UWC Impact SDG1

The admission framework operating in 2025 General Calendar 2025, applicability notice, PDF page 2

The 2025 General Calendar states that its rules apply to the 2025 academic year and reproduces the Admission Policy as from 2009. That edition has no admission-policy control table. The original policy cover records C2007/2, revised October 2009; the operative provisions below follow the 2025 Calendar wording. Admission Policy (2009), cover General Calendar 2025, PDF pages 2 and 46–52

1. INTRODUCTION

The University of the Western Cape has been at the forefront of South Africa’s historic change, consistently dedicated to access, equity and quality in order to help “the historically marginalized participate fully in the life of the nation” (UWC Mission Statement, 1997). At the same time the university is firmly oriented to the future, “committed to excellence in teaching, learning and research, to nurturing the cultural diversity of South Africa, and responding to the needs of society”, while being “aware of (its) distinctive academic role in helping build an equitable and dynamic” nation (UWC Mission Statement, 1997).

For the University of the Western Cape, equitable access to university education involves both compliance with admission criteria and epistemological access, i.e. provision of excellent opportunities to learn effectively. Academic activities, research and planning are aimed at meeting the dual challenge of reconstruction and development, and quality, competitiveness and growth in a global economy. As a medium-sized university with strong undergraduate and postgraduate teaching and research programmes, UWC is committed to achieving and sustaining quality in all its core business. This involves both equitable access and equity of outcomes.

1.1 Statutory Admission Requirements

Universities in South Africa are governed by the Higher Education Act (Act No 101 of 1997) and their respective university statutes. The Higher Education Act repealed all previous university private acts except those sections of the Universities Act (Act No 61 of 1955), which deal, inter alia, with Umalusi. The University’s admission policy is aligned with the provisions of section 74 (1) of the Higher Education Act.

1.2 General Criteria for Admission to the University

To qualify for the National Senior Certificate (NSC), an applicant needs an achievement rating of 4 (adequate achievement, 50-59%) or better in four subjects chosen from the recognised 20- credit NSC subjects. Seven subjects consisting of four compulsory subjects and three subjects of their choice. A 20 credit NSC subject, is a subject recognised for the seven-subject NSC package as approved by the Minister of Basic Education in terms of the National Education Policy Act, 1996 (Act No. 27 of 1996). The four compulsory subjects are: two languages, one being the applicant’s Home Language and the other a first additional Language, Life Orientation and either Mathematics or Mathematical Literacy.

There is a choice of 34 subjects see section 2.1 below. The applicant has to achieve a rating of at least 4 (50-59%) for four subjects in order to be eligible for degree study. This is over and above the minimum requirements for an NSC. In addition, UWC has its own admission requirements.

In order to be eligible to study at the University of the Western Cape an applicant must have met the following criteria:

1. 1. The National Senior Certificate (NSC) required for Degree, Diploma or Higher Certificate study, as appropriate – see section 2 below.

2. 2. A minimum number of points calculated on the University’s points system (this does not apply to the Higher Certificate) – see section 3 below.

3. 3. A pass at the required level in each of the subjects specified for the programme into which an applicant seeks admission – see Faculty Calendar.

Where the number of qualified applicants exceeds the number of available places – selection will take place on the basis of criteria that have been determined by faculty selection committees.

General Calendar 2025, printed pp.44–45; PDF pp.46–47

5. ALTERNATIVE ADMISSIONS ON THE BASIS OF SENATE’S DISCRETION

5.1 Applicants who matriculated before 2008

The matriculation board will continue to function in its current capacity until further notice. Until the status quo is changed, all regulations with regard to Senate Discretionary (SD) admission and exemption certificates that currently apply to applicants who completed matric before 2008, will continue to apply to this category of applicants (also see Part Two of the Admission Policy below).

5.2 Applicants who completed the National Senior Certificate (NSC) in 2008 or thereafter

The certificates of applicants who has completed the NSC examinations in 2008 and thereafter will be endorsed to indicate the level of study for which they may be admitted to higher education institutions.

An applicant who has completed matric in 2008 and thereafter, but who does not meet the admission criteria of the University, shall only be admitted if in Senate’s Discretion, they have demonstrated competence during alternative assessment processes.

An RPL assessment process shall be used to evaluate the competence of an applicant who has not completed grade 12 or who has not obtained an endorsed National Senior Certificate.

5.3 Applicants without an NSC or an endorsed NSC

An applicant who completed the NSC in 2008 or thereafter, but have not obtained an endorsement, shall be considered for alternative admission after the age of 23. This age is proposed on the assumption that an appropriate level of maturity and relevant experience or learning could be gained at 23 years of age. Such an applicant shall be required to complete an RPL portfolio development course and submit to a process where relevant learning and/or experience shall be assessed.

An applicant who is 23 years or older and does not have a matriculation certificate or NSC, but who may have obtained other qualifications or experience that may be deemed to be equivalent to admission criteria for particular study programmes shall also be required to complete an RPL portfolio development course or an RPL portfolio process as agreed upon, and to submit to a process where such learning, qualification, and/or experience shall be assessed.

General Calendar 2025, printed p.47; PDF p.49

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Open/download Admission Policy (2009)

Policy provision Admission Policy (C2025/03)

During 2025, UWC renewed its Admission Policy. Council approved version C2025/03 on 2 October 2025 for implementation in 2026. Its principles are reproduced below as evidence of 2025 renewal work; the operative 2025 admissions framework is recorded separately in the 2025 General Calendar. Admission Policy

Approved 2 October 2025; implementation in 2026. Section 4, Principles; PDF page 4.

4. Principles

UWC’s admissions are guided by the following principles:

• • Equity and Access: UWC strives to broaden access, especially for disadvantaged groups, while ensuring that all admitted students have the potential for academic success.

• • Excellence and Diversity: Admissions decisions are based on academic merit, while promoting diversity in the student body.

• • Transparency: The admissions process is documented, fair, and communicated clearly to all applicants.

• • Inclusivity: Special consideration is given to applicants who face socioeconomic, personal, or academic challenges, ensuring that diverse pathways to success are recognized.

Admission Policy, Section 4, Principles; PDF page 4 Admission Policy, complete section 4, PDF page 4; approved 2025 for 2026 implementation

Council approved this provision during 2025 for implementation in 2026. It is included as a dated policy development, not as a rule applied retrospectively to 2025 entrants. Sections 5–6 locate enrolment targets in approved institutional planning and state that minimum requirements do not guarantee admission. Admission Policy

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Policy provision: Financial Aid Amendment Policy (C2015/05)

Document control table reproduced from the policy (PDF page 1). Financial Aid Policy

4. SCOPE OF THE POLICY (complete section). Financial Aid Policy, PDF pages 5

4. SCOPE OF THE POLICY

This policy document refers largely to bursaries, awards, sports merit awards, athlete support programme, undergraduate bursaries, selected postgraduate bursaries/allocations, trusts and external bequests administered by the University of the Western Cape. This excludes the SRC rebate which falls under the purview of the Rebate Committee, in consultation with the Deputy Vice Chancellor: Student Development. This policy avoids specific reference to National Student Financial Aid Scheme (NSFAS) funding, as this falls under a different legislative and policy framework, with a predetermined means test and funding manual. Responsibility for policy areas relating to scholarship awards and fellowship at post-graduate level is vested in the Senate Scholarships and Fellowship Committee (SSFC), which is a Committee of Senate).Similarly, responsibility for policy relating to bursaries and loans, and the awarding of such funding, is vested in the Financial Aid Subcommittee (also a Committee of Senate).Closer synergy and collaboration between the two committees is seminal to achieving broader strategic goals.

The Financial Aid Office, as mandated by the SDSSC, in partnership with other role-players, will be driving the implementation of the policy.

Implemented 14 September 2007; amended 15 November 2015. Section 5, Development Fund; PDF page 7.

