SAMARA UNIVERSITY

SENATE LEGISLATION

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 TABLE OF CONTENTS

Contents Pages

CHAPTER ONE............................................................................................................................................................. 6

GENERAL PROVISIONS.....................................................................................................................................................6
Article 1: Short Title........................................................................................................................................................6
Article 2: Issuing Authority.............................................................................................................................................6
Article 3: Definitions.......................................................................................................................................................6

CHAPTER TWO............................................................................................................................................................ 9

THE MAIN GOVERNING BODIES OF THE UNIVERSITY......................................................................................................9

Article 4: Governing and Advisory Bodies.......................................................................................................................9
Article 5: The University Senate......................................................................................................................................9
Article 6: Membership of the Senate.............................................................................................................................10
Article 7: Sessions of the Senate....................................................................................................................................11
Article 8: Term of Office for Senate Members...............................................................................................................11
Article 9: Powers and Duties of the Chairperson of the Senate....................................................................................11
Article 10: Powers and Duties of the Secretary of the Senate......................................................................................12
Article 11: Rights and Obligations of the Senate Members..........................................................................................12
Article 12: Senate Committees......................................................................................................................................13
Article 13: Senate Standing Committees (SSCs)............................................................................................................13
Article 14: The Academic Standards and Quality Assurance Committee (ASQAC).......................................................14
Article 15: Admission and Placement Committee (APC)...............................................................................................15
Article 16: Academic Staff Affairs Committee (ASAC)...................................................................................................16
Article 17: Student Affairs Committee (SAC).................................................................................................................17
Article 18: The President of Samara University.............................................................................................................18
Article 19: Vice Presidents of Samara University..........................................................................................................20
Article 20: Quality Assurance Director..........................................................................................................................22
Article 21: Continuous Professional Development Director..........................................................................................23
Article 22 Continuing and Distance Education Program...............................................................................................24
Article 23: Registrar Director.........................................................................................................................................25
Article 24: College Dean................................................................................................................................................27
Article 25: College Staff Affairs Committee...................................................................................................................28
Article 26: Department Head........................................................................................................................................28
Article 27: Department Staff Affairs Committee...........................................................................................................31
Article 28: Termination of service of directors, deans and department heads.............................................................31
Article 29: The University Library Director....................................................................................................................31
Article 30: Managing Council (MC)...............................................................................................................................32
Article 31: University Council (UC)................................................................................................................................33
Article 32: Examination committee...............................................................................................................................33
Article 33: Category of Staff..........................................................................................................................................34
Article 34: Academic Staff.............................................................................................................................................34
Article 35: Rights of Academic Staff..............................................................................................................................39
Article 36: Salary Scale and Increment..........................................................................................................................40
Article 37: Pay for Extra-Teaching Assignment.............................................................................................................40

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 Article 38: Housing and Other Benefits.........................................................................................................................40
Article 39: Teaching and Research Load.......................................................................................................................40
Article 40: Leaves..........................................................................................................................................................44
Article 41: Tenure..........................................................................................................................................................48
Article 42: Academic Freedom.....................................................................................................................................50
Article 43: Arrest or Conviction.....................................................................................................................................50
Article 44: Working for Other Institutions or Private Interest.......................................................................................50
Article 45: Breaches of Duty and Disciplinary Regulations...........................................................................................51
Article 46: Disciplinary Action by a Head of the Academic Unit...................................................................................53
Article 47: Academic Staff Disciplinary Committee (ASDC)...........................................................................................53
Article 48: College disciplinary committee....................................................................................................................54
Article 49: Planning.......................................................................................................................................................54
Article 50: Appointment and Promotion Requirements for Teaching Staff..................................................................55
Article 51: Appointment and Promotion Requirements for Academic Staff.................................................................62
Article 52: Promotion of research and adjunct staff.....................................................................................................67
Article 53: Honorary Academic staff Appointment Regulation.....................................................................................68
Article 54: Criteria for Appointment and Promotion of Professional Librarians...........................................................70
Article 55: Criteria for Recruitment and Promotion of Technical Assistants.................................................................73

CHAPTER THREE........................................................................................................................................................ 77

PROGRAM DEVELOPMENT AND REVIEW........................................................................................................................77

