WARDENS' MANUAL 2021 - COMPILED BY THE DIVISION OF STUDENT AFFAIRS - Rhodes University

 
WARDENS' MANUAL 2021 - COMPILED BY THE DIVISION OF STUDENT AFFAIRS - Rhodes University
2021

WARDENS’ MANUAL
COMPILED BY THE DIVISION OF STUDENT AFFAIRS
WARDENS' MANUAL 2021 - COMPILED BY THE DIVISION OF STUDENT AFFAIRS - Rhodes University
Contents
.............................................................................................................................................................. 1
MESSAGE FROM DIRECTOR OF STUDENT AFFAIRS ................................................................................... 6
DIVISION OF STUDENT AFFAIRS .............................................................................................................. 7
VISION ................................................................................................................................................... 7
MISSION ................................................................................................................................................ 7
VALUES .................................................................................................................................................. 7
THE RESIDENTIAL SYSTEM....................................................................................................................... 8
STRUCTURE OF THE DIVISION OF STUDENT AFFAIRS ................................................................................ 8
THIS MANUAL ........................................................................................................................................ 8
WARDENS’ MENTORSHIP ........................................................................................................................ 9
ORIENTATION......................................................................................................................................... 9
   O-WEEK HINTS FOR WARDENS ...................................................................................................................11
     3 Weeks Before...........................................................................................................................................11
     2 Weeks Before...........................................................................................................................................12
     Week Before ...............................................................................................................................................12
     Orientation Week for 1st years: .................................................................................................................12
OPERATIONAL PLAN FOR THE ARRIVAL OF STUDENTS AT RESIDENCES DURING COVID-19 – important
information for students ....................................................................................................................... 16
A – Z of WARDENING ............................................................................................................................ 26
ACADEMIC SUPPORT ............................................................................................................................ 26
ACCIDENTS, ATTEMPTED SUICIDES, DEATHS AND SERIOUS ILLNESS ........................................................ 26
ACHIEVEMENTS AND AWARDS .............................................................................................................. 26
ALCOHOL ON CAMPUS and RULES ON SOCIAL FUNCTIONS ..................................................................... 26
   Aspects pertaining to residences ................................................................................................................27
AMBULANCES SERVICES ........................................................................................................................ 27
ANIMALS ON CAMPUS.......................................................................................................................... 28
ANNUAL HALL REPORTS ........................................................................................................................ 28
ARRIVAL OF STUDENTS ......................................................................................................................... 28
BENEFITS AND ALLOWANCES ................................................................................................................ 29
BOARD OF RESIDENCES ......................................................................................................................... 30
BOX ROOM PROTOCOL ......................................................................................................................... 30
CAMPUS PROTECTION (SAFETY AND SECURITY) ..................................................................................... 31
CAREER COUNSELLING .......................................................................................................................... 32
CATERING SERVICES.............................................................................................................................. 32
CLUBS AND SOCIETIES ........................................................................................................................... 33
CLOSURE OF HALLS DURING VACATIONS ............................................................................................... 33
CODE OF CONDUCT FOR WARDENS ....................................................................................................... 34
COMMUNICATION WITH DIVISION OF STUDENT AFFAIRS ...................................................................... 34
COMMUNITY ENGAGEMENT ................................................................................................................. 34
COMPULSORY SERVICE ......................................................................................................................... 35
CONFERENCES ...................................................................................................................................... 35
CONFIRMATION OF APPOINTMENTS OF WARDENING STAFF .................................................................. 36
COUNSELLING CENTRE .......................................................................................................................... 36
CRISIS COMMUNICATIONS PROTOCOL................................................................................................... 36
DEATH OF A STUDENT........................................................................................................................... 37
DISABILITY ........................................................................................................................................... 37
DOUBLE ROOMS ................................................................................................................................... 38
DRUGS ................................................................................................................................................. 38
   Psychological and medical support ............................................................................................................38
     Disciplinary measures.................................................................................................................................38
     Dealing with the discovery of illicit drugs ..................................................................................................39
DUTIES ................................................................................................................................................. 40
EARLY RETURNS /LATE DEPARTURES ..................................................................................................... 40
ELECTRICAL APPLIANCES ....................................................................................................................... 44
EMERGENCY CONTACT DETAILS ............................................................................................................ 44
EMERGENCY REQUISITIONS .................................................................................................................. 44
END OF TERM ....................................................................................................................................... 44
ENTERTAINMENT ALLOWANCE.............................................................................................................. 45
ENVIRONMENTAL CONCERNS ............................................................................................................... 45
FEES ..................................................................................................................................................... 47
FIRES / FIRE DRILL ................................................................................................................................. 48
FRIDGES IN RESIDENCE ROOMS ............................................................................................................. 50
FUNCTIONS .......................................................................................................................................... 50
