UFS 2027 Off-Campus Accreditation Application For Company Applications

2027 OFF-CAMPUS ACCOMMODATION ACCREDITATION APPLICATION (COMPANY):

INTRODUCTION

1.1        The University of the Free State (hereinafter referred to as the "UFS") recognises the importance of providing access to safe, secure, and quality accommodation for every individual enrolled in tertiary studies and registered as a student of the UFS (the "Student(s)"). Accordingly, the UFS places a high priority on ensuring the availability of appropriate student accommodation that supports students' academic success, well-being, and overall university experience.

1.2        Accordingly, the UFS endeavours to accredit and facilitate access to private student accommodation that meets high standards of quality, safety, and suitability. Such accommodation must comply with the applicable directives and guidelines of the  National Student Financial Aid Scheme (NSFAS), where applicable, as well as the legislative and regulatory framework governing student housing in South Africa. Through this accreditation process, the UFS seeks to ensure that students have access to accommodation that supports their academic success, well-being, and overall university experience.

1.3        Accreditation, in relation to private housing and off-campus student accommodation, refers to the formal recognition and approval granted by the UFS to a property, confirming that it is suitable for the accommodation of students and complies with the applicable norms, standards, legislative requirements, and municipal by-laws governing student housing. Accreditation is granted only where the property satisfies the requirements and criteria prescribed by the UFS, including compliance with all applicable National Student Financial Aid Scheme (NSFAS) directives, applicable Municipal by-law, and guidelines, where applicable.

1.4        Furthermore, the UFS requires all providers of off-campus student accommodation seeking accreditation to comply with the applicable legislative and regulatory requirements governing student housing, including the norms and standards prescribed under the Higher Education Act, 1997 (Act No. 101 of 1997), as amended from time to time, together with any regulations, policies, directives, and guidelines issued thereunder. Providers must also comply with all other applicable national, provincial, and local legislation, including municipal by-laws, insofar as such legislation relates to the provision and management of student accommodation.

1.5        Every provider of off-campus student accommodation seeking accreditation by the UFS shall comply with the applicable provisions of the Policy on the Minimum Norms and Standards for Student Housing at Public Universities, published in Government Gazette No. 39238 of 29 September 2015, as amended or replaced from time to time (the "Official Student Housing Policy"). Compliance with the Official Student Housing Policy is a mandatory requirement for accreditation and must be demonstrated to the satisfaction of the UFS.

The Official Student Housing Policy is available on the website of the Department of Higher Education and Training at: https://www.gov.za/documents/higher-education-act-policy-minimum-norms-and-standards-student-housing-public.

1.6         In addition to the foregoing, every provider of private off-campus student accommodation seeking accreditation by the UFS shall comply with all applicable UFS policies, rules, procedures, standards, terms, and conditions governing the provision of student accommodation. This includes, without limitation, compliance with the UFS Policy on the Accreditation of Off-Campus Student Accommodation, as amended or replaced from time to time (the "UFS Student Housing Policy"). Compliance with the UFS Student Housing Policy is a mandatory condition for obtaining and maintaining accreditation.

1.7        "Applicant" means the owner of a property, or a duly authorised agent or representative acting on behalf of the owner, who applies to the UFS for accreditation as a provider of off-campus student accommodation. An agent or representative applying on behalf of the owner warrants that he/she has the necessary authority to act for and bind the owner in all matters relating to the application for accreditation.

APPLYING FOR ACCREDITATION 

2.1          To be considered for accreditation as a provider of off-campus student accommodation, an Applicant shall complete the prescribed application form in full and submit it, together with all supporting documentation specified in Annexure A (Criteria for Accreditation) of the UFS Student Housing Policy. An application that is incomplete, contains inaccurate or misleading information, or is not accompanied by the required supporting documentation may be rejected or deemed invalid by the UFS.

Only applications that are completed in full and accompanied by all supporting documentation prescribed by the UFS shall be considered for accreditation. The UFS reserves the right to reject, or decline to consider any application that is incomplete or not supported by the required documentation.

2.2         All applications for accreditation shall be submitted during the calendar year preceding the year for which accreditation is sought and must be received by the UFS on or before the closing date determined and communicated by Housing and Residence Affairs ("HRA"). Applications received after the prescribed closing date may not be considered, unless the UFS, in its sole discretion, determines otherwise.

2.3         No application for accreditation received after the prescribed closing date shall be accepted or considered by the UFS.