5. GOVERNANCE

Student Development and Support Services Committee (SDSSC) is the main committee responsible for recommending Financial Aid subcommittee policy proposals and guidelines before discussion and final approval by the University Council.

The Financial Aid Subcommittee is responsible for making recommendations to the Student Development and Support Services Committee (SDSSC) in respect of:

the funding of merit awards to entrants, undergraduates and graduates;

the funding of bursaries to entrants and undergraduates;

the funding of Athlete Support Programme and Sports Merit Award ;

the conditions governing the granting and management of student merit awards administered by the University; and

the granting of all student bursaries and awards administered by the University on behalf of external funders.

Where funds have specific award rules, those rules will take precedence over any policy of UWC. But, the committee needs to be presented with information to ratify such a decision.

UWC Bursary Award

Application to the Financial Aid Office which is subject to Means test

Senior registered students who obtained promotion and 65% aggregate in the previous year of study,

High income Senior registered students who obtained promotion and 65% aggregate in the previous year of study, will be assisted subject to availability of funding,

New First Year Merit Award

Application to the Financial Aid Office

Grade 12 learners entering the University for the first time

Award Conditions and Amounts

An applicant who has applied and obtained a level 7 aggregate qualifies for between 0-100% tuition fee rebate

An applicant who has applied and obtained a level 6 aggregate qualifies for between 0-75% tuition fee rebate

The award shall be credited into the student fee account.

The subcommittee reserves the authority to review the initial allocation

Applicants who are in receipt of full cost bursaries or in receipt of UWC staff rebates will not qualify for First Year Fee incentive.

Senior Merit Award

All senior undergraduate students registered with UWC who obtained A symbol for modules previously attained

Recruitment Grant

Applicable to prospective first year students who excel academically and in sports

Students should be registered at UWC in the following year

Student should maintain an excellent academic performance and sport achievement, at the time of registration.

The Recruitment Grant is a sub-category of the Merit Award. Its aim is to secure top achievers who have applied to study at UWC and who qualify for their programme of choice.

In the case of the Recruitment Grant, top performing applicants, Level 7 and Level 6 achievers, are offered a bursary to study a degree programme that supports the University’s IOP enrolment goals with respect to the desired size, shape and mix of the student population and academic programme.

The Recruitment Grant is offered to the qualifying applicant in the year of application for the following academic year. It supports the notion of an early firm offer of study and offer of bursary to secure high achievers.

Athlete Support Programme

The Sport Department makes recommendations to the Financial Aid Sub-Committee on sports merit awards and athlete support programme

The funding principles must be consistent with the funding criteria.

Development Fund

Development Fund is meant to support rural and disadvantaged students who are experiencing funding challenges and require other forms of socio-economic support. The Financial Aid Office shall make available earmarked funding for this category of students, so that they could be supported to perform better. The allocation to each student depends on the available funding and this may be allocated disproportionately.

Financial Aid Policy, Section 5, Development Fund; PDF page 7 Financial Aid Policy, complete section 5, PDF pages 5–7

This published policy also makes individual allocations dependent on available funding. It identifies a specific institutional mechanism to address funding difficulties and related socioeconomic needs. Financial Aid Policy

6. Limitation Clause (complete section). Financial Aid Policy, PDF pages 7

6. Limitation Clause

If a student qualifies for staff rebate and is in possible receipt of any funding drawn from outside the university, may qualify for the external funding or

the amount will be reduced in order that the funding could cater for other qualifying students for purposes of equity and fairness

If a student qualifies for any funding drawing from outside the university, he/she may qualify for the external funding but the university amount will be reduced or reversed in order for the funding to cater to other students for purposes of equity and fairness

No student shall be allowed to have two or more full cost bursaries/loans for the same programme of registration without the authorization or knowledge of Financial Aid Office

7. ELIGIBILITY FOR FUNDING (complete section). Financial Aid Policy, PDF pages 8

7. ELIGIBILITY FOR FUNDING

Applications for funding are only accepted from students who:

Only RSA nationals are eligible for UWC entrant or undergraduate scholarships. All students (including international students) are eligible for the UWC Senior Merit Award

are registered for a degree,

funding for Diploma, Certificate and part-time studies shall be considered subject to availability of funding

apply for financial aid in time (late applications will be processed only in special circumstances and subject to the availability of funds).

Subject to means test and being promoted with an average of 55%

8. APPEALS PROCESS (complete section). Financial Aid Policy, PDF pages 8

8. APPEALS PROCESS

A student has a right to appeal against any funding decision deemed unsatisfactory to the Chairperson of the Subcommittee, after having consulted and received written feedback from the Financial Aid Office.

If an appeal falls outside the scheduled meetings of the Sub-committee, the Chairperson shall convene a special meeting to discuss the appeal, provided that the report containing the initial decision has been distributed to members 48 hours before the special meeting.

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Policy provision Student Debt Management Policy (C2023/03)

UWC’s 2024 Annual Report records Council approval of amendments to the Student Debt Management Policy. [85, printed p. 9; PDF p. 11]

Document control table reproduced from the published policy (PDF page 1). Student Debt Management Policy

2 POLICY STATEMENT AND OBJECTIVES (complete section). Student Debt Management Policy, PDF pages 6

1. 2.1 The purpose of this policy document is to create and engender:

   1. 2.1.1 accountability and sound management of revenue collection, debt control, minimizing risk and the reduction of bad debt;

   2. 2.1.2 payment of the debt by its due date and followed up within specified time frames;

   3. 2.1.3 a strategic, equitable, accountable and transparent approach to debt management and the collection processes; and

   4. 2.1.4 advice to students in accordance with this policy.

2. 2.2 This policy governs and regulates all fees, interest on fees, payment of fees, rebates on fees, settlement discounts, debt management and collection, payment mechanisms and related matters.

3. 2.3 This policy is to be read in consultation with other cognate policies, e.g. NSFAS policy, Financial Aid policy and Work-Study policy.

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3 GENERAL PRINCIPLES (complete section). Student Debt Management Policy, PDF pages 7

1. 3.1 The University will actively and sensitively collect all debts due and payable in accordance with the applicable payment terms.

2. 3.2 The Student Credit Management team will collect all debts owed to the University using recovery options available to it in accordance with current and acceptable practice. In the event of non-payment of fees, the University reserves the right to consult and appoint attorneys, debt collection agents or any other persons to undertake and implement action to recover any debt.

3. 3.3 Where debts remain outstanding and overdue on the student fee account, the University reserves the right to immediately withdraw or suspend any of its services and support to the student in arrears, apply restrictions to accounts and facilities, de-register the relevant student, and/or suspend such student's registration and/or otherwise prevent registration.

4. 3.4 The University reserves the right to institute legal proceedings against any student or his/her legal guardian or surety who defaults on a payment obligation(s). Where such proceedings are necessary, the University shall seek reimbursement of any reasonable costs it has incurred in pursuing a defaulted student, his/her legal guardian or surety.

4 PRINCIPLES APPLICABLE TO STUDENT DEBT MANAGEMENT (SDM) (complete section). Student Debt Management Policy, PDF pages 7

1. 4.1 On registration at the University, where applicable a legally binding contract is entered into between the student or his/her legal guardian and the University. In terms thereof, the student or his/her legal guardian is/are legally bound to timeously pay all fees including upfront fees, tuition fees, accommodation fees and any ancillary costs for the year of registration, as determined by the University.

2. 4.2 The legal guardian or surety shall irrevocably and unconditionally guarantee, in favour of the University, the payment of all fees due by a student. The legal guardian or surety shall enter into a guarantee undertaking or surety agreement at registration, as a condition to register.

3. 4.3 Personal liability will be attached to a student and/or his/her legal guardian and/or the surety for all fees, notwithstanding any award of a bursary that is receivable.

4. 4.4 As a student’s fee account is linked to the academic programme and accommodation choice, it shall be his/her responsibility to ensure and verify the accuracy and correctness of his/her module selection.

5. 4.5 Students will be charged for all academic modules which they select in the academic programme.