Article 56: Procedures for Program Development and Review.....................................................................................77

CHAPTER FOUR......................................................................................................................................................... 78

ACADEMIC RULES AND REGULATIONS..........................................................................................................................78

Article 57: Policy Premises.............................................................................................................................................78
Article 58: Academic Calendar......................................................................................................................................78
Article 59: General Provisions on Admissions to Undergraduate Programs.................................................................79
Article 60: Admission Requirements.............................................................................................................................80
Article 61: Admission Requirements for CEP.................................................................................................................80
Article 62: Choice of Program of Study.........................................................................................................................81
Article 63: Major and Minor Fields of Study.................................................................................................................82
Article 64: Transfer of Students.....................................................................................................................................82
Article 65: Academic Advisor/ Guidance and counseling..............................................................................................83
Article 66: General Provisions on Modular Courses......................................................................................................84
Article 67: General Education Courses..........................................................................................................................84
Article 68: Elective Modular Courses.............................................................................................................................85
Article 69: Phased-out Modular Courses.......................................................................................................................85
Article 70: Semester Load for Regular Students............................................................................................................85
Article 71: Semester Load for Continuing Education Students......................................................................................85
Article 72: Duration of Study and Validity of Modular Courses....................................................................................86
Article 73: Credit Requirements....................................................................................................................................86
Article 74: Undergraduate Grading System..................................................................................................................87
Conversion of ETCTS to Conventional grading system..................................................................................................87
Article 75: Earning Credits on the Basis of Examination...............................................................................................90
Article 76: Student Academic Achievements.................................................................................................................91

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 Article 77: Academic Standing of Undergraduate Students.........................................................................................91
Article 78: Class Attendance..........................................................................................................................................94
Article 79: Repeating, Adding and Dropping of Courses...............................................................................................95

CHAPTER FIVE........................................................................................................................................................... 96

ASSESSMENT AND EVALUATION......................................................................................................................................96

Article 80: General Provisions of Examinations............................................................................................................96
Article 81: Periodic and Exit Examination.....................................................................................................................98
Article 82: Administration of Examinations..................................................................................................................98
Article 83: Violations of Examination Regulations........................................................................................................99
Article 84: Remarking of Examinations.......................................................................................................................101
Article 85: Re-marking Procedure...............................................................................................................................102
Article 86: Make-up Examinations..............................................................................................................................103
Article 87: Repeating Courses.....................................................................................................................................104
Article 88: Re-admissions............................................................................................................................................105
Article 89: Re-Examinations........................................................................................................................................107
Article 90: Small Academic Deficiencies at the Completion of a Study Program........................................................108
Article 91: Waiver........................................................................................................................................................108
Article 92: Graduation with Distinction and Great Distinction...................................................................................109
Article 93: The University Medal.................................................................................................................................109

CHAPTER SIX............................................................................................................................................................ 110

ACADEMIC RULES AND REGULATIONS FOR GRADUATE STUDIES...............................................................................110

Article 94: General Provisions on Graduate Program.................................................................................................110
Article 95: The Department Graduate Committee (DGC)...........................................................................................110
Article 96: Admission to the Graduate Program (AGP)...............................................................................................111
Article 97: Enrollment and Registration at the GP......................................................................................................113
Article 98: Academic Status of Students.....................................................................................................................114
Article 99: Program of Study at the GP.......................................................................................................................114
Article 100: Credit Requirements and Course Load at the GP....................................................................................115
Article 101: Duration of Study at the GP.....................................................................................................................115
Article 102: The Grading System at the GP.................................................................................................................116
Article 103: Academic Probation and Dismissal at the GP..........................................................................................116
Article 104: Repeating Courses at GP..........................................................................................................................118
Article 105: Withdrawal from and Readmission to the GP.........................................................................................118
Article 106: Transfer from one Program to another in the GP...................................................................................120
Article 107: The Graduate Thesis................................................................................................................................120
Article 108: Advisor ship..............................................................................................................................................124
Article 109: The External Examiner.............................................................................................................................124
1. Purpose...............................................................................................................................................................124
2. Functions............................................................................................................................................................124
3. Selection and Appointment...............................................................................................................................125
4. Participation in Assessment Procedures............................................................................................................125
5. Discussion of Course Structure...........................................................................................................................126
6. Reports...............................................................................................................................................................126

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CHAPTER SEVEN...................................................................................................................................................... 127

REASERCH AND COMMUNITY SERVICISE CORE PROCESS.............................................................................................127

Article 111: Policy premises on research.....................................................................................................................127
Article 112: Initiating and conducting research..........................................................................................................127
Article 113: Administration of research.....................................................................................................................127
Article 114: Proprietary rights of research findings and research property...............................................................127
Article 115: Research priorities...................................................................................................................................128
Article 116: Research and Community Service Committee (RCSC)..............................................................................128
Article 117: The College Research and Community Service Committee.....................................................................129
Article 118: The Department Research and Community Service Committee..............................................................130

CHAPTER EIGHT....................................................................................................................................................... 131

MISCELLANEOUS PROVISIONS.....................................................................................................................................131
1. Non-discriminatory Policy..................................................................................................................................131
2. Forgery and false statements.............................................................................................................................131
3. University rules and regulations inconsistent with this legislation....................................................................131
4. Power to issue guidelines...................................................................................................................................131
7. Effective date...........................................................................................................................................................132

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 CHAPTER ONE
GENERAL PROVISIONS

Article 1: Short Title

This Legislation may be cited as “The Senate Legislation of Samara University, 2012.”

Article 2: Issuing Authority

This Legislation is issued by the Senate of Samara University pursuant to the powers vested in
it by Article 49 of Higher Education Proclamation No. 650/2009.

Article 3: Definitions

In this Legislation, unless the context requires otherwise:

1. “University” shall mean Samara University established as per the Samara University
Establishment Council of Ministers Regulation No. 211/2011

2. “Proclamation” shall mean the Higher Education Proclamation No. 650/2009.

3. “Senate” shall mean the Senate of Samara University established under the provision of
Article 49 of the Proclamation.

4. “Board” shall mean the Samara University Board established in accordance with Articles
43 and 48 of the Proclamation.

5. “Academic Unit” shall mean College, Department, or Institute of Samara University

which may coordinate academic program(s) sharing similar resources and resolve inter
program issues.

6. “College” shall mean an academic unit of the University which may constitute
Departments and other units that offer courses of study and conduct research in which a
Degree or a Diploma may be obtained. This reference may apply to Institute.

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7. “Department” shall mean an executive academic unit of Samara University which may run
program in which a Degree, a Diploma or a Certificate may be obtained. The Department
shall also execute research, extension, development and consultancy as well.

8. “Module” shall mean a set of courses with in a program. A set of modules would enable
one to finish a program of study and graduate thereof.

9. “Program” shall mean a set of modules in the undergraduate and graduate study
disciplines.

10. “Department Council” shall mean the Department level decision making body.

11. “University Community” shall mean all students and staff of the University.

12. “Staff” shall mean the academic and support staff of the University.

13. “Academic Staff” shall mean all teaching and research staff of the University and shall
include Professors, Associate Professors, Assistant Professors, Lecturers, Assistant
Lecturers and Graduate Assistants employed for teaching and research, and other
employees considered as Academic Staff by the decision of the Senate.

14. “Administrative Support staff” shall mean personnel of the University employed to
provide administrative and other support services.

15. “Technical support staff “shall mean non-administrative personnel employed to support
the teaching–learning and research processes, non-academic health professionals
employed in teaching hospital and university library.

16. “President” shall mean the Chief Executive Officer of Samara University appointed in
accordance with Articles 52 and 53 of the Proclamation.

17. “Vice Presidents” shall mean the executive officers of Samara University appointed in
accordance with Articles 52 and 54 of the Proclamation.

18. “Academic Core Process Vice President” shall mean an Executive Officer of Samara
University appointed in accordance with Articles 52 and 54 of the Proclamation

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19. “Research and Community Service Core Process Vice President” shall mean an Executive
Officer of Samara University appointed in accordance with Articles 52 and 54 of the
Proclamation

20. “Support Process Vice President” shall mean an Executive Officer of Samara University
appointed in accordance with Articles 52 and 54 of the Proclamation

21. “Director” shall mean the executive manager of an Institute or University Offices.

22. “Dean” shall mean an executive manager of a College.

23. “Head” shall mean an executive manager of a Department.

24. “Fiscal Year” shall mean the Ethiopian fiscal year [Hamle 1 (July 8) – Sene 30 (July 7)].

25. “Student” shall mean any person admitted and registered at the University in the Regular,
CEP or any other program.

26. “Center” shall mean a unit that is directly attached to the University for defined purposes.

27. “Registrar” shall mean an executive manager responsible for operations pertaining to
student admission, registration and academic records.

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 CHAPTER TWO
THE MAIN GOVERNING BODIES OF THE UNIVERSITY

Article 4: Governing and Advisory Bodies

Governing and advisory bodies of Samara University shall consist of the following

1. Board
2. President
3. Senate
4. University Council
5. Management Council
6. Academic Council
7. Academic Unit Council
8. Department Assembly
9. Advisor

Article 5: The University Senate

Its Responsibilities and Powers

The University Senate is established according to the Higher Education Proclamation No. 650/2009.

The senate, being the leading body of the institution for academic matters and without prejudice to
the responsibilities of the board, shall have the responsibilities to:

1. Determine the Academic Calendar of the University;

2. Accredit academic programs and their curricula and supervise academic units to ensure the
relevance and quality of education and research;
3. Legislate and ensure proper implementation of the University’s statutes related to all academic
and research matters in accordance with the Proclamation;
4. Determine conditions on which degrees are awarded or revoked;
5. Determine a University-wide framework for quality enhancement and student assessment;
6. Advise the President, upon request, on appointment of academic office holders;
7. Recommend to the Board promotion of academic staff to the rank of professor and promote to
the rank of associate professor;
8. Approve nominations by academic units for employment of academic staff with the rank of
professor;
9. Decide on the type, number, membership and responsibilities of its specialized committees;
10. Award honorary degrees and other academic prizes to persons with outstanding achievements
meriting recognition by the University, upon request by the president;

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 11. Examine and approve recommendations by the president in respect of opening, closure
or merger of academic units under the University;
12. Perform other responsibilities which may be given to it in the establishing law of the University
or may be referred to it by the president.

Article 6: Membership of the Senate

1. Membership and the number of members of the senate and their terms of office shall be
determined by the establishing law of the University.
2. Notwithstanding the provisions of sub-article (1) of this Article, at least the majority of the
members of the senate shall be meritorious and senior members of the academic staff
appointed by the president;
3. The president shall chair the senate and ensure that the University’s academic community is
appropriately represented in its membership;
4. The Board of the University may, upon advice by the president, change or modify senate
membership and terms of office, as necessary and consistent with good practice, but solely to
ensure that it shall be fit for purpose;
5. The following are voting members of the University Senate:

The President Chairperson

Academic Vice Presidents Member

Quality Assurance and Enhancement Director Member

Research and Community Services Vice Presidents Member

Support Process Vice President Member

Engineering and Technology College Dean Member

University Registrar Director Member and Secretary

Library and Documentation Director Member

The selected Heads of Academic Units and

meritorious and senior Staffs (to be endorsed by

the President, one as per the number of Colleges at Samara University) Member

Two representatives from Teachers Association Member

Two representatives from the Student Council

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 (preferably one male, one female) Member

Article 7: Sessions of the Senate

1. The senate shall determine its regular and extraordinary sessions in its own rules of procedure
and internal regulations, which shall also include disciplinary rules of its members;
2. Notwithstanding the provisions of sub-article (1) of this Article, the senate may hold
continuous sessions upon request of the president;
3. The senate may hold extraordinary sessions upon the request of the president, the Board or
one-third of its members;
4. The president shall ensure that senate sessions well-facilitated and prepared for, properly
documented and the documentation kept in order, and are exhaustive in the discussion of
issues; and that senate decisions are properly communicated and implemented;
5. The senate shall have a quorum when more than half of its members attend and shall make
decisions by simple majority votes, and in case of a tie, the chairperson shall have a casting
vote;
6. The senate, consistent with its mandate, shall devote some of its sessions to evaluation of the
academic performance of the academic units, of its committees, and its own performance; and
the results of the evaluation shall be duly communicated by the president to the Board;
7. The senate at its discretion may invite resource persons it deems necessary to any of its
sessions;

Article 8: Term of Office for Senate Members

1. The Academic Unit’s Heads and meritorious and senior staff members, endorsed by the
President of the University shall serve in the Senate for four years.
2. The representatives of the teachers association and student council shall serve the Senate for
two years.
3. If any member of the Senate shall resign, or for other reasons be unable to continue the term
of office, the appropriate body shall replace the member to complete the rest of the term.
4. Senate members can be re-nominated or re-elected for not more than one consecutive term.

Article 9: Powers and Duties of the Chairperson of the Senate

The University President or a delegate shall be the chairperson of the Senate and have the following
powers and duties:

1. Calls to order the regular and extra-ordinary meetings of the Senate;

2. Ensure that Senate Sessions are well-prepared for and held regularly, sees to it that the Senate
Members are notified in time (three days prior to the meeting) the agenda of Senate meetings;
3. Leads and supervises the activities of the Senate;

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 4. DirEtCTS and follows up the implementation of Senate Decisions;
5. Monitors the handling, documentation, distribution and dissemination of the minutes taken
thereof;
6. In the absence of the Chairperson, the President shall delegate, as a standard practice, the
Academic Core Process Vice President on his/her behalf and, in case of simultaneous absence
of the said Vice President, any of the Vice Presidents shall be delegated.

Article 10: Powers and Duties of the Secretary of the Senate

The University Registrar or a delegate shall be the secretary of the Senate and have the following
powers and duties:

1. In consultation with the Chairperson, sets agenda for Senate Meetings and dispatches letters
of call for meeting for all members of the Senate;
2. Makes the necessary arrangements for Senate Meetings (organize the meeting place and
reception)
3. Records minutes of Senate meetings and when necessary arranges for audio-visual records;
4. Ensures proper handling, documentation and distribution of the minutes taken thereof;
5. Keeps the files and documents of the Senate;
6. Briefs Senate Members with information concerning the activities of the Senate, dates of
future meetings;
7. Undertakes any additional relevant tasks pertaining to Senate matters given by the
Chairperson of the Senate;
8. Arrange Senate Meeting Agenda collecting mechanisms, one week prior to the meeting;
9. In the absence of the Secretary, the president shall delegate a Secretary.

Article 11: Rights and Obligations of the Senate Members

1. Every member of the Senate has the right to:

1.1. Express ideas and criticisms freely at every Senate Meeting;
1.2. Support or oppose motions or abstain from voting at Senate Meeting;
1.3. Present criticism or self-criticism on undertaking the activities of the Senate provided
that the criticism is substantiated with evidence;
1.4. Generate new ideas at Senate Meetings and suggest new agenda items to the Senate
Secretary one week prior to the meeting;
1.5. Enjoy any benefits that any Senate Members may be entitled therein;
1.6. Certification for contribution as a member of the Senate.
2. Every member of the Senate is obliged to:
2.1. Attend all Senate Meetings and to be punctual;
2.2. Notify the Chairperson in advance through any means available when one is unable to
attend a meeting for satisfactory reasons;

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 2.3. Refrain from disclosing confidential issues discussed on the Senate Meetings;
2.4. Be governed by the rule of majority vote;
2.5. Perform other tasks pertaining to Senate Members that may be assigned by the
Senate;
2.6. Every member of the Senate is governed by the Rules of Procedure and Internal
Regulations, which shall also include disciplinary rules of the Senate Members.

Article 12: Senate Committees

1. The Senate functions through standing committees as provided hereunder:

2. Ad Hoc committees may be formed by the Senate as deemed necessary. Unless otherwise
stated, these committees shall be discharged once they have reported to the Senate.

Article 13: Senate Standing Committees (SSCs)

1. The Standing Committees of Samara University’s senate shall include the following:
 Academic Standard and Quality Assurance Committee
 Admission and placement Committee
 Research and Community Service Committee
 Academic Staff Affairs Committee
 Students’ Affairs Committee
2. The Senate Standing Committees are accountable to the University Senate;
3. The University Senate shall elect persons to serve on each of these committees in addition to
memberships resulting from ex officio;
4. The Chairpersons of the Standing Committees of the Senate can recruit additional members
which shall have ex-officio (i.e. non-voting) status;
5. Each elected member of the Standing Committees shall serve for a period of two years, at the
end of which the member can stand for re-election;
6. Each Standing Committee shall have four regular meetings in a semester. If and when request
for a meeting of a standing committee is made by more than a third of its members or by staff
on justified urgent matters, the chairperson must call a meeting of the committee immediately;
7. A majority (50% + 1) of any committee composes a quorum;
8. Heads of academic units shall be informed by the chairperson of the committees three days
prior to the date of the meeting whenever any agenda item of the committee includes a matter
of direct concern to the academic unit. The head shall have the right to appear personally or
through a representative to present positions on the matter. However, the Head or an
appointed representative shall not have the right to vote, unless they are a member of the
committee;
9. Each standing committee shall pass final decisions and inform the Senate thereof;

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 10. If any person feels aggrieved by the decisions of the committees, the person shall have appeal
right to the Senate on the next Senate Meeting to be held;
11. If matters are appealed on stay of execution, the decision shall be ordered. However, if the
right is to expire because of the appeal, the President shall act on the matter as deemed
necessary;
12. At the end of each academic semester the Chairperson of each Standing Committee shall
submit a written report to the Senate on the activities of the committees.
13. Without prejudice to the provisions of this Article, the SSC adopt its own rules of procedures;

Article 14: The Academic Standards and Quality Assurance Committee (ASQAC)

1. Membership
1.1. ASQAC shall have the following members:
1.1.1. Academic Core Process Vice President Chairperson
1.1.2. Institutional Quality Assurance and Enhancement Director Secretary and Member
1.1.3. Senate-elected heads of academic units (not more than seven) Member
1.1.4. Research and Community Service Vice President Member
1.1.5. The University Registrar Member
1.1.6. President of Student’s Council Member
1.1.7. President of Teacher’s Association Member
1.1.8. Continuing Distance Education Programme (CDEP) Director Member
1.1.9. Library and Documentation Director Member
1.1.10. Continuous Professional Development(CPD) Director Member
2. Duties and Responsibilities of ASQAC:
The Academic Standards and Quality Assurance Committee shall have the following duties
and responsibilities:
2.1. Initiate studies for diversifying educational programs in conjunction with
Departments and Institute ASQAC members and forward recommendations on the
establishment and maintenance of Departments, Institutes and other teaching units in the
University to the Senate;
2.2. Evaluate and approve courses and educational programs with regards to their
relevance and accountability;
2.3. Approves and register minor curricular changes reported and passed by the
Department Council;
2.4. Formulates guidelines for evaluating the depth, contents and credit hours allocation of
courses offered in various academic units of the university;
2.5. Oversees implementation of curriculum development and reviews;
2.6. Considers Department Commission (DC) decisions on certain deviation from the
established academic standards legislated by the Senate;
2.7. Recommends to the Senate on the Degrees, Diplomas and Certificates of proficiency
to be granted by the University;

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 2.8. Approves course equivalence, waivers and exemptions presented by concerned
academic units;
2.9. Evaluates and recommends changes on make-up rules, academic achievements of
students, repeating courses and issuance of credentials;
2.10. Determines its own rules and procedures within the framework of the University
Legislation;
2.11. Undertakes periodic supervisions on quality of teaching environment, teaching aid,
quality of exams, student-teacher ratio, optimal class size, staff profile compositions, staff
load, etc. and prepare report thereof;
2.12. Prepare quality assurance criteria and standards, and audit efficiency thereof;
2.13. Seeks to enhance quality by identifying and disseminating good practice;
2.14. Set guidelines for course exemptions, phasing in and phasing out courses;
2.15. Perform any other duties pertinent to the mandates of ASQAC given to it by the
Senate.
2.16. Without prejudice to the provisions of this Article, the ASQAC may adopt its own
rules of procedures;

Article 15: Admission and Placement Committee (APC)

1. Membership:
The Admission and Placement Committee shall have the following members:
 Academic Standards and Quality Assurance Director Chairperson
 Student Service Director Member
 Senate-elected heads of academic units (seven) Members
 CDEP Director Member
 Two representatives of student council Member
 University Registrar Member and Secretary
2. Duties and Responsibilities of Admission and Placement Committee
The Admission and Placement Committee shall:
2.1. Prepare, update, and recommend criteria and procedures on overall admission and
placement of students;
2.2. Oversee the implementation of admission and placement of students of various
categories;
2.3. Determine regular, private, and/or advanced standing admissions to available places
in the regular and continuing programs of the University on the basis of the guidelines of
Ministry of Education and;
a. University Entrance Examination or
b. Special admission requirements established by the council of academic units of the
University (considering gender, disability, being educationally disfavored, etc.)

