DepartmentofStudentGovernanceLeadershipand Development(SGLD)standardoperatingprocedures(SOPs)
1.PREAMBLE
CapePeninsulaUniversityofTechnology(CPUT)throughtheDepartmentof StudentGovernanceLeadershipandDevelopmentfacilitatesandsupportsthe CSRC/LSRCtobeabletoprofessionallyperformtheirfunctions.Partofthe CSRC/LSRCfunctionsistocontributetotheholisticdevelopmentofstudents throughengagingstudentsineventsandprojectsandthisrequiresproject planning.
2.DEFINITIONOFTERMS
CSRC:shallrefertotheCentralStudentRepresentativeCounciloftheCPUT
LSRC:shallrefertothevariouslocalcampusSRC’sCommitteesofthe university,comprisingofBellville,DistrictSix,MowbrayandWellington Campus
Student:shallrefertoanycurrentregisteredstudentattheuniversityor bonafideasdefinedbytheUniversityrules.
DeanofStudents:shallrefertoaseniorstaffmemberoftheSenior Managementwhoisresponsibleandaccountableforthestrategic
managementandadministrationoftheportfolioofStudentAffairsatthe University.
HOD:StudentGovernanceLeadershipandDevelopment:shallrefertothe HeadofStudentGovernanceLeadershipandDevelopment(hereafter referredtoasSGLD),oranyemployeewhohastheauthoritytoactonbehalf ofsuchaportfolio,asdelegatedbytheDeanofStudents.
StudentDevelopmentOfficer:shallrefertoaUniversityemployeeemployed insuchcapacitytoadministertheaffairsofstudentCSRC/LSRCasdelegated bytheHOD:StudentGovernanceLeadershipandDevelopment. 3.
PROTOCOLONCSRC/LSRCPROJECTSorEVENTS
3.1.ProperprotocolfordealingwithCSRC/LSRCwillbeaddressedthroughthe followingprocedure:
3.2.Actionsofallparties:
3.2.1.LSRC/CSRC–initiate/request
3.2.2.SDO:assessment,recommendations
3.2.3.LSRC/CSRCandSDO:engagebeforesubmittingforapproval
3.2.4.HOD:reviewandapprovalprocess
3.2.5.DeputyDean/Dean:finalapproveprocess
3.3.NostakeholderoftheUniversityshouldbecontactedbythestudent leadershipforapprovalofanyprojectunlessonescalationstothenext levelfunction.
4.
PROJECTPLANNNGANDAPPLICATION
PermissionforALLstudentfunctions,irrespectiveofnatureandnumberof personsattending,mustberequestedbycompletingtheProjectProposal TemplatefromtheSDOontherespectivecampus.
4.1.AnysocialfunctionsmustmeettheMunicipalityrequirementsformass functionsandapplicableinternalvenuebookingformsareavailablefrom SDOofficesandtheseformsmustbeattachedtoProjectProposal Templateforapproval.
TheProjectProposalTemplateisonlyrequiredforprojectsandevents, andnotforpracticesessions,meetings,andrehearsals
5.
PROCEDURESANDPROCESSES
5.1.Step1
TheprojectshouldbeontheCSRC/LSRCProgramofAction(P.O.A.)for aparticulartermofoffice.
Section5.1isapplicableunlessinacaseofaneventduetoaresponse tonaturalemergencies,suchasmemorialservices,andother operationalpurposesorifadeviationmotivationfromtheCSRC/LSRC issubmittedtotheSDOandHODSGLDforapproval.
5.2.Step2
TheCSRC/LSRCmustcompleteaProjectProposalTemplateobtainable fromtheSDOontheirrespectivecampuses.Projectplansaretobe submittedatleast40dayspriortoeventtoallowforsufficientplanning, processingandapprovals.
5.3.Step3
ProjectProposalmustbesubmittedtoSDOforapprovalandthenby SDOtotheHOD:SGLDandsubsequentlytotheDeanofStudents(if requiredintermsofescalationpurposes).
5.3.1.SDOApproval&Recommendation
FollowingdiscussionswiththeorganisingCSRC/LSRC,theSDOsubmits fullrecommendationsinwritingwithdetailedspecifications,tothe CSRC/LSRC.ThisengagementbetweenSGOandCSRC/LSRCduringthis initialphaseofprojectsubmissionisimportanttomodifytheproposal foranyenhancementforbetterimpact,costeffectivenessandefficiency
TheSDOsubmitsthefinalisedproposalwithdetailedspecificationsto theHOD.TheSDOfollowsuponthesubmissioninordertoensurethe duedateismet.
5.3.2.HODApproval
Ifthereisaproblemwithanyoftheabove,theHODrefersmatters backtotheSDOfortheorganiserstoattendtoandtotakeactionIf everythingisinorder,theHODapprovestheevent/project.Where applicableanddependingonthesizeandnatureoftheevent/project, theHODreferstheevent/projectdocumentation,togetherwiththe HODs’recommendationsandtherecommendationsfromtheSDO,to theDeanofStudents,ifescalationisrequired.
5.3.3.HealthClusterapproval(HC)
HealthClusterapprovalisrequiredforanycontacteventandneedsto betabledataHCmeetingforapprovalviatheDDorDeanofStudents. TheDDorDeanofStudentsmustcommunicatetheoutcomeoftheHC totheHODthenextdayaftertheprojectwastabledattheHC.The HODmustinformtherelevantSDOwithin24hoursoftheHCoutcome
Additionally,anypermitrequiredbytheMunicipality(ifnecessary) needstobeappliedforwellinadvance.
