Revised D/311/10
Previously D/586/09
INSTITUTIONAL REGULATORY CODE (IRC)
(Policies, Procedures, Rules etc.)
To be completed by initiator of policy/policy owner:
1. POLICY TITLE:
Residence Tuck-shop Policy
2. FIELD OF APPLICATION:
All registered residence students
(All persons to whom policy applies)
3. COMPLIANCE OFFICER(S):
Dean: Student Affairs; Director:
Housing, Living & Learning
Programmes, Student Life Officer and
House Committee Members
(Persons responsible for ensuring policy
implementation)
4. STAKEHOLDER CONSULTATION
Student Leadership, Residence
Management and Catering Committee
(State the stakeholder group/s consulted during
policy formulation/revision)
5. DESIGNATION OF POLICY OWNER:
Director: Housing, Living & Learning
Programmes
(Person responsible for maintaining policy)
6. NAME OF POLICY OWNER:
Dr S Mpuru
POLICY HISTORY (To be completed by policy owner)
Decision
Date
(Compulsory)
Status
(New/Revised/
No Changes)
Implementation
Date
(Compulsory if
“new” or “revised”)
Approving
Authority
(If ”new” or
“revised”. N/A
if no changes)
Resolution
Number
e.g. 07/11-10.2
(Minute
number. N/A if
no changes)
Policy
Document
Number
(e.g.
D/…./07 N/A
if no
changes)
Pending date
for next
revision
(Compulsory)
3 Aug 2005
New
3 AUG 2005
EMCOM
05/12/9.4
D/840/05
Sept 2008
24 June 2009
Revised
16 Feb 2009
EMCOM
09/06-6.24
D/123/09
Sept 2011
11 Nov 2009
Revised
January 2010
EMCOM
09/11-6.9
D/586/09
Previously
part of
D/123/09
Sept 2011
23 Sept 2010
Revised
July 2010
EMCOM
10/09-10.2
D/311/10
Sept 2012
For office use only
SUBJECT (Broad policy field):
Student Governance
SUBJECT NUMBER:
200
CATEGORY (Policy sub-field):
Residence Governance
CATEGORY NUMBER:
202
IRC NUMBER:
202.04
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Revised D/311/10
Previously D/586/09
5. Preamble
As one of the responses to the challenges facing human resource empowerment in South
Africa today, the Department of Student Housing, Living and Learning Programmes believes
in nurturing innovation, fostering creativity, embracing technology and developing people to
meet the challenges of the world of tomorrow. The University has a vision to optimise the
potential of students towards sustainable development.
The Department of Housing, Living & Learning Programmes is committed to playing its role
in developing graduates who are well-rounded, critical thinkers, entrepreneurial, innovative
and employable. Whenever an opportunity arises, the Department will afford the students
space and infrastructural support to develop their life skills. Entrepreneurship is one such
skill that introduces selected students to business as a possible career. Having identified a
need for small scale retail outlets in residences, especially for incidental items, and at times
when all other retail centres are closed, the Department promotes the establishment of tuck
shops which are run by students.
This policy serves as guideline for the establishment and running of the tuck shops by
students in residences.
Purpose
The residence tuck-shops serve as a programme to develop entrepreneurial and managerial
skills among students. The venture also gives an opportunity for experiential training for the
managing of a business. Furthermore, these small scale businesses create job opportunities
for other residence students, and the nominal rent paid by the owners contributes in the
respective residence’s house funds.
5. The Policy
In order to ensure fairness in the allocation of tuck shops to students and the regulation of
procedure and boundaries, tenders are invited and strict timelines in the process are
adhered to. Separate water and electricity meters will not be installed and no charges will be
levied for the consumption of water, electricity or for the disposal of waste. The University,
however, reserves the right to review this concession when and if necessary. The University
will not provide a telephone or connect the premises to the University network or internet.
1. The process
1.1.
1.2.
1.3.
1.3.1.
1.3.2.
1.3.3.
1.3.4.
Applications are invited from students in October of each year in order to give
the prospective tuck-shop owner enough time to prepare for opening the
business the following year, or in the case of a vacancy due to circumstances, on a
needs basis.
A panel consisting of the Director: Housing, Living & Learning Programmes, the
Senior Manager: Residence Operations, the respective Residence Manager, the
Student Life Officer, and two House Committee members from the residence
concerned is convened to consider the application;
The panel determines a schedule of the following events:
Date of invitation of applications,
Cut off date for submission of tenders,
Date for panel to consider business plans,
Date for final announcement of short listed candidate
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Revised D/311/10
Previously D/586/09
1.3.5. Date for short listed candidates to present business plans to panel;
1.3.6. Date for final announcement of successful candidates.
2. Business Plan:
2.1
2.2
2.3
2.4
2.5
2.6
2.7
The business plan must include:
Stock items to be sold (keeping in mind that food may not be cooked or prepared in
the shop);
Financial resources – proof of available capital (e.g. confirmation of loan from a bank
or sponsor);
Entrepreneurial potential and skill;
Details of benefits to residents e.g. job creation, fund raising etc;
Estimated profit or loss;
Hours of service;
Rent
3. Criteria:
3.1
3.2
3.3
The business owner must necessarily be a registered student of NMMU during the
year an application is submitted as well as the year during the business running.
