9G/9.3.2.1

USER MANUAL FOR PROMOTION OF ACCESS TO INFORMATION

1. FUNCTIONS AND STRUCTURE OF THE UNIVERSITY IN TERMS OF SECTION 14(a) OF THE ACT.

1.1 Function The Rand Afrikaans University incorporated the Vista University Soweto and East Rand campuses during 2004. On the 1st of January 2005 the Rand Afrikaans University and Technikon Witwatersrand merged to become the University of Johannesburg to a comprehensive Higher Education Institute.

The University operates in terms of the Higher Education Act, Act 101 of 1997 (as amended) The Statute of the University of Johannesburg approved 27 August 2010 Volume 524 no 33492, Policies, rules and procedures.

In its mission, the University commits itself to the following:

1.1.1 Quality education 1.1.2 Leading, challenging, creating and exploring knowledge 1.1.3 Supporting access to a wide spectrum of academic, vocational and technological teaching, learning and research 1.1.3 Partnerships with our communities 1.1.5 Contributing to national objectives regarding skills development and economic growth

The values guiding all University activities include:

1.1 Academic distinction 1.2 Integrity and respect for diversity and human dignity 1.3 Academic freedom and accountability 1.4 Individuality and collective effort

1 1.5 Innovation

1.2 Structure The Higher Education Act provides for the following structures:

1.2.1 Council 1.2.2 Senate; and 1.2.3 Institutional Forum.

The Vice-Chancellor and Principal of the University is Prof Ihron Rensburg. The Management Executive Committee assists the Vice- Chancellor and Principal, Prof Rensburg with his day-to-day management of the University. This committee consists of the Vice-Chancellor and Principal, Deputy Vice-Chancellor (Human Resources and Institutional Planning), Deputy Vice-Chancellor (Academic), Deputy Vice-Chancellor (Research, Innovation & Advancement), Deputy Vice-Chancellor (Finance) and the Registrar.

The Council governs the University of Johannesburg and is constituted according to the provisions of the Higher Education Act No. 101 of 1997 (as amended) and the Institutional Statute of the University of Johannesburg 27 August 2010 Volume 524 no 33492. Its responsibilities include determining the mission, objectives, goals, strategies and policies for the progress of the institution. It must also ensure an environment that is conducive to attaining these goals efficiently, effectively, economically and ethically. In addition, the Council has the responsibility of maintaining and ensuring a financially secure, healthy and viable environment and is accountable for all decisions made at UJ. The Council is currently chaired by Prof Rory Marcus.

The Senate is the body responsible for academic matters at the University and is made up mainly of full professors and heads of departments. By law, the Senate is accountable to the University’s Council for all the teaching, learning, research and academic functions of the institution and all other functions delegated or assigned to it by the Council.

The UJ Senate currently comprises about 250 members under the chairpersonship of Vice-Chancellor Prof Ihron Rensburg. The Registrar is the Secretariat of the UJ Senate.

2. BACKGROUND TO PAIA Access to information is a human right that is protected by Section 32 of the Constitution of South Africa. In addition to this human right, the Promotion of Access to Information Act 2(PAIA) of 2000 protects and upholds the rights of people to access information. The PAIA is promulgated to enhance the transparency, accountability and effectiveness of government. Principles of good governance are

2 openness, the free flow of information and keeping citizens properly informed.

The University of Johannesburg is committed to the general principles of good governance, including transparency, openness, integrity, accountability, fairness and responsibility to all its stakeholders as advocated in the King Report on Corporate Governance for South Africa – 2009 (King III Report). Accordingly, the University’s Council endorses, and, during 2006, has applied the Code of Corporate Practices and Conduct, and the Code of Ethical Behaviour and Practice as set out in the King III Report.

This manual is the University’s manual in compliance with the PAIA.

The Act establishes voluntary and mandatory procedures to give effect to access to information and enables persons to obtain records as swiftly, inexpensively and accurately as possible.

Should you have any further queries about the function of PAIA at the University, do not hesitate to contact the Deputy Information Officer concerned.

3. GUIDE OF HOW TO USE THE PROMOTION OF ACCESS TO INFORMATION ACT IN TERMS OF SECTION 14(c) OF THE ACT In terms of Section 10 of the Act, a guide on how to use the Act will be prepared by the Human Rights Commission. Any queries can be directed to The South African Human Rights Commission with the following contact details:

Postal Address: PAIA Unit, Private Bag 2700, Houghton, 2041. Phone: 011 – 484 8300 Fax: 011 – 484 0582 Website: www.sahrc.co.za E-mail: [email protected]

4. GUIDELINES TO REQUESTING INFORMATION FROM THE UNIVERSITY OF JOHANNESBURG

Please refer to the following before submitting a request to the University of Johannesburg: 4.1 The request must relate to information about the University or deemed to be held by it. 4.2 Visit the University’s website before submitting a request. There is a considerable amount of information available on the website that may assist you in your request. 4.3 Follow the instructions in this Manual: Promotion of Access to Information.

3 4.4 It is important to complete the “request form” for obtaining information since this is the only way that the University can track a request and acknowledge receipt. 4.5 A deposit and an access fee are payable.

5 HOW TO REQUEST INFORMATION

5.1 EXTERNAL REQUEST FOR INFORMATION A request for information can be made either

5.1.1 online via email according to the under mentioned process

Request for Access to Record of a Public Body – UJPAIA Procedure a. Go to the following web address: www.uj.ac.za

Scroll down to the quick links and select “UJ PAIA”

b. c. Click on “UJ PAIA” d. A menu will appear on the left side with a quick link and the option “FORMS” e. Click on “Request: Request for Access to Record Of Public Body”

4 f. A Form should appear with the following headings: “ANNEXURE B IN TERMS OF NOTICE 187 OF GOVERNMENT GAZETTE OF 15 FEBRUARY 2002” “FORM A” “REQUEST FOR ACCESS TO RECORD OF PUBLIC BODY” g. Ensure that you fill out all the relevant information as accurately as possible. Ensure that you provide all the information that you consider relevant to the request. Be specific and give good reasons. Do NOT be vague. If you have any documentation that you believe will support your request – ensure that you state the availability of the documentation and your email address, should the information officer require such documentation in order to assess your request. h. Once everything has been filled out –scroll to the bottom of the page i. You will see a heading that says “Secure form” There is a code beneath this. Fill out the code (accurately) into the box located to the right of the code. j. Click “Submit Form” k. A window should open with the message: “Your request has been successfully submitted” l. You may now await “Letter of Acknowledgment” from the Information Officer who will decide in terms of the Promotion of Access to Information Act, whether your request can be granted or not.

5.1.2 Requests for Academic Records and Transcripts

Please note: Do not use UJPAIA if you request the following: a) an academic record (transcript) and/or b) transcript supplement (a shortened version of your curriculum) c) Verification of a qualification

LOG THESE REQUESTS ON THE QVS WEBSITE: www.qvs.co.za as in under mentioned process

QVS PROCESS AND TIMELINES TO ALUMNI

ONLINE QUALIFICATION VERIFICATION SERVICE

The University of Johannesburg (UJ) has outsourced student enrolment and qualification verifications to Qualification Verification Services (QVS) as from 1

5 January 2010. QVS specializes in the online verification of academic qualifications and student enrolments and offers a secure and cost-effective service. Verification reports can be obtained instantly via the Internet.

QVS acts as an agent for UJ and handles requests for the following online verification services:

DEFINITIONS

1. What is a Transcript This is a report that provides confirmation (Academic Record)? of qualification achieved, student number, identity number, when the qualification was issued, (if completed) modules registered for and marks. 2. What is a Transcript This is a report that contains the Supplement? outline/curriculum of modules and credits or the qualification as well as the modules passed. 3. Declaration letter of This letter serves as a declaration of the subjects passed modules that the alumnus passed. This could be used to get employment after academic year before conferral of a degree at a graduation ceremony. 4. Alumnus Within the context of our institution a former student of the UJ, RAU and TWR is an alumnus 5. Student A student is a person currently enrolled at the University of Johannesburg and can obtain academic records direct from faculty for a fee of R40.00

 Note: a transcript supplement relies to a large extent on individual execution.  PROCESS

1. Identify the group to which you belong and then identify when you could expect your academic transcript and/or transcript supplement from UJ. SUBSIDISED PROGRAMMES 1. UJ ALUMNI from 2005 to current date Academic record (Transcript) only 3 working days Transcript supplement 20 days

2. Students from previous Higher Education Institutions 2.1 RAU ALUMNI from 1989 to end 2004 Academic Record (Transcript) only 3 days Transcript supplement 20 days

2.2 TWR ALUMNI from1986 to end 2004

6 Academic Record (Transcript only 3 working days Transcript supplement 20 days where possible

2.3 Academic transcript and transcript supplements older than: a) RAU before 1989 40 working days b) TWR before 1986 40 working days

NON-SUBSIDISED The non-subsidised programmes offered at UJ Could be executed in 15 over the past three years are easily available. working days Non-Subsidised programmes previously offered at Will require up to 40 other Higher Education Institutions (former RAU working days and TWR)

 For more information access the QVS brochure on the website of UJ. 2. How to register as an alumni student on QVS website:

STEP: 1 1. Go to registration form on registration page of QVS at www.qvs.co.za 2. Select profile type: buyer; student or supplier. 3. Provide personal/company information. 4. Accept terms and conditions. 5. Receive QVS email.

STEP: 2 1. Receive an email with username and password and link if interested 2. To pay by monthly debit order follow step 3 3. Use username and password to login on the home page of QVS. 4. If this is not available contact the QVS assistant at UJ 5. Credit card and pre-paid payment users have immediate access to qualification reports. If this is not available contact QVS assistant at UJ

STEP: 3 1. Email with username and password will link to credit application form 2. Complete credit application form and submit. 3. Receive mail to confirm debit order payment approval.

* Please take note that all entry fields should be completed in QVS especially Full names, ID number, student number, name of course, year completed, etc.)

7 FREQUENTLY ASKED QUESTIONS ABOUT QVS:

Question: Answer: 1. Why do I have to pay for my  Students have always paid for this academic transcript supplement/ service however instead of paying transcript (academic record)? the faculty, an external company was appointed to administrate payment and tracking of the request.  Faculties source the content and this takes time and effort to issue a transcript (academic record) and transcript supplement.

2. When it’s an Ex TWR which takes TWR qualifications were issued by the longer, the issuing of transcript Department of Education. Therefore academic record or transcript only paper copies where kept. During supplement? the merger with RAU a certain amount of information was digitize. Currently the remaining records are being sorted and will be scanned shortly. This will hopefully shorten the process.

3. Who to contact when incorrect Any discrepancies are dealt within the details/incomplete records appear following on transcripts? Faculties. Art,Design,Architecture: 011 559 1471 Engineering and Built Environment 011 559 2119 Education: 011 559 4065 Financial & Economic Science: 011 559 3959 Health Sciences: 011 559 2520 Humanities: 011 559 2197 Law: 011 559 2645 Management: 011 559 4135 Science: 011 559 2471

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Contact details of QVS:

Carol Adams 021-880 1033 [email protected] 021 880 1490 www.qvs.co.za

Contact details of University of Johannesburg:

Rosinah Mathe [email protected]

011 559 4342

Office Hours: 08:00-16:00 Monday to Friday

5.1.2 Requests via Post Via post in a paper-based format according to the following procedure: a. Print the formal request form that is available on the web page http://www.uj.ac.za or phone 011 559 b. Fill in all the fields on the request form. Supply a motivation for your request. c. Make sure that you indicate your official capacity or designation to assist us in processing your request. d. If you are requesting information on behalf of somebody else, please indicate the capacity in which you are related to the individual or organisation so that we do not deny you access on the basis that the information is confidential. e. Send the request to one of the following addresses:

Postal Address Physical Address The Information Officer University of Johannesburg (Attention: Elize de Wet) Auckland Park Kingsway Campus PO Box 524 Cnr Kingsway and University Road Johannesburg Auckland Park 2006

Email: [email protected] Fax number: 011 726 8373 or Attention: The Information Officer [email protected] University of Johannesburg f. The University of Johannesburg will reply within 30 days as to whether your information is accessible and where you can collect it. g. In certain instances you may be required to pay a fee to the University before the record that you have requested will be made available to you.

9 h. The University will only begin searching for the information once payment has been received. i. External requesters may be required to pay the following fees: Deposit: Individuals R30, 00 Business R50, 00 Access: Individuals R50, 00 Business R200, 00 Banking details: Bank: ABSA Account number: 405 564 2621 Entity will be reference number: 05.05.161120.20.16400.0 j. On receipt of the money, the University may disclose the record to you in the format that you have requested or in the format in which the record is available. k. Please ensure that you mention the format of the record that you have requested so that we can be of maximum assistance to you. l. If you have a disability or if you are unable to read or write, please contact the Deputy Information Officer assigned to your specific request who will assist you in completing the request.

