Council releases reasons (30 September 2024)
Stellenbosch University's Council took the decision, in terms of clause 10(3)(g) of the University's Institutional Statute at its meeting on 16 September 2024 to close the Wilgenhof men's residence in its current format and to replace it with a reimagined and rejuvenated male residence student community. A renewed residence intends to acknowledge the constructive aspects of Wilgenhof while making a decisive break with the unacceptable and secretive practices of the past, as we move forward in fostering an environment where all students can thrive, in a community that upholds the values of inclusivity, respect, and excellence.
Stellenbosch University's Council provided the reasons for its decision, as published here, in response to a formal request for reasons in terms of the Promotion of Administrative Justice Act 3 of 2000.
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The facts regarding Wilgenhof residence
General facts and figures on Stellenbosch University
In 2024, SU enrolled more than 35 000 students (undergraduate and postgraduate). Of these 70% do not make use of SU accommodation. There are approximately 230 000 SU alumni.
Wilgenhof
The Wilgenhof Residence has a total capacity of 206 beds. It is one of the smallest male residences for junior students out of 12 junior residences accommodating male students (including co-ed residences). There are 3 295 living Wilgenhof alumni currently on the SU database. It is not correct that Wilgenhof alumni or residents own the Wilgenhof property and buildings.The University is, however, aware that members of the Wilgenhof Alumni Association secured the registration of the name “Wilgenhof", as well as the domain name of the website of the Wilgenhof Residence.
Participation of Wilgenhof residents in student activities in 2024
Claims were made that “the University, the Rectorate and management" excluded Wilgenhof students from all university and cluster events and activities since the beginning of 2024. This is not factually correct.
Wilgenhof forms part of the Victoria Cluster together with Monica, Harmonie, Silene and Oude Molen. With regards to cluster activities: Wilgenhof was invited to participate in Cluster Athletics at the beginning of the year and the Victoria Cluster Jazz Evening. Wilgenhof students also actively participated in the Victoria Cluster leadership caucus in the third term. Wilgenhof also had continuous access to cluster resources and infrastructure, for example the Victoria Hub.
Regarding other campus activities: Wilgenhof participated in, amongst other activities, the official University opening for newcomer students at Coetzenburg, the Dream Walk, the Welcoming Fair, Campus League Rugby, Campus League Soccer, Derby Week, Mollasse Sêr and SU Acapella.
After various facilitated deliberations in January, however, student leaders in the Victoria Cluster decided that Wilgenhof will not take part in Cluster Day (on the first Saturday of the welcoming period for newcomer students).
Residence applications by application choice
Wilgenhof has received the lowest number of applications (from prospective students) of the male residences and co-ed residences with male rooms (Goldfields and Metanoia) over recent years. In total, over the past eight years (for the intake years of 2016-2023), Wilgenhof has received the lowest number of applications (from prospective students) for first, second and third choice. (In total 4 519 applications versus 13 173 applications for Dagbreek - the highest.) With regard to first choice, Wilgenhof was in the bottom three or four in recent years.
It is not correct that Metanoia receives “very little" applications from prospective students.
- The SU undergraduate co-ed residences (Stellenbosch) are Goldfields, Metanoia and Huis Neethling.
- The SU senior co-ed residences (Stellenbosch) are Lobelia, Concordia, Huis MacDonald, Huis de Villiers, Huis Russel Botman House and The Village
- The SU co-ed residences on the Tygerberg campus are Hippokrates, Meerhoff, eNkanyini, Huis Nkosi Johnson House and Huis Ubuntu House
- Information on SU residences is available here
FREQUENTLY ASKED QUESTIONS AND ANSWERS
What was decided at the SU Council meeting on Monday 16 September 2024?
Based on the many submissions received from interested parties and considering all the information before it, it is Council's view that a properly facilitated process that involves SU management, current Wilgenhof residents, other student leaders, and residence heads, to shape a renewed, reimagined, and rejuvenated residence is critical.
Council also noted that this is intended to be the starting point of meaningful and systemic change in the University's desire to foster an environment where all students can thrive in a community that upholds the values of inclusivity, respect, and excellence and that is aligned with SU's Vision 2024, SU values, Code 2040, the spirit of its Restitution Statement, and the South African Constitution.
A renewed residence intends to acknowledge the constructive aspects of Wilgenhof while making a decisive break with the unacceptable and secretive practices of the past, as we move forward in fostering an environment where all students can thrive, in a community that upholds the values of inclusivity, respect, and excellence.
Did the SU Rectorate and members of Council have access to all the submissions?
Yes. Members of the Rectorate and Council had access to all the submissions.
Will the upgraded residence still be named Wilgenhof?
The name of the upgraded residence will be considered. Proposals will be invited in this regard for consideration by SU's institutional Naming Committee and recommendation to the Council. The Naming Committee will be asked to include consideration of all the names proposed in the submissions that were made to the Council in the run-up to its decision.
What will the repurposing of Wilgenhof entail?