2.4         Application link can be obtained at: https://www.ufs.ac.za/residences/housing-and-residence-affairs/information/off-campus-accommodation/application-procedure.

2.5         By submitting an application for accreditation to the UFS, the Applicant acknowledges and confirms that they have familiarised themselves with the applicable accreditation procedures, minimum eligibility and accreditation requirements, and all applicable policies, standards, terms, and conditions governing the provision of off-campus student accommodation, including the UFS Student Housing Policy. The Applicant further acknowledges that compliance with these requirements is a prerequisite for the consideration and maintenance of accreditation.

2.6         The Applicant shall be the primary point of contact for all communications relating to the application for, and any subsequent accreditation of, the property. The UFS shall be entitled to correspond exclusively with the Applicant, who shall be responsible for receiving and responding to all notices, requests, and other communications on behalf of the owner, where applicable.

2.7         The accommodation provider shall conclude a written lease agreement with each student accommodated at the property prior to the student's occupation of the premises, or within such period as may be permitted by applicable law. Each lease agreement shall clearly regulate the rights and obligations of the accommodation provider and the student in relation to the provision of off-campus accommodation.

The accommodation provider shall be solely responsible for the administration and enforcement of all lease agreements, including the invoicing, collection, and recovery of any accommodation fees or other amounts payable by students.

The UFS is not a party to any lease agreement concluded between the accommodation provider and a student and shall bear no responsibility or liability whatsoever for the payment, collection, recovery, or non-payment of any accommodation fees or any other amounts due under such lease agreement. The accommodation provider hereby indemnifies and holds the UFS harmless against any claim, loss, liability, or dispute arising from or relating to the lease agreement or the student's failure to make payment.

2.8         Accreditation of an off-campus student accommodation property shall be valid only for the academic year specified in the application and approved by the UFS. Accreditation shall automatically expire at the end of the applicable academic year and does not create any right, expectation, or entitlement to renewal or continued accreditation for any subsequent year.

Where the UFS is responsible for facilitating the payment of accommodation fees on behalf of eligible students in accordance with applicable funding arrangements, such payment shall be subject to the submission by the accommodation provider of a complete and accurate student occupancy list and any supporting documentation required by the UFS Finance Department. The UFS reserves the right to make payment directly to the accredited accommodation provider in accordance with the applicable funding rules, directives, and guidelines issued by the Department of Higher Education and Training, the National Student Financial Aid Scheme (NSFAS), or any other relevant funding authority. Nothing in this Policy shall be construed as creating an unconditional obligation on the UFS to make payment to an accommodation provider. Any payment by the UFS remains subject to the availability of funding, compliance with the applicable funding requirements, verification of student eligibility, and the provider's continued compliance with the UFS Student Housing Policy and all applicable legislative and regulatory requirements.

2.9         For enquiries relating to the accreditation application process, Applicants may contact Housing and Residence Affairs ("HRA") by email at OffCampusAccom@ufs.ac.za.

The UFS will not accept accreditation applications submitted by email, hand delivery, or to any individual staff member. All applications must be submitted strictly in accordance with the prescribed application process and by the submission method communicated by the UFS. Applications submitted through any unauthorised channel or after the prescribed closing date shall not be accepted or considered.

ACCREDITATION PROCESS

Once a completed application, submitted in accordance with paragraph 2 (Application for Accreditation) and received by the UFS on or before the prescribed closing date, has been found to comply with the minimum eligibility and accreditation requirements, the UFS shall commence the accreditation process in accordance with the procedures set out in the UFS Student Housing Policy.

The accreditation process for the 2027 academic year shall include the following:

1. An administration fee of R100.00 per bed shall be payable by the Applicant for each property submitted for accreditation.
2. The UFS shall issue an invoice to the Applicant for the applicable administration fee.
3. The administration fee must be paid in full before an inspection of the property will be scheduled or conducted.
4. Upon confirmation of payment, Housing and Residence Affairs ("HRA") shall contact the Applicant to arrange a mutually convenient date and time for the inspection.
5. The inspection shall be conducted to assess the property's compliance with the applicable legislative requirements, the Official Student Housing Policy, the UFS Student Housing Policy, and any other applicable accreditation criteria.
6. Payment of the administration fee and completion of an inspection do not guarantee accreditation. Accreditation shall only be granted where the property has been found to comply with all applicable accreditation requirements and the UFS has formally approved the application.

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ANNEXURE A

REQUIRED/SUPPORTING DOCUMENTS

(Criteria for Accreditation)