INSTITUTIONAL RULES ON STUDENT

GOVERNANCE

Reference number 1P_1.3.1

Accountable executive manager Registrar
Policy Owner Registrar
Executive Director: Student Life
Responsible division Registrar
Student Life
Status Approved
Approved by Council
Date of approval 22 June 2023
Date of amendments
Review date 22 June 2026
 Registrar
Executive Director Student Life

INSTITUTIONAL RULES ON STUDENT GOVERNANCE

Preamble
Against the background of the dream to be an internationally recognised university in Africa, distinguished for
engaged scholarship, social responsiveness and an ethic of care, the council of the North-West University
(NWU) has, in terms of sections 32 and 35 of the Higher Education Act, 101 of 1997 and paragraph 26 to 29
of the Statute of the NWU, approved the Institutional Rules on Student Governance on 22 June 2023.

TABLE OF CONTENTS
Chapter 1: INTRODUCTION
Chapter 2: ELECTION OF THE SCCS AND THE SRC DISTANCE STUDENTS’ OFFICER
Chapter 3: COMPOSITION OF THE SCCs AND THE SRC, DESIGNATION OF MEMBERS OF
THE SCCs TO THE SRC, TERM OF OFFICE AND THE FILLING OF VACANCIES
Chapter 4: DESIGNATION OF SRC MEMBERS TO COUNCIL, SENATE, THE INSTITUTIONAL
FORUM AND OTHER UNIVERSITY COMMITTEES
Chapter 5: REGULATORY FRAMEWORK FOR FUNCTIONS, DUTIES, PRIVILEGES AND
ACCOUNTABILITY
Chapter 6: REGULATORY FRAMEWORK FOR THE ADOPTION AND REVIEW OF ANS
AMENDMENTS TO THE SRC CONSTITUTION
Chapter 7: ENSURING THE CONTINUED PERFORMANCE OF THE FUNCTIONS OF THE
SRC
Addendum: STATUTORY PROVISIONS APPLICABLE TO THE SRC OF THE NWU

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 CHAPTER 1

INTRODUCTION
1 Interpretation, Scope and Application
1.1 These institutional rules on student governance (hereinafter referred to as “the rules”) must be
interpreted and applied in a manner consistent with the –
1.1.1 Constitution of the Republic of South Africa, 1996;
1.1.2 Higher Education Act, 101 of 1997 (“the Act”);
1.1.3 Statute of the NWU (“the Statute”); and
1.1.4 provisions of the Constitution of the Students’ Representative Council (“SRC”) in respect of the
functions and duties of the office-bearers of the SRC and the Students’ Campus Councils (“SCCs”) as
well as the procedures, accountability and operation of the SRC and the SCCs.

1.2 The following definitions apply to the interpretation of these rules:

Term Definition
1. “Candidate(s)” Refers to a student who was nominated for election to an SCC or the SRC DSO, who was
declared by the ISEC to be eligible for election in accordance with these rules.
2. “Day” A day refers to a 24-hour period, including weekdays, workdays, weekends and public holidays.
3. “Nominee(s)” Refers to a student who has been nominated for election to an SCC or the SRC DSO, but who
has not been declared eligible for election by the ISEC in accordance with these rules.
4. “Occasional studies” Refers to an individual who is registered for a module(s) that does not form part of a programme
leading to a qualification. Modules completed as part of occasional studies will only result in the
obtainment of credits, and do not contribute the completion of programme leading to a
qualification.
5. “Subordinate student Refers to the student leadership structures established by the SRC in the Constitution of the
leadership structures” Students’ Representative Council of the North-West University.
6. “Student support Refers to the groups of students who are formally registered with the ISEC to participate in the
group(s)” approved campaign advocating for the election of a candidate or a group of candidates.
7. “SCC” Refers to the Students’ Campus Council
8. “Module” Refers to the definitions provided in the General Academic Rules of the NWU for semester
modules and year modules.
9. “SRC” Refers to the Students’ Representative Council
10. “SRC DSO” Refers to the SRC: Distance Students’ Officer
11. “University” Refers to the North-West University
12. “University premises” Refers to the premises, buildings and facilities that are owned or controlled by the North-West
University.
13. “Workday” A workday specifically excludes weekends and public holidays, but does not exclude workdays
that form part of the recess periods of the University.
14. “Year of election”, or Refers to the year in which the election or by-election of members of SCCs is conducted.
“election year”

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2 Purpose
2.1 The purpose of these rules is to provide for –
2.1.1 the procedures for the manner of election and term of office, and the determination of the functions
and privileges of the SRC;
2.1.2 the designation of members of the SCCs to the SRC;
2.1.3 the framework within which the constitution of the SRC must provide for the duties, procedures,
accountability and operation of the SRC and SCCs;
2.1.4 the rules required by paragraph 30 of the Statute to ensure the continued performance of the functions
of the SRC and its constituent components, and for intervention in the event of such functions not
being performed; and
2.1.5 matters relating to student governance not regulated by the constitution of the SRC adopted in
accordance with paragraph 29 of the Statute.

2.2 These rules take precedence over all rules relating to student governance, except for the regulation of
the functions and duties of the office-bearers of the SRC and the SCCs, and the procedures,
accountability and operation of the SRC and the SCCs as provided for in the constitution of the SRC.

3 Reporting
The registrar and the executive director of student life must report twice annually to the University Management
Committee (UMC), and other institutional committees and forums on matters related to the effective and
efficient implementation of these rules.

4 Review
The registrar must, after consultation with the SRC, submit these rules to the council for review at least once
in every three-year cycle.

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 CHAPTER 2

ELECTION OF THE STUDENT CAMPUS COUNCILS (SCCs) AND THE

STUDENT REPRESENTATIVE COUNCIL (SRC) DISTANCE STUDENTS’
OFFICER
5 Independent Students’ Electoral Commission

5.1 Establishment
The Independent Students’ Electoral Commission (ISEC) is established to oversee a free and fair election of
the SCCs and the SRC Distance Students’ Officer (SRC DSO), and to ensure the validity, integrity and
transparency of the electoral process.

5.2 Functions
5.2.1 The ISEC performs the following functions -
5.2.1.1 Overseeing the electoral processes as contemplated in these rules;
5.2.1.2 verifying the eligibility of nominated students in accordance with these rules;
5.2.1.3 engaging with the students of the North-West University on matters pertaining to the electoral
processes;
5.2.1.4 issuing recommendations, advice, and reports to the University on matters related to the electoral
processes;
5.2.1.5 ensuring the integrity of the voting mechanisms and platforms used for election voting;
5.2.1.6 considering, investigating and reviewing objections or complaints related to the electoral processes,
and
5.2.1.7 referring matters that fall beyond the scope of the ISEC to the relevant University line function.

5.3 Composition and term of office

5.3.1 The ISEC is comprised of the following eight (08) members:

Membership of the Independent Students’ Electoral Commission

Membership
1. A chairperson appointed by the University Management Committee (UMC).
2. Two (02) permanent employees of the NWU appointed by the University Management Committee on account of their
relevant expertise pertaining to elections and their independence.
3. One (01) person appointed by the Council of the University not necessarily from among its ranks.
4. Four (04) student representatives appointed as follows:
4.1 One (01) registered student appointed by the SCC of the Mahikeng Campus.
4.2 One (01) registered student appointed by the SCC of the Potchefstroom Campus.
4.3 One (01) registered student appointed by the SCC of the Vanderbijlpark Campus.
4.4 One (01) registered student representative of the Distance Learning Environment appointed by the SRC.

5.3.2 With regards to the appointment of the four (04) student representatives, such a student:
5.3.2.1 must be a student registered for a programme leading to a qualification, registered at the campus of
the SCC concerned;
5.3.2.2 may not be a current serving member of an SCC or SRC, and
5.3.2.3 may not be nominated for election as a member of an SCC or as the SRC DSO.
5.3.3 All members of the ISEC must, as far as reasonably possible, be able to participate in the functions,
activities, and engagement of the ISEC conducted either in-person or online.

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5.3.4 In the event that a member of the ISEC is absent from three consecutive ordinary meetings of the
ISEC without issuing an apology prior to the meetings concerned, the membership of the member is
terminated.
5.3.5 The members of ISEC serve for a one-year term to perform the functions contemplated in these rules.
5.3.6 Members of the ISEC may be re-appointed to serve for another term.
5.3.7 In the event that a member of the ISEC resigns in writing to the chairperson of the ISEC, or if their
membership terminates, the structure that appointed the member is required to appoint a suitably
qualified member to fill the vacancy.
5.3.8 The registrar, after consultation with the executive director student life, must identify and assign
sufficient administrative secretarial support staff to assist the ISEC to function effectively.
5.3.9 Following the appointment of the members of the ISEC by the Council, UMC, SRC and SCC, the UMC
must confirm the members appointed during a UMC-SRC meeting held for that purpose.

5.4 Campus election coordinating teams (CECTs)

5.4.1 A Campus Election Coordinating Team (CECT) is established as a sub-committee of the ISEC for
each of the campuses where an SCC is elected.
5.4.2 Each CECT comprises the following five (05) members:
Membership of a Campus Election Coordinating Team
Membership Role
1. Campus Director Student Life. Chairperson
2. Two (02) representatives of the outgoing SCC not currently nominated for election to Student representatives
the SCC. In the event of a by-election, the incumbent SCC must designate two of its
serving members who are not involved in the by-election.
3. One (01) administrative assistant who is an employee of the NWU. General administration and record
keeping
4. One (01) coordinating assistant who is an employee of the NWU. Logistical arrangements and
communication

5.4.3 In support of the ISEC, a CECT must –

i. perform its functions within the confines of the campus for which it is established;
ii. in addition to its tasks in terms of these rules, perform any additional task entrusted to it by the ISEC;
iii. monitor adherence to these rules and related electoral processes by students, nominees, and
candidates;
iv. promptly report all non-compliance or transgressions that come to its attention to the ISEC;
v. ensure the effective and continuous dissemination of information related to the electoral processes to
students, nominees, and candidates; and
vi. develop, coordinate, and monitor the campaign plans and related processes provided for in these
rules.

6 Election period and schedule

6.1 The registrar and executive director student life must annually, after consultation with the SRC, develop
and publish the election schedule that gives effect to the processes contemplated in these rules.
6.2 The timing, manner and duration of the election must, after consultation with the executive director
student life and the SRC, be published by the registrar at least fifteen (15) working days prior to the
commencement of the voting period.
6.3 The election must commence and conclude simultaneously.

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7 Eligibility of nominees

7.1 General eligibility criteria for election as a member of an SCC

A student may be nominated and elected to an SCC of the campus at which such student is registered for a
programme leading to a qualification, if the nominee –
7.1.1 qualifies to vote in the election;
7.1.2 is a registered student of the NWU enrolled for a programme leading to a qualification;
7.1.3 complies with the academic conditions set out in paragraph 7.5;
7.1.4 has not exceeded, or will not in the following year exceed the maximum duration allowed for completion
of the programme concerned provided for in die academic rules of the University, and
7.1.5 has served for a full term or is serving in the current term in the SRC, an SCC or a subordinate student
leadership structure of the SCC concerned at the relevant campus where the student is nominated.

7.2 Specific eligibility criteria for election to the position of chairperson of an SCC
To qualify for nomination and election to the position of chairperson of the SCC, the nominee must have served
a full term or be currently serving a term as a member of the SCC concerned.

7.3 Eligibility criteria for election to the position of the SRC Distance Students’ Officer
In addition to the eligibility criteria provided for in paragraphs 7.1.1 to 7.1.4 and disqualification criteria provided
for in paragraphs 7.4.1, 7.4.2, 7.4.4, 7.4.5 and 7.4.6, a student may be nominated for the position of SRC
Distance Students’ Officer (SRC DSO) if the nominee –
7.3.1 is registered as a student of the NWU enrolled for a programme through the distance learning offering
of the University; and
7.3.2 is available to fulfil all responsibilities associated with the position and to participate in all the meetings
and activities of the SRC.

7.4 Disqualification of nominees

A student is disqualified from being nominated as a candidate for election to an SCC or Distance Students’
Officer if –
7.4.1 such a person is a first-time entrant to the University;
7.4.2 such a person has already served three terms as a member of an SCC, or as the SRC Distance
Students’ Officer, regardless of the duration or whether the second term followed immediately after
the first, or the third immediately after the second;
7.4.3 such a person is not a registered student at the campus where the SCC is elected;
7.4.4 an unmanageable conflict of interest may arise if elected;
7.4.5 the NWU Disciplinary Hearing Committee established in terms of paragraph 3.1 of the NWU Manual
for Student Discipline has imposed a disciplinary sanction on such person;
7.4.6 such person has a criminal record, or
7.4.7 such a person is a permanent or temporary employee of the University, excluding persons
employed as temporary student assistants.

7.5 Academic conditions

A student may only be nominated and elected to an SCC if such a nominee complies with the following
minimum academic conditions:
7.5.1 Undergraduate programme contact students
7.5.1.1 An undergraduate student must meet the following minimum academic criteria whereby:
i. The nominee must at least have passed 60% of all modules registered for in the preceding
academic year that forms part of a programme leading to a qualification, regardless of programme
changes and transfers; and

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 ii. The nominee must, at least, have passed 60% of all semester modules registered for in the first
semester of the year of election that forms part of a programme leading to a qualification,
regardless of programme changes and transfers.
7.5.1.2 Semester modules that were discontinued or deregistered after the permissible period as
contemplated in the general academic rules of the University will be regarded as failed modules and
will be taken into consideration under paragraph 7.5.1.1 ii above.
7.5.1.3 In the event that a nominee is registered for both semester- and year modules in the year of the
election, the year modules are disregarded.
7.5.1.4 In the event that a nominee is registered for only year modules in the year of the election, the nominee
must have achieved a minimum half-year mark of at least 50% for 60% of the year modules
registered for.
7.5.1.5 The official student record system maintained by the University serves as exclusive evidence of the
academic status of a nominee.
7.5.1.6 Records related to occasional studies, additional modules not forming part of a programme leading
to a qualification, and academic records of other institutions that are not acknowledged by the NWU,
are not considered in the determination of the academic status of a nominee.
7.5.1.7 A student registered for part-time and occasional studies in the year of the election is not eligible for
election to an SCC.
7.5.2 Postgraduate programme contact students
A postgraduate student must have met the following minimum academic criteria:
7.5.2.1 If the nominee is registered for a postgraduate programme comprising semester- and year modules,
the nominee must have passed at least 60% of all semester modules registered for in the first
semester of the year of the election, registered year modules being disregarded.
7.5.2.2 If a nominee is registered for a postgraduate programme comprising semester- and year modules
and is in their second or third year of the postgraduate programme as permitted by the academic
rules of the University, subject to paragraph 7.1.4 of these rules, and has passed all semester
modules and is only registered for year modules in the year of the election, the nominee must –
i. have obtained a minimum half-year mark of at least 50% for 60% of the year modules
registered for in the current year; or
ii. where no half-year mark is available, provide a written letter confirming that the progress
made in their studies is regarded as satisfactory by the Faculty.
7.5.2.3 If a nominee is registered for a postgraduate programme comprising solely a dissertation or thesis
as part of a master’s or doctoral degree, the nominee must provide a formal progress report from the
relevant faculty stating that the progress made is satisfactory.
7.5.2.4 For the purposes of these rules, postgraduate programmes include any postgraduate diplomas,
honours, master’s and doctoral degrees provided for in terms of the academic rules of the University.
7.5.2.5 A student who has completed an undergraduate programme and is registered for another
undergraduate programme with the University in the year of the election is regarded as an
undergraduate student and must be considered as such for the purposes of paragraph 7.5.1.
7.5.3 Students registered in the distance learning environment
The conditions set out in 7.5.1 and 7.5.2 apply equally to nominees registered in the distance learning
environment for purposes of election to the position of SRC DSO.

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8 Qualification to vote
8.1 To qualify as a voter in the election of an SCC a person must be a registered full-time contact student
for a programme leading to a qualification on the campus where the SCC concerned is to be elected.
8.2 To qualify as a voter in the election of the SRC Distance Students’ Officer, a person must be a registered
student for a programme leading to a qualification offered by the University in the distance mode of
delivery.
8.3 The list of registered students qualified to vote in the election of the SCCs and the SRC DSO must be
drawn from the official student database maintained by the management information systems
department on a date at least 10 working days prior to the commencement of the nomination period.

9 Procedures for nomination

9.1 Format and procedure

9.1.1 The format and procedure for the electronic nomination of nominees is determined by the executive
director student life and the registrar, after consultation with the SRC.
9.1.2 Nominations must be submitted in the format of the electronic nomination mechanisms provided for in
paragraph 9.1.1, and in accordance with the schedule published in terms of paragraph 6.
9.1.3 Students may only nominate a nominee, and be nominated for election to an SCC, for the SCC of the
campus where they are registered for a programme leading to a qualification.
9.1.4 A nominee may only accept nomination to one (01) portfolio of the SCC concerned.

9.2 Requirements for a valid nomination

9.2.1 A nomination will be regarded as valid by the ISEC if –
i. the nomination form is submitted within the published nomination period;
ii. the format and procedure prescribed in paragraph 9.1 is complied with;
iii. the nominee is clearly identified by their name, surname, student number, and relevant SCC
portfolio they are nominated for, and
iv. the nomination is supported by five (05) students who are eligible to vote in the election of the
relevant SCC.
9.2.2 Students who qualify to vote may nominate themselves, provided that the requirements of paragraph
9.2 are complied with.
9.2.3 In the event that a student is nominated for more than one portfolio, the CECT concerned must request
the student to confirm in writing within the 48-hour period contemplated in paragraph 9.3.2 which one
of the nominations the nominee wishes to accept.
9.2.4 Should a nominee fail to comply with paragraph 9.2.3, the last valid nomination received must be
deemed to have been accepted.
9.2.5 A student may not nominate more than five (5) nominees.
9.2.6 A student may not support a nomination of more than five (5) nominees.

9.3 Processing of nominations received

9.3.1 Following the close of nominations, the CECTs must inspect all nominations duly submitted for
compliance with the rules, including the completeness of the information required for a valid
nomination.
9.3.2 The CECTs must allow for the correction of administrative shortcomings and omissions related to the
completeness of the nominations within 48-hours after the close of the nomination period, after which
all nominations received are submitted to ISEC.
9.3.3 A nominated student who has submitted a valid nomination to the relevant CECT is referred to as a
“nominee”.
9.3.4 Upon receipt of the nominations from the CECTs, the ISEC must confirm the validity of each
nomination and determine the eligibility of each nominee.

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9.3.5 Following the confirmation of the eligibility of the nominees, the ISEC must publish a preliminary list of
nominees.
9.3.6 Following the publication of the preliminary lists of nominees, ISEC must allow for a 48-hour period
during which eligible student voters may submit objections to the ISEC regarding the eligibility of a
nominee in accordance with paragraph 7, in a manner prescribed by the ISEC.
9.3.7 The ISEC must promptly review and consider all objections submitted against a nominee in
accordance with paragraph 9.3.6.
9.3.8 The ISEC must provide the outcome of objections received within 72 hours after the close of the
objection period.
9.3.9 The findings of ISEC in relation to objections are final.

9.4 Publication of the final list of eligible candidates

9.4.1 Following the completion of the objection process, the ISEC must publish the final list of eligible
candidates, after which the approved election campaigning processes may commence.
9.4.2 Nominees whose names appear on the final list of eligible candidates are referred to as “candidates”.

9.5 Withdrawal of candidates

A candidate may at any stage withdraw from the election by written notice to the chairperson of the ISEC and
CECT concerned.

9.6 Nomination process for the SRC: Distance Students’ Officer

For the election of the SRC DSO the registrar must perform the administrative functions required of the CECTs
for the SCC Election with the necessary changes determined by the nature of the distance learning
environment.

10 Election campaigning

10.1 General rules on election campaigning

10.1.1 Election campaigning is coordinated and conducted by CECTs, eligible candidates and the registered
student support groups provided for in 10.4 in respect of campaigning for the election of a candidate
to the SCC or as SRC DSO.
10.1.2 Only students of the North-West University registered for a programme leading to a qualification in the
year during which the elections are conducted, eligible candidates and registered student support
groups may participate in election campaigning and related activities, as coordinated by the relevant
CECT.
10.1.3 The University must make reasonable provisions in terms of facilities where approved election
campaigning activities may be conducted in accordance with the approved election campaigning plans
of the CECTs, eligible candidates and registered student support groups.
10.1.4 Employees of the University may not participate, directly or indirectly, in election campaigning or
related activities in a bid to support either one or more candidates during the election period.
10.1.5 Election campaigning for an SCC is limited to the campus and campus premises owned or leased by
the University where the candidate is eligible for election.
10.1.6 Candidates are required to participate fully in the campaign plans contemplated in paragraphs 5.4.3
vi and 10.3.
10.1.7 No candidate or registered student support group may make use of a body, structure, person, forum,
or group external to the NWU as part of their election campaigning activities.
10.1.8 Subject to these rules, the promotion of candidates eligible for election takes place in accordance with
the SRC’s code of conduct for candidates for SCC elections (the CoCC).

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10.2 Period of election campaigning
10.2.1 The election campaigning activities contemplated in paragraphs 10.6.1.1, 10.6.1.3 and 10.6.1.4
conducted by the CECTs, candidates and student support groups may only take place during the
period published for election campaigning in accordance with paragraph 6 of these rules.
10.2.2 The election campaigning activities contemplated in paragraph 10.6.1.2 conducted by the CECTs,
candidates and student support groups may only take place during the period published for election
campaigning and voting in accordance with paragraph 6 of these rules.
10.2.3 No election campaigning activities may take place prior to the commencement of the election
campaigning period as provided for in paragraph 9.4.1.

10.3 Minimum requirements for election campaigning

10.3.1 The relevant CECT, after consultation with the relevant SCC, must draft and submit a campus election
campaign plan to the ISEC at least fifteen (15) days prior to the commencement of the election
campaigning period.
10.3.2 The ISEC must review the campus election campaign plans, may make recommendations for
improvement, and approve such plans once satisfied at least ten (10) days prior to the commencement
of the campaigning period.
10.3.3 The approved campus election campaign plans must be made available to all candidates by the
relevant CECT at least two (02) days prior to the commencement of the campaign period.
10.3.4 The campus election campaign plan contemplated above must –
10.3.4.1 include a schedule of engagements during which eligible candidates can engage student voters
using the engagements identified in paragraph 10.6.1, and
10.3.4.2 provide a standardised guide of questions that may be posed to eligible candidates during a
question-and-answer session, accounting for the following topics:
i. the functions, roles and duties of the relevant portfolio contested for as outlined in the
Constitution of the Students’ Representative Council, and
ii. vision, mission, and objectives as an elected student leader.
10.3.5 The relevant CECT must compile, print, and distribute, using relevant social media, generic posters of
the candidates eligible for election to the relevant portfolios, such posters not containing any
references related to the registered student support groups, including words, symbols or slogans of
the student support groups.
10.3.6 A generic poster referred to in paragraph 10.3.5 must indicate the following:
i. a head and shoulder photo of each candidate;
ii. name, surname, and where relevant the nickname, of the eligible candidate;
iii. the portfolio for which the candidate has been nominated;
iv. corporate identity elements of the University, as provided for by the department of Corporate
Relations and Marketing, and
v. where more than one candidate is nominated for a particular portfolio, the candidates must be
listed in alphabetical order using the surnames of the candidates.
10.3.7 The generic posters contemplated in paragraph 10.3.5 and 10.3.6 must be made available in digital
format to eligible candidates to use as part of their election campaigning.

