​30 April 2020

Dear Student

On the eve of the first national risk adjustment since lockdown (from level 5 to level 4) we would like to update our Stellenbosch University (SU) community after our second week of online teaching and learning.During the extended recess period for students, our staff have been working on the multitude of facets related to online learning and teaching – the only feasible option for continuing with the academic programme under current circumstances. From 20 April we progressed from planning to implementation, with the first opportunity to test our systems and processes.Laptop deliverySo far 728 laptops were delivered to students who confirmed their participation in the laptop loan initiative. Unfortunately, some deliveries have been delayed due to limitations imposed by the lock-down regulations and, in some cases, insufficient information provided by students. However, the last deliveries are expected within the next few days.Data bundlesStellenbosch University offered data bundles for four service providers (CellC, MTN, Telkom and Vodacom) to more than 30 000 of our students via email and two SMS messages last week and over the Freedom Day long weekend. It was emphasised that students would have to opt in and provide accurate contact information in a very specific format to ensure that requests could be captured digitally.The University is glad that we were able to offer data to the large number of students who responded timeously and accurately. Students who applied successfully will be credited with their data bundles over the next few days.SU had to process the applications and hand them to the mobile network operators (MNOs) in one batch of student numbers to activate the data bundles for the next month. If you applied, but do not receive data bundles, it is likely that your application was in the incorrect format. Regrettably, a large number of students did not respond, or responded with inadequate information. We had hoped that the various communiqués, including posts on Facebook and Twitter, would have ensured accurate responses. However, despite SU’s best attempts to retrieve the data from the incorrect formatting, these applications could not be captured on our system.The offer of free data bundles for May is now closed, as the MNOs will not process additional applications for the next 30 days. Unfortunately, this is a missed opportunity for students and SU cannot enter into any further correspondence on this matter.Zero rating for SUNLearnIrrespective of whether students have opted in for the data allowance offered by Stellenbosch University or not, the zero rating for SUNLearn and other SU digital platforms remain valid. Even without data bundles students will be able to access SUNLearn with a minimum of data costs. The information about the zero rating of websites, including SUNLearn, is updated regularly – click here​ for updated information.Please manage the data responsibly and use it for online learning and assessments only. Please also familiarise yourself with the tips for containing mobile costs urgently if you have not done so already.Update your contact detailsGiven the prevailing uncertainties we can expect that frequent, even urgent communication with staff and students will occur over the coming months. I therefore urge you to ensure that your mobile contact number remains current on the SU student database. It remains your responsibility to update your contact details here​ and ensure that you always provide the same mobile number for official communication.It is also important to read all email correspondence from Stellenbosch University. Correspondence will be sent to your student email address linked to your student number.Restoring the stability of SUNLearnWe are aware of the challenges related to the stability of the SUNLearn platform and share your frustrations in this regard. We request your patience while our IT Division is giving priority attention to the underlying technical issues.MASTERS’ AND DOCTORAL STUDENTSAdditional submission date for research Masters’ theses and doctoral dissertationsAn exceptional arrangement has been put in place for those Masters’ or PhD candidates who were on a trajectory to graduate in December 2020 or March 2021, but who have lost time due to the COVID-19 nationwide lockdown (for example, being unable to access primary or secondary sources). Accordingly, a special thesis or dissertation submission deadline of 1 March 2021 has been approved. Candidates who choose to take up this option, after consultation with their supervisor or promotor, will be required to re-register for the 2021 academic year, but will not be expected to pay tuition fees for the degree under examination in 2021. The tuition waiver would only be applicable to candidates who submit their thesis or dissertation by 1 March 2021 and for the relevant degree. Any outstanding fees from 2020 would remain payable.Once students have met the requirements for their specific qualifications, the successful candidates will receive a letter issued by the Registrar confirming their fulfilment of the requirements for the degree. This confirmation will allow for further study, research or employment opportunities. These students will graduate in December 2021.Please note that the thesis and dissertation submission deadlines​, as aligned to the adjusted SU calendar for those who aim to graduate in December 2020 and March 2021 respectively, remain applicable.Electronic submission and distribution of postgraduate theses or dissertationsThe regulation contained in Part 1 (General) of the 2020 Calendar for the submission of postgraduate theses and dissertations, determines that theses and dissertations may be submitted either in hard copy or electronic format, depending on the preference of the supervisor(s) or examiner(s) concerned. For the remainder of 2020, this regulation has been amended to make the electronic submission and distribution of theses and dissertations compulsory.Managing during a time of disruptionWhile implementing online learning and teaching, and continuing to provide support to our students who have remained behind in our residences and in private accommodation, the various work streams of the Institutional Committee for Business Continuity (ICBC) are hard at work planning for the possible scenarios that may play out over the coming months.As many uncertainties remain, we are giving consideration to various possible options, for example how we could allow students to return to campus in a phased approach, giving priority to those degree programmes that require clinical rotations or practical assessments to successfully complete the 2020 academic year. This is one of a number of scenarios currently under consideration by the ICBC, including a scenario whereby SU would complete semester 1 fully online, with a phased return to campuses as from July, a scenario for a return to contact teaching from October 2020, and even a scenario of where the entire 2020 academic year would have to be completed without students returning to our campuses.I must emphasise that all the mentioned options form part of possible scenarios that are being considered to facilitate our planning. All of these remain subject to national regulations and risk assessment at SU. Even if the national regulations should allow students to return to campuses in principle, Stellenbosch University has the responsibility to ensure that such a return be conducted in a manner that takes the health and well-being of staff, students and the local community into consideration. Students who travel back to campus may be required to stay in quarantine for up to two weeks prior to the start of lectures. Even then strict health protocols and restricted movements may still apply. Students should only return to our campuses once you have received official SU communication in this regard.In conclusionBeing under lockdown has created distance between us and the realities of others out there, letting us forget that we are all functioning under the same restrictions. For example, the IT company and courier service that are assisting us with laptop deliveries cannot operate at full capacity and like all of us, these companies must also comply with government regulations to ensure the safety of their employees.Remaining patient and positive under the current circumstances probably is the biggest challenge for most of us. The circumstances may seem overwhelming at times but remember that various support services are available to our students during lockdown. Please refer to the COVID-19 website for information.With our best wishes ​Prof Wim de VilliersRector and Vice-Chancellor Prof Stan du PlessisChair: ICBC