Academic scenario for 2021 & A4 assessments

Dear Student

For many of you the 2020 academic year has come to an end, while others may still be preparing for a second exam opportunity or are planning for the upcoming A4 assessments scheduled for January/February 2021. Some of you have reached the end of your current academic journey and will be graduating in a few weeks’ time.

Congratulations to all our graduands on your wonderful achievement despite a very challenging final study year. The fact that South African universities are unable to host ‘traditional’ graduation ceremonies this year due to the COVID-19 regulations should not detract from this important milestone. Follow the online ceremony for your faculty if you are not a PhD-graduand, and celebrate with your closest family or friends while observing all safety protocols. Comprehensive information about the December 2020 graduation ceremonies is available on the Stellenbosch University (SU) website.

For our students returning next year the upcoming A4 assessments in January and February, and the academic scenario for 2021 are probably top of mind.

Academic scenario for 2021
As we see COVID-19 infection rates soaring in many countries abroad and some concerning regional increases in South Africa as well, SU has been considering various academic scenarios for the 2021 academic year.

Taking into consideration that the academic programme will be disrupted until the end of February, and that the academic year for all undergraduate programmes will commence on 15 March 2021, we are anticipating a new normal, potentially with the assistance of a COVID-19 vaccine not too far into the future.

We are planning for a scenario where all students may return to our campuses in March 2021, with substantial face-to-face lectures within our envisaged hybrid learning and teaching model. In practice we will be continuing as in terms 3 and 4 of 2020, but with more contact sessions. This will be dependent on our campus lecture facilities functioning at up to 50 percent occupation and additional health and safety measures.

Augmented Emergency Remote Teaching, Learning and Assessment (ERTLA)

Faculties have been planning for the 2021 academic year and students will be informed which modules will be presented fully face to face, fully online or in an augmented form of ERTLA (ERTLA with more contact sessions) so that students know what to expect for lectures, tutorials, practical sessions and field work.

The objective is that all students should have the benefit of face-to-face learning and teaching, at least on a rotation basis during 2021. Augmented ERTLA will include recorded lectures that are uploaded and/or streamed (depending on the venue technology). These measures will also benefit students who are hesitant to return to campus for health reasons, and international students who may not yet be able to return to South Africa due to international or national regulations.

Full contact teaching will be implemented where class sizes, venue regulations, staff availability and COVID-19 protocols allow.

Detailed information per module will be communicated to students by their faculties or academic departments early in the new year. Students who need to arrange accommodation in Stellenbosch for the 2021 academic year should not delay arrangements, as some form of contact sessions within a hybrid learning and teaching model is envisaged for most undergraduate modules.

A4 examinations in January/February 2021

Un-invigilated online assessments approved for some modules

Earlier this year it was announced that the default arrangements for the A4 assessments scheduled for January/February 2021 would either be in venues on campus, or invigilated online examinations in computer user areas.

Some faculties have since indicated that due to the nature of assessments for certain modules, invigilated A4 assessments in-person and in a campus venue would not be required to ensure the integrity of the particular assessment. Although the default option remains in-person assessments in campus venues, A4 un-invigilated exams will be allowed as exceptions for a small number of modules.

If a faculty or academic department chooses an online assessment for a specific module, it will be applicable to all students in that module. The same principle applies to face-to-face assessments: for that module all students will have to take the exam in a campus venue. It will not be possible to have mixed assessment processes for one module. Whether A4 assessments are completed online or in-person, only the allocated time slot on the exam timetable may be used to avoid schedule clashes. Further details will be shared as soon as it becomes available.

Consultation with lecturers

Students participating in the A4 exams can consult with their lecturers during office hours in the week prior to the exam date. Meetings can be virtual or face-to-face while adhering to mask and social distancing protocols.

Higher Health has developed a mobile tool – HealthCheck – as a daily health screening and monitoring tool that is being used as SU’s screening tool. Please note that all students who want to access campus facilities will be required to do a daily health self-check before leaving their place of residence in the morning and may be requested to disclose the outcome of their self-check before entering a building. Students should only leave their place of residence if they receive the “clear” status. This is applicable to students who live in university residences and houses, as well as students who reside in private accommodation.

University accommodation for A4 exams

Accommodation will be available in a university residence to residents of 2020 writing the A4 assessments from three days prior to the date of their first exam until one day after their last exam. Residents in university accommodation for the full 2020, who also paid 100% of the accommodation fee, will stay for free for this period.

Residents who did not stay in University residences for the full year and therefore received the accommodation discount, will have to pay a daily rate of R185 for the days that they need to stay in residence for the A4 exam. Final year students will have to pay upfront. All other students will be charged via their student accounts. No meals will be provided by residences during this period. Students will be able to eat at the Neelsie Student Centre or at any Call Order Bar that will be open.

Residence students that want to make use of the University accommodation, must inform the Letting Office by no later than 11 December 2020. The request must be accompanied by proof of their A4 examination schedule. The documents must be sent to Ms Zenobia Davids at [email protected].

A4 exams to improve marks

Due to the rapid adjustments to ERTLA in the second quarter of this year, A4 exams may be used to improve marks for postgraduate selection purposes. This will apply to first semester and year modules only, and in particular where additional assessment opportunities were not already scheduled during the semester. Students should contact their academic departments for information about the rules for improving their marks. Should a further A4 assessment be offered, students will be requested to formally indicate to their academic departments that they will utilise the extra assessment opportunity.

Data bundles for students writing A4 exams

Students participating in the A4 assessments in January and February 2021 will be eligible to receive further data bundles. To qualify for these bundles, you have to confirm your mobile telephone number again on your personal details page at (update your contact details here). To confirm, you must click on the Update Information button at the bottom of the page and check that the notice reflects the date on which you updated. Only the mobile telephone numbers that were confirmed between 15 May 2020 and 15 December 2020 before 17:00 will be forwarded to the mobile network operators for data bundles to be loaded for January and February.

IMPORTANT: If your mobile telephone number is not confirmed exactly as indicated above, you will not receive data bundles for January or February 2021. Unfortunately no exceptions can be made. No further correspondence will be entered into if you miss the closing date or do not follow the correct process. Please follow the instructions for the confirmation of your mobile phone number very carefully. The zero rating for SUNLearn remains valid.

We still find ourselves in uncertain times. As an institution we need to remain flexible and responsive to a changing environment; as individuals we have to remain vigilant, considerate and responsible for the common good. All students returning for the A4 exams will be expected to wear masks in public areas at all times, practice social distancing and adhere to all health and safety protocols in all campus facilities. Please consult the COVID-19 webpage for the relevant information, and also contact details if you need technical, academic or emotional support.

In light of the concerning upward trend in COVID-19 infections just announced in the Western Cape specifically, but also country wide, I urge each and every student to take care of your own health and to consider the wellbeing of friends and family. Please avoid any behaviour that may lead to you being infected, or you inadvertently contributing to the further spreading of COVID-19 infections. South Africa cannot afford a further lockdown; nor can we risk crippling our health services.

Through its Institutional Committee for Business Continuity (ICBC) Stellenbosch University has dedicated most of its activities to the successful completion of the 2020 academic year, and planning for the 2021 academic year in an environment with unprecedented uncertainties. As much as we would like to keep to our communicated arrangements, all scenarios are dependent on the national risk adjustment levels and the related directions for the sector as determined by the Department of Higher Education and Training.

I wish those of you that may be writing exams in coming weeks all the best. May the prospect of a good break inspire a great last effort to conclude the 2020 academic year.

Prof Stan du Plessis
Chair: Institutional Committee for Business Continuity