FUNDS – HALL AND HOUSE FUNDS ........................................................................................................ 50
HALL FELLOWS...................................................................................................................................... 50
HARASSMENT ...................................................................................................................................... 51
HEALTH CARE CENTRE ........................................................................................................................... 52
HIV/AIDS.............................................................................................................................................. 53
HOUSE COMMITTEES ............................................................................................................................ 54
HOUSEKEEPING .................................................................................................................................... 54
HUMAN RESOURCES DIVISION .............................................................................................................. 55
INSURANCE .......................................................................................................................................... 56
INTERNATIONAL STUDENTS .................................................................................................................. 56
LEAVE OF ABSENCE ............................................................................................................................... 57
   Wardens and Sub-wardens.........................................................................................................................57
     Students ......................................................................................................................................................57
MAINTENANCE REQUISITIONS............................................................................................................... 57
MASTER KEYS ....................................................................................................................................... 57
POLICIES OF THE UNIVERSITY ................................................................................................................ 58
PREGNANCY ......................................................................................................................................... 58
PROTOCOL FOR EMERGENCY TELEPHONE CALLS MANAGED BY CPU STAFF.............................................. 59
PROTOCOL FOR THE INSPECTION AND MAINTENANCE OF WARDENS FLATS UPON RESIGNATION OF A
WARDEN .............................................................................................................................................. 59
PSYCHOLOGICAL DISTRESS .................................................................................................................... 60
Tips to student on managing psychological distress: .............................................................................. 60
QUALITY OF LIFE SURVEY ...................................................................................................................... 61
REFRESHER TRAINING FOR HOUSE COMMITTEES AND SUB WARDENS .................................................... 61
REGISTRATION ..................................................................................................................................... 61
REGISTRATION and PARKING OF CARS ON CAMPUS .............................................................................. 61
REPAIRS AND REQUISITIONS ................................................................................................................. 62
RESIDENCE ALLOCATION POLICY ........................................................................................................... 62
RESIDENCE MERIT SCHOLARSHIP ........................................................................................................... 62
RESIDENCE SYSTEM .............................................................................................................................. 63
ROOM ALLOCATION PROTOCOL ........................................................................................................... 63
ROOM CHECKS & ROOM STATEMENT FORMS – PROCEDURES ................................................................ 64
ROOM SEARCHES BY HALL AND HOUSE WARDENS ................................................................................. 66
SMOKING SAFETY ................................................................................................................................. 67
Anti-Harassment Office ........................................................................................................................ 69
SNAKES ................................................................................................................................................ 69
SPORTS@ RHODES ............................................................................................................................... 69
STUDENT DISCIPLINE ............................................................................................................................ 69
STUDENT FUNDING .............................................................................................................................. 72
STUDENTS REPRESENTATIVE COUNCIL (SRC) .......................................................................................... 73
STUDENT SERVICES COUNCIL ................................................................................................................ 73
SQUATTING .......................................................................................................................................... 74
SUBSTANCE ABUSE ............................................................................................................................... 74
SUB-WARDENS’ DUTIES ........................................................................................................................ 74
SUICIDAL AND PARA-SUICIDAL CRISES ................................................................................................... 74
VACUUM CLEANERS.............................................................................................................................. 75
VEHICLES (PRIVATE) .............................................................................................................................. 75
VISITORS TO RESIDENCE ....................................................................................................................... 75
WARDENS’ DUTIES ............................................................................................................................... 75
WARDENS’ FLATS ................................................................................................................................. 76
WARDEN’S POWER OF SEARCH ............................................................................................................. 76
WARDENS’ WORKSHOPS ...................................................................................................................... 76
APPENDICES ......................................................................................................................................... 76
MESSAGE FROM DIRECTOR OF STUDENT AFFAIRS
The Division of Student Affairs (DSA) aims to offer a wide range of
new experiences and opportunities for students outside the classroom,
thereby enabling students to embark on the process of understanding
themselves as critical and engaged citizens. It wishes to provide a safe
and nurturing student support system as well as a diverse array of
residential, sporting, cultural and leadership opportunities that will
foster the all-round development of our students, the university, and
the region as a whole. Three Sections in the Division of Student Affairs
are tasked at ensuring the above is achieved namely: Wellness; Sports
Administration and Student Services.
The Wellness Section consists of the Health Care Centre; Counselling Centre; HIV office and Careers
Centre. The Wellness section is responsible to ensure that the holistic development of students is
observed through a wellness approach to life. Emphasis is placed on ensuring that each student takes
responsibility for their physical, academic, social, emotional and spiritual wellness. Support services
are vitally important in the promotion of learning.
Sports Administration consists of competitive Clubs, Residence Sport, Facilities and the Health
Suite. Physical and social wellness are given attention in this administration but the unspoken
emotional and academic benefits that sports carry cannot be underestimated. If a student is physically
well, their wellness approach to life is often evident in their broader purpose, values and general
character.
The Student Services Section consists of the Student Representative Council (which includes the
governance of all societies); the Residence System (wardening and leadership structure); Disability
support services; and the First-Year and First Year Extended Orientation.

