Protocols and directives
4 March 2021: Rules on residence life engagements and activities forming part of the R&O programme
As part of the strategic objective to create a clearly differentiated student value proposition through the offering of a vibrant student experience, the following set of rules provide guidance on engagements and activities presented to First-time Entering New Students (FTENs) in the Residence Life environment, primarily during the Registration and Orientation (R&O) Programme. These rules further aim to ensure that sufficient control and monitoring remains in place that will allow a positive student experience and offering to resume under the restrictions related to the COVID-19 pandemic. Read more
4 March 2021: Protocol to be followed for excursions linked with student events, required practical work, work-integrated learning, and student placement of any kind
As a result of the developing pandemic of COVID-19 disease (caused by the new coronavirus SARS-CoV2), it is necessary to monitor and manage student excursions, work-integrated learning activities and placements of students in any type of practice-based environment.
Unnecessary excursions and placements are strongly discouraged at this time, but where 3rd or 4th year students need to participate in any such activities in order to successfully complete their modules, the following guidelines must be adhered to:
8 February 2021: Generic Guidelines: Student Life and Residence & Catering Environment
The following guidelines serve to provide guidance and clarity with specific reference to the Student Life and Residence & Catering environment. NWU is committed to ensure the safety of its students and staff and these measures are in response and in addition to the regulations gazetted by the Minister of Cooperative Governance and Traditional Affairs on 29 December 2020. These measures demonstrate NWU’s commitment towards ensuring that the academic year is completed successfully. Read the guidelines.
1 February 2021: COVID-19 Occupational Health and Safety
25 January 2021: Library and Information Service
As a result of the COVID-19 pandemic, we hereby communicate the following procedures to students and staff relating to the gradual responsible reopening of the NWU Library and Information Service.
23 November 2020: Remote working protocol
The NWU has primarily operated and managed its staff members on the principle that they execute the majority of their tasks on the physical premises or demarcated worksites as per their job descriptions and performance agreements. COVID-19 has brought about many challenges to ensure business continuity, but also new perspectives on how work can be executed effectively from remote work locations. The NWU can leverage the lessons learned during the current pandemic to make critical operational changes...Read more
5 November 2020: Directive on Official and Private Travel by Staff and Students and Receiving International Visitors
Originally approved 16 March 2020
Revised 2 November 2020
Effective 5 November 2020
As a result of the developing pandemic of COVID-19 disease (caused by the new coronavirus SARS-CoV2), it is necessary to monitor and restrict international travel by students and staff and to regulate visits by international visitors to the NWU.
International travel is discouraged in the light of the developing pandemic.
Please familiarise yourself with South African government directives in regard to travel (which change from time to time) at https://www.gov.za/covid-19/individuals-and-households/travel-coronavirus-covid-19
All official international travel (to a country other than South Africa) by students of the North-West University, organised under the auspices of the North-West University, is prohibited without the written permission of the International Travel Committee (described more fully below). Apply for permission using this form: http://www.nwu.ac.za/covid-19-international-traveling
Students must provide official embassy, consulate or high commission guidance (or the internet link to such) when the application is made which outlines the directives and protocols applicable to travel to and from the particular country.
In the case of private international travel by students, the student must notify the relevant campus Occupational Health Centre at this email address firstname.lastname@example.org in advance of any planned visit, including the expected return date. Upon return, the student must notify the relevant campus Occupational Health Centre at this email address email@example.com of his or her return.
The student must then remain in self-quarantine for a period of 10 days and must be symptom free after 10 days. After certification by the relevant campus Occupational Health Centre, the student may return to campus.
This directive is applicable to ALL contact students and distance students.
International students are permitted to enter South Africa and return to university study under certain conditions in terms of Alert Level 1. International students should monitor constantly official South African and own government advice on this issue.
In the case of local travel within South Africa, student travel organised under the auspices of the North-West University should only be undertaken, if it is essential. In the case of academic trips, permission must be sought from the respective Executive Dean after approval by the relevant School Director and Deputy-Dean. In the case of non-academic trips, the relevant University Management Committee member must approve after the relevant line managers have approved. In all instances, the relevant indemnity forms must be completed by all participating students and a record kept of the signed forms by the staff members organising the travel.
