Orientation Booklet 2018 - STUDENTS' COUNCIL - UCT
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The Health Sciences Students’ Council (HSSC) What is the HSSC? “The Health Sciences Students’ Council (HSSC) is the highest decision-making body on all issues of student governance at the UCT Faculty of Health Sciences. It is made up of ten passionate students who are democratically elected to office. The HSSC members represent and make submissions which express students’ views, concerns and aspirations to various committees such as the Faculty Education Board, the Assessment Committee, the Health and Safety Committee, and the Dean. In order to gauge student views, constant communication via the HSSC’s Class Representative system, an extension of the student governance model, is utilised. “The key role of the HSSC is to help students fulfil their academic goal of graduation, by helping to advocate for the most ideal teaching and learning environment at our Faculty. “We are privileged to have the structure of the HSSC on our campus because it helps hold the Faculty, including us at the Deanery, accountable to the students. The HSSC serves as the bridge between students and the SRC (Students’ Representative Council), and between students and faculty management. By not only taking on this representative role with gusto, but further amplifying the voices of marginalised students, our HSSC has put student-directed transformation back onto the university agenda.” Bongani M. Mayosi, Langa Twala, Professor and Dean HSSC Chairperson
How and when to contact us Follow us on social media Come by our office Our office hours are 12:00-14:00 and 17:00-17:30 every weekday. Please do use these times to approach us about events, complaints, ideas or just general engagement. You can find the office by following this mini map:
Send us an email If you have a question that is specific to a portfolio, feel free to email us on the email addresses provided on the inside of the back cover of the booklet. If you are unsure under which portfolio it falls or would like to submit a general inquiry, please email: email@example.com Give us a call Call the office at 021 650 3750 (when closed, you will be forwarded to Regan Boden, the PR & Marketing Officer). Join our meetings HSSC meetings take place every second Wednesday, 17H15-19H15 in the HSSC Office. If you would like to sit in on a meeting, please email Ren Hoekstra, the Secretary General, at firstname.lastname@example.org at least 24 hours in advance. If you would like to submit an agenda point, please send this through to the same email address at least 48 hours in advance. When should I contact the HSSC? If you need assistance with: Academic/Financial Research opportunities exclusion Arranging concerts at Academic and our faculty psychosocial support Talks by influential Needle stick injuries speakers Acquiring TB while on Sports events duty Talent competitions Problems with transport Starting your own Financial problems project Getting in contact with …Or anything else! the Deanery or SRC Speak to the HSSC! We are at your service.
The Mission and Vision of the HSSC Our Mission 1. To act as the link between students and faculty management; and to prioritise advocacy for students’ rights, needs and overall interests within this role. 2. To advocate for the interests of all health sciences students in broader university structures. 3. To support students in the most appropriate way, as determined by the student or student grouping in question. 4. To provide continuous consultation and feedback to ensure optimal transparency with students. 5. To not only fulfil our constitutional responsibilities in an excellent manner; but to further actively evaluate and promote academic excellence of all our students. 6. To amplify the voices of marginalised students. “The greatest challenge for any students’ council is representing the views and concerns of all students as accurately as possible. While it is admittedly impossible to represent each individual student’s ideas, our team has prioritised transparency and engagement with our students to nonetheless ensure that every student’s voice has a chance to be heard and considered. Our team believes that true representation puts those voices that have been silenced and neglected in the past, first.” - Leago Sebesho, Deputy Chairperson
Our Vision for 2018 1. Ensure maximum transparency by advertising all formal meetings and making the minutes easily accessible. 2. To actively engage with students on student issues as a representative body, and establish a familiar relationship with all members of our Faculty. 3. To create extra-academic spaces for recreation, debriefing and information sharing. 4. To embrace a holistic approach to student interaction and representation, including social, sporting, cultural and artistic engagement. 5. To place an emphasis on advocating for appropriate and accessible mental and physical healthcare services for all students. 6. To advocate for sensitisation of all members of our Faculty as a first step to embracing the ideals of decolonisation. Minutes from all HSSC meetings are displayed on the HSSC noticeboard (marked on the mini map with a star). The noticeboard also has updates on campus activities, some more info about the HSSC, a calendar of events and the Health Sciences Student of the Week! The council member on duty Ren Hoekstra, in the office is also displayed Secretary General on this noticeboard.
Constitutional Duties of the HSSC This is a reduced version of the HSSC Constitution (revised August 2017) that highlights the most important constitutional duties of the HSSC. The Health Sciences Students’ Council shall: Act as a channel of communication between students and the UCT Faculty of Health Sciences Convene and conduct meetings with students Conduct referenda when appropriate to ascertain students’ views Administer the use of premises set aside by the faculty for promoting student activities Publish progress reports to the students and the SRC biannually or more frequently if so decided Facilitate the dissemination and collection of information within the student body Provide for academic needs, community outreach and other needs of students Deploy members to various committees (see below) based on portfolio descriptions as well as on individual strengths and aptitudes of the HSSC members Coordinate the Class Representative system in conjunction with the faculty
Administer in the interest of undergraduate health sciences students in the manner prescribed in the SRC Constitution and by the HSSC, such funds and assets as may be allocated to it from time to time by the SRC or as may be received by it from other sources Represent the views of students at faculty, university (UCT), provincial, national and international levels on matters that affect them on structures including but not limited to: o Student Assembly o Students’ Representative Council (SRC) o Faculty Programme Committee o Transformation Committee o Readmissions Appeal Committee o Faculty Board o Faculty Undergraduate Education Committee o Professional Standards Committee o CHED Board o MBChB Academic Programme Committee o Transport Committee Create forums for students to engage with, discuss and be informed on issues related to health, education and medicine The comprehensive HSSC Constitution is available on the HSSC Vula site under the “Resources” tab. You can also find meeting minutes, information about your representatives and academic resources here!
Student Support Services Student Development & Support (SDS) The Student Development & Support Office is designed to help health sciences students fulfil their potential, providing guidance tailored to individual student needs. Life at university can involve a multitude of decisions and uncertainties, whether financial, emotional or career-driven, and we have many services to help. So how do you get help from the Student Development and Support team? The best way is to contact them by emailing Nonkosi Malala who is a member of the committee and is the Administrator responsible for guiding you towards whatever sources of assistance you might need. Her email address is Nonkosi.Malala@uct.ac.za. You can also phone her on 021 406 6749. In Nonkosi's absence, contact Lyndsay Williams at email@example.com or call her on 021 406 6614. The SDS Office is located in the Undergraduate Academic Administration Unit, Wernher and Beit North Building at FHS, Room N2.17.
Services provided in the SDS office: 1. Individual non-academic student support for personal, health-related, family-related, bereavement, adjustment and financial issues. 2. Facilitation of Student Wellness Services 3. Needle stick injuries – report to SDS Admin Office 4. TB Diagnoses – report to SDS Admin Office 5. Hepatitis B Vaccination 6. Administration of long leave of absence applications 7. Administration of sick notes and short leave of absence for all years across all degrees 8. Monitoring, support and follow-up with students whose family members have passed away 9. First Year Students Orientation Programme and the Servicing of the Orientation Programme Planning Committee 10. Administration of the Student in Distress Fund 11. Liaising with Student Housing and Residence Life about accommodation issues and funding issues, including: Administration of Private Scholarships, Provincial Bursaries, Students Financial Aid, and grace period applications 12. Mentorship Programme: • First Year Students Mentor Programme and servicing of the Mentor Programme Planning Committee • Administration of the SA-Cuban Trained Students mentorship • Administration of the Mentor programme for clinical students by clinicians 13. HSSC and Student Societies assistance as needed 14. Administration of the Test Board Meetings
Office for Inclusivity and Change (OIC) The Office for Inclusivity and Change (OIC) provides institutional responses to transformation, sexual and gender- based violence, disability and cultural change. How to contact the OIC: Visit the office at: o Inclusion, Cultural Change, Prevention and Education. Ivan Toms Building, 28 Rhodes Avenue, Mowbray (next to the Student Wellness Service); o Sexual Assault, Discrimination and Harassment. The Cottage, Lovers Walk, Lower Campus South; o Disability Service. Steve Biko Students’ Union Building, Level 4, Upper Campus Phone the office at: o 021 650 1006 o 021 650 3530 o 021 650 2427 Visit the website: www.oic.uct.ac.za Send an email: firstname.lastname@example.org For 24/7 sexual assault emergency responses: 072 393 7824 For UCT’s policies on racial harassment, sexual harassment and offenses, sexual orientation, disability, HIV/AIDS, and mediation: www.uct.ac.za/main/about/policies
Disability Services: The Disability Services work together with students and staff to facilitate the removal of barriers facing disabled students and staff. Students with specific learning and psychosocial disabilities can also access support at the Disability Service. For more information about Disability Services: Visit them: Steve Biko Building, Level 4, Upper Campus Phone them: 0216502427 or 0216503794 Email them: email@example.com Google them: www.students.uct.ac.za/students/support/disability-service DID YOU KNOW??? The South African Depression and Anxiety Group (SADAG) offers free 24/7 counselling services for all UCT health sciences students! The service includes telephonic counselling, advice, referrals and general support to individuals Tshegofatso Masenya facing any mental health is our Student challenges or contemplating Wellness and suicide. It is also available to Outreach anyone concerned about another Representative. If you person who might be in distress. are unable to contact Phone 0800 323 323 or support services you SMS 31393 for a call-back can always email her for help.
Emergency Protocols Deferred Exams: VUTHLARHI’S HOT TIP: You may apply for a deferred examination if you are unable to write a Ask an HSSC member final examination for medical reasons, or to help you fill out the you have religious objections, or political form to help ensure your objections, or other good cause for not best chance of getting a writing on the scheduled day or days. deferred exam. You need to obtain an ACA44 form from the Faculty Office. Fill in this form with the help of your course convener for the course which you are deferring along with some documentation as proof of your inability to write the exam on that given day, e.g. a certificate from Student Wellness. Remember: there is no supplementary on a deferred exam, so beware! Duly Performed Refusals (DPR): A Duly Performed (DP) certificate says that you have achieved the bare minimum requirement of the course to be able to be admitted to write the final examination of the course. This may include and is not limited to going to lectures, attending tutorials, and attaining a certain average for the in-course tests. The course handbook for each course tells you the DP requirements for that course. DPR is therefore when your DP certificate has been Refused. This means you did not meet the minimum requirements as stated above. As soon as you receive this information when the DP list is released, go to your course convener and find out what you can do to reverse it! SIYANDA’S HOT TIP: At the beginning of each course, ask your course convener for the most recent DP requirements list and how they can help you meet them.
Financial Aid: The financial aid office is on Level 3 of the Kramer Law Building on Middle Campus. You can apply for financial aid by visiting www.nsfas.org.za, the central body which considers applications, whether you are a new or a returning student. It is crucial that should NSFAS calculate a family contribution amount, which is an amount your family would need to pay out of pocket towards your fees, you alert your family of this. Please be aware that at UCT you may be eligible for a laptop if you are on financial KEA’S HOT TIP: aid; therefore find out at the financial aid Don’t leave reapplying office! For more details on the funding for NSFAS until too programmes available to you, you can visit late this year, as they www.students.uct.ac.za/students/fees- stick very closely to funding/undergraduate-funding/. deadlines. Exclusions: At the end of the year, students might be faced with academic exclusions. This means that you may not study at UCT for a period until you have proven that you can cope with the level of study. The crucial thing when your admission status reads anything with the word “exclusion” is to appeal to the Readmissions Appeal Committee (RAC) by completing a RAC form at the faculty office. This committee considers all cases. For this appeal you will need: the reason for not having done well in the first place; what you have done and what you will do to fix it. THATO’S HOT TIP: Consult the HSSC or the SRC before you submit your form to get advice on how to fill in the RAC form. This will ensure a better chance of success.
Leave of Absence REGAN’S HOT TIP: This is an opportunity to take Speak to Nonkosi Malala and time off school for a specific the HSSC before deciding on reason. Reasons for granting LOA so as to exhaust all leave of absence (LOA) include possible alternative options, illness, compassion, maternity because as a LOA goes on leave and external study your permanent record. This opportunity other than a formal is not to say don’t use this exchange. Some use this as an option if you need it! opportunity to reconcile their mental health after many attempts to do so. Whatever your reason, you would need to fill out a LOA form which contains your reason with evidence of such as documentation from Student Wellness. There is an opportunity for a short LOA which is granted within the faculty. Check with your course convener which category you fit into to. Importantly, you cannot apply for LOA twice within one academic year and this should be used as a last resort when not coping with the academic load. Upon your return you will be subject to a fit for study panel to ensure you have resolved the issue which you needed a break for in the first place. In our faculty, this is also to ensure you will be fit to see patients. Remember, if you don’t know what to do, where to go or to whom to speak: You can always ask an HSSC member!
Acknowledgements The Health Sciences Students’ Council thanks the Faculty of Health Sciences Dean Team for their unwavering support and funding of the 2018 Orientation Booklet. We also thank all the staff from the Support Services Departments, in particular Nonkosi Malala and Brenda Klingenberg, as well as the Office for Inclusivity & Change for their contributions. Further, the staff from the Department of Student Affairs have been immensely supportive and played an invaluable advisory role throughout this project, for which we are thankful. We wish to acknowledge the task teams set up in 2016 and 2017 which have been instrumental in creating appropriate and accessible student support services. We finally thank the health sciences students for their constant support and engagement, without which this project would not have been possible. Rendert D. Hoekstra Editor
Langa Twala Chairperson firstname.lastname@example.org. za Leago Deputy Sebesho Chairperson hssc.deputychair@ uct.ac.za Thato Treasurer Malumane hssc.treasurer@uc t.ac.za Rendert Secretary Hoekstra General hssc.secretary@uc t.ac.za Siyanda Transformation Sibiya Officer hssc.transformatio email@example.com Keabetswe Academic hssc.mbchbacade Molelekeng Officer firstname.lastname@example.org or hssc.hracademics @uct.ac.za Regan PR & email@example.com Boden Marketing Vuthlarhi Sports & Shirindza Entertainment firstname.lastname@example.org .za Tshegofatso Student Masenya Wellness & hssc.wellness@uct Outreach .ac.za
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