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Management of the Bloemfontein Vista Campus - uovsacza
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MANAGEMENT OF THE BLOEMFONTEIN “VISTA” CAMPUS
1. The purpose of this document is to clarify the management model for the above
campus. However this must not be seen as the final word on the matter, the
model will be adjusted if and when it becomes necessary.
2. Points of departure
(a) A dual reporting system will form the basis of the management and
coordination of the Vista Campus.
(b) The management system should provide for on-site control of the day-to-
day operations of the Vista Campus.
(c) Management and administration must be organised so as to enhance the
sense of belonging to a single integrated institution.
(d) Vista Campus should be managed in terms of specified powers delegated
by Council with accompanying responsibilities.
(e) Coordinators on Vista Campus should be sufficiently empowered to
function with confidence and efficiency within the rules, guidelines, policies
and procedures of the University of the Free State.
(f) Managers and coordinators should then be held responsible and
accountable in their specified areas of jurisdiction and according to the
issues at hand.
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(g) UFS administrative policies and procedures as well as delegated powers
and responsibilities must be clearly spelt out. All such rules, guidelines,
policies and procedures should be communicated with Vista Campus staff
(in English), and where such do not exist, operational guidelines should be
drawn up by line managers and communicated to Vista officials.
(h) Line management and coordinating functions and responsibilities are to be
clearly specified between equivalent sections or departments on the UFS
Main Campus and the Vista Campus.
(i) Administrative policies, procedures and systems must be aligned between
the UFS Main Campus and the Vista Campus.
(j) Management control and level of approval rest with the official one level
higher than the staff member concerned.
(k) The experience of the Vista Campus of being a satellite campus in a
multicampus institution should be acknowledged and built on for the future
effective functioning of the Campus. This means that the Main Campus
should also learn from this experience.
3. Dual Reporting System
The dual reporting system implies that Vista staff will report to the relevant line
managers at the Main Campus as their primary line of reporting as well as the
coordinators and Campus Head/Principal at the Vista Campus on certain campus
specific issues.
The broad distinction is that the coordinators of the Vista Campus will report to
the Main Campus line managers in all aspects, such as indicated in the next
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paragraph, except for those that are specifically delegated and operational and
disciplinary matters that are campus specific.
It is the responsibility of the Campus Head/Principal and the coordinators on the
Vista Campus to see to the day-to-day smooth running of the Campus, whether
all personnel have reported for duty, whether lectures are taking place, whether
students grievances are attended too, etc.
Continuous and reciprocal communication between staff and managers on the
Main Campus and between Vista and Main Campus staff regarding the
operational implications of decisions or directives from line managers on Main
Campus is crucial for the effective functioning of the management structure.
The effectiveness of management on the Campus hinges on successful
communication of all decisions and assignments.
4. The Campus Head/Principal
Prof Talvin Schultz has been seconded on a full-time basis to the Main Campus
of Vista in Pretoria for the first 6 months of 2004. However, he has also been
granted leave to be available to the University of the Free State in order to assist
with the repositioning of the Vista Campus and to perform the functions of
Campus Head/Principal, when available.
It has therefore been agreed with Prof Schultz that, for the time of his
secondment, his main focus will be on the strategic repositioning of the Vista
Campus and that he will therefore not be involved in the day-to-day operational
management, except when requested by the Rector. This of course does not
mean that his advice may not be sought in all matters pertaining to the Vista
Campus. It does mean, however, that the designated coordinators will have
the responsibility of helping to “manage” the campus in the context of the
dual reporting system during his absence. This system implies that when
Prof Schultz is not on campus there is no acting Campus Head/Principal.
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The following table sets out the reporting structure.
Notes:
1. Some of the Vista staff members may have responsibilities
falling under more than one line manager at the Main Campus.
In such instances staff carry on with their present duties and
liaise with the relevant line manager on the Main Campus.
2. The Vista organogram has been used as a point of departure
for this proposed management structure.
FUNCTIONS REPORT TO
Main Campus Vista Campus
Campus Head/Principal Rector & Vice-
Chancellor
Prof TG Schultz Prof FCvN Fourie N/A
ACADEMIC PROGRAMMES
VISTA COORDINATOR REPORT TO
Main Campus Vista Campus
Faculty of Humanities Dean *Campus Head/
Principal
Dr EJ Mohatlane Prof GW de Klerk *Prof TG Schultz
Faculty of Economic and Dean *Campus
Management Sciences Head/Principal
Mr AC Neethling Prof MJ Crous *Prof TG Schultz
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Faculty of Natural and Agricultural Dean *Campus
Sciences Head/Principal
Prof TM Acho Prof HD van *Prof TG Schultz
Schalkwyk
Faculty of Law Dean *Campus
Head/Principal
Prof J Baloro Prof JJ Henning *Prof TG Schultz
School of Education Head School of *Campus
Education Head/Principal
Dr SP van Tonder Prof GS Niemann *Prof TG Schultz
Note:
Please note that according to the dual reporting system the academic staff report to the
Head of Department on the Main Campus.
