibilities of students living in
residences taking into account the main purpose of being in a residence, i.e. living and learning. Other
issues identified in the policy are academic support, safety and security and promotion of a clean and
habitable environment.
2. APPLICABILITY OF THE POLICY AND PROCEDURES
This policy and procedures apply to all students who may seek accommodation in residences of the Vaal
University of Technology. It also takes into cognizance the fact that the University may procure privately
owned accredited accommodation for purposes of use as residence for students.
3. PROCEDURE FOR APPLICATION FOR ADMISSION
3.1 A prospective student or a registered student, who is desirous of being accommodated at the
VUT residences in the following year, must apply for admission on the prescribed form. The
application must reach the University on or before the 15th of May of the preceding semester (in
the case of students applying to be admitted in the residence in the second semester) and on or
3 | P a g e
before the 30th of August of the year preceding his/her intended year of study and students
applying for admission to residence in the first semester. Applications for admission to the
residence will be considered annually. Students who live in the University residence are required
to apply for re-admission for the following year.
3.2 Application for admission to the residence is only open to students who are seeking admission
to the University to be registered as fulltime and part time students and are eligible to be
registered as such.
3.3 Upon receipt of the application, a date stamp shall be affixed thereon to indicate the date of its
receipt.
4. ADMISSION
4.1 The available accommodation is not sufficient to accommodate all students who are desirous of
living in the University residence. A student who is admitted to an academic programme is not
necessarily guaranteed a place in the University residences.
4.1.1 Year of study: In considering applications for admission new first year contact students
will be given priority. Universities are required by the Department of Higher Education
and Training (DHET) to develop strategies to increase percentage of residence places
available for first year students to at least 20% of total residence capacity by 2018.
Residence Administration will determine quotas for rooms for 1st year students annually
to help the VUT to comply with this directive.
4.1.2 Distance: Applicants who come from places that are at least 100km away from the
University will also be given priority. The living conditions of a student who lives closer
to the University may be taken into account in prioritising him/her for admission. In this
regard, documentary proof of such conditions shall be presented by the student applying
for admission to the residence. Residence Management may seek guidance from
Student Counselling in assessing such applications.
4.1.3 Disciplinary record: In considering applications for admission to the residence the
University shall take into account the disciplinary record of the applicant.
4 | P a g e
4.1.4 Academic performance: In line with the University’s vision of academic excellence,
academic performance shall be considered in the evaluation of every application for
residence. It shall be considered in the case of students seeking re-admission and
registered students not residing at the University residence who wish to move into the
University residence. In considering applications for admission to the University
residence, the students who shall have obtained 100% pass rate, i.e. passed all their
registered modules/courses will be considered first.
Students who were registered for three or less modules / courses, will only be
considered if they passed all their courses/modules for the preceding academic period
of study.
4.1.5 Outstanding Residence Fees: Residences are to be managed as selfsustaining
entities at all universities. In order to proactively manage escalating student debt, it is
important that students who have outstanding fees for residence must not be allowed to
accumulate more debt. This category of students will not be allowed in residences but
will be advised to seek affordable accommodation outside VUT residences.
4.1.6 Students with special needs: The University shall prioritise students with special needs
such as, disabilities and students with other types of needs as will be determined by the
Executive Director: Student Support Services on merit.
4.1.7 International students: VUT is committed to increasing its intake of international
students to ensure that it remains a positive contributor to regional and international
(SADC), continental and international development. However, these students, once
admitted, will be integrated in the residences to enhance their chances of experiencing
VUT positively and adjusting as quickly as possible to the new environment. The
University will ensure that in determining the quota of the number of international
students the University will be admitting from time to time in accordance with the
country’s international commitments, students are admitted taking into account
availability of accommodation.
5 | P a g e
4.2 In cases where all factors having been considered and there is more than one student that qualify
for admission but the space available cannot accommodate them all, the University shall apply
the ‘first come first to be served’ rule based on the date of receipt of the application.
4.3 A Waiting List shall be kept and maintained to ensure fairness and transparency in the allocation
of rooms.
