Section
POLICY
Doc. Number
02 (EATS)
Revision
Version 1
STUDENT ORIENTATION POLICY
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TABLE OF CONTENTS
1. POLICY
1.
Introduction
2.
Purpose
3.
Principles
4.
Application
5.
Policy Statement
2. PROCEDURE/ CODE OF PRACTICE
1. Background
2. Objectives
3. Length, Timing and Scheduling
4. Content and Organisation
5. Delivering and Managing the Orientation Process
6. Responsibility
7. A typical example of an orientation programme
8. Documentation
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STUDENT ORIENTATION POLICY
1. INTRODUCTION
The KSD FET College recognises the importance of ensuring that all students are familiar with their
campuses, their course requirements and the services available. Furthermore, students need to be
prepared to meet the demands of learning at an FET institution and within a particular learning
programme.
There is an increasing body of research that suggests that a key component of student retention and
success is the quality of the experience which students have in the first few weeks of their study.
It sets out the overall approach to be followed in providing orientation and induction for students
registered at KSD FET College. The College recognises the diverse student body that has different needs.
The most common reason for students withdrawing from their programmes of study is that they do not
suit them, indicating that students are not sufficiently well-prepared.
2. DEFINITIONS
Generally, orientation is about familiarising students with their new learning environment. It involves
meeting new people and communicating helpful information such as where essential services are
located. An orientation programme is regarded not as an event but as a continuing process of support
and guidance throughout the student’s life at College.
3. PRINCIPLES
The following principles underpin this policy:
 Access
 Diversity
 Progression
 Transparency
4. PURPOSE
This policy sets out the overall approach to providing orientation for new students at the KSD FET
College. The primary purpose is to outline how the orientation of students will be conducted. This is to
help students adjust to life and study at the college and to ensure their readiness for learning. Also, the
intention is to acquaint students with the new study environment, rules and regulations as well as the
day to day operations of the college. In addition, the Policy seeks to ensure that the orientation
programme includes comprehensive information on support services for students and facilities at their
disposal on campus. Lastly, it seeks to ensure that students know where to seek advice and support
while on campus. In the long term, this can positively affect student retention and satisfaction.
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5. SCOPE OF APPLICATION
This Policy applies to all new students that are admitted to study at KSD FET College. Both full-time and
part-time students are covered by the policy. Orientation will take place at different campuses and at
different times to accommodate students who register for trimester courses and other shorter skills
development programmes and learnerships.
6. POLICY STATEMENT
(a) All new students will attend the orientation programme after closure of registrations.
(b) An orientation process will take place on each of the different campuses of the KSD FET College.
(c) An orientation schedule and orientation packs will be prepared and distributed to all newly
registered students.
(d) For late entrants and for those registering at other times, alternative and equivalent forms of
orientation will be made available.
(e) The different needs of students will be recognised, such that programmes may differ in some
respects between courses and / or programmes
(f) The programme will be adapted to the needs of the type of orientation being delivered at the
respective venues.
(g) An orientation time-table setting out activities will be sent out to prospective students together
with their admission letters / notices.
(h) The content of the orientation programme will be approved by EXCO.
The orientation programmes should include information to students about:
 Learnerships and/or skills programmes
 Full time and/or part time programmes
 Student Support Services
 The campus and its facilities
 Staff serving at the College
 Induction on the study programme (by Programme Managers)
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PROCEDURE / CODE OF PRACTICE
1. BACKGROUND
This orientation policy is framed as part of a series of policies designed to provide support services to
students at the KSD FET College. A successful orientation programme is an integrated and coordinated
activity between programme managers and the Student Support Services. Programme managers are
responsible for the orientation and support of their courses as a whole while the Student Support
Services [SSS] Unit will facilitate coordination across all programmes. Orientation and induction activities
should be seen as extending beyond the first few days of the academic year.
2. OBJECTIVES
The Procedure explains how orientation will be done, its organisation and the contents of the
programme. More specifically, the orientation programme will:
 Introduce students to their course/programme, modules available and modes of assessment
and to set the context for the subjects they will be studying.
 Support the students to start developing the study skills needed e.g. different approaches to
learning; information retrieval; information technology; group work and safe
laboratory/workshop practices.
 Introduce students to the learning resources available e.g. libraries; college-industry links;
resources at other partner institutions [where applicable].
 Allocate personal tutors and elect course/programme representatives where possible.
 Introduce SSS e.g. student advisers; disability support; etc.
 Let students and staff get to know each other and to begin to develop a class identity.
3. LENGTH, TIMING AND SCHEDULING
Decisions on the length, timing and scheduling of the orientation activities should be endorsed by EXCO
after the responsible sections have done all the preparations. There might be slight variations from
campus to campus but essentially it is expected that:
 The main orientation programme may last between three to five days.
 The main programme will be scheduled to take place once the registration is closed.
 Orientation time-table setting out activities which affect all students [e.g. welcome talks,
registration procedures, bursary / financial aid advice, etc.] will be developed and distributed
during registration.
4. ORGANISATION AND CONTENT
In organising the Orientation programme, emphasis should be placed on setting a sufficiently
broad framework from which students can develop their learning of a range of disciplines while
assisting team-building and development of a course identity. Whilst some sessions may be
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optional, all students will be encouraged to participate in all sessions where building
group/course identity is the main focus. Sessions should also be time-tabled carefully to allow
students who need time for house-hunting and other initial tasks. Coordination of the
programme is necessary and this will be facilitated by the SSS Unit. The Admissions Office may
include a provisional Orientation time-table in advance to students with their pre-registration
information.
The content should be selected to meet the objectives as outlined above. It must be approved
by the College EXCO. The essential features of the orientation process include:
 Provision of the orientation pack and information including college rules and
regulations, policies and processes.
