Hostel policy


Hostel policy and rules

1.     Introduction

This document is the hostel policy of Nerina House (girls) and Danford Hous (boys), hostels of Northern Cape High School.  The policy was drafted in accordance with the relevant provisions of the Constitution of the Republic of South Africa, Act 108 of 1996; the South African Schools Act, Act 84 of 1996 (‘SASA’); the Norms and Standards for School Funding, and applicable provincial legislation.

A.     Hostel policy

The composition of the Hostel Committee will be as follows:

•    SGB appointed chairman/lady
•    School principal
•    Hostel superintendent
•    Deputy hostel superintendent
•    Matron
•    School financial officer

2.     General

2.1    Boarders are expected to know and obey the hostel policy and rules, a copy of which will be displayed on the hostel notice board.

2.2    Each boarder is bound by the school’s code of conduct for learners, over and above the hostel policy and rules.

2.3    The hostel committee will determine the number of bursaries awarded each year.

3.     Admission

3.1    Admission to the school does not imply automatic admission to the hostel.  There is no constitutional right to hostel boarding.

3.2     The governing body alone is responsible for the regulation and control of hostel admissions.

3.3     Application for hostel admission must occur at the same time as application for school admission, unless the governing body decides otherwise.

3.4    The governing body reserves the right of admission to the hostel.

4.     Boarding fees

4.1    Each hostel parent is responsible for full boarding fees.

4.2     Boarding fees are payable in advance each term, or as agreed in writing with the governing body.

4.3    Learners may stay on in the hostel only if their boarding fees are paid up.

4.4    Boarders must give one term’s notice if they will be leaving the hostel at the end of the year.  Matriculants will be deemed to leave the hostel at the end of their matric year.  Matriculans who must or want to repeat their matric year must re-apply for admission to the hostel.

4.5    Tariffs for groups will be determined by the hostel committee at the beginning of each year.  If any deviation of the set tariffs occur, the hostel committee will approve the changes.

5.    Letting of flats in hostel

5.1      Any vacant flats must first be advertised by written notice to all staff members, before any applications may be considered.

5.2    Applications for leasing must take place on the prescribed form obtainable from the superintendent.

5.3    All applications will be considered by the hostel committee.

5.4    If an application is approved, it is subject to a letting contract.

5.5    Preference is given to staff members of Northern Cape High School.

5.6    Rental money will be paid by means of debit order direct from the tenants bank  account

B.     Hostel rules

1.     Code of conduct and discipline

1.1        The hostel head, his/her staff and hostel leaders are responsible for maintaining discipline in the hostel.

1.2        Initiation in any form is prohibited.

1.3        Fighting and physical handling among boarders are prohibited.

1.4        Boarders may not smoke, consume any alcoholic beverage, or be in possession of any tobacco, alcoholic beverage and related substances such as drugs on the school or hostel grounds or in any other place where they may be identified as learners of the school/boarders of the hostel.

1.5        Hairstyles must adhere to the school’s code of conduct.

1.6        Any sexual or indecent physical contact between boarders on the school or hostel grounds is strictly prohibited.

1.7        Clothing:

1.7.1        Boarders should at all times be properly dressed when they move around in the hostel.
1.7.2        Meals and study may not be attended in pajamas and slippers and they may not be barefoot.

1.8        No boarder may climb through any hostel window or on any hostel roof, or enter the hostel in any other way than through the designated doors.

1.9        No boarder may enter any hostel room apart from his/her own, unless with the necessary permission, or accompanied by the relevant fellow boarder.

1.10        Boarders shall at all times treat all persons, including hostel staff, fellow boarders and visitors, with respect and dignity.

1.11        All rules in the school’s code of conduct shall be regarded as included herein.

2.     Visitors

2.1    All visitors must report to the staff member on duty. The relevant boarder will be called to receive the guest in the prescribed visitors’ area.

2.2    Visitors are subject to, and must respect, the hostel rules.

2.3    Boarders will be held responsible for their visitors’ conduct.

2.4    Visitors may not enter any hostel room without the permission of the staff member on duty.

3.     Illness

3.1        Should a boarder fall ill during school time, written permission must be obtained from the school principal or hostel head to go and see the matron.

3.2        No boarder who has fallen ill may stay behind/go and lie down in the room without the necessary permission.

3.3        Parents may contact the hostel head with regard to their children’s illness and treatment.

4.     Signing out

4.1        The signing-out policy is meant to protect the boarders and the school and hostel.

4.2        Weekends:

4.2.1            Away weekends (hostel weekends):  During an away weekend, all boarders must leave the hostel.
4.2.2            Optional weekends:  These weekends start after sports activities on Saturdays, or directly after school on Fridays if the school has no sports activities planned.  Parents must inform the hostel head not later than Firday 14:00 if they will be collecting their children for the weekend.  Such notification must be faxed or send by e-mail.