4.4 The University shall endeavour to increase access to the residence by academically deserving
but poor, working class and rural students who have the capacity to pay via bursaries and /or
NSFAS.
4.5 In order to live in the University residence a student must be registered for at least two modules
for the semester/year of study. A student will only be allowed to stay in the residence for only
one additional year over and above the period permissible for the qualification for which s/he is
registered.
5. ROOM ALLOCATION
5.1 A student admitted to the University residence cannot as of right demand to be allocated a
specific room in a specific residence. It is the prerogative of the University to allocate a student
a room.
5.2 In allocating rooms the following shall be taken into account:
5.2.1 Year of study
First year students will preferably be allocated to on campus residences and they will be
allocated in double rooms. In the event that professional advice such as by medical
practitioners and/or counsellors point to the contrary, such advice will be heeded in
allocating rooms.
6 | P a g e
5.2.1 Level of study
Post graduate and graduate students shall preferably be allocated single rooms.
5.3 Students may not change or swap rooms without prior approval of the Residence Management.
Students who wish to change rooms shall make a written request to Residence management on
a prescribed form. Whilst it is the prerogative of the residence management to make such
allocations and approve any changes, a request to change a room or swap between students
may not be unreasonably withheld. However, where a request citing compelling reasons is made
by Student Counselling and/or Campus Health, swapping of rooms may be allowed.
5.4 Students may make a request to be transferred from one residence to another including from off-
campus to on-campus residence and vice-versa during a year of study. However, where a
student makes an application to transfer at the time of making applications for admission, such
application shall not be considered. Such students must take note of possible rate differences
among the various residences.
6. ACADEMIC SUPPORT
6.1 The Director: Residence Management & Catering shall promote that residences have academic
support programmes and facilities. Academic support programmes may include allocation of
Post graduate Students to residences for the support of undergraduate students, particularly first
year students.
6.2 The Residence Management may impose such quiet times as they are deemed fit. However in
doing so, he/she shall act in consultation with the SRC and House Committee.
7. VISITATION
7.1 Visitors shall be allowed in the residences from 10:00 up to 21:00 during weekdays and up to
22:00 on weekends. These hours may be curtailed during examination times to give the residents
the chance to prepare for examinations undisturbed.
7 | P a g e
7.2 Students have to take responsibility for their visitors including making arrangements for access
to the residence. For safety and security reasons, the University may not grant access to a visitor
where no confirmation has been received from the student to be visited.
7.3 A student who lives in a double room shall seek the consent of the roommate prior to the visit.
The roommate’s consent to the visit must not be understood as a waiver of the rights of the
roommate to be treated with respect and decency.
7.4 The University reserves the right to refuse a visitor access to the residence particularly where
the University is of the view that the presence of such person is undesirable, may endanger the
safety and security of students.
7.5 Visitors shall not be allowed to stay overnight without prior arrangement with Residence
Management. A visitor may not stay over for more than two consecutive nights where prior
approval shall have been granted. Overnight visit shall only be permissible for students who live
in single rooms.
7.6 All visitors shall agree to search and/or seizure by security and no dangerous weapons shall be
allowed. A Visitor’s Register shall be signed at reception and the visitor must produce and leave
behind ID or driver’s licence when entering the room
7.7 A student may not have more than one overnight visitor at a time.
7.8 Squatting or subletting is prohibited and any student who is found to have sub-let his room or
permitted another person to squat, shall be guilty of misconduct and shall be disciplined in terms
of the Residence Disciplinary Code of Conduct. However, all allegations of serious offences must
be dealt with in terms of the VUT Student Code of Conduct.
8. MEDICAL MATTERS
8.1 The University shall ensure that, within its premises, it has primary health care services which
will be accessible to students. The facility is meant to serve students with minor medical problems
and cases of emergency. It is the primary responsibility of each student to source medical
treatment from service providers at own cost.