The prospective entrepreneur must be a resident in one of the NMMU residences
Business owners are expected to be acquainted with University policies that impact
directly on residence life, such as Alcohol/Liquor Policy, the Housing Rules and
Procedures, The Glass-Free Campus Policy, The NMMU Smoking Policy, the
Residence Disciplinary Code, the NMMU Occupational Health and Safety (OPS)
Policy and other applicable OHS legislative standards applicable to resale of food
items.
4. Agreement:
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.8.1
4.8.2
4.8.3
4.8.4
An official agreement is entered into between Student Housing and the successful
candidate(s) to run the business for the duration of one academic year. Limited hours
during vacation periods could also be negotiated if deemed necessary; any deviation
must be agreed to by the approving authority.
The University shall not be held liable for any agreements made between the lessee
and his/her sponsor;
Prior to any agreement signed between the Student Housing authority and the
entrepreneur/owner, the owner shall submit a health and safety plan to the NMMU
Health and Safety Manager for approval.
It is imperative that the owner holds a meeting with the House Committee of the
residence in which he/she will be operating to solicit their views on the general stock
needed in the tuck-shop and to discuss the hours of operation.
Under no circumstances should the business owner interfere with the electrical,
plumbing or any other utility installations serving the building without the express
permission of the Director: Technical Services.
Maintenance of the premises shall be at the cost of the business owner.
The Housing Department Management, Technical services, Security, Campus Health
Services as well as the Committee for Safety, Health and Environment (SHE) reserve
the right to inspect the premises at any time and insist on any work they deem
necessary to carry out in the interest of maintenance, safety or health.
The following are examples of items that may be stocked for sale from the tuck shop:
Pastries, crisps, sweets, soft drinks, non-alcoholic beverages;
Groceries
Stationery
Toiletries
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Revised D/311/10
Previously D/586/09
4.8.5
Minor hardware items such as bulbs, padlocks, batteries, etc.
4.9
The agreement includes
4.9.1 Opening times;
4.9.2 Security plans;
4.9.3 Safety and health;
4.9.4 Delivery;
4.9.5 Cleaning and
4.9.6 Refuse removal
4.9.7 Payment of rent for the space used shall be made monthly.
4.10
4.11
4.12
4.13
4.14
4.15
4.16
Payments due to the House Committee will be made at the University cashiers who
will in turn credit the respective House Committee’s social fund account.
In the event of the lessee committing any breach of the terms and
conditions of the lease, including non-payment of rental, the University may demand
that the lessee remedy such breach within seven days of
the date of written notice of demand.
The University shall not be liable for any damage to the premises or to any other loss
suffered by the lessee or clients arising out of its occupation of the leased premises,
whether such damage or loss arises from failure of any services connected to the
premises or arising from a defect in the leased premises or from fire, theft or from
any other cause whatsoever, including any negligence on the part of a University
employee or agent(s), unless wilfully caused.
The University shall bear no liability whatsoever for damage or loss of stock incurred
as a result of any riotous behaviour.
The lessee shall submit reports, once a term, to the Student Life Officer to advice on
the progress of the business and any concerns or suggestions that should be noted
and/or actioned. The feasibility of the shop is assessed at this point and at the end of
the year.
The owner/entrepreneur is awarded a certificate if the tuck-shop is run
successfully.
The lessee is obliged to leave the premises at the expiration of the lease in a
condition which is acceptable to all stakeholders. All installations (e.g. shelves) shall
remain the property of the University subject to negotiations with a future lessee to
take over the improvements.
5. Termination of Agreement:
5.1
5.2
5.3
Should the lessee, for whatever reason wish to terminate the lease agreement,
he/she should advise the Student Life Officer of such intention with at least one
month’s notice.
Should the University, also for whatever reason other than outcomes of a disciplinary
procedure, decide to terminate the lease agreement, the University should serve the
lessee with at least one month’s notice to fold the business. In the event of the lessee
found guilty of any breach of University rule or South African law, being expelled or
suspended from the University following a disciplinary hearing, the agreement shall
be terminated instantly. The lessee may, in terms of paragraph 7.1 of the Student
Disciplinary Code submit a written request to the Registrar for the review of the
finding and/or the penalty by the Review Committee.
The University shall not be liable to the lessee for any costs incurred by the lessee
arising from such cancellation and the University retains the rights to claim payment
of any monies due to the institution, and compensation for any damages caused to
the premises or suffered by the University.
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