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ADMINISTRATIVE AND SUPPORT SERVICES:
CAMPUS REGISTRAR/SUPPORT Registrar Student *Campus
SERVICES COORDINATOR Academic Head/Principal
Services/Chief
Director:
Operations
Mr MT Sekoto Mr VF Collett/Prof *Prof TG Schultz
DA Viljoen
Policy implementation
Administrative records
Student records
Service contracts
Student enquires
Examinations
Registrations & Records
Mr W Gordon
Mr PJ Modiko
Miss LR Mohatlane
Mrs VVA Seape
Mrs SP Tau
Mr LJ Thebe
Miss ME Wesi
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FINANCE Director Financial *Campus
Administration Head/Principal
*Prof TG Schultz
Mrs L Potgieter Mr CR Liebenberg Support Services
Coordinator
Mr MT Sekoto
Financial policy implementation
Financial records
Asset management
CAMPUS LIBRARIAN Registrar: *Campus
Information and Head/Principal
Technology *Prof TG Schultz
Mr A Arko-Cobbah Director Library Support Services
Mr CR Namponya Coordinator
Mr MT Sekoto
Books
Periodicals
Service
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PUBLIC RELATIONS Head: Marketing *Campus
Head/Principal
*Prof TG Schultz
Ms TBJ Nxumalo Dr I van Rooyen Support Services
Coordinator
Mr MT Sekoto
Projecting positive image
Liaison & promotion
Function organizer
HUMAN RESOURCES Director Human *Campus
Resources Head/Principal
*Prof TG Schultz
Miss BB Lupindo Mr LS Geyer Support Services
Coordinator
Mr MT Sekoto
Staff recruitment
Process staff benefits
Represent in disputes
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STUDENT SUPPORT Acting Dean *Campus
Student Services Head/Principal
*Prof TG Schultz
Mrs A Prins Dr N Luyt Support Services
Coordinator
Mr P C Mokoena.
Mr MT Sekoto
Counselling
Academic skills
Sports & Culture
Admin Officers
FIN AID Registrar: Student Assistant
Academic Registrar:
Services Finance
Miss CA Mallett Mr VF Collett Mrs L Potgieter
Bursaries
Loans
ASSET CONTROL Director Financial Assistant
Administration Registrar:
Finance
Mr MG Mboyana Mr CR Liebenberg Mrs L Potgieter
Distribution
Inventory Control
Arena
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MAIL Assistant Director: Assistant
Logistic Services Registrar:
Finance
Mr A Foster Mr PC Ryan Mrs L Potgieter
Mail
Courier
P’COPYING Director: Financial Assistant
Administration Registrar:
Finance
Mrs PP Thebe Mr CR Liebenberg Mrs L Potgieter
Printing
Facsimiles
GENERAL ADMIN
Switchboard and fax Assistant Director: Support Service
Logistic Services Coordinator
Mrs ME Mohai Mr PC Ryan Mr MT Sekoto
Mrs L Preite
IT Network Director: Support Service
Computer Coordinator
Services Mr MT Sekoto
Mr HJ Stadler Mr ET Altona
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ASSET CONTROL Director: Financial Assistant
Administration Registrar:
Finance
Mr GP Selebano Mr CR Liebenberg Mrs L Potgieter
ACAD ADMIN Registrar: Student Support Service
Academic Coordinator
Services
Various Mr VF Collett Mr MT Sekoto
TECH SERV Manager Physical Support Service
Resources Coordinator
Mrs JM Combrinck Mrs MC Deysel Mr MT Sekoto
Maintenance
Car fleet
Structural improvements
Gardens
SECURITY Manager Security Support Service
Coordinator
Contracted out Mr WJ Frankim Mr MT Sekoto
Secure precincts & property
Protect persons
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5. Committee representation
In view of the envisaged review of the committee structures at Main Campus, a final
decision will be taken when this process is concluded.
Until then Vista staff members will be represented in the following committees:
Senate: all full professors as specified in the Senate’s Constitution
Institutional Forum: matter will be taken up with the chairperson
Executive Management: Campus Head/Principal or his representative,
Faculty Boards: All qualifying members of academic departments, as determined
by each UFS faculty’s rules,
6. Allocation of operational budget
Budgets have been allocated to the Managers on the Main Campus for the
operational expenses of the Vista Campus. Line managers at UFS, and their
relevant colleagues at Vista Campus must see that procedures are in place to
ensure the smooth running of the campus.
It is suggested that the sanctioning of operational expenditure should be
delegated to the relevant Vista staff member, but that the capital expenditure be
controlled by the line manager at the Main Campus. What constitutes capital and
operational expenditure will differ from department to department but it is
extremely important that every line manager ensures that there is no
unnecessary confusion on this matter.
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7. Leave of absence
Leave of absence for Vista staff must be recommended by the Campus
Head/Principal or the relevant coordinator when the Campus Head/Principal is
not available and approved by the line manager at the Main Campus.
8. Courier Service
A daily courier service will be operational between the Main Campus and the
Vista Campus.
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