The Pocket Money Fund is an initiative in the division that are here to assist students. For more
information on these programmes, visit our website www.ru.ac.za/studentaffairs/

The residence system contributes to personal transformation in the students that is lasting. The
principle of social inclusion fosters this transformation. Optimally, the residence system celebrates
diversity and respects difference. The living and learning space includes spaces to learn about
community engagement and social responsibility. Students are encouraged to engage with the SRC
and partake in the residence environment for their own self-reflection and personal holistic growth.

The Division is committed to the establishment and implementation of policies, procedures,
programmes and services which will enhance, enrich and complement the total educative experience
of students at Rhodes University, and which will provide an environment conducive to effective
academic learning and holistic development of all students in our community. The Division affirms
that quality and a commitment to continuous improvement are essential to the realization of its vision,
underpinned by a clear understanding of the needs, aspirations and expectations of students at the
University and the provision of services that aim to meet those expectations.

Ms Nomangwane Mrwetyana (Director of Student Affairs)
DIVISION OF STUDENT AFFAIRS
VISION
The Division of Student Affairs’ vision is to create a living and learning student support system and
environment that is inclusive and conducive to academic success, through promoting a healthy
lifestyle and personal growth.

MISSION
In pursuit of its vision DSA wishes to provide a welcoming, professional, affirming and safe student
support system as well as a diverse array of residential, sporting, cultural and leadership opportunities
that will foster the holistic development of our students.
 The DSA’s strategic operational plan is aligned to the IDP and it therefore undertakes to:
   •       Promote the development of the student outside of the teaching and learning environment
           (e.g. through residence system, societies, clubs, community engagement);
   •       Develop students’ leadership potential (e.g. providing leadership opportunities, ensuring
           an effective Student Representative Council as well as establish and promote opportunities
           for leadership development for all students);
   •       Promote student well-being in all its facets and the provision of appropriate support to
           students with difficulties impacting their well-being and academic success e.g. counselling
           support, primary health care services.
   •       Provide an environment for students where they can enjoy quality of life at Rhodes
           University (e.g. ensuring a student culture that celebrates diversity and respects difference
           and the existence of effective mechanisms to deal with harassment, provision of
           recreational facilities, sports clubs and societies, ensuring that timeous and fair disciplinary
           action is taken);
   •       Ensure a viable and effective wardening system to support students in the residential
           system as well as Oppidan students (students living off campus).

VALUES
   •   Encourage potential and cultivate academic success and excellence
   •   Develop ethical leaders and responsible citizens
   •   Value and celebrate diversity
   •   Promote personal growth and resilience
   •   Cultivating sporting participation and excellence
   •   Promote a wellness approach to life

Like us on Facebook: Rhodes University Student Affairs
Follow us on Twitter: @RUStu_Affairs           www.ru.ac.za/studentaffairs

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THE RESIDENTIAL SYSTEM
The residences at Rhodes are grouped into 14 Halls and a Postgraduate Hall, all in lovely gardens, with
different atmospheres and traditions to suit all kinds of people. Nearly all students have single rooms,
which provide private space for rest and study, and it was recently confirmed that the ideal size for our
future residences is 85 students. The residences are arranged in groups of three to five Houses around
a central dining hall and recreation area. Some Halls are for men or women only; others have men’s
and women’s Houses. Each House has its own Warden, usually a member of the University staff, who
administers the House with the assistance of two or more Sub- Wardens and the student
selected/elected House Committee. Wardens are chosen for their interest in and understanding of
young adults. Each Hall is managed and administered by a Hall Warden, who is usually a senior
member of the University staff. The Hall Warden, in consultation with the Wardening staff and the
Hall Committee, is responsible for the effective and efficient management and administration of the
Hall.

What’s so special about Rhodes residences?
They are much smaller than reses on other SA campuses, so students can walk to the library, computer
labs and sports fields some of the buildings are really old and beautiful; all are set in well-tended
gardens, and add hugely to the aesthetic appeal of the campus.

Most students have their own rooms, with basins and linked computer access, as well as good quality
furniture, linen and appliances. Wardens provide a safety net so students can explore their personal
boundaries. We have a carefully structured Student Disciplinary Code, which encourages responsible
behaviour. New students form instant social groups of friends which tend to last for life. Students are
exposed to a wide range of diversity in terms of race, class, religion and culture; senior students in res
provide useful role models and continuity; each Hall has its own ethos and is democratically run; there
is a range of opportunities for students to develop personal skills, take leadership roles and get
involved in the host of sporting and cultural activities on offer and annual award ceremonies in Halls
recognize these achievements.
Formal Hall events offer students the opportunity to socialize in a formal way, and acquire useful social
skills.
STRUCTURE OF THE DIVISION OF STUDENT AFFAIRS
In terms of the management structure of the University, the Residences fall under two divisions of the
University:
   •   Wardening, Sub-Wardening and general student management falls within the Division of
       Student Affairs.
   •   Food Services and Housekeeping fall within Residential Operations under Deputy Director:
       Ms. Jay Pillay.
   •   Facility Services which includes aspects of residential infrastructure and building
       maintenance, which fall under the Deputy Director, Mr. Dawie van Dyk.

THIS MANUAL
For the first-time House and/or Hall Warden, the job can seem overwhelming and daunting. This
Manual provides guidelines, procedures and advice (in alphabetical order) which, it is hoped, will
make your task a little easier and clearer. However, no manual can replace the value of consultation
and, should you feel unsure or insecure, you are urged to contact your wardening colleagues, the
Director of Student Affairs or the Manager: Student Services at any time.

While each Hall has its own ethos and its own set of Hall Rules with which you, as a Warden, need to
be familiar, this manual has been compiled to provide Wardening staff with an easily accessible source
of more general information about the residential system, the other support services in the Division of
Student Affairs and operational guidelines. The role of Wardens is constantly changing and adapting
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– and so the manual is always a “work in progress”.

WARDENS’ MENTORSHIP
 New Wardens are strongly encouraged to request a mentor during their first year. Mentors are
 experienced wardens, willing to offer advice, support and guidance on a confidential basis.
 Arrangements are informal and voluntary.

ORIENTATION
 Aims
 Every year Rhodes University welcomes hundreds of new students to campus and into our residences.
 As part of this warm welcome, residences are encouraged to devise imaginative ways to enable these
 students to settle down quickly and meet new friends, who come from a variety of backgrounds. These
 activities should provide a pleasant and relaxing background to the more formal orientation arranged
 by the University, and should help in acclimatizing and ‘inducting’ new students into their new
 environment. It is very important that these activities assist with orientation and are not experienced
 as ‘initiation’, which is banned at Rhodes University. Due to Covid-19 regulations, the health,
 wellbeing and safety of our staff and students is of paramount importance. All decisions relating to
 a gradual phased, structured and highly risk-controlled return of students to campus informs these
 precepts.

 What is Initiation?
 Initiation (often called ‘hazing’) is usually compulsory, and is targeted at a specific group (e.g. all
 first years). It involves the performance of an activity or ceremony (often anti-social, humiliating or
 unpleasant, and often involving alcohol) as part of the ‘requirements’ to become socially accepted.
 Any such activity, which is forced on unwilling participants, and which is in any way degrading or
 embarrassing is regarded as initiation, and is strongly discouraged. When deciding whether an
 activity might be seen as initiation, careful thought must be given to power differences, peer pressure,
 and whether new students have a genuine choice not to participate, given the influence of the peer
 group and the power of House Committees. Any form of ridicule, or implied threat of ostracism for
 non- participation is regarded as initiation.

 The Principles underpinning Orientation
    • To provide each student with sufficient advice and information to enable them to make sound
       academic choices;
    • While keeping the focus on academic induction, to encourage students to balance academic
       and social activities, and to make lasting friendships;
    • To foster a culture which promotes tolerance and respect for human rights and celebrates
       diversity;
    • To create an appropriate environment for living and learning in harmony;
    • To enhance equity in respect of race, gender and sexual orientation;
    • To place high value on the uniqueness, personal dignity and self-worth of every student;
    • To emphasize the essential balance between personal freedom and social obligations in
       residential communities.

 The Requirements
 A session on ‘orientation’ is included in the annual training of House Committees and Sub wardens.
 As part of the first meeting with new students in each Residence, the Warden must discuss the purpose
 of Orientation, and the difference between orientation [and initiation]. Students must be reminded that
 all participation in any social event in the residence is voluntary.
      • No social activities may commence before 7 a.m.
      • No social activities should be scheduled for the Monday morning of the compulsory first year
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session.
   •    House Committees and Sub wardens must be full participants in all such activities.
   •    If residences wish to arrange inter-residential visits to facilitate ‘meeting and greeting’, then:
   •    Students should not make undue noise when walking to and from their destinations
   •    Students should be sober, and should not wear revealing clothing on such occasions (jeans /
        t-shirts / tracksuits are appropriate). No dress code may be compulsory.
    • House Committees must base strategies to set up conversations aimed to encourage interaction
        in threesomes or larger groups (no pairings).
    • The conversations that take place should be culturally neutral and ‘above-board’, avoiding
        topics which have deliberate sexual connotations.
If residences wish to sing as part of their social engagement:
    • the focus should be on fun and enthusiasm
    • only students who volunteer should participate
    • instrumental accompaniment may not be amplified or excessively loud
    • no lewd or lascivious gestures may accompany the songs
    • the lyrics of the songs must be approved by the House/Hall Warden.
    • participation by any residence or student in any SRC social event (such as RU Jamming) is
        entirely voluntary, and any such competition should not permit lewd or foul language, or
        lascivious gyrations and dance moves.
    • House Committees and Sub-wardens should agree on a mechanism for immediate intervention
        in the event of any evidence of initiation being noticed or reported. Both Warden and Hall
        Warden must be informed immediately of all such concerns.

   While students should be advised of safety precautions, and normal safety talks and fire alarm
   training should take place, fire alarms and intercom systems may not be used in order to wake
   students for any social activities.

Wardens will be held accountable for the clear and effective communication of these guidelines to all
role-players. House Committees and Sub-wardens will thereafter be held accountable for any
contraventions.

In addition to the requirements stipulated in item 5 of the Conditions of Service of House Wardens,
House Wardens are required to be in Residence 5 days (5 working days) before the start of Orientation
Week at the beginning of each academic year. (See also “Leave of Absence”)

Leadership camps for Sub-Wardens, Hall Senior Students, House Senior Students and SRC reps:
Out of town camps: Camp food packages will be supplied to all Halls who arrange a leadership camp
out of town on the Sunday and Monday prior to training. In addition, an allowance (based on student
numbers in the Hall) will be made available to each Hall by the DSA to cover travel or
accommodation expenses.
Leadership training: this runs for the week preceding orientation for 1st years, and is compulsory for
all leadership teams. Wardens are strongly advised to attend as much of the programme as possible.
House Committee / SRC members returning for orientation:
     • The maximum number of house committee members for residences with 100 or less students,
        have changed from 7- 8
     • The maximum number of house committee members for residences with more than 100
        students, have changed from 8 – 9
     • SRC hall reps will now be included and their costs will be covered as well
Wardens have the final discretion as to who these students will be, but the following portfolio holders
are recommended: House Senior Student, Secretary, Treasurer, Sports Rep., Entertainment Rep.,
Community Engagement Rep, Wellness Leaders, Environmental Rep and Student Networking Rep.
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Hall Wardens are requested to provide the personal details of all such students before the end of the
previous academic year.

