​​​11 May 2020

Dear Colleagues

We trust that you are all doing well as we enter the second week of our level 4 risk adjusted lockdown. Perhaps many of you have been enjoying an early morning escape though only few of us will enjoy Victoria Street in its autumn glory this year.

In dealing with the COVID-19 pandemic our institution has adopted the twofold aim to attempt to complete the academic year, and to ensure sustainability. We are in the fortunate position that we are able to continue with most of SU's business activities. The SU management are cognisant of the multiple challenges that our students as well as our staff members have to face. We have all had to adapt to a new way of working; to how we manage our teams and to a different way of life. Then there also are health concerns, and other concerns such as spouses and adult children being retrenched or financial difficulties that test our coping skills and resilience.

Health and well-being website

The Human Resources (HR) Division and Campus Health Services (CHS) have launched a new section on the SU website where the various University Services to support your own health and wellbeing, and that of your students, have been collated in one spot. There is also a Resources section, which brings together toolkits, articles, video material, and external wellbeing services which could be helpful. Please have a look at the health and well-being website and get in touch. Our HR and CHS teams will appreciate your feedback – perhaps you are looking for a service that is not currently provided, or perhaps you would like to share a resource that has been of value to you.

Reintegration of staff

As per the directive by the Department of Higher Education and Training, most staff should continue to work from home. In some fields, for example Facilities Management, Legal Services and the faculties of AgriSciences and Medicine and Health Sciences, some functions may resume, under strict conditions.

The Operations and Staff work streams of the Institutional Committee for Business Continuity (ICBC) have completed a fair amount of work on the reintegration plan and template, and in terms of environmental health equipment (non-medical masks and sanitisers), awareness induction and training. Once the reintegration plan has been approved for implementation across the various environments, staff members will be informed of next steps.

Student support

After initial challenges with SUNLearn's capacity the platform is now used by as many as 21 000 users daily. On Friday 8 May it managed a peak of 3 234 users (at one point in time) with ease. Assessments with as many as 1 700 students in a single module were completed without any difficulty with SUNLearn or its servers. We would like to extend a heart-felt thank you to the colleagues from many divisions who have been involved with various aspect of student support for online learning over the past weeks. Read the latest student communiqué for more information.

Events and venue bookings

SU staff and students should take note that bookings for all functions and events – including house dances, workshops, short courses, training sessions, sports events and staff gatherings – are strongly discouraged, even though these may be planned for much later in 2020.

It is expected that the lockdown risk levels may be adjusted, but social distancing will remain an important guideline for many months to come. It is also not clear when our institution will be able to return to full functionality with all staff and students back on our campuses. For the same reasons no events bookings should be accepted for SU venues until further notice.

The ICBC has taken the following decisions:

• that due to financial risks all bookings for functions and events at external venues are discouraged until clear guidelines are available;
• that any SU environment that proceeds with such arrangements, will be liable for any associated financial risks; and
• that agreements related to external venue bookings must address the relevant issues and must at least include a clause that the full deposit be returned if the lockdown is extended, or if COVID-19-related guidelines prohibits such an event.

SU is privileged to have a staff corps that is truly dedicated to our students. Thank you for your continued support. Although our national circumstances remain unpredictable, the ICBC and its work streams are responsive to our changing environment and we will provide regular updates. The COVID-19 website remains your reliable source of information.

With best wishes.

Prof Wim de Villiers : Rector and Vice-Chancellor and Prof Stan du Plessis: Chair: ICBC