5.2 INTERNAL REQUEST FOR INFORMATION 5.2.1 A request for information can be made either online via email en via post in a paper-based format. 5.2.2 Print the internal request form that is available on the Intranet. Governance and policies/governance/internal request for information 5.2.3 Fill in all the fields on the internal request form. 5.2.4 Make sure that you indicate your official capacity or designation to assist us in processing your request. 5.2.5 If you are requesting information on behalf of somebody else, please indicate the capacity in which you are related to the individual internally so that we do not deny you access on the basis that the information is confidential. 5.2.6 Send the internal request to one of the following addresses:

Postal Address Physical Address The Information Officer University of Johannesburg (Attention: Elize de Wet) Auckland Park Kingsway Campus PO Box 524 Cnr Kingsway and University Road Johannesburg Auckland Park 2006

Email: [email protected] Fax number: 011 726 8373 Attention: The Information Officer University of Johannesburg

10 5.2.7 The Corporate Governance Office will reply within two working days as to whether your request has been approved.

6. CATEGORIES OF RECORDS AUTOMATICALLY AVAILABLE WITHOUT A WRITTEN REQUEST IN TERMS OF SECTION 14(e) and 15(2) OF THE ACT 6.1 All information published on our internet at www.uj.ac.za is available without having to submit a request for this information.

7. SUBJECTS AND CATEGORIES OF INFORMATION KEPT BY THE UNIVERSITY IN TERMS OF SECTION 14(d) OF THE ACT 7.1 Council, Senate and MEC Agenda’s, Minutes of Meeting and Members attendance lists.

7.2 Student Matters 7.2.1 Student records 7.2.2 Academic Records 7.2.3 Examination papers, scripts and statics 7.2.4 Student bodies and associations

7.3 Administrative Matters 7.3.1 Faculty Board meeting agenda’s and minutes of meetings. 7.3.2 Admission requirements and policies 7.3.3 University policies and procedures 7.3.4 Academic regulations 7.3.5 Convocation membership

7.4 Employee Matters 7.4.1 Employee records 7.4.2 Pay roll 7.4.3 Employee policies and procedures 7.4.4 General conditions of service

7.5 Publications 7.5.1 Journals and monographs 7.5.2 University Newsletters 7.5.3 University Calendar 7.5.4 Prospectuses

7.6 Other 7.6.1 Financial records and statements 7.6.2 Annual Reports 7.6.3 Contracts 7.6.4 Research, scientific and technical records 7.6.5 Property and asset registers

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8. DESCRIPTION OF SERVICES AVAILABLE TO MEMBERS OF THE PUPLIC AND HOW TO GAIN ACCESS IN TERMS OF SECTION 14(f) OF THE ACT A comprehensive list of services is contained in the University’s prospectuses of the various faculties as well as on the University’s website on www.uj.ac.za.

9. PARTICIPATION IN POLICY OR DECISION MAKING BODIES OF THE UNIVERSITY IN TERMS OF SECTION 14(g) OF THE ACT Students and staff may participate in policy- and decision making processes of the University in accordance with the provisions of the Higher Education Act 101 of 1997 (as amended), as well as in terms of the Statute and other internal procedures as agreed with student and staff representatives.

10. THE UNIVERSITY OF JOHANNESBURG’S MANAGEMENT STRUCTURE AND FUNCTIONS PERTAINING TO THE PROVISION OF INFORMATION The internal management structure of the University pertaining to the provision of information and the functions of the relevant controlling officers regarding the implementation of the relevant legislation are as follows:

10.1 Chief Information Officer As Information Officer, the Vice-Chancellor is the keeper of information and is responsible for the implementation of the provisions of the relevant legislation. The Vice-Chancellor delegates the powers and duties conferred on him/her by the Act to the Registrar.

10.2 Chief Information Officer/Legal Compliance Officer The Registrar acts in the capacity of Chief Information Officer responsible for all the powers and duties delegated to him/her by the Vice-Chancellor in terms of the Act and as the Legal Compliance Officer for this portfolio.

