Wardens Manual

2018

www.ru.ac.za
DSA VISION and MISSION STATEMENT

To create a living and learning student support system and an environment which is
inclusive and conducive to a healthy life-style, personal growth, development and
academic success for our students.

DSA VALUES

• Academic Excellence
• Wellness approach to life
• Valuing and embracing our diversity
• Environmental awareness
• Community Engagement

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www.ru.ac.za/studentaffairs

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MESSAGE FROM DIRECTOR OF STUDENT AFFAIRS
Rhodes University 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. The Rhodes University Residential system aims to
provide an attractive, comfortable, high-quality living environment which meets international standards and
which supports and fosters the academic success and personal growth of tomorrow’s leaders.

The Division of Student Affairs undertakes to endorse and complement the vision and mission of Rhodes
University by striving to provide an internationally-respected student support service to all students at the
University at all times.

In support of the vision and mission of Rhodes University, we aim:

• to provide a caring and nurturing environment
- which fosters academic success and personal growth;
- free from discrimination, intimidation or harassment;
- which is clean, safe and secure in which there is respect for and safety of personal property; and in
which the rules are fair and just, and sufficient to maintain an orderly environment conducive to
learning, research and community life.
• to be a community
- which embraces diversity;
- which recognizes the value of all its members;
- whose members are proud of their residence, Hall and University;
- whose members share the responsibility for supporting the Residence System’s vision and mission;
- whose members receive due support and recognition for their contributions.
• to have a staff of Wardens who are
- dedicated and committed to their own integrated involvement in the residence system;
- committed to establishing an atmosphere which is conducive to academic study, research and personal
growth;
- provided with appropriate skills and training;
- supported by a responsive, empathetic, efficient and effective management and administrative
structure.

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.

The complex services offered by the Division of Student Affairs offer a wide range of new experiences and
opportunities outside the classroom, thereby enabling students to embark on the process of understanding
themselves as critical and engaged citizens. Three Sections in the Division of Student Affairs are tasked at
ensuring the above occurs: namely Student Wellness; Student Services and Sports Administration

Student Wellness Section consists of the Health Care Centre; Counselling Centre; HIV office and Careers
Centre. The Wellness Manager is also responsible for the management of student and staff harassment and
mediation. 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 obviously given attention in this administration but the unspoken emotional and
academic bene- fits that sports can generate is often forgotten. If a student is physically well, their wellness
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approach to life is often evident in their broader purpose, values and general character.

Student Services Section consists of the Student Representative Council (which includes the governance of
all societies); the Residence System (wardening and leadership structure); Disabilities Office; and First-Year
Orientation. 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 differences. 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 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/

Ms Nomangwane Mrwetyana (Director of Student Affairs)

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Table of Contents
DSA VISION and MISSION STATEMENT .................................................................................................. 1
DSA VALUES.......................................................................................................................................... 1
MESSAGE FROM DIRECTOR OF STUDENT AFFAIRS .................................................................................. 2
THE RESIDENTIAL SYSTEM ..................................................................................................................... 7
STRUCTURE OF THE DIVISION OF STUDENT AFFAIRS ............................................................................... 7
THIS MANUAL ....................................................................................................................................... 7
ACADEMIC SUPPORT ............................................................................................................................. 8
ACCIDENTS, ATTEMPTED SUICIDES, DEATHS AND SERIOUS ILLNESS ......................................................... 8
ACHIEVEMENTS AND AWARDS .............................................................................................................. 8
ALCOHOL ON CAMPUS .......................................................................................................................... 8
AMBULANCES SERVICES ........................................................................................................................ 9
ANNUAL HALL REPORTS....................................................................................................................... 10
ARRIVAL OF STUDENTS ........................................................................................................................ 10
BARS IN RESIDENCES ........................................................................................................................... 10
BENEFITS AND ALLOWANCES ............................................................................................................... 11
BOARD OF RESIDENCES ....................................................................................................................... 12
BOX ROOM PROTOCOL ........................................................................................................................ 12
CAMPUS PROTECTION (SAFETY AND SECURITY) .................................................................................... 13
CAREER COUNSELLING ......................................................................................................................... 14
CATERING SERVICES ............................................................................................................................ 15
CLUBS AND SOCIETIES ......................................................................................................................... 16
CLOSURE OF HALLS DURING VACATIONS .............................................................................................. 17
CODE OF CONDUCT FOR WARDENS ...................................................................................................... 17
COMMUNICATION WITH DIVISION OF STUDENT AFFAIRS ..................................................................... 17
COMMUNITY ENGAGEMENT ............................................................................................................... 17
COMPULSORY SERVICE (also see “Discipline”) ...................................................................................... 18
CONFERENCES ..................................................................................................................................... 19
CONFIRMATION OF APPOINTMENTS OF WARDENING STAFF ................................................................. 20
COUNSELLING CENTRE ......................................................................................................................... 20
CRISIS COMMUNICATIONS PROTOCOL ................................................................................................. 20
DEATH OF A STUDENT ......................................................................................................................... 21
DISABILITY .......................................................................................................................................... 21
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DISCIPLINE .......................................................................................................................................... 22
DOUBLE ROOMS ................................................................................................................................. 25
DRUGS ................................................................................................................................................ 25
DUTIES................................................................................................................................................ 27
EARLY RETURNS /LATE DEPARTURES.................................................................................................... 27
ELECTRICAL APPLIANCES ...................................................................................................................... 30
EMERGENCY CONTACT DETAILS ........................................................................................................... 31
EMERGENCY REQUISITIONS ................................................................................................................. 31
END OF TERM ..................................................................................................................................... 31
ENTERTAINMENT ALLOWANCE ............................................................................................................ 31
ENVIRONMENTAL AWARENESS ........................................................................................................... 32
FEES.................................................................................................................................................... 33
FIRES / FIRE DRILL ............................................................................................................................... 33
FRIDGES IN RESIDENCE ROOMS ........................................................................................................... 36
FUNCTIONS ......................................................................................................................................... 36
FUNDS – HALL AND HOUSE FUNDS ....................................................................................................... 36
HALL FELLOWS .................................................................................................................................... 36
HARASSMENT ..................................................................................................................................... 37
HEALTH AND SAFETY REPORTS............................................................................................................. 38
HEALTH CARE CENTRE ......................................................................................................................... 38
HIV/AIDS ............................................................................................................................................ 40
HOUSE COMMITTEES .......................................................................................................................... 40
HOUSEKEEPING ................................................................................................................................... 41
HUMAN RESOURCES DIVISION ............................................................................................................. 42
LEAVE OF ABSENCE ............................................................................................................................. 42
MAINTENANCE REQUISITIONS ............................................................................................................. 43
MASTER KEYS ...................................................................................................................................... 43
MENTORSHIP ...................................................................................................................................... 44
ORIENTATION ..................................................................................................................................... 44
O-WEEK HINTS FOR WARDENS ................................................................................................................. 45
GUIDELINES FOR SOCIAL ACTIVITIES DURING ORIENTATION WEEK ......................................................... 46
POLICIES OF THE UNIVERSITY ............................................................................................................... 47
PREGNANCY........................................................................................................................................ 47
PROTOCOL FOR EMERGENCY TELEPHONE CALLS MANAGED BY CPU STAFF ............................................ 48

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 PROTOCOL FOR THE INSPECTION AND MAINTENANCE OF WARDENS FLATS UPON RESIGNATION OF A
WARDEN ............................................................................................................................................ 49
QUALITY OF RESIDENCE LIFE SURVEY ................................................................................................... 50
RAPE / SEXUAL ASSAULT ..................................................................................................................... 50
REFRESHER TRAINING FOR HOUSE COMMITTEES AND SUB WARDENS ................................................... 52
REGISTRATION .................................................................................................................................... 52
REPAIRS AND REQUISITIONS ................................................................................................................ 52
RESIDENCE ALLOCATION POLICY .......................................................................................................... 52
RESIDENCE MERIT SCHOLARSHIP ......................................................................................................... 53
RESIDENCE SYSTEM ............................................................................................................................. 54
ROOM ALLOCATION PROTOCOL ........................................................................................................... 54
ROOM CHECKS & ROOM STATEMENT FORMS – PROCEDURES ............................................................... 55
ROOM SEARCHES BY HALL AND HOUSE WARDENS ............................................................................... 57
RULES ................................................................................................................................................. 58
SMOKING SAFETY ............................................................................................................................... 59
SPORT ................................................................................................................................................ 59
STUDENTS REPRESENTATIVE COUNCIL (SRC) ......................................................................................... 60
STUDENT SERVICES COUNCIL ............................................................................................................... 61
SQUATTING ........................................................................................................................................ 61
SUB-WARDENS’ DUTIES ....................................................................................................................... 61
SUICIDAL AND PARA-SUICIDAL CRISES .................................................................................................. 61
VACUUM CLEANERS ............................................................................................................................ 62
VEHICLES (PRIVATE) ............................................................................................................................ 62
VISITORS TO RESIDENCE ...................................................................................................................... 62
WARDENS’ DUTIES .............................................................................................................................. 62
WARDENS’ FLATS ................................................................................................................................ 62
WARDEN’S POWER OF SEARCH ............................................................................................................ 63
WARDENS’ WORKSHOPS ..................................................................................................................... 63
APPENDIX

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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 Student
Services Manager 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 – and so the manual is always
a “work in progress”.

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ACADEMIC SUPPORT
One of the primary aspects of the residential system is to provide a living environment conducive to successful
study. The Wardens must be proactive in ensuring that the right conditions for study prevail, and that there is
a consistent and unambiguous emphasis in the residence on the primary reason for being at University: to get
a degree. Regular awards and pubic congratulations to academically successful students in the residence is
one way of achieving this spirit. In addition, Wardens must monitor the academic progress of all students in
their residence, usually by meeting with each student at least once a semester – preferably before exams. In
cases where students are experiencing difficulties, timeous intervention can prevent a great deal of heartache.

Options for assistance include:

- Discussing the matter with the student to understand the nature of the problem – often it is not
academic and can be solved in different ways.
- A referral to the Dean of the appropriate Faculty in the case of a student taking too many subjects. A
referral to a Head of Department if the problem is subject-specific. A referral to lecturers in the Centre
for Research, Teaching & Learning (CHERTL):
Judith Reynolds Humanities 8866
Nkosinathi Madondo Science 8946
Karen Ellery Science 8864
Ivy de Vos Commerce 8867
- Referral to the Careers Centre (Ms. Christine Lewis) if the problem relates to bad subject choices and
worries about future career.
- Referral to the Counselling Centre, who run group workshops on Anxiety management and Study
Skills.
- Setting up informal volunteer mentoring programmes between successful senior students in your res
who have done similar subjects.
- Regular feedback and sustained interest in the student’s progress.

ACCIDENTS, ATTEMPTED SUICIDES, DEATHS AND SERIOUS ILLNESS

See “Suicides” below. The Hall Warden and the Director of Student Affairs must be notified immediately
(whatever time of the day or night it may be) in the event of death, attempted suicide, any serious injury or
illness or admissions to hospital (including Fort England and similar hospitals).
The Counselling Centre must be informed as soon as possible. Where the student is admitted to the Health
Care Centre, the Hall Warden should be informed as soon as possible.

ACHIEVEMENTS AND AWARDS

An important aspect of the overall development of each student in the residential system is public recognition
of their individual achievements, be they academic, sporting, cultural or community related. All these aspects
contribute to the future leadership qualities of our graduates and need to be nurtured. Different residences
and Halls have devised their own ways of ensuring such recognition, ranging from simple certificates to
trophies. House Wardens must inform the Hall Warden of all notable achievements by students or teams in
their Houses (e.g. special academic awards, prizes and bursaries, selection for provincial, national sports teams
etc.) as soon as they are aware of them.

ALCOHOL ON CAMPUS
The University’s Alcohol policy is available on the Division of Student Affairs and the Registrar’s Division’s
website.
Aspects pertaining to residences are as follows:
 No function (including Hall and inter-Residence functions) which involves the consumption of liquor
may be held during Orientation Week and the first ten days of the first term without the Vice-
Chancellor’s permission.
 In Residences, only wine, beer and cider may be served at special functions, usually only twice a term,
and only with permission of the Hall Warden and when Wardens are in Residence.
 Students are permitted to have only beer, cider, wine or fortified wine in their rooms.
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  Wardens, Sub-Wardens and house committees must repeat advice about the misuse of Alcohol during
the course of the year.
 The University community will encourage events which promote “low-risk” social drinking and give
special support to alcohol-free events in terms of provision of venues and resources
 Hall Wardens, Wardens and Sub-Wardens will actively seek to arrange social events where no alcohol
is available.
 All social events on campus must provide suitable non-alcoholic refreshments for students.
 The Registrar’s permission must be obtained to serve alcohol at any official University event (including
all society’s evenings) other than Hall and Residence functions, which must be approved by the Hall
Warden.
 Drinking in public on campus is prohibited unless part of a Hall/House function.
 Residence pubs may not sell alcohol; they only store it for students who have bought it in advance.
 Residence bars are permitted to operate only at restricted times in Halls which allow such pubs to
operate, and are run in terms of the signed agreement with the Hall Warden, closely supervised by
the Hall and House Wardens, and only the residents of a particular House/Hall may participate in the
pubs.
 Drinking clubs of any kind involving students on or off campus are expressly prohibited.
 Student clubs and societies are encouraged to use the licensed venues on campus such as the Rhodes
Club and the Sports Bar for their functions.
 Events involving rapid and/or excessive consumption of alcohol are forbidden, and all SRC societies
are forbidden from holding such events both on and off campus.
 Non-alcoholic drinks, and food, must be served / on sale at all events and venues where alcohol is
served
 No glass is permitted in areas of the campus which are declared glass-free zones, including all sports
fields.
 Sports clubs and student societies should not use alcohol as an incentive for recruitment.
 Functions which encourage rapid and/or excessive consumption of alcohol will not be permitted.
 Prizes may not take the form of large quantities of alcohol (e.g. cases of beer).
 Adverts may not portray alcohol as necessary to social or sexual success.
 Clubs, societies, residences and departments should reserve the label “cheese and wine” for functions
which genuinely serve a range of cheeses, biscuits and wine, along with non-alcoholic beverages.
 The Health Care Centre and Counselling Centre should continue to play a key role in identifying and
referring students who appear to have alcohol-related problems and providing them with confidential
and effective support.
 Special training workshops should be held regularly on alcohol-linked problems and the value of brief
interventions.
 Students worried about their own use or another person’s use of alcohol are encouraged to seek
confidential assistance on or off campus.
 Students appearing before Residence disciplinary authorities and Proctors for disciplinary offences
which are alcohol related are strongly advised to seek confidential assessment and counselling.

AMBULANCES SERVICES
(also see “Medical Insurance”)
If a student in your residence undergoes a medical crisis, your first port of call is the Health Care Centre, where
staff will make the necessary decisions regarding the need for doctors or an ambulance. If the situation is more
critical, call Gardmed immediately (073 065 6660). As a Warden, you need to understand that all medical
expenses (apart from the basic services provided by the Health Care Centre) are the student’s responsibility,
and if the student does not have any medical aid, they will have to rely on state medical services (consult the
hospital emergency numbers under “emergency contact details”). You are not personally obliged to transport
a critically ill student to hospital in your own car. Should you decide to do so, you will be personally responsible
for any associated risks. Unfortunately the University cannot offer assistance in this regard. In the case of
extreme emergencies for students who are not on medical aid, Rhodes will pay for the initial assessment and
attendance by Drs Marx, Bennett and partners, in order to stabilize the patient. Following this there will be
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consultation with the patient (if conscious) and parents/guardians as to the way forward.

ANNUAL HALL REPORTS

Each Hall is required to submit a report on their activities by end of November each year. The format of report
is communicated to the Halls by the DSA office annually.

Please could Halls submit these in an electronic format. The DSA office post relevant portions of Hall reports
on its websites. Please first make sure that sensitive personal details are not included. Photographs are always
welcome.

ARRIVAL OF STUDENTS
• No student may be admitted into your residence at the beginning of the year unless his/her name
appears on the residence system / computer printout provided by the Manager: Student Bureau. Only
students who registered will be allowed into residence. Students who have not registered will be
referred to the Student Bureau at Registrar’s Office.
• In the event of a student’s name not appearing on the computer printout or where a student arrives
after receipt of the printout, such student must not be admitted into your residence unless you have
written authority from the Student Bureau.
• Only those returning students whose names appear on the Residence System / computer list at the
beginning of the year and who have registration clearance may be re-admitted to the residence
concerned. If a returning student arrives whose name is not on the list you must contact the Hall
Warden immediately.
• Do not discuss vacancies in the residence with any students. Please refer all enquiries to the Student
Bureau.
• You are required to see and meet all new students and any parents/guardians who wish to see you in
your residence on the official day of arrival at the beginning of Orientation Week.
• All students must complete the following forms when they first arrive in residence:
- Room/linen statements;
- Student Emergency Details form and Student Information form to be updated each semester. These
forms contain a full "history" of each student and vary in format from Hall to Hall. It must be properly
and completely filled in. This information (including room numbers, medical details etc.) must be
updated into the Residence System by the Hall Administrator as soon as possible each year.
- A motor vehicle/cycle registration form, if applicable.

BARS IN RESIDENCES
The Rhodes “Responsible Use of Alcohol Policy” permits residences to operate bars subject to specific Hall
rules. These rules should take into account the following points:
• Only beer, fortified wine or wine should be stored or consumed in the bar.
• The Senior Student should be responsible for the control and maintenance of the bar. S/he should
produce a roster for bar and tuck-shop duties, and ensure that the duties are delegated to a member
of the house in his/her absence.
• The consumption of alcohol should be allowed only in the bar or in student rooms.
• Noise must be kept within reasonable limits, and should not, at any time, disturb students trying to
study or sleep.
• Alcohol should not be consumed in Common rooms and Braai areas without the prior permission of
the House Warden. In particular, alcohol may NOT be consumed in the corridors and the front of any
residence.
• Drunken and unruly behaviour should not be tolerated.
• The sale of alcohol is forbidden, i.e. money may NOT pass over the counter, but it is permissible to use
a ticket system, in which members of the residence may store their beer and wine in the bar's fridge
and must produce a beer ticket when claiming their drink. Credit should NOT be extended under any
circumstances.
• The bar should always have reasonable quantities of non-alcoholic beverages, crisps, peanuts and
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 sweets for sale
• The profits should go towards house funds for the use and benefit of the residence.
• At the end of each term the Senior Student should present a Financial Statement and an estimated
profit/loss Statement, duly audited the House Treasurer.
• The bar should be primarily for the use and enjoyment of the current residents of the house. Guests
may be invited by members of the residence, but they are then responsible for their good behaviour
(i.e. the inviting member will be held responsible if the guest misbehaves).
• The bar should only open at specified times. The following times are suggested:
Monday to Thursday 6.15pm to 7.30pm
Friday 6.15pm to 9.30pm
Saturday 6.15pm to 8.00pm

Other opening times must be authorized by the Warden.

BENEFITS AND ALLOWANCES

1. Dependents: all Wardens are entitled to have kin / dependents (restricted to spouse, children, long-
term partner, siblings, parents or in-laws) living with them as long as the number of such dependents
does not exceed the accommodation available in their flat, at a rate of 2 persons per room. (i.e. 3
dependents for a 2-bedroom flat, 5 dependents for a 3-bedroomed flat etc.)
2. Meals: (this dispensation does not apply to the GRPGV Hall Warden) To encourage interaction
between Wardens and students, free meals for Hall and House Wardens and their dependents are
provided in the dining Halls throughout the year except those times (such as Christmas) when all dining
rooms are closed. All such dependents must be living with the Warden on a permanent basis
(excepting children who are home from boarding school or university for holidays), and should be
accompanied at meals by the Warden. In the event of the closure of a kitchen due to industrial action
or Worker’s Day where students are reimbursed for meals missed, Wardens and dependents will
receive the same reimbursement.

- Hall and House Wardens and their families are entitled to free meals in the Dining Hall during the vacations
for as long as one of the Dining Halls is open.
- All such meals must be booked in advance, and all meals not taken must be un-booked in advance.
- If the Warden is acting as a Vacation Warden, normal meal privileges apply.
- Wardens and their families cannot accrue credit for meals not eaten.
- Warden’s may bring occasional guests to meals, but will need to pay for the meals, and to accompany the
guest. The guest’s meals cannot be substituted by meals which have been booked for dependents. Paying for
the meal of a guest entails a) finding out from the Systems Administrator in Res Ops what the current charge
is (R26.00 for lunch or supper at the moment); (b) paying for it at the cashier in Eden Grove; (c) getting the
System Administrator to book it.
- Wardens are expected to attend at least two meals each day in the dining Hall, and to attend all Hall functions
(e.g. Formal Dinners, Braai’s, Champagne Breakfasts and Hall Ball). You are also expected to attend “business”
meals in the Dining Hall as required by your Hall Warden.
- Wardens and Wardens’ family members are subject to the same Dining Hall rules as the students and may
not take out any items other than 2 slices of bread at supper, and the fruit allocation.
3. Accommodation and furniture: Accommodation will be provided for Wardens for the full period of
their appointment. Your flat is your home, and you are entitled to accommodate guests, family and
friends etc., but under no circumstances may you sublet your flat or charge for accommodation.
Except for curtains and carpets and a stove, no other furniture and fittings will be provided.
Refrigerators may be loaned for up to one year.
4. Water and Electricity will be provided free of charge
5. Servicing of accommodation: During term time all Hall Wardens will be provided with cleaning
services up to two hours per week day. Services include vacuuming, dusting and cleaning the ablution
areas. Support staff are not required to carry out the garbage, wash dishes, etc. House and Assistant
Wardens will be provided with cleaning services for up to one hour per week day.
Those not wishing to make use of the cleaning services will not be eligible for any reimbursement.
During vacations when a Warden is involved in Conference Wardening he/she is eligible for the same
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 cleaning service as outlined above. Wardens who require additional service will be expected to make
private arrangements at their own expense.
6. Telephone: Wardens’ telephones are blocked from making international calls. If you need to contact
parents/guardians outside South Africa, go through the Rhodes Exchange (dial 29) during business
hours, or arrange to make the call from the Hall Warden’s office after hours.
Rhodes will cover 40% of the phone bill – 60% is to be paid by the Warden. Telephones requests or
problems should be made via an e-mail to [email protected]
7. Access to Facilities: Rhodes staff and their dependents have access to certain facilities on campus, at
a small fee. A Family Swimming card can be purchased from Sports Admin, which allows a staff
member plus 5 guests to use the pool for December and January. A minimal fee is charged for a
Facilities Card, and permits access to tennis and squash courts etc. all year.
8. Garden: Grounds & Gardens will mow the lawns and trim hedges of Wardens’ gardens. They are not
responsible for maintaining or planting flower beds.
9. Fee remissions: Consult the Rhodes University Comprehensive Guide for Members of Staff which is
available from the Human Resources Division.
10. Entertainment allowances: see section on “Entertainment”.