8 | P a g e
8.2 Students who suffer from chronic illnesses or conditions that may cause attacks that need urgent
attention such as asthma, diabetes, allergies, epilepsy, etc. should advise the Residence
Management accordingly.
9. PREGNANCY
9.1 University residences have no provision or facilities for pregnant students. Students who are
pregnant may not expect assistance from the University for Complications or conditions that are
related to their pregnancies. At most a month before the expected confinement date a pregnant
student should vacate her room temporarily and can only reclaim it after delivery. For the room
to be reserved such a student’s account should be debited failing which it will be allocated to
another student.
9.2 The University also does not accept liability for injuries or complications associated with the
pregnancy of a student. Whilst students will not be expelled from residence for being pregnant,
it is advisable that pregnant students be in a more suitable environment as the University
residence may not be suitable for an expectant mother.
10. SAFE AND SECURE ENVIRONMENT FOR LIVING AND LEARNING
10.1 The University residence is meant for living and learning and it is the responsibility of the
University and the students to ensure that an environment that is suitable for living and learning
is created and maintained.
10.2 The University shall ensure that the environment is safe and secure. It shall ensure that access
to the residence is controlled and only authorized persons are allowed to enter the residence.
10.3 The residence will have adequate lighting to avoid blind spots which create opportunities for acts
of criminality. Residence Management in collaboration with Campus Protection Services must
ensure that there are regular security patrols around residences to minimise risks of criminal
behaviour.
9 | P a g e
10.4 No dangerous weapons may be brought to the residences. The University may confiscate any
dangerous weapons and where the law is broken, for example, in a case of possession of
unlicensed firearms, and ensure that the matter is reported to the law enforcement agencies.
10.5 For the safety of the students, the University has a right to search and seize whatever items that
may be considered dangerous or unsuitable to be brought into the residence. In conducting a
search, including bodily search, the right to dignity and privacy shall be considered. A male
student may not be searched by a female person and a female student may not be searched by
a male person.
10.6 Students may not engage in any activities which may make the living and learning environment
to be unsafe an insecure.
10.7 All students living in the residence must ensure that the equipment they utilise is safe to use and
that such equipment is not likely to harm others or have the potential to destroy property e.g.
faulty equipment that may cause fires. The University may conduct safety tests on equipment
brought to residences as and when it deems it fit.
10.8 University residence is a learning environment; noise that makes it not to be conducive for
learning is strictly prohibited. In the use of their radios or any such similar equipment and going
through their daily lives, students shall be considerate of the needs of others.
11. ASSET MANAGEMENT
11.1 The University shall ensure that resources are allocated fairly. Every student who is allocated a
room shall have access to at least a bed, mattress, study table with lamp and built in cupboard.
11.2 When a room is allocated, an inventory shall be compiled of the furniture and items in the room
and the condition thereof upon the student occupying the room. The student and the official of
the University shall both sign the inventory form.
11.3 Students are not allowed to remove furniture from one room to another.
10 | P a g e
11.4 Students must report any breakage of furniture and equipment or any damage to any of the
facilities within the room to Residence Management with an account as to how the breakage
occurred.
11.5 Furniture and equipment shall be used for the purpose they are meant for.
11.6 Students are not allowed to sub-divide or partition the rooms, nor are they allowed to affix fittings
in the rooms.
11.7 Acts of vandalism, it be against University property or property that belongs to other students,
are not allowed.
11.8 All students must declare valuables such as computers / laptops at Residence Management for
recordkeeping .Such students are advised to insure their assets as VUT shall not accept any
responsibility and /or liability for any loss or damage.
11.9 Any claim for lost /stolen or damaged asset will not be investigated if there is no proof that the
alleged lost item it was declared in the first place as this tends to be a waste of VUT resources
and time.
12. VACATION
12.1 Residences will be opened during the academic year and access to the rooms shall not be
allowed more than 48 hours prior to the commencement of lectures;
12.2 Exceptions will be made for 1st year students who will be expected to attend compulsory
orientation programme and returning students who would be conducting research and other VUT
approved activities. For these exceptions, prior arrangements MUST have been made by the
relevant VUT authorities with Residence Management in advance.