All official international travel (to a country other than South Africa) by staff of the North-West University, no matter how the travel is funded, is prohibited without the written permission of the International Travel Committee (described more fully below). Apply for permission using this form: http://www.nwu.ac.za/covid- 19-international-traveling
Staff must provide official embassy, consulate or high commission guidance (or the internet link to such) when the application is made which outlines the directives and protocols applicable to travel to and from the particular country.
In the case of private international visits, the employee should notify his or her line manager and the relevant campus Occupational Health Centre in writing before the planned visit, including the expected return date at this email address firstname.lastname@example.org Upon return, the employee must notify the relevant campus Occupational Health Centre at this email address email@example.com of his or her return.
The employee must then remain in self-quarantine for a period of 10 days and if after the 10 days are symptom free may return to the premises of the NWU after being cleared by occupational health. The staff member will be on risk leave or work remotely during this period. After certification by the relevant campus Occupational Health Centre, the employee may return to campus.
This directive is applicable to all employees irrespective or their nature of employment..
Non-essential official international travel by staff is strongly discouraged, and iIf any local or international travel is undertaken, reasonable precautions must be taken to reduce the risk posed by COVID-19.
Staff members or students, who wish to invite international visitors (whether staff or students) (from a country other than South Africa) to the NWU for an official visit, should consider whether the engagement cannot be conducted virtually by means of tele-conferencing or postponed to a later date.
In the event that staff members or students wish nevertheless to invite an international visitor to NWU or an international visitor (including but not limited to sportspersons, academic or research visitors or administrative staff) has indicated an intention to visit NWU, and the visitor is from a country from which travel to South Africa has not been prohibited but is permitted subject to conditions prescribed by regulation, such an invitation or visit cannot go ahead unless written permission of the International Travel Committee (described more fully below) has been obtained.
The relevant department or unit or stakeholder must apply in writing on this form (http://www.nwu.ac.za/covid-19-international-visitors) for permission to host the visitor. Applicants must provide official embassy, consulate or high commission guidance (or the internet link to such) when the application is made which outlines the directives and protocols applicable to travel to and from the country in question from which the international visitor will travel.
These arrangements are applicable to all departments and entities within the university framework.
Requests and enquiries related to the above arrangements may be directed to: Dr Emile Kotzé (+27 (0)18 299 4345).
International Travel Committee
The international travel committee is appointed by the Vice-Chancellor to take decisions in respect of matters falling within the ambit of this directive. It consists of the Deputy Vice-Chancellor: Teaching and Learning (or a secundus), the Deputy Vice-Chancellor: Research and Innovation (or a secundus) and the Specialist: Occupational Health.
Approved by the Covid-19 Response Team on 5 November 2020.
5 October 2020: Meetings and visitors protocol
5 October 2020
27 August 2020: Guidelines for Ensuring Compliance and consequence management regarding non-compliance with COVID-19 Protocols and Regulations
27 August 2020
The purpose of this document is to provide employees and students with guidelines on how to comply with the provisions of the National Regulations as well as NWU protocols, regulations and directives and relating to COVID-19. It is also to provide the entire NWU Community with the necessary steps to ensure compliance, how to report non-compliance and the consequences of non-compliance.
14 July 2020: Urgent process to follow to ensure effective contact tracing
In terms of the consolidated Covid-19 direction on health and safety in the workplace, issued by the Department of Employment and Labour on 04 June 2020 - The employer must provide “administrative support to any contact-tracing measures implemented by the Department of Health”. This will assist South Africa in containing the Covid-19 outbreak by interrupting the transmission cycle.
What is Contact Tracing?
It is the identification and follow-up of persons who may have come into contact with an infected person.
Definition of a Contact?
A person who may have come into contact with an infected person, in this instance a person infected with Covid-19. Two types of contacts exists:
- Close Contact or High Risk Exposure (HRE): Any person having had face-face-to-face contact (≤1 metres) with a Covid-19 case for more than 15 minutes with either no PPE or with PPE failure.
- Casual Contact or Low Risk Exposure (LRE): Anyone not meeting the definition for a close contact but with possible exposure. LRE of > 1 metre away from a Covid-19 case for <15 minutes or <1 metre but either health worker or source wearing appropriate PPE.