BOARD OF RESIDENCES
The current membership includes (among others):
- all the Hall Wardens, including the Oppidan Hall Warden;
- one House Warden from each Hall;
- all the Hall Senior Students;
- all the Hall SRC Representatives;
- A student representative from each Hall to be elected by the Hall Committee, including the Oppidan
Hall.
The aims and objectives of the Board are:
• to formulate policies and procedures with regard to residential accommodation for full-time students;
• to provide a healthy, clean, safe and educationally supportive environment that complements the
academic mission of Rhodes University;
• to encourage research and evaluation programmes, services and the assessment of emerging needs
of students and staff;
• to facilitate and encourage the training and development of residence staff and students;
• to encourage, enhance and monitor quality assurance within the residence system;
• to encourage the development of student responsibility, character, leadership, scholarship and
citizenship;
• to promote diversity, gender equality and transformation within the residence system.

BOX ROOM PROTOCOL

The University uses its residences for conferences, and has the right to require the students in any residence
to vacate their rooms for the vacation periods during the year. This protocol aims to ensure that there are
provisions in place to ensure reasonable security for students’ possessions during this time.
• All future residences must have sufficient Box Room space to accommodate the possessions of the
number of students in the residence who live far away and cannot reasonably be expected to take
their belongings home in the vacation. (Estimated at 8 packed ‘apple cartons’ per student). Existing
residence may allocate specific rooms for use as temporary box rooms as long as these are supplied
with secure locking facilities.
• If possible, box rooms must be provided with secure locking facilities, including a metal security gate
and at least 2 different locks.
A large notice must be permanently displayed on the outside of the box room, alerting all students to
the need to insure all their personal belongings, and reminding them that, although the University
12
 takes all reasonable precautions to ensure the safety of the contents of the box room, the risk
ultimately rests with the student. The notice should advise students that items of particular value,
such as laptop computers and other electronic equipment should be stored in the central box room.
The office of the Director of Student Affairs will supply copies of this notice to each residence.
• Hall websites and rule books must contain this information as well.
• Keys to the box rooms should be handled only by the Hall Warden, House Warden and Sub-Wardens
of each Residence
• During term time, the keys must be locked in the House Warden’s key cabinet or a Hall safe.
• No box room keys must ever be made available to Conference Wardening staff.
• Only the Hall Warden, House Warden or Sub-Warden may open a Box Room.
• No items should be placed in the box room unless they are boxed, sealed and labelled by the student.
• A complete record must be kept of all boxes stored in the box rooms for each vacation period, signed
in by the student concerned and countersigned by the Sub-Warden or House Warden in attendance.
• The student signs so that s/he can certify s/he placed the items in the box room and the person on
duty signs as a record of who was on duty and verifying that particular boxes were placed in the box
room.
• Students may only place their goods in the box room at the times agreed on by the Warden in
consultation with Sub-Wardens. These should be made widely known well in advance of the vacation.
• No goods whatsoever will be returned to students during vacations on request.
Specified times will be advertised on two or three consecutive days for the box rooms to be opened
and on such occasions BOTH key-holders will be present to unlock the room.
• Students will then sign their boxes out of the box room on the list, countersigned by the Sub-Warden
or House Warden.
• If a student arrives later than the agreed dates, advance arrangements must be made to open the
room at a later stage.
• The box rooms should then be locked for the rest of the term. Empty boxes stored there may be
removed by prearrangement with the Warden before the end of term.
• Box rooms are not to be used to store items belonging to anyone who does not currently reside in that
particular Residence.
• Students who are moving from residence into digs may store their goods in the usual way over the
December/January holidays, as long as they conform to the time frame.
• If this procedure is not closely followed, students would have reasonable grounds for complaint.

CAMPUS PROTECTION (SAFETY AND SECURITY)

The Campus Protection Unit Office and Control Room is situated in Rhodes Avenue next to Hobson House. The
24 hour Control Room operates 365 days of the year and is the nerve centre of the security operations and
the afterhours help desk on campus. It has radio communication with the guards, monitors burglar, panic and
fire alarms, is the after-hours switchboard and call centre for the University, and responds to first information
of crime reports, calls out University standby technicians and deals with lost and found property. It employs
campus protection guards, supervisors and contract guards from a local security company, Hi- Tec. All work
on a shift cycle to provide a security service throughout the year. Rhodes CPU guards wear blue uniforms,
while Hi-Tec guards wear black uniforms with a yellow badge. These guards are highly “visible” and patrol
campus 24 hours a day, both on foot and on bicycles.

Traffic management falls under CPU and they have jurisdiction to clamp any vehicle whereby the driver
contravenes The National Road Traffic Act or Rhodes University Policy. The Manager is Mr. Towers Naidu
performs various tasks under safety and security for the University and works close with all departments
committees in the university. The supervisors are responsible for the day to day running of the shifts, posting
of the CPU and Hi Tec guards and running of the control room and Help Desk. They are the first point of
contact for any issue on campus and to call out any of the standby support personnel, emergency services be
that the fire, ambulance, police, etc. In addition to their patrol work, guards also open and close lecture
venues, administrative buildings and after-hours function venues, escort students and staff on campus,
perform traffic and parking duties and report defunct lights on campus. They also operate a ‘lost and found’
service.
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All emergencies must be reported immediately to the Control Room on telephone number: 046 6038146 / 7,
or alternate the Emergency Number: 046 603 8999. Wardens can phone the Control Room for assistance with
any matter at any time of the day or night. On receipt of a call, a guard will be dispatched immediately to assist
the Warden.

Safety hints
• Guards will accompany students on campus at night for protection if requested and students are
encouraged to make use of this facility. Students can approach the nearest CPU guard or visit the CPU
offices on Rhodes Avenue and request an escort.
• All incidents should be reported immediately to CPU for assistance.
• Students should make use of the “Blue Route”, a well-lit, clearly demarcated patrolled route that runs
from the bottom of Prince Alfred Street (across the road from the Drama Department), all the way to
the top of the hill, past Nelson Mandela Hall. It also runs along St Peter’s Campus and up to Winchester
House on Beaufort Street.
• 48 “SOS panic buttons” are installed at various place around campus. They are identifiable with a
yellow chevron backing board and red button. These can be pushed by a student in trouble and CPU
will pick up the signal at their headquarters.
• Students are also encouraged to remember that common sense is their best defence! Students should
be aware of their surroundings and of the people in their environment at all times.

It is also not advisable for students to walk around Grahamstown alone, particularly at night. Students should
always walk in groups, stick to well-lit areas or try to arrange a lift home. They can also use the Get Home Safe
service, a free service for students who find themselves frightened, stranded and/or vulnerable late at night.
It operates on Wednesday, Friday and Saturday nights from 10p.m. to 3a.m. (tel. 084 8699 679).
Students to also note that CPU is not allowed to transport any student to a destination on or off campus.

Other hints to pass on to students include the following:

• take out personal insurance;
• lock your doors and windows when leaving your room and when going to sleep;
• keep items such as laptop computers, cell phones, iPods and cameras etc. away from the window and
out of sight, preferably in a locked cupboard;
• report the presence of strange people in your residence to someone in authority immediately;
• do not keep large sums of money in your room;
• keep serial numbers of your valuables, and take them with you during vacations;
• do not leave any messages on your door to indicate that you will be away for any length of time;
• do not leave bags unsupervised in public areas such as cafeterias, computer labs and the library;
• keep your cell phone on you at all times (preferably out of sight);
• if you have a car, invest in a gear-lock and anti-theft wheel nuts;
• never leave items on display, i.e. jackets and valuables inside your car;
• report theft of items immediately.

CAREER COUNSELLING
The Rhodes University Career Centre is in the Bantu Stephen Biko Building (first floor) and is open Monday to
Friday from 08h00 –17h00 except lunch time. All appointments and queries can be directed to the
administrative assistant at [email protected] or 046 603 7070

The following services are provided:

• Pre-university study and career guidance counselling
• Career Assessment/Psychometric Assessment – to assist with study choice and career development
• Individual (one-on one) career counselling – by appointment
• Walk –in queries daily 11h00 to 15h00 - no appointment required – this is designed for students with
a quick question or specific information that only requires a brief 5-10 minute discussion.
• Assistance with developing a CV (from First Year) and preparing for job interviews.
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 • Seminars (CV writing, interview skills, finding vac work, career planning, etc.)
• Career resources and publications, pamphlets from companies offering graduate programmes and job
search information – available 24/7.
• A Job portal on our website advertising jobs available to graduates www.ru.ac.za/careercentre
• Graduate Recruitment Programme including Career Fairs and Company Presentations throughout the
3rd term.
• Computers are available for career related research and job search during office hours.

CATERING SERVICES
On a daily basis, Catering provides convenient and flexible access to a variety of value-for-money, nutritious
meals in the Hall dining rooms. Students who are unhappy with the service provided should channel their
complaints through the elected food rep on their House Committee, who will take the matter forward on their
behalf to the Caterer in the relevant dining Hall.

Meal Times: Meal times for all Dining Halls are the same and are provided in the table below. During the
exams, breakfast time on Saturdays will be the same as during the weekdays (07h00 - 08h15.)

Weekdays (Monday – Friday)

Breakfast Lunch Supper
07h00 – 08h15 12h00 – 14h00 17h00 – 18h30
Saturdays
Breakfast Lunch Supper
08h00 – 09h15 12h00 – 13h30 17h00 – 18h30
Sundays
Breakfast Lunch Supper
08h00 – 09h15 12h00 – 13h30 17h00 – 18h30

The Meal-booking System: Rhodes uses a computerized Meal Booking System that allows each student to
choose the meals that they want and to select the diet they prefer. The fingerprint access system is used to
identify the student and their meal of choice, to the computer at the dining Hall. Students may only eat at the
Hall with which their residence is associated.
Making a booking: In order to book meals, users must log onto ‘ROSS’ with their access number and pin and
follow the options under “meal booking”. There they can:
• Print their meal list;
• Un-book meals (single or blocks);
• Book extra meals (provided a positive balance is available);
• Change their preferred diet and all meals forward to this diet.
All of these options may only take place 2 days in advance of a particular meal. If a student does not take a
meal and has not un-booked 2 days in advance, the meal is regarded as taken and no credit will be given for
that missed meal.
Refunds: This system allows students to un-book meals when they go away for weekends or if they are going
out to dinner etc. The value of the meals that they un-book is credited to their accounts at the end of each
semester. Meal refunds will only be credited to the student’s fees account at the end of June and at the end
of November. Menu Choices: Menu choices available are posted on the notice boards of the various Halls so
that students can see what their options are (they do change from time to time, depending on the availability
of ingredients).
Choices are as follows:
Default
Fast-food Normal
Fast-food Halaal
Fast-food Vegetarian
Vegetarian
Health Platter
Halaal/Hindu
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African
Menus, which cover four week periods, are also available online. All students are automatically booked for all
meals according to the diet that they specified if they pre-register online. After this, any changes which they
would like to make can be done online.

Packed Meal
When student is sick on the day and booked a meal but can’t get to the Dining Hall, the relevant warden to
inform the Food Services Manager that he/she authorized a packed meal.

CLUBS AND SOCIETIES

The following clubs and societies currently operate under the auspices of the SRC at Rhodes:
RELIGIOUS MUSICAL
Isiah 26:8 Live Music Society
7th Day Adventists RU Hip Hop soc
ACTS LANGUAGE & CULTURE
Chi Alpha EASOC
Dynamis Youth Network GreekSoc
HSS Lesotho Students
His People Malawi
MethSoc NamSoc
Muslim Students Association Zambian Soc
Student Christian Organisation Isintu Soc
Voices of Glory Zim Unlimited
Forward In Faith On Campus Zulu Soc
AnSoc Swazi Alive
ACTIVISM/POLITICAL/ENVIROS VhaVenda
Common Ground Bapedi Ba Rhodes
Gender Action Project Art Society
Legal Activism ACADEMIC
Model United Nations AWCA
OUTRhodes Geology
ROAR Law Soc
RUGreen/ SEACC RUPSA
SHARC Black Lawyesrs Association
Rotaract Zoology
DASO Golden Key
SASCO Chem Soc
PAYD Science for Society
ENTERTAINMENT COMMUNITY ENGAGEMENT
Activate Galela Amanzi
Astronomy Inkwenkwezi
Dance Society JJH
GameSoc Masincedane
Debating President’s Award
INK BUSINESS GROUP
Oppi Press BMF
Toastmasters Enactus
Wine Tasting Rhodes Entrepreneurs’ Society
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 Mountain Club NEW APPROVED IN 2017
Neko Anime African Union Youth Club Society
Rhodes Ultimate PASMA Society
MMA Rhodes University Economics Society
Skate Ubuntu Society
EFF Society
Enable Society

CLOSURE OF HALLS DURING VACATIONS

Please note that no Warden or Sub-Warden may leave residence at the end of the second and fourth terms
(and possibly the first and third terms if conferences etc. are to be held in their Houses in these short vacations)
until all the closing procedures have been completed. (See “End of term” in the manual and Residence Closure
Procedures and Certificate of Closure on the Res ops website).

CODE OF CONDUCT FOR WARDENS

All Wardens and Hall Wardens are subject to the usual guidelines for University staff, and the same Disciplinary
rules apply in the event of breaches or offences. In particular, Wardens need to remember that they are role
models to the students in their residences.

COMMUNICATION WITH DIVISION OF STUDENT AFFAIRS

It is important to report all critical incidents to the Division of Student Affairs when they happen. The office of
the Director of Student Affairs is always open to all Wardens in times of crisis. In addition, there are meetings
twice a term with the Hall Wardens, at Wardens Discussion groups as well as a meeting of the Board of
Residences once a term. These are all opportunities to raise concerns and discuss mutual problems.

COMMUNITY ENGAGEMENT
“Communities have never been built upon their deficiencies. Building communities has always
depended on mobilising the capacity and assets of people and place” Kretzman & McKnight (1993)

Community Engagement at Rhodes University is recognized and respected nationally and

internationally as a leader in community engagement; and for its commitment to social and
individual transformation, sustainable community development, student civic responsibility and
scholarship of engagement.

The principles of Community Engagement:

• Mutuality - building relationships that benefit both parties:
• It’s about you …
• It’s about me …
• Asset based approach - recognise what people have and build on that
• Joint learning, action, reflection
Some of the programmes available for students under RUCE:

 Siyakhana @Makana
What is Siyakhana@Makana?
- Project planning process: between community based organisations and student groups
- Working towards a shared co-created project from start to finish

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 - Embarking on an exciting, creative and challenging learning experience

Who can participate?

- Societies
- Sports clubs
- Departments (support and academic)
- Residences and Halls
- Student groups (5 members)
- Community partners

The S@M handbook can be accessed via this link:

http://www.ru.ac.za/media/rhodesuniversity/content/communityengagement/documents/S@M%20Book
%202017.pdf
 Reading Programme
It is an exciting programme for Halls to engage with where they work in close partnership with a local pre-
school to assist learners mainly with reading. The CE office will email dates for the Reading Programme.

Please note:
- The CE office do NOT require the CE reps to be part of the Reading Programme, but rather to recruit
students from the residence and hall to participate. They are welcome to also participate if they want
and are able to do so.
- They also do NOT require CE reps to be part of the other programmes that the office runs (e.g. Student
Volunteer Programme, 9/10ths Mentoring Programme) however, we request that they get as many
students as they can to be involved in these programmes. Again, if they wish to and are able to
participate, they are welcome to.
- CE reps are required to oversee the S@M goals, and to get as much participation as they can from
other students.
- CE reps will be required to submit termly progress reports (2 pages long) in order to qualify for a
certificate.
- CE reps may have stand-alone residence programmes, if they are able to manage this, however they
are requested to please contribute to the hall project.

Dates for 2018:

 2 hour afternoon session in early February (during house committee training week)
 Siyakhana@Makana Training 10 March from 09h00 to 15h30
 Meeting 1: 21 March from 17h30 to 18h30
 Meeting 2: 25 April from 17h00 to 19h00 OR 2 May from 17h00 to 19h00 (note that the group of CE
reps will be split in 2 across these two dates, as it will be presentation days, they are NOT required to
attend both days).
 Meeting 3: 8 August from 17h30 to 18h30
 Awards night: 4 October from 17h00 (this is only open to those receiving awards)
 End of year function for CE reps and handover session to new CE reps: 10 October from 17h00 (this
will be a cheese and wine event)
 Light meals are provided for all our meetings, and teas and lunch for all our training sessions

COMPULSORY SERVICE (also see “Discipline”)

Punishments for offences at Rhodes are served in terms of hours of compulsory service (see the Discipline
section for a list of admission of guilt penalties). The underlying idea behind these punishments is restorative
justice: we want the student to learn something positive from the experience. The following lists provides
some options for Compulsory Service:
• doing supervised service in your Hall kitchens
• cleaning of the residence, bathrooms etc., especially when the offence caused a mess in the residence:
supervised by housekeepers
18
 • cleaning the fridges: supervised by sub-wardens
• working at the Student Bureau, doing filing and other menial clerical work
• cleaning the outside of your residence buildings (e.g. removing cobwebs, dust)
• washing cars: Facilities Services
• digging and weeding: Grounds & Gardens or warden
• service at the SPCA (for volunteers only, with own transport)
• work at the CPU (e.g. accompany guards on patrol and record all lights that are out of order).
• work in the library, e.g. cleaning keyboards and rubbing out pencilled marks in books.
• working in the Health Care Centre
• policing noticeboards on campus to remove old notices: contact CPU

Please do not assign punishments of the following kind:

• anything which endangers the student in any way e.g. climbing on ladders or handling of toxic
substances
• anything which could be perceived as working for the warden personally, e.g. cleaning the warden’s
flat or attending to warden’s children.
• As part of Community Engagement activities of the House

CONFERENCES
From time to time Hall and House Wardens of the university residences host Internal and external conferences,
festivals, graduation and similar. Arrangements for these are made in the Conference Office under Residential
Operations and comprise:
• A roster that allows a break in the demand on any one residence and in any one year. Relevant House
Warden(s) are advised as to when they are required to be available.
• Collating bookings from the event organizer or guest and processing these accordingly.
• Sourcing and appointing conference Wardens, where required.
• Each conference Warden is provided with a set of guidelines relating to pre-conference, during the
conference, and post conference.
• The required number of temporary Sub-Wardens is scheduled to work in each House at the
appropriate times.
• Each Sub-Warden is provided with a document titled ‘Conditions of Service’.

Temporary Sub-Wardens:
• Rhodes students apply for the position of temporary Sub-Warden during conferences.
• application forms are presented to the House Warden, who makes recommendations accordingly
• Conference Office inform any unsuccessful applicant and keep records of these in the event of
cancellations.
Temporary Sub-Wardens are:
 Generally expected to take up their appointment one day before guests are due to arrive.
• Permitted to stay in a designated residence free of charge 48 hours or 2 days prior to the
conference/festival guests’ arrival and prior to point (6.4.1) above. No meals are provided.
• Permitted to stay free of charge should there be a short gap between conferences to which they have
been appointed Sub-Warden. No meals are provided.
• Permitted to stay after a conference ends if the timing is such that it is near to the commencement of
the next term. Application should be submitted to the Deputy Director of Residential Operations. The
student is charged the stipulated daily rate, inclusive of meals.
• Should a conference be cancelled after the appointment of temporary Sub-Wardens. A notice period
of 48 hours is given. No compensation is paid out.
• Each House is provided with guest registers and alpha lists.
• A code of conduct as set out by the university should be utilized for visitors to the residences.

Contact details for further information: Conference Manager: Tel. 046 603 8138 (ext. 8138); cell speed dial:
5132; E-mail: [email protected]

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CONFIRMATION OF APPOINTMENTS OF WARDENING STAFF
• Hall and House Wardens are appointed for one year in the first instance, at which point reports are
called for to support reappointment for up to four years.
• Hall and House Wardens who have served one plus four years may be reappointed for five year
contract periods thereafter.
• In the case of House Wardens, reports are requested from the Hall Warden, the Senior Student of the
residence and a designated Sub-Warden from the residence, i.e. the same Hall complement applicable
to House Warden selection. The Hall Warden must discuss these reports with the Warden (while
keeping sources confidential) and allow the Warden to respond and give input, with a view to ongoing
improvements. The Hall Warden submits a written recommendation to the Director of Student Affairs.
If reappointment is not recommended, the way forward must be discussed in a meeting with all
parties.
• In the case of Hall Wardens, the Director of Student Affairs interviews the Hall Warden concerned and
obtains reports from all the House Wardens in the Hall and from the Senior Student and a designated
Sub-Warden of the residence of which the staff member is Warden. If necessary, the Director of
Student Affairs will discuss any negatives with the Hall Warden and/or recommend reappointment.

COUNSELLING CENTRE
(see also “Psychological Counselling”)
The Student Counselling Centre provides a professional service to all Rhodes Students experiencing
psychological problems. The Counselling Centre operates from a holistic Wellness model and supports
students in terms of their physical, academic, social, emotional and spiritual functioning. The counsellors will
take your concerns seriously and will maintain the strictest level of confidentiality. The following services are
offered:
• Individual counselling
• Relationship counselling
• Group therapy for students with similar interests and goals
• An after-hours line for psychological emergencies (during office hours students experiencing a
psychological emergency will be assisted immediately by the psychologist on call)
• Study Skills Workshops on issues pertinent to students such as time management, stress management
and exam preparation
• Self-help material and information pamphlets covering various topics.

The Student Counselling Centre is located on the top floor of the Steve Biko Building in Prince Alfred Street
and is open Monday to Friday from 08h00 – 17h00, or telephone (046) 603 7070 during Office Hours.