12.3 Residence Management will ensure that accommodation arrangements are made for students
that will be assisting with the registration, orientation and similar activities that take place before
the University opens.
11 | P a g e
12.4 Residence is available for students for the purposes of their studies, students who do not write
examinations must vacate the residences within 24 hours of the termination of lectures and
students who are writing examinations must vacate the residence 24 hours after their last
examination.
12.5 The University takes into cognizance the fact that students may require accommodation for
academic purposes for part or whole of their vacation periods. A student who requires such
accommodation for the said purposes must apply to the Director: Residence & Catering attaching
all supporting documentation from the Executive Dean / HOD concerned.
12.6 The Director: Residence & Catering shall designate particular residences for vacation
accommodation and the fees which will be payable for such accommodation.
12.7 Students will not necessarily be accommodated in their rooms as vacation residence is dedicated
to a particular residence and that management may have scheduled other processes and
operations for that period e.g. cleaning, conferences, etc.
12.8 The procedure for checking out from a room shall be that a student shall notify the Residence
Manager of the date and time at which s/he is supposed to check out from the room at least 72
hours in advance.
12.9 The Residence Manager must ensure that the room is inspected and an Inventory Form is duly
completed which must show the furniture in the room and the condition thereof whenever a
student checks out of residence. A student who fails to comply with these procedures waives
his/her right to appeal any damage charges.
12.10 The University reserves the right to bill any student who does not make his / her room accessible
by Residence Management by not handing over the room key during vacation periods. The
locking system of such a room may be changed and the cost debited on the student account
without prior notice.
12.11 Students must remove their belongings from their rooms for the vacation periods. The University
may provide storage facilities for students who need to store their belongings. The storage facility
12 | P a g e
may not be enough for all students; space shall be made available on a first come first serve
basis and upon payment of a nominal fee to be determined by Residence Management.
12.12 The use of the storage facility is at the risk of the student and the University shall not be liable
for any damage or loss whatsoever that may occur to goods in such storage.
12.13 Goods left in the storage facility during the vacation period must be collected within 7 days of
the re-opening of the University – the University may dispose of goods not collected as it deems
fit including donating such goods to charitable institutions.
12.14 Vacation period is the period during which major fumigations and renovation shall take place.
However, minor odourless fumigation and urgent renovation and repairs may take place at such
times as the Residence Manager may deem appropriate.
13. DRUGS, ALCOHOL, INTOXICATING SUBSTANCES AND SMOKING
13.1 The University residence is a drug and alcohol free area – no narcotic, recreational drugs and
alcohol is allowed in the residence. No one is allowed to possess, distribute, convey or consume
alcoholic beverages or narcotic or recreational drugs in the University residence. This prohibition
also applies to visitors irrespective of age.
13.2 The University shall seize and dispose any alcoholic beverages that may be found in the
residence irrespective of ownership thereof.
13.2 Smoking is not allowed within the residence except in places designated for smoking.
13.3 Pornographic material is not allowed at residences
14. PETS AND ANIMALS
No student is allowed to keep a pet or an animal in the residence.
15. OFFICIAL SOCIAL FUNCTIONS FOR STUDENTS LIVING IN RESIDENCES
13 | P a g e
From time to time the University may organise social functions for students living in residences. These
functions shall be held at places designated for that purpose. Alcohol will only be served and consumed
within the designated place and shall not be taken out of the said place. The social functions will be held
under such terms and conditions as the Executive Director: Student Support Services may direct.
16. STUDENTS’ SOCIAL EVENTS
16.1 Students may organise parties and social gatherings only with prior approval of The Residence
Manager. The Residence Management must designate specific places where social events
and/or parties shall be held. Social events and/or parties must be held at designated places and
no parties may be held in the rooms or any other place within the residences other than the
places designated for such purposes.
16.2 The request to hold such a social event/party shall be made in writing not later 21 days prior to
the date of the function. The request must state full details of the nature of the function and the
expected number of people to attend the event.
