WITS inhouse developedPeoplecode based Residence Management System SESSION

WITS (inhouse developed/Peoplecode based) Residence Management System SESSION 10079 11 July 2018 SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

PRESENTERS Claudine Prim Nicci Kleynhans Assistant Registrar Consultant Wits University Visions Consulting claudine. prim@wits. ac. za nicci@visions. co. za Claudine is responsible for overseeing all aspects of the first year in-take, including the oppidani meals for day students and managing Staff, Visitor and Postdoc Accommodation and all finance related matters on students residence fee accounts. Lucia Thandi Radebe Admin Officer Wits University thandi. radebe@wits. ac. za SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

CAMPUS HOUSING AND RESIDENCE LIFE At Wits, our residences are LIVING and LEARNING centres. We offer a wide variety of residence accommodation, ranging from single-gender residences, catering residence, to mixed-gender residences 17 residences over the various campuses and within Braamfontein. Totalling approximately 6200 students. SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

OVERVIEW – FLOW CHART 5 3 1 SECTION 3 Residence Offers • Offer Acceptance Pending, • Offer Accepted, • Offer Decline Offer Withdrawn SECTION 1 Residence Application • Student self-service • Residence Stack 2 SECTION 2 Residence Selection • RAR (Residence Admission Rating) calculations and discretions SECTION 5 Residence Check -in and Check-out • Check-in • Inventory check/issues • Cancel notice • Cancel check-out • Check-out Final check-out 4 SECTION 4 Residence Placement • Placed • Placement Notification Sent • Placement Acceptance Pending • Placement Accepted • Placement Decline • Placement Withdrawn SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

• Applicants/students submit a residence application on the self-service portal. • Staff are also able to captured a residence application on behalf of a student on the residence stack. NO EXCUSES “If you really want to do something, you’ll find a way. If you don’t, you’ll find an excuse” - Jim Rohn SECTION 1 RESIDENCE APPLICATION SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

RESIDENCE SELFSERVICE APPLICATION SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

STUDENTS

STAFF

STUDENTS

STUDENTS SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

• Residence decisions are made using a RAR (residence admission rating) score. • The score is made up of Date of Application, Distance, Age, Academic (APS), Quintile 1, 2, 3 & Acceptance of Academic Offer. • Younger applicants (from 16 upwards) get more points when applying for catered residence. • A number of rooms are reserved for VC Scholarship, Sports, Bursars/Donors and discretionary decisions. • Applicants with physical disabilities are automatically given accommodation. SECTION 2 RESIDENCE SELECTION SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

RESIDENCE MANAGEMENT SELECTION MAKING LIFE EASY…. ONE RULE AT A TIME SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

• Once an academic offer is made provisional or firm, the RAR score will calculate and if you qualify within the 83 points and above, depending on how many spaces are available, a residence offer will be given. • Offers can be made automatically or manually. • Self-catering offers are made for the specific residence. • All students have 3/7 days depending on the time of year to accept their offer. Failing which the offer will be withdrawn. • Scores below 70 will automatically be rejected. SECTION 3 RESIDENCE OFFERS SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

OVERVIEW – OFFERS 3 SECTION 3 Residence Offers • Offer Acceptance Pending, • Offer Accepted, • Offer Decline Offer Withdrawn SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

• On acceptance of a residence placement, Catered students will be placed in a residence for the degree they accepted. • Self-catered students into the residence of their choice. • Single rooms are allocated on a first come, first service basis and are limited. • Should a student decline the placement, they will be declining residence as well. SECTION 4 RESIDENCE PLACEMENT SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

OVERVIEW – OFFERS 4 SECTION 4 Residence Placement • Placed • Placement Notification Sent • Placement Acceptance Pending • Placement Accepted • Placement Decline • Placement Withdrawn SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

Placement grid SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

• Students have specific dates on which they have to arrive to avoid vacancies. • On check-in students are expected to complete an inventory check list online within 24 hrs and submit it to the housekeeper. • Students have to give 30 days notice when cancelling and will be billed accordingly. SECTION 5 RESIDENCE CHECKIN & CHECK-OUT SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

• We are in the first few months of using this system and it is inevitable that we will experience teething problems…. • The most important thing to remember when developing a new system, besides making sure that you know your processes. • You need to change your mindset and be ready for change!! ANY QUESTIONS? CONCLUDING THOUGHTS SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

PRESENTERS Claudine Prim Nicci Kleynhans Assistant Registrar Title of Presenter Wits University Visions claudine. prim@wits. ac. za nicci@visions. co. za Claudine is responsible for overseeing all aspects of the first year in-take, including the oppidani meals for day students and managing Staff and Visitor Accommodation and all finance related matters on students residence fee accounts. Lucia Thandi Radebe Admin Officer Wits University thandi. radebe@wits. ac. za SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018

THANK YOU! SOUTHERN AFRICA ALLIANCE 9 -11 JULY 2018