The residence will be upgraded to align with SU's aspiration to create learning and living spaces that promote excellence and in doing so comply with the DHET's Policy on the Minimum Norms and Standards for Student Housing at Public Universities.
When were current Wilgenhof students informed about the decision?
Prof Deresh Ramjugernath, Deputy Vice-Chancellor (Learning and Teaching), informed the current residents of the Residence on Monday afternoon 16 September 2024 at the residence. Staff members of the Division for Student Affairs were also present.
Did SU communicate with staff and students with regards to Council's decision?
Yes. Wilgenhof alumni received an e-mail. Communication was distributed via internal e-mail and the University's website.
THE WAY FORWARD
When will the residence close and how long will it take to complete the upgrades?
The residence will be closed for the 2025 academic year and the upgrades will be completed in time for the 2026 academic year. Students will move out of the residence at the end of the 2024 academic year.
What is the plan of action regarding the current Wilgenhof residents?
All current Wilgenhof residents who fulfilled the academic requirements for re-placement in a residence and have applied to stay in a SU residence in 2025, have received an offer to be placed in an alternative SU residence for 2025.
Of the 206 current residents of Wilgenhof, 167 students applied for re-allocation in Wilgenhof in 2025. Approximately 131 were successful and 36 not. Of the 131 successful students, 103 applied for placement in alternative residences should Wilgenhof close. Of the 103 applications, 6 chose to "abstain" on completing the application form, and 97 indicated alternative residence options. These 97 students received letters on Thursday 19 September 2024 informing them in which residence they will be placed in 2025.
All but two students could be accommodated in one of their three preferred choices. Students have until the end of September 2024 to accept their offers.
During 2025, current Wilgenhof residents will be given the opportunity to apply for placement in the upgraded residence in 2026 as per the SU residence placement policy.
- Parents of current Wilgenhof students also received communication.
General documentation on re-application:
What is the plan of actions regarding staff working at Wilgenhof?
All current staff supporting and working in Wilgenhof will be deployed to appropriate positions within SU while the outlined process and upgrades are completed. There will be no impact on their current work agreements.
Will there be support for staff and students during this transitional process?
SU has a range of institutional mechanisms in place to provide the required psycho-social support to students and staff who require assistance to cope with the new dynamics of a significantly different residential community. The University will provide the necessary psychosocial support to all affected students throughout this transition.
What will happen to applicants (prospective students) who have applied for Wilgenhof as one of their residence options for 2025?
Prospective first-year students who have applied for Wilgenhof as one of their preferred residence choices for 2025, and who have received a residence offer, accepted the offer and (if applicable) paid the acceptance amount, will be provided the opportunity to amend their residence choices before they are considered for placement in a specific residence.
THE WILGENHOF ALUMNI ASSOCIATION (BOND)
Will the reimaging of Wilgenhof have an impact on the Wilgenhof Alumni Association/the Bond?
As with all alumni associations, the point of interaction of the Bond needs to be regularised and conducted through the Division for Development and Alumni Relations (DAR). This promotes a consistent approach to the development of alumni relations and emulates international best practice in university advancement.
What is the involvement of SU’s Development and Alumni Relations Division (DAR) with Wilgenhof’s alumni structures?
- Wilgenhof has a formal alumni structure which was created in 1985. The alumni activities are driven by the “Bond” (the Alumni Association), in partnership with the house committee, and supported by the residence head. Both the residence head and the prim are invited to join committee meetings of the Bond.
- The committee is elected at reunions which are hosted every five years. These reunions are organised by the Bond in partnership with the residence.
- DAR has historically not been involved in any Wilgenhof reunions. DAR assisted the Bond to promote the Wilgenhof 120 years reunion in 2023 through the annual SU alumni calendar, social media, and the SU Homecoming Weekend programme.
- DAR has been invited to attend Bond committee meetings per invitation in 2018 and 2024.
- The chairperson of the Bond is invited to the Alumni Residence Forum (organised by DAR).
- The Wilgenhof Bond uses an independent database and communication platform, and DAR has no input or oversight in their communication.
- The residence’s Instagram page is administered by members of the Wilgenhof house committee.
- The Wilgenhof Bond uses the Wilgenhof Trust as their financial vehicle outside SU.
COUNCIL MEETING AND COUNCIL'S CALL FOR WRITTEN SUBMISSIONS
What was decided during the SU Council meeting on Monday 24 June 2024?
The Stellenbosch University (SU) Council met on Monday 24 June 2024 and extensively debated the recommendation made by the Rector, unanimously supported by the Rectorate, that the Wilgenhof Residence in its current form should be closed, based on the principal recommendation in the report from the Panel that was tasked to investigate the contents found in two rooms at the Wilgenhof Residence. The Rector's additional recommendation was that the building should be retained as an upgraded residence.
The discovery of disturbing contents in the rooms at Wilgenhof earlier this year has elicited strong and diverse reactions from students, parents, alumni, and other stakeholders. The Council recognised that opinions on the future of Wilgenhof are deeply divided. This involves several issues including the interpretation of tradition and the need for all university practices to enable an inclusive university where all stakeholders feel they belong. These issues must be thoroughly considered in the interest of fairness, transparency, and administrative justice, aligned with SU's vision and values.