10.4 Student support groups

10.4.1 Students may form student support groups that advocate for the election of a candidate and/or group
of candidates, through approved campaign plans subject to the provisions in 10.4.4 and 10.4.5.
10.4.2 Student support groups may only comprise registered students of the University, and may include
subordinate student leadership structures of the University established in accordance with the
Constitution of the Students’ Representative Council of the North-West University.

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10.4.3 Student support groups must officially register as such with the ISEC at least five (05) days prior to
the commencement of the election campaigning period, and must provide the following information in
order to be registered:
i. the identifying name, symbol, and slogan of the student support group;
ii. a complete list of candidates that will be supported by the student support group;
iii. the name, surname, student number and contact information of at least two (02) convenors of the
student support group who are not candidates and with whom the University, the ISEC and the
CECT may engage on matters relating to the group’s involvement in the election process and
election campaigning;
iv. confirmation whether the student support group is a subordinate student leadership structure as
established in accordance with the Constitution of the Students’ Representative Council of the
North-West University, and
v. the specific election campaign plan of the student support group accounting for all activities
relating to the campaign, engagements, and promotional materials whether in hard-copy or digital
format, that will be used in the campaign.
10.4.4 The specific election campaign plan of student support groups is subject to the relevant policies, rules
and processes of the University, including matters related to university facilities, resources and
relevant health and safety requirements.
10.4.5 The ISEC must review the specific election campaign plans of candidates and student support groups,
make necessary recommendations, and approve such plans once satisfied at least two (02) days prior
to the commencement of the campaign period.
10.4.6 The ISEC must ensure that the specific election campaign plans are compliant with these rules and
facilitate a free, fair and transparent election campaign.
10.4.7 The relevant election campaign plans of candidates and student support groups must adhere to
minimum requirements for campus election campaign plans indicated in paragraph 10.3.
10.4.8 The relevant election campaign plans of candidates and student support groups must be made
available to the relevant CECT prior to the commencement of the campaigning period.
10.4.9 Once approved, any amendments to the relevant election campaign plans of candidates and student
support groups must be submitted to the ISEC for consideration and approval, but no amendments
would be permitted after the campaigning period has commenced.
10.4.10 No new registration applications for student support groups may be considered by the ISEC once the
campaigning period has commenced.
10.4.11 Convenors of student support groups are accountable for the conduct and actions of student
supporters participating in the group’s campaigning engagements and activities.
10.4.12 Convenors of student support groups must attend the orientation and information-sharing sessions
relating to election campaigning coordinated by the ISEC and the relevant CECT.
10.4.13 Convenors of student support groups must report any non-compliance of the Institutional Rules on
Student Governance to the relevant the CECT and the ISEC as soon as reasonably possible but must
do so within 24-hours after becoming aware of the occurrence of the alleged non-compliance.
10.4.14 In the event that a candidate is supported by a student support group with which the candidate does
not wish to be associated, the candidate must in writing inform the group concerned, the relevant
CECT and the ISEC that they distance themselves from the activities of the group.

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10.5 The use of social media as part of election campaigning
10.5.1 The following official social media pages of the University managed or overseen by the Department of
Corporate Relations and Marketing, may not be utilised as part of the election campaigning activities:
i. social media pages of a campus or the NWU;
ii. social media pages of employees of the University;
iii. social media pages of the Students’ Representative Council;
iv. social media pages of faculties and support departments, and
v. social media pages of structures or groups not formally recognised by the NWU as an official NWU
social media platform, including social media pages that portray and use the NWU’s name, brand
or identity without obtaining the necessary permission from the Department of Corporate Relations
and Marketing.
10.5.2 The use of social media pages of structures and groups not recognised by the Department of
Corporate Relations and Marketing for the purposes of election campaigning is prohibited, except
personal social media pages of individual students.
10.5.3 The personal social media pages of individual students may be used for campaigning activities, and
individual students and candidates are permitted to share, publish, repost, and engage with social-
media posts of student support groups, including their own social media materials and content.
10.5.4 The official social media pages of the SCC may be used to communicate the information of candidates
and the campus election campaigning activities contemplated in paragraphs 5.4.3 and 10.3.
10.5.5 The information published in accordance with paragraph 10.5.4 may not make any reference to
specific student support groups.
10.5.6 The official social media pages of the subordinate student leadership structures may be used for
election campaigning, provided that the relevant subordinate student leadership structure is registered
as a student support group with the ISEC in accordance with paragraph 10.4.

10.6 Election campaigning engagements

10.6.1 Election campaigning engagements include the following in-person and online engagements:
10.6.1.1 public gatherings, meetings, and rallies;
10.6.1.2 word of mouth campaigning and canvassing;
10.6.1.3 stalls and stands erected on designated areas identified by the CECT for the purposes of engaging
with eligible student voters, and
10.6.1.4 facilitated question and answer sessions.
10.6.2 Election campaigning engagements may only be conducted on university-owned or university-
controlled premises.
10.6.3 Door-to-door campaigning activities are prohibited in university residences owned or controlled by the
University.

10.7 Prohibited conduct

10.7.1 The following conduct is prohibited:
i. the usage of language, statements, and messages that promote violence, intolerance, or
discrimination;
ii. intimidation of eligible candidates, eligible voters, or employees of the NWU;
iii. creation, publication or distribution of false information regarding eligible candidates or student
support groups;
iv. unauthorised use of names, symbols, and slogans of other candidates or student support groups;
v. the offering of any type of incentive, benefit, privilege or bribe to an eligible voter to participate or
withhold their participation in any electoral process;
vi. the destruction, defamation, removal or altering of campaign materials of other candidates or
student support groups by a candidate or student support group, and
vii. the use of alcohol or illegal substances as part of an election campaign.

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10.8 Limitations on election campaigning
10.8.1 Campaigning activities may not be conducted at the gates or access points of a campus, or premises
owned or controlled by the University.
10.8.2 Campaigning materials such as posters, flyers and any other hard-copy print materials may not be
erected, posted, or placed at the gates, access points or on the perimeters (including walls and fences)
on a campus or premises owned or controlled by the University.
10.8.3 In-person campaigning activities may not be conducted during lectures or other teaching-learning and
research sessions scheduled in the academic timetable of the University.
10.8.4 No student may purchase, sponsor, or receive as a gift advertising space, marketing airtime,
commercials, or other similar promotional mechanisms to broadcast, publish or campaign for the
election of an eligible candidate, regardless of whether this is done through traditional, digital or social
media platforms.
10.8.5 No candidate or student support group may erect, setup or make available a voter centre or space or
make available equipment for eligible student voters to cast their votes.