The programme for new students during Orientation Week runs for the week before the start of
lectures and provides the following:
    • A range of introductory lectures on every subject offered at Rhodes. These are spread over a
        few days and arranged in such a way that students in each Faculty can attend those lectures
        relevant and interesting to them. We advise that students attend as many of these as possible,
        so that they can make an informed decision about their course of study.
    • Explicit guidance about career planning, so that the proposed curriculum of study will lead to
        a career which will give students the competitive edge (the Career lectures which are offered
        over the weekend are repeated two more times during the week).
    • Workshops on a range of important social issues for ALL first-year students, regardless of
        whether they plan to stay in residence or in town. These workshops have been devised in order
        to provide relevant information to help students make responsible choices about their life-
        style at University, and to build the kind of ethos upon which Rhodes prides itself: one in
        which the respect for the diversity and dignity of all members of our community is highly
        valued. These workshops must be held within the residences, and will explore such issues as
        sexuality, social diversity, substance abuse, the misuse of alcohol and coping with stress and
        depression.
    • Guided tours of the University campus, so that students can familiarize themselves with the
        physical surroundings.
    • Library tours and literacy workshops, to ensure that all students understand exactly how the
        library works and encourage them to use this vital resource, and make it a part of their daily
        academic lives. In addition, there will be special exhibitions at this time, and parents and
        students are most welcome to visit these.
    • Computer literacy workshops for those who know very little about computers.
    • Information about other support services on campus, including counselling services, transport
        and computer facilities.
    • There is also a programme of daily social events organized by the Students’ Representative
        Council (SRC).
    • On the final day of Orientation Week, students are required to obtain curriculum approval,
        which means they sign up officially for the courses which they have decided upon for their
        chosen degree. By this time, they will have had the opportunity to find out about these subjects
        both by attending the introductory lectures on offer and by talking to fellow students and
        academic advisers.

Hall Wardens must ensure that all the workshops scheduled for their Halls are professionally
delivered and well attended.
Please ensure that you have read the “Guidelines for Social Activities during Orientation” and that it
is closely followed.

O-WEEK HINTS FOR WARDENS
3 Weeks Before
  -   Check your House Committee Members’ Registration Fees are paid
  -   Confirm their attendance and arrival dates
  -   If there is a problem (and there always is e.g. registration fee not paid, not returning to Rhodes or failed
      everything and not returning) consult your Hall Warden and the Hall Constitution and ascertain whether
      you can select the person who received the 2nd highest number of votes or whether you are obliged to
      hold new elections once everyone has returned

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2 Weeks Before
   -   Submit relevant changes to Hall Administrator
   -   Collect all relevant training material from the Hall Administrator – i.e. House Committee Training
       Manual, Sub-Wardens’ Training Manual, O-Week Schedule
   -   Confirm details of Leadership Weekend – i.e. departure date and time, meal preferences, etc. - with Hall
       Warden and relevant House Committee members
   -   Do any res admin that does not require House Committee approval – i.e. print lists, do outstanding filing
       etc.

Week Before
   -   Ensure that your House Committee has all the relevant training material and make sure that they ALL
       attend the House Committee training;
   -   take time one evening to meet with your House Committee and work through the following –
       their portfolios, identifying key performance areas, agreeing on targets e.g.: 75% participation in res
       sport, etc.;
   -   discuss what you expect from them, individually and as a team;
   -   set goals with them for the year, making sure that they all buy into them and commit to working towards
       achieving them;
   -   work out a roster for O-Week i.e. who will staff the foyer, show 1st years around, etc.;
       Make sure you check the following:
   -   all relevant documentation is collected from the Hall Administrator, along with the tea and biscuits for
       parents (your House Comm. should collect this, but check that they do);
   -   the res is set up for 1st years, i.e. rooms in order and all booklets and paperwork are in the rooms ready
       for the 1st years;
   -   the notice boards are up-to-date;
   -   room labels are up;
   -   common room set up for tea;
   -   foyer decorated.

Orientation Week for 1st years:
   -   Make sure your House Committee are up and staffing the front door by 7:30am.
   -   Don’t let anyone into your res unless they are cleared on the list from the Registrar’s Division – this
       includes your House Comm. members.
   -   Make sure you check the schedule and ensure that your students attend the workshops on the relevant
       days.
   -   Try to attend them too, where possible. Your presence ensures that they are run properly.
   -   Only allow non-House Committee returning students back into res on the Thursday of O-Week, unless
       they are post-grads or have made prior arrangements with you.

GUIDELINES FOR OFFERING RISK-CONTROLLED FACE- TO-FACE
ACTIVITIES DURING COVID-19
INTRODUCTION
When President Cyril Ramaphosa addressed the nation on 1 February 2021 on the move to an adjusted
Alert Level 3, it presents several opportunities and challenges for the way we will continue with our
operations for the foreseeable future.

We are urged to keep adhering to the strict health and safety protocols and non-pharmaceutical
interventions of wearing a face mask, washing our hands regularly with soap and water or using a
sanitiser and practising safe physical distancing at all times. We must continue living and spreading
and the message of care and concern for the safety and wellbeing of our students, staff and local
communities.