16.3 The approval for the holding of a party shall state all such conditions that must be adhered to. In
the event that a party is held and the conditions of approval are not adhered to, such party shall
be cancelled by the Residence Manager.
16.4 The host of the social event/party shall be responsible for any damage and vandal acts that may
occur during the event.
17. SEXUAL HARRASMENT
17.1 Any unwelcome or repeated sexual advances or attention, demeaning verbal or other expressive
behaviour of a sexual nature that interferes with the rights of another or creates an intimidating,
hostile or offensive environment is prohibited.
17.2 Any gestures or request which is to be met with a sexual favour is not allowed and such conduct
must be reported to the Residence Manager.
14 | P a g e
17.3 A person found to have committed an act of sexual harassment may be charged and brought
before the Disciplinary Committee.
18. RACIAL HARASSMENT, TRIBALISM AND XENOPHOBIA
18.1 Any behaviour that is intended to coerce, manipulate, intimidate or take advantage of a student
on account of their race, ethnic group, language or country of origin has no place in the University.
Such conduct is unacceptable and the Residence Manager will take steps to assist those
subjected to such treatment and to discipline those responsible.
18.2 VUT is an international University which serves and attracts students from other countries as
well. Any xenophobic tendencies shall not be permitted and any person who commits such acts
will be charged and brought before a disciplinary committee.
19. MAINTENANCE AND CLEANING
19.1 The Residence Manager will ensure that the residence is properly maintained and kept in a state
which is conducive for living and learning. Faults must be reported to the Maintenance Officer of
the residence who must speedily attend to them. Students must not repair or fix any faults, but
should report them to the Residence Maintenance Officer.
19.2 The Residence Manager must also ensure that residence is kept clean and hygienic. In cleaning
and maintaining the residences Residence Management must ensure that the dignity and the
privacy of the students is maintained. Cleaning inside the cupboards is the responsibility of each
student and in cleaning a room the cleaners shall not open cupboards.
20. TRADING
No trading, selling or carrying on of any commercial activity is allowed in the residence. Students
may make applications to the Director: Residence & Catering for designation of a place for
trading purposes and allocation of space thereat. When the Director: Residence designates and
allocate space for trading purposes, such designation and allocation shall be done on such terms
and conditions as the Director may determine.
15 | P a g e
21. ENVIRONMENTAL MANAGEMENT
21.1 The University supports the national programmes for a clean and green environment.
Residences must promote waste control, energy and water saving initiatives in accordance with
the National Environmental Management legislation and policies.
21.2 Residences must contribute to reducing the carbon footprint by embarking on programmes such
as tree planting for carbon sequestration and preserving green open spaces.
21.3 Students living in residences commit themselves to contributing positively towards a clean
environment including not littering.
22. DISCIPLINE
22.1 Residence management is empowered to deal only with minor or less serious acts of misconduct.
Any serious offences should be referred to the Central Disciplinary Committee under the
auspices of the Executive director: student support services who will deal with them in terms of
the Student Code of Conduct (Non-academic)
It is the responsibility of Residence Management to exercise and maintain discipline in the
residences. Residence Management must take appropriate disciplinary measures to ensure
order and a good living and learning environment. Students who live in the residence do so on
the full understanding and acceptance of subjecting themselves to the discipline of Residence
Management and to this policy.
22.2 In exercising discipline Residence Management must act fairly and consistently. At all times
reasonable measures must be made to ensure that disciplinary matters are disposed of as
speedily as possible. Justice delayed is justice denied.
22.3 A student who is alleged to have committed an act of misconduct has a right to know the nature
and details of the allegations against him.