6. 4.6 It shall be the student’s responsibility to ensure that the University's records reflect the correct addresses, email address and mobile contact details.

Amended 21 September 2023; effective 22 September 2023. Clauses 10.1–10.3.3, Fee Payment Agreements; PDF page 10.

1. 10.1 Student Credit Management will ensure that decisions to approve fee payment agreements are carried out in accordance with this policy.

2. 10.2 Fee payment agreements may be made at any time during the collection cycle of each year.

3. 10.3 Student Credit Management will take into account relevant factors in determining and approving the fee payment agreement including, but not limited to:

   1. 10.3.1 the employment status of the person signing the fee payment agreement;

   2. 10.3.2 the creditworthiness of the student;

   3. 10.3.3 the University has the right to refuse a fee payment arrangement if satisfactory conditions are not met.

Student Debt Management Policy, Clauses 10.1–10.3.3, Fee Payment Agreements; PDF page 10

The provision permits consideration of payment arrangements; it does not waive debt or guarantee approval. Student Debt Management Policy

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Policy provision Student Debt Management Policy (C2023/03)

Amended 21 September 2023; effective 22 September 2023. Clauses 18.1–18.2, Bursary Holders; PDF page 13.

1. 18.1 Students whose studies are financed through a bursary not administered by the University, must prior to or at registration submit written proof of the bursary and its value as well as the expected date of payment, must be submitted to the Student Credit Management office.

2. 18.2 If acceptable written proof of the bursary granted is submitted and the bursary covers full tuition and or accommodation fees, the student will be required to only pay the registration fee which is updated and confirmed in accordance with the University and schedule of fees.

Student Debt Management Policy, Clauses 18.1–18.2, Bursary Holders; PDF page 13

This is a conditional financial-clearance provision for externally administered bursaries; written confirmation of funding is essential. Student Debt Management Policy

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Policy provision Student Debt Management Policy (C2023/03)

Amended 21 September 2023; effective 22 September 2023. Clause 21.1, Management; PDF page 14.

1. 21.1 The Executive Director: Finance and Services and the Deputy Vice-Chancellor: Student Development and Support may convene a joint meeting to take decisions on student deviations on a case by case basis to assist with processes.

Student Debt Management Policy, Clause 21.1, Management; PDF page 14

The clause establishes discretion to consider individual deviations, rather than an automatic entitlement to an exception. Student Debt Management Policy

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Residence Admission Policy control table and complete relevant sections Residence Admission Policy

4. Policy Scope and Aim (complete section).

Residence Admission Policy, PDF pages 3

This Residence Admission Policy applies only to full-time undergraduate and postgraduate students registered at the University of the Western Cape. Moreover, the provisions contained within this policy also recognise its impact on other operations and the academic mission of the university.

The primary aim of this policy is to inform purposeful student placement at the university residences. There are separate guidelines that are applicable to administering private accommodation.

5. Criteria and Selection Process (complete section).

Residence Admission Policy, PDF pages 3, 4

1. 5.1 An application for admission to residence must be made on the relevant online system (RSMS) only.

2. 5.2 Accommodation will only be offered to a qualifying student who registers for a degree, a diploma, a certificate on a full-time basis.

3. 5.3 Only a student who is accepted and registered at a faculty of the University shall be eligible for accommodation.

4. 5.4 An application for residence or reservation of a room must be completed and submitted on RSMS before the closing date of the previous year.

5. 5.5 No application will be accepted after closing date except where an applicant submits a motivation and supporting documentation to the Director: Residential Services setting out exceptional circumstances for missing the deadline.

6. 5.6 A student who has been offered accommodation or reserved a room, as the case may be, and who does not arrive within 4 days after the specified arrival date will forfeit the room allocated, unless the student submits a motivation and supporting documentation to the Director: Residential Services setting out exceptional circumstances for missing the deadline.

7. 5.7 A student shall be placed in a university residence based on equity of opportunity and available bed spaces and the room shall not become the student’s primary residence or domicilium as the student may be moved to another room or residence based on operational requirements.

8. 5.8 A student who wishes to be considered for accommodation on special circumstances is expected to provide supporting documentation to the Appeals Committee. The appeals committee shall consider each application on its merits and approve or decline the application.

9. 5.9 A student shall not be considered for accommodation if:

   1. 5.9.1 expelled or suspended from the University and/or from Residence;

   2. 5.9.2 found guilty of misconduct, continued violation of Residence rules, insubordination towards Residential staff and malicious damage to University property. (Staff, visitors’, contractors’ property)

   3. 5.9.3 failed more than once for the undergraduate degree.

   4. 5.9.4 failed more than once for the post-graduate degree.

   5. 5.9.5 is in full-time employment (gainfully employed).

10. 5.10 Residence accommodation is offered for one academic year or semester where applicable and students are expected to reapply at the time communicated by the Department.

6. New Applicants and Transfer Students (complete section).

Residence Admission Policy, PDF pages 4

1. 6.1 A first time entrant must be registered at a Faculty and needs to provide proof thereof before the reserved room is allocated and he/she is able to access it at the residence.

2. 6.2 A student who previously applied for accommodation and has not been successful is considered a new applicant. (This needs to be read in conjunction with 7.1 and 8.2 below)

7. Senior Students (complete section).

Residence Admission Policy, PDF pages 4

1. 7.1 A senior student is expected to apply for accommodation on an annual basis on RSMS and must meet the academic promotional rules.

2. 7.2 ¹A student may only be eligible for residence for a period equal to the duration of the degree for which the student is registered.

¹By way of example, a student registered for a four (4) year degree will only be allowed residence for five (5) years.

8. Postgraduate Students (complete section).

Residence Admission Policy, PDF pages 5

1. 8.1 Accommodation will only be offered to a postgraduate student who is registered for a postgraduate diploma, a postgraduate certificate or a postgraduate degree on a full-time basis.

2. 8.2 A postgraduate student is expected to apply for accommodation on an annual basis on RSMS and must meet the academic promotional rules.

3. 8.3 A postgraduate student who has been offered accommodation or reserved a room, as the case may be, and who does not arrive within 4 days after the specified arrival date will forfeit the room allocated, unless the student submits a motivation and supporting documentation to the Director: Residential Services setting out exceptional circumstances for missing the deadline.

4. 8.4 A post-doctoral student is ineligible for placement in the University residence.

9. Check-In and Check-Out Process (complete section).

Residence Admission Policy, PDF pages 5, 6, 7, 8

1. 9.1 Check-In Process

   1. 9.1.1 A student must be registered for a degree, a diploma, a certificate, or a postgraduate programme before checking-in at the residence.

   2. 9.1.2 A first time entrant must produce proof of registration and a residence offer letter to a Residential Services staff member before checking-in at the residence.

   3. 9.1.3 A senior student must produce proof of registration to a Residential Services staff member before checking-in at the residence.

   4. 9.1.4 Residential Services staff members must ensure that a student completes a check-in section on RSMS and sign the Residence Placement Contract with all the terms and conditions.

2. 9.2 Check-Out Process

   1. 9.2.1 A student is required to check out of residence at the end of each semester at the end of the examination period, i.e. mid-year or end of the year after the final semester examinations.

3. 9.3 Room Cancellations, Room Reservations, Room Changes and Residence Billing

   1. 9.3.1 Room Cancellations

      1. 9.3.1.1 A student who wishes to cancel residence accommodation during the course of the academic year is expected to officially check-out of residence and must complete a Residence Room Cancellation Form.

      2. 9.3.1.2 A student who vacates a room without following the process as set out in clause 9.3.1.1 above will be liable to pay for the entire academic year.

   2. 9.3.2 Room Reservation

      1. 9.3.2.1 A student who wishes to reserve a room must complete a Residence Room Reservation Form on RSMS before the closing date as set out by the Department.

      2. 9.3.2.2 A student must be registered for the academic year during which the application is made before the room can be reserved.