The Psychological Emergency Number for students who are experiencing psychological emergencies which
cannot wait until the next working day is 082 803 0177.

CRISIS COMMUNICATIONS PROTOCOL

Who to call in a crisis
To streamline the process and ensure that a crisis situation can be quickly and efficiently managed, only two
phone calls need be made by the person reporting a crisis. The first phone call is to the Campus Protection
Unit. The second phone call is to the Director of Student Affairs, who will liaise with the other people on this
list to ensure that information is swiftly and appropriately disseminated. In the case of a physical emergency
– a rape, injury, assault or any other situation in which a person or people is in need of immediate medical
assistance – you should contact the
SAPS or ambulance services before making internal calls. Remember, the safety of people is your number one
priority. Please remember not to make statements to the press.

20
Chain of contact
Respondent South African Police Services and/or Ambulance service Campus Protection Unit

Respondent Director of Student Affairs Vice Chancellor

Deputy Vice-Chancellor

Deputy Director of Residential Operations

Communications

DEATH OF A STUDENT
While one always hopes that disaster will not strike, it sometimes does, and Wardens do occasionally have to
deal with suicide attempts (see the section on “Suicide” below), fatal car accidents and severe injury due to a
wide range of factors. It is worth spending a moment to consider how you would handle the death of a student
in your residence:
• If you are informed that a student has died outside of residence as a result of an accident or a violent
incident, contact the Director of Student Affairs and the Hall Warden immediately, who will inform
the next-of-kin as soon as possible, as well as informing members of the University’s senior
management team and Communications Division.
• If a violent incident of a life-threatening nature occurs in your residence, call Campus Security and the
police immediately. It is a criminal matter and due process must be followed.
• Contact counselling services and alert them to the crisis so that they can help you in providing support
for fellow students, who will be very upset.
• Inform members of your House as soon as possible. Call a full House meeting for this purpose, rather
than using word of mouth.
• Discuss with your House Comm. the various options to allow students to express their feelings, such
as a “memory” book in the common room, photos, and an informal memorial service in the common
room.
• Parents and/or family will come to the residence in order to collect their child’s belongings. This can
be distressing for all concerned, but you are advised, if possible, to leave all belongings as they are and
allow the family to do as they see fit.
• The Division of Student Affairs office will arrange a memorial service in the Chapel at a later date.
• Helping a student cope with news of death.
- Provide a good listening ear, and give as much support and comfort as you can.
- If the student is in a state of shock, with severe physical symptoms like shaking, get him/her into bed
and offer a warm drink with sugar or ‘Rescue Remedy’.
- After the shock (which can last a few days), a range of confusing emotions can follow, often including
anger, guilt as well as sadness. It is best to allow the student to express themselves without trying to
clarify this confusion. Simply listen and reflect, without trying to judge or reassure.
- Depending on the circumstances surrounding the death, it may be advisable for the student to see a
Psychologist.

DISABILITY
If you have a student with a disability of any kind, please make sure that the Student Services Manager is
made aware of this. Every effort will be made to ensure that the necessary support and assistance is provided
for you. Some of the services and facilities that are available in order to assist students and to provide
reasonable accommodation include:

Working with the Student Bureau on processing application forms of prospective students who disclose
severe disabilities in order to assess and recommend the nature of services and support that Rhodes should
be providing for them.

21
Making appropriate residential placements, especially where physical and mobility impairments are
involved.

The Exam Concessions Committee receives and processes all applications from students who request
concessions for exam, tests or assignments. The policy and procedure document for concession applications
is available from the Registrar’s office and website.

The Office of the DSA works with individual students in order to assess their needs and assist them to get
support or assistive technology and devices within the resource constraints.

Computers with special software such as voice recognition, text conversion, text magnification, track-ball for
ease of motion use, and so forth, for the exclusive use of students with disabilities, have been installed in the
library. These computers will greatly assist students with visual and hearing impairments, as well as students
with learning disabilities.

DISCIPLINE
Please ask for guidance when you first start; and contact your Hall Warden for assistance or if you have a
problem.
• The source of the University’s discipline procedures is the Student Disciplinary Code that is on the
University web- site. All wardens should read it carefully.
• The Code sets out the various disciplinary officers and their powers. Wardens’ powers are covered in
the Code as well.
• The Principal or Vice Chancellor is the Chief Disciplinary Officer of the University. S/he may take
disciplinary action against any student at any time or may appoint any person or body of persons to
conduct disciplinary proceedings in a manner not provided for by the Code. In effect the Principal may
suspend the operation of the Code and exercise disciplinary powers her/himself.
• The most serious disciplinary cases are dealt with by the Proctors who have the powers to exclude
students from the University permanently or for a specified period (e.g. two years), in addition to
various other powers that are set out in the Code. The Proctors are appointed by the University and
are usually members of the staff of the Faculty of Law who have served as judicial officers or practiced
as advocates or attorneys.
• A student who is summoned to appear before a Proctor has the right to elect to be tried by a
Disciplinary Board which consists of a Proctor as Chairman, one member of staff, chosen from a panel
nominated by the Senate and approved by the Principal after consultation with the Proctors and one
member chosen from a panel nominated by the SRC (usually senior students) and approved by the
Principal after consultation with the Proctors. The student may, however, elect to be tried by the
Proctor sitting alone and this is what usually happens. The procedure in a trial before a Proctor or
Disciplinary Board is very similar to that followed in the ordinary courts of the land.
• The Principal has appointed two official, called the University Prosecutors. Their duties, functions and
powers are set out in the Code. They, in effect, act as the prosecutor in all cases that are heard by the
Proctors. They have the power to direct any Warden or residence disciplinary committee to take
disciplinary action against a student.
• There are a number of other disciplinary officers or bodies as well. These are Hall Wardens, House
Wardens, Hall and/or House Disciplinary Committees, assistant Wardens, Sub-Wardens (most Hall
Constitutions also delegate disciplinary powers to members of the Hall or House Committee), the SRC
Disciplinary Board, the Sports Union Disciplinary Committee and the Oppidan Union.
• Any disciplinary action taken by a Warden, Sub-Warden, SRC etc., must be brought to the Hall
Warden’s attention within 24 hours. The Hall Administrator is charged with ensuring that all records
pertaining to disciplinary offences are fully updated on the residence system. Performance of service
hours must be closely monitored, and timeous follow-up action taken for failure to perform these
hours.
• Please take note of the Alcohol policy, which states that drunkenness is an aggravating factor

22
The following breaches of discipline must be referred to the Hall Warden:
- Any breach of any rule by a Sub-Warden or the House/Hall Senior Student;
- Any disciplinary offence where property (private or university) is damaged, whether a student is under
the influence of alcohol or not;
- Any offence involving drugs;
- Any assaults/rapes/murders etc.;
- Any serious thefts;
- Any racial incidents.
- any second breach of the ‘visiting’ rules between 12 midnight and 8.30 am
• In addition, the following breaches of discipline must be reported via the Hall Warden to the University
Prosecutor and the Registrars Division:
- Any offence involving drugs;
- Any assaults/rapes/murders etc.;
- Any serious thefts;
- Any racial incidents.
• It is necessary to bear in mind that the Hall Warden or a Proctor on review can reduce penalties that
are too severe. Equally, either the Hall Warden or a Proctor can increase penalties that are too lenient.
If you are in doubt please contact the Hall Warden.
• A House Warden may not vary rules of the University or the Hall. If, for example, a rule requires "strict
silence" at certain times, it may not be varied to read "reasonable quietness".
• In the event of your deciding to take disciplinary action against a student, it is imperative that you
follow the following procedure:
- Tell the student that you are going to take action against him/her;
- Tell the student what the charge against him/her is;
- Ask the student if s/he understands the alleged offence;
- Ask the student if s/he wishes to have a further two days to consider the charge, or to proceed
immediately;
- Make sure the student is informed of her right to have an observer present and the option to be tried
by a Hall/House Disciplinary Committee;
- Make sure the student knows that, if the s/he denies the charge, they are given 24 hours’ notice in
order to prepare their defence, and;
- That when they eventually appear before you, they are given every opportunity to present their
defence. This includes the calling of witnesses.
• Under no circumstances must a student be fined or punished without being told what the charge
against him/her is, and without being afforded the opportunity to state what his/her defence is.
• If you are satisfied after hearing the student that he/she is guilty and decide to impose a penalty, you
must ensure that all details are entered onto the residence system.
• Admission of Guilt: First-time offenders for certain offences may elect to serve an Admission of Guilt
penalty instead of having a disciplinary hearing. These are listed below. Note that these are NOT
convertible into a monetary value.
• Wardens are responsible for entering the details of all disciplinary matters (charges, sanctions, dates
etc.) on the residence System.

ADMISSION OF GUILT PENALTIES FOR RESIDENCE STUDENTS IN TERMS OF RULE 9 OF THE STUDENT
DISCIPLINARY CODE 2017
PREAMBLE
These penalties MAY NOT be REDUCED OR INCREASED without a disciplinary hearing being held. The object
of this procedure is to do away with disciplinary hearings in certain limited cases.
These penalties may only be imposed upon a student where s/he admits guilt. If the student does not admit
guilt then a disciplinary hearing MUST be held.
The disciplinary authority does not have to utilise the admission of guilt procedure and may decide to hold a
hearing.
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This schedule does not create offences: it only relates to penalties for existing offences.
A R25 fine equates to 1 hour of compulsory service. Monetary fines should be imposed only in exceptional
circumstances.
OFFENCE COMPULSORY
SERVICE
1 Needlessly pushing a panic button 40 hours
2 Parking on the wrong side of the road (facing oncoming traffic) 40 hours
3 Streaking/indecent exposure 25 hours
4 Vomiting in public while under the influence of alcohol 20 hours
5 Urinating in public 20 hours
6 Using loud, abusive or offensive language in public 20 hours
7 Holding a “boot party” on campus and causing noise and disturbance 20 hours
8 Not registering a motor vehicle with the University 20 hours
9 Disregarding a stop sign 20 hours
10 First-time visiting offence (receiving a visitor/visiting a residence other 15 hours
than one’s own outside visiting hours)
11 Driving a vehicle on the pavement 12 hours
12 Smoking in a prohibited area 12 hours
13 Parking in areas reserved for University staff 12 hours
14 Parking on a red line 12 hours
15 Driving on the wrong side of the road 12 hours
16 Parking on a yellow line / loading zone or lawn 6 hours
17 Failure to sign a guest in or out 6 hours
18 Failure to evacuate a residence in a fire drill 6 hours
19 Leaving a heater on in a residence room during a period of absence 6 hours
20 Failure to do a scheduled duty 4 hours
21 Failure to sign out for weekend/overnight/end of term 4 hours
22 Not wearing footwear in dining hall 4 hours
23 Prestik on walls 4 hours
24 Any minor noise offence 4 hours
25 General littering within the precincts of the Hall 4 hours
26 Non-attendance at Hall/House meetings 3 hours
27 Removal of food from dining hall (other than permitted) without 2 hours
permission
28 Taking more than the allotted fruit or juice portion from the servery 2 hours
29 Boiling a kettle without a tray 2 hours
30 Not handing in forms/keys 2 hours
31 Excessive use of the master key between 00h00 and 07h00 2 hours
32 Contravention of minor House Rule Up to 6 hours

FORMAL DISCIPLINARY HEARING FORMAT – Please refer to the student disciplinary code on the university
website.

Suggestions for how to implement the Visiting rule:

- Get a visitors’ book, which should be used to note the names of anybody visiting a student in the
residence. This book should ideally record visitors during the day as well as at night.
- Require Sub-wardens to check the book and ask visitors to leave by 12h00. NB: Sub-wardens of
women’s Residences who are required to implement these additional safety and security measures
receive 5% more salary. Men’s residences which agree to implement the same security measures can
request the same salary adjustment (see 4(g) of Guidelines of Remuneration of Sub wardens)
- Encourage students to self-manage and take responsibility for their guests at all times

24
 - Devise a form for ‘express permission”, which must be submitted to Warden in advance

Sanctions (these apply to BOTH the host and the visitor)

- for visiting:
- first offence 15 hours, adjusted depending on the context: Wardens may hear these case
- Second offence 20 hours plus a suspended exclusion from residence
- Third offence. Exclusion
- for failing to escort a guest: 15 hours each

NB: A general AMNESTY applies during fire alarms. No student may be prosecuted for visiting during a fire drill,
and all students must be informed of this at the start of each year.

DOUBLE ROOMS
Where, for University convenience, students are required or permitted to share accommodation, a 25%
discount of the lodging fees may be claimed by the student for the period that the room was shared. For the
purpose of discounts and adjustments the residence year is taken as 249 days (students in undergrad
residences) and 340 days (students in post grad residences).
(See also Room Allocation Policy on Division of Student Affairs website).

DRUGS
(There is a “Protocol on the use of illicit drugs” on the Division of Student Affairs website). The University
undertakes to deal firmly with students who commit such offences and who break the Disciplinary Code and
thereby bring the University into dis- repute. However, the University also recognizes that in some cases
substance abuse can become a medical problem, rather than solely a disciplinary matter, and we therefore
supply information about the dangers of illicit drugs and will refer those who need support to the relevant
support services. Students who have a substance abuse problem are encouraged to seek treatment in the first
instance.

PSYCHOLOGICAL AND MEDICAL SUPPORT

A range of sources of support is available to students involved in substance abuse. The students must be
advised of the help that is available and encouraged to make use of it:
• Students with substance abuse problems must be encouraged to contact the Counselling Centre
([email protected]) (046) 603 7070) or the Health Care Centre ([email protected])
(046) 603 8523 for information or assistance. Confidentiality will be maintained.
• Students with problems can also attend Narcotics Anonymous (NA) and Alcoholics Anonymous (AA)
meetings, which take place twice a week. Please contact the following number to obtain more
information - NA/AA: 082 784 7685. Confidentiality will be maintained.
• Lifeline can offer assistance: 0861 322 322 or the SADAG 24 Hr substance abuse helpline:
08001213 14.

DISCIPLINARY MEASURES
• Office-bearers of the University may not disregard any substance abuse problem and are required to
assist in promoting an environment in which use of illicit drugs is actively discouraged, and to report
the matter to the relevant authority.
• The Disciplinary Code must be strictly adhered to in cases of substance abuse on campus. Wardens
must establish a clear sequence of ‘boundaries’ for students caught committing an offence. Normally
the following steps should be followed on campus:
• In all cases, the substances must be confiscated and handed over to CPU.
• In cases where drug abuse is suspected, the matter should be reported to a Warden or Head of
Department or some other responsible person.
• The matter must be reported to the University Prosecutors for investigation.

Over and above disciplinary interventions, the student must receive support as follows:
25
1st Offence: student receives counselling support and education. Student is requested to go for counselling.
At this stage parents could be informed. If not, the student must be warned by the Hall Warden or Director of
Student Affairs that parents will be informed if there is a repeat offence;
2nd offence: Parents are informed, and are involved in the rehabilitation programme. The student is required
to sign up for random testing by the HCC.

DEALING WITH THE DISCOVERY OF ILLICIT DRUGS

• Non-emergency: If a student is in possession of or using what is believed to be an illicit substance in
residence, report the matter to the Warden. The Warden is obliged to adhere to the Disciplinary Code
if there has been a serious breach of a rule or law, regardless of whether this is a first or subsequent
offence.
If the incident takes place elsewhere on campus, report it to CPU or an academic staff member.
Write down all details of the incident clearly and accurately. This will help those who are involved later.
• Medical Emergency: Acute intoxication, physical collapse, loss of consciousness or substance induced
psychosis can result from even one experiment with illicit drugs. In the case of a student displaying
signs of acute physical or psychological distress, where there is immediate risk to life or long term
health, the individual must be medically assessed:
• If the person is unconscious: call Gardmed immediately (073 065 6660). Notify a warden, CPU (046)
603 8146, the Health Care Centre (046 603 8523 or 082 801 1409) or contact the Counselling Centre
(046 603 7070 or 082 803 0177). While waiting for help to arrive:
- do not put the person to bed to sleep it off: death can result from choking on vomit;
- lie them in the recovery position: on their side, with support;
- loosen tight clothing around their neck and chest;
- keep them warm;
- Keep a careful watch on them until medical help arrives.
• If a student is conscious and cooperative:
- Help the person stay calm and give reassurance;
- Escort the student to the Health Care Centre for evaluation and monitoring. The nurse will then make
a recommendation based on the evaluation of the patient, i.e. hospitalization, counselling, or
informing significant others.
- The Health Care Centre may also contact the Counselling Centre for assistance.
• If the student is conscious but uncooperative (usually displaying symptoms of a psychotic episode):
- do not crowd or threaten the person, or expect normal behaviour; they could react with
uncharacteristic violence;
- call Gardmed immediately on 073 065 6660;
- call CPU (046 603 8146) for extra assistance;
- If the student refuses to co-operate, even with CPU assisting, call the South African Police (SAPS) (046
603 9111) to assist with transporting the student to Settlers Hospital;
• CPU or the SAPS must confiscate the substances;
• If a student is admitted to Settlers Hospital, notify the Warden and the Counselling Centre.
• Write down details of the incident clearly and accurately. This will help those who are involved later;
• Once the student is discharged from Settlers Hospital, the student must report to the Counselling Centre
for a psychological assessment.
• Recommendations regarding the way forward will be made by the Counselling Centre to the Division
of Student Affairs. Options will include disciplinary intervention, counselling (which may include drug
testing at the health care centre) and/or extended Leave of Absence based on psychological or medical
grounds).
• Death: In the event of accidental death or apparent suicide
- CPU must be contacted immediately, as well as the Director of Student Affairs and Hall Warden. (CPU
will call the police).
- The Counselling Centre should be informed (046 603 7070 or 082 803 0177).
- The student’s parents / immediate family should be informed as soon as possible by a University
official (usually the Director of Student Affairs or Hall Warden)

26
 - The Counselling Centre will be available to offer counselling to students affected by the death.

DUTIES
• Evening & Weekend Duties
- During house-committee training and during Orientation week, all House Committee members and
Sub-wardens are expected to sleep in the residence. The Senior Student of each House may share this
duty if required.
- During term, the person on duty must remain in residence from 19.30 onwards.
- If Wardens or Sub-Wardens, are on duty over the weekend, s/he should remain in residence as far as
is possible during the day. If s/he goes out for a short period elsewhere on the campus, or with- in
Grahamstown, s/he must leave a cell or contact number and details of whereabouts posted on the res
door.
- These duties may be scheduled at the discretion of the Hall Wardens
- Please let the Hall Warden have a copy of the duty roster in your residence.

• Intervarsity Weekend
- ALL Wardens must be on duty during Intervarsity Weekend, irrespective of whether it is held in
Grahamstown or not.
- Visiting restrictions should be in accordance with the rules of your respective Hall.

• Orientation
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 seven days (5 working days) before the start of Orientation Week at
the beginning of each academic year. (See also “Leave of Absence”).

EARLY RETURNS /LATE DEPARTURES

PROTOCOL FOR EARLY RETURN TO OR LATE DEPARTURE FROM RESIDENCE

1. EARLY RETURNS
Students are normally permitted to return to residence the day (24 hours) before the start of term. Approval
for returns in advance of this 24 hour period, is only granted in exceptional circumstances. This document
describes the procedure to be adopted if a student wants to return earlier than that to an Undergraduate
Residence.
A Students returning 24 hours early:
1. A student who wishes to return to residence two days before University starts (i.e. on Saturday) must
apply to the Hall Warden (with support from the warden) for permission to return early, using the
Application to Return Early to Residence form at least SEVEN days before the proposed early return.
Students must provide evidence of valid reasons (e.g. limitations of public or Rhodes transport,
schedules for long distance flights). Approval of a request for an early return should be obtained
before travel arrangements are made.
2. These completed forms must be forwarded to DVC, Academic & Student Affairs.
3. All students who return early will be charged a daily rate for such additional accommodation as
determined by the Conference Office and the Finance Division.
4. All students who are required to return before term begins by academic departments will also be
liable for this fee. This includes post-graduate students who are in under-graduate residences.
Departments requiring students to return early for teaching purposes are requested to inform the
Manager, Residential Operations of the dates students need to be on campus before the end of the
preceding term. Students returning early for academic events must make an application on the
Application to Return Early to Residence form which should also be submitted to Residential
Operations before the end of the preceding term.

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5. Payment for the additional day due because of an approved early return, must be made before a
booking will be confirmed. Costs can be charged to student accounts with a credit balance sufficient
to cover the amount due. Otherwise advance payment must be made.
B Students remaining for the vac or returning more than 24 hours early:
1. Students who wish to remain in residence for the entire vacation or to return to residence two or
more days before the normal opening time of the Residence (this would be Friday before term, or
earlier) will be accommodated in the residence being used for supplementary examination or
vacation student accommodation.
2. Approval for a return more than 24 hours before the opening of the residence will require an
exceptional motivation. Approval will not normally be granted.
3. Applications must be made on the prescribed form at least SEVEN days before the proposed early
return
4. All such students will be charged the standard daily rate as determined by Council for such additional
accommodation.
5. Such accommodation is not available during the June/July vacation.
6. Such students may return to their own residences at 10.00am on the day before normal opening time
(i.e. on Saturday if the term starts on Monday).
7. If the student’s ‘home’ residence has been used for vacation/conference accommodation, they may
have to wait until 4.00pm before they can return.
8. Payments for any additional days approved must be made before a booking will be confirmed. Costs
can be charged to student accounts with a credit balance sufficient to cover the amount due.
Otherwise advance payment must be made
C Special provisions for Sub-Wardens:

1. Sub-Wardens must normally return by 10am on the Saturday before the start of term.
2. Sub-wardens are provided with lunch and supper on Saturday, and breakfast and lunch on the
Sunday (to be taken in the vacation Dining Hall).
3. All sub wardens are automatically provided with access and meals, based on the information on
the Residence System. This information must be kept up to date on the Residence System, by the
Hall.
D Special provisions for the first term:

1. Sub-Wardens must usually return for leadership training by the Friday; and House Leadership teams
must usually return for leadership training by the Monday, before first-year registration begins
(usually on a Saturday).
2. All costs for the meals and accommodation of Sub wardens are covered by the University, as well as
the costs for the early return of EIGHT House Committee members per residence. A NINTH member
will be sponsored for residences with more than 100 students. In addition the costs of the Hall Senior
Student; the Hall SRC rep and the Hall Wellness Rep, will be paid for.
3. Halls must ensure that their leadership data on the Residence System is up to date, no later than the
Wednesday after the Registration Fee cut-off date. The program that is used to provide leadership
students with access and meals, is run based on the information herein.
4. Each Hall may make its own arrangements for informal leadership training during the previous
weekend. The Office of the DSA will make a per-head contribution towards the costs of this training.
Res Ops makes a contribution towards meal costs.
5. Formal training for Sub wardens commences on the Monday before registration.

