Mokgatlokakaretso
The Vaal University of Technology Convocation is an official body representing the university’s largest community, including alumni and key academic stakeholders.
Convocation of Vaal University of Technology
About the Convocation
The Convocation of Vaal University of Technology (VUT) is a statutory body that serves as the university’s largest constituency, comprising its alumni and key academic stakeholders. This body plays a pivotal role in the governance and strategic direction of the institution by facilitating alumni engagement and contributing to the preservation and enhancement of the university’s academic reputation.
Membership to Convocation is automatic upon the conferral of a diploma, or credit-bearing certificate. Additionally, academic staff and selected emeritus professors are included, ensuring a broad and representative body that upholds the interests of both past and present members of the university.
Leadership
Convocation of the Vaal University of Technology – Key Information
The Convocation is a recognised university structure under Chapter 9 of the VUT Statute. Its mission is to promote the university’s interests, maintain positive relationships with its members, and use their expertise and influence to support the institution.
Membership includes all graduates, diploma and certificate holders of VUT, the Vice-Chancellor, Deputy Vice-Chancellors, full-time academic staff, and retired academic staff (unless they are already members as graduates).
Objectives include discussing any matter relating to the university, protecting members’ interests, raising funds for bursaries (especially for needy students), and maintaining a members’ database for communication and electoral purposes.
Office-bearers are the President, Deputy President, and Secretary (the Registrar). The President serves a two-year term, may stand for a second term, and cannot be a full-time employee of the university. The Convocation Officer handles administration.
Annual General Meetings are held regularly. Members can submit motions in writing before the meeting. Voting is by show of hands or ballot if requested, but proxy voting is not allowed. Resolutions are binding by majority vote, with the President having a casting vote if needed.
Executive Committee (Convex) supports the Convocation’s work. It includes the President (Chairperson), Deputy President, a Deputy Vice-Chancellor, a full‑time academic staff member, one elected member, and the Secretary and Convocation Officer as ex officio members. The Committee may co‑opt other members for specific purposes.
Regional Chapters may be formed where there are enough members, demarcated by province, municipality, or internationally. Chapters have their own chairperson and committee, but the Convocation President and Deputy President serve as ex officio members of all chapters.
Appointments to university structures – the Convocation nominates representatives to serve on Council, Senate, and the Institutional Forum, following the university’s Statute. Vacancies in these positions can be filled by the Executive Committee for the remainder of the term.
Amendments to this Constitution require a simple majority vote at an Annual General Meeting, with the proposed change notified beforehand.
Vaal University of Technology – Institutional Rules
The Institutional Rules are approved by Council and cover the election rules, governance structures, and procedures for the university’s committees, Council, Senate, Institutional Forum, SRC, management structures, employees, Convocation, and the Office of the Ombud.
Part I – Election Rules
Unless otherwise specified, all university elections follow the VUT Election Rules as approved by Council, which may be reviewed from time to time.
Part II – Council
The Council’s composition, term of office, and code of conduct are regulated. A Governance Committee maintains a skills matrix and recommends appointments. Vacancies are advertised through various platforms (website, social media, national media). Internal vacancies are advertised by email to relevant constituencies. Elections by Senate, academic staff, administrative staff, and the SRC follow nomination and ballot procedures. New Council members receive an induction and key documents (Higher Education Act, Statute, Institutional Rules, Council Charter, Code of Conduct, etc.). Council undertakes annual assessments. Quorum requires 50% plus one of members, with at least half being non‑employees and non‑students. Minutes, motions, points of order, and round‑robin resolutions are governed by detailed rules. Committees of Council include EXCO, Audit and Risk, Finance and Infrastructure, HR, Remuneration, Governance, Joint Ethics, and Honorary Degrees – each with its own charter.
Part III – Senate
The Executive Committee of Senate (SENEX) deals with academic matters between Senate meetings. Faculty boards are appointed by Senate to regulate faculty activities, applying Senate meeting procedures where applicable.
Part IV – Institutional Forum
Representatives are elected from Management (by MANCOM), Council (non‑employee/student members only), Convocation (a designated member with at least five years’ post‑study work experience), Senate (two members), academic employees (two members, elected by academic staff), employees other than academic (two members), women (one representative elected by women staff and students), persons with disabilities (one representative), students (as per SRC Constitution), and registered unions (one per union). The Forum elects its own Chairperson and Deputy Chairperson.
Part V – Students’ Representative Council (SRC)
The SRC Constitution, approved by Council, sets out the institutional rules for the SRC’s establishment and operations.
Part VI – Management Structures and Committees
MANCOM has a detailed Charter. The Vice‑Chancellor and Principal nominates one Deputy Vice‑Chancellor as Vice‑Principal annually, for EXCO approval. MANCOM may establish committees and joint committees with Senate, each governed by its own charter.
Part VII – Vice‑Chancellor and Principal
When a vacancy arises, Council consults Senate and the Institutional Forum, then determines appointment criteria. The HR department follows the Guidelines for Appointment of Managers (Posts Levels 1–4). EXCO deliberates and nominates one candidate to Council, which votes by secret ballot. A simple majority appoints; otherwise, the process returns to HR.
Part VIII – Employees
Council appoints employees under the staffing policy. Conditions of service, remuneration, disciplinary code, grievance procedures, and recognition of employee organisations are determined by Council through relevant policies and labour legislation.
Part IX – Convocation
Meeting procedures are decided by the Convocation meeting itself, but include confirming minutes, dealing with noticed business only at special meetings, electing a chair in the President’s absence, speaking limits, and the chair having a deliberative and casting vote.
Part X – Office of the VUT Ombud
Council establishes the Ombud’s Office as an independent, impartial, confidential entity to assist with conflict resolution. It reports to Council through the Chairperson of Council and is resourced via the Vice‑Chancellor’s Office. Its terms of reference are set out in its Charter.
Appendices
The Institutional Rules include appendices such as the Delegation of Authority, VUT Committee Structure, Election Rules, General Academic Rules, SRC Constitution, and Charters of Committees.
VUT Convocation Elections 2026 – Process Update
Following the closure of nominations, the Vaal University of Technology has screened and verified all candidates in line with the Institutional Statute, Institutional Rules, Convocation Constitution, and the Nominations and Elections Policy. Candidates were informed of the outcome, and those affected were given an opportunity to appeal.
To ensure a free, fair, and transparent process, VUT appointed Kuteno Consulting as the independent electoral service provider. This provider manages appeals, candidate lists, objections, online voting, verification, auditing, and the announcement of results.
Only recognised Convocation members may stand for election or vote. Members should verify their voter information via the official voter search platform using their staff or student number.
Approved election timeline (2026)
23 May – Communication with disqualified nominees
25 May – Publication of preliminary candidate list and draft voters’ roll
26 May – Closure of objections to preliminary candidate list
27 May – Publication of final candidate list and final voters’ roll
28 May – Publication of voting guidelines, platform details, and voting hours
30 May – Election Day
30 May – Publication of preliminary results and opening of objections
01 June – Closure of objections to preliminary results
02 June – Publication of final election results
VUT remains committed to integrity, accountability, and transparency, encouraging all eligible Convocation members to participate constructively.
VUT Institutional Statute
The Statute (published by the Minister of Higher Education under the Higher Education Act) establishes VUT as a public higher education institution with its seat in Vanderbijlpark.
Key Governance Bodies
Council: Governing body responsible for strategy, budget, fees, policies, appointments, and monitoring. Composition includes internal members (Vice-Chancellor, one DVC, academic and staff reps, two students) and external members (ministerial appointees, six external experts, two Convocation reps). At least 60% external. Chairperson and Deputy Chairperson elected from members.
Senate: Accountable to Council for academic and research functions (curricula, assessments, admissions standards). Chaired by Vice-Chancellor.
Management Committee (MANCOM): Assists Vice-Chancellor with daily management.
Institutional Forum: Advisory body to Council on equity, transformation, and institutional culture.
Convocation: All graduates, diploma holders, academic staff, and retired academic staff. Elects a President (not a full-time employee) and has an Executive Committee.
SRC: Represents students under its own Council-approved Constitution.
Key Office-Bearers
Chancellor: Titular head, elected by Council for 5 years (max two terms).
Vice-Chancellor & Principal: CEO and academic head, appointed by Council for 5 years (max two consecutive terms).
Registrar: Secretary to Council and Senate, custodian of records, compliance officer.
Amendments & Rules
Amending the Statute requires 75% of Council members present (with at least 75% of all members present).
Institutional Rules are made by Council and govern detailed procedures.
VUT Nominations and Elections Policy
The policy establishes a framework for nominations and elections of representatives to statutory committees (Council, Senate, Institutional Forum, and their committees), as well as for interview panels for senior positions. It is based on the South African Constitution and the King IV Report on corporate governance.
Key principles
Generally accepted corporate governance principles.
Optimal stakeholder participation.
Reliability and authenticity of election results.
Notice and nominations
Relevant stakeholders are informed timeously about nominations or elections. If conducted at a meeting, notice is given at least five working days in advance (unless the Registrar allows otherwise). Nominations received after the closing date are not considered.
Voters’ roll and elections
A validated voters’ roll is prepared in advance by the relevant division or faculty. Eligible voters receive information about candidates (e.g., abbreviated CVs) before voting. Ballots are issued in hard copy or electronically (email or web link). Each eligible voter receives one ballot per election. Late ballots are not considered. The Governance Administration Office conducts the election process.
Quorum for elections
For elections at a meeting: a majority of eligible voters must be present unless the Statute or committee charter specifies otherwise.
For electronic elections: all eligible voters are notified, and non‑voters are excluded for quorum purposes.
Ballot methods
Ballots may use majority vote (first‑past‑the‑post) or preferential voting (ranking). The Registrar determines the appropriate method.
Validation, conflict of interest, and proxies
The Registrar verifies and announces election results (only the names of elected persons are published, not vote numbers). A declaration of conflict of interest is signed at all statutory committee meetings. Proxy voting is not allowed for any statutory governance structure or committee.
Filling vacancies
If a position becomes vacant within six months of the election result, the next candidate in the election order fills the remainder of the term.
If the vacancy arises after six months, a new nominations and election process is held.
Retention and deviations
Election documentation is retained as per university rules. Any deviation from this policy requires the Registrar’s written approval.
Nominations and Elections Policy
Convocation is entrusted with the responsibility of deliberating on and providing input into matters concerning the university’s development as stated in Chapter 10 (5.3) of the VUT Government framework. Its key functions include
- Electing the President of Convocation.
- Electing three Executive Committee of Convocation (Exco).
- Discussing and expressing opinions on issues affecting the university, including matters which may be referred to it by the council.
- Convocation ensures that alumni have a voice in shaping institutional policies, thereby safeguarding the credibility and value of a VUT qualification.
- Through its structured engagement, Convocation strengthens networks with donors and stakeholders to secure funding opportunities for alumni and convocants in need of financial support to fostering a collaborative and progressive academic environment.
The Convocation of VUT comprises the following members:
- All graduates and holders of diplomas or credit-bearing certificates from the university.
- The Vice-Chancellor, Deputy Vice-Chancellors, and all academic staff.
- Former professors and associate professors who have been granted emeritus status by the Senate.
Since its inception, the Office of the Convocation has made significant strides in supporting students and fostering academic success through various initiatives:
- Assisted over 220 convocants in settling outstanding fee debts, facilitated through donations and sponsorships.
- Supported more than 160 students in the 2025 with their registration fees in collaboration with the Office of Resource Mobilisation and the Deputy Vice-Chancellor: Research, Innovation, Commercialisation, and Internationalisation (RICI).
- The office of the President enabled the registration of over 25 postgraduate students, contributing to the advancement of higher education and research at the institution.
These achievements reflect the Convocation’s commitment to enhancing access to education, promoting academic excellence, and strengthening the university’s engagement with its alumni and broader community.