Academic Policy

This document is the supreme policy that consolidates Cavendish University Zambia (CUZ) Senate's decisions that have been made into policies. It contains various policy statements that guide the design and implementation of academic programs at CUZ.

Statement 1: The interpretation of this Policy document shall rest with the Senate subject to appeal to the University's Board of Directors whose decision is final.

Statement 2: In this Policy document, unless the context otherwise requires, the following terms are hereby defined:

1. "Academic Credit" A value allocated to a course unit to describe the student workload required to complete the course. It is a reflection of the quality of work each course requires in relation to the total quantity of work required to complete a full year of academic study at the University such as lectures, practical work, seminars, tutorials, laboratory and/or library work, continuous assessments, examination and other assessment activities. Credits can also be allocated to practical placement and to thesis/dissertation preparations when these activities are assessed as an integral part of the official programme.
2. "Academic Hour" means the number of hours students are taught by faculty through face-to-face contact in classrooms or clinical practices per course in given academic years.
3. "Academic Department" means a line administrative academic entity associated with a particular discipline within the University, Institute or School in charge of designing and implementing curricula, conducting research activities and rendering community services.
4. "Academic Dress" means regalia, which must be worn by all graduands attending a university graduation ceremony. This consists of the gown, hood and cap (mortar board).
5. "Academic year" means such period of twelve calendar months or equivalent in contact hours and usually consisting of two semesters or as the University's Board of Directors may from time to time prescribe.
6. "Administrative Department" means a segment of a division of performing specialized professional and staff functions so as to achieve strategic and operational objectives of the University.
7. "Chancellor" means the titular and ceremonial head of every institution of higher learning in Zambia and presides over all graduation ceremonies.
8. "Convocation" means a ceremony held by the University when students receive degrees, diplomas or certificates after successfully completing prescribed course of study.
9. "Course of study" means a period of study at the University that leads to an examination or a qualification.
10. "Course" means the structure for a certificate, diploma, degree or other academic qualifications and the subjects of study in that course.
11. "Dean" means the Administrative Head of a School.
12. "Degree or Diploma" means a qualification based on a structured course in a given discipline conferred upon an individual for the completion of a program or courses of study.
13. "University Council" means the Council of CUZ established under article 101 of the CUZ Statute.
14. "School" means an academic organ of the University composed of various departments that provide general or specialised educational programs.
15. "Financial Year" means the financial year of the University as provided for under articles of the CUZ Statute.
16. ""Graduate means a person upon whom a degree or other academic qualification has been conferred by the University.
17. "Institute" means a tertiary institution or an institution of higher learning duly recognized by the Laws of the Republic of Zambia, whose object is the provision of higher education offering courses of study leading to the award of certificates, diplomas and degrees in its own right and conducting research and publishing.
18. "Lecturer" means a member of staff of the University who, in terms of appointment, is a professor, associate professor, senior lecturer, lecturer, assistant lecturer or tutorial assistant or a person who holds any other teaching position which the Board of Directors have recognized as a post having academic status in the University.
19. "Internal Moderator" means an academic member of staff of CUZ at the rank of senior lecturer and above who has been nominated by a Department/Faculty, School or Centre from any relevant department/faculty, Centre or school of the University and approved by senate to moderate examinations. A moderator is expected not to have taught the students being examined in that academic year.
20. "Officer of the University" means a duly authorized member of staff involved in specific administrative and managerial responsibilities for specific functions of the University.
21. "HEA" means the Higher Education Authority.
22. "Quality" means all policies, systems, and processes directed at ensuring the enhancement and maintenance of the quality of educational provision within the University with specific reference to the standards set out in Zambia Qualifications Framework.
23. "Vice Chancellor" means the Chief Executive Officer (CEO) and Administrative Head of the University.
24. "Deputy Vice Chancellor" (DVC) means any appropriately appointed officer who deputizes the Vice Chancellor for specific functions defined in his or her job description.
25. "Semester" means a period of study consisting of 15 study weeks or equivalent in contact hours or as may be prescribed by Senate of CUZ.
26. "Senate" means the supreme organ responsible for academic affairs, research, and education in CUZ.
27. "Statutes document" means that document prepared and sanctioned by the University's Board of Directors binding all University's officers and setting the authority, responsibilities, structures, operational units, and mode of operations to ensure that the University meets the requirements and standards of academic excellence set in the Zambia National Qualifications Framework and under the strict guidance of the Higher Education Council
28. "Student" means a person who is studying at the University or its satellite Institutes;

Statement 3: All CUZ curricula shall be designed and developed to meet the needs of the local market as well as regional and global labour force. Emphasis is placed on both employability and job creation through entrepreneurial creativity.

Statement 4: Any programme to be designed begins with consultation with stakeholders and then proposal from the Department concerned. A Department level validation workshop is held to ensure that the proposed programme is relevant and needed by the market. The proposed programme is then forwarded to the DVC, Academics and then to the Senate for validation. It is then approved or rejected by Senate. The Senate then recommends the validated programs to the Board of Directors for final approval. Not until this approval is obtained will any addition or change be effected. Before inclusion of a new program, care is taken to be sure of sufficient student enrolment and tuition or some subsidy. In case of uncertainty, the additional programme is postponed.