The University leadership, the Coronavirus Response Task Team (CVRTT) and the Coronavirus
Monitoring Group will continually monitor the progression and impact of the COVID-19 pandemic
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and take advice from the relevant Provincial and National Health authorities and health experts before
any decision is taken regarding face-to-face teaching and learning.

TERMINOLOGY

COVID-19 preventative strategies
Measures implemented to control the spread of COVID-19 including physical/social distancing, hand
hygiene, cough etiquette, non-medical (cloth) face masks, regular environmental cleaning and daily
symptom screening to prevent the spread of the SARS-CoV-2 from a COVID-19 positive case to other
students or staff on campus.

Comorbidity
Comorbidity refers to an overlap of different conditions and, medically, when conditions are comorbid
they impact one another even though their causes may be unrelated. The condition may also be a
behavioural or mental disorder.

Face-to-face Activities
All activities requiring people to be physically present in a venue or space. These include
lectures/classes, practicals, interviews, meetings, conferences, etc.

Social/Physical Distancing
Social/physical distancing is the practice of maintaining a greater than usual physical distance from
other people or of avoiding direct physical contact with people or objects in public places during the
outbreak of a contagious disease in order to minimise exposure and reduce transmission of infection.
In the case of COVID-19 a minimum distance of 1,5m to 2m between individuals is recommended.

Supervisor/convenor/organiser
Person in charge who is requesting permission to offer face-to-face activities.

Vulnerable people and people living with comorbidities
People who have pre-existing health conditions related to their immune systems, i.e. they are already
immunocompromised (as defined by the World Health Organization Report of 2019).

GUIDING PRINCIPLES
The following guiding principles should be considered by Halls in developing risk- controlled plans
for face-to-face activities:

   •   The University’s priority is the health and safety of the students, staff and local communities.
   •   Face-to-face activities will be considered for formal student engagement programmes.
   •   Any requests for face-to-face activities other than those mentioned above will be evaluated on
       a case-by-case basis and will be allowed if there are no alternative ways of doing so.
   •   The number of people in a venue (students, staff, etc.) should comply with the stipulated space
       occupancy limit.
   •   Under lockdown level 3 for Rhodes, groups that are larger than 50 (for indoors activity) and
   •   100 (for outdoor activity) should be split and physical distancing of 1.5m should be maintained
       and the floors and seating arrangements must be properly demarcated.
   •   Students and staff should always carry with them a small bottle of a sanitiser or make use of
       the Sanitizer available in designated areas on campus/residences.
   •   A risk-controlled plan highlighting possible risks, should be developed by the Hall
       Warden/Warden, requesting permission to offer face-to-face activities.
   •   The organiser of face-to-face activities should be present at all times to ensure that all protocols
       are adhered to.
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•    The organiser must ensure daily health screening of all people involved, e.g. using the Higher
       Health (HH) App, and Temperature screening.
  •    Daily records of all students, staff and other participants (Name, Surname, ID, Staff or Student
       number and Cell phone number) must be kept to ensure that should there be any COVID-19
       infection, contact tracing can be done.
  •    Students and people who have not done the Initial Risk Screening should not be permitted to
       enter the venue.
  •    All students, staff and other people allowed in the venue should wear masks at all times.
  •    The venue should be cleaned and surfaces sanitised.
  •    Students and staff with comorbidities should be catered for.
  •    Sanitiser dispensers should be present at entry and other key points. The organiser should
       contact the cleaning services staff who must ensure that sanitiser dispensers contain sanitiser,
       are re-filled at regular intervals and are in good working order.
  •    The venue (s) should be well-ventilated.
  •    All COVID-19 preventative measures and strategies must be adhered to at all times.
  •    The Division of Student Affairs Office must approve all Health and Safety plans for face-to-
       face activities in Halls.
  •    The Director/nominee will submit plan(s) on request, to the Chair of the Coronavirus Response
       Task Team for review and approval upon which a sub-committee of the COVID- 19 Response
       Task Team could evaluate plans.

        IMPORTANT CONTACTS

ROLE                         RESPONSIBILITY          CONTACT PERSON              CONTACT DETAILS

Cleaning and disinfecting a Residential Operations   Deputy       Director:      jay.pillay@ru.ac.za      or
building, residence,                                 Residential Operations, Jay 082 801 2389
classroom, office or any                             Pillay
other facility if someone is
found positive for COVID-
19
Counselling (students)       Student       Affairs   Head:         Counsellingcounsellingcentre@ru
                             Division                Centre, Christine Lewis  . ac.za or 046 603
                                                                              7070 (08h00 to
                                                                              16h30, Mo - Fri)
                                                                              Crisis Line - ER 24
                                                                              0102053068 (for
                                                                              psychological
                                                                              emergencies)
Health and Safety            Registrar’s Division     SHE Officer, Belinda b.nomji@ru.ac.za        or
                                                      Nomji                   046 603
                                                                              8278
Notification to the          Student          Affairs Sister Heather Ferreira Health Care Centre 046
Departmentof Health          Division – Health Care and Sister                603
                             Centre                   Thamie Fanisi           8523 (office hours)
Student queries              Student          Affairs Director: Student       n. mrwetyana@ru.ac.zaor
                             Division                 Affairs,          Noma 082 485 0271
                                                      Mrwetyana