Against this background, the Council concluded that the Rector's recommendation warrants further consultation and consideration.
Therefore, the Council invited all interested and affected persons and stakeholders to submit written representations on: The issues that the closure or non-closure of Wilgenhof would raise and that would need to be considered; What the implications would be of the acceptance of the Rector's recommendation regarding the redesign of Wilgenhof in a different and/or upgraded form of residence; Whether there are alternatives to the closure of Wilgenhof that are reasonably likely to address the concerns set out in the Panel's report and what these are; and, What Council should set as indicators for the success of these alternative measures.
Submissions
The period for the submission of written representations started on Wednesday 26 June 2024 at 09:00 and ended on Wednesday 31 July 2024 at 17:00
Did SU communicate with staff and students with regards to Council's decision?
Yes. Communication was distributed via internal e-mail and the University's website: English and Afrikaans
THE PANEL'S REPORT AND RECOMMENDATION BY RECTORATE
Why did the Rector recommend to Council that Wilgenhof should be closed?
The discovery of the items in two rooms at Wilgenhof in January 2024 and the appointment of the Panel to review these items follow SU's consistent affirmation of its position on ensuring the human dignity of all our students and staff, and a commitment to continue unabated to eradicate unacceptable practices from our campuses and SU student accommodation.
The aim of the Rectorate in appointing the Panel was to ensure that it acts towards assisting in the realisation of the transformation of the University culture, consistent with SU's Vision 2040.
The SU Rectorate has received and considered the final report of the Panel appointed to review the Wilgenhof Residence matter.
The Rectorate accepted the principal recommendation of the Panel that the Wilgenhof Residence should be closed.
The Rector recommended to Council that Wilgenhof Residence should be closed in its current form and that alternative uses be considered for the buildings. Council considered the Rector's recommendations at its meeting of 24 June 2024.
Did SU communicate with staff and students with regards to the findings of the panel?
Yes. Communication was distributed via internal e-mail and the University's website: English and Afrikaans
Is the Wilgenhof report available online?
Yes, the report is available on the University's website (here)
WILGENHOF: Timeline of events
January 2024:
The discovery of disturbing contents in two room in the Wilgenhof Residence. The contents are removed to a secure space and the two rooms are cleaned and painted.
- The Wilgenhof House Committee and other student leaders are informed about the situation.
24 January 2024:
First media statement and internal communication by the University to inform stakeholders. (Several updates, answers to the media, follow-up media statements, and communication to alumni, stakeholders and the university community followed during the course of the year with regard to processes, meetings and decisions.)
25 January 2024:
Photos of the contents of the two rooms first published in the media.
26 January 2024:
A video message from the Rector and Vice-Chancellor, Prof Wim de Villiers, regarding Wilgenhof residence to staff and students.
30 January 2024:
Communication from the Rector and Vice-Chancellor to staff and students. It is announced that a panel will be appointed by the Rector to investigate the contents of the rooms and related matters.
30 January to 1 February 2024
Newcomer students arrived on campus for the beginning of the new academic year and moved into residences for the start of the welcoming programme.
Lunch at Wilgenhof for newcomer students and their parents.
12 February 2024:
Beginning of the new academic year and first classes.
13 February 2024:
Announcement on the finalisation of a three-member Panel to investigate the contents found in two rooms at the Wilgenhof Residence.
19 February 2024:
Communication by the University with regard to the invitation to submit submissions to the investigating panel and related information.
29 February 2024:
Communication to inform stakeholders and the University community of the extension of the deadline (8 March 2024) to submit submissions to the panel.
Announcement and communication on the Rectorate unanimously accepting the principal recommendation of the Panel that the Wilgenhof Residence should be closed; that the Rector will recommend to Council that the Wilgenhof Residence should be closed and that alternative uses be considered for the buildings; that ouncil will consider the Rector's recommendation at its meeting of 24 June 2024. The Panel's redacted report can be accessed here.
24 June 2024:
Rectorate's recommendation regarding Wilgenhof discussed at a scheduled meeting of the SU Council meeting.
25 June 2024:
Communication regarding Council concluding on 24 June that further consultation and consideration were warranted before deciding on the future of the residence, and a subsequent invitation to all interested and affected persons and stakeholders to submit written representations on Wilgenhof.
31 July 2024:
Deadline for submissions to Council with regards to Wilgenhof.
16 September 2024
Council meeting announcement: Council decided to close the Wilgenhof residence in its current format and replace it with a reimagined and rejuvenated male residence
- Prof Deresh Ramjugernath, Deputy Vice-Chancellor (Learning and Teaching), informed the current Wilgenhof residents on Monday afternoon 16 September 2024 at the residence. Staff members of the Division for Student Affairs were also present.
- Internal and external communication to staff, students, Wilgenhof alumni the media and other stakeholders with regards to Council's decision.
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