QUICK REFERENCE GUIDE FOR UFS STAFF DURING THE NATIONAL LOCKDOWN
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QUICK REFERENCE GUIDE FOR UFS STAFF DURING THE NATIONAL LOCKDOWN
The aim of this Quick Reference Guide is to provide one-stop information
and contact details to staff of the University of the Free State (UFS)
regarding university operations during the national lockdown period.
A. WHEN WILL THE UFS REOPEN?
The planning horizon for the opening of the University of the Free State for staff and students
is Monday 20 April 2020. There is, however, an expectation that certain categories of staff
(which will be confirmed later) will have to be back on the campuses on Friday 17 April 2020.
These dates are subject to developments on national level regarding the lockdown. The
UFS will update staff and students during the week of 13 April 2020 on developments, also
confirming the date of reopening.
B. HOW TO STAY IN TOUCH
Remain in contact with the university during lockdown by regularly monitoring the official
communication platforms for important and/or critical information:
• UFS website (visit the COVID-19 webpage with all the relevant information regarding
the pandemic)
• Newsflash
• KovsieApp
• SMS
• Social media (Facebook, Twitter)
Ensure that staff cellphone numbers are updated in order to receive communication via the
KovsieApp and SMS:
KovsieApp: www.ufs.ac.za/kovsieapp
SMS: www.ufs.ac.za/sms
COVID-19 online forum for staff and students:
An online forum is available on the website where staff can ask questions relating to COVID19
and the lockdown period. Send an email to covid19@ufs.ac.za or visit the online forum at
https://covid19.ufs.ac.za where questions ca be posted.
Contact information for the Department of Communication and Marketing:
Name Designation Cell number Email address
Lacea Loader Director 083 645 2454 loaderl@ufs.ac.za
Nitha Ramnath Deputy Director 081 405 5177 ramnathn@ufs.ac.za
Lelanie de Wet Manager: Digital Communication 078 460 3320 dewetla@ufs.ac.za
Martie Nortjé Manager: Reputation, Brand and 084 564 0158 nortjemm@ufs.ac.za
Marketing Management
Amanda Tongha Manager: Internal Communication 061 851 6352 tonghaa@ufs.ac.za
2C. ACCESS TO CAMPUSES – SECURITY ARRANGEMENTS
Protection Services
Since the Protection Service departments of all universities have been declared essential
services, members of the UFS Protection Services will be on duty throughout the lockdown
period on all three campuses of the university. The continuous rendering of protection
services will ensure that university property is protected, as well as the safety of staff and
students who will be on campus during the lockdown period.
The following security measures are in place during the lockdown period:
Bloemfontein Campus:
• Access to the campus for all staff who is authorised to access the campus during
the lockdown, will only be gained through the Main Gate (Gate 1). Special access
arrangements have been made for the Faculty of Health Sciences.
• Access will only be granted to employees who are in possession of a valid authorisation
letter and UFS access card.
• Employees authorised to enter the campus shall be confined to their designated work
areas only, and loitering around the campus is prohibited.
• Only authorised personnel shall be allowed to enter the campus, no passengers are allowed.
• Vehicles shall be restricted to dedicated areas.
• Removal of assets from the campus is strictly prohibited throughout the lockdown period.
• Prior arrangements must be made with the Department of Protection Services for any
contractors requiring access for emergency purposes.
• Emergency vehicles such as ambulances, the SAPS, etc., will not be unnecessarily
delayed when entering the campus.
• Some areas will be out of bounds and designated accordingly.
• Dog walking and jogging on campus are prohibited, and staff members and students
who have been granted permission to be on campus during the lockdown period shall
be confined to their residence areas.
• Members of Protection Services will be conducting patrols on campus throughout the
lockdown and will have the authority to enforce lockdown regulations on campus.
Incident reporting:
The Security Operational Centre will be manned on a 24/7 basis, and all incidents must be
reported in real time to any of the following numbers: 051 401 2911 or 051 401 2634.
South Campus:
• The main gate will be manned on a 24/7 basis throughout the lockdown period.