                                                                                                   14
Tracing    assistance with Student           Affairs Sister Heather Ferreira    Health Care Centre 046
            theDepartment ofDivision (Health Careand Sister Thamie Fanisi        603
 Health                     Centre)                                              8523 (office hours)
 (students and staff)
 Facilities                 Facilities Servicing      Deputy         Director:   d.vandyk@ru.ac.za        or
                                                      Facilities    Servicing,   082 788 9589
                                                      Dawie van
                                                      Dyk

 February 2021 – Division of Student Affairs

SRC RUCreative Event – Orientation 2021

Introduction

The name changed from RU Jamming to RUCreative due to the fact that it now explores different
works of art as we are adapting to the new normal. The theme is #RUAdapting. This is to ensure that
first years interact with one another despite their differences. It is about team building and forming
relationships whilst making use of the virtual platform.

How will it work?

    •   Students will participate under the specific Residences they are assigned to – Halls cannot
        participate, it has to be each residence submitting their own video.
    •   The Head students will facilitate the whole process.
    •   Students will be in their rooms and take a video of themselves dancing, singing, performing
        poetry or whatever talent they have- the house comm will then merge all of those individual
        videos into one short video (2-3 mins) and send them through to the project’s manager.
    •   COVID-19 Protocols will be observed during filming and that is the responsibility of House
        Comm.
             ❖ Wearing of masks by all participants is MANDATORY.
    •   The house comm members of specific residences will be there to help, teach and guide their
        first years.
    •   Students are allowed to collaborate their talents by shooting a group video of them dancing
        together, or singing, and so forth, HOWEVER they must be in an open plain field/ space with
        masks on and social distancing maintained. There should not be more than 7 people in one
        video.
    •   RUCreative is a combination of various activities, which can include songs, dances, rap, poetry
        etc.
    •   Head students will send in videos by the 9th of March 2021 (both upper and lower campus)
    •   These videos will be posted on the SRC social media pages for the student body to engage
        with and vote.
    •   Voting will happen on RuConnected
    •   The videos uploaded will carry the hashtags “#RUSRC” “2021OWeek” “RUAdapting”
        “RUCreative”.
    •   50% of the votes will come from the student body and the other 50% will come from the panel
        of judges.
    •   The winning Residence will be announced on the 11th of March 2021.
    •   The winning hall or residence will receive a cash prize of.

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Rules and Regulations for RUCreative

   •   Each video must be 2-3 minutes long.
   •   Any video that is submitted and is longer than 3 minutes will be cut off at the 7-minute mark.
   •   No use of derogatory terms: nudity, obscene language and discriminatory language; against
       sex, race, country of origin etc. Residences are required to follow all guidelines related to
       social activities as per the principles underpinning on Orientation (Please refer to Orientation
       guidelines as noted above)
   •   Failure to wear masks and adhere to social distancing protocol (1.5 m apart) will result in
       immediate disqualification.
   •   All videos must have the theme #RUAdapting visible in the video they will submit.

OPERATIONAL PLAN FOR THE ARRIVAL OF STUDENTS AT RESIDENCES
DURING COVID-19 – important information for students
The health, wellbeing and safety of our staff and students is of paramount importance. All decisions
relating to a gradual phased, structured and highly risk-controlled return of students to campus informs
these precepts.

As a student invited to return to campus, you are obliged to adhere to the precautionary measures in
place. Before travelling to Makhanda all students are required to be under mandatory self-quarantine
in their homes for 10 days. You are urged to make use of the Higher Health daily health assessment
online App, and abide by all health and safety protocols. We advise all first years before travel, to do
a daily health check using this number: 060 011 0000. Save this number in your contacts and follow
the prompts on how to do the daily check: If the HealthCheck says “Clearance Denied”,
cancel/postpone travel to Makhanda until you receive health clearance.

The University places a high priority on the health, safety and well-being of all students, staff and the
greater Makhanda community. Should you feel any symptoms of a cold or flu coming on, while at
Rhodes University, you need to inform the Health Care Centre during the day, and ER24 (010 205
3068) after hours.

The National Legislation and the Rhodes University guidelines and protocols must be adhered to at
all times. Failure to adhere to them will not just place you at risk but the entire Rhodes University
community and the surrounding Makhanda community of infection, with the potential for loss of life.
Students who by their conduct place the well-being of other students at risk, may face exclusion from
Rhodes University or from the residence system. Repeat offences will be dealt with strictly. The
University shall not assist those who do not conform to National Legislation.

COMPLIANCE TO THE RULES and REGULATIONS OF THE UNIVERSITY
The constantly evolving situation brought about by COVID-19 and the well-being of our students
being paramount, has necessitated adjustments to the Student Disciplinary Code. Students are required
to sign on arrival a declaration that they will comply with the set terms and conditions of the
University. Students who by their conduct place the well-being of other students at risk may face
exclusion from Rhodes or from residence, particularly for repeat offences.

Of utmost importance, the following must be adhered to at all times:
    • All staff and students will be required to do a daily COVID-19 screening using the
       HIGHER HEALTH Integrated Digital COVID-19 Screening System (“Health Check”).
    • All students and staff are required to wear a face mask at all times in public, except when
       eating or drinking.
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•   No physical contact with other people i.e. no handshaking and ensure that you sneeze and
        cough into your elbow or a tissue (safely discard the tissue immediately).
    •   All students and staff are expected to observe a physical distance of at least 1.5m from
        others.