      3. 9.3.2.3 Room reservation can only be considered and authorised by the Director (or any person authorized by the Director) upon the completion of the Residence Room Reservation Form on RSMS.

      4. 9.3.2.4 A student is responsible for payment of residence fees from the day the room is allocated.

   3. 9.3.3 Room Change

      1. 9.3.3.1 A student who wishes to change a room or residence must submit the request in writing to the Placement Officer via resservices1@uwc.ac.za before the closing date as set out by the Department.

      2. 9.3.3.2 The room change can only be considered and authorised upon approval by the Placement Coordinator and depending on the availability of a suitable space.

      3. 9.3.3.3 The room change process will prioritise a student who, due to academic progression, qualifies for a single room and currently placed in a double room.

      4. 9.3.3.4 Where a student is placed in an undergraduate residence and is enrolled for a postgraduate degree or a postgraduate diploma.

      5. 9.3.3.5 A room change will be allowed in the first three weeks of each semester because of the system configuration and billing.

      6. 9.3.3.6 A room swap between two students must be agreed to in writing and both students must fill in the Room Swap Form on RSMS before it is processed by the Placement Coordinator.

4. 9.4 Residence Billing Process

   1. 9.4.1 A student who accepts the residence offer will be billed immediately after check-in or reservation confirmation.

   2. 9.4.2 A student who cancels a room during the first semester will be billed for the first semester only and in the case of cancellation in the second semester, the student will be billed for both the first and second semesters.

   3. 9.4.3 A student who did not follow the cancellation process will be liable for payment of the room for the entire academic year.

5. 9.5 Appeals Process for Accommodation

   1. 9.5.1 A student may, on application to the appeals committee, motivate why clause 5.9.1 should not apply for the purpose of the application or reservation of accommodation.

   2. 9.5.2 The onus shall be on the student to make submissions and provide supporting documentation in respect of the special circumstances to the Appeals Committee.

   3. 9.5.3 The Appeals Committee shall consider each application on its merits and approve or decline the application and communicate the decision to the student.

   4. 9.5.4 A student whose residence application is unsuccessful may appeal the decision.

6. 9.6 Composition of the Appeals Committee

   The Appeals Committee shall consist of the following persons:

   • • Director, Residential Services who shall serve as Chairperson or his/her delegated representative

   • • Placement and Administrative Manager, Residential Services;

   • • Placement Co-ordinator, Residential Services;

   • • Placement Administrative Assistant, Residential Services who shall serve as Scribe and has no voting right;

   • • Two Central House Committee Members.

   • • One SRC Member

7. 9.7 Waiting List: Criteria

   1. 9.7.1 A student must have applied for residence placement as per 5.1 above.

8. 9.8 Vacation Accommodation

   • • A student who participates in an official university programme or activity during the June or December vacation periods is required to complete the necessary vacation accommodation online application form.

   • • Where applicable, a student is expected to produce proof of payment or an official communication from the department, faculty or donor if paying for vacation accommodation.

   • • In a case where there is no available funding, the Residential Services will bill the student account for the vacation accommodation period.

   • • A student who wishes to remain for vacation accommodation because he/she is not able to go home for personal reasons, e.g. International Students, must complete the official online application form and provide proof of payment, and any other documentation that is deemed necessary to support the request.

   • • Student governance structures, based on each unique context, may be allowed to stay for vacation accommodation provided that the motivation is signed by a relevant departmental official, and the entity details are provided before approval is granted.

   • • ²Only a post-graduate residence student residing in a single room at Hector Peterson and Eduardo Dos Santos Residences is allowed to remain in a room during the June/July vacation period only.

   • • A student who did not apply for vacation accommodation must follow standard university vacation procedures and vacate the room when advised by a university official. Failure to comply with this may result in the university instituting disciplinary proceedings.

   • • A student who is approved for any vacation accommodation programme shall be moved to any residence designated for the vacation period.

9. 9.9 Policy monitoring and review

   • • The University endeavours to implement the policy in its spirit of promoting a conducive living, learning and social interactive spaces for students.

   • • The DVC: SDS chairs the Student Development and Support Services Committee of Senate and Council (SDSSC), which has oversight on effectiveness and impact of policy implementation on students. The DVC: SDS will, with the support of the whole university, and through existing SDSSC processes and mechanisms, monitor policy effectiveness including streamlining of procedures for channelling and monitoring of feedback. This will include, but not be limited to ensuring the Residence Admission Policy is always woven into Institutional Operational Plans (IOPs) as well as other strategic initiatives of the university.

   This policy will be reviewed periodically and updated as necessary, to ensure that it is aligned with applicable legislative, policy and administrative changes.

²Clarification: This is not applicable to the December/January vacation (only possible if normal residence logistical and operational requirements allow this), and Residential Services has the authority to determine a fee for this period.

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Policy provision: Teaching and Learning Policy (C2006/6)

The policy has no document-control table. Its approval cover records:

UNIVERSITY OF WESTERN CAPE (UWC)

TEACHING AND LEARNING POLICY
OF THE UNIVERSITY OF THE WESTERN CAPE

DATE OF LAST APPROVAL: C2006/6

Complete section reproduced below: PDF pp.8–9; printed pp.181–182. Teaching and Learning Policy

Senate approval 24 October 2006; Council approval 1 December 2006. Section 6, Academic development; PDF page 9; printed page 182.

6. Academic development

Each faculty should have a person or persons who are designated as being an academic development resource. 1n interaction with the lecturers, and subject to particular faculty requirements, they may perform a range of functions including:

• • assist departments to design curricula in such a way as to meet learning needs of all students

• • provide leadership in the design of curricula that are intended to address specific learning needs, for example foundation and/or bridging programmes, modules for students who require training in language, academic literacy, computer and information literacy

• • disseminate information within the faculty concerning good practices in the design and use of learning materials; assist staff to develop more effective learning materials

• • assist the faculty in ensuring that all modules and programmes are designed in accordance with university policy, particularly in regard to the requirements of quality assurance; this includes: the conducting of student course evaluations; the reviewing of programmes and/or subjects; the storing of information that will inform programme and departmental reviews, such as data from course evaluations; liaising between the faculty and offices such as those of the Quality Manager and the Academic Planning Unit

• • assist the faculty in ensuring that all assessment practices are well info ed and consistent with university policy

• • inform faculties concerning debates, theories and good practices in teaching and learning through workshops and seminars

• • liaise with the Academic Skills Facilitator and the Human Resources Department in the organization of workshops for academic staff and recruit staff members from the faculty for relevant workshops that have been organised

• • keep staff in the faculty informed of new policy developments, especially concerning the requirements of quality assurance

• • keep abreast with local and international developments and debates in the field of academic development, through own research and through participation in academic development forums

• • assist the faculty to organize tutorials, mentorships, supplemental instruction and other forms of support and consultation that the faculty has deemed necessary for student success

• • inform the faculty of new and/or alternative ways of supporting students.

Teaching and Learning Policy, Section 6, Academic development; PDF page 9; printed page 182 Teaching and Learning Policy, complete section 6, PDF pages 8–9; printed pages 181–182

The provision forms part of the functions that designated faculty academic-development staff may perform with lecturers and subject to faculty requirements.  Teaching and Learning Policy

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 Policy provision: Selection, Development and Evaluation of Learning Materials Policy (C2021/07)

Document control table reproduced from the policy (PDF page 1). Selection, Development and Evaluation of Learning Materials Policy

Complete section reproduced below: PDF pp.3–4; p.3 visibly numbered 3, p.4 unnumbered. Selection, Development and Evaluation of Learning Materials Policy

Implemented 25 November 2021. Section A.5; PDF page 4.

A. GUIDELINES FOR THE SELECTION AND DEVELOPMENT OF LEARNING MATERIALS

Introduction:

In the design and development of curriculum, the University expects that all its courses:

1. a) reflect a commitment to scholarly principles and pedagogy;

2. b) are consistently delivered and equivalent in terms of fair and equitable workloads, student support for learning, student assessment, marking practices and formative feedback on progress irrespective of the mode of delivery.