5.4.Step4:SourcingofQuotations/RFQ
TheSDOwillafterapprovaloftheDean,liaisewiththeProcurementand FinancialDepartmenttosourceserviceproviderstoassistwiththe eventTheCSRC/LSRC(President/Chairperson,withTreasureror Secretary)mustapprovethequotation/sbeforetheAdminAssistant loadstherequestonthefinancialsystem.
Studentsarenotallowedtosourcenorcollectquotationsasthatisthe responsibilityofstaffmembersthroughtheProcurementoffice.Any interactionbetweenaCPUTstudent(asenduser)andapotential serviceproviderforprocurementpurposesshallbeviewedasa contravention
Whilststudentscanidentifytheartists/speaker/facilitatortheywantfor theirevents,interactionwithartistsshouldstrictlybedonebytheSDO/ ServiceProvider.
RequisitionProcess:(Aftersteps1-4havebeenfollowed)
5.5.Step5
TheCSRC/LSRCmustliaiseatalltimeswiththeStudentDevelopment Officerforthefinalisationofalllogisticalarrangementsfortheproject.
5.6.Step6
Theprojectco-ordinators(CSRC/LSRC)mustevaluatetheirprojectby providingafullprojectclosurereportwithinfive(5)workingdaysafter ithastakenplacetotheStudentDevelopmentOfficer.Thereportmust includeamongstothers,studentnumbers,participation,outcomesand budgetspend.Aprojectclose-outreporttemplateisavailablefromthe officeofSDO.Ifnoreportissubmittedontheevent,itwillimpactthe approvalofthenextproject/event.Thisaimstoensureaccountabilityof studentleaders.
5.7.Therecommendedtimelinesfortheexecutionoftheprojectisindicated inthetablebelow
ProjectendorsementbyHOD/DD/Dean (AllproposalsmustreachtheofficeoftheDeanbynolaterthan 16pmonWednesdays,Noproposalswillbeconsideredon ThursdayandFridays)
AnyapprovalrequestaboveR500000-00mustfollowthetenderprocess.
ForallSRCeventscompliancewiththeby-lawsoftheCityofCapeTownisnonnegotiable.TheCityofCapeTowndemandsthatalleventsmusthaveaevents permitgrantedbytheCityofCapeTown’seventsoffice,whichamongstother thingsmustaddressthefollowingwhenitcomestoanevent:
•Thereiscompliancewithfireregulations
•Thereisconsiderationofthenoiselevels
•Proximitytoresidentialareasbeconsidered
•Adequatemedicalstandbyondutyatevents
•Adequatecrowdcontrolmeasuresareinplace
•Alllegislationwithregardtoliquorlawsinadheredto
Thefulllistofrequirementsforeventspermitscanbeobtainedfromtheir respectiveSDOAlleventspermitapplicationsmustbesubmitted21working dayspriortotheevent
ItisforthisreasonthatallproposalsforeventsshouldreachtheSDO40days beforetheplannedevent.ThisisinformedbytheCityofCapeTownby-laws, theneedtocheckpowersupplyatthevenue,lightingandadequate,appropriate spaceforstage,fencingandtoiletplansandtobookperformers.
7.LiquorSale/consumption
OnlytheVCcanapproveandsignoffonanyliquorconsumptionorsales.
8.EventServiceProviders:
OnlyserviceprovidersontheCPUTVendorsDatabaseshallbeconsideredto renderservicesorgoodsforevents.Nostudentisallowedtoenterintoany contractwithanyserviceprovider.
SGLDshallnotappendtheirsignaturesonanydocumentthatdoesnotconform totheprotocolsasoutlinedinthisdocument.Allprocessesforeventsplanning startwiththeStudentDevelopmentOfficerresponsiblebeforegoingtoany seniorofficialoftheinstitutionasthesigningprocedureoutlines.Where possible,SGLDwouldprefertodealwiththeTreasurerandtheProjectsOfficer oftheSRConfinancemattersandeventsplanning.
9.VenueBookings:
VenuesshouldbebookinaccordancetotheCPUTFacilitiesprocedureviathe SDOatleast7daysinadvance.ThiswillaffordFacility’stheoptiontoallocate
othervenuesshouldthevenuestudentshadinmindnotbeavailable.Underno circumstanceswillan“eventorganiser”noran“eventscompany”beconsidered forservicespertainingtoCPUTfunctions.
10.Sponsorship
AllsponsorshipmustgothroughtheofficeoftheSDO
Structuresarenotallowedtohandlecash.
Incaseofclothing:IfCPUTbranding:MustbeapprovedbytheSenior CommunicationsOfficeratBellvilleCampus.
Read:PolicyonRecruitmentofThirdparties
Anystructurethatwantstoenlisttheservicesofanoutsideperson/thirdparty mustfirstgetapprovalfromtheresponsibleUniversityofficial.(SDO/HOD).
Stepstobefollowed:
ArequestlettermustbesenttotheresponsibleUniversityofficial
Therequestlettermustbeaccompaniedbythefollowing documents;
Acomprehensivecurriculumvitae
AcopyofanIDanddriverslicence(whereapplicable)
Referenceletters
Apermitshowingthatthepersonisinthecountrylegallyinthecaseof non-SouthAfricans.
TheresponsibleUniversityofficialshalldoabackgroundcheckandonthe basisofthefindings,aresponsewillbegiventotheapplicant
AftertheUniversityofficialhassatisfiedhimselfaboutthefitnessof purposeofthethirdparty,aletterofapprovalshallbesenttothe structurethatapplied.
11.Conclusion
Thestandardoperatingprocedures(SOPs)ismeanttofacilitatecommunication andadherencetogoodpracticeswithintheuniversitycommunity.