28
 6. Formal training for House Committees commences on the Wednesday before registration.
7. SRC:
7.1 Members of the SRC executive normally arrive by the second Monday of the year and are
accommodated in vacation residences, as selected by the Conference Office. The cost of meals is
covered by the SRC.
7.2 The rest of the SRC council normally arrives on the 3rd Monday of the year and are accommodated in
vacation residences, as selected by the Conference Office. The cost of meals is covered by the SRC.
7.3 55 Project Team Leaders (O-week helpers) are permitted to return on the Thursday before
registration, and there is no charge for their meal costs. Their first meal will be supper. The cost is
covered by the University.
7.4 All members of the Student Representative Council and O-week helpers move back to their own
residences on the day that vacation accommodation ends. The Conference Office is responsible for
ensuring that the accommodation bookings are correct for moving purposes. The SRC office needs to
provide the Conference Office with the residence information of all students involved, at the time of
the first booking.
8. Students who are involved in presentations of any workshops and training for first years (e.g. the
Amazing Other Show and the SHARC peer educators) will stay in university vacation accommodation
until such time as their residences open. The office of the DSA is to provide the Conference Office
with such details, timeously. The office of the DSA needs to ensure that accurate information,
indicating the residences of such students, is provided to the Conference Office.
2. LATE DEPARTURES
At the end of term 1, students are required to depart from residence no more than 24 hours after the
end of the term (i.e. Saturday, when the term ends on a Friday). In terms 2 and 4, students must
depart 48 hours after their last examination.
A Students remaining 24 hours late:
1. In exceptional circumstances, a student may be allowed to remain in residence 24 hours longer
than the time periods noted above. The student must apply to the Hall Warden (with support
from the warden) for permission to remain late, using the Application to Remain Late in Residence
form at least SEVEN days before the proposed prolonged stay. Evidence of valid reasons (e.g.
limitations of transport) must be provided.
2. These completed forms must be forwarded to the DVC, Academic & Student Affairs
3. All students who remain late, will be charged the standard daily rate
4. Students who finish their exams prior to the end of term, but need to depart later for academic
reasons, may request permission to extend their stay in residence. The request must be
supported by a member of academic staff. In this instance, they may take the written permission
to their hall administrator and the hall administrator may extend the student’s residence access
accordingly. The written permission has to be kept on file in the hall office, for auditing purposes.
This is THE ONLY time that a hall administrator may extend residence access for a student.
5. Should a student finish their exam on the second last or last day of the exams, they may also have
their residence access extended in the above manner, as they have 48 hours to leave residence,
after their last exam. Hall administrators should inform the hall caterers of all such students who
will be requiring meals until their departure date.
B. Students remaining for longer
Students who wish to depart from residence more than 24 hours later than the 48 hours after
their last exam, will be accommodated in supplementary examination or student vacation
accommodation when and if available. (Vacation accommodation is not usually available during

29
 the June/July vacation). Permission will only be granted to remain later than 24 hours in
exceptional circumstances.
C. Sub Wardens
Sub-wardens who, through their conditions of service, have to depart late, will be provided with lunch and
supper on the Saturday, and breakfast and lunch on the Sunday (to be taken in the vacation dining hall). The
hall needs to ensure that the leadership positions are up to date on the Residence System, in order to facilitate
access to residence and meals during this time, for the Sub-Wardens.
D. Students remaining for the vacation:
April Vacation
1. Students who wish to remain in residence for the April vacation (i.e. the vacation between the
first and second terms) will be accommodated in the residence(s) set aside for student vacation
accommodation.
2. All such students will be charged the conference daily rate, for such additional accommodation.
3. Payment for this accommodation must be made before bookings are confirmed.
September Vacation
1. Accommodation will be made available free of charge to students who wish to remain in
residence during the September vacation (i.e. the vacation between the third and fourth
terms).
2. Students wishing to remain in residence during the September vacation, must indicate to
wardens that they will do so, by the end of the second week of the third term.
3. Students wishing to remain in residence during the September vacation, must normally stay
for the entire period. Partial stays will NOT be allowed
4. Students remaining in residence during the September vacation, will be accommodated in
residences set aside for this purpose. All students must pack up their rooms to allow for this.
5. During the September vacation, meals will only be provided, if they are booked on the
system. A limited meal selection will be available.
6. Students who fail to eat a meal booked during the September vacation will be charged for
the meal.
June/July Vacation
1. Vacation accommodation is not usually available during the June/July vacation.
Return to residences
- Students who make use of student vacation accommodation, must return to their own residences at
10:00am on the day before normal opening time (i.e. on Sunday if the term starts on Monday)
- If the student’s “home” residence has been used for vacation/ conference accommodation, they may
have to wait until 14:00 before they can return
Approved by Council in 2017

ELECTRICAL APPLIANCES
No fridges, microwave ovens, hot plates, immersion heaters or any cooking appliances (other than kettles)
may be kept in student rooms. Fridges may be kept if authorized by the Director of Student Affairs on receipt
of a doctor’s certificate.

30
EMERGENCY CONTACT DETAILS
Director of Student Affairs: Ms. Nomangwane Mrwetyana
Office: 046 603 8100/81
Cell: 0824850271

Sr. Ferreira Rhodes Health Care Centre 046 603 8532/082 801 1409
Ms. Sarah Greene Counselling Centre 046 603 7070/082 803 0177
Campus Protection Unit Lucas Avenue 046 603 8146/7 or 8999
Fort England Hospital York Street 046 622 7003
Fire Brigade New Street 046 622 4444
Police Bathurst Street 046 603 9111/10111
Private Ambulance 046 622 7976/073 065 6660
Settlers Hospital Milner Street 046 602 5000

EMERGENCY REQUISITIONS
In the case of after-hour emergencies of a technical nature, telephone Campus Protection who will call out the
relevant technician.

END OF TERM
• Students must leave residence 24 hours after the end of the first and third terms, and 48 hours after
completing the June and November examinations.
• A list setting out the details below must be completed in each residence two weeks before the exams
begin in June and October/November and submitted to the Director of Residential Operations:
- Name (alphabetical order);
- Room Number;
- Date of Last Exam;
- Date of Last Meal (e.g. 24/11 - lunch);
- Date Leaving Residence;
• Room/linen statements are to be left in each student’s room after their Room and Linen Checks are
completed at the end of each semester, or after any vacation during which your residence has been
used for a conference etc. They are collected and checked by Housekeeping and put out at the
beginning of the next term, when they must again be completed by the students and collected by the
Sub-Wardens. In some halls a certificate, signed by the House Warden certifying that the residence
has been inspected and all the necessary maintenance and replacement requisitions have been issued,
is sent to the Hall Warden / Administrator prior to the Warden and Sub- Wardens leaving for any
vacations.

ENTERTAINMENT ALLOWANCE
Each Warden is allocated an entertainment allowance at the beginning of the year, and this is administered
by the Director of Residential Operations. This allowance is strictly for the entertainment of the students in
the House. This allowance is not to be used for presents, flowers or cards. House Warden’s Conditions of
Service states: “Wardens are required to utilize their entertainment allowances to entertain their students.
Such functions should normally be held in the House Warden’s flat”.

• The allowances are to be used during the academic year only i.e. 1 February to 30 November.
• Hall and House Wardens must submit claims to the Director of Residential Operations once a quarter.
The dates by which claims must be submitted are:
- Term 1: by end of April
- Term 2: by end of June
- Term 3: by end of August
- Term 4: by end of November
• Submit your cash sale slips, receipts, invoices, credit card payment vouchers etc. to the Hall
31
 Administrator who will then send to the Finance Division who will process the claim for payment, and
electronically transfer the money due to you into your bank account.

ENVIRONMENTAL AWARENESS
 Environmental Sustainability Policy
The University has an Environmental Sustainability Policy which demonstrates a commitment to:
- enhancing the environmental focus of its of teaching and research,
- reducing its ecological footprint in terms of infrastructural development and use of
environmental goods and services,
- facilitating more sustainable energy, waste and water management and usage strategies, and
- actively engaging with its constituency in order to promote sustainability.
- “Sustainability” from a social-ecological perspective means that human society lives within
the limits of natural ecosystems, not depleting natural resources, so that our needs –
including quality of life, cultural and economic needs, etc. – are met without compromising
the ability of future generations to meet their own needs.
- More info: www.ru.ac.za/environment/policy and www.ru.ac.za/environment/action

ENVIRONMENTAL AWARENESS topics you can engage in with your students:

 RU Water Wise
- Please use water RESPONSIBLY and SPARINGLY – in line with the RU Environmental
Sustainability Policy – www.ru.ac.za/environment/action
- "RU Water-Wise" TIPS FOR SAVING WATER at www.ru.ac.za/environment/resources/water
- "Rainwater Harvesting Info" at www.ru.ac.za/environment/resources/water/rainwater

Grahamstown has had a number of water supply crises – similar to many other parts of South Africa. With
low supply dam levels, WATER QUALITY may NOT be compliant with drinking water standards. You are
advised to fill your water bottles from containers of safe drinking water provided by Residential Operations,
or other alternatives.

Student Environmental Representatives can get a low-cost H2S water-testing kit from Dr Tandlich in the
Pharmacy Department to test for microbial growth in the water - a positive result (dark) is a simple indicator
that there may be a water quality concern, in which case more detailed testing can then be done.
- "Water Test Kit Instructions" at www.ru.ac.za/environment/students/enviroreps

 RU Waste and Recycling Wise

- Please REDUCE and RECYCLE waste – in line with the RU Environmental Sustainability Policy
– www.ru.ac.za/environment/action
- TIPS for "Recycling Waste": www.ru.ac.za/environment/resources/waste
- RECYCLING with RU "Grounds Waste & Recycling Services":
www.ru.ac.za/groundsandgardens/services/recycling
- HAZARDOUS WASTE – "Hazmat" – and where to dispose of it safely:
www.ru.ac.za/safety/resources/hazmat
- CIGARETTE BUTT DISPOSAL: www.ru.ac.za/safety/resources/smoking
- TIPS for "Worm Farming": www.ru.ac.za/environment/resources/wormfarming
- TIPS for minimising PAPER use: www.ru.ac.za/environment/resources/waste/recycle/paper
 RU Energy Wise
- Please use electricity RESPONSIBLY and EFFICIENTLY – in line with the RU Environmental
Sustainability Policy – www.ru.ac.za/environment/action
- TIPS for SAVING ELECTRICITY/“Energy": www.ru.ac.za/environment/resources/energy
- More info: www.ru.ac.za/environment/action
 RU Biodiversity Wise
- Please minimise your impact on natural ecosystems and support biodiversity conservation –
in line with the RU Environmental Sustainability Policy – www.ru.ac.za/environment/action.
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 - INFO about "Biodiversity": www.ru.ac.za/environment/resources/biodiversity
- INFO ABOUT "Food": www.ru.ac.za/environment/resources/food
 RU Travel Wise
- Please limit the use of vehicles on campus where possible – in line with the RU Environmental
Sustainability Policy – www.ru.ac.za/environment/action
- Ride a bicycle, walk, or share transport.
- TIPS for LOW-COST "Travel": www.ru.ac.za/environment/resources/travel
- CYCLING INFO: "Cycling Flyer O-Week 2016"
- Use Skype meetings and video conferencing, to reduce long distance travel.
- After international travel, offset your carbon emissions by contributing to the RU Green Fund.
- More info: www.ru.ac.za/environment/action
Environmental Awards ceremony are held once a year. Residences are encouraged to take part in
these prestigious awards. The following awards are conferred:

Good sustainability practice: The practices are informed by a social-ecological interpretation of sustainability,
and embrace the principles of the RU Environmental Sustainability Policy;
Track record: The practices have been implemented for the last 18 months, or longer;
Participation, inspiration and empowerment: The practices are educative and can be replicated, and/or
include consistent and effective involvement of peers and/or community members (please state the number
of people involved) in planning and making decisions;
Innovative: The practices are doing more than what is required by law or duty, and are promoting new ‘green’
technologies;
Continuity: Strategies and guarantees are in place to ensure that the practices will continue to be
implemented.
More info: www.ru.ac.za/environment/awards

FURTHER REFERENCE DOCS

Here are some of the documents which you can DOWNLOAD

1. www.ru.ac.za/safety/fire: RU Fire Safety Notice: A3 poster for residences and other campus buildings

2. www.ru.ac.za/safety/emergencies: RU Emergency Contact Numbers: List of emergency numbers for your

noticeboard - add names of contacts in your building.

FEES
• Residence fees differ because discounts are allowed on some residences that lack certain facilities.
• Students' accommodation is based on single rooms. Adjustments are made in fees where students
change residences or to double rooms. The total amount is debited to the student account.
• No extra charge is made for linen supplied or for laundry services. Students must provide their own
towels.
• No deduction is made from residence fees if a student is away from residence because of illness, or
for any other reason, other than where the prescribed course of study required such absence.
• On application to the Deputy Director of Residential Operations, a rebate may be granted when the
course of study necessitates an uninterrupted absence from the residence for more than 20 days.

FIRES / FIRE DRILL

 Fire drills must be held at least once a term (i.e. 4 per year).
 A report on the fire drill, and various other fire safety considerations, must be included in the quarterly
“Health and Safety Report”.
 DUE DATES: please see “Health and Safety Reports” below.

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Health and Safety Reports
Hall Wardens must ensure that Wardens in each of their residences submit quarterly Health and Safety
Reports.
 An up-to-date CHECKLIST is at www.ru.ac.za/safety/checklists - use either:
- the MS Word doc (“WARDENS Health n Safety Checklist”)
- or Google Form (please create a PDF copy for emailing – see below)
 Wardens should:
- consult with others in the res to represent any health and safety concerns they have;
- send a copy of the Health and Safety Report to:
(i) Hall Warden;
(ii) Hall Administrator - who must keep it on file for at least 3 years;
(iii) SHE Officer on [email protected] .
 DUE DATES for Health and Safety Reports:
- Term 1: 20 March
- Term 2: 20 June
- Term 3: 20 August
- Term 4: 20 November

General fire safety tips:

 Ensure ALL electrical switches are off before leaving the room.
 Do not overload electrical plug sockets.
 Avoid illegal and faulty electricity connections.
 Never place a heater or stove close to furniture or curtains, and never hang anything on or
cover a heater.
 Never leave a stove (gas/electric/paraffin), open fire or braai unattended.
 If you have a braai, don't let the fire get too big and out of control, and put it out if the wind
is strong.
 If the power goes off while you are cooking, switch off the appliance – the power might be
restored anytime.
 Ensure candles are secure in a candle holder and cannot fall over (cut in half reduces the
chance of falling over).
 Extinguish cigarette butts in a container of sand or water.
 Never smoke in bed.
 Plan for safe evacuation – have more than one exit from your house, and do not block
passageways and exit doors/windows.
 Do not tamper with fire equipment and never park in front of a fire hydrant (remind your
neighbours and visitors about this).
 If you have a garden hose, keep it rolled up and ready for use in case of a fire.
 If you have no extinguisher, keep an empty bucket for water or a bucket of sand.
 Make sure you know how to use your fire extinguisher.
 More info www.ru.ac.za/safety/fire

In the event of fire:

 If there is a fire or other emergency, remember four golden rules
 Alarm: Raise the alarm to alert others – scream, whistle, push alarm, shout FIRE!
 Emergency Services: Call the Fire Department, no matter how small the fire.
 Extinguish: Only try to extinguish a fire if safe to do so:
- The fire is small and not spreading;
- You know how to use the fire extinguisher;
- You have your back to a known SAFE EXIT.
 Evacuate: Everyone must get out AS SOON AS POSSIBLE. Avoid suffocation by heat/smoke –
stay low and crawl if necessary. Do not take risks:
34
 - Do not open a closed door; there may be fire inside the room.
- Do not go back inside until instructed by the Makana Fire Officer.

If your clothing catches fire, “stop, drop and roll” can save your life:
- Stop where you are;
- Drop to the floor;
- Roll around on the floor to smother the flames.
If another person catches fire, wrap them in a blanket, carpet or rug to smother the flames.

Operating a fire extinguisher

Remember the word PASS:
P – Pull the pin
A – Aim nozzle at the base of the fire
S – Squeeze the trigger
S – Sweep the nozzle from side to side

Electrical Safety
 No illegal appliances in students’ rooms (fridges, irons, microwave ovens, hot plates, immersion
heaters, gas cookers, etc.)
 Do not tamper with any electrical fittings.
 No faulty electrical appliances (these must be repaired/replaced or discarded).
 Do not hang anything on or cover a heater, and never place a heater close to furniture, curtains, etc.
 Do not overload electrical plug sockets – not more than four plugs on one extension.
 Ensure ALL electrical switches are off at the wall – at night or when leaving the room.
 More info www.ru.ac.za/safety/resources/electrical

Road Safety [you can also share with students)

 Pedestrian Safety
- Stay on the pavement wherever possible – reduce the risk of accidents and injury.
- Be Seen, Stay Safe: wear something bright or reflective at night to make you more visible
to traffic.
- Be aware of your surroundings at all times – avoid wearing earplugs that muffle traffic or
warning noises.
- Walk facing oncoming traffic wherever possible.
- Don’t use the roads if you are under the influence of alcohol.

 Zebra Crossings
- Use a pedestrian/zebra crossing to cross a road, wherever possible.
- Give traffic plenty of time to see you and stop – before you start crossing.
- Ensure that vehicles are going to stop – do not assume they will stop.
- Walk quickly when crossing – for your own safety, and to avoid causing a traffic jam.

 Stop, Look, then Cross

- Look for traffic before crossing a road, and give it time to pass – look right, then left, then
right again.
- Do not run when crossing.
- Never cross between vehicles that have stopped, and never cross where the road curves
sharply.
 Traffic Lights
- Traffic lights facing the traffic are for drivers:
Green = Go; Yellow = Slow down; Red = Stop.
- The ‘walking man symbol’ is for pedestrians:
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 Green = Cross with care (check for turning vehicles); Red = Stop.
 More info: www.arrivealive.co.za/Safety-of-Pedestrians

FRIDGES IN RESIDENCE ROOMS

The only refrigerators allowed in residence rooms are small medication refrigerators for the storage of insulin or
other temperature-sensitive medication (such as ARVs) and they may not be used for food storage. In order to
get permission to have such a fridge, students must present a doctor’s note plus prescription, and authorization
may only be given by the Director of Student Affairs. Students with special dietary requirements must consult
the Catering Manager for guidance as to meal choices. They could also store certain special foods in the
refrigerators provided for communal use.

FUNCTIONS
Each Hall may have functions amounting to the cost of four formal dinners per Hall. These functions could be
converted to more, cheaper functions such as brunches on request. Any additional functions would need to
be paid for by the Halls concerned. Please read the “Rules for Social Functions” on the Res Ops website.
Please ensure that these rules are complied with. If the application for a function does not comply with these
rules, you should reject it. Do not leave it to the Hall Warden to do so.
- Please read the Alcohol Policy, as there are clear guidelines relating to functions and alcohol
- It is a university rule that student functions, particularly parties, may not be held on campus during
the two weeks prior to the June examination or the November examinations. Neither may they be
held during the examination period.
- Please note that you are required to be present in your residence whenever the students in your House
hold a social function, e.g. a braai, cocktail party etc.
- See that the Entertainment Representative has a copy of the Rules for Social Functions (on Res Ops
webpage).
- The form ‘Application for Permission to Hold a Social Function in the Hall/House’ should be
completed.

FUNDS – HALL AND HOUSE FUNDS

• Each Hall is allocated funds for general expenses within the Hall. The Hall Warden (in collaboration
with the Hall Administrator) will be responsible for the operation of this account and the submission
of a “Statement of Income and Expenditure” to the Deputy Director of Residential Operations for
audit at the end of the second semester.
• Under NO circumstances are funds to be collected from students in your residence for any purpose,
not even for residence projects or gifts to any person.

HALL FELLOWS
Each Hall should specify their own guidelines for Fellows in their Constitutions.

• Definition
A Fellow is a senior member and adviser of a Rhodes University Hall of Residence. The title “Fellow” refers to
all those appointed as Fellows, and the use of other sub-categories of Fellow such as “Dining Fellow” or
“Associate Fellow” are discouraged. The title “Honorary Life Fellow” may be bestowed by a Hall on a Fellow
who retires after serving the Hall exceptionally well over a period of 10 years or more. (Hall constitutions need
to make provision for the use of this title).

• Who is eligible for appointment as a Fellow?

Fellows are normally staff at the University and can be either from the academic, support and administrative
areas. Members of Senior Management (e.g. the VC, DVCs, Directors of Finance, Facilities and Residential
Operations, Director of Student Affairs, etc.) who could favour a particular Hall by virtue of their positions
should not be invited to be Fellows, but their partners are not excluded in the same way, as long as they are
also staff at the University.
All support staff are eligible, since higher management has oversight and responsibility for mitigating any
36
perceived risk. Halls are advised to seek a balance between academics and administrative and support staff
in selecting Fellows. Wardening staff and Administrators may not be Fellows of other Halls.

• Number of Fellows per Hall

Halls can determine the ideal number of Fellows they wish to appoint, but normally the number would not be
fewer than 2 (for a small Hall such as Courtenay-Latimer, with 200 students) and would not exceed 5 (for a
large Hall such as Nelson Mandela or Kimberley, with 460 students).

• Process of appointment
When a vacancy for a Fellow occurs, the Hall usually calls for nominations from the student body of that Hall,
giving students some guidance as to the type of person best suited to this role. After consensus is reached, the
Hall
Warden should approach the nominee and indicate to him/her what they expect of their Fellows before asking
them to accept an invitation. After acceptance, the Hall Warden submits the request for appointment to the
Director of Student Affairs, who may discuss any concerns s/he may have with the Hall Warden before sending
the request through to Senate for confirmation through the Board of Residences.