Statement 5: In consultation with different stakeholders, constant evaluation of current programs is effected to determine where updating is required. Proposals for review of programs may come from different sources: CUZ administration, teaching faculty, students, government authorities, leaders in non-governmental organizations, the private sector and industry.

Statement 6: Program reviews are done every three years or when it is determined that specific market related demands or corrections identified need to be attended to urgently or whichever is first.

Minimum Admission Requirements

Statement 7: A candidate for a certificate, diploma or degree, in any Department, Faculty, School, or Centre must comply with the conditions and meet the selection criteria set out by the Higher Education Authority (HEA) and in the University's admissions policy approved by Senate.

Statement 8: CUZ admits to its bachelor degree programme only grade 12 students who have obtained at least a minimum of five credits in or better. Applicants with the equivalent grades from other countries may be admitted into CUZ academic programs. Diploma holders may be admitted onto CUZ programs on recommendation from the admissions committee. The right of admission remains with the University.

Equal Opportunity Admissions

Statement 9: CUZ pursues equal opportunity enrolment to all potential candidates based on merit. Male and female applicants with different abilities are given equal opportunity to be admitted at CUZ. The Admissions Office, however, has the right to refuse or revoke admission to any student should it consider that such admissions are detrimental to the interests and mission of the University and the public.

Statement 10: The University reserves the right to review or change the admission regulations and set higher thresholds of minimum requirements without giving prior notice.

Application Procedures

Statement 11: Applicants are required to fill in the University application form enclosing certified copies of academic testimonials, copy of the National identity card, notarized copy of the passport in lieu of the national identity card and recent two passport size photographs. All applications are subject to a selection process. Applicants will be notified upon submission of their application of whether or not they meet the minimum admission requirements.

All local students will be required to submit photocopies of Grade 12 certificates certified by the Examinations Council of Zambia (ECZ). Foreign students will be required to submit certified photocopies of their certificates by examining bodies in their countries supported by the original certificates failure the University reserves the right to reject the candidate's admission.

Selection for Admissions

Statement 12: Applications are analysed by the admissions office and referred to the Registrar for further analysis and issuing of provisional admission letters. The CUZ Admissions Board sits at the beginning of each academic year to ratify the admissions.

Statement 13: The Admissions Board may refuse to admit any student to a course of study in any subject if the standard of proficiency which the student had previously attained is not, in the opinion of the Board, sufficiently high.

Statement 14: Registered students of another Zambian or internationally recognized Higher Learning Institution (HLI)) who desire to be admitted to the Cavendish University Zambia may be admitted based on the credibility of documents presented and the accreditation status of the aforesaid HLI, subject to the approval of the Admissions Board.

Statement 15: Students may not be admitted to any course in any subject until their curricula have been approved by the Senate.

Statement 16: Registration shall be done two weeks before the commencement of the academic year and at most not later than two weeks after commencement of the academic year for applicants on the supplementary list. Students failing to register before the deadline will forfeit their place of admission. To register, new students must bring along the admission letter, original copies of Grade 12, academic or equivalent certificates and National Registration Card or passport for overseas students.

Statement 17: At the beginning of each semester, each student is required to renew his/her registration to enable the University track active and students who have deferred their studies. Students may be refused permission to renew their registration for any period of study if they fail to satisfy the prescribed minimum requirements of study. Students who defer studies are required to fill-in the requisite deferment forms.

Statement 18: To register, students must show evidence from the Accounts Office that they have paid the following: registration, at least 50% tuition, exemption if applicable and user fees.

Statement 19: Tuition fees for each academic year is payable in advance that is, it is paid at the beginning of each semester. No student will be allowed in class without having paid at least 50% of the tuition fees. Instalment payments may be negotiated and obtained from the Director of Finance and the beneficiary must sign the contractual agreement and must abide by it.

Statement 20: All payments must be done through bank account using officially designated CUZ Bank Account Numbers. The Finance Office shall publish details of such accounts at the beginning of each academic year and notify students of any change thereof. Original copy of the bank slip must be presented to the Accountant to obtain a receipt for proof of fees payment. Under no circumstances, shall tuition fees paid be refunded except in exceptional circumstances.

Statement 21: All registered students will be issued with CUZ Identify Cards (IDs), valid for one academic year. No student shall be allowed in university premises the campus without a valid ID card. No student shall be allowed to attend lectures, do any practical work or sit for any examination or use any of the University facility/property unless he/she is a registered student.

Statement 22: Cases of falsification of documents or giving any false or incomplete information shall lead to the automatic cancellation of admission/registration. Legal actions may also be taken against the culprit. A student found to have presented falsified documents shall lose his/her place in the University (shall be dismissed) any time it is discovered and shall automatically lose all achievements (awards) attained to date of the discovery.

Statement 23: The Senate may refuse students permission to renew registration in any Department, Faculty, School, or Centre if they are deemed to be unable to benefit from further study, or if they have:

• Failed 75% or more of the courses (modules) for which they have been registered for two consecutive years, irrespective of the number of credits so far obtained towards the certificate or diploma or degree; and
• Failed to complete their studies as follows - missing:
  • Two Semesters for undergraduate programmes,
  • One Semester for one-year postgraduate programmes,
  • Two Semesters for two-years postgraduate programmes,
  • Three Semesters for doctoral studies.

Statement 24: The Senate may, after the semester examinations in any academic year, cancel students' registrations for the remainder of that academic year for failure to meet University standards. In extreme instances, Senate may refuse students permission to renew registration in any Department, Faculty, School, or Centre if the students are unable to meet the minimum requirements of study prescribed by the Department, Faculty, School, or Centre by the end of the academic year, in which they are registered. Students will not be allowed to register for another course if they have not successfully completed a current semester course.

Statement 25: Except with the special permission of the Senate, a student who has been excluded on account of failure to satisfy the minimum requirements of study prescribed for in one Department or Institute or School may not be admitted to any other Department, Faculty, School, or Centre of the University. A student may not be registered for more than one certificate or diploma or degree at the same time such as full-time and distance learning within the University.

Statement 26: There shall be an academic calendar prepared by the Registrar and approved by Senate, which shall define the duration and major activities of the University in a year and in line with the requirements of the HEA.

Statement 27: Annual Calendars must be prepared at least two years in advance, but may be modified as required by specific needs.

Statement 28: The Registrar shall prepare and distribute Semester schedules (Timetables) to the Schools, Centres or Institute two weeks before commencement of a Semester.

Statement 29: Heads of Departments shall verify that all programmes schedules are correct.

Statement 30: A candidate for a certificate, diploma or degree must attend the courses, perform the work and pass the examinations which are prescribed for that certificate, diploma or degree.

Statement 31: Subject to any exceptions approved by the Senate, students are not deemed to have attended the University in any academic year or any semester unless they have attended for at least 80% of that year or that semester. For the purpose of this policy, "academic year" and "semester" are defined in the University Academic Calendar.

Statement 32: Candidates may be required to devote to the curriculum for a certificate or diploma or degree normal periods specified in the academic policy. The distribution of the modules/courses in the curriculum under the semester system follows a minimum of four (4) and a maximum of six (6) courses/modules.

Statement 33: Candidates for a certificate, diploma or degree must comply with all the requirements which the Senate has approved for each subject taken by them. These requirements are defined in each program curriculum and detailed syllabus.

Statement 34: The majority of module units at CUZ are worth either 10 or 20 credits.

Generally, one CUZ credit is equivalent to 10 hours of work.

The number of formal contact varies considerably between modules of subjects. Some modules will normally have more contact hours than in others.

Statement 35: Credit hours and course work are subdivided into lectures, seminars, workshops, laboratory (practical work), structured exercises, set reading, self-directed study, and assignments preparation and writing. The specific number of hours for each learning activity is defined in each module descriptor. Lecture hours vary between a minimum of 20 credit hours and 45 credit hours depending on whether a module is 10, 15 OR 20 credits. 1 credit=10 notional learning hours. If a module is 20 credits, then the total learning hours are 200 hours. These are divided into contact hours, tutorial, practical, case studies etc. They must finally total to 200 hours.

Statement 36: All learning activities referred to in statement 34 above may be evaluated as part of continuing assessments totalling to 40% of total evaluation. The proportion assigned to each learning activity as percentage of total marks may be varied depending on the nature of the course/module.

Statement 37: All students must participate in continuous assessment which at the minimum shall include at least continuous assessment, tests, case studies and assignments per course/module per semester. All students are obliged to respect written, continuous assessment, tests and final examinations instructions, failure to respect such instructions may lead to disqualification of the students. Such participation must be certified.

Statement 38: Except as provided for in terms, a candidate obtains credit for a course on meeting the requirements set for that course. In the modular system of the CUZ, credits range between 10, 15 and 20 per course/module undertaken.

Statement 39: Except where otherwise provided for in a Department, Faculty, School, Institute or Centre or where in exceptional circumstances the Senate waives this requirement, students may not;

• Undertake a second or subsequent course/module unless they have obtained credit for the prerequisite of that course/module; or
• Take examinations in more than one programme of study in the same semester.

Statement 40: Subject to any exceptions approved by the Senate, a student must have obtained a minimum number of credits in a lower level course/module before progressing to the next level.

Statement 41: The University believes in promotion of academic freedom. Academic freedom involves freedom in teaching and discussion, freedom in carrying out research without commercial or political interference; freedom to disseminate and publish one's research findings; freedom from institutional censorship, including the right to express one's opinion publicly about the institution or the education system in which one works; and freedom to participate in professional and representative academic bodies.

Statement 42: Staff and students must exercise Academic freedom in a manner that meets a faculty member's professional and ethical obligations to students, to the University and its reputation and to the general public good. This is more so as genuine academic freedom also comes with the responsibility to respect the democratic rights and freedoms of others.

Statement 43: The faculty member is a member of a learned profession, a member of the community, and a representative of the University. When faculty members speak or write as members of the community, they are free from institutional censorship or discipline, but, they are expected to remember that the public may judge the profession and Institution by their utterances.

Rationale

The purpose of this section of the Academic Policy is to achieve coordinated and consistent examination practices in the University. It sets out the principles underpinning the management of examinations which is a cornerstone to CUZ goals and objectives. The integrity of the assessment process is central to both quality of learning, experience and integrity of the University. This requires properly structured examination management procedures, which are clearly spelt out as to leave no benefit of doubt.

Statement 44: The examination framework principle encompasses:

• Managing the examination process, which is inherently stressful in such a way as to minimize extraneous sources of confusion and uncertainty.
• Creating a conducive examination environment in which students are able to concentrate, reflect, and generally demonstrate what they have learned, with minimum disruption and distraction.
• Willingness of everyone involved to respect some basic rules of conduct and to accept certain responsibilities, and do so in a consistent manner. Setting and Moderation of Examinations

Statement 45: The setting of examinations shall be done by an Internal Examiner (IE) for the course/module who shall be a full-time or part-time member of staff who has taken part in the teaching of the course being examined, and who is involved in the examination process for the course.

Statement 46: The IE must set a standard examination reflecting the following:

• Adequately covered syllabus
• The questions are comparably challenging especially in cases where candidates make a choice
• All different mental abilities of knowledge, application, analysis, , synthesis, critical evaluation and transferability of knowledge have been tested
• All the questions are relevant and appropriate for the level of study
• The question can be answered within the time allowed for the paper
• The marking scheme tallies with the question paper and the weighting of each question is fair.

Statement 47: Examination papers shall set the first month of the Semester based on learning outcomes.

Statement 48: Each Department, School or Centre shall have an examination coordinator appointed by the Deputy Vice Chancellor, Academics upon recommendation of the Head of Department, Deans of Faculties or School or Centres.

Statement 49: Examination question papers shall be submitted directly to the Assistant Registrar in charge of examinations where sufficient security measures shall be put in place to prevent unauthorized access to the examinations. All exams shall deposited in the examination strong room upon completion of printing.

Statement 50: The Assistant Registrar in charge of examinations shall receive the examinations on behalf of the Registrar by opening a black book where the examinations are recorded and signed by both parties (one submitting and one receiving).

Statement 51: The submitted examination question papers shall be accompanied with designed proofreading certificates to show evidence of proofreading having been properly done. The certificates shall be distributed to the Departments, Schools and Centres by the office of the Registrar.

Statement 52: The Assistant Registrar in charge of examinations shall arrange for internal moderation of the examinations by subject or module experts duly approved by the Deputy Vice Chancellor, Academics before they are sent to the Registrar for moderation by external examiners. In the case of examinations done at the end of each module it may be construed that the moderation by the faculty subject experts' moderation team is adequate.

Statement 53: The Assistant Registrar, Examinations shall submit internally moderated examination question papers to the Registrar who shall in person or through reliable courier services deliver them to the external examiner.

Statement 54: External examiners shall moderate the examinations and make their comments through written report or on the question papers both of which must be signed by them. Upon receipt of the External Examiners reports, the Assistant Registrar, Examinations shall call Examiners Board meetings to discuss the reports and make the necessary corrections.

Statement 55: In the event that time does not allow for moderation of examination question papers by the external examiner the Registrar shall in writing request the Examiners Board to moderate the said question paper(s) provided that a satisfactory explanation is given as to why external moderation is not possible.

Statement 56: The corrected and moderated question papers with EEs' comments/reports and soft copies shall be in the custody of the Registrar at least five days before the beginning of examinations for safekeeping and processing. Other copies of the same examinations shall immediately be permanently destroyed and soft copies double deleted.

Processing Examinations

Statement 57: The processing of examination papers in terms of printing, collating, stapling and packaging shall be done in the Examinations office under the direct supervision of the Assistant Registrar. Examinations are administered under strict procedures that must be complied with by all parties to the examination process. This is a quality assurance issue that must be respected and adhered to.

Statement 58: Printing of examinations shall be done at least two days before the start of examinations. The examinations officer shall ensure that examinations are printed in sufficient numbers, the security of examination papers until the examination time and availability of examination papers on the day of examinations. All the unprinted and printed examination papers shall be put under lock and key at all times.

Statement 59: All University printed examinations should bear secret marks to differentiate them from the Departments', Faculties', Schools' or Centres' examinations or tests.

Statement 60: All the papers spoilt during the printing should be shredded and burnt. The computer containing the examination should not be connected to the internet and examination folders are protected by the use of password.

Admission to Examinations

Statement 61: Subject to any exceptions approved by the Senate, the student may not be admitted to any examination in any course unless the Head of the Department, Faculty, School, or Centre concerned has certified that the student has satisfactorily attended at least 80% of the class meetings and activities for the course/module under examination, and has satisfactorily performed the learning activities of the class.

Statement 62: Certification of attendance and participation in learning activities specified in Statement 34 above shall involve the Heads of Departments notifying and certifying to the Registrar immediately after the last class meeting for the course/module that the student has successfully completed the minimum requirements of the course/module.

Statement 63: Subject to any exceptions approved by the Senate, certification/notification of satisfactory completion of the minimum requirements of the course/module is valid only for the examination of the semester in which it was issued. In the case of students who do not return to the Department, Faculty, School, or Centre in any year for reasons of sickness, accidents or financial constraints the Head of Department may extend the certification/notification accordingly, provided the interruptions of study do not exceed one academic year.

Statement 64: A student, before being admitted to an examination or certificate, or diploma or degree shall pay such fees as may be prescribed in each case.

Statement 65: The University Council may refuse to admit to any examination or certificate, or diploma or degree a student who has failed to pay any fees due to the University.

Statement 66: The Heads of Departments or Faculties or Schools or Centres in which the course/module under examination is taught shall, ex-officio, act as chief examiner; provided that they may, with the permission of the Senate, delegate their examining duties to any member of the staff of their Department, Faculty, School, or Centre.

Statement 67: A candidate whose work or progress is considered unsatisfactory may be required by the Board of the appropriate Department, Faculty, School, or Centre and endorsed by University Senate to repeat or to withdraw from the University or any part of the course before admission to an examination. Failure in an examination, including a session or semester examination may be regarded as evidence of unsatisfactory progress.

The Conduct of Examinations

Statement 68: All examiners will be required to undertake oath of confidentiality a week before the examinations and submit a copy to the Heads of Departments, Deans of Schools or Centres.

Statement 69: The Senate shall be the final authority in deciding the result of an examination. It may delegate this responsibility to the Examiner's Board that receives and analyses results for presentation to Senate.

Statement 70: The conduct of examinations shall start with the examination office issuing the chief invigilator with all examination papers and related materials from the registrar at least half an hour before the start of all respective examinations. The following documents shall be issued:

• Examination booklets. There shall be a register for recording issuance of examinations booklets to Invigilators
• Form No. CUZ/EXAM/ECR 01: The Examinations Collection Register to be signed by the invigilators while collecting examinations
• Form No. CUZ/EXAM/IAR 02: The Invigilators Attendances Register
• Form No. CUZ/EXAM/ IRF 03: Incidence Recording Form for recording incidences during examinations.
• Form No. CUZ/EXAM/CAR 04: Candidates Attendance Registers to be signed IN and OUT by candidates present during the examinations
• Form No. CUZ/EXAM/ERF 05: Examinations Return Form to record the return of required items back to examinations office.
• Form No. CUZ/EXAM/ICI 06: Instructions to Candidates and Invigilators which shall be published at the beginning of each semester by the Registrar and read to candidates at the beginning of each examination

All the above documents shall be returned to the Assistant Registrar Examinations at the end of the examination.

Statement 71: The Deputy Vice Chancellor, Academics shall ensure the uniformity in colour and appropriate stamping of examination answer booklets.

Statement 72: Invigilators who are normally academic members of staff shall be appointed and briefed by the Head of Department, Dean of Faculty, School or Centre, who is the chief internal examiner for his/her academic unit.

Statement 73: Names of all invigilators for various examination papers and examination timetables shall be prepared by the Head of Department in close collaboration with the Assistant Registrar examinations and submitted to the Registrar copied to the Deputy Vice Chancellor, Academics one month before the start of the examinations.

Statement 74: A minimum of two invigilators shall be allocated to each examination room and at least four invigilators shall be allocated to each large class. One of these shall be the chief invigilator. The chief invigilator shall be the one who set the examination paper being done. Where an academic unit cannot provide sufficient invigilators, this is to be drawn to the attention of the Registrar well before the examination period commences. If the Registrar is unable to resolve such a shortfall, it will be drawn to the attention of the Deputy Vice Chancellor, Academics.

Statement 75: The chief invigilator shall ensure that all examinations start and end on time. The chief invigilator shall ensure that all the unused examination booklets and other examination materials are returned to the Registrar, normally not later than 30 minutes after the examination.

Statement 76: Invigilators under the direction of the chief invigilator shall be responsible for security and laying out of examination papers and such other duties specified in the instructions to invigilators.

Statement 77: The duration of examinations shall be 3 hours.

Statement 78: Examinations may be scheduled any day of the week, from Monday to Sunday, including public holidays.

Types of Examinations

Statement 79: Unless the contrary should appear from the context of the provisions of this policy and procedures, an examination shall consist of such written, oral or other form of test as the Senate may prescribe in each case.

Statement 80: The examiners may require students to present themselves for viva voce questioning, in addition to the tests prescribed by the Senate under Statement 46 above. The percentages of the total marks awarded for written, practical and oral examinations in any subject or course shall be determined by the Senate or, in that behalf, by the Board or academic committee of a Department, Faculty, School, or Centre as the case may be.

Statement 81: Except as may otherwise be prescribed in this policy document ordinary examinations shall be held only at the end of each modules or semester as may be prescribed from time to time.

Statement 82: The Pass mark for all CUZ's examinations is 50% consisting of both continuous assessment and final examination. Students scoring less than 50% in any subject shall be regarded to have failed that subject.

Statement 83: In exceptional cases the Senate through the Board of Examiners may grant permission to a student who has missed examinations as may be the case, to sit for Deferred examinations in that semester when they are offered. A student can only be considered for deferred examinations if they have made 100% payment by the due date as per the Academic Calendar. Deferred examinations may only be permitted under the following strict conditionsfor a genuine and grave cause, supported by documentary evidence, that made him/her unable to present himself/herself in the end of semester/annual/clerkship examinations. The student will bear the full cost of the exam, unless waived by VC or DVC.:

Statement 84: Candidates for Special Examination shall wait when the course/module in question is being offered to another group/cohort and then join that cohort to undertake the examination.

Statement 85: A student who fails a course/module shall repeat the examination in that course. Repeat means the student must attend lectures, obtain new continuous assessment marks and final examination in that course/module. The student shall pay specific amount for the retaken paper to cover administrative costs of the examination.

Students who repeat an examination are required to register for the examination at the beginning of the semester using the repeat form.

Statement 86: A student who undertakes only one of the two continuous assessments (CAs) shall not be allowed to sit the final examination. A student who fails a CA shall not be allowed to sit a final examination. The pass rate for both CA and final examination is 50%.

Statement 87: A student who qualifies for a repeat examination must wait when the course/module in question is being offered to another group/cohort and then join that cohort to undertake the examination.

Statement 88: The results of the repeat examinations shall be calculated by taking into account the same component elements as those used for the ordinary examinations.

Statement 89: If a student fails one module in a final examination, he/she will be required to sit a supplementary examination. A student who fails two modules will be required to repeat the two modules in that semester and will be allowed to progress to the next semester. A student who fails three modules in a semester will not be allowed to the next semester but repeat the modules.

Approval of Results

Statement 90: The Assistant Registrar in charge of Examinations shall direct all Departments, Faculties, Schools and Centres, or any such relevant academic unit to hold a departmental, faculty, School or Centre examinations Board meeting to deliberate and approve, at their level, the results of examinations of particular semester and submit detailed report and minutes to Senate for further analysis and approval.

Statement 91: Senate is the supreme body that approves all results of the University and authorises their publication as the official results. Senate reserves the right to reject the results submitted to it by the lower boards if it deems it appropriate to do so on the basis of the depth and as well as the satisfactory analysis or lack thereof. Such rejected presentation of results must be re-submitted to Senate within a week for further analysis and approvals.

Publication of Results

Statement 92: Subject to any exceptions approved by the Senate, the results of examinations for all courses/modules, arranged in a manner as prescribed by the Senate or on their behalf, shall be published by the Academic Registrar and or the Assistant Registrar in charge of Examinations and Results or as may be decided by the Senate at most one day after Senate approval is obtained. All duly published results shall be sealed appropriately by the Registrar as University's official results.

Examinations, Results, Verification and Re-Marking

Statement 93: The Senate may permit a student to have a re-mark of examination script(s) and re-count of all calculations of marks in respect of the examination in any particular course, on payment of the prescribed fee. Reasons for such a request must be clearly stated in the Results Complaints Form.

Statement 94: In exceptional situations Senate may permit students to have their scripts re-examined on payment of prescribed fees. In exceptional situations, Senate may permit relaxation of this rule.

Statement 95: The result of the re-examination and/or re-count shall supersede the result of the original examination. Thus a student who applies for a re-examination may be awarded a lower mark and thereby forfeit any advantage (e.g. permission to write a supplementary examination) accruing from the original mark.

Statement 96: Re-examination of scripts and/or re-count and remark of supplementary or repeat examinations is not permitted.

Statement 97: University examinations shall be conducted under the control of the Registrar or such other officer of the University as the Registrar may appoint.

Statement 98: The examiners for University examinations shall be appointed by the Senate, in the manner it shall prescribe.

Statement 99: Every University examination shall be conducted by a Board of examiners headed by the Deputy Vice Chancellor, Academics, which shall consist of one or more examiners appointed from outside the University, in conjunction with one or more of the teachers of the candidates in the subjects under examination; except that, in the case of the re-examination of candidates who have failed in the ordinary University examination, all the examiners may be appointed from within the University, provided that at least one of them had no part in teaching the candidates the subject or subjects under examination.

Statement 100: External examiners shall be entitled to such honoraria as the University Board of Directors shall prescribe.

Statement 101: The Registrar shall have power to issue such instructions, notes or guidelines to candidates, invigilators and examiners of University examinations as he/she shall deem appropriate for the proper, efficient and effective conduct of such examinations.

Statement 102: The instructions, notes, guidelines issued by the Registrar under statement 71 shall form part of and be as binding as those already spelt out this policy document.

Statement 103: A candidate who deliberately absents himself/herself from an examination or examinations without compelling reasons may at the discretion of Senate be discontinued from the University.

Loss of Scripts

Statement 104: The Loss of scripts shall apply to situations in which scripts, which have been certified as having been handed in by the candidates at the end of examination papers, are misplaced or found to be missing at the time of processing the examinations.

Statement 105: The chief internal examiner in the affected examination shall report cases of loss of scripts to the Academic Registrar immediately the loss is noticed. The Examinations Board shall investigate such loss of scripts and report to the Senate. Senate shall then decide how to determine assessment of candidates whose marks are missing as results of lost scripts and to determine the nature of action to be taken against those found to be responsible for the loss of the scripts.

Statement 106: The Registrar shall be the Chief Internal Examination Officer of the University. As such, he/she will have the following responsibilities:

• Setting Examinations timetable for the entire University;
• Coordinating the setting and internal moderation of the examination questions;
• Identifying, obtaining the CVs of, recommending and presenting external examiners (EEs) to Senate for approval and appointment;
• Sending or taking the questions to the EEs for moderation;
• Reviewing the questions in line with the EEs' comments and recommendations.
• Getting the questions confidentially processed and produced in the necessary number of copies and sealed in readiness for the examination. This will be done with the help of the Heads of Departments, Faculties, Schools and Centres coordinating the setting and internal moderation of the examination questions;
• Coordinating the conduct and invigilation of the examination;
• Coordinating marking of the scripts by the internal examiners;
• Coordinating compilation of marks;
• Getting together all the scripts, marking schemes, mark recording sheets (including those for Continuous Assessments) and any other materials as may be required by the EEs before they arrival;
• Ensuring that the marking by internal examiners (IEs) has been as uniform as possible;
• Facilitating the EEs in their efforts to moderate the examination while in the Department, Faculty, School, or Centre as the case may be;
• Coordinating the evaluation process i.e. use of marks of various assessments from the Continuous Assessment and Final Examinations to arrive at decisions, regarding pass or fail, in respect of each candidate;
• Organizing for the Board of Examiners sessions to discuss and approve the results and enable the EEs to sign them before they leave the Department, Faculty, School, or Centre as the case may be;
• Arranging for facilities for the EEs to have their reports typed if they so wish before leaving the Department, Faculty, School, or Centre;
• Ensuring that the EEs' dues (honorarium etc.) have been paid by the University, normally before the EEs leave the University after the Examinations;
• Submitting a copy of the results signed by the EEs to the Heads of Department, Faculty, School, or Centre who may be called upon to defend or explain the results;
• Safely store the results signed by the EEs for posterity and the students' scripts in accordance with the requirements by the Senate.

Statement 107: In carrying out all these responsibilities, the Registrar will be helped by the Heads of Departments, Faculties, School, or Centre as the case may be.

Appointment and Roles of External Examiners

Statement 108: There shall be EEs who are normally renowned scholars at the level of senior lecturer or above.

Statement 109: The University Academic Board shall appoint EE on the recommendation of the Department, Faculty, School, or Centre through the academic board of the particular Department, Faculty, School, or Centre.

Statement 110: Examiners shall be appointed within the first month of the first semester of each academic year, and shall be invited to moderate the end of year examinations unless otherwise approved by the Senate.

Statement 111: The EEs shall not have taught the subject to the students to be examined whether as full-time or part-time staff members of the University during the last four (4) years or six (6) for the Faculty (School) of Medicine.

Statement 112: The EEs shall normally be appointed continually for not more than two (2) academic years, renewable annually.

Statement 113: If the current EEs are being invited for the last time, Departments, Faculties, Schools, or Centres shall start searching for new EEs to ensure the appointment within the first month of the following academic year.

Moderation of Marking of Scripts

Statement 114: The EEs shall moderate the marking of the scripts by the IEs to ensure that marking has been fairly done and is in accordance with an approved marking scheme. For this purpose, EEs shall be provided with:

• The examination questions done by the students.
• A written, approved marking scheme (not model answer) for each question.
• The students' scripts which are still as clean as they were when the students handed them in at the end of the examination i.e. IEs should not write any remarks etc. in the students' scripts except indicating the mark for each question at the appropriate position in the answer sheet/booklet.
• Mark recording sheets indicating the candidates' marks and also incorporating continuous assessment tests and tests and other course works assessments marks.

Statement 115: During the moderation of the marking of scripts, EEs may indicate alternative marks, which may be higher or lower than those of IEs. In such situations, the EEs marks shall be final i.e. will be the ones used in the evaluation process.

Statement 116: Where student numbers will not allow the EEs to moderate the marking of all the scripts, they will be expected to review extreme cases plus a randomly selected group of candidates who have scored fail or distinction marks. The EEs will then obtain their views of the general performance by reviewing a manageable number of scripts randomly selected from the rest of the candidates.

Statement 117: The EEs may conduct oral examinations in respect of all extreme cases plus a randomly selected group of candidates from the rest of the class to give them a balanced view of the performance of the class as a whole.

Statement 118: The EEs may attend the Department, Faculty, School, or Centre Board of Examiners meetings during which each candidate's performance shall be reviewed and decisions made in respect of each candidate as to whether the candidate has passed or failed the examination and at what level.

Statement 119: The EEs shall sign the final mark sheet, which contains the final decisions made in respect of each candidate by the Examinations Board. Such list shall not contain the Registration Numbers and/or Names of any students whose marks were incomplete at the time of the Examinations Board meeting or who did not sit the examination.

Statement 120: The EEs should take every chance while at the campus to look at the conditions in which the students are studying to enable them write a meaningful report.

Statement 121: The EEs shall, as soon as possible, submit a written report regarding the student's performance in the examinations they moderated, and how, in their opinion, such performance may improve. The report shall be confidential, addressed to the Vice Chancellor and copied to the Head of Department, Faculty, School, or Centre. For this purpose, facilities shall be made available to the EEs within the University or Department, Faculty, School, or Centre, to enable the them produce the report before leaving the Campus, if they so wish.

Statement 122: The number of EEs to be invited per discipline shall be commensurate with workload of the discipline as dictated by the courses/modules the discipline teaches in the various curricula. The number shall be such that it can fulfil the roles outlined above.

Disposal of Examinations Scripts

Statement 123: The Academic Registrar shall be custodian of examination scripts.

Statement 124: Examination scripts shall not be disposed of prior to the passing of normally four (4) years after the candidate completes the programme.

Examinations Irregularities

Statement 125: All cases of alleged examination irregularities, including alleged authorization of absence from examination, possession of unauthorized material in the examination room, causing disturbance in or near any examination room and any form or kind of dishonesty, destruction or falsification of any evidence of irregularity or cheating in examination, shall be reported to the Senate Board of Examiners. The Board of Examiners may then refer the case to the students Disciplinary Committee, which shall have the power to summon the students and members of staff of the University, as it deems necessary and make decisions, subject to ratification by Senate.

Statement 126: No unauthorized material shall be allowed into the examination room. Subject to confirmation by the Senate, any candidate found guilty of bringing unauthorized material into the examination room in any part of the examination process shall be deemed to have committed an examination irregularity and may be discontinued forthwith from studies in the University.

Statement 127: Any candidate found guilty of cheating in relation to any part of the examination process shall be deemed to have committed an examination irregularity and may be discontinued from studies in the University, subject to confirmation by Senate.

Statement 128: Any candidate found guilty of causing disturbance in or near any examination room shall be deemed to have committed an examination irregularity and to have failed in the whole of the examination for that semester and may be discontinued from studies in the University, subject to confirmation by the Board.

Statement 129: Any candidate found guilty of commission of an examination irregularity and is aggrieved by the decision may appeal to the Senate in accordance with the provisions of these policy and guidelines.

Statement 130: In this policy and procedures:

• "Unauthorized material" includes any written or printed material that is generally or specifically prohibited from being brought into the examination room, cellular or mobile phones, radios, radio cassette or other types of cassette players, computers, soft and alcoholic drinks and any other material as may be specified from time to time by the Chief Internal examiner, or Head of Department, Faculty or Director of School or Centre;
• "Unauthorized absence from examination" includes going out of the examination room, temporarily or otherwise, or staying out of the examination room for unduly long period, without authorization or permission of the invigilator or one of the invigilators for the examination in question.
• "Cheating in an examination" includes any form or kind of dishonesty or destruction or falsification of any evidence of irregularity. The Senate may impose such a lesser penalty on a candidate found guilty of commission of an examination irregularity, depending on the gravity of the facts or circumstances constituting the offence, as the Senate may deem appropriate.

Definition

Statement 131: For the purpose of this policies and procedures, examinations leakage is defined as any act which results in a candidate or a person having unauthorized access to or knowledge of examination questions or of any materials related to the examinations before the scheduled date and time of the examination.

Procedure to be followed in cases of suspected examination leakage

Statement 132: Any person suspecting leakage of an examination shall immediately report to the Academic Registrar who shall notify the Deputy Vice Chancellor, Academics. The latter shall constitute an investigating committee to investigate circumstances surrounding the suspected leakage of examinations and notify senate accordingly. The investigating committee shall make a report of their findings to the Senate within two (2) weeks.

Statement 133: Where leakage has been established, the Senate shall cancel/withdraw the examination and order a fresh examination to be set and administered.

Statement 134: The Senate shall take appropriate disciplinary action against those found to be responsible for the leakage.

Statement 135: A student or candidate has a right, in line with Statement 138, to appeal to the Senate in respect of any unfair marking, wrongful computation of marks or grades or other like irregularity alleged in the conduct of any examination.

Statement 136: Any student or candidate aggrieved by a decision of the University Board of Examiners may appeal to the Senate for reversal or moderation of the decision of the Board of Examiners.

Statement 137: Appeals shall be lodged directly with the Registrar who is the Chief Examinations Officer, who shall forward them to the Senate with observations and recommendations thereon.

Statement 138: Any member of the appellant's Department, School or Centre Board of Examiners who participated in the making of the decision against which the appeal is lodged shall not have a voting right in the Senate over such an appeal and may participate therein only in terms of presentation of findings and recommendations of the appellant's Department, School or Centre Board of Examiners, or answering queries, as the case may be, and shall otherwise be absent from the Senate session considering any such appeal.

Statement 139: Any person who has been involved at any stage in the processing of a case of alleged commission of an examination irregularity whether at first instance or in preparation for the appeal, shall be barred from participating in the making of a decision over such a case, except