 A programme of orientation activities.
 Identification and tour of learning spaces and computer access.
Orientation content per programme or course is expected to cover the following:
 Programme aims, objectives and structure.
 Career path options
 An explanation of employability [job market opportunities].
 Assessment regulations and procedures.
 Promotion requirements
 Termination and withdrawals
 Student performance feedback mechanisms.
 The range of student support services available at the College.
Generally, the overall student orientation process covers four areas:
a. Social: to provide a welcoming environment which facilitates student’s social interaction
between themselves and with the staff teaching on the programme of study on which
they are embarking upon.
b. Orientation: to the College-to provide students with the necessary information about
the college, its facilities and regulations.
c. Registration and enrolments: to carry out the necessary administrative procedures to
ensure that students are correctly enrolled on their course of study.
d. Supporting learning: to provide an introduction to a programme of study and to lay
foundations for successful completion of the programme.
5. DELIVERING AND MANAGING THE ORIENTATION PROCESS
 Orientation will be available to all students enrolling at KSD for the first time.
 An Orientation Week will be held at the beginning of the academic year once registration
has been completed. This will include a formal welcome to the College.
 The venues have to be physically accessible and clearly sign-posted on campus.
 Students will be provided with a map, clearly indicating all buildings they will use for classes.
 ‘Student Helpers’, ‘Information Kiosks’ and ‘Roving Information Points’ could be some of
the strategies used to provide information and advice to new students.
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 Orientation activities will also be arranged for those students starting outside the usual
times for short courses and other skills development programmes. For late entrants,
alternative and equivalent forms of induction shall be made available e.g. using web-based
information resources, printed material in a range of formats etc.
 All campuses will initiate/participate in an orientation programme that will use the same
material / resources developed by the central office.
 Students will be provided with an accurate overview of their programme of learning so that
they can form realistic expectations of it.
 Students will be informed of the expectations placed on them as learners within their
programme.
 Some introductory teaching sessions may occur during orientation to assist students decide
on courses they want to register for.
 Students will be assisted, through academic counselling to identify their learning styles to
increase their personal learning effectiveness.
 All new students must have a planned personal discussion with an academic member of
staff during Orientation Week. Personal tutors may, where necessary, also be appointed
and assigned students.
 Current students will be involved in mentoring and coaching roles where possible.
 Students will be given the opportunity to confirm whether their current path of study aligns
with their future aspirations.
 Students will be introduced to the campus and to the range of services that are available to
support them in their learning.
 Students will be given the opportunity to meet other students at a personal level which will
include activities and entertainment to promote social interaction.
 Opportunities will be provided for students to be oriented to the skills/competencies
required to use the technologies at KSD.
 Opportunities will be provided to assist students to resolve administrative issues such as
enrolment and finances.
 Tutors will arrange group sessions with students on the same programmes to discuss their
choices and receive guidance on subject selection. This should take place before the module
choice selection deadline or closure of late registration.
 Specific information and activities will be offered for students with disabilities.
 All students will have health and safety induction and training at campus level relevant to
the hazards in their study areas [as per SHEQ Policy].
 Emergency and evacuation procedures will be outlined on day one and demonstrations will
be done.
6. RESPONSIBILITY
Campus Heads, SSS, Lecturers, SRC, the Marketing Officer, and Programme Managers will be
responsible for the orientation programme from the time it is planned until it is completely
delivered.
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7. A TYPICAL ORIENTATION PROGRAMME [An Example]
The Student Support Services Unit will prepare a draft orientation programme. The proposed
draft will be presented to the Campus Heads, staff and the Student Representative Council.
Changes and adjustments are made as agreed. Outlined below is a proposed example of what
should be included in an orientation programme:
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Welcome – to include CEO / Campus Head
College Vision, Mission and Values
Introduction of staff and the organisational structure
LPU – Provide overview to students on studentships and skills programmes
Introduction of SRC – roles and portfolios / structure
SSS explains the following on offer by the College to all first time enrolled students:
Personal support services; academic support services (tutorials); career and vocational
support services; health and wellness policy.
Social and cultural events (Matric farewell, fun-days, sports events etc.)
Sports and societies available
Financial aid schemes
Academic: lecturers accompany students to designated classes to discuss the following:
Course introduction in relation to job field
Subject content and National Diploma experiential learning process
College rules, regulations and conduct
Subject time tables are handed out to all students
Certificates of merit and related recognition programmes info is given
Questions and Answers session. SRC take new enrolments on a campus tour
All students congregate back in designated venue for instructions on Team Building
Activity (programme as per campus)
Once the orientation programme is finalised, the copies should be distributed to students via
the SRC. The orientation programme should run as scheduled and on agreed dates and times.
All students should each receive a copy of the College Code of Conduct. Student agreements
and declarations should be explained by lecturers and signed by all students. Students that
refuse to sign an agreement must enter into further discussions with the SSS Unit Head or the
Campus Manager to determine reasons for refusal and resolve any issues bothering them. All
students and staff are expected to complete an evaluation form to assess the worth, relevance
and the success or otherwise of the orientation programme. The analysis of the evaluation
results will be conducted by the SSS Unit, relevant staff members and the SRC within a week
after the end of the orientation programme. The SSS Unit will then compile a report and submit
to the SSS Unit Manager within two weeks of the orientation programme being held. Feedback
is then given to the Quality Assurance Manager who shares it with senior management.
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8. DOCUMENTATION
The following documentation will be provided to students attending the orientation:

Programme Schedule – Year Calendar

Schedule of venues for orientation

First Year Orientation Guide

Programme Evaluation document

Student Agreement Forms

Subject Time-tables

Rules and Regulations; and

The Student Code of Conduct
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