3. c) explicitly embed within learning, teaching and assessment regimes the UWC Graduate Attributes;

4. d) conform to all quality related requirements, rules, policies and processes of the University and the HEQC;

5. e) are consistently well-taught regardless of the mode of delivery or class size;

6. f) demonstrate a significant and appropriate investment in supporting students towards student success, in line with the UWC Student Success and Retention Strategy.

Therefore:

1. 1. The development of learning materials should be aligned to the Purpose and Exit Level Outcomes of the respective qualification. This means that learning materials should be planned and conceptualised as the programme is being designed. In this way, as the rationale, purpose and outcomes of the qualifications are being developed, the materials that will be utilised to deliver the programme are also planned and conceptualised.

2. 2. Learning materials should be conceptualised in line with the Council on Higher Education (CHE) requirements which mainly include the following considerations:

   1. (a) Learning materials are developed to cater for the diverse learning needs of the students enrolled for the programme.

   2. (b) The development and evaluation of learning materials is in line with the University policy, which is underpinned by the various policies that support the teaching and learning philosophy of the university.

   3. (c) Teaching and learning methods and learning materials should be appropriate in order to facilitate achievement of the purposes and outcomes of the programme.

   4. (d) There is an appropriate balance between different learning and teaching methods, which are appropriate to the design and use of the learning materials, instructional and learning technologies.

   5. (e) Members of the academic staff receive ongoing training and professional development opportunities to enhance the development of learning materials.

3. 3. Learning materials should be contextually relevant and should align with programme requirements and contribute to the development of problem-solving and critical-thinking skills for students. Furthermore, the development of learning materials should take into consideration the approved University Graduate Attributes.

4. 4. The learning materials developed should demonstrate constructive alignment to the programme goals and objectives such as Programme Purpose, Programme Outcomes, Module Outcomes, Assessment Strategies, Teaching and Learning Strategies as well as Student Success and Academic Support strategies for a particular qualification.

5. 5. Lecturers should be encouraged and supported, with the assistance of the Library, to adopt, adapt and create Open Education resources (OER) in order to develop institutional capabilities and infrastructure for the creation of OERs.

Selection, Development and Evaluation of Learning Materials Policy, Section A.5; PDF page 4 Selection, Development and Evaluation of Learning Materials Policy, complete section A, PDF pages 3–4

A.5 links open educational resources to the development of institutional capacity and infrastructure. Section C requires lecturers to provide module outlines and says librarians should be consulted about prescribed and recommended readings and have access to outlines to evaluate availability. These responsibilities complement the documented laptop donation; they are not a promise that all prescribed materials are free. Selection, Development and Evaluation of Learning Materials Policy

C: GUIDELINES FOR DESIGNING MODULE/COURSE OUTLINES

All lecturers are required to provide students with a module/course outline at the commencement of each module. These may incorporate comprehensive study guides which expand on the outlines and provide structure for the learning and teaching activities.

University librarians should be consulted when planning for prescribed and recommended readings. Library and Faculty librarians should also have access to the module outlines to evaluate the availability of materials in the library collection in order to further develop the collection when gaps are discovered.

The following serves as a guideline to assist lecturers in designing module/course outlines:

1. 1. Welcome and Introduction to the module

2. 2. Reflection of how the module aligns to the Programme (s)

3. 3. Learning Outcomes of the Module

4. 4. UWC Approved Graduate Attributes relevant to the Module

5. 5. Teaching and Learning Strategy linked to the Programme

6. 6. Online learning opportunities in the module

7. 7. Assessment Criteria including Weighting and methods

8. 8. Academic Student Support

9. 9. Student Evaluation of the Module

   1. 9.1 Purpose of student evaluation of the module

   2. 9.2 Explain the type of evaluation to be administered

10. 10. Copyright and Plagiarism

11. 11. Prescribed Reading Materials

12. 12. Recommended Reading Materials

13. 13. Access to previous resources (tests, examination papers etc.)

Selection, Development and Evaluation of Learning Materials Policy, section C, PDF page 5

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Work-Study Programme Policy approval and complete relevant sections Work-Study Programme Policy

The published policy has no document-control table. Its approval cover records:

UNIVERSITY OF WESTERN CAPE (UWC)

POLICY:
WORK-STUDY PROGRAMME POLICY

DATE OF LAST APPROVAL: C2011/04

Amended by Council, 24 November 2011 (C201 l/04)
Approval by Council C2007/04
(SDSSC Annex 2007/02/01)

3. SCOPE OF POLICY (complete section).

Work-Study Programme Policy, PDF pages 4

The policy applies to funding allocated to departments participating and were allocated funds budgeted from the Work-Study Programme. It does not apply to any other funding outside the work study allocation, including funding earmarked for a similar purpose.

4. RECRUITMENT OF STUDENT ASSISTANTS (complete section).

Work-Study Programme Policy, PDF pages 5, 6

Each department must assess its needs for student assistants and make its own provisional appointments, contingent upon the confirmation of the . budget.

• • All Work-Study opportunities/vacancies must be advertised.

• • All appointments made by departments are provisional and subject to:

1. 4.1 ADVERTISING

   1. (a) Advertising work-study positions is the responsibility of the Departments;

   2. (b) Advertisements should be placed on the Departments' notice boards and where and when possible, in the On-Campus bulletin; and

   3. (c) The Work-Study Office must be given a copy of the adverts

2. 4.2 SELECTION CRITERIA

   The following applies to the appointment of students In the Work-Study Programme:

   1. (a) The recruitment and selection of students should be competitive (the most suitable, qualified students should be selected)

   2. (b) All qualifying UWC registered students are eligible for selection, although financial need still remains one of the main criteria.

   3. (c) Financial need: A fundamental aim of the programme is to assist students with financial difficulties but who show academic potential. Every attempt must be made to offer financially needy students jobs, which do not necessarily require a high level of academic expertise (administrative duties). Academic development positions would ideally be offered to academically stronger students even though it might mean that these positions would be offered to full cost bursary holders. Exemptions to this effect must be submitted to the Work-study Office in writing for consideration.

   4. (d) Students qualifying for 100% rebates shall be eligible for administrative assistantships. Conditions for approving this must be submitted in writing to the Work-Study Office

3. 4.3 SELECTION PROCEDURES

   1. (a) Departments must interview applicants before making final decisions with regards to appointments.

   2. (b) Until funding has been confirmed all applications are provisional and subject to funding being available. Departments should not notify prospective student assistants about appointments until the Work-Study Office has approved the recommendation.

   3. (c) A list of recommended student assistants as well as assessment forms must be returned to the Work-Study Office, where the information will be verified before appointments are made. Appointment forms should only be handed to the successful candidates.

4. 4.4 DEVELOPMENT FUND

   Create a development fund that will make It possible to identify students who are registered but are not guaranteed financial support. These students will be identified through various means including the SCM clearance process. This is aimed at providing support that will enable them to succeed in their academic commitments. The cases will be assessed by the Financial Aid subcommittee.

5. 4.5 MONITORING AND EVALUATION

   Upon the recommendations from various units of the University, the Financial Aid subcommittee will approve the recommendations and the outcome will be communicated to the appropriate units.

   The work-study programme focuses on experiential learning, which is linked to skills and knowledge transfer. In this regard. all programmes in the units that use work-study funds will be monitored in terms of implementation and impacts will be evaluated. Unit reports will inform the work-study report which will be tabled at a Financial Aid subcommittee meeting. The comprehensive report from Financial Aid subcommittee serves at the SOS committee.

6. 4.6 EXCLUSION CRITERIA

   1. (a) Staff members' dependants who are students, in receipt of staff rebates at UWC, may not qualify for work study student assistant programme.