ROLE OF WARDENS, SUB WARDENS
 All wardens, sub-wardens will ensure that all University protocols are followed.
 Where students display/report symptoms, the wardens will refer them to the Health Care Centre for
 further action.

ARRIVAL PROCEDURE AT RESIDENCES
If you have undergone the screening process, registered and have your student card issued, you will
be able to proceed to your residence or to your off-campus accommodation (digs) to settle in.
Screening at the Health Care centre (HCC) after registration weekend
The Health Care Centre is open from 08h00 – 16h30 and on weekends between 08h00 and 13h00. On
arrival at the HCC you will be screened manually and you will be given two masks. You need to
present the screenshot of your daily health check that you have done prior to travel when you go for
screening.

Screening at Campus Protection Unit (CPU)
Any student arriving after 16h30 during the week and after 1pm on weekends, must report at CPU
who will require students to fill in the screening form, check your temperatures and also issue you
with two masks. You will be given a white permit card that confirms that you have been to the
HCC/CPU on arrival.

Accordingly, upon your arrival in residence, you will be required to abide by the Rhodes 10-day
limited movement period and any curfew regulations set during your stay by the University. This
means there will be limited movement during this period as part of the strategy to curb the spread of
COVID- 19. Therefore, please ensure that you bring all personal essential items (such as toiletries,
medication, water) from home with you.

Herewith the conditions of your stay under the Rhodes University Risk-Adjusted student return plan:
   • No social, cultural or sporting gatherings will be allowed on campus.
   • You are expected to stay in your residence room as much as possible except when required
      to attend to formal university activities or the Dining Hall.
   • Also, you are only allowed to leave your room and the precinct of the residence to see a
      doctor or to go to the Health Care Centre
   • For any other restricted face-to-face activities on campus, you will be guided by student
      leaders in your residence.
   • In the common rooms, only 2 people are allowed at a time with a 1.5 metre physical
      distance.
   • Visiting of any kind is prohibited. Students should not have any guests in their residence
      rooms including students from their residence.
   • There is an absolute ban on alcohol. Alcohol is prohibited in residence and on Rhodes
      University campus.
   • Students who are found to be intoxicated in residence or on campus will be disciplined in
      line with the University’s prohibition of alcohol on campus.
   • Any form of violence, excessive noise and any anti-social behaviour is strictly prohibited.
   • It is mandatory to wear a face mask when outside one’s university room except for when
      showering and when eating or drinking.
   • Exercising in public is strictly prohibited during the first 10 days. After this period when
      exercising, always maintain physical distancing rules when in public.
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•   You are expected to adhere to the physical distancing rules of 1.5 metres, no hand shaking,
       hugging as well as all measures introduced by the university, including sanitizing and
       screening.

Please note: Over and above the conditions set out above, all policies and procedures governing
students, including but not limited to the rules and procedures of the Student Disciplinary Code
continue to apply. You are required to sign the declaration below, accepting the terms and conditions
as set out above. Should you fail to do so, your acceptance into residence shall be immediately
revoked.

DECLARATION OF COMPLIANCE TO THE RULES AND REGULATIONS OF RHODES
UNIVERSITY

I,…………………………………………………… (full name) hereby declare that I have read and
understand the terms and conditions as set out above and accept the terms and conditions.

Student Number:…………………… Signature: …………………Date: …………………………

RESPONSE TO A POSITIVE CASE (S) IN THE RESIDENCES
   • In the case of confirmed COVID-19 in a single or multiple persons in the residence, the
     Health Care Centre (HCC) with the Department of Health (DoH) will facilitate the move of
     the student(s) to the Frontier Hotel where the DOH has oversight of their wellness.
   • The Warden must immediately contact the HCC to assist with identifying others who have
     been in contact with an infected person(s).
   • Anyone who has been in direct contact with the individual who is tested positive for
     COVID-19 case will be required to self-quarantine for 10 days after exposure.

 In all of the above, confidentiality in the response of a positive case(s) is of paramount importance.

CLEANING AND DISINFECTION OF RESIDENCES/ROOMS
Residences are potential areas where spread may occur at a higher rate. This is because of many
students being in a limited space, the same students using tables, chairs, and other amenities, which
may spread the virus through droplet spread.
Housekeeping will assist students with cleaning/disinfecting of their rooms by providing cleaning
materials as well as fresh linen. With this being said, students are expected to keep their rooms clean.

Of utmost importance are the following:
    • All students must ensure they clean their rooms and wash their own linen
       regularly/exchange linen with housekeeping weekly as per standard arrangement.
    • All students must understand the importance of washing hands and of cleaning their
       environments.
    • Students should be encouraged to carry hand sanitizers to wash their hands regularly.
    • Students should be encouraged to sanitize with hand sanitizer available at strategic points at
       lecture venues, biometric readers and in the residence.
    • No other person may enter a student’s room and thereby reducing any risk of infection.

DINING HALL ARRANGEMENTS
Dining Halls and serveries are demarcated with floor markings stickers at 2m intervals. The dining
halls will have easily accessible hand sanitizer dispensers, are regularly cleaned and have open doors
and windows to ensure proper ventilation. A maximum of 50% capacity including the dining hall staff
will be allowed in the facility at any given time.

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