10.9 Disqualification related to election campaigning

10.9.1 Non-compliance or transgression of the provisions of paragraphs 10.1 to 10.8 of these rules by
candidates or student supporters must be promptly reported to the ISEC.
10.9.2 Upon receipt of a report of alleged non-compliance or transgression of the provisions of paragraphs
10.1 to 10.8, the ISEC–
i. must conduct a preliminary investigation into the alleged non-compliance or transgression by
gathering information from the complainant(s), accused parties, relevant CECT, and university
records;
ii. may, as part of the gathering of information, engage the affected students and employees, and
iii. must determine, based on the information gathered, whether the alleged non-compliance or
transgression was substantial and material and could prevent the campaigning process from being
free, fair, and transparent.
10.9.3 A candidate found by ISEC to have contravened any of the provisions of paragraphs 10.1 to 10.8 may
be disqualified by ISEC from participating in the election.
10.9.4 A student support group found by the ISEC to have contravened any of the provisions of paragraph
10.1 to 10.8 may be disqualified from campaigning for the election of a candidate or group of
candidates.
10.9.5 Based on the outcome of the process contemplated in paragraph 10.9.2, the ISEC must –
i. determine whether the affected candidates or student support group(s) should be disqualified from
the election;
ii. decide whether the matter must be referred to the office of the registrar for further processing in
accordance with the relevant disciplinary processes of the University, and
iii. inform the relevant candidates, parties and CECT of the outcome of the investigation.
10.9.6 In the event of a candidate being disqualified and where there are no other candidates available
deemed eligible for election by ISEC –
i. the position is declared vacant;
ii. the election proceeds with respect to the remaining candidates that are eligible for election, and
iii. the candidates elected in accordance with these rules proceed to constitute the SCC concerned
provided that a quorum can be reached as required by the SRC constitution, whereafter the
vacancy must be filled in accordance with the rules applicable to the filling of vacancies.
10.9.7 Subject to paragraph 10.9.8, where an elected member of an SCC is found by ISEC to have
contravened the provisions of paragraphs 10.1 to 10.8, the membership of the SCC member is
terminated, and the vacancy is filled after the constituting meeting of the SCC in accordance with the
rules applicable to the filling of vacancies.
10.9.8 Upon the ratification of the election results–
i. no new complaints concerning suspected contravention of paragraphs 10.1 to 10.8 are considered
by the ISEC, and
ii. matters referred in terms of paragraph 10.9.5 for further investigation by the University in
accordance with the relevant disciplinary processes proceed regardless of the outcome of the
election.

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10.9.9 The election campaigning for the portfolio of SRC Distance Students’ Officer is done electronically and
managed by the registrar in accordance with paragraphs 10.1 to 10.8 of these rules with the necessary
changes.

11 Voting procedures

11.1 The voting process

11.1.1 The election is conducted electronically by means of secure mechanisms and procedures determined
by the registrar in consultation with the executive director student life.
11.1.2 The election may be conducted remotely and not necessarily on premises of the University.
11.1.3 The mechanisms and procedures employed for the election must ensure the secrecy and security of
all votes cast.
11.1.4 ISEC must be given full access to all aspects of the voting and related processes.
11.1.5 To cast a vote, every voter must be verified electronically by means of a secure login process requiring
the student’s university number.

11.2 Counting of votes

11.2.1 Votes must be counted electronically by the internal auditors of the University, overseen by ISEC.
11.2.2 The candidate who receives the majority of votes for the SCC portfolio concerned and SRC Distance
Students’ Officer portfolio, is elected.
11.2.3 In the event of an equal number of votes being cast for candidates competing for the same portfolio,
the candidate whose academic performance is adjudged by ISEC to be the best of the competing
candidates, is declared to be elected.
11.2.4 Following the outcome of the counting of votes, ISEC must publish a preliminary list of elected
candidates.

12 Objections
12.1 Within 48 hours after the publication of the preliminary list of elected candidates, qualified voters may
submit objections to ISEC regarding the outcome of the election, using the mechanisms prescribed by
ISEC, and permitted objections being limited to -
12.1.1 non-compliance or transgression of the election campaign procedures provided for in paragraph 10,
and
12.1.2 non-compliance or transgression of the voting procedures provided for in paragraph 11.

12.2 Upon receipt of an objection in accordance with paragraph 12.1, the ISEC may engage the affected
students and employees, and must –
12.2.1 conduct a preliminary investigation on the objection by gathering information from the complainant(s),
accused parties, the relevant CECT, and university records, and
12.2.2 determine, based on the information gathered, whether the objection is substantial and material and
could have prevented the election from being free, fair, and transparent.

12.3 Based on the outcome of the investigation undertaken in terms of paragraph 12.2, the ISEC must –
12.3.1 determine whether the affected candidate(s) should be disqualified from being elected;
12.3.2 decide whether the matter must be referred to the office of the registrar for further processing in
accordance with the relevant disciplinary processes of the University, and
12.3.3 inform the relevant objector, candidates, parties and CECT of the outcome of the investigation;

12.4 In the event that an objection is adjudged by the ISEC as being substantial and materially impacted on
the free, fair and transparent election, the ISEC may –
12.4.1 resolve to proceed with the ratification of SCCs and SCC portfolios not impacted by the objection(s),
thereby allowing such SCCs and SCC portfolios to constitute in accordance with these rules, provided
that the SCC concerned can reach a quorum, or

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12.4.2 defer the ratification of the affected SCC and SCC portfolios until such time that the investigation and
outcome of the investigation contemplated in paragraph 12.3.2 are concluded.

12.5 The findings of ISEC regarding an objection are final and binding.

13 Ratification and announcement

13.1 An external auditor appointed by the University audits the results of the election to verify its accuracy.
13.2 The ISEC must ratify the results of the election and may, subject to the occurrence of circumstances
contemplated in paragraph 12.4, declare the election to have been free and fair, provided that:
13.2.1 the ISEC has received an audit report from the external auditor confirming the compliance of the
electoral processes with paragraphs 5 to 12, and
13.2.2 the outcome of the objections received by the ISEC have in accordance with paragraph 12 been
finalised.
13.3 Following the ratification of the results of the election, the ISEC and CECTs must promptly publish –
13.3.1 the outcome of the voting process;
13.3.2 the number of votes obtained by each candidate indicating the majority votes obtained per SCC
portfolio;
13.3.3 the names, surnames and student numbers of candidates who were listed on the voting ballot, and
13.3.4 the voter turnout as a percentage.
13.4 The outcome of the election must be published electronically.

Institutional Rules on Student Governance 15

 CHAPTER 3

COMPOSITION OF THE SCCS AND THE SRC, DESIGNATION OF

MEMBERS OD THE SCCS TO THE SRC, TERM OF OFFICE AND THE
FILLING OF VACANCIES
14 Composition of the SCCs and the SRC

14.1 Composition of the SCCs

14.1.1 Each SCC comprises 15 positions to which members are elected.
14.1.2 Among the 15 members comprising each SCC, at least a chairperson, deputy chairperson, secretary,
and a transformation and diversity officer must be designated.
14.1.3 The portfolios in respect of which SCC members take responsibility must be aligned across the three
campuses in accordance with the provisions of the constitution of the SRC.

14.2 Composition of the SRC

14.2.1 In terms of the statute, the SRC comprises 15 members designated in terms of these rules.
14.2.2 In addition to the elected distance students’ officer, at least a president, deputy-president, secretary-
general, and a transformation and diversity officer must be designated from among the members of
the SRC.
14.2.3 The constitution of the SRC must provide for portfolios in respect of which each of its members take
responsibility.

14.3 Diversity targets and transformation

The council must inform the SRC and SCCs of the skills and diversity targets set by it to promote do sensitivity
to race, gender and disability and request each of these bodies to demonstrate how the achievement of those
targets was pursued pro-actively, transparently and inclusively within the student governance environment.