7. 4.7 APPOINTMENT PROCEDURES

   1. (a) All successful applicants should complete the Service Agreement (SA)

   2. (b) All final appointments must be approved by the Work-Study Office.

   3. (c) The rate of pay should be in accordance with the Programme payment guidelines. No deviation is allowed.

6. CATEGORIES OF WORK-STUDY OPPORTUNITIES (complete section).

Work-Study Programme Policy, PDF pages 7, 8, 9

1. 6.1 General Administrative Assistants (Level I)

   THE SCHEDULE OF STIPENDS WILL BE REFLECTED AS PART OF AN ADDENDUM IN THIS DOCUMENT.

   1. 6.1.1 Administrative Assistant (AA)

      This category applies to undergraduate students with financial difficulties whose services are required In academic, administrative and service departments to undertake a range of administrative duties.

   2. 6.1.2 Academic (level II)

      1. (a) Laboratory/Practical Demonstrators (LA)

         Senior undergraduate students i.e. third/fourth year and graduate students employed mainly in laboratories to assist with practicals.

      2. (b) Junior Tutors (TAJ/Technical Assistants

         Undergraduate and graduate students engaged in faculties and/or departments in tutorial work. The computer laboratories and Audiovisual Services also employ technical assistants slmllar to the description of Junior tutors.

      3. (c) Research Assistants (RA)

         Graduate and senior undergraduate students employed in different faculties/departments to do field and laboratory research and work in libraries.

      4. (d) Community Assistants (CA)

         Undergraduate and graduate students mainly from the Faculties of Dentistry and Community and Health Sciences engaging In community outreach work.

   3. 6.1.3 Graduate Assistantships/Postgraduate Tutorship

      As part of its strategic plan for the next five years (2010-2014) the University seeks to grow its postgraduate student population from 20% to 33%. In addition to this all units within the university are tasked with embedding graduate attributes into the curricula and co-curricula at all levels including postgraduate level. Graduate attributes are the values, skills, understanding and qualities we expect students to develop by the end of their programme of study. In this regard a graduate should demonstrate a critical attitude toward knowledge; she/he should be engaged, committed and accountable socially; she/he should be a life-long learner. They should be critically and relevantly literate; skilled communicators and collaborative.

      We need to ensure that the graduate attributes are developed among our graduates and that we produce graduates who are able to contribute to the knowledge economy. In this regard the University needs to tap into its pool of talented Masters and Doctoral candidates to support the development of the undergraduate programmes and to improve the throughput and graduation rates as well as the time to degree. To this end the University has introduced an award, the Graduate Assistantship (GA). It is envisaged that the GA programme wlll provide the support to the undergraduate programme that is needed to allow us to face the challenges as identified through, among others, institutional research, reports on University pass rates especially in gatekeeper courses and other means (e.g. NBT results). Masters and Doctoral students are eligible for the award.

      Eligibility

      Masters and Doctoral students may apply for the Graduate Assistantships. A task team will meet to look at the suitability of the applicant for the GA position. Only students who are in good academic standing should apply. A student who does not have the support of his/her supervisor will not be able to take up the award.

      Requirements

      Masters students should be able to lead two tutorials in their disciplinary area per week. Doctoral students should be able to lead three tutorials per week. Students should progress in their own studies.

   4. 6.1.4 Coordinators

      Tutoring Coordinators (COOR) level (Ill) /Lab Managers

      Post-graduate students employed to supervise tutorial programmes /manage labs in different faculties/departments, to assist with training of junior tutors, to undertake assessments of tutorials, etc. Tutoring Coordinators/Lab Managers are only employed when the department employs 10 and more tutors.

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Policy provision: Integrated Student Mental Health and Wellness Policy (C2021/03)

Document control table reproduced from the policy (PDF page 1). Integrated Student Mental Health and Wellness Policy

4. POLICY SCOPE AND AIMS

Integrated Student Mental Health and Wellness Policy

This Policy applies to all full-time and part-time undergraduate and postgraduate students registered at the University of the Western Cape. The Policy recognises that its provisions impact all permanent and contracted employees, external service providers and their employees, and external stakeholders. This is in keeping with the guiding principle that the University is a symbiotic environment wherein all employees and students work, thrive and interact in a wellness environment that recognises the broader community context. This Policy should be read alongside the UWC Staff Wellness Strategy and Programme.

The primary purpose of this Policy is to foster the enactment of a commitment of care to the mental health and wellness challenges that often impact on students’ academic performance and success. In line with this purpose, the Policy informs Student Mental Health and Wellness Plans for University-wide implementation.

Approved 29 June 2021; effective 1 July 2021. Section 5.8.1, Executive Management; PDF page 11; printed page 8.

5.8 The University of the Western Cape commitment

The University recognises its ethical duty to create a culture of care for students and staff. While the University cannot, in reality, provide all possible mental health and wellness resources to students and employees, it strives to care for all students and staff within reasonable limits. As a fundamental mechanism for student success, student mental health and wellness ought to underpin all decisions and actions taken.

5.8.1 Executive Management

The Executive Management, in carrying out its duties, recognises the relationship between student mental health, wellness and success. The Executive Management and the relevant statutory committees will endeavour to institute mechanisms that mitigate the consequences, and particularly the financial constraints, of student mental health status and the promotion of wellness.

Integrated Student Mental Health and Wellness Policy, Section 5.8.1, Executive Management; PDF page 11; printed page 8 Integrated Student Mental Health and Wellness Policy, complete sections 5.8–5.8.1, PDF page 11

The section sets out the commitment for executive management and relevant statutory committees to endeavour to institute mitigating mechanisms. The policy applies to registered full-time and part-time undergraduate and postgraduate students, and links faculty progress monitoring, coordinated referral and reasonable accommodation to student success (sections 4, 5.2, 5.7.2 and 8). Integrated Student Mental Health and Wellness Policy

5.2 Academic departments and faculties

Integrated Student Mental Health and Wellness Policy, PDF pages 9

Student academic performance and success are facilitated and achieved through departments within faculties at the University. Departments and faculties should therefore ensure the promotion of students’ mental health and wellness through collaboration with the student support services on campus.

Academic departments and faculties are required to implement adequate measures to track and monitor student progress, including assessment feedback (as per Section 2 of the General University Calendar), to facilitate and support students’ time-to-completion and enable proactive monitoring of throughput. Together with the relevant student support services, academic departments and faculties will draw on the analysis of tracking and monitoring measures to promote and support student mental health and wellness.

Faculties will be assisted by academic advisors dedicated to supporting student mental health and wellness, who will track and monitor progress to facilitate and support students’ time-to-completion.

Faculties and academic departments will provide reasonable accommodation in learning and teaching to support students experiencing mental health illness and impairment. Faculty Student Affairs Committees will be reinforced with the establishment of academic advisory sub-committees that will focus on student mental health and wellness, as well as certain applications and appeals related to reasonable accommodation provision.

Faculty Student Mental Health and Wellness Implementation Plans, developed in line with the guidelines provided by SDS, will be central mechanisms to facilitate the implementation of this Policy.

5.7.2 Centre for Student Support Services

Integrated Student Mental Health and Wellness Policy, PDF pages 10, 11

The Centre for Student Support Services (CSSS) anchors the enactment of the institutional commitment of care for students’ mental health and wellness. Given the relationship between student mental health, wellness and success, CSSS is a central enabler enhancing the probability of throughput. Existing support services will be coordinated in a centralised fashion by CSSS guided by an overarching referral framework (see Appendix 4) and Decision Tree (see Appendix 5), both of which will be widely publicised within the University. Collaborative projects and support practices will be encouraged, making the best use of limited resources.

Services should be centralised under CSSS and resources provided for the strengthening and extension of this intra-institutional mental health care service provider to enhance the enactment of the guiding principles of the policy. The extension of the graduate development programme (GDP) is one example of such services.

CSSS will facilitate formal contracts with external service providers that address the continuum of treatment and care requirements needed to promote student health and wellness, including counselling and medication where applicable. CSSS will assist faculties and departments in drawing up or reviewing Memoranda of Understanding (MOUs) with external services.