• Term of appointment
Hall Fellows are appointed for terms ranging between 2 and 5 years and may be re-appointed. Some Halls
restrict service to a maximum of two terms for any individual, but such a restriction must be specified in the
Hall
Constitution. Senate must ratify each appointment, and must also ratify re-appointments.

• Roles and responsibilities

A Fellow is usually expected to play a “hands-off” role in the Hall, acting as a wise counsellor when called upon
to do so, but refraining from getting involved in the day-to-day running of the Hall. Fellows typically seek to
advice, assist and support the Wardens in enhancing the residential experience in some tangible way. They
should also acquire a good understanding of the nature of student life in the Hall. The following are some of the
duties and services performed by Fellows in various Halls:
- attendance at all Hall Committee meetings, in order to keep informed about issues and events, but
not to influence policy-making (attendance is generally regarded as mandatory);
- regular attendance at meals on a weekly / monthly basis (at no cost to the Fellow);
- attendance at meetings for Fellows (e.g. once a term);
- attendance at Hall social functions;
- service on some of the sub-Warden selection committees which sit once a year;
- presentation of talks to assist students in developing good study habits (in the case of academics), or
advice on lifestyles etc. (depending on the Fellow’s area of expertise);
- participation in orientation (e.g. team-building, presentations etc.);
- involvement in solving problems and dealing with unforeseen crises in the Hall;
- providing academic guidance, pastoral support and mentoring in the Hall when called upon to do so;
- lobbying on behalf of the Hall when circumstances demand it.

HARASSMENT
Please refer to the Policy on Eradicating Unfair Discrimination and Harassment
Harassment is unwanted behaviour that is intimidating or demeaning and can include:
• verbal behaviors e.g. abusive or offensive comments;
• threats of reprisal (such as not receiving good marks) for not co-operating with sexually-oriented
requests;
• the promise of a reward (higher marks) for submitting to a sexually-oriented request;
• non-verbal behaviors such as offensive gestures or posters;
• physical behaviours such as unwanted and intrusive touching (extreme forms include assault and
rape).

37
The Counselling Centre deals with all types of harassment amongst students, including sexual, racial, and
political, as well as harassment based on an individual’s sexual orientation or religious beliefs. If a student is
being harassed, they should discuss it with their Warden, and then contact the Counselling Centre (in the first
instance), a Psychologist nominated by the Counselling Centre as Acting Harassment Officer will assist them
in deciding how they wish to proceed. Options include:

• A meeting with the Acting Harassment Officer and the accused to see if the matter can be sorted out
informally and amicably. No penalty is involved;
• A formal mediator can be appointed to mediate the case. No penalty is involved;
• The matter can be referred to the University Prosecutors and formal disciplinary procedures can be
followed. If the individual is found guilty, the University will determine the penalty;
• Criminal charges may be laid with the SA Police. All complaints of harassment are treated in the
strictest confidence. Students must be assured that the University will endeavour to support them in
their chosen course of action.

HEALTH AND SAFETY REPORTS

Hall Wardens must ensure that all quarterly “Health and Safety Reports” for each of their residences is kept
on file for at least 3 years, and copies of every report emailed to the Rhodes University Safety, Health &
Environmental Officer (SHE Office, Alumni House), [email protected] The WARDENS Health and Safety
Inspection Checklist can be downloaded at www.ru.ac.za/safety/checklists, or contact the Safety, Health &
Environmental Officer on 046-6037205 / [email protected]

HEALTH CARE CENTRE

The Health Care Centre is the building on the right, half way up Rhodes Avenue, above CPU. Nursing staff in
the Health Care Centre are on duty throughout term time to provide a professional and caring service to
students and staff (gr 1-5) at Rhodes.

Staff
Sister in charge: Heather Ferreira
Sr Thami Fanisi
Sister Natasha Douglas
Sister Leezal Visagie
Sr Carmen Cannon
Doctor: (by appointment every day from 12 – 1pm): Dr Duma

Opening Hours
During term time:
Monday – Friday: 08:00-13h00 & 14:00 – 17:00
Saturday, Sunday and Public holidays: 08h00-13h00
After-hours: A Health Care Centre Sister is available 24 hours for emergencies. Phone: 082 8011409.

University vacations:
Weekdays: 09:30 – 12:30

Free Services
- Treatment of minor ailments such as flu, tonsillitis, etc.
- in-patient care for acute illnesses
- management and care of patients with infectious diseases
- post-operative observations
- emergency assessment and crisis management (e.g. rape)
- voluntary HIV testing, including pre- and post-test counselling
- screening tests e.g. blood pressure
- Family planning advice.

38
Services at minimal cost
- Vaccinations (flu etc.)
- Vitamin injections
- Pregnancy tests
- Pap Smears and blood tests
- Doctor’s clinic: @ +-R200-300 per consultation
- Vitamins and appropriate antibiotics for HIV & AIDS patients

Referral services
Staff at the HCC can make referrals to a range of other medical services in the town, including private doctors
and dentists, the Counselling Centre, the Fort England psychiatric hospital, the Settlers hospital, social workers
and private counsellors. Students who have undergone surgery recently or who are under private medical care
which requires follow-up treatment by the Health Care Centre sisters should provide a letter of consent from
their doctors.

Other useful contact numbers

Settler’s Hospital: 046 602 5000 (All Hours)

Settler’s Day Hospital: 046 622 3033

List of admissions at the HCC

Type of illness Length of stay Comments
Infectious diseases such as We admit students who are in
Tuberculosis, except for Multi Drug 14 days residence only. Those in digs
Resistant TB normally remain there, unless
and Extreme Drug Resistant TB their digs-mates have not had
Chickenpox, Rubella, exposure or the infectious illness
Mumps before.
Any serious infectious diseases such as TB only infectious prior to
meningitis will be treated at a hospital 5 days diagnosis and for the first two
level. weeks of treatment.

2. Acute illnesses such as As long as necessary e.g. 1-2 We may admit acute illnesses
dysmenorrhea, abdominal pain and days where we are concerned for the
headache health of the student and we
wish to monitor the progress of
the illness. This is at the
discretion of the HCC staff. If
necessary the student may be
3. Post-operative care +-5 days Post-operative carehospital.
referred to Settlers may include
wound care and pain
management where the patient
is stable and. Admission is at the
4. AOB As necessary discretion of may
At night CPU the HCC staff.
contact us with
Intoxicated students drunken students who have
been picked up at clubs or on the
streets. We provide a sleepover
space for this purpose.
Where students run the risk of
aspiration, they will be
transferred to Settlers Hospital.
The nursing staff and Health Care Centre (HCC) sub-wardens work after hours to assist students with
39
emergencies at night. A variety of patients with a range of conditions report to the Health Care Centre. This
includes students with:
Gastro Enteritis
Urinary tract infections
Migraines
Allergic reactions
Abdominal pains
Wounds and sports injuries
Sexual assault

The sessional Doctor oversees all admitted cases at the HCC, no matter who their personal Doctors are. All
psychiatric cases such as suicide ideation and drug overdose are referred to Settlers Hospital.

AMBULANCES SERVICES
(also see “Medical Insurance”)
If a student in your residence undergoes a medical crisis, your first port of call is the Health Care Centre, where
staff will make the necessary decisions regarding the need for doctors or an ambulance. If the situation is more
critical, call Gardmed immediately (073 065 6660). As a Warden, you need to understand that all medical
expenses (apart from the basic services provided by the Health Care Centre) are the student’s responsibility,
and if the student does not have any medical aid, they will have to rely on state medical services (consult the
hospital emergency numbers under “emergency contact details”). You are not personally obliged to transport
a critically ill student to hospital in your own car. Should you decide to do so, you will be personally responsible
for any associated risks. Un- fortunately the University cannot offer assistance in this regard. In the case of
extreme emergencies for students who are not on medical aid
The doctor employed by RU will be the 1st point of contact and will stabilize the client.

MEDICAL INSURANCE / MEDICAL AID

Students are free to consult any doctor of their choice, but are responsible for all the related medical costs. All
international students are legally required to have membership to a South African Medical Aid. Rhodes has
appointed an ABSA Health Care Consultant to assist international students with all queries relating to
appropriate medical cover and applications for membership. And all international students must have their
South African medical cover facilitated via ABSA Health Care Consultants in order to be acceptable for Rhodes
University registration purposes. The appointed ABSA Health Care Consultant is Ms. Marinda Potgieter. She
can be contacted via email on [email protected] or telephonically on +27 (0)41 396 5596.

HIV/AIDS
The Health Care Centre DOES NOT provide anti-retrovirals to deal with mother-to-child transmission (MTCT).
If the student is HIV positive, she should make arrangements with her private doctor (if on medical aid) or the
local clinic (if not on medical aid), who will in turn implement their protocol to deal with MTCT.

HOUSE COMMITTEES
Structure / portfolios (combinations of portfolios are encouraged)
- Senior/Head Student (provides overall leadership, chairs meetings and co-ordinates activities);
- Academic Rep (arranges informal mentoring partnerships, champions academic excellence);
Secretary;
- Entertainment Rep (plans and organizes res entertainment and motivates students to participate);
- Sports Rep (plans and organizes sporting events and motivates students to participate);
- Environmental Rep (raises awareness about environmental issues and motivates students to
participate in environmental initiatives);
- Treasurer (controls expenditure and prepares financial reports);
- Student Networking Rep (promotes and administers Student Networking rep and liaises with Student
Networking technician);
- Community Engagement Rep (plans, leads, organizes community projects);
40
 - Food Rep (liaises between students and caterers and manages Kitchenettes).
- Transformation & Awareness raising reps

Key Roles and Responsibilities

- Fulfil portfolio responsibilities (see separate specifications above);
- Participation in residence activities;
- Communication;
- Leadership;
- Teamwork (colleague & Warden assistance);

Key Performance Measurements

- Attend all Hall Social Functions;
- Support or participate in at least 75% of the inter/intra-res sporting and community activities;
- Spend at least one hour a week in the common room interacting with students;
- Sit at different meal tables frequented by House residents at least once a week;
- Attend all House Meetings and House Committee Meetings;
- Actively encourage students to participate in Residence activities;
- Where problems have been identified, work proactively to identify and implement solutions.

House Committee Meetings

- Informal House Committee meetings (students only) should be held weekly.
- Formal House Committee meetings should be held once a month. The Warden is ex officio the
Chairperson of the House Committee. While the House Committee is only an advisory committee and
cannot bind you or overrule you, you should try to obtain the support of the majority on all issues.
- Minutes of these meeting must be kept, and be available for inspection on request by the Director of
Student Affairs.
- The Hall Warden should be informed of any (major) concerns voiced at these meetings.

HOUSEKEEPING
The Housekeeping Services Department of Rhodes University reports to the Deputy - Director of Residential
Operations, and aims to ensure the cleanliness and organisations of the Rhodes University Residences. Staff
and students are encouraged to approach the Housekeeper of their residence about any problems that they
may encounter. Ms. Nondumiso Magodla, the Acting Manager Housekeeping Manager, can be contacted via
E-mail, at n. Magodla @ru.ac.za 603 7202 / Speed dial 5067.

Housekeepers supervise and maintain the cleaning and general appearance of the Residences and their
contents. They are responsible for linen in each residence, and for overseeing the repair of damaged
equipment and general building maintenance. Each residence has an assigned Room Attendant that reports
directly to the Housekeeper and is responsible for the cleanliness and hygiene.
• Residence rooms:
- Each room comes with a wall or free-standing heater. Posters and notices may be attached only to the
poster boards supplied for this purpose. The use of Prestik or other similar substances is forbidden, as
such products damage paintwork and furniture. Should any paintwork or furniture be damaged in this
fashion, the student’s account will be debited to cover the damage. Some student rooms have hand
basins but more extensive ablution facilities are communal in nature and cleaned daily by the service
staff. TV rooms, common rooms, corridors and the ablution areas are cleaned by the service staff.
- Students are required to clean their own rooms and do their own laundry. Each residence is equipped
with automatic washing machines, tumble dryers and all other requisite cleaning equipment to make
their task easy. However, cleaning materials, soaps and softeners are to be supplied by the students.
For more general laundering, the university employs an external laundry service. Soiled laundry is
collected from Halls and kitchens by the laundry driver and Assistant. Laundry is then checked in and
sorted by the two Laundry Attendants for collection by the external Laundry. Later, it is delivered back
to the Halls, usually the following day (maximum of 48 hours).
- Central Cleaning provides a comprehensive cleaning service to many departments within the
University. There are staff members responsible for a specific area within the University. S/he must
41
 maintain this area every day.
• Hardware and Cleaning Materials Store:
- The store stocks all paper products, cleaning materials, brush ware and associated paraphernalia for
the University. Stocks are issued each week on a Wednesday (cleaning materials are issued one week,
and paper products the next week), and delivered to Residences, Kitchens, CCS Offices and
Departments. The two store men also cart furniture for repairs to and from Building Maintenance
three afternoons a week and are responsible for carrying out fumigation and carpet cleaning requests.
• Janitors / porters:
- The Janitors perform numerous duties within the University for Academic Areas: setting up for
examinations, graduation, orientation and other functions, furniture removal for the various
departments and kitchens (including collection and delivery of broken furniture to and from Building
Maintenance), delivery of cleaning materials to various departments, and transporting recycling
paper.
- Bookings for the Janitors can be done via e-mail to [email protected].
• General:
Although Rhodes University provides all the linen for students, students may bring their own linen if they
so wish. All students are required to sign a room statement listing all the contents of their room, and
should items be lost or damaged, the student’s account is debited with the appropriate amount. At the
time of vacation period where student are required to pack up, all linen and items in the room should be
place in the room in the same standard and manner in which the room was allocated to the students at
the beginning of the term.

HUMAN RESOURCES DIVISION

The Human Resources Division oversees all appointments of new staff, leave allocations and probation
requirements. The following documents are available on the web for your information: Job profile for Hall
Wardens; Job profile for House Wardens; Job profile for Sub-Wardens; Conditions of service of House
Wardens; Conditions of service of Sub-Wardens; Policy & Procedures: Posts of part-time Hall Wardens, House
Wardens and Assistant House Wardens; Policy and Procedures: Sub-Warden Posts in Undergraduate
residences; Benefits and allowances of Hall and House Wardens; Leave of Absence.
Contact
Director: Loshni Govender: 046 603 8113/4
HR Generalist II: Siyabonga Duba: 046 603 8899

LEAVE OF ABSENCE
• Wardens and Sub-wardens
- Wardens may usually take two weekends off each term although, depending on the length of the term
and the number of Hall functions, in some terms it is only possible to take one weekend off.
- Under no circumstances may Wardens take leave during the exam period or during orientation.
Wardens are expected to be in their residences over orientation / start and end of terms / during
exams and for residence functions. Only in extraordinary circumstances, judged on merit, will leave be
considered during these times.
- During term time, Hall Wardens and Wardens should apply for leave of absence using the electronic
form. In the case of Wardens, apply to the Hall Warden in the first instance.
- Hall Wardens are requested to forward ALL leave applications to [email protected] in order to
keep the Office informed of the whereabouts of staff in case of a crisis.
- Hall Administrators must also submit the usual leave forms to HR. The Division of Student Affairs Office
must also be informed in the event of Secretaries taking leave
- In the event of a Warden having to be out of Grahamstown during the day (as opposed to overnight)
he/she must obtain oral leave of absence from the Hall Warden.
- Sub-Wardens – The provisions regarding leave apply equally to Sub-Wardens. Applications for leave
must be submitted via the House Warden to the Hall Warden for approval.
- Wardens must be on duty in their residences to meet the new students and their parents on the
designated days and when returning students come back into residence (see section on
42
 “Orientation”).
- For leave of absence over WEEKENDS, House Wardens apply to Hall Wardens for approval, and Hall
Wardens apply to the Director of Student Affairs for approval. At least one of the House Wardens in
the Hall should be designated to oversee the Hall in the absence of the Hall Warden.
• Students
As a Warden, you do NOT have the authority to decide whether to grant a student leave of absence from
lectures for reasons which are not medical (students need a signature from a medical professional for leave
based on medical grounds), but you can SUPPORT a student’s application for LOA. Such reasons would relate
to family crises (e.g. death of a close relative) or severe personal problems of which you are aware. You need
to use your discretion in making such judgments, keeping in mind that attendance at lectures is very important
for the student’s chances of academic success.

MAINTENANCE REQUISITIONS
Remember: a phone call gives nobody the proof that a job was recorded, so it is ALWAYS better to generate a
requisition, as no-one can escape from hard evidence. Please seek the assistance of the Hall Administrator of
your Hall.

MASTER KEYS
Because Master Keys are a high security risk, all sub-wardens issued with a master key must sign to
acknowledge their responsibility. Below is an example of a form which you could use:

I ……………………………………… Acknowledge that I have received master keys for………….…………….. in my capacity

as Sub-Warden. I undertake that:
I will never allow anyone other than a fellow Sub-Warden unsupervised access to the keys
I will never take the keys assigned to me out of the precincts of the residence
I will take appropriate steps to guard against the unauthorized use of the keys
I will not use the master keys to open a student room for any person other than the official occupant of that
room without prior permission of the student concerned
I will not behave in any manner with the keys in my care that will be construed as being irresponsible

I further acknowledge that should I lose any of the residence keys or Master keys I will be charged for the
entire cost of changing all the locks appropriate for the loss.

I understand that should I be found guilty of a breach of any of the above conditions, my term of office may
be summarily terminated and may be fined or even excluded from the residence.

Signed out Date_ ________________________

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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
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 comm members for residences with 100 or less students, have
changed from 7- 8
- The maximum number of house comm 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.
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
44
 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.
- A special “parents’ orientation” is also held in the monument on the Sunday before of orientation
week, during which parents are introduced to Rhodes. At the end of that day, each Hall hosts a hall
function for their First-year students and parents.
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

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.

1 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.

45
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 SOCIAL ACTIVITIES DURING ORIENTATION WEEK

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.

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’ and initiation must be 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.
• 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.
• No social activities may commence before 7 a.m.
• No social activities should be scheduled for the Monday morning of the compulsory first year session.
46
 • 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.

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.

POLICIES OF THE UNIVERSITY

There are many policies and procedures which will be relevant to you in your role as a Warden. Please go to:
www.ru.ac.za/policies for more information. Take particular note of the Policy relating to Student advertising
on campus.

PREGNANCY
The Pregnancy Protocol is available on the Rhodes University webpage. The University will make every effort to
support a pregnant student and ensure that the pregnancy does not disrupt her academic career. Although each
case will be considered on its merits, the university cannot take any responsibility for any potential health risks
associated with pregnancy, or assume financial responsibility for specific dietary requirements in residence, etc. In
the normal course of events, provided there are no medical complications, a pregnant student may remain in
residence until the 36th week of pregnancy. It needs to be kept in mind, however, that she may not be able to
take an international flight after the 30th week or an internal flight after the 34th week (airlines differ in this
regard). The student will need to arrange for alternative accommodation during the final weeks of pregnancy,
so that the baby is born off the premises. Wardens cannot accept any responsibility relating to the final few
weeks of pregnancy, or the actual birth of the baby. While the student may return to residence after the birth
of the baby, the child will not be permitted to live with her there, and she is responsible for making appropriate
child-care arrangements. There will be no financial penalty to the student if she wishes to have her room kept
vacant so that she may return to it after the birth of the baby. It must be emphasized that it is unfair to
expect close friends and fellow students to support the student through the final stages of the pregnancy. They
need to focus on their own academic studies.

A pregnant student has the following choices:

- Allow the pregnancy to proceed to term and either keep the baby or have the child adopted;
- Terminate the pregnancy before 9 weeks in Port Elizabeth
Fathers should also ideally be involved. Counselling and advice in this regard is available through the
Counselling Centre (at the Steve Biko building), the Health Care Centre or a private practitioner.

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Confidentiality

The usual professional rules regarding confidentiality will be respected, but it is reasonable to expect a
pregnant student to inform those parties who might be most immediately affected by their pregnancy. In
particular, we strongly encourage the student to inform:
I. The House / Hall Warden, if the student lives in residence, so that she is aware of the student’s
condition and can assist her to make the necessary arrangements for the final stages of the pregnancy,
when she will have to move out of the residence;
II. The Health Care Centre, to obtain basic health advice;
III. A Medical practitioner, to obtain expert advice (a doctors fee will be charged for this). If the student
does not have medical aid, she may consult the state medical services at the local ante-natal clinic or
the hospital);
IV. Parents, where appropriate.

Financial aspects
If a patient has medical aid / financial means, she may consult any private doctor of her choice.
A student with no medical aid can make an appointment at the Health Care Centre to see a doctor at the
normal reduced rate, who will then refer her to the Grahamstown Clinic for ongoing treatment during the
pregnancy. If the student has no financial means for the termination of a pregnancy, she can be referred to a
state hospital.

Leave of Absence
The usual arrangements regarding leave of absence can be made, with medical certification. The student can
apply for an extended DP if circumstances qualify for this. If time of birth is close to or coincides with
examinations, the student can obtain permission to write the exams in the Health Care Centre, or can apply
to write an Aegrotat examination at a later stage.

PROTOCOL FOR EMERGENCY TELEPHONE CALLS MANAGED BY CPU STAFF

• Objective:
Ensure effective communication to the Warden Community / Parent or contact person of student where an
emergency has affected the student during a power outage or unavailability of telephone access.
• Scope:
The purpose of this procedure is for communication via the telephone for after hours, weekends and public
holiday where no switch board operator is available, including power outages.
 Definition of an Emergency:
An Emergency is classified as a sudden, urgent, usually unexpected occurrence or occasion requiring
immediate action.
• Duties of the Warden:
- Obtain as much information from the student.
- Keep in mind questions relating to: Who? What? When? Why? And How?
- Once the student has been attended to adequately, CPU to be contacted.
- Please ask to speak to the CPU Supervisor on duty.
- Wardens to furnish the relevant contact number to the CPU Supervisor on duty with reason
(Emergency) for call to be made.
- CPU Supervisors will contact the relevant parent or service providers, be that of health care or the
Ambulance, relating to the type of Emergency
- Wardens to standby at telephone and wait for the transfer of the call from CPU.
- Alternatively, the Wardens may go directly to the CPU and request that the CPU Supervisor make the
emergency call in the Wardens’ presence.
• Duties of CPU Supervisor:
- Upon receiving a call from the Warden, CPU Supervisor to take down the correct information with
regards to; the number to call and the name of the person.
- CPU Supervisor to enter Personal Identity Pin Code to make the call.
- Pin code will not to be given to any other person outside the supervisor position at CPU.
- When call is made, CPU Supervisor will identify himself to the person and notify that the call will be
48
 transferred to the relevant Warden.
- CPU Supervisor will not disclose any further information even if he is aware of the nature of the
Emergency to the Parent or similar. This will be left up to the relevant Warden.
- CPU Supervisor will ensure that when speaking to the parent or contact person that the correct
information has been relayed.
- CPU Supervisor will take note of any information that maybe passed on by the parent or contact
person as this will be useful to supply to the Warden or relevant personnel.
- All calls made by the CPU Supervisor or Warden MUST be entered in the telephone register, with the
relevant necessary information.
- A telephone printout will be verified for emergency calls made, on a monthly basis.
- If a call is made more than once due to technical errors, they MUST be recorded.
- If any personal calls made, the CPU Supervisor on duty made will be held responsible.

