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VAAL UNIVERSITY OF TECHNOLOGY

RESIDENCE ADMINISTRATION POLICY & PROCEDURES

RECOMMENDED FOR APPROVAL BY SAC ON : 10 JULY 2013

APPROVED BY COUNCIL : 20 SEPTEMBER 2013

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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

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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

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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

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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.

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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.

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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:

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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.

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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

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(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

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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

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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

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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

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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

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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

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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)

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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

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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: