STANDARD OPERATING PROCEDURE (SOP) ORDERING OF FLOWERS AND HAMPERS / FRUIT BASKETS FOR CPUT STAFF MEMBERS 1. PURPOSE This Standard Operating Procedure (SOP) provides guidelines for requesting and arranging flowers, hampers or fruit baskets for CPUT staff members on behalf of the Vice-Chancellor. The purpose is to ensure that such gestures of care and support are handled consistently, appropriately and timeously. 2. ELIGIBILITY Flowers and hampers/fruit baskets may be arranged for CPUT staff members by the Marketing and Communication Department (MCD), on behalf of the Vice-Chancellor, in the following circumstances: 2.1 Births Flowers or an appropriate gift may be arranged to congratulate a staff member on the birth of a child. 2.2 Hospitalisation Flowers or a hamper/fruit basket may be arranged where a staff member is hospitalised due to: • • •
Serious illness; An operation or medical procedure; or An accident.
2.3 Death of an Immediate Family Member Flowers or an appropriate condolence hamper may be arranged in the event of the death of a staff member’s immediate family member. For purposes of this SOP, immediate family is limited to: • • • • • •
Spouse; Child; Parent; Sibling; Mother-in-law; or Father-in-law.
3. SPECIAL REQUESTS Special requests outside the circumstances listed above will only be considered when it is approved by the Vice Chancellor. 4. REQUEST PROCESS In the event of any of the circumstances listed above, the department must notify MCD via email. Requests must be sent to: Kay-Lynn Le Grange Email: bassonk@cput.ac.za CC: kochs@cput.ac.za Requests should contain all the relevant information required to facilitate delivery. Incomplete information may result in delays in processing or delivery. 5. INFORMATION REQUIRED 5.1 Hospitalisation For flowers or a hamper/fruit basket to be delivered to a hospital, please provide: • • • • • •
Staff member’s full name and surname; Department; Staff member’s cell phone number; Name of hospital; Ward; and Any other relevant delivery information.
IMPORTANT: ICU DELIVERIES If the staff member is in ICU, flowers will not be delivered until the staff member has been moved to a general ward. This is subject to the hospital’s own rules and restrictions regarding flowers and gifts. 5.2 Home Delivery Where delivery is required to the staff member’s home, please provide: • • • • •
Staff member’s full name and surname; Department; Full street address; Staff member’s cell phone number; and An alternative contact number, where available.
The address must be complete and accurate to avoid delivery delays.
5.3 Births For a birth-related delivery, please provide: • • • • • • •
Staff member’s full name and surname; Department; Cell phone number; Delivery address; Hospital name and ward, where applicable; Gender of the baby Any relevant delivery instructions.
5.4 Death / Condolences For a condolence arrangement, please provide: • • • • • •
Staff member’s full name and surname; Department; Name and relationship of the deceased; Delivery address; Staff member’s cell phone number; and Any relevant delivery instructions.
6. DELIVERY LEAD TIME Departments must allow at least 48 hours for processing and delivery. MCD cannot guarantee same-day or urgent delivery where insufficient notice is provided. Departments are therefore encouraged to submit requests as soon as the relevant circumstances become known. 7. DELIVERY AREA Flowers and hampers/fruit baskets arranged through this process are available for delivery within the Western Cape Province only. Requests outside the Western Cape will be considered on a case-by-case basis and cannot be guaranteed. 10. IMPORTANT GUIDELINES AT A GLANCE Circumstance Birth of a child Staff member hospitalised due to serious illness Staff member undergoing an operation/procedure
Eligible ✓ ✓ ✓
Circumstance Staff member involved in an accident Death of spouse Death of child Death of parent Death of sibling Death of mother-in-law Death of father-in-law Other extended family members Special request
Eligible ✓ ✓ ✓ ✓ ✓ ✓ ✓
Not covered Vice-Chancellor approval/request required
11. IMPORTANT NOTES • • • • • • •
Flowers and hampers/fruit baskets are arranged on behalf of the Vice-Chancellor. Requests are subject to the criteria outlined in this SOP. Special requests must originate from Executive Management. At least 48 hours’ notice must be allowed for delivery. Deliveries are currently limited to the Western Cape Province. Flowers will not be delivered to ICU wards until the staff member has been moved to a ward, subject to hospital regulations. Accurate delivery and contact information is essential to ensure successful delivery.
12. CONTACT DETAILS For further information or to submit a request: Kay-Lynn Le Grange Marketing and Communication Department (MCD) Email: bassonk@cput.ac.za CC: kochs@cput.ac.za Departments are encouraged to submit requests as early as possible to allow MCD sufficient time to coordinate the arrangement and delivery.