PROTOCOL FOR THE INSPECTION AND MAINTENANCE OF WARDENS FLATS UPON

RESIGNATION OF A WARDEN
The HR Division will keep a list of warden's resignations (at least one term's notice is required). When HR
receives this notice, it will send out a reminder to all concerned that the following listed below needs to take
place:
The Hall Warden to liaise with the warden leaving as regards an inspection of the flat. The Hall Warden via the
Hall Administrator is to arrange an inspection of the flat to be conducted by the Hall Warden, Manager:
Housekeeping Services and Manager: Facilities Services with a view to establishing inter alia:
- Need to repaint
- Any significant renovations to be undertaken
- Need to clean curtains, carpets, walls etc.
- Need to replace curtains, carpets, tiles
- Need to clean any carport/garage and outside areas.
- Check whether the stove is in the flat
- Need to any cleaning of the garden area.

This inspection should take place no later than two weeks after the notification of resignation is received by
the HR Division. A list of work to be carried out before the next warden takes occupation is to be compiled,
along with estimated time frames. Based on this inspection, the necessary requisitions for ongoing
maintenance work are to be submitted by the Hall Administrator on instruction from the Hall Warden. In the
case of significant renovations, the Manager: Operations to do an approximate costing of this and timing of
renovations and submit it to the Director: Residential Operations.

If this can be accommodated within the budget, the Deputy Director: Residential Operations will notify the
Director of Student Affairs and Director: HR of any problems or situation which will delay occupation of the
flat by the incoming warden. If the items cannot be accommodated or different Wardens' flats require
prioritization within the budget, the Deputy Director: Residential Operations will liaise with the Director of
Student Affairs to explore alternatives.

The Director: HR to be advised of what changes will take place and the timing of this. These time frames may
guide the date of departure of the outgoing warden and the date of occupation of the incoming warden. This
may require that the incoming Warden be accommodated in alternative accommodation until the flat has
been completed or the offer of employment being from the date of the accommodation being available.

When the new person is recruited, they will be advised of what work will take place in the flat and the time-
frames associated with this. They will also be assured that the flat will be cleaned and sprayed for bugs etc.
before they arrive. This is done before the person is interviewed such that participating in the interview
process implies that the person understands the condition of the flat and is happy to accept the conditions
thereof should s/he be offered employment. If a prospective Warden requires any additional changes, these
may be requested and will be considered, but the likelihood of these being granted is unlikely given budgetary
49
constraints. This should be subtly communicated in the offer to the person.

Final checks that the accommodation has been cleaned and necessary renovation work taken place will be
done by the Manager: Housekeeping Services (or his/her designate). Should there be any reported problems
in this regard, the House Warden should bring this to the attention of the Director: Residential Operations
Division.

QUALITY OF RESIDENCE LIFE SURVEY

A survey is conducted to elicit students’ views on their experiences of residence life. The survey is remedial in
spirit, and seeks to identify areas of concern, so that we can address these concerns, and take the opportunity
to improve overall service to students. It also aims to reveal areas of satisfaction, so that staff and students
can feel affirmed in what they do in contributing to residence life.

Summaries of responses for each residence will be sent direct to the relevant warden and all data will also be
made available to the Hall Warden and to the Director of Student Affairs, except in the case of first-time
wardens, who will enjoy one year’s ‘grace’ (when they are not be obliged to share responses). Residences are
also encouraged to publicize their results and discuss how they plan to respond to them.

RAPE / SEXUAL ASSAULT

Rhodes University seeks to provide a consistent, caring, and timely response when sexual assaults occur within
the University community. The University prohibits any non-consensual physical contact of a sexual nature,
including sexual assault and sexual harassment. Students are encouraged to report all instances of sexual
assault and sexual harassment. Survivors / complainants who were under the influence of alcohol or other
drugs at the time of the assault will not be subject to disciplinary action for such use.
 The personal safety of the victim of an assault is most important, and the survivor is advised to:
- Go to a safe place. Contact the Campus Protection Unit (046 603 8146) if there is immediate physical
danger.
- Seek medical assistance.
- Tell someone what has occurred, in as much detail as possible, since this account could corroborate
evidence if a formal report is made later.
- Call the Crisis Line Number at 082 803 0177 or contact your Warden.
- Contact the Division of Student Affairs Office (Steve Biko building; Tel 046 603 8181) who can provide
support and information related to rights, resources, reporting options, and the university Student
Disciplinary process. They can also assist with referrals to the Rhodes Counselling Centre, and with
expediting University disciplinary proceedings.

The Sexual Assault protocol is attached. Aspects to be considered in a sexual assault case would include the
need to preserve evidence, and whether to file a report with the police or the university.
Preserving evidence will give options to report later.
It is best for any physical evidence to be collected within the first 24 hours.
It preferable to avoid washing the face or hands, showering, brushing teeth, drinking or eating, or changing
clothes.
If clothes are changed, each garment should be wrapped in a separate paper bag or newspaper (not plastic)

 Support for the victim Medical

Medical attention is essential, and the victim must understand that there is a limited time to preserve medical
evidence that may be needed later if s/he decides to lay a charge later. The following steps are recommended:
- talk to a rape crisis counsellor through the Rhodes Counselling Centre at 046 603 7070 or 082 803 0177
in order to reach a decision. The Counselling Centre is not required to report incidents of rape
- the safest decision is to undergo an “evidence” examination by a doctor as soon as possible (in order
to ensure that evidence is preserved.)
- if the victim plans to lay a charge with the Police, go to the casualty room at Settlers Hospital and
report the sexual assault there (a District Surgeon does the examination). Campus Protection Unit at
50
 046 603 8146 can arrange for transportation at no cost.
- If the victim plans to lay a charge through the University Disciplinary Code, a private doctor may
perform the examination.
- The victim can have medical treatment for cuts, infections and internal injuries at the Health Care
Centre, but in so doing, will lose the opportunity to preserve evidence
- Regardless of what the choice is, it is crucial that the victim receive Post Exposure Prophylaxis
- The Health Care Centre, under the orders of a GP, can offer pregnancy testing, STI testing, or baseline
HIV testing, as well as Post Exposure Prophylaxis (PEP).
 Advocacy and crisis counselling
- Seek out the support of family, friends, and / or a counsellor;
- The student should indicate the level of disclosure with which they feel comfortable. These various
levels include:
- anonymous reporting to the Manager of Student Wellness (required);
- plus non-anonymous reporting to Warden by crisis counsellor in order to ensure suitable support;
- and (b) plus non-anonymous reporting to Sub-Warden by crisis counsellor in order to ensure suitable
support;
- plus any range of disclosures to parents, friends, the general public by the survivor.

 Formal reporting options

- Reporting an assault of this nature requires that the victim give a detailed account of what has
occurred. This can be a difficult process and the victim is encouraged to bring a friend or counsellor
for support.

 Filing a Police Report

- If the assault occurred off-campus, call the Grahamstown SAPS on 10111
- If the assault occurred on campus, contact the Campus Protection Unit 046 603 8146 (located between
Hobson House and the Rhodes Psychology Clinic). An officer will then meet the victim at a convenient
place and the CPU will contact the SAPS.
- Female students are entitled to a female detective. If the matter has been reported to the police, the
survivor must go the hospital, since an examination by a district surgeon is needed for purposes of
gathering evidence
- Reporting to the police does not necessarily mean prosecution will occur.

 Filing a University Report

Any of the following options are available:
- If the survivor does not want to involve the police, call a friend to arrange transport to the hospital or
the Health Care Centre for referral.
- Call Campus Protection Unit at 046 603 8146 to file a report involving another student, even if the
assault occurred off campus.
- Regardless of whether the assailant is a student or a staff member, report the matter to the Manager
of Student Wellness.
- The Division of Student Affairs Office will facilitate support from the Counselling Centre, who can offer
support through the process.
- If the assault was committed by another student, the Manager of Student Wellness can schedule an
interview with the University Prosecutor in order to begin University disciplinary proceedings.
- If the assault was committed by a staff member, the Manager of Student Wellness can arrange for the
Human Resources Division to institute a disciplinary enquiry.
- Staff-on-staff assaults should be reported to the Campus Protection Unit, not the Division of Student
Affairs Office.
(See Appendices for PSYCHOLOGICAL COUNSELLING SERVICES Contacts and the Sexual assault flow
chart).

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REFRESHER TRAINING FOR HOUSE COMMITTEES AND SUB WARDENS
All Wardens, House Committee members and sub-wardens are required to attend the refresher session. The
date and content of such training is determined by each Hall. Feedback on performance is normally obtained
from all students via confidential surveys on RUConnected.

REGISTRATION
Each student must register every year. There are TWO processes required:
Administrative registration, which ensures that the University has all the student’s personal details, such as
home address, local Grahamstown address, medical aid, car registration etc. In order to complete this
registration, the student needs to have paid the Registration Fee. This registration takes place on the first
weekend (approximately first weekend in February each year). And each student is issued with a student card
and student number.
Curriculum Approval (used to be called Academic registration) takes place on the Friday at the end of
Orientation week, when they sign up officially for the courses which they have decided upon for their chosen
degree.

REPAIRS AND REQUISITIONS

- All repair requests for TV / Video / MNet / DStv must be completed by the Hall Administrator on the
correct form and sent to the Administrative assistant: Director of Residential Operations
- All items requiring maintenance in your residence should be reported to the Housekeeper or written
down in the maintenance book of the Residence. Requisitions may be made to the relevant
maintenance departments through the Rhodes intranet by the Administrator or Hall Warden.
- The Housekeeper should be informed of the numbers of any requisitions made through the net.
- When a requisition is submitted for Videotronic Services to repair the Intercom system, mark the
requisition clearly for with “VIDEOTRONIC”.
- It is your responsibility to ensure that all the necessary requisitions for the maintenance of the
residence are issued (e.g. broken windows, doors, hot water geysers not working, lights not working
etc.).
- If these requisitions are not met in good time, get your Hall Administrator to follow-up and let your
Hall Warden know in writing.
- Before you and your Sub-Wardens leave at the end of each term you must ensure that all the
necessary requisitions to bring the building up to scratch have been issued (i.e. new keys to replace
those not handed in or lost, broken window panes replaced and so on). If students are liable for the
loss or damage, it should be noted on the requisition as “charge to: (student name, student number)”.
- Requisitions for master keys must be sent through the Hall Warden.

RESIDENCE ALLOCATION POLICY

The Student Bureau allocates students to specific residences on the basis of promoting diversity (in respect of
race, religion, culture, language and levels of seniority). While a student may request allocation to a specific
residence, such a request cannot necessarily be met, unless the students has been accepted and paid their
deposit by July the previous year. Students who have spent a year or more in residence are given precedence
over first-time entering students, on condition that they have submitted an application and paid their
Registration Fee on time. Similarly, students with physical disability or specific health problems are given
precedence.
For all first-time entering students paying their deposit later than July, the computerized lottery system will
allocate students to residences and rooms on a random basis, following principles of diversity. A few days
before the Registration payment deadline, an email is sent to each student who applied for a place in
residence, either confirming that their Registration payment has been received and that they have been
allocated a room, or that their payment has not been received and that they will lose their place in residence.
This reminder is a courtesy only, and the onus still rests with the student to ensure that the Registration
payment is paid, regardless of whether the reminder is received or not.
All Wardens are REQUIRED to contact their Sub-wardens and House Committee members before the MIP
deadline, to remind them to pay. Those who miss the deadline will not be granted special favours. No changes
52
will be made to these allocations, and no special favours will be granted. After all beds are filled, waiting lists
for a place in residence will be opened. These will be updated regularly, and posted on the web and displayed
in the Student Bureau, so that students can see exactly where they are on the lists.

Wardens are kindly requested NOT to make any promises to students, even when they become aware of a
vacancy in their residence. The order as reflected on the lists in the Student Bureau will be honoured for all
allocations. Beds in the fifteen Emergency double rooms will not be allocated at all until after the Registration
payment closing date. Only late arrivals, and others who urgently need accommodation will be offered a space
in these rooms, and each of them will voluntarily agree to share such a room, in order to avoid complaints
about unfairness, or intolerable living conditions. The first person to be allocated to such a room will be
informed that they will stay in the room all year. The second student will be informed that they will have to
move out when a space becomes available. The rooms will be undoubled when circumstances permit, but they
will no longer receive top priority in this regard. These rooms may not revert to house committee members or
to sub-wardens during the year. Acceptance forms include a section explaining how rooms are allocated, and
each student has to sign acceptance of these terms and conditions.

RESIDENCE MERIT SCHOLARSHIP

This scholarship is made available by the University to reward a student who has made a considerable
contribution and been involved in areas of sport or other extra-mural Hall activities. The value of the
scholarship is around R3000.00 per award. The number of awards to be made per Hall each year is based upon
funds available and the number of students currently resident in a Hall. Eligible students are those who have
spent at least three full terms in the Hall in which s/he is presently residing. Students who held the post of Sub-
Warden in the year prior to the award of the scholarship are NOT eligible.
 Application and nomination process:
- Application forms may be obtained from the respective Hall Administrators at the commencement of
the third term.
- Nominations may be made by Wardens, House Committees or any other student. Such nominations
must be submitted to the respective Hall Warden together with a written motivation giving full details
of the student’s contribution to the House/Hall.
- Application forms must be submitted to the respective Hall Warden by the last week of September.

 Criteria:
- The overriding requirement for the award of the scholarship is significant contribution to the
applicant’s House and Hall in the areas of residence functions and events, residence life and residence
sports.
- The applicant should be of sound character.
- An award may not be held for more than two consecutive years. In exceptional circumstances this rule
may be waived by the Financial Aid Sub Committee on the submission of a document explaining in full
detail and giving strong motivating circumstances.

This scholarship will be awarded on the basis of a satisfactory academic record. Scholarship holders excluded
from the University on academic grounds will forfeit the award. Residence Merit Scholarship holders are
required to be resident in the Hall for the academic year during which payment of this award is received.
Should a scholarship holder withdraw from their Hall during this period, a refund of a pro rata portion of the
award may be required. A residence Merit Scholarship may be held concurrently with other scholarships and
grants provided no such regulation governs the scholarships/grants.
 Notification of award
Applicants will be informed, in writing, of the outcome of the selection process in the second week of the first
term.

 Payment of the award

The value of the scholarship will be credited to the respective student’s fee account after registration when it
can be established that the student obtained satisfactory academic results and is in residence in the Hall for
which the award was made.
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  Selection Committee and selection process
Applications will be considered by a Hall Committee consisting of the Hall Warden (Chair), The House Wardens,
The Head Students of each of the Houses (should one of the Head Students have applied for the award of this
Scholarship, then the student elected to serve on the Residence Sub-Wardens’ Appointment Committee
should serve in their place) and The SRC Hall Representative. Minutes of the Hall Selection Committee,
together with the completed application forms and nominations in order of preference plus motivations as
mentioned above, must be submitted to the Financial Aid office by last week of October.

RESIDENCE SYSTEM
Rhodes has information about students in residence on its Residence System which you will need to use as a
Warden. You will need to arrange for a ‘Log-in’ and password with the Data Management Unit (DMU). The
system has personal information, medical, academic and disciplinary reports, etc. on your students.

ROOM ALLOCATION PROTOCOL

• Allocations to double rooms
While most of the rooms at Rhodes are single, nearly all of the residences have a few double rooms, and these
are reserved for first-year students (or for 2nd or 3rd years who have specifically requested to share).
Occupants of double rooms are charged 75% of the lodging component of the residence fee (i.e. full meal
costs). The Student Bureau is responsible for assigning first-year students into double rooms on a fair and
transparent basis, following a random ‘lottery’ system based on the overall aim of achieving diversity, with
special consideration given in the case of students who request a shared room, especially siblings, and students
who identify a friend with whom they wish to share a room. The lottery takes place after the relevant
Registration fee paid date in January. Allocations are published on ROSS and students will be informed of
whether they have been assigned to a single or double room.
• Allocation to single rooms
Allocations to specific rooms within the residence are managed by the Warden in consultation with the House
Committee and Sub-wardens. While returning students are able to select a room during the readmission
process, choice is subject to internal demand, capacity and diversity considerations. Rooms are not reserved
irrevocably at any time.
• Requests for transfers
No transfers, either to a different room within a residence or to another residence will be made until the fifth
week of term, to allow for settling in and to help avoid confusion in the room allocation process.
Transfer to a different room in the same residence
In the event of a single-room vacancy arising in any residence, preference will be given to students in double
rooms within that residence, in the first instance, and from other residences thereafter. Such students will be
required to pay the single-room fee pro rata. Once a student has moved out of a double room, the remaining
student will enjoy the benefit of the double room at 25% discount of the lodging fee, and will not be required
to move out in favour of a more senior student.

In the event of a vacancy in a double room arising during the year, the Student Bureau may assign a short-
listed student waiting for a place in residence to this room.
If a double room falls vacant entirely, a student requesting to move into the room alone will be charged the
single-room fee. Any room swops within a residence (double to double or single to single) must be made in
consultation with the Warden and House Committee, and will normally only be made if the parties concerned
mutually agree to such a change. The Warden should inform the Student Bureau of any changes from double
rooms to single rooms and single to double rooms.
 Transfer to a different Residence within the same Hall
Students wishing to move to a different residence in their Hall must apply to the Hall Warden.
Any intra-hall transfers will normally only be made if the parties concerned mutually agree to such a change,
and must be approved by the Wardens of the two residences concerned. The Student Bureau must be
informed of any changes in writing.

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  Transfer to a different residence in a different Hall
At the start of each year, students who are unhappy with their allocated residence may put their name on a
waiting list at the Student Bureau, requesting a transfer to the residence of their choice. No such transfers will
be permitted during the first month of the academic year. Requests from returning students for a change of
residence in the following year will not normally be considered, since priority must be given to accommodating
first years. In all transfers, the “Receiving” Hall Warden must sign consent for the transfer to take place. A
student’s disciplinary record will be taken into account. In June some rooms are vacated by international
students, and these will be allocated by the Student Bureau in consultation with the relevant Warden.
• Withdrawal from residence
Wardens must complete the ‘Departures and Transfer’ form which should be forwarded to the Student
Bureau. Students are required to inform the University in writing if they are withdrawing from a residence or
from the University. The fees liability of students who withdraw from a residence during the academic year is
set out in the University Calendar.

Students who have been allocated or admitted into any House in the Hall may not change Houses within the
Hall without the Hall Warden’s authority in writing. During the year, when a student transfers from one
residence to another, moves from shared to single (or vice versa) accommodation, or moves from town to
residence (or vice versa), the form titled ‘Residence Accommodation: Admission, Departures and Transfers’
must be completed and sent to the Registrar’s Division. Hall Wardens must check the Disciplinary record of
any student requesting a transfer into their Hall and discuss serious concerns with the former Hall Warden
before accepting any transfer.

ROOM CHECKS & ROOM STATEMENT FORMS – PROCEDURES

Original signed Room statement forms from previous year must be kept on file with the Hall Administrator –
in case any charges to student accounts are queried. This serves as evidence to support student charges and
this should be taken seriously. It is recommended that the students are informed prior to signing acceptance
of the room, its contents and condition, the consequences of damaged or lost items. By signing the form they
are assuming responsibility for the room for the year. Failure to sign this form timeously could result in
compulsory hours being issued.
 Beginning of year/first term:
A room statement form is to be filled in and signed by each student, first years and returners 24 hours
after the student arrives. Once Sub-Wardens have collected all completed room statement forms they are
to be handed to the Hall Administrator – forms to be checked in case requisitions need to be sent in,
Housekeeping issues to be ad- dressed, etc. Filed under room numbers and residences in the Hall.

The file is then handed to the Housekeeper to confirm that the forms reflect their findings in the room and
pick up on any maintenance reported by the students. This is signed off as evidence that the sub wardens and
Housekeepers have completed their room checks and agree on the outcomes. Once Housekeeper has finished
with the forms the Hall Administrator needs to send them to the Printing Unit to have copies made so that the
Housekeeper has a set on file kept in Housekeeper’s office during the year. This is in case students try to
fraudulently change their form during the year, i.e. in order not to be charged for a missing item during the
year they claim that the item was missing from the beginning of the year. This can then be checked against
the form kept in the Housekeepers Office to see whether or not this was in fact recorded at the beginning of
the year.
The original signed “working” set of forms to be used in res during the year by students and Sub-Wardens is
kept in a file with the House Warden, to be handed back to sub wardens at the end of the term.
 End of term if student is packing up:
Hall Administrator to give Housekeeper (end 2nd term and 4th term) a list of students with their possible last
exam dates and departure dates (in alpha order and date of departure order) from what the students filled in
on registers. This info is not 100% accurate but can be used as a guideline and for planning. When students
leave they sign out on the departure register (hopefully!). They are instructed to lock their doors when they
leave.
When Sub-Wardens check a room they use the student’s room statement form – fill it in, make any comments
and sign it, and they leave it on the desk in the room for the Housekeeper. They are instructed to lock the
55
room once finished.