15 Rules for the designation of SCC members to the SRC

15.1 General principles applicable to the designation of SCC members to the SRC
15.1.1 Each SCC Receives a minimum of three positions on the SRC.
15.1.2 The chairperson, deputy-chairperson and secretary of each SCC serve in the SRC.
15.1.3 The chairpersons of the three SCCs form the executive committee of the SRC.
15.1.4 The allocation of the positions of president, deputy-president, and secretary-general is rotated
between the SCCs on an annual basis.
15.1.5 Each SCC must determine which of its members are designated to the SRC in accordance with the
number of positions to which it is entitled in terms of the formula provided for by paragraph 15.2.
15.1.6 In the event of a vacancy occurring in the SRC, each SCC must maintain the number of SRC positions
it is allocated in accordance with paragraph 15.2 by duly filling vacancies without delay.

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15.2 Formula for the determination of the number of members of each SCC to be designated
to the SRC
15.2.1 The quota for the allocation of SCCs members to the SRC (with 14 positions available) is calculated
in accordance with the following formula:
𝑎
=𝑐
𝑏
Where –
a represents the total number of qualified voters on all three campuses;
b represents the total number of positions on the SRC to be filled by designation by the SCCs
(14); and
c represents a number referred to as “the quota”.
15.2.2 the calculation of the number of positions on the SRC to be allocated to each SCC is calculated in
accordance with the following formula:
𝑑
=𝑓
𝑒
Where –
d represents the total number of qualified voters on the campus concerned;
e represents the quota; and
f represents the number of positions (fractions to be disregarded, subject to paragraphs 15.2.3
to 15.2.5) allocated to the SCC concerned.
15.2.3 If the formula provided for in paragraph 15.2.2 does not lead to the allocation of all positions on the
SRC, the remaining positions are allocated in sequence of the highest fractions obtained in the
calculations in terms of paragraph 15.2.2, provided that at least three positions must be designated to
each SCC in accordance with para. 15.1.1.
15.2.4 If f contemplated in paragraph- 15.2.2 is less than 3, and an additional position(s) on the SRC are
allocated to the SCC concerned. The calculation contemplated in 15.2.3 is made only recording the
other SCCs.
15.2.5 if the fractions referred to in paragraphs 15.2.2 and 15.2.3 for two or more SCCs is equal, and a
position remains to be allocated, it is allocated to the SCC of the campus where d in the formula
provided for in paragraph 15.2.2 is the largest.
15.2.6 the calculations for the allocation of the positions on the SRC must be made by the internal auditors
of the university and must be ratified by ISEC.

16 Term of office of the SCCs and the SRC

16.1 The term of office of an SCC is one year and commences (or concludes as the case might be) upon
the conclusion of the constituting meeting of the relevant SCC, which must take place within five working
days following the ratification of the election results by the ISEC.

16.2 The term of office on an SRC is one year and commences (or concludes as the case might be) upon
conclusion of the constituting meeting of the SRC, which must take place within five working days
following the last constituting meeting of the SCCs.

16.3 In the instance where the constituting meeting of an SCC is unreasonably and justifiably delayed for a
period of more than five working days after the ratification of the results by the ISEC, the vice chancellor
may convene at the constituting meeting for the SCC concerned, whereupon the term of the outgoing
SCC ceases, and the term of the incumbent SCC commences.

16.4 In the instance where the constituting meeting of the SRC is unreasonably or and justifiably delayed for
a period of more than five working days after the last constituting meeting of the SCCs, the vice
chancellor may convene the constituting meeting for the SRC, whereupon the term of the outgoing SRC
ceases, and the term of the incumbent SRC commences.

Institutional Rules on Student Governance 17

16.5 Under compelling circumstances, the vice chancellor may, on the advice of the registrar, the executive
director student life and the UMC, and after consultation with the SRC, extend or shorten the term of
the SCCs or the SRC for a reasonable period.

16.6 In the event of the election of an SCC in accordance with paragraph 28.6.3.2, the provisions of
paragraphs 16.1 and 16.3 to 16.5 apply, and the newly elected SCC must designate the relevant
members to the SRC, which is then not required to constitute afresh.

16.7 The term of office for SCCs members elected and SRC members designated in accordance with
paragraph 28.6.3.2 is regarded as a full term for the remainder of the current term, irrespective of its
duration.

17 Termination of membership

17.1 Termination of membership of an SCC

Membership to an SCC terminate when –
17.1.1 a member resigns in writing to the chairperson of the SCC concerned, or the exco of the SCC
concerned in the event of the resignation of the chairperson;
17.1.2 a member ceases to be a registered student of the campus from which the member was elected;
17.1.3 a member registers as a student in the distance learning environment;
17.1.4 a member ceases to be a registered student of the University registered for a programme leading to a
qualification;
17.1.5 a member is found guilty of misconduct by a NWU Disciplinary Hearing Committee as established in
terms of paragraph 3.1 of the NWU Manual for Student Discipline;
17.1.6 the SCC concerned, following disciplinary proceedings conducted by the SCC in accordance with the
Policy on Student Discipline, resolves to terminate the membership of a member;
17.1.7 a motion of no confidence is passed against a member of the SCC concerned in accordance with the
procedure provided for in paragraph 17.4;
17.1.8 a member is convicted of a crime;
17.1.9 a conflict of interest or of commitment arises, which cannot reasonably be managed as determined by
the executive director student life in consultation with the registrar and vice-chancellor;
17.1.10 a member is declared insolvent by a court of law;
17.1.11 upon receipt of a resolution of the SRC taken on the advice of the SCC concerned, and after
consultation with the executive director: student life and the registrar, the vice-chancellor declares a
member incapable of performing the official duties entrusted to the member, or
17.1.12 a member fails to attend three (3) consecutive ordinary meetings of the SCC concerned without
submitting the requisite apologies prior to the meetings in accordance with the meeting procedures
set out in the Constitution of the Students’ Representative Council of the North-West University.

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17.2 Termination of membership to the SRC
Membership of the SRC is terminated when –
17.2.1 a member ceases to be a member of the SCC to which the member was elected;
17.2.2 the SRC, following disciplinary proceedings conducted by the SRC in accordance with the Policy on
Student Discipline, resolves to terminate the membership of a member;
17.2.3 a motion of no confidence is passed against a member of the SRC in accordance with the procedure
provided for in paragraph 17.4;
17.2.4 a conflict of interest or of commitment arises, which cannot reasonably be managed as determined by
the executive director student life in consultation with the registrar and vice-chancellor, or
17.2.5 a member fails to attend three consecutive ordinary meetings of the SRC without submitting the
requisite apologies prior to the meetings in accordance with the meeting procedures as set out in the
Constitution of the Students’ Representative Council of the North-West University.

17.3 Termination of membership as the SRC DSO

In addition to the termination grounds listed in paragraph 17.2.2.-17.2.5, the membership of the SRC DSO
terminates when such member ceases to be a registered full-time student of the university registered for a
programme in the distance learning environment.