• All the control measures introduced on the Bloemfontein Campus will also be
applicable on the South Campus.
• The Security Operational Centre will be operational 24/7 and can be reached at 051 505 1217.
Qwaqwa Campus:
• The main gate will be manned on a 24/7 basis throughout the lockdown period.
• All the control measures introduced on the Bloemfontein Campus will also be
applicable on the Qwaqwa Campus.
• The Security Operational Centre will be operational 24/7 and can be reached at
058 718 5460.
3Despite the fact that Protection Services is operating on a 24/7 basis, staff and students are
also referred to the following contact numbers during the lockdown:
• GBV Command Centre: 0800 428 428 / *120*7867# from any cellphone
• Persons with disabilities: SMS ‘help’ to 31531
• Women Abuse Helpline: 0800 150 150
• Childline: 0800 055 555
• SAPS Crime Stop: 0860 010 111 / SMS Crime Line: 32211
• GBVF-related service complaints (SAPS): 0800 333 177 / complaintsnodalpoint@saps.gov.za
• National AIDS Helpline: 0800 012 322
• National Human Trafficking Helpline: 0800 222 777
• Suicide Helpline: 0800 567 567
D. CONTACT CENTRE (Switchboard)
The Contact Centre (switchboard) remains operational. Staff on the Bloemfontein and
Qwaqwa Campuses are requested to please monitor their emails for messages from callers
that will be redirected from the Contact Centre.
E. FINANCIAL MATTERS
1. Employee expense claims
The employee expense claim system already makes provision for electronic submissions and
approvals; therefore, normal processes are not affected. Claims will be paid based on copies
of receipts attached to claims. Physical receipts can be submitted to the Department of
Finance between 14 and 19 April 2020. All reimbursements linked to copies for which physical
receipts have not been received will be reconciled and the money will be recovered where
applicable. The risk of double claims also increases, and double claim exception reports will
be run to recover such payments from staff.
Where data is required to enable employees to work from home, expense claims can be
used. These claims will be prioritised to not exceed a turnaround time of three working days,
excluding the day of submission.
2. Accounts payable
Physical invoices with approval signatures, as well as documentation packs relating to once-
off creditor claims, must be scanned and emailed to Creditors@ufs.ac.za. This will enable the
Finance team to process payment. Physical copies must be submitted to the Department
of Finance between 14 and 19 April 2020 to allow us to retain the copies in terms of SARS
legislation. Finance will ensure that employees submit physical copies within the period
specified above after payments have been processed.
43. General ledger environment, including journals
Scanned copies of journals must be emailed to the relevant officer servicing your department
(please refer to the ‘Who to contact’ list attached). Physical copies must be submitted to
Finance between 14 and 19 April 2020. Please clearly mark the physical copy of the journal
‘electronically submitted’ to prevent double processing.
F. Human Resources
The Department of Human Resources (HR) will continue to provide a service to staff during
the national lockdown. Staff members who need assistance are encouraged to contact the
relevant HR Business Partners or the following line managers within HR:
OFFICE OF THE SENIOR DIRECTOR: HUMAN RESOURCES
Name & Surname Position/Faculty/Department Cell number Email address
Mrs Susan van Jaarsveld Senior Director: HR 083 324 7292 vjaarsj@ufs.ac.za
OD AND EMPLOYEE WELLNESS
Name & Surname Position/Faculty/Department Cell number Email address
Mrs Burneline Kaars Head: OD and Wellness 071 670 4433 KaarsB@ufs.ac.za
HR BUSINESS PARTNER: ACADEMIC CLUSTER
Name & Surname Position/Faculty/Department Cell number Email address
Mrs Marianne Vermaak Head: HR Business Partners 082 811 4995 VermaakM@ufs.ac.za
(Academic Cluster)
HR BUSINESS PARTNERS
Name & Surname Position/Faculty/Department Cell number Email address
Ms Mariska Olyn Head: HR Business Partners 082 258 2866 OlynMM@ufs.ac.za
Support Services
Mr Jack Vezi Head: QwaQwa Campus 078 459 7231 VeziJM@ufs.ac.za
Working from home poses a number of challenges and in order to facilitate this, a collection
of 16 courses was identified on LinkedIn Learning to help staff stay connected and productive.