What we as the NWU will do?
To assist in contract tracing and to protect the well-being of our employees, students, contractors and visitors. The North West University hereby introduces the “NWU Covid-19 Contact Tracing Registers”.
Completion of the register by NWU employees (get the register here):
- All employees must complete the register when on the NWU premises. The register can be completed and maintained in electronic or hard copy format. Records must be maintained for 30 days.
The register must be completed by NWU employees in the following cases:
- Any visit by an external visitor(s) or contractors to the employee’s immediate workplace.
- Any visits or meetings between NWU employees - Note: not normal daily workplace colleagues.
- Places the employee visits when on the premises of the NWU (buildings and areas).
- If face to face meetings are conducted, it is the responsibility of the meeting convener to complete his/her tracing register for all person at the meeting. Other persons at the meeting are also encouraged to complete their register, as it will only assist the tracing process if required.
- Daily workplace colleagues must be listed on the the Department of Health contract tracing register if an employee test positive for Covid-19.
Completion of the register by NWU students (get the register here):
- All students must compete the register when on the NWU premises. The register can be completed and maintained in electronic or hard copy format. Records must be maintained for 30 days.
The register must be completed by students in the following cases:
- Places the student visit’s daily while on the NWU premises.
- Any NWU employees the student engages with.
- Any student(s) the student engages with where there is close contact (≤1 meters and/or ≥15 minutes.
Completion of tracing register by Service providers/Year Contractors/Contractors at the NWU
- Service providers/contractor to keep a site register to record visitors and their contacts at the NWU.
- Roaming employees must keep a daily tracing register for all person(s) they interact with and buildings/areas they visit.
- The register(s) to be kept by the service provider/contractor for 90 days (Records).
- Service providers/contractors to report immediately as per NWU Covid-19 SOP if there is any possible positive case or positive case within their workforce employed at the NWU.
Contact the NWU Health Care Centre for help via the emails addresses below:
2 June 2020: NWU Covid-19 OHS specifications for service providers/year contractors
18 May 2020: NWU Facilities Cleaning Protocol
18 May 2020
This guidance provides instructions on the cleaning and disinfection of lecture halls, ablution facilities, cafeterias and kiosks and other common areas where students and staff frequent on a regular basis within the NWU, in order to mitigate the threat posed by the COVID-19 disease. Get the Facilities Cleaning Protocol.
29 April 2020: Directive on the use of Computer Laboratories
Effective 29 April 2020 until further notice
As a result of a developing pandemic of COVID-19 disease, it is important to communicate the following procedures to students and staff in relation to the use of computer laboratories. Read more
8 April 2020: Physical distancing protocol
8 April 2020
Physical distancing (also referred to social distancing) means measures taken to restrict the possible spread of infectious diseases and includes increasing physical distance between individuals; limiting travel; avoiding public transportation, public spaces, and social, religious and other gatherings; working from home, and minimising close contact between individuals. As a result of a developing pandemic of COVID-19 disease, it is important to communicate the following procedures to students and staff in relation to social distancing.
8 April 2020: Staff and students on quarantine and isolation for suspected or confirmed COVID-19 disease
8 April 2020
As a result of a developing pandemic of COVID-19 disease it is important to communicate the following procedures to student and staff in relation to possible infection, reporting, isolation, quarantine and containment on campus. Read the directive to staff and students on quarantine and isolation for suspected or confirmed COVID-19 disease
25 March 2020: Protection Services
25 March 2020
A national state of disaster was published in Government Gazette No. 43096 on Sunday, 15 March 2020, in terms of Section 27 (2) of the Disaster Management Act, 2002 (Act No.57 of 2002) due to the developing pandemic of Covid-19 disease. The procedures mentioned below were developed to indicate the protocol to be observed by protection officers to avoid spreading the disease. Read more
16 March 2020: Directive on Formal and Informal Sports Events, Gatherings, and Meetings
Effective 16 March 2020 until further notice
As a result of a developing pandemic of COVID-19 disease (caused by the new coronavirus SARS-CoV2), it has become necessary to restrict unnecessary gatherings, meetings, and sports events.