ACCREDITING PRIVATE STUDENT ACCOMMODATION …

1 1 GUIDELINES FOR ACCREDITING PRIVATE STUDENT ACCOMMODATION PROVIDERS and PAYMENTS TO ACCREDITED PROVIDERS 16 August 2021 1 Purpose of the guidelines The purpose of the guideline is to provide clarity, equal opportunity and consistent treatment, of all the service providers of privately owned ACCOMMODATION facilities across all three campuses of the North-West University and to ensure that the university addresses the critical areas of risk associated with the provision of ACCOMMODATION . This guideline should be read in conjunction with the Policy on the Minimum Norms and Standards for STUDENT Housing at Public Universities (Government Gazette 39238, dated 29 September 2015) and the Higher Education Act of 1997 (as amended). This guideline does not replace or release any service providers of privately owned ACCOMMODATION from any local, provincial and national legislation, which applies to any aspect of housing and students housing ACCOMMODATION .

2 Accreditation Process Payment of accreditation feeSubmission of application documents via the Online LinkNoYesNoYesNoYesNoYesAccreditation Committee evaluates all documents submittedDocuments complete and acceptable Accreditation awardedAccreditation application declinedNWU effect payments for all students directly to the accredited landlord in four instalmentsStudents submit required details and lease agreements to NWU via Online LinkLandlords submit details of students residing with them for payments to be preparedAccreditation and Payment Process 2022 Application checked for correctness and to matters as requested by NWU accreditation committeeNWU accreditation committee to contact landlord to make arrangements for an accreditation accreditation committee inspection of siteCompliance to accreditation requirementsInfo completePhysical inspection requiredDesk Top Evaluation2 Application Form The Application form for accreditation for 2022 will be available online and ALL applications must be submitted through this link.

3 The application form and the required supporting documents (as stipulated in par ) must be completed and submitted by 30 September 2021 for the accreditation of the facilities for 2022. a) Only applications that have been completed in full will be considered. b) An application form must be completed and submitted online in respect of each physical address for which accreditation is required. c) All applications for the accreditation of STUDENT ACCOMMODATION must be submitted before the closing date. d) No late applications will be considered. It is the responsibility of the applicants to familiarize themselves with the closing date and relevant application procedures. e) Please note that the submission of the application form or any other document/s does not grant an automatic accreditation.

4 Your accreditation status of 2021 does not automatically transfer to 2022 and new applications MUST be submitted. A committee appointed by the Director of Business Enterprise and Development or his or her delegate will process the application form. The Chairperson of the Accreditation committee will issue feedback to all applicants to inform them of the decision made by the committee within a reasonable time, upon which a site visit will be scheduled Application Fee a) An application fee equal to 1% of the total capacity revenue generated by the applicant s accredited facility, up to a maximum of R10 000 is payable with the application. Example : 25 beds in total in the facility at R31 600 = R790,000 X 1% = R7,900 up to a maximum of R10,000 b) The application fee is non-refundable even in the case of non-accreditation.

5 C) The application fee is payable when the application is made. d) Proof of the deposit should be added to the documents submitted with the application for accreditation. Your application will not be considered without the proof of payment of the application fee. e) The application fee should be paid into the following bank account of NWU: ABSA Bank Account Name: NWU Diverse Account Number: 067 064 2313 Branch Number: 632005 Reference: ACC followed by the ID Number of individual OR Registration number of the entity. Criteria Documents to be provided a) Required Documents (For the application to be evaluated) Please ensure that the following documents are ready for uploading when you prepare to submit your application online.

6 O An example of a Lease Agreement with the STUDENT , confirming the 3 ACCOMMODATION fee and facilities offered. o Proof of ownership of the building. o Latest municipal account. o Copies of owners/Directors IDs. o Tax Clearance certificate of owner/entity. o Receipt of accreditation fee. o Proof of banking details. o Proof for installation of Wi-Fi sufficient for all students in the facility. o Signed Covid19 Compliance Certificate Annex C of this communication. Your online application submission will be recorded even if you submit it without ALL these documents. However, the application will NOT be considered until ALL these documents have been presented to the Accreditation Office through the Online platform. b) Optional Documents (For the application to be evaluated) o Zoning certificate or proof of application.

7 O Proof of a generator to assist all students being accommodated in the facility with emergency electricity supply. o Gas installation certificate where applicable. o Proof that emergency water supply is available on the site. o Fire equipment installation and inspection certificates. o Insurance certificate for Public liability. Desk Top Accreditation Process This process refers to applications which, due to the number of beds, may not justify a physical inspection. The accreditation committee may in its own discretion decide to fully rely on documents submitted by the applicant to award an accreditation number or to deny the award on the basis of the submitted documents. The issuing of a desk top accreditation number does not exempt the applicant from a physical inspection at any time after such award has been made.

8 A desk top accreditation is valid for the full year and has the same value as an accreditation number where a physical inspection took place. Inspection visits to facilities may at any time during the year be conducted under leadership of the Accreditation Committee. Inspections a) Scheduled inspections will be conducted as per date sent to the applicant. On inspection date either the owner or an authorized person must be available to accompany the Accreditation Committee for the inspection. b) All areas (kitchen/bathrooms/bedrooms/laundry/stud y area/warden flat) MUST be accessible for the Committee to complete the inspection. c) No construction sites will be accredited until the buildings on the site have been completed and declared safe.

9 This rule also applies to minimum required facilities that are not yet completed. d) Please note due to various inspections conducted on the scheduled date, delays may be experienced. In these cases sufficient notification will be provided. The owner/authorized person of the facility to be inspected, must be available on the date scheduled and contact numbers must be provided in order to communicate the date. 4 e) The committee does not inspect a show room; they inspect the entire residence - that requires the complete residence to be ready for occupation when you apply for accreditation. f) Unannounced spot check visits may be conducted from time to time. Safety and Security Requirements a) Residence rules for the students should address all safety matters related to the provision of ACCOMMODATION to students , but will, as a minimum, have the following: o No alcohol allowed on the ACCOMMODATION premises unless in an environment dedicated for the supply of alcohol, such as a bar with a barman and under a controlled environment.

10 O No drugs or a substance which has a narcotic effect allowed on the ACCOMMODATION premises o No visitors after certain hours during the week and over the weekends o No sleeping over of friends in rooms where students shared ACCOMMODATION o Proper Access control Accreditation outcomes The possible outcome of the accreditation process: TYPE OF ACCREDITATION DESCRIPTION DURATION Full Accreditation Exceed the minimum requirements and support extra curricula activities. Valid for 3 years Accreditation Meet the minimum requirements. Valid for 1year Conditional Accreditation Partially meets the requirements and has shown great improvement after receiving the preliminary inspection list of deviances but has not met or corrected all the deviances raised by the committee.