17.4 Procedures for a motion of no confidence

17.4.1 A motion of no confidence may be brought against a member of an SCC by members of the SCC
concerned.
17.4.2 The following requirements must be complied with to table a valid motion of no confidence:
17.4.2.1 A member of the SCC concerned must table the motion of no confidence in writing with the
Chairperson of the SCC concerned.
17.4.2.2 The tabling of the motion must be supported in writing by at least five (05) members of the SCC
concerned.
17.4.2.3 A motion of no confidence tabled against the chairperson of the SCC must be submitted to the SCC:
Deputy Chairperson, who must chair the meeting when the motion is heard.
17.4.2.4 Upon receipt of the motion, the SCC: Chairperson, or SCC: Deputy Chairperson as the case may
be, must schedule a special meeting for the purposes of considering the motion of no confidence,
providing written notice of the meeting at least eight (08) working days prior to the commencement
of the meeting.
17.4.2.5 The SCC member against whom the motion of no confidence is tabled, must be informed in writing
of the content of the motion and the reasons associated with the tabling of the motion at least seven
(07) working days prior to the commencement of the meeting.
17.4.2.6 Upon receipt of a motion of no confidence, the SCC concerned is required to inform the Executive
Director: Student Life and the Registrar of the motion, providing a copy of the tabled motion as well
as the planned date and time of the meeting during which the motion will be heard.
17.4.3 To hear a motion of no confidence, at least 12 members of the SCC, excepting the member against
whom the motion is tabled, must be present and participate in the voting process.
17.4.4 During the meeting when the motion of no confidence is tabled:
17.4.4.1 The SCC member tabling the motion must be afforded an opportunity to present and substantiate
the motion.
17.4.4.2 The SCC member against whom the motion is tabled must be afforded an opportunity to respond to
the motion.
17.4.5 Following completion of the process provided for in paragraph 17.4.4, the SCC must vote on the motion
of no confidence by a secret ballot, administered by an employee designated by the Registrar and
Executive Director: Student Life.
17.4.6 The support of at least 12 members of the SCC concerned is required to pass a motion of no
confidence.

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17.4.7 During a term of office motions of no confidence may not be passed against more than three members
of the SCC concerned.
17.4.8 A motion of no confidence in a member of the SRC is conducted in accordance with paragraph 17.4.1-
17.4.7, with the necessary changes.

18 Vacancies in the SRC and SCC

18.1 Filling of vacancies in the SRC and SCC

18.1.1 A vacancy occurring in an SCC within four (04) months of the commencement of its term must be filled
for the remainder of the term by conducting a by-election in accordance with the procedure provided
for in Chapter 2.
18.1.2 A vacancy occurring in an SCC after four (04) months since the commencement of the current term
has elapsed, is left vacant and the SCC must resolve by a two-thirds majority of the remaining
members to add the functions of the vacated portfolio(s) to the responsibilities of another member of
the SCC.
18.1.3 In the event of a vacancy occurring in a position of the SRC to which the member was designated by
an SCC, the SCC concerned must resolve by a two-thirds majority two fill the vacancy from among its
members to serve in the SRC for the reminder of the term.
18.1.4 A vacancy occurring in the position of the SRC distance students’ officer within four months of the
commencement of the term, must be filled for the remainder of the term by conducting a by-election
in accordance with the procedure provided for in Chapter 2.
18.1.5 A vacancy occurring in the position of the SRC distance students’ officer after four months since the
commencement of the current term has elapsed, is left vacant and the SRC must resolve by a two-
thirds majority of the remaining members to add the functions of the vacated portfolio to the
responsibilities of another member of the SRC.
18.1.6 A member who filled a vacancy in accordance with paragraphs 18.1.1 to 18.1.5 is deemed to have
served in the SRC or the SCC concerned for a full term.
18.1.7 A member who performs additional tasks following the process described in paragraphs 18.1.2 and
18.1.5 is deemed to be a full member for the vacant position, however maintaining only one vote.
18.1.8 A member who fills a vacancy in the SRC in accordance with paragraph 18.1.3 is regarded as a full
member of the SRC.

18.2 Procedure for by-elections

18.2.1 A by-election is conducted in accordance with the procedures and requirements provided for in
paragraphs 5 to 13 of these rules.
18.2.2 The period and schedule for a by-election is determined in accordance with paragraph 6 of these rules,
with the following changes:
18.2.2.1 the timing, manner and duration of the by-election must, after consultation with the executive director
student life and the SRC, be published by the registrar at least ten (10) working days prior to the
commencement of the voting period;
18.2.2.2 the period allocated for election campaigning may not exceed three (03) working days, and
18.2.2.3 the period allocated for voting may not exceed two (02) working days.
18.2.3 The list of registered students qualified to vote in a by-election of an SCC and SRC DSO must be
drawn from the official student database maintained by the management information systems
department on a date at least five (05) working days prior to the commencement of the nomination
period, provided that at least 90% of the registration target for the relevant campus or distance learning
environment as approved by the council of the University for full-time contact or distance students for
the specific year during which the by-election is conducted has been achieved.

Institutional Rules on Student Governance 20

 CHAPTER 4

DESIGNATION OF SRC MEMBERS TO COUNCIL, SENATE, THE

INSTITUTIONAL FORUM AND OTHER UNIVERSITY COMMITTEES
19 Notification
The registrar must, following the constituting meeting of the SRC provided for in paragraph 16, notify the
president of the SRC in writing that the SRC is required to designate SRC members to serve in various
governance structures of the university for the duration of their term of office, as follows:
19.1 three members to serve in the council of the university;
19.2 four members to serve in the senate;
19.3 six members to serve in the institutional forum; and
19.4 In the structures and committees of the university as determined by the UMC.

20 Designation
20.1 The president of the SRC must forthwith cause, in accordance with the procedural requirements of the
constitution of the SRC, the designation of members referred to in the notice of the registrar and provide
the registrar with the names of the designees.
20.2 Designated members of the SRC serve as members of the structures concerned for the duration of their
term of office, but if such a member ceases to be a member of the SRC prior to the completion of the
term, another member must forthwith be designated by the SRC to serve in the structure concerned for
the reminder of the term.

Institutional Rules on Student Governance 21

 CHAPTER 5

REGULATORY FRAMEWORK ON THE FUNCTIONS, DUTIES,

PRIVILEGES AND ACCOUNTABILITY
21 Framework on the functions of the SRC
Within this framework, the SRC is required to regulate their functioning in performing the following:
21.1 coordinating organised student life activities in the student community;
21.2 ensuring compliance by student leadership structures with the rules, procedures and mechanisms of
the university;
21.3 actively participating and contributing to the activities of the committees and forums to which it
designates members; and
21.4 establishing subordinate student leadership structures other than the SCC provided for in these rules.

22 Framework on the duties of the SRC

Within this framework, the SRC is required to regulate their functioning in performing the following duties:
22.1 To annually adopt a broad-based performance plan and framework within which it and the subordinate
student leadership structures are to operate, incorporating the strategic directives of the university
concerned with the coordination of student activities, including –
22.1.1 the creation of a comparable student experience;
22.1.2 the implementation of social justice, multilingualism and an ethic of care; and
22.1.3 the creation of an inclusive and diverse student community.
22.2 To promote and maintain discipline within the student community.
22.3 To conduct itself in a manner that is consistent with the values, principles and codes of conduct of the
NWU.
22.4 To act in the best interest of the university and the student community.
22.5 To refrain from acting in a manner that is detrimental to the business of the SRC or that of the university.
22.6 To comply in all respects with the university policies, rules and guidelines.

23 Framework on the procedures and operations of the SRC

23.1 Within the framework of these rules, the SRC must establish rules and procedures that inform the
operational working of the SRC itself, the SCCs, and the sub-ordinate student leadership structures.
23.2 Such rules and procedures must provide for the day-to-day working and continued performance of the
SRC, the SCCs, and the sub-ordinate student leadership structures including rules and procedures on:
23.2.1 requesting and motivating that the university to enter into contracts on its behalf, Or on behalf of its
sub-ordinate student leadership structures;
23.2.2 drafting and distribution of publications and notices on matters pertaining to the SRC, SCCs, and sub-
ordinate student leadership structures;
23.2.3 coordination of meetings with students and student leaders for the purposes of discussing the business
of the SRC, its sub-ordinate leadership structure and the student community;
23.2.4 liaising with SRCs From other universities and higher education institutions;
23.2.5 establishing task teams and subcommittees which assist in the furtherance of the functioning and
operations of the SRC, consisting of members internal to the university; and
23.2.6 requesting legal advice on matters pertaining to the business of the SRC, the SCCs and its sub-
ordinate student leadership structures, through the office of the registrar.
23.3 the procedures must also provide for internal dispute resolution mechanism for the SRC, the SCC and
the sub-ordinate student leadership structures.