8. REASONABLE ACCOMMODATION

Integrated Student Mental Health and Wellness Policy, PDF pages 12, 13, 14

The University recognises that reasonable accommodation may be required to ensure that students with mental health impairment and/ or illness, as well as those embarking on culturally and/ or religiously sanctioned processes that may impair optimal academic functioning, are not unduly prejudiced. Such accommodation is not intended to alter the spirit of the University Assessment Policy in the General Calendar but instead should be interpreted in light thereof, with additional provisions to accommodate student mental health. The following reasonable accommodations may be applied for by a student (Appendix 6 outlines the application processes for reasonable accommodation as well as examples of inclusions and exclusions).

1. 8.1 Academic concessions on the grounds of mental health illness or impairment

   • • Students may apply for concessions for academic obligations (e.g. assignments, tests or exams).

   • • Students may be encouraged to apply for concessions for academic obligations by departments and/ or faculties.

2. 8.2 Curricular concessions on the grounds of mental health illness or impairment

   • • Students may apply for curricular concessions or curriculum deviation (e.g. to be accommodated over a longer period) from the course requirements of a programme in which they are registered.

   • • Students may be encouraged by departments and/ or faculties to apply for curricular concessions or curriculum deviation from the course requirements of a programme in which they are registered.

   • • Alternative assessments may be introduced when an academic becomes aware that a particular task could pose a risk to a student’s mental health.

   • • All stakeholders responsible for developing curricula and related academic tasks should do so in a spirit that fosters an environment epitomising ethical care and wellness.

3. 8.3 Leave of absence on the grounds of mental health illness or impairment

   • • Where a student is unable to fulfil the requirements of the academic programme for which they are registered due to mental health impairment or illness, the student may apply for a leave of absence.

   • • Departments and faculties may suggest that afflicted students apply for leave of absence on the grounds of mental health illness and impairment.

   • • Where leave of absence is granted, all modules for the period will be withdrawn from the student's record. The student's record will remain active and he or she will have the right to return at the end of the period without reapplying to the University.

   • • A leave of absence may be granted for 6 to 8 weeks, depending on the course requirements of the relevant faculty.

   • • A leave of absence will be subjected to review when a student has been deemed mentally unfit by a medical professional to resume academic commitments.

   • • Where possible, students may be allowed to complete one module online with reasonable support. Such allowances exclude modules that cannot be conducted online, such as those involving clinical practice or laboratory work.

   Unless otherwise determined by the Senate, leave of absence will not be granted retrospectively. As far as possible, a leave of absence will not prejudice the progression status of a student. The implications of a leave of absence, including possible effects on student funding and criteria for professional completion, must be carefully considered so that the student can make an informed decision.

4. 8.4 Readmission after leave of absence on the grounds of mental health illness or impairment

   • • An academic advisory sub-committee will establish the student’s readiness to return from a leave of absence.

   • • Where readiness to be readmitted after a leave of absence is established, the student may return.

   • • Together with the relevant faculty officer or academic advisor, the returning student may be asked to co-create a plan to ensure the completion of the academic programme they are registered for, with due consideration of academic and curricular concessions.

   • • The academic advisory sub-committee will contribute to the coordination of the transition and reintegration of students readmitted after a leave of absence.

   • • Academics may grant students appropriate opportunities for catch-up and re-orientation upon readmission after a leave of absence.

9. RESOURCE IMPLICATIONS

Integrated Student Mental Health and Wellness Policy, PDF pages 14

The University is committed, where reasonably practicable, to allocate the resources required to implement this Policy, including associated human resource allocations. Current university and faculty support services, efforts and interventions will be built on, reviewed and strengthened to achieve the aims of this Policy.

Open/download Integrated Student Mental Health and Wellness Policy

Policy provision: Policy for the Management of Continuing Education Courses (C2013/2)

Document control table reproduced from the policy (PDF page 2). Policy for the Management of Continuing Education Courses

Approval

Complete section 3 below spans PDF pages 3–4. The approval table retains the source’s blank Council-date cell; the cover separately records Council approval on 20 June 2013. Policy for the Management of Continuing Education Courses, cover and PDF pages 2–4

Council approval 20 June 2013. Section 3.2, Principles; PDF page 4; printed page 3.

3. Scope and Principles

3.1 Scope

This policy is applicable to CE courses as defined in this policy and relevant to all academic and support staff of UWC. Courses offered as part of UWC staff development are managed by the Department of Human Resources. This policy will replace the Policy for the Registration of Continuing Education Courses at the University of the Western Cape (2003).

3.2 Principles

The University seeks to create an enabling environment for CE courses where they are a part of the vision of UWC and the relevant UWC Faculty, they can be managed by the UWC Department and the staff involved, and they contribute to the income of UWC. All CE courses must be developed with the interests of UWC and the stakeholders to whom the courses are offered in mind, particularly with regards to academic quality, UWC's reputation, their benefit to society and their financial viability.

Key principles that guide the development and implementation of CE courses at UWC include the following:

• • CE courses must be developed with the interests of the stakeholders to whom the courses are offered in mind as well as those of UWC;

• • CE courses should not compete with nor compromise core University teaching courses;

• • The academic and quality management of CE courses falls under the leadership and custodianship of the Senate of the University through the DVC Academic;

• • CE courses developed should respond to market needs, social and transformational needs, development opportunities and market demands; • CE courses must meet the applicable quality standards, both of UWC and of external regulatory bodies where applicable and should promote articulation of courses and mobility of students where possible;

• • CE courses should have a budget that anticipates reasonable surplus after all applicable costs have been accounted for;

• • For CE courses that are specifically intended to form part of a community engagement or community service initiative, the principle of cost recovery and achieving breakeven should be aimed for;

• • Certificates for CE courses in the name of UWC will only be issued after consultation with the Registrar to ensure adherence to the relevant policy relating to the issue of certificates at UWC;

• • UWC will charge a contribution levy on income received in lieu of the overhead costs incurred by UWC to present CE courses;

• • The academic review, quality assessment and control and budgeting support activities required for the development and registration of CE Courses will be handled centrally by Faculties, Administration and the Senate. The course development, course administration, course implementation and quality assurance of courses will be handled at the level of the relevant Department or School.

Policy for the Management of Continuing Education Courses, Section 3.2, Principles; PDF page 4; printed page 3 Policy for the Management of Continuing Education Courses, complete section 3, PDF pages 3–4; printed pages 2–3

The cost-recovery principle applies specifically to courses intended as community-engagement or community-service initiatives. It explains the policy’s financial objective for such provision. Course approval, quality review and record-keeping are required under sections 6–7; this policy does not make every continuing-education or enterprise-training course free. Policy for the Management of Continuing Education Courses

6. General Policy (complete section). Policy for the Management of Continuing Education Courses, PDF pages 6, 7

1. 6.1 The offering of UWC CE courses must be approved through established University academic approval processes. These include the Faculty Academic Planning Committee and Senate Academic Planning (SAP) Committee.

2. 6.2 The guiding principles highlighted in Section (2) in addition to the quality management procedures in Section (7) are important for the approval of a CE course at UWC.

3. 6.3 University staff may participate in, and be remunerated for, the activities associated with CE courses if the course budget permits this, provided their Departmental Chair and Faculty Academic Planning Committee or an Executive Committee thereof is satisfied that such additional activities do not compromise their primary responsibility and duties as a staff member of UWC, including teaching, research, postgraduate supervision and other key performance areas.