4.3        Holidays:  The same procedures that pertain to away weekends, apply to signing in and out for holidays.

4.4        Each hostel has a signing-out register.

4.5        Signing in:  Boarders, together with their parents or the person in whose custody the boarders were during the weekend or holiday, must report to the staff member on duty upon returning to the hostel.

5.     Study times

5.1        The following rules apply during study times:

5.1.1            Learners must report punctually in the study hall.
5.1.2            No cell phones are allowed in the study hall.
5.1.3            Learners may not talk to one another.
5.1.4            Learners may not eat or drink.
5.1.5            Learners may not walk about or leave their desks.
5.1.6            No furniture may be moved around.
5.1.7            Learners may leave the room only with the supervisor’s permission.

5.2        Study times are as follows:
Mondays to Thursdays:  19:00 – 21:00.
Weekends:  As announced by the person on duty.

5.3    Study halls must be tidied up after each study time.

5.3.1        All papers and litter must be deposited in the waste bins.
5.3.2        Windows must be closed.
5.3.3        Chairs must be put on the tables.
5.3.4        The lights must be switched off and the doors locked.
5.3.5        Hostel leaders are responsible to ensure that study halls are left in the above-mentioned condition after study time.

6.     Meals

6.1        Meal times are as follows:
Breakfast     07:00
Lunch     14:00
Dinner     17:45

Breakfast    08:00
Lunch     12:30
Dinner    17:30

6.2        The hostel leaders with the staff member on duty are responsible for discipline in the dining room.

6.3        Boarders must enter the dining room quietly and orderly.

6.4        No boarder may be forced to eat or drink anything against his/her will.

6.5        No food, plates, cutlery, glasses or any other kitchen equipment may be removed from the dining room.

6.7        If a boarder is unable to attend a meal or will arrive late, he/she must inform the staff member on duty well in advance.

6.8        No cell phones may be used in the dining room.

7.      Telephones

7.1        Cell phones are brought into the hostel at own risk.

7.2        No calls may be made or received during meal or study times.

7.3        A boarder’s cell phone may be confiscated if he/she does not obey the rules. In such a case, the boarder will sign a written admission of guilt, in which the boarder acknowledges that he/she is aware of the provisions of the hostel rules and the sanction that his/her phone may be confiscated.

8.     Washing

8.1    Each boarder’s clothes must be clearly marked.

8.2    Each boarder is personally responsible for taking his/her washing to, as well as collecting it from, the washroom.

8.3    No boarder may collect a fellow boarder’s washing without the necessary permission.

9.     Breakage

9.1        Breakage must be immediately reported to the relevant staff member or hostel leader.

9.2        Deliberate damage to hostel or school property will lead to disciplinary action.

9.3        Boarders must handle all hostel property with the necessary care.

10.     Hostel leaders

10.1        Each hostel must elect its own hostel leaders.

10.2        Hostel leaders are responsible for general hostel discipline, and must assist the hostel head and other staff in maintaining discipline.

11. Lights-out and getting-up time

11.1        Lights-out is at 22:00 and will be indicated by a bell.  No boarder may leave his/her bed within 30 minutes after lights-out.

11.2        Following the lights-out bell, silence must be maintained. All radios, computers and cell phones must be switched off.

11.3        Getting-up time is at 06:00, which will also be indicated by a bell, at which time boarders must get up immediately.

11.4        Boarders may request the staff member on duty permission for additional morning or evening study time.  The staff member on duty may refuse permission if he/she is of the opinion that the relevant boarder did not optimally utilise the normal study time.

12.     Other

12.1    All forms of pornography are strictly prohibited.

12.2    Boarders may not run, scream, whistle or make undue noise in the corridors. Radios are permitted only if played softly.

12.3    If a boarder, for whatever reason, will arrive late for any particular activity, the staff member on duty must be informed well in advance.

12.4    Boarders must ensure that their hostel rooms are kept neat and tidy.

12.5    The only time when a boarder may leave the school or hostel grounds ‘without permission’ is during general leave to visit the shops on Wednesdays, Fridays or Saturdays.  Boarders may go to town/go shopping on Wednesdays.  During general leave on Wednesdays to go shopping, boarders must wear their school uniforms.

12.6    Boarders shall refrain from any conduct that could bring the school and/or hostel into disrepute.  Any conduct that unfairly prejudices the administration, discipline or efficiency of the hostel will be regarded as a transgression of this code of conduct.

12.7    Boarders may not have motor vehicles on the hostel premises.  As far as motor bikes are concerned they must have written permission of the hostel head.  Boarders must also comply punctually with any conditions concerning the permission.

12.8  Teachers/adults shall do duty to exercise supervision in the hostel at all times as appointed by the Superintendent.  At least one will be appointed in the girls section and at least one in the boys section respectively.  Times and duration of duties shall be determined by the Superintendent.  These people will be referred to as “the Responsible person” in this document.

12.9  The hostel vehicle shall be left on the hostel premises after hours and over weekends and the keys shall be left in the hostel office.  A register must be kept acknowledging receipt of the keys by the Responsible person(s) .