**In the past sometimes Housekeeping Staff have got into rooms (students or sub-wardens mistakenly left
open etc.) and cleaned them before Sub-Wardens and/or Housekeeper has checked the rooms and have
thrown away the room statement forms. Housekeeping staff therefore need to be informed not to clean
rooms that Housekeeper has not checked and not to throw away room statement forms.
Once a Sub-Warden has checked a room they sign this on the departure register.
The Housekeeper checks the departure register daily to see which rooms s/he can check once Sub-Wardens
have checked the rooms. The Housekeeper then checks the room/s and fills in and signs the room statement
form and then keeps the room statements in the Housekeeper’s Office, for requisitions to be sent in,
housekeeping issues addressed etc., and until all rooms have been checked and all forms have been collected
Once Housekeeper has finished with the forms s/he is to give them to the Hall Administrator together they will
confirm any student’s charges, details and student numbers.

For maintenance charges a requisition is send through with the student number to charge and the requisition
is then emailed through to the building maintenance manager to inform them of the student charge for them
to initiate repair thereof and the recovery of costs through student fees office. For all F&E and linen
replacements, the student charge spread sheet is filled in and sent to the Housekeeping Manager to initiate
the replacement thereof and the recovery of costs through the student fees office. The file is then given them
back to the Warden before returning students return for the next term.
 Start of 2nd, 3rd and 4th terms (if students packed up for vac):
Sub-Wardens to place each student’s room statement form in their room before students start arriving back.
Students to fill in their room statement form and return to a Sub-Warden 24hours after their return.
Once Sub-Wardens have collected all completed forms they are to be handed to the Housekeeper or the Hall
Administrator (this needs to be done speedily) – forms to be checked in case requisitions need to be sent in,
Housekeeping issues to be addressed, etc.
Once Housekeeper has finished with the forms they are to be given to the Hall Administrator to be given back
to Warden or Sub-Wardens to be kept on file in res.
 Student movements during term:
Communication is vital to ensure that room checks are done, rooms prepared and if charges are raised that
the correct student is charged.
 When a student leaves the residence:
As soon as the student leaves a Sub-Warden needs to check the room using the room statement form and they
need to fill it in and sign it and leave it on the desk in the room or give it to the Housekeeper.
When a student leaves this needs to be communicated to Housekeeper immediately (by Hall Administrator,
Sub-Warden or Warden) so that this room can be cleaned immediately (once Sub-Warden checked it) to be
ready for a new student as sometimes Student Bureau allocates a new student to res straight away.
 When a new student arrives:
Sub-Warden must make sure that the new student fills in a room statement form and this form must be
handed in to the Hall Administrator for a copy to be made so the Housekeeper has a copy on file and form to
be checked in case requisitions need to be sent in, Housekeeping issues to be addressed, etc.
 When students move rooms (empty room/s available):
When a student moves out of a room a Sub-Warden needs to check the room using the room statement form
and they need to fill it in and sign it and leave it on the desk in the room or give it to the Housekeeper.
This needs to be communicated to Housekeeper immediately (by Hall Administrator, Sub-Warden or War-
den) so that this room can be cleaned immediately (once Sub-Warden checked it) so this room is ready for a
new arrival, whenever that may be.
Sub-Warden must make sure that the student fills in a new room statement form for the new room they
have moved into and this form must be handed in to the Hall Administrator for a copy to be made so the
Housekeeper has a copy on file and form to be checked in case requisitions need to be sent in, Housekeeping
issues to be addressed, etc.
 When students swop rooms:
The same procedure should be followed as for “when students move rooms – empty rooms available” but this
is very difficult to co-ordinate especially if there are room charges made, as the two (or more) students move
out of their rooms all at the same time and move into their new/swopped rooms all at the same time.
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ROOM SEARCHES BY HALL AND HOUSE WARDENS
(See the University “Search and Seizure” Protocol).

Principles
The power to search and seize should be undertaken with circumspection and with due regard to the rights
of privacy of the individual. The search shall not be more intrusive than is necessary for the purposes of locating
evidence. Where possible, any search and seizure should be undertaken with the consent of the student
concerned.

Procedure to be followed by University officials

The Student Disciplinary Code permits search and seizure by certain officials of the University. These officials
are a Hall/House Warden (excluding the Oppidan Warden) who is lawfully in charge of any University
premises, the Campus Protection Unit, the University Prosecutors: Student Discipline, or the Vice- Chancellor
or his/her nominee, who reasonably suspects the breach of any law or any offence in the Student
Disciplinary Code.

Where a University official, excluding the Vice-Chancellor or his/her nominee, has a reasonable suspicion
that a breach of the law or the Student Disciplinary Code has occurred, and that a search and seizure is
necessary in order to preserve evidence, that official shall consult with a Prosecutor: Student Discipline or if in
the residence system, the Hall Warden. If the Hall Warden is uncertain as to whether the circumstances
warrant a search and seizure, he / she should consult with a Prosecutor: Student Discipline.

If the Prosecutor: Student Discipline or Hall Warden concurs that a reasonable suspicion exists, permission
will be granted to proceed with the search and seizure as outlined below. At the outset, the student should
be told what is being sought and be given an opportunity to produce the goods. If the student does not
consent to the search and seizure and/or is not prepared to voluntarily produce the goods, the search and
seizure may continue –preferably with the student present.

The search and seizure must be conducted by a minimum of two people. One of these people must be any
Hall’s Warden or House Warden or a Prosecutor: Student Discipline. One of the people conducting the search
and seizure must be of the same gender as the student whose room is being searched. A student may only
be physically searched by a person of the same gender.

Any evidence seized during the search shall be kept in safe keeping by the Prosecutor/s: Student Discipline
or the Hall Warden. At the discretion of the Prosecutors: Student Discipline, evidence may be handed to
the South African Police. The student must be given a written receipt at the time of the seizure specifying the
goods seized.

A written report, signed by the persons conducting the search and seizure should be completed upon
concluding the search and seizure. This report shall be sent to the Registrar for his/her records. Should a
prosecution in terms of the Student Disciplinary Code not take place, or in the event of an acquittal or there
being no valid ground to retain the goods, they must be returned to the student within a reasonable period
of time, unless the goods are in the possession of the South African Police.

Procedure to be followed in summoning the South African Police in student disciplinary matters
If it is the opinion of the Prosecutors: Student Discipline that the matter may more properly be dealt with
by the South African Police they shall consult with the Vice-Chancellor or his/her nominee.

If it is the opinion of the Prosecutor(s): Student Discipline that the assistance of the South African Police and
sniffer dogs be sought in dealing with the possession and/or sale of narcotic substances, they shall consult
with the Director of Student Affairs or his/her nominee and the Vice-Chancellor or his/her nominee. The
final decision to summon the South African Police and sniffer dogs shall be that of the Vice-Chancellor or
his/her nominee.

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 Checklist for Search and Seizure Tick

1. Does the university official have reasonable suspicion that a breach of the law or the student
disciplinary code has occurred?

2. Is a search and seizure necessary in order to preserve evidence?

3. Hall or house wardens who are uncertain as to whether the circumstances warrant a search
and seizure should consult with a prosecutor: student discipline.

4. University officials other than hall or house wardens must consult a prosecutor: student
discipline.
5. The student must be told what is being sought and be given an opportunity to produce the
evidence. The search may continue regardless.

6. There must be a minimum of two people conducting a search.

7. One of those conducting the search must be of the same gender as the student.

8. Evidence seized during a search must be kept in safe-keeping and the student must be given a
receipt.

There is a need to balance students’ right to privacy and the need to enforce the Student Disciplinary Code.

RULES
(also see “Discipline”)
Rules affecting students fall into two categories, those which apply to the entire University and those which
apply only to a Hall or House.

• Rules applicable to the whole University

These rules are to be found in the Student Disciplinary Code and are applicable to all students in your Hall or
House. Examples of these rules are those dealing with attendance; liquor; drugs; authority and general
conduct. This particular rule relates to the idea of “conduct unbecoming”, which can be problematic to define.
Basically, “any student…who engages in any conduct which may reasonably be regarded as likely to bring the
University into disrepute” is “conduct unbecoming”, and there will be occasions when you, or your Hall or
House Committee may have to decide whether certain conduct is “unbecoming” or not. The test here is
objective and the belief of the student concerned is irrelevant; it is up to you or your Hall or House disciplinary
committee to decide whether the average reasonable person would regard the conduct as unbecoming or not.

• Rules applicable to a specific Hall only

In addition to the rules contained in the Code, each Hall has its own set of rules that apply to all students in
that Hall and to students from other Halls or Oppidans who are visiting your Hall. It is vital that you know these
rules, which normally concern such matters as inter-visiting, silence times (in some Hall referred to as “noise
hours”), the use of musical instruments, consumption of liquor, smoking in the dining Halls, dress at formal
meals, and others.

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SMOKING SAFETY
 Rhodes University is committed to supporting the health and wellness of its employees, students, and
others on campus. RU recognizes that illness and disease is associated with tobacco products, and
that breathing in other people’s tobacco smoke (second hand smoke) is a public and workplace
hazard, as well as a fire hazard.
 The RU Smoking Policy is guided by the OHS Act and the Tobacco Products Control Act, and all Rhodes
University staff, students and visitors should note:
- Smoking is not permitted inside any University building or partially enclosed public space -
including walkways, corridors, lobbies, stairwells, elevators, toilets, cafeterias, verandas, courtyards,
partially enclosed gardens, covered patios and parking lots, sport stadiums, vehicles controlled by the
University, and any other common area frequented by persons during the course of their work or
study.
- Smoking outside should be at sufficient distance from any window, entrance or air inlet - not closer
than 10 metres - and situated so that no smoke drifts into any building, or into an area where a non-
smoker is present.
- Safely dispose of extinguished cigarettes into designated bins.
- More info: www.ru.ac.za/safety/resources/smoking

SPORT
Involvement in sport holds the promise of opportunity, achievement, enjoyment, the establishment of life-
long friendships and, above all, a well-rounded university experience. While not all students enjoy playing
competitive sport, the Residence System offers all students the opportunity for non-competitive team sport,
while at the same time engendering strong Hall spirit and camaraderie. The Sports rep on House Committee is
charged with organizing such events. In addition, there are a wide range of active sports clubs at Rhodes for
students to choose from. Each sports club is a centre of social activities, with meetings, practices, fixtures and
fun events organized by students who are assisted by professional sports administrators. All students are
automatically members of the Sports Council, and are entitled to make use of the facilities. All levels of sport
are catered for, enabling both competitive and recreational sports. In addition, the inter residence programme
adds an important dimension to sport at Rhodes. There are a number of clubs on offer, covering a wide variety
of interest areas and students are encouraged to take part on a social, recreational or competitive level. In
addition, there is the Rhodes Health Suite, with staff who are available to assist members in weight training,
aerobics and spinning classes. The weight training facility consists of cardio vascular, circuit and free-weight
training sections and instructors are available to assist with training programmes. There are generally three
aerobics and four spinning classes per day, which are led by qualified instructors.

Guidelines relating to Inter-residence Sports:

• Sporting fixtures should be regularly scheduled every second or third weekend (preferably avoiding
week- days and evenings), including Saturdays and Sundays.
• On such weekends, events should be scheduled for 2 or 3 sporting codes
• Every effort should be made to include a wide range of sporting codes over the year, and careful
consultation should take place before excluding any code (with due consideration for logistical
challenges and the availability and commitment of the Sports Club).
• In order to determine which codes will be selected each semester, Sports Admin will send out a call
for interest from all residences (with a deadline) and also circulate a schedule of proposed dates to all
Clubs, inviting them to select and commit to a slot. They will also use historical data on participation
numbers and club efficiency in deciding which codes to include.
• Sports Admin must finalize and publicize the programme for each semester by the start of the
semester and will do their best to avoid further changes (weather permitting).
• All communication regarding the competition – including last-minute unavoidable cancellations - must
be timeous, and conveyed through the medium of RU-Connected.
• Sports Admin must ensure that their staff is skilled in updating the site, and residences must take
responsibility for logging on and accessing the information themselves.
• All rules for the competition must be available on the RU connected site.
• The ‘spirit award’ should be held in abeyance for this year, pending clarity as regards the rules and
59
 points system being used.
• Any proposed changes to this format must first be approved by the Board of Residences.
- Only currently registered students can participate in the inter residence programme.
- No Oppidan students are allowed in any res team; only people that live in the res may participate, this
includes wardens and residence link students.
- There is a maximum of one first team player allowed per team per event.
- Any residence that combines with another res will share the points equally irrespective of the number
of the participants from each res in the team.
- Cory-Matthews will compete as a single unit, should they compete in any event as separate teams
then all the points they have accumulated will be shared equally and they will not be allowed to re-
join again later in the programme. Winchester and Salisbury will compete as single residences.

Specific sports on offer include:

Aikido First Aid Pool Surfing

Archery Fly Fishing Rifle Table Tennis

Athletics Golf Rowing Tennis

Basketball Hockey Rugby Underwater
Canoe Karate Sailing Volleyball

Chess Mountain Climbing Soccer

Cricket Netball Squash

STUDENTS REPRESENTATIVE COUNCIL (SRC)

The Rhodes Student Representative Council (SRC) represents students on the Grahamstown campus and
negotiates with the university authorities on their behalf. When necessary, the SRC calls meetings of the
student body. All communication with the Administration is done via the Division of Student Affairs. The
President of the SRC meets with the Director of Student Affairs.

The SRC also meets with senior administration staff once a quarter and the minutes of these meetings are
available to all staff and students. The University Council allocates an annual budget to the SRC, and it may
raise additional funds with the permission of the Senate and Council. The SRC finances, controls and co-
ordinates the activities of registered societies and clubs on campus and organizes events benefiting students.
Grants are also made to various committees, to publications controlled by the SRC, and for student social
functions. SRC also arranges seminars and speakers on current social and political issues of particular interest
to students.

In terms of the Student Disciplinary Code, the student disciplinary board has the power to exclude a student
from SRC functions and facilities or impose a fine of up to 10 percent of the Bachelor of Arts fee. All disciplinary
action is reported to the Vice Chancellor, who deals with more serious offences. The student defence council
is able to represent students in disciplinary cases.

SRC Incentives
The university has instituted an incentive scheme for students elected onto the SRC. The President receives a
rebate of 50% of the BA tuition fee. The other members of the Executive Council, (Vice President, Secretary-
General, Treasurer and two (2) other members elected from amongst its members), each receives a 35% rebate
of the BA tuition fee. The remaining Councillors are awarded a 25% BA tuition fee rebate. In addition, there is
a leadership bursary for the SRC President, calculated at the average tuition and residence fee for one year
(regardless of whether the student lives in residence). The bursary is worth approximately R80, 000.
The SRC President will also be permitted to extend their programme of study over TWO YEARS, in order to
enable them to maintain high academic standards during their term of office. It is hoped that this will
encourage more young leaders to stand for election to this vital position: academic high achievers, post-
graduate students, and those who have to take part-time jobs to cover their costs.
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SRC Staff
The SRC office is staffed by three full-time employees, who assist the SRC members with the day-to-day
running of SRC activities. The SRC office is open weekdays from 08h30- 17h00.

STUDENT SERVICES COUNCIL

The Student Services Council (SSC) is a Senate committee which is made up of students, and the other half of
University staff who, by virtue of their position or suitability, are elected onto the SSC. The committee meets
once a term and a warden representative from each Hall is required to attend the meetings. It discusses issues
related to student life in general, such as:
- First year student survey
- Security and lighting on campus
- HIV/AIDS Policy
- Substance abuse
- Student parking
- Supplementary examinations
- Oppidan related matters
- Re-grading of residences
- Postgraduate accommodation
- Security (safe routes)
- Review of Student Discipline Code
- Alcohol related advertising on campus

SQUATTING
(see also “Visitors to Residences”)
No squatting, no unauthorized visitors or sharing of rooms is allowed.
No unauthorized visitors are to use showers, ablutions, washing machines, tumble driers, microwave or any
other residence appliances.

SUB-WARDENS’ DUTIES
(see Sub-Warden job profile on the website).

SUICIDAL AND PARA-SUICIDAL CRISES

A suicidal crisis can be quite difficult to deal with. It is usually unanticipated and requires the helper to mobilize
a variety of skills and resources. Firstly, call the Rhodes Psychological Emergency Number at 082 803 0177. If
the person forbids you to call, is angry about it, or upset, you must call anyway.
• If the person is under the influence of drugs or alcohol, or if an attempt is imminent call an ambulance
(10177). The person requires medical and psychological intervention as soon as possible.
• if the student is behaving in a manner which is difficult to control or which might be placing his or her
life, or your life, in danger call the police (10111)
• If the person has indicated that they are feeling hopeless or are thinking about suicide, or “ending it
all”:
- Take the person seriously. Many people have taken their lives when people thought their statements
about suicide were “manipulative” or the person was being “melodramatic” or it was “just a cry for
help”. While it is true to say that there are times when a person is being manipulative, it is best to err
on the side of caution.
- Don’t panic. Keep your voice calm and matter-of-fact.
- Encourage the person to discuss what prompted “death” thoughts. The more the person is able to
talk about the specific details of the experience, the better he or she is able to understand the source
of the crisis.

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 - Elicit the person’s feelings. Expressing emotions is a way for the person to vent frustrations while
securing validation and support. Common probes and statements include: “how did you feel when
that happened” or “I would have felt hurt if that happened to me”.
- Assist the person in defining alternatives and options. Those who are contemplating death do not see
life as having positive alternative solutions. Alternative solutions are available. With assistance, the
person in crisis can have the option to select the best solution for the situation.
- Involve professionals who can assist the person in crisis to deal more effectively with the problem and
work to instil hope again. The challenge may be cultivating a sense of trust to include an outside
person. In many cases, the suicidal person wants the helper to maintain confidentiality. It is important
to emphasize that he or she came to you because of trust and confidence that you care to do the right
thing. Encourage the person in crisis to value your decision to involve a professional counsellor if
needed.
- Talk with someone after the crisis is over. Taking the time to share what it was like to be in the stressful
situation is important. Venting your feelings and decision processes is crucial to re-stabilizing after
your adrenaline surge. In addition, you may find yourself feeling ‘guilty’ or ‘inadequate’ for securing
outside help. Remember that by bringing other helpers into the situation your intention was not to
betray a confidence, but to save a life.
- Realize the limitations of your responsibility. There are a number of ways to offer assistance in a crisis.
Some include connecting the suicidal person with a crisis line counsellor, accompanying the person to
a counselling centre, making an appointment with a psychologist, notifying his or her parents, or
calling the police. If you have taken substantial measures to prevent someone from committing suicide
and the suicidal person refuses help options, there may be nothing more that can be done. Anyone
who is determined to end his or her life may find a way. Your responsibility as a friend or associate is
to assist, support, and possibly refer. Once you have taken care to incorporate all these aspects, your
responsibility as a fellow human being ends.
- Inform the Director of Student Affairs of the crisis as soon as you have dealt with immediate concerns.
While confidentiality will be maintained, it is obviously important that senior management is kept
aware of such extremely serious incidents.

VACUUM CLEANERS
Vacuum cleaners may not be lent to Oppidans or taken out of the residence for the cleaning of motor cars,
etc. It is vital to label ‘dry’ and ‘wet’ machines very clearly, and educate all students about the differences.

VEHICLES (PRIVATE)
A Staff motor vehicle disc for your car should be obtained annually from Campus Protection Unit.

VISITORS TO RESIDENCE
(see relevant section under “discipline”)

WARDENS’ DUTIES
(also see “Duties” and “Attendance”)
In preparing yourself to run your residence, it is useful to refer to the Job Profile (see HR website), which
provides a useful overview of the key areas of responsibility and the minimal competencies for the job. You
will also need to familiarize yourself with your Hall Rules and Information booklet, since each Hall’s rules are
slightly different.

WARDENS’ FLATS
The House Warden is responsible for the reasonable up-keep of the accommodation and facilities provided
and must maintain them in a reasonable manner (allowing for normal wear and tear). A document which
accurately reflects the status of the flat will be signed on the date of commencing duties, countersigned by the
Hall Warden and the Manager of Housekeeping. Thereafter, the warden must ensure that requisitions to
Facilities Services are made timeously as regards matters requiring attention, and follow up on delays. Annual
checks on the state of facilities will be made by the Hall Warden, who must forward a report to the Director:

62
Residential Operations via the Division of Student Affairs.

If Wardens have pets, they must take the necessary steps to ensure that there is no damage to accommodation
and facilities and they must ensure that the animals do not make any noise or cause disturbance. Wardens will
be required to pay for damages where it is evident that there has been negligence and disregard for the
accommodation and facilities.

WARDEN’S POWER OF SEARCH

See protocol on Search & Seizure

WARDENS’ WORKSHOPS
The DSA office arranges occasional workshops on a range of issues affecting the Residential System. All
wardens are expected to attend these relaxed and informal discussions. They are well advertised and are held
between 5pm – 6:30pm, accompanied by light snacks. Topics which covered ranges from homophobia, eating
disorders, dealing with Suicide, alcohol abuse, racism and xenophobia, rape and sexual assault, student
discipline and harassment, student protests. Wardens are welcome to approach the Office of the Director of
Student Affairs with further suggestions for topics.