22.4 Residence Disciplinary Committee
22.4.1 The Residence Disciplinary Committee shall comprise of:
16 | P a g e
22.4.2 Director: Residence & Catering (Chairperson)
22.4.3 Two Residence Managers / Wardens (including the one responsible for the residence
where the accused student resides and will act as Prosecutor)
22.4.4 One member of the SRC and /or House Committee
22.6 Misconduct (Less Serious / Minor)
The Residence Disciplinary Committee shall have jurisdiction to deal only with the following types of
misconduct:
22.6.1 Unacceptable noise
22.6.2 Removal of assets from a room without approval
22.6.3 Use foul language / profanity
22.6.4 Smoking in non-smoking area
22.6.6 Accepting visitors outside visiting hours
22.6.7 Overnight visits without prior approval
22.6.8 Failure to follow check-out procedures
22.6.8 Refusal or failure to leave residence within the required period
22.6.9 Theft or unauthorised possession of someone’s property
22.6.10 Unfriendly behaviour towards others including service providers
22.6.11Failure to comply with the four bin rule – placing items in an incorrect bin
22.6.12Failure to carry out a lawful instruction from members of staff / service providers
22.7 Disciplinary Procedure
22.7.1 Where a complaint has been laid in respect of a misconduct, the Residence Manager/warden
may call in the student alleged to have committed such misconduct and put the allegations before
such a student.
22.7.2 If the student concerned admits the offence and shows remorse, the Residence Manager may
reprimand such a student, provided it is a first offence. If such a student has previously been
reprimanded for the same/ similar offence, the Residence Manager must issue such a student
with a written warning. However, if s/he has been reprimanded previously for a different act of
misconduct, the Residence Manager/warden may issue such a student with a written warning.
17 | P a g e
22.7.3 A written warning may be taken into account when an application for admission to the residence
is considered; however, it may not be carried over to the following year.
22.7.4 If another misconduct is committed whilst a student is on a written warning, the Residence
Manager may refer such a matter to the Residence Disciplinary Committee for a formal
disciplinary hearing.
22.7.5 All written warnings should stay on a student’s record for twelve (12) calendar months from date
of effect. Thereafter they should expire and no student should be prejudicially dealt with based
on such expired written warnings.
22.7.6 Guidelines on conducting a disciplinary hearing
22.7.6.1 Where the Residence Manager receives a complaint or becomes aware of an act or
allegation of misconduct, the Residence Manager must cause an investigation to be
conducted.
22.7.6.2 In conducting the investigation, statements must be taken from all witnesses and all
supporting evidence must be collected. The student alleged to have committed the
misconduct shall be afforded an opportunity to make a statement and put his/her side of
the story. If the Residence Manager is of the view that there are sufficient grounds to
prosecute a case of misconduct, the Residence Manager shall request the Director:
Residence & Catering to constitute a Residence Disciplinary Committee to hear the case
of misconduct.
22.7.6.3 The student alleged to have committed an act of misconduct must be furnished with a
written notice of the disciplinary hearing which shall contain, the date (which may not be
less than 3 days) and place of the hearing, a copy of the charge sheet and all documents
on which the case against him/her shall be based including the statements of witnesses.
The notice must also advise the student concerned of his/her rights, which must include:
(a) The right to call witnesses and testify in his/her own defence
(b) The right to be presumed innocent until proven guilty
(c) The right to cross examine witnesses
(d) The right to remain silent
18 | P a g e
(e) The right to be represented by a fellow student
22.7.6.4 In the event that the student refuses to acknowledge receipt of the notice contemplated
above, the Residence Manager must note the date, time and place of service of the
notice. The Residence Manager must ensure that at least one witness sign the notice to
confirm that it was indeed served on the student concerned in hi/her presence.
22.7.6.5 The hearing may proceed in the absence of the student concerned if the Chairperson is
satisfied that the student was duly served with the notice of a hearing.
22.7.6.6 The Chairperson shall open the hearing by requesting the parties to introduce
themselves, note attendees and welcoming them.
22.7.6.7 The Residence Manager who has requested the Chairperson to constitute a hearing will
then be invited to address the hearing and to read the charge/s to the accused student.
22.7.6.8 The Chairperson will then ask the student to plead to the charge/s . If the student pleads
guilty, the Chairperson must confirm as to whether all the elements of the misconduct
are admitted. If all the elements of the offence are admitted the Chairperson shall enter
a plea of guilty, return a guilt verdict and invite evidence in mitigation and aggravation of
the sentence.