13.    If a boarder is found guilty in a board of law it will be seen as a transgression of this code of conduct.

14.    Transgressions that may lead to suspension and/or expulsion include but are not limited to:

14.1    conduct that poses a threat to others’ safety and infringes upon others’ rights;

14.2    possessing, threatening with or using dangerous weapons;

14.3    the possession, use, trading or any visible sign of narcotic or unauthorised drugs, alcohol and intoxicating substances of any nature;

14.4    fighting, assault or abuse;

14.5    indecent behaviour or swearing;

14.6    adopting or assuming a false identity;

14.7    any form of hate speech, sexism, racism or other anti-social behaviour;

14.8    theft, or the possession of stolen goods;

14.9    unlawful conduct towards and/or vandalising, destroying or damaging school property, including the application of graffiti;

14.10    disrespectfulness, offensive behaviour and verbal abuse aimed at educators or other school and hostel staff or learners and fellow boarders;

14.11    repeated violations of school rules or this code of conduct;

14.12    leave the hostel OR try to leave the hostel without permission;

14.13    criminal and oppressive behaviour, such as rape and gender-based harassment;

14.14    victimisation, bullying and intimidation of other learners; and

14.15    intentionally and knowingly providing false information, or forging documents, in order to obtain an unfair advantage.

15.  Medical Emergencies

15.1  When a medical emergency arises, it must be reported to the Responsible Person(s) without delay.

15.2  A kitty of R500.00 (this amount may be amended as the demand prescribes) must be kept by the Responsible person(s) for medical emergencies only.  This kitty will be provided for from hostel funds. The Responsible person(s) will be responsible for the following:

15.2.1  When the Responsible person(s) comes on duty he/she will verify the  amount of money in the medical kitty, record the amount in the relevant  register and sign receipt thereof in the presence of the Responsible person(s) going off duty.  The Responsible person(s) will be responsible for  any shortfall of money that cannot be accounted for.

15.2.2  In the event of a medical emergency that necessitates the services of a medical practitioner, the Responsible person(s) shall pay for the consultation from the kitty and acquire a receipt from the said practioner or institution that will be placed in the kitty.  The Superintendent shall be responsible to replenish the kitty after such an incident.

15.2.3  The Responsible person(s) shall use the hostel vehicle in transporting the ill or injured learner to and from the medical practisioner or institution.  A logbook must be kept on the usage of the hostel vehicle for these purposes.

Should the hostel vehicle not be used by the Resonsible person(s), the transport costs will not be claimable from the hostel funds unless permission is granted by the Superintendent.

16.    From time to time, the governing body may amend, supplement, change or adapt this policy.

C.     Hostel disciplinary policy

1.     Disciplinary action

1.1    Minor transgressions
1.1.1        Category A misconduct

Any violation of 1.5, 1.7, 1.8, 1.11, 3.1, 3.2, 5.1, 5.3, 6.3 – 6.7, 8.1; 8.2, 8.3, 11, 12.2, 12.3 and/or 12.4 of the hostel rules.

In case of the violation of any of the abovementioned provisions, such violation shall be referred to a staff member of the hostel, who will be entitled to impose the following sanctions:

a)    A verbal or written warning.
b)    Supervised school work that will contribute to the learner’s progress at school as well as improve the school environment, provided that the parents are informed timeously and the child’s safety is ensured.
c)    The performance of tasks by the transgressor in favour of the person/institution who has been wronged by the transgression.
d)    Suspension from participation in school and/or hostel activities, such as sports and cultural activities (excluding social events).

1.1.2    Category B misconduct

Any violation of 1.3, 1.9, 1.10, 4.2 – 4.5, 7 and 9 of the hostel rules.

In case of the violation of any of the abovementioned provisions, such violation shall be referred to the hostel head, who will be entitled to impose the following sanctions:

a)    Any of the sanctions in 1.1.1 (a) to (d) above, to which the following could be added:
b)    Exclusion from participation in social events of the school and/or hostel.
c)    Agreed, affordable compensation.
d)    The repair or replacement of damaged property.
e)    Community service of up to six hours.

1.2    Major transgressions

1.2.1        Category C misconduct

Any violation of 1.2, 1.4, 1.6, 12.1, 12.5, 12.6 and 12.7.

In case of the violation of any of the abovementioned provisions, such violation shall be referred to the hostel committee of the governing body, who will be entitled to impose the following sanctions:

a)    Any of the sanctions in 1.1.1 (a) to (d) and 1.1.2 (b) to (d) above, to which the following could be added:
b)    In the case of a violation of the code of conduct by hostel leaders:
In conjunction with or as alternative to the above, suspension from their duties for a period of up to six weeks, or dismissal and permanent removal from their leadership positions at the hostel.
c)    Following a hearing in which any boarder is found guilty of violating the provisions of the code of conduct, the governing body may impose any of the aforementioned sanctions on such boarder, or suspend the boarder, or recommend the boarder’s expulsion from the hostel.

1.2.2         Should the governing body opt for suspension as the only sanction, they may determine the period of suspension.