STANDARD OPERATING PROCEDURE (SOP) Protocol for Ministerial and Government Official Visits at CPUT 1. Purpose To provide a clear and consistent protocol for planning, coordinating, and hosting Ministerial and Government Official visits at the Cape Peninsula University of Technology (CPUT), ensuring alignment with institutional standards, security requirements, and executive protocol. 2. Scope This SOP applies to all CPUT faculties, departments, and units involved in hosting Ministers, Deputy Ministers, or any Government Officials. 3. Key Principle The Vice-Chancellor’s Office must be informed of all Ministerial and Government Official visits to CPUT. 4. Roles and Responsibilities 4.1 Hosting Department/Faculty The hosting department/faculty is responsible for: • Initiating communication with the Vice-Chancellor’s Office. • Coordinating with Campus Protection Services (CPS). • Ensuring readiness of venue, personnel, and logistics. • Providing support throughout the visit. 4.2 Vice-Chancellor’s Office • To be formally informed of all visits. • To confirm availability to receive/meet the Minister or Government Official. • To participate in official engagements as required.
4.3 Campus Protection Services (CPS) • To coordinate all security arrangements. • To develop and implement a risk management plan. • To liaise with Ministerial security/protocol teams. • To manage access control, parking, and movement on campus. 5. Pre-Visit Procedures The hosting department/faculty must: 5.1 Notification to the Vice-Chancellor • Submit a formal request to the VC’s Office including: - Purpose of the visit - Date and time of arrival - Request for the VC or his representative to receive/meet the Minister or Government Official 5.2 Engagement with Campus Protection Services (CPS) • Notify CPS of the intended visit well in advance. • Provide CPS contact details to the Minister’s security/protocol team. • Facilitate arrangements for: - Security sweeping of venues - Access control and escort procedures - Coordination of security logistics 5.3 Risk Management • Ensure CPS develops a comprehensive risk management plan for the event.
5.4 Parking Arrangements • CPS to arrange designated and secure parking for the Minister and delegation.
5.5 Reception Arrangements • Ensure senior representatives from the hosting faculty/department are available to receive the Minister alongside the VC or his representative.
6. Day of the Visit Procedures 6.1 Arrival Coordination • CPS Officer and hosting department must have confirmed arrival time of the Minister. • Main gate security must immediately notify the CPS Officer and hosting department (contact person) upon arrival.
6.2 Escort • CPS Officer and hosting department coordinator will: - Receive and escort the delegation from the entrance/parking area - Accompany them to the designated reception point 6.3 Official Reception • The Vice-Chancellor and a senior representative from the hosting department/faculty will: - Formally receive the Minister - Escort the Minister to the private holding room 6.4 Holding Room Protocol • The VC and executive management team will: o Meet the Minister privately prior to the main engagement • The hosting department must ensure: o Refreshments and water are available in the holding room 6.5 Transition to Venue • The VC and hosting department representatives will accompany the Minister from the holding room to the official venue.
7. Additional Notes • All engagements must uphold a high standard of professionalism and strict adherence to protocol. The Marketing and Communication Department (MCD) should be consulted for guidance and support to ensure compliance with these requirements. • Timing, coordination, and communication between all stakeholders are critical. • Any deviations from this SOP must be approved by the VC’s Office. 8. Compliance Failure to adhere to this SOP may result in reputational risk and compromised security arrangements. All departments are required to comply fully.