Institutional Rules on Student Governance 22

24 Privileges of the SRC
24.1 The UMC must, on the advice of the executive director student life determine the privileges of the
members of the SRC, which may include allowances, stipends, honorariums, and which must be aligned
with that which is permissible in terms of other council policies and financial rules regarding, amongst
others, subsistence, travel allowances and reimbursements.
24.2 The UMC must, on the advice of the executive director student life determine the privileges of the SRC
as a body, which may include infrastructure and budget allocation, representation on committees and
recognition of the status of the SRC as representative of the student community.

25 Accountability of the SRC, SCC and sub-ordinate student leadership structures

25.1 The SRC is accountable to the NWU student body, the vice chancellor and the council of the university.
25.2 The SCCs are each accountable to the student body of the respective campus, the SRC, the vice
chancellor and the council.
25.3 The subordinate student leadership structures of each SCC are accountable to the student body of the
relevant campus, their SCC, and the SRC.

Institutional Rules on Student Governance 23

 CHAPTER 6

REGULATORY FRAMEWORK FOR THE ADOPTION AND REVIEW OF

AND AMENDMENTS TO THE SRC CONSTITUTION
26 Adoption and status of the constitution of the SRC
26.1 The SRC is responsible for the drafting and triennial revision of the constitution of the SRC (the
constitution).
26.2 The constitution, duty adopted and approved in accordance with paragraph 28 of the Statute, forms an
integral part of the institutional rules of the NWU contemplated in section 32(1)(b) of the Act.
26.3 The constitution must, within the provided frameworks, regulate the functions and duties of the office-
bearers of the SRC and the SCCs and provide for the procedures, accountability and operation of the
SRC and the SCCs, and sub-ordinate student leadership structures.
26.4 The provisions of the constitution are binding on the SRC, the SCCs and all other student leadership
structures of the NWU.

27 Review and amendment of the constitution

27.1 The registrar must notify the SRC when a revision of the constitution is due.
27.2 The SRC may call on the executive director student life and the registrar for advice and assistance
regarding the drafting and review of the constitution.
27.3 A Proposal for the amendment of the constitution may be made by an SCC with the support of 12
members, or maybe proposed by 12 members of the SRC.
27.4 A proposal for an amendment to the constitution must be submitted electronically to the SRC Exco, SRC
Legal Officer, the registrar and executive director student life before it is tabled at a meeting of the SRC.
27.5 The SRC must consult with the executive director student life and the registrar before adopting an
amendment of the constitution.
27.6 The SRC must inform the student body of proposed amendments and must allow a reasonable period
of time for the submission of comments.
27.7 The constitution and any amendment thereof must be adopted by at least 12 members of the SRC
before it might be submitted to Senate and council for approval.

Institutional Rules on Student Governance 24

 CHAPTER 7

ENSURING THE CONTINUED PERFORMANCE OF THE FUNCTIONS OF

THE SRC
28 Ensuring continued performance

28.1 Monitoring of continued performance by the executive director student life (executive
director)
The executive director provides for a process of regular reporting, analysis, evaluation, mentoring and
improvement of the functioning of the SRC and its subordinate student leadership structures with reference to
the performance plan and framework adopted by the SRC in terms of paragraph 22.1, and reports accordingly
to the UMC and, twice per annum, to the Student Life Oversight Committee. The Annual Performance Plan for
Student Life as approved by the Council must be articulated in the performance plan and framework adopted
by the SRC and its substructures.

28.2 Remedial steps by the executive director

28.2.1 Where the performance of the SRC or any of its components deviates from the agreed-upon
performance frameworks, objectives and plans, an internal remediation process must be followed and
overseen by the executive director in collaboration with the relevant student leadership structures.
28.2.2 When an internal remediation process proves not to meet the requisite standards of improvement, a
formal process of improvement must be devised and implemented by the executive director in
collaboration with the relevant student leadership structures.

28.3 Dispute resolution

28.3.1 In the event that the dispute resolution mechanisms of the SRC fail to resolve a dispute within the
SRC, an SCC, or any of its subordinate student leadership structures, the SRC may by means of a
two-thirds majority vote request the assistance of the executive director to resolve the dispute.
28.3.2 Upon receipt of such a request, the executive director must, in collaboration with the relevant student
leadership structures, initiate a suitable process of dispute resolution.

28.4 Monitoring of continued performance and remedial steps by the UMC

In the event that the desired functioning and performance is not achieved following the processes
contemplated in paragraphs 28.2 and 28.3, the vice chancellor may, upon the advice of the executive director
request the UMC to –
28.4.1 take additional measures deemed fit for the purpose of ensuring the desired functioning and
performance of the relevant student leadership structures and to report the measures taken to the
council; or
28.4.2 refer the matter to council for its intervention.

28.5 Remedial steps on dispute resolution by the UMC

In the event that a dispute is not resolved by means of the process contemplated in paragraph 28.3, or where
a dispute arises between the SRC or an SCC and the management of the university, the vice chancellor may
request the UMC to –
28.5.1 initiate measures deemed suitable to resolve the dispute; or
28.5.2 refer the matter to council for its intervention.

Institutional Rules on Student Governance 25

28.6 Intervention
28.6.1 Where the failure of the SRC or any of its components to perform its functions satisfactorily is referred
to council for intervention according to paragraphs 28.4 and 28.5, intervention may take the forms of
–
• Mediation;
• training or coaching;
• suspension of functions;
• suspension of members; or
• dissolution of the SRC, the SCC, or the leadership structure concerned.
28.6.2 The council must review an intervention taken in terms of paragraph 28.6.1 at least during every
subsequent ordinary meeting with a view to the restoration as soon as possible of effective student
governance.
28.6.3 Continued performance affected by a rising vacancies:
28.6.3.1 In accordance with the council’s authority to ensure the continued performance of the SRC, the
council might dissolve an SCC as a constituent component of the SRC in accordance with paragraph
28.6.3.2 and 28.6.3.3, if the occurring vacancies are determined to reasonable impact on the
continued performance of the affected SRC, after consultation with the UMC and the SRC.
28.6.3.2 In the event of eight or more vacancies occurring simultaneously in an SCC within five months of the
commencement of its term of office which reasonably impacts on the continued performance of the
SCC concerned, the council may declare the SCC dissolved and cause the election of a new SCC
to be conducted in accordance with the procedure provided for in Chapter 2.
28.6.3.3 in the event of eight or more vacancies occurring simultaneously in an SCC after five months since
the commencement of the current term has elapsed which reasonably impacts on the continued
performance of the SCC concerned, the council may for the purposes of efficient and effective
student governance declare the SCC dissolved and, after consultation with the University
Management Committee and SRC, appoint an SCC to serve the remainder of the current term.
28.6.3.4 In the event of an SCC being dissolved in accordance with paragraphs 28.6.3.2 and 28.6.3.3 –
28.6.3.4.1 the SRC continues to function until such time that the SCC concerned can again designate the
relevant members; and
28.6.3.4.2 the SRC must, by means of a two-thirds majority of the remaining members, temporarily distribute
the roles and responsibilities of the vacant SRC positions amongst the remaining SRC members.

Original details: (11664754) P:\1. Governance\1.3 Governance structures as per NWU statute\Institutional Rules on Student Governance.docm
14 September 2021

File reference: 1P_1.3.1

Institutional Rules on Student Governance 26