63
APPENDIX (1)
WARDENS’ CONTACT LIST
HALL WARDEN E-MAIL ADDRESS CELL NO. OFFICE HOME

ALLAN WEBB HALL

Hall Warden Prof Emmanuel Mgqwashu [email protected] 073 560 9955 8698 8010

Hall Administrator Ms Babalwa Jezi [email protected] 082 920 7390 8474 N/A
Canterbury Ms Judy Seymour [email protected] 084 597 3404 8246 8577

Canterbury Annex Ms Susan Kunju [email protected] 078 964 9788 N/A 7238

Salisbury Prof Emmanuel Mgqwashu [email protected] 073 560 9955 8698 8010
Truro Ms Lisa Moholo [email protected] 076 986 6558 8737 8519

Winchester Mr Ferdi Botha [email protected] 072 500 7658 8673 8011

COURTENAY-LATIMER HALL

Hall Warden Ms Engela Tyson [email protected] 082 820 5590 046 603 5600 8044

Hall Administrator Ms Janine Hayward [email protected] 074 892 7077 8575 N/A
Beit Ms Engela Tyson [email protected] 082 820 5590 046 603 5600 8044

Jameson Ms Nandipha Fumbatha [email protected] 073 600 5077 8463 8045

Oriel Ms Lucie Allan [email protected] 083 225 8170 7431 8886

DESMOND TUTU HALL

Hall Warden Ms Benita Bobo (Ac ng) [email protected] 076 454 3670 7230 8336
Hall Administrator Ms Cindy Jeggels [email protected] 073 457 6853 7452 N/A

Ellen Kuzwayo Ms Clarris Magadza [email protected] 073 145 6256 7467 7467
Amina Cachalia Ms Masimbulele Buso [email protected] 076 632 4296 7069 7468

Cullen Bowles Mr Kanyiso N kinca K.N [email protected] 063 049 4409 063 049 4409 8038

Margaret Smith
Ms Benita Bobo [email protected] 076 454 3670 7230 8336
DROSTDY HALL

Hall Warden Ms Catherine Deiner [email protected] 082 883 9210 046 636 1550 8016

Hall Administrator Ms Candice Webber [email protected] 083 585 7533 8586 N/A

Allan Gray Ms Tlamelo Mothudi [email protected] 071 256 8254 8225 8014

Celeste Mr Sylvester Jeffries s.jeff[email protected] 083 788 8176 046 622 4837 7602

Graham Dr Albert Chakona [email protected] 084 523 3793 5849/5800 8015

Prince Alfred Ms Catherine Deiner [email protected] 082 883 9210 046 636 1550 8016

FOUNDERS HALL

Hall Warden Mr Gary Steele [email protected] 084 622 4000 8504 8019

Hall Administrator Ms Elize Everton [email protected] 072 739 6561 8588 N/A

Botha Mr Gary Steele [email protected] 084 622 4000 8504 8019

College Dr Philani Mashazi [email protected] 071 892 4560 8846 8020

Cory Mr Eric Matambo [email protected] 072 063 1791 8883 8021

64
Ma hews Mr Thoko Sipungu [email protected] 064 001 9378 8390 8022

HOBSON HALL

Hall Warden Ms Tracey Chambers [email protected] 082 802 8108 8288 8025
Hall Administrator Ms Natasha Botha [email protected] 083 611 1191 8578 N/A
Dingemans Ms Tracey Chambers [email protected] 082 802 8108 8288 8025
Hobson Ms Liezel Strydom [email protected] 084 841 9784 7362 8026

Livingstone Ms Zuki Kota [email protected] 072 648 3398 8826 8583

Milner Ms Michelle Isaacs [email protected] 082 747 9210 8365 8855

JAN SMUTS HALL

Hall Warden Ms Veronica Israel [email protected] 078 758 3721 8183 8030

Hall Administrator Ms Angela Bezuidenhout [email protected] 073 234 5178 8589 N/A

Adamson Dr Sandile Khamanga [email protected] 082 547 9383 8780 8029

Atherstone Ms Veronica Israel [email protected] 078 758 3721 8183 8030

Jan Smuts Dr Amos Chinomona [email protected] 076 998 7503 8681 8031

New House Ms Lisl Griffioen l.griffi[email protected] 082 679 6317 N/A 8032

KIMBERLEY HALL

Hall Warden Prof James Gambiza [email protected] 083 570 8221 7010 8582

Hall Administrator Ms Selene Walters [email protected] 083 632 5310 8590 N/A

Hilltop 9 Ms Jabu Nene [email protected] 073 076 6540 8462 TBC

De Beers Dr Gladman Thondhlana [email protected] 084 562 4109 7007 7543

Rosa Parks Mrs Bertha Chithambo [email protected] 079 127 9139 8254 7067

Goldfields Prof James Gambiza [email protected] 083 570 8221 7010 8582

LILIAN NGOYI HALL

Hall Warden Mr Mbulelo Ntlaba m.ntlaba @ru.ac.za 083 402 3296 N/A 7065

Hall Administrator Ms Althea Clark [email protected] 8692 N/A

Centenary House Mr Mathias Chirombo [email protected] 074 320 9377 N/A 8833

Ruth First Ms Christelle Hutchinson [email protected] 082 777 1394 N/A 8720
Joe Slovo Mr Mbulelo Ntlaba m.ntlaba @ru.ac.za 083 402 3296 N/A 7065

Victoria Mxenge Dr Meesbah Jiwaji [email protected] 073 104 4485 N/A 8697

65
MIRIAM MAKEBA HALL
Hall Warden Mr Michael Naidoo [email protected] 084 443 0040 8411 8035
Hall Administrator Ms Noma Jwayiza [email protected] 072 299 6671 8861 N/A

Chris Hani Dr David Khanye [email protected] 082 211 1819 8717 8069

Piet Re ef Mr Michael Naidoo [email protected] 8411 8035

084 443 0040
Thomas Pringle Ms Chris ne Lewis Chris [email protected] 083 969 2129 7070 8036

Walker Mrs Shelly Roodt [email protected] 0736906268/0836554447 046 622 7203 8039

NELSON MANDELA HALL

Hall Warden Ms Desiree Wicks [email protected] 082 801 1401 8653/8276 8042

Hall Administrator Ms Loranda Faltain [email protected] 079 460 7025 7198 N/A
Stanley Kidd Mr Jonathan Hellemann [email protected] 071 880 7230 N/A
8037
Adelaide Tambo Ms Desiree Wicks [email protected] 082 801 1401 8653
8042
Guy Butler Mr Jono Davy [email protected] 072 226 0430 7369 8693
Helen Joseph Ms Thato Tantsi [email protected] 082 921 5870 8390 8916

OPPIDAN

Hall Warden Ms Karen Van Heerden [email protected] 084 460 7514 8229 N/A
(Ac ng)
Hall Administrator Ms Karen Van Heerden [email protected] 084 460 7514 8229 N/A

POST GRAD HALL

Hall Warden Prof Laurence Juma [email protected] 076 789 6708 7256 8581
GRPGV Prof Laurence Juma [email protected] 076 789 6708 7256 8581
Oakdene Mr Eric Ofei [email protected] 082 229 5078 7080 8349

ST MARY HALL
Hall Warden Ms Zisanda Sanda [email protected] 078 417 4605 7523 7510

Hall Administrator Ms Brenda Meyer [email protected] 082 873 8686 8576 N/A

John Kotze Ms Zisanda Sanda [email protected] 078 417 4605 7523 7510

Lilian Bri en Ms Gertrude Mugizi [email protected] 082 670 1433 8880 8387

Olive Schreiner Ms Nompilo Tshuma [email protected] 078 698 7197 7096 8049

Phelps Ms Gugulethu Baduza [email protected] 073 459 7607 8251 8048

HILLTOP HALL

Hall Administrator Ms Genean Ca o g.ca [email protected] 072 044 8533 TBC TBC

Hilltop 7 Mr Johan Botha [email protected] 083 453 5899 046603 9111 TBC

Calata Mr Koaile Monaheng [email protected] 0762099465 0466227562 7469

Sisulu Mrs Marina Van Zyl [email protected] 078 095 6564 046 622 2364 7517

Hilltop 8 Dr Swantje Zschernack [email protected] 073 812 4943 8472 TBC

66
APPENDIX (2)
CRITICAL CONTACTS LIST
RESIDENTIAL OPERATIONS
SPEED
NAME DESIGNATION CELL OTHER DIAL
082 201
Dr Iain L'Ange Exec Director 1396 046 603 8125 8188
082 801
Jay Pillay Deputy Director 2389 046 622 1359 5131
078 804
Waldette Lombard Deputy Director DIO Admin Finance and Procurement 8032 046 603 8142
083 302
Simon Wright Manager: Food Services 7453 5099
082 311
Ndumi Magodla Manager: Housekeeping 0717 5067
072 556
Craig Langson Assistant Manager Central Cleaning 8312 5135
074 812
Linda Mtse Assistant Manager: Housekeeping 7165
082 801
Charmaine Avery Manager: Conferencing 2391 5132
FACILITIES MANAGEMENT
SPEED
NAME DESIGNATION CELL OTHER DIAL
082 788
Dawie van Dyk Deputy Director - Facilities 3589 046 603 7519
073 236
Phillip Crous Manager: Grounds and Gardens 0514 5162
082 691
Dave Martin Manager: Engineering and Transport 4588 046 622 8486 5231
073 154
Steven Peter Assistant Manager :Engineering 3106 5031
083 416
Tracey van Aarde Office Administrator: Engineering and Transport 7653 5053
083 441
Calvin Pittaway Manager: Electrical 9345 5024
073 313
Cromwell Dyala Manager: Building Maintenance 2131 5216
079 035
Patrick Jordaan Assistant Manager: Building Maintenance 0743 5010
083 608
Kevin Wolhuter Acting Manager: Operations 2968 046 603 8126 5106
CAMPUS PROTECTION
SPEED
NAME DESIGNATION CELL OTHER DIAL
078 537 046 603
Templeton Robiyana Manager: Campus Protection 5689 8146/7 5070
046 603
Khayalethu Sweli Assistant Manager 8146/7
046 603
Patrick Katya 8146/7

67
SAPS
SPEED
NAME DESIGNATION CELL OTHER DIAL
082 253
Cpt Malinda Coetzer Crime Intelligence Officer Grahamstown 4308 046 603 9111
082 330
Ltnt Col Vanessa Nel Crime Intelligence 1842 046 603 9111

68
APPENDICES (3)
EMERGENCY NUMBERS
AMBULANCE: CAMPUS PROTECTION UNIT: FIRE:
Private service - ER24 (RUMED): Central reporting point for all Makana Fire & Rescue Services:
084 124 incidents at RU: 046 622 4444
Private service - Gardmed: or toll-free:
073 065 6660 046 603 8147 / 8146 / 8999 080 111 4444
Provincial service:
10177
HOSPITAL: POLICE: POISON:
Settlers Hospital: Grahamstown SAPS: Unitas Hospital Poison Centre:
046 602 5000 046 603 9146 0800 333 444
Fort England Hospital: or 9147 / 9152 Red Cross & Tygerberg Hospital
046 622 7003 Poison Info Helpline:
0861 555 777
RU HEALTH CARE: STAFF/STUDENT CONCERNS: RU WELLNESS:
RU Health Care Centre: Human Resources Division (staff): RU Counselling Centre:
046 603 8523 046 603 8112 046 603 7070
or after hours: Division of Student Affairs: or afterhours:
082 801 1409 046 603 8181 082 803 0177

NATIONAL EMERGENCY CALL CENTRES and TRAUMA COUNSELLING:

National toll-free emergency Lifeline national (share call):
number: 0861 322 322
112 Mobile App - www.mysos.co.za SA Institute for Traumatic Stress:
National Police Emergency: (requires registration): 011 648 7376/7
10111 mySOS SA

Available online at www.ru.ac.za/safety/emergencies

69
 APPENDICES (4): DOCTORS AND OTHER PROFESSIONALS IN TOWN
SERVICES TELEPHONE ADDRESS

Biokineticist Telephone Address

Kerry Lee Mackay 046 622 2228 26 New Street
Jacques Gerber
Chiropractor Telephone Address
Dr Pienaar 046 622 2228 26 New Street
Dentists Telephone Address
Drs Buchner & Le Roux 046 622 6132 14 Anglo African Street
Dr du Toit 046 622 4258 15 Milner Street
Dr Eichhoff 046 622 3449 6 Allen Street
Dr Herring 046 622 8503 41 Hill Street
Dr Von Meyer 046 622 3871 14a Milner Street
ENT Telephone Address
Dr Crosby 046 6025000 Milner Street, Settlers Hospital
Orthodontist Telephone Address
Dr. K. Johannes 046 22 2251 1 Oatlands Road
LifeLine Eastern Cape 041 373 8882/3/ 0800 012 322 a/h Port Elizabeth

Occupational Therapists Telephone Address

Robyn Ashbolt 046 602 1154 Milner Street
Jolene Tarr 046 602 5154 Settlers Hospital
Optometrists Telephone Address
Davies & Associates 046 622 6205 18 Bathurst Street
Jenny Gopal 046 622 4310/ 082 780 3633 4b Allen Street
Paediatrician Telephone Address
Dr Starr 083 249 1148 Milner Street, Settlers Hospital
Pharmacies Telephone Address
Butler Pharmacy 046 622 7305 110 High Street
Clicks Pharmacy 046 636 1264 42 High Street
Grahamstown Pharmacy 046 622 7116 117 High Street
Wallace’s Pharmacy 046 622 7320 Pepper Grove Mall
Physiotherapists Telephone Address
Nicola Brown 046 622 2228 Health & Sport Inc.
Kirsty Drew 086 627 5405 (fax) 26 New Street
Jane Holderness Grahamstown
Carey Pohl
Radiologists Telephone Address
Drs Visser and partners 046 622 6464 15 Milner Street
Social Workers Telephone Address
Ms. Matebese 046 602 5000 ext. 1158 Milner Street
Ms. Adam 046 602 5000 ext. 1185 Settlers Hospital

70
Specialist Physician Telephone Address

Dr Jameson 046 622 8627 60 Beaufort Street

General Practitioners Telephone Address Medical Aid Information

Dr Berenisco 046 622 6362/ 082 320 1229 a/h Pepper Grove Do not accept the
Dr Oosthuizen Mall following medical aids:
Boncap Primecure Beryl
Sapphire Care cross,
Dr Godlonton 046 636 1732/ 082 554 7800 a/h 41 Hill Street Rennaisance
Do not accept Africa the
Dr Lloyd & Dr Mutesasira Managed care Maxima
following medical aids:
core Network
Discovery Key GP Ingwe
Care
Bupa Network X
Dr Murali 046 636 1114/ 083 400 1422 a/h 5 Bathurst Street All are accepted Nessess
Foundation
Metrocare
Dr Santhia 046 622 6648/ 082 555 0799 (a/h) 10 High Street Do not accept the
following medical aids:
Dr Gainsford and Partners 046 636 2063 120 High Street Ingwe
Do not Care cross
accept the
following medical aids:
Bonita, Boncap, Discovery
Key care, Gems, Saffire,
Beryl, Momentum, Ingwe,
CompCare
Dr Dwyer 046 622 4846/ 061 038 2765 a/h 18 Henry Street

Dr Peer 046 622 4617 35 Beaufort

Street

71
 APPENDICES (5) PSYCHOLOGICAL and ALLIED SERVICES OFFERED BY PSYCHOLOGISTS
AND PRACTITIONERS IN PRIVATE PRACTICE IN GRAHAMSTOWN

COUNSELLING PSYCHOLOGISTS
MS CHRISTINE LEWIS Therapy for Children, Adolescents & Adults
Prince Alfred Street Couples & Family Therapy
Steve Biko Building 1st Floor Group Therapy
Rhodes University Career Counselling
Cell: 083 969 2129 Psychological Assessment
E-mail: [email protected] Career Assessment
Bilingual (English/Afrikaans)
MS THOBEKA MSENGANA Psychotherapy with adults and adolescent
Prince Alfred Street Couples Counselling
Steve Biko Building 1st Floor Play Therapy
Rhodes University Psychological Assessment: Child and Adult
Cell: 073 421 3360 Career Assessment
E-mail: [email protected] Scholastic Assessments
Bilingual (English/Xhosa)
MS LUMKA S. QANGULE Child, adolescent and adult psychotherapy
Soyisa Consultancy Psychological Assessment
No. 72 High Street
111 Sanlam Building
Tel.: 046 – 622 7899 (w)
Cell: 082 969 0176
E-mail: [email protected]
www.soyisa.co.za

MS ADELE VAN DER MERWE Cognitive Behavioural Therapy (CBT)

60 Beaufort Street Adolescent and Adult Psychotherapy Couples Counselling
Cell: 072 279 7952 Psychological Assessment (Child and Adult)
Fax: 086 218 9616 Learning Difficulties/Scholastic Assessment
E-mail: [email protected] Neuropsychological Assessment
Medico-legal Assessment
Bilingual (English/Afrikaans)
MR GREG WILMOT Adolescent, young adult and adult Psychotherapy
5 Watermeyer Street Family Therapy
Tel: 046 622 2228 Sport Psychology: Motivation / Mental Skills / High Performance
Cell: 072 264 1452 Injury Rehabilitation / Team-based workshops / Athlete Lifestyle
E-mail: [email protected] Management & Wellness

72
 CLINICAL PSYCHOLOGISTS
MS KAREN ANDREWS Adult & Adolescent Psychotherapy
13 George Street Psychological Assessment
Cell: 079 8800 832
E-mail: [email protected]
MR MICHAEL BORDER Bereavement
7 Bartholomew Street Child, Adolescent and Adult Psychotherapy
Cell: 082 968 7458 Couples Therapy
E-mail: [email protected] Parent-infant work
Play Therapy
MRS LISA BROWN Bereavement
3 Parry Street Child, Adolescent and Adult Psychotherapy
Cell: 073 230 6331 Couples Therapy
E-mail: [email protected] Parent-infant work
Play Therapy

MS VERNA CONNAN Bereavement

Psychological Care Centre Couples Therapy
5 Donkin Street Child, Adult & Adolescent Psychotherapy
Grahamstown Parent-infant work
Tel: 046 622 8197 (w) Play therapy
Fax: 046 – 622 8198
Cell: 084 512 8826 Bilingual (English/Afrikaans)
E-mail: [email protected]
MS LIZELLE DE WEE Therapy with adults and women covering depression, anxiety
Psychology Clinic Personal and Family stressors
Rhodes University Trauma
Tel: 046 603 7379 Fertility issues, motherhood and adjustment
Sexual minority matters (lesbian, gay, bisexual, transgender)

MR & MRS MARTIN DONNELLY Adult & Adolescent Psychotherapy

Psychological Care Centre Play Therapy
5 Donkin Street Couples Therapy
Grahamstown Special interests: loss and change; relationship difficulties;
Tel: 046 – 622 8197 (w) bereavement; addictions; cancer; HIV; individuation
Fax: 046 – 622 8198 Bilingual (English/Afrikaans)
Cell: 082 330 1086/083 461 5437
E-mail: [email protected]
[email protected]
MRS GWENDA EUVRARD Adult and young adult psychodynamic psychotherapy
8 St Aiden’s Avenue
Tel: 046 – 622 8023 (w & h)
Cell: 082 773 3985
E-mail: [email protected]
MR IAIN REED Neuropsychological Assessment
2B Francis Street Forensic Assessment
Grahamstown
Cell: 072 432 7753
E-mail: [email protected]

73
MR CONRAD ROCHER Adult, young adult and older adolescent psychotherapy (depth psychotherapy -
29 Somerset Street incorporating psychoanalytic and analytical psychology orientations)
Tel.: 046 636 1583 Marital/couples therapy
E-mail: [email protected] Expressive arts therapy
Sand play therapy (as developed within the Jungian tradition)
Bilingual (Afrikaans/English)
DR LISA SAVILLE YOUNG Child, adolescent and adult psychoanalytic psychotherapy
Department of Psychology Parent-infant work
Tel.: 046 603 8047 (w)
E-mail: [email protected]

EDUCATIONAL PSYCHOLOGIST
MR JAN KNOETZE Family therapy
Rhodes Psychology Clinic Play therapy
Tel: 046 – 603 8344 (w) Group psychotherapy with adolescents
Cell: 081 3676 848 Educational/scholastic assessment
E-mail: [email protected]

PASTORAL THERAPIST
MS KIM BARKER Narrative therapy
41 Oatlands Road Individuals, couples/families and groups
Cell: 084 400 6145 Workshops and retreats
E-mail: [email protected]

THERAPY S.M.A.R.T.
ASHA DULLABH Educational scholastic assessment
Clinical Psychologist Child, adolescent and adult psychotherapy
15 African Street Sand play therapy
Grahamstown Couples therapy
Tel: 046 622 9318 Group therapy
Cell: 082 255 5277 Workshops
E-mail: [email protected]

ELAINE VERSTER Neuro feedback therapy

Counselling Psychologist Adolescent and adult psychotherapy
Cell: 072 768 8889 Hypnotherapy
E-mail: [email protected] Couple therapy

CARL WURZ Depression

Counselling Psychologist Anxiety
Cell: 082 908 1588 PTSD
E-mail: [email protected] Trauma
MARISKA VERMEULEN
Counselling Psychologist
Cell: 082 828 6005
DAVID ERASMUS
Clinical Psychologist
072 249 7256
74
GWENDOLINE JOHNSON
Remedial Therapist
072 626 9362
[email protected]
CHIDA BERNARD
Occupational Therapist
Cell: 079 697 9750
E-mail: [email protected]
VALERIE OLIVIER
Speech and Language therapist
Cell: 084 200 0821
E-mail:[email protected]
LEE ORA DU PONT-PRINCE
Speech and Language therapist
Cell: 083 738 0268

LYNNE CORDELL
Remedial Therapist
Cell: 082 759 6389
[email protected]

ART THERAPIST
MR ELOFF SNYMAN Art therapy (all ages)
Tel: 046 – 622 6163 Individual or small groups
E-mail: [email protected]
MISS ATHINA COPTEROS Art therapy
Psychological Care Centre psychotherapy
5 Donkin Street
Tel: 046 622 8179 (w)
Fax: 046 622 8189
Cell: 083 887 8177
E-mail: [email protected]

FORT ENGLAND HOSPITAL

York Street Adult and adolescent psychotherapy
Tel: 046 – 602 2300 Community work
Counselling
Family therapy
Group therapy
Hospitalization
Intellectual and personality assessment
Marital/couples therapy
Play Therapy

75
 RHODES UNIVERSITY PSYCHOLOGY CLINIC
Rhodes Avenue Adult and adolescent psychotherapy
Tel: 046 – 603 8502 Counselling
Fax: 046 – 603 7203 Diagnostic assessment
Family therapy
Group therapy
Intellectual and personality assessment
Marital/couples therapy
Play Therapy

RHODES UNIVERSITY COUNSELLING CENTRE

Steve Biko Building Academic and study skills
Prince Alfred Road Career assessment
Tel: 046 – 603 7070 counselling
Fax: 046 – 603 7071 Comprehensive career library
Crisis intervention
Harassment
HIV counselling
Job search skills
Personal counselling
Psychotherapy

FORENSIC PSYCHIATRIST
DR HELMUT ERLACHER
Psychological Care Centre
2B Francis Street
Grahamstown
Cell: 082 570 0755

EDUCATIONAL CONSULTANT
DR ROSE GRANT Study and life skills for individual learners
11 Jacobus Uys Way Study and life skills courses for groups
Hill 60 Consultations for parents of learners
Grahamstown Specialized support for postgraduate writing
Cell: 079 516 5499 Professional development of teachers
Email: [email protected]

76
APPENDICES (6) SEXUAL ASSAULT FLOW CHART

77