10.3 Deputy Information Officers

NAME DESIGNATION TELEPHONE FAX EMAIL (011) (011) Elize de Wet Corporate 559 4894 559 2994 [email protected] Governance Officer Jaco van Finance 559 3350 559 3032 [email protected] Schoor Pamela Human 559 2552 559 3717 [email protected] Dube Resources Sarita Education 559 2550 559 2292 [email protected] Rademeyer

12 Elize Maas Engineering 559 2115 559 2054 [email protected] Rene Health 559 6234 559 6227 [email protected] Vosloo Sciences Yasmin Humanities 559 2750 559 2797 [email protected] Sibran Andre Law 559 2645 559 2049 [email protected] Kleynhans Lee-Anne Management 559 4135 559 3876 [email protected] Govender Naomi Science 559 2471 559 3207 [email protected] Strydom Lizette Art, Design 559 1471 559 1134 [email protected] Hollander and Architecture Elmarie Economic and 559 3959 559 2036 [email protected] Vermeulen Financial Sciences CAMPUS DIRECTORS APK Andre Coetzer 559 4232/5 559 1481 [email protected] APB Andre Coetzer 559 1330 559 1481 [email protected] DFC Joe Manyaka 559 5519 [email protected] SOWETO Joe Manyaka 559 5519 [email protected]

11. ADDRESSES, WEBSITE AND OTHER CONTACT DETAILS OF THE UNIVERSITY OF JOHANNESBURG’S CAMPUSES

University of Johannesburg Website: http://www.uj.ac.za

Contact details: Switchboard: 011 559 2911 Corporate Governance Office: 011 559 4894

PHYSICAL ADDRESSES POSTAL ADDRESSES Auckland Park Bunting Road Campus PO Box 17011 Bunting Road Doornfontein Auckland Park 2028 Johannesburg

Auckland Park Kingsway Campus Cnr Kingsway and University Road PO Box 524 Auckland Park Auckland Park Johannesburg 2006

13 Doornfontein Campus 37 Nind Street PO Box 17011 Doornfontein Doornfontein Johannesburg 2028

Soweto Campus Old Potchefstroom Road Private Bag X09 Power Park Bertsham Soweto 2013

12. REMEDIES AVAILABLE IN TERMS OF THE ACT

12.1 Internal Appeal in terms of Section 74 of the Act Should you believe that any refusal by the University to grant information to you is unjustifiable, or should you have grounds for complaints in terms of the PAIA, you may lodge an internal appeal with the University (see Access to Information (FORM B).

Fill in the following information on Form B: 1. Name. 2. Reference number. 3. Subject on which the information was requested. 4. Date requested. 5. Reason for disagreement, as well as the reasons for refusal that the University has provided.

This information needs to be lodged as described above by letter or online within 60 days of the complaint occurring, at one of the following addresses:

POSTAL ADDRESS PHYSICAL ADDRESS The Information Officer Auckland Park Kingsway Campus Attention: Elize de Wet Cnr Kingsway and University Road PO Box 524 Administration Building Johannesburg Room 308 2006 University of Johannesburg Auckland Park Kingsway Campus Johannesburg

EMAIL FAX NUMBER [email protected] Attention: Elize de Wet or University of Johannesburg [email protected] Fax number: 011 559 2994

Should the information be lodged after the 60-day expiry period, the University will endeavour, as far as possible, to act on the appeal.

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An amount of R100, 00 may be required as an appeal fee. This will be used to offset the price of the requested information should your request be granted. This amount is forfeited should the University uphold its original decision.

If, in addition to the written reply, you wish to be informed of the result of the internal appeal in any other manner, please state the manner in which you wish to be informed and provide the necessary details.

12.2 Appealing to Court Should your complaint not be satisfied by the internal appeal and, provided that the internal appeal procedures have been exhausted, you may apply to the Court in terms of Section 78 – 82 of the Act.

The Court, on hearing an application, may grant a just and equitable order including:

12.2.1 confirming, awarding or setting aside the decision that is the subject of the application concerned; 12.2.2 requiring the Information Officer to take some action or to refrain from taking such action, whichever the Court considers necessary; 12.2.4 granting an interdict, interim specific relief, a declaratory order or compensation; 12.2.5 costs.

13 OTHER INFORMATION For any other information not contained in this manual, kindly contact the Deputy Information Officers, whose contact details are given in paragraph 10.3.

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