22.7.6.9 The Chairperson may adjourn to consider the sanction or pass the sanction at the same
seating. It is within the powers of the chairperson to postpone the hearing for hearing of
evidence in mitigation and aggravation. The student is entitled to cross examine all
witnesses called to lead evidence in aggravation, and the Prosecutor is also entitled to
cross examine witnesses called by the student to lead evidence in mitigation.
22.7.6.10 If the student pleads not guilty, the Chairperson shall invite the Prosecutor to make an
opening statement, if any, and thereafter the student shall be invited to make an opening
statement.
22.7.6.11 Once the opening statements have been made, i.e. if the parties opt to make such
statements, the Prosecutor can open the case and call witnesses. Cross examination of
19 | P a g e
witnesses must follow immediately after the testimony of each witness. Each party shall
be allowed to re-examine after the cross examination of the opposing party, however,
questions must be limited to issues that came out during the cross examination.
22.7.6.12 Once the Prosecutor has completed leading evidence, he/she will close his case. The
student may then open his/her case – he/she may lead evidence or close his/her case
without leading any evidence.
22.7.6.13 Once all the parties have closed their cases the Chairperson must invite both sides to
make closing arguments, the Prosecutor going first then followed by the accused
student.
22.7.6.14 The Chairperson must evaluate the evidence led by both sides and making a finding on
the outcome of the hearing, i.e. whether he/she found the student guilty or not guilty.
The standard of proof in disciplinary hearings shall be on a balance of probability and
NOT beyond all reasonable doubt as in criminal procedure.
22.7.6.15 If the student is found guilty, the chairperson must invite the parties to lead evidence in
aggravation and in mitigation as the case may be. The chairperson may convene a
hearing for this purpose or invite the parties to make written submissions.
22.7.6.16 If a student is found guilty the Chairperson may impose any of the following sanctions,
suspended or immediately effective:
(a) 1st written warning or reprimand
(b) 2nd written warning
(c) Final written warning
(d) Fine
(e) Exclusion from residences for a period ( MUST be approved by the Vice
Chancellor with the Executive Director: Student Support Services’
recommendation)
23. INDEMNITY
20 | P a g e
23.1 The University is not be responsible the loss of money or other personal property from student
residence rooms and/or damage to such property, whether belonging to the student or visitor.
23.2 Students are responsible for insuring their own personal items.
23.3 Any student causing loss or damage to any property of the University or the residence or
person/institution operating the residence in the case of privately owned residences, shall be
liable to reimburse the institution for any such loss or damage suffered by the University,
residence, person or institution operating the residence as the case may be.
APPENDIX A: RESIDENCE INVENTORY FORM
21 | P a g e
VAAL UNIVERSITY OF TECHNOLOGY
RESIDENCE INVENTORY FORM
RESIDENCE
YEAR
NAME OF STUDENT
STUDENT NUMBER
ROOM NUMBER
GENERAL CONDITION OF THE ROOM
ITEM INSPECTED
QUANTITY CONDITION: CHEKING IN (DATE: )
CONDITION: DEPARTURE (DATE: )
Walls
Floor
Ceiling
Windows
Curtains
Blinds
Doors
Door Handles
Locking system
Light Fixtures
Electrical Plugs
CUPBOARDS
ITEMS INSPECTED
PRESENT/ NOT PRESENT
CONDITION: CHECK IN CONDITION: DEPARTURE
Doors
Shelves
22 | P a g e
Drawers
Hanger holder
Cleanliness
FURNITURE
ITEMS INSPECTED
QUANTITY CONDITION: CHECK IN CONDITION: DEPARTURE
Bed
Study Table
Bin
Chair
OTHER
OVERALL OBSERVATIONS COMMENTS
NB. If additional space is required, use a separate sheet.