4. 6.4 Where a full-time staff member of an academic department is involved in the development and offering of a CE Course, the relevant Faculty Academic Planning Committee or an Executive Committee thereof should consider the following as a minimum before recommendation of the CE course and the involvement of the staff member therein:

   1. 6.4.1 The staff member's normal workload and performance regarding teaching, research and postgraduate supervision, and if relevant, administrative duties are at the required standard set by the University;

   2. 6.4.2 The existing qualification and expertise of the staff member and the skills required of the staff member to design and present the CE course, as well as the involvement of the staff member in existing CE course offerings at UWC;

   3. 6.4.3 The success rate based on student feedback, of the regular courses offered by the staff member at UWC;

   4. 6.4.4 The contribution that the CE course can make to enriching the curriculum and enhancing the community engagement activities of the Department/School.

5. 6.5 The participation of University staff in CE courses will constitute community engagement when the presentation of the CE courses results in engagement that is mutually beneficial to the development, exchange and application of knowledge and resources to address and solve challenges facing external communities.

6. 6.6 Where CE courses are expected to make use of external human resources and expertise, this must be reviewed by the relevant Faculty Academic Planning Committee or an Executive Committee thereof through recommendation of the CE course for approval (refer 5.7 above for the contract process).

7. 6.7 UWC staff are encouraged to comply with the procedures set out in this policy document. Repeated failure to comply with the requirements of this policy may be handled in line with the disciplinary procedures of employment at UWC.

7. Quality Assurance Process (complete section). Policy for the Management of Continuing Education Courses, PDF pages 7, 8

1. 7.1 The University is responsible for the quality assurance and certification of CE courses. Its internal quality assurance processes should take cognisance of the HEQC quality assurance frameworks in this regard. The HEQC will continue to apply these frameworks and UWC will therefore have to demonstrate to the HEQC that it has adequate quality assurance systems in place to manage the quality of the CE courses being offered.

2. 7.2 The Policy for the Quality Assurance of Continuing Education at UWC (13 March 2007) guides matters of quality, specifically on the principles, and practices that support the review, planning and improvement of CE courses offered at UWC. The CE Programme Coordinator will maintain a list of the dates when CE courses are due for review and will alert the Faculties and Senate Academic Planning accordingly.

3. 7.3 The offering of CE courses under the name of UWC must comply with internal quality assurance processes. CE course quality, in respect of content, administration, management and delivery must be in line with and maintain UWC standards, its image, reputation and brand.

4. 7.4 All CE courses offered at UWC must be summarized in a course Descriptor/Registration Form completed in consultation with the CE Programme Coordinator, and then presented to the relevant Departmental Chair or School Director for recommendation, before submission to the Faculty Academic Planning Committee or an Executive Committee thereof for quality assessment, review and adaptation, prior to being tabled at the Senate Academic Planning Committee for approval by the CE Programme Coordinator.

5. 7.5 All CE courses offered at UWC must have a budget approved by the Business Innovation Centre.

6. 7.6 The Faculty Academic Planning Committee or an Executive Committee thereof is the first screening committee for the quality assessment and control of CE courses, which should include:

   1. 7.6.1 Review and recommendation of applications for new CE courses in the Faculty;

   2. 7.6.2 Reviewing the relevance, contents and academic standards of the CE course every three years. Each CE course is only approved for a 3 year period;

   3. 7.6.3 Reviewing the qualifications of external (non-UWC) CE course presenters;

   4. 7.6.4 Assessing feedback/evidence from students by means of a CE course evaluation forms if relevant;

   5. 7.6.5 Involving professional bodies in reviews where relevant;

   6. 7.6.6 The evaluation of CE courses during the formal evaluation of the academic unit.

7. 7.7 When assessing if a CE course should be recommended for approval, the Faculty Academic Planning Committee or an Executive Committee thereof should consider the following:

   1. 7.7.1 The NQF level, outcomes, curriculum content, assessment criteria, contact hours and that the CE course meets the quality standards of the department and faculty;

   2. 7.7.2 The positioning of the CE course in terms of its alignment to the department and faculty's existing courses, as well as other CE courses offered at UWC;

   3. 7.7.3 That the necessary administrative and logistical support exists within the Department/School in order to comply with institutional quality assurance requirements.

8. 7.8 The CE Course Coordinator will retain quality records of the CE course which shall include at least:

   1. 7.8.1 A copy of the completed and approved course descriptor;

   2. 7.8.2 Copy of teaching material and assessment material for the course;

   3. 7.8.3 Copy of the list of students that attended the course and the assessment results of the completed course;

   4. 7.8.4 Proof of the summarised students' course feedback signed off by the Course Coordinator;

   5. 7.8.5 Copy of the CE Course budget approved by the Business Innovation Centre;

   6. 7.8.6 A copy of the contract with external party for whom the contract is being presented if relevant.

9. 7.9 CE Courses should include a student feedback form to gauge the relevance and quality of the course.

9. Finances (complete section). Policy for the Management of Continuing Education Courses, PDF pages 9, 10

1. 9.1 UWC regards CE courses as an important component of its strategic intention to be an engaged university. The principles that underlie the pricing of courses will include value for money, generation of a surplus, contributing to professional development, and the social benefit of the CE course. CE courses should be budgeted on the basis of cost recovery and generation of a surplus, with the exception of CE courses offered as part of a community engagement or community service initiative. Such courses should aim for cost recovery.

2. 9.2 All funds obtained from CE courses must be deposited into an approved UWC bank account and then into an official UWC cost centre. Each CE course will be allocated its own identifier. Invoicing for CE courses must be undertaken by the Department of Finance. All expenses incurred in implementing CE courses must be processed through the UWC accounting system and must follow UWC financial policies and procedures, particularly those outlined in the Restricted Funds User Guide, and any other related policies that guide university expenditure.

3. 9.3 With UWC contract staff members, for whom the administration and/or development, teaching and management of CE courses is an expectation of their employment in the relevant UWC Department or School, no salary subvention from income generated by CE courses will be permitted. The financials (ability to reach break-even and generate a surplus) of the CE course will be used as a guide in this regard.

4. 9.4 Where agreed by the UWC staff member and his/her line manager that CE course involvement does not form part of their normal expected workload as a UWC staff member, the staff member involved may be remunerated for this function, if the course budget permits.

5. 9.5 The rates of remuneration for UWC, staff involved in presenting and/or administering CE courses will not normally exceed the University's current lecture and examination-marking rates. Where the budgeted remuneration rates of UWC staff exceed the existing UWC salary ratels, or Departments and Schools intend using a different rate to pay UWC staff, the Business Innovation Centre will determine if the financials (ability to reach break-even and generate a surplus) of the CE course justify these remuneration rates, and will approve these rates through the approval of the budget of the CE course.

6. 9.6 Where external (non-UWC) parties are deployed in the offering of the CE course, the remuneration rates of relevant recognised professional bodies will serve as a guideline in budgeting for the remuneration of these parties. The financials (ability to reach break-even and generate a surplus) of the CE course will also determine if the remuneration rates budgeted for are justifiable.

7. 9.7 The Course Coordinator is responsible for financial control of the budget. All direct costs of the CE course are set off against the CE course income. Operational budgets of Departments may not be used for cross-subsidising CE course expenditure. Where up-front payment for CE courses is not possible, a signed contract from the client should be obtained to confirm the future receipt of funds.

8. 9.8 A Contribution Levy (defined in Section 3) will be collected by UWC on each CE course. The levy will be collected centrally and divided annually between UWC Central Funds (2/3) and the relevant Faculty or appropriate non-Faculty unit in which the CE course is offered (1/3).

9. 9.9 The calculation of generated surpluses will be based on the gross income less the contribution levy and all other costs attributed to the CE course. The distribution of generated surpluses shall be in the form of fund transfers and shall be based on the "financial statements" of the CE Course verified by the Business Innovation Centre. Reasonable surpluses that remain after deduction of all operational costs and the Contribution Levy shall be distributed according to guidelines developed by the Department of Finance, approved by the University Executive Management Committee.

10. 9.10 Funds generated from surpluses arising from CE courses may be used for operational purposes to enhance and further the teaching and learning mandate of UWC, but may not be used for payment towards:

    • • Lecture and or teaching relief for staff members;

    • • Salary subvention for UWC staff.

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