It is acknowledged that these courses alone will not solve the challenge, but we hope that it
could be part of the solution.
A link to assist and manage remote work has also been posted on the HR Intranet page:
https://ufsacza.sharepoint.com/sites/supportservices/hr
It is further acknowledged that staff can experience anxiety and increased stress levels. Staff
members are encouraged to contact Careways at the following contact details should they
need assistance:
• Call toll-free 0800 004 770
• SMS your name to 31581
• Email: ewp@lifehealthcare.co.za
5G. ICT SUPPORT
Use the following IT links for support and off-campus enablement:
• Staff Outlook Webmail login: http://outlook.com/owa/ufs.ac.za
• IT Support for Staff: https://www.ufs.ac.za/ict/ict-services-home/support-for/staff
• ICT Express: https://www.ufs.ac.za/ict/ict-services-home/express-at-ict
• Self-Service Password Reset: https://selfservice.ufs.ac.za/sspr/private/login
• Report an Incident: http://solveit.ufs.ac.za/
• How to: Microsoft Teams: https://ufsacza.sharepoint.com/sites/O365CL/SitePages/
Get-started-with-Microsoft-Teams.aspx
• How to: Skype for Business: https://www.ufs.ac.za/docs/librariesprovider53/ict-
how-to-guides/skype-for-business---quick-reference.pdf?sfvrsn=e209b521_2
For any other IT support, please contact the ICT Service Desk on +27 51 401 2000 between
07:45 and 16:30.
H. STUDENT ACADEMIC SERVICES
1. PeopleSoft Campus Solutions v9.2 upgrade:
The upgrade is proceeding as planned. Users are requested to submit their testing outcomes
(UATs) before 2 April. In addition, any requests for support should be submitted by 27 March.
2. Applications and admissions:
The online applications are still scheduled to open on 1 April in line with the official opening
date. The Admissions team will be working with their respective faculties to attend to offers
and communication to students.
3. Master’s and doctorate submissions:
• 30 March 2020 is the final date for the awarding of all master’s and doctoral degrees
for the June 2020 graduation session. Any degrees that could not be awarded by this
date will stand over until the December 2020 graduation session.
• 31 March 2020 is the final date for all returning master’s and doctoral students to
register for 2020.
• 1 April 2020 is the final date for the submission of the ‘Notice of Submission’ for
students who intend to graduate during the December 2020 graduation ceremony.
• 6 April 2020 is the final date for the submission of all appraisals for the June 2020 graduation.
4. Academic calendar, class and examination timetables:
The academic calendar is currently under review; therefore, the timetable process as well as
due dates for publications will be impacted.
65. Certification:
Due to the risk of printing certificates off campus, certificate printing will not be available
during the lockdown period. The certification team will continue to receive requests and
prepare them for immediate action once the campus opens.
6. Student Services Centre:
Telephone: 051 401 9666, Studentadmin@ufs.ac.za
All hard copies (DV2/DV3, registration forms, or any other supporting documents) should be
scanned and emailed to the email addresses below. Only online applications will be allowed.
During this time, the following services will be available to students via email and telephone:
applications, admissions, registrations and student documentation (academic record and proof
of registration), graduation, certification, academic transcripts, academic records (alumni),
questionnaires, duplicate certificates and official letters, master’s and doctoral registrations.
Document printing will not be available during the lockdown period. The Student Service
Centre team will continue to receive requests and prepare them for immediate action once
the campus opens.