_________________________ (Signature) _________________________ (Signature)
STUDENT FOR: RESIDENCE MANAGER
NAME OF OFFICIAL:
APPENDIX B: COMPLAINT FORM
23 | P a g e
VAAL UNIVERSITY OF TECHNOLOGY
RESIDENCE COMPLAINT FORM
RESIDENCE
NAME OF STUDENT
ROOM NO.
COMPLAINT
DETAILS OF COMPLAINT (student lodging a complaint must furnish enough details to enable Residence Management to follow up and address the complaint, e.g. dates, times, names, full description of incident or full details of the source of the complaint)- use separate sheet if necessary
DESIRED OUTCOME (IF ANY)
SIGNATURE:
DATE:
TEAR OFF SLIP
I HEREBY ACKNOWLEDGE RECEIPT OF A COMPLAINT FROM
_________________________________________________________________
(STUDENT N0: _______________________________ ) ON THIS ______ DAY OF
__________________ 20__________ AT ______________ (time)
DATE STAMP
NAME:
POSITION:
SIGNATURE:
APPENDIX C
24 | P a g e
VAAL UNIVERSITY OF TECHNOLOGY
APPLICATION FORM FOR A PERMIT TO HOST A SOCIAL EVENT
NAME OF APPLICANT -STUDENT
STUDENT NUMBER
RESIDENCE
PROPOSED DATE OF THE EVENT
NATURE OF THE EVENT
DETAILED DESCRIPTION OF THE EVENT
NUMBER OF PEOPLE EXPECTED TO ATTEND
PROPOSED DURATION OF THE EVENT
PROPOSED VENUE
COMMENTS BY PROTECTION SERVICES (comments must include safety and security measures, emergency access points, crowd control, etc.)
NAME OF OFFICIAL – PROTECTION SERVICES: DATE STAMP – PROTECTION SERVICES SIGNATURE:
DATE:
CLEANING – GIVE DETAILS OF THE PLANS FOR CLEANING THE VENUE AFTER THE EVENT (Waste must be sorted and arrangements to have adequate bins made)
25 | P a g e
FIRST AID AND MEDICAL EMERGENCY PLANS
COMMENTS BY CAMPUS CLINIC
NAME OF CAMPUS CLINIC OFFICIAL:
CAMPUS CLINIC DATE STAMP
DATE:
SIGNATURE OF CAMPUS CLINIC OFFICIAL:
INDEMNITY
I, (full names)________________________________________________ Student number ______________________________ hereby indemnify Vaal University of Technology against any damage, loss and/or injury that any person may suffer as a result of the social event held pursuant to this application. I accept full responsibility for any damage, loss and/or injury that may be suffered by any person as a result of the social event held pursuant to this application. I hereby state that the Vaal University of Technology shall not be responsible for any damage, loss and or injury that any person may suffer as a result of the social event held following this application.
SIGNATURE OF APPLICANT
DATE:
APPENDIX D: INDEMNITY FORM
26 | P a g e
VAAL UNIVERSITY OF TECHNOLOGY
RESIDENCE INDEMNITY FORM
I, the undersigned,
___________________________________________
(Name and identity/passport number)
hereby state that all goods brought by me or on my account to the University Residence are brought at
my own risk and the University shall not be liable for damage or loss of such goods whatsoever is
undertaken by the University save for those arising from intentional or gross negligent acts of the
University or its employees or agents;
the University shall not be liable for any claims arising from any physical injuries sustained on residence
by a student living in residence or his visitors as a result of any cause whatsoever save for those are
arise from intentional or gross negligent acts or omissions of the University or its employees or agents;
Whereas the University shall endevour to keep the residence conducive for living and learning, I, as a
student living in the University Residence, hereby state that I shall not have any claim or right of action
whatsoever against the University for damages, loss or otherwise, nor be entitled to withhold or defer
payment of residence fees by reason of the residence being in a state of disrepair, save for instances of
intentional or gross negligent acts or omissions by the University or its employees or agents.
Dated and signed on this _______ day of ______________ 20___
AS WITNESSES
1. ____________________________ (signature) ___________________________
Name: STUDENT
2. _____________________________(signature)
Name: