QUICK REFERENCE GUIDE FOR UFS STAFF DURING THE NATIONAL LOCKDOWN - UPDATED ON: 15 APRIL 2020
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QUICK REFERENCE GUIDE
FOR UFS STAFF DURING
THE NATIONAL LOCKDOWN
UPDATED ON: 15 APRIL 2020The 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 well-being, health and safety of staff and students of the University of the Free State (UFS)
are extremely important and the threat of infection with COVID-19 in the UFS community is a
major risk.
The UFS will update staff during the week of 14 April 2020 on developments regarding university
operations, also confirming the date of reopening of the university.
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
COVID-19 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 can be posted.
Contact information for the Department of Communication and Marketing:
Name Designation Telephone Numbers Email address
Mrs Lacea Loader Director 083 645 2454 loaderl@ufs.ac.za
Dr Nitha Ramnath Deputy Director 081 405 5177 ramnathn@ufs.ac.za
Mrs Lelanie de Wet Manager: Digital Communication 078 460 3320 dewetla@ufs.ac.za
Mrs Martie Nortjé Manager: Reputation, Brand and 084 564 0158 nortjemm@ufs.ac.za
Marketing Management
Ms 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:
Despite 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
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.
3South 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.
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
until the lockdown has been lifted.
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 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 Designation Telephone Numbers Email address
Mrs Susan van Jaarsveld Senior Director: HR 083 324 7292 vjaarsj@ufs.ac.za
ORGANISATIONAL DEVELOPMENT AND EMPLOYEE WELLNESS
Name Designation Telephone Numbers Email address
Mrs Burneline Kaars Head: OD and Wellness 071 670 4433 KaarsB@ufs.ac.za
HR BUSINESS PARTNER: ACADEMIC CLUSTER
Name Designation Telephone Numbers Email address
Mrs Marianne Vermaak Head: HR Business Partners 082 811 4995 VermaakM@ufs.ac.za
(Academic Cluster)
HUMAN RESOURCES BUSINESS PARTNERS
Name Designation Telephone Numbers 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
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 Webpage:
https://www.ufs.ac.za/coronavirus-(covid-19-sars-cov-2)-staff-information
https://www.ufs.ac.za/coronavirus-(covid-19-sars-cov-2)-daily-videos
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. LIBRARY AND INFORMATION SERVICES
ONLINE SERVICES
Please be informed that Library and Information Services is available for service delivery
through online communication tools. Students and staff can send requests. No print (print
books and journals) and non-print (audio-visual materials) information resources are available
at the moment. The Library and Information Services will locate online versions of these
information resources through publishers who are availing resources during this period.
Kindly contact the staff for general information using our ‘LiveChat’, which also offers
Frequently Asked Questions. Staff is available on email and cellphones for the following
services:
Management
Name Designation Telephone Numbers Email address
Ms Betsy Eister Director: Library and Information 051 401 3680 Eisterkb@ufs.ac.za
Services 083 500 6994 OR
082 880 3492
Mr Charlie Molepo Deputy Director: Research and 051 401 2032 MolepoCM@ufs.ac.za
Scholarly Communications 082 839 3749
Mr Monde Madiba Deputy Director: Collection 051 401 3526 MadibaAM@ufs.ac.za
Development and Management 079 933 7940
Ms Jeannet Deputy Director: Teaching and 051 401 2230 MolopyaneJM@ufs.ac.za
Molopyane Learning Information Services 082 631 2238
6Sasol, Medical and Music Libraries
Information and Research Librarians (for information search and related services):
Name Faculty Telephone Numbers Email address
Mr Molatoli Sephoko Faculty of Economic and 051 401 2512 Molatoli@ufs.ac.za
Management Sciences 071 625 4829
Ms Ronet Very Faculty of Education 051 401 2642 Ronet@ufs.ac.za
Ms Annamarie du Preez Faculty of Health Sciences 051 401 7786 Annamari@ufs.ac.za
Ms Malefu Mophosho 051 401 7789 MophoshoAM@ufs.
073 841 7471 ac.za
Ms Elma van der Merwe 051 401 7787 Elma@ufs.ac.za
063 844 3590
Mr Lee Goliath Faculty of the Humanities 051 401 2533 GoliathLK@ufs.ac.za
073 871 4409
Mr Sihle Blose 051 401 7875 BloseSD@ufs.ac.za
081 740 3273
Mr Wellington Sotu Faculty of Law 051 401 2737 SotuW@ufs.ac.za
071 061 8960
Ms Kegomodicwe Phuthi Faculty of Natural and Agricultural 051 401 346 PhuthiKE@ufs.ac.za
Sciences
Mrs Gadibolae Moshotloa 051 401 2003 MoshotloaGL@ufs.
ac.za
Ms Senovia Welman Faculty of Theology and Religion 051 401 2743 Senovia@ufs.ac.za
078 712 4347
Mrs Carmen Nel Research Services 051 401 2742 Carmen@ufs.ac.za
072 377 5585
Mrs Hesma van Tonder 051 401 3468 Hesma@ufs.ac.za
072 376 3367
Mr Jonas Mogopodi Interlibrary Loans 051 401 2228 Mogopodis@ufs.ac.za
073 035 4395
Mr Charlie Molepo Copyright Services 051 401 2032 MolepoCM@ufs.ac.za
082 839 3749
TK Mopeli Library (Qwaqwa Campus)
Ms Zukiswa Ketiwe All four faculties 058 718 5212 KetiweZ@ufs.ac.za
082 359 3070
Ms Kenosi Maholela 058 718 2107 MaholelaK@ufs.ac.za
076 943 4515
Neville Alexander Library (South Campus)
Mrs Lianda Coetzer All services 051 401 7787 Lianda@ufs.ac.za
082 775 6063
Mr Ohentse Diseko 066 252 1002 DisekoOT@ufs.ac.za
7I. STUDENT ACADEMIC SERVICES
1. PeopleSoft Campus Solutions v9.2 upgrade:
The upgrade proceeded as planned. Users were requested to submit their testing outcomes (UATs)
before 2 April. In addition, any requests for support should have been submitted by 27 March.
2. Applications and admissions:
The online applications were 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 was 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 was the final date for all returning master’s and doctoral students to
register for 2020.
• 1 April 2020 was 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 was 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.
5. 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 above. 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
8OFFICE OF THE DEPUTY REGISTRAR: STUDENT ACADEMIC SERVICES (SAS)
Name Designation Telephone Numbers 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 Designation Telephone Numbers 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 Designation Telephone Numbers Email address
Knox Lenono Systems Manager 051 401 2481 lenonok@ufs.ac.za
STUDENT RECORDS
Name Designation Telephone Numbers 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
9J. 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:
Name Faculty Name Email address
Annari Muller Economic and Management Annari Muller MullerA1@ufs.ac.za
Sivuyile Nzimeni Sciences Sivuyile Nzimeni NzimeniS@ufs.ac.za
Bawinile Mthanti Education Bawinile Mthanti MthantiBJ@ufs.ac.za
Cheryl Jaftha Health Sciences Cheryl Jaftha JafthaCBA@ufs.ac.za
Jacques Matthee Law Jacques Matthee MattheeJL@ufs.ac.za
Elzmarie Oosthuizen Natural and Agricultural Sciences Elzmarie Oosthuizen OosthuizenEM@ufs.ac.za
Jackie Storer The Humanities Jackie Storer StorerJA@ufs.ac.za
Siphokazi Dlwati 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.
4. Contact details:
Name Faculty Email address
Nanette Mulder Economic and Management Sciences muldern@ufs.ac.za
Yoliswa Khumalo Education KhumaloYDK@ufs.ac.za
Mojaesi Phejane Health Sciences PhejaneMMV@ufs.ac.za
Linda Oduro Law OduroL@ufs.ac.za
Jani van der Merwe Natural and Agricultural Sciences VandermerweJ3@ufs.ac.za
Heinrich Prinsloo The Humanities PrinslooH1@ufs.ac.za
Refemetswe Theology and Religion SetenaneRV@ufs.ac.za
Setenane
Matlali Mthembu Qwaqwa Campus MthembuMLC@ufs.ac.za
Refemetswe Support Services SetenaneRV@ufs.ac.za
Setenane
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).
10Compiled by: Department of Communication and Marketing news@ufs.ac.za
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