For more information, please click on the following link:
https://www.ufs.ac.za/supportservices/16-registration-information/quick-links
OFFICE OF THE DEPUTY REGISTRAR: STUDENT ACADEMIC SERVICES (SAS)
Name and surname Position/faculty/ department Cell number Email address
Anban Naidoo Deputy Director: SAS 051 401 2789 naidooa@ufs.ac.za
Yandiswa Nyamakazi Office Manager 051 401 7704 NyamakaziYP@ufs.ac.za
CURRICULUM MANAGEMENT
Name and surname Position/faculty/ department Cell number Email address
Maryn Greyling Assistant Director 051 401 7345 Course catalogue enquiries:
Coursecatalogue@ufs.ac.za
Class timetable enquiries:
Classtimetable@ufs.ac.za
Examination timetable enquiries:
Examtimetable@ufs.ac.za
Ad hoc booking enquiries:
Acadadhocbookings@ufs.ac.za
SYSTEMS MANAGEMENT
Name and surname Position/faculty/ department Cell number Email address
Knox Lenono Systems Manager 051 401 2481 lenonok@ufs.ac.za
7STUDENT RECORDS
Name and surname Position/faculty/ department Cell number Email address
Debbie van Deputy Director 051 401 3364 loggerd@ufs.ac.za
Loggerenberg
Postgraduate Unit:
Epefia Maboa Acting Manager 051 401 2943 MaboaEBM@ufs.ac.za
Rebecca Dipyere Process Leader 051 401 2722 DipyereRD@ufs.ac.za
Undergraduate Unit:
Joel Thebe Acting Manager 051 401 2865 ThebeJl@ufs.ac.za
Rebecca Mohatlana Process Leader 051 401 9273 MohatlaneLR@ufs.ac.za
I. TEACHING AND LEARNING SUPPORT
1. Teaching and Learning managers:
During this period, Teaching and Learning managers in faculties can assist with faculty
guidelines on teaching, learning and assessment, as well as providing general teaching and
learning support.
2. Teaching and Learning managers’ contact details:
Faculty Name Email address
Annari Muller MullerA1@ufs.ac.za
Economic and Management Sciences
Sivuyile Nzimeni NzimeniS@ufs.ac.za
Education Bawinile Mthanti MthantiBJ@ufs.ac.za
Health Sciences Cheryl Jaftha JafthaCBA@ufs.ac.za
Law Jacques Matthee MattheeJL@ufs.ac.za
Natural and Agricultural Sciences Elzmarie Oosthuizen OosthuizenEM@ufs.ac.za
The Humanities Jackie Storer StorerJA@ufs.ac.za
Theology and Religion Siphokazi Dlwati DlwatiS@ufs.ac.za
Academic staff on the Qwaqwa Campus can contact the assistant deans in the respective
faculties for support regarding Qwaqwa faculty guidelines on teaching, learning, and
assessment.
3. Learning designers:
Learning designers support academic staff with the use of technology in their learning and
teaching. This includes support for Blackboard, Blackboard Collaborate, QuestionMark,
Turnitin, as well as other educational technologies.
84. Learning designer contact details:
Faculty Name Email address
Economic and Management Sciences Nanette Mulder muldern@ufs.ac.za
Education Yoliswa Khumalo KhumaloYDK@ufs.ac.za
Health Sciences Mojaesi Phejane PhejaneMMV@ufs.ac.za
Law Linda Oduro OduroL@ufs.ac.za
Natural and Agricultural Sciences Jani van der Merwe VandermerweJ3@ufs.ac.za
The Humanities Heinrich Prinsloo PrinslooH1@ufs.ac.za
Theology and Religion Refemetswe Setenane SetenaneRV@ufs.ac.za
Qwaqwa Campus Matlali Mthembu MthembuMLC@ufs.ac.za
Support Services Refemetswe Setenane SetenaneRV@ufs.ac.za
5. General CTL support
For all enquiries regarding learning and teaching support provided by the Centre for Teaching
and Learning, contact Tiana van der Merwe (tvdmerwe@ufs.ac.za) (Bloemfontein Campus)
or Eleanor Bernard (BernardEJ@ufs.ac.za ) (Qwaqwa Campus).
Compiled by:
Department of Communication and Marketing
news@ufs.ac.za
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