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 c. Secondary and post-secondary education pursued elsewhere. All such credentials,
however, need to be evaluated by the academic units to which the student is applying;
2.4. Seek and act upon the advice of the ASQAC on certificates that do not fall into any
one of the above categories;
2.5. Determine its own rules and procedures within the framework of the University
Senate Legislation
2.6. Perform any other pertinent duties given to it by the Senate.
2.7. Without prejudice to the provisions of this Article, the APC may adopt its own rules of
procedures;

Article 16: Academic Staff Affairs Committee (ASAC)

1. Membership
The ASAC shall the following members:
1.1. Academic Core Process Vice President Chairperson
1.2. Senate-elected heads of academic unites (seven) Members
1.3. Two representatives of Teachers Association Members
1.4. Legal Services Member
1.5. Gender Officer Member
1.6. Human Resource Management Director Member and Secretary
2. Duties and Responsibilities of ASAC
The members of the ASAC shall have the following duties and responsibilities:
2.1. Follows up and check that staff recruitments are implemented as per the rules and
regulations of the University;
2.2. Formulates policies and strategies concerning the welfare of the academic staff;
2.3. Report to the University Senate on matters related to the general welfare of the
academic staff;
2.4. Develops guidelines and advise the Senate on Honorary Degrees for those scholars
contributing to Samara University in particular and also the country at large;
2.5. Assesses the overall academic human-power requirements of the University;
2.6. Handles selection of candidates for contested training/research opportunities;
2.7. Initiates institutional policies, procedures and programs with respect to staff
development and scholarship that shall assist the academic staff to meet the institutional
needs;
2.8. Recommends the optimal staff size and composition in terms of academic rank and
qualification required by various academic units of the University;
2.9. Approves the number of University Academic Staff going for further studies and for
sabbatical or research leaves;
2.10. Follow up the progresses of staff on study or sabbatical/research leaves through the
appropriate offices;
2.11. Develops and update guidelines on administration of scholarships;

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 2.12. Approves extension of all sorts of leaves when necessary;
2.13. Encourages the academic staff to participate in the University and community affairs;
2.14. Design strategies to improve staff services and promote extra-curricular activities and
follow up the implementations thereof;
2.15. Devises mechanisms for promoting accountability and positive attitudes towards
professional development;
2.16. Foster the development of healthy relationship among staff and the university
community at large;
2.17. Oversees the proper implementation of the rules, regulations and other provisions
pertaining to rights and benefits of the academic staff;
2.18. Assist and facilitate the establishment of teachers association;
2.19. Propose relevant incentive mechanisms for the academic staff;
2.20. Determines rules and procedures within the framework of the University Senate
Legislation;
2.21. Perform any other pertinent duties as deemed necessary by the Senate.
2.22. Without prejudice to the provisions of this Article, the ASAC may adopt its own rules of
procedures;

Article 17: Student Affairs Committee (SAC)

1. Membership:
SAC shall have the following members:
 Support Process Vice President Chairperson
 Two Representative of proctors (Female and male) Members
 Two Student Council representatives Members
 Gender Officer Member
 Guidance and Counseling Officer Member
 Student Service Director Member and Secretary
2. Duties and Responsibilities
The SAC shall have the following duties and responsibilities:
2.1. Assist and facilitate in developing guidelines for the establishment and management
of student organizations;
2.2. Formulates ways of improving student services and promoting extra-curricular
activities;
2.3. Encourages students’ participation in university and/or community affairs;
2.4. Devise mechanisms for promoting positive attitude among students towards their
professional obligations;
2.5. Identify and devise means of support to students with disabilities;
2.6. Formulate policies regulating the affairs of international students;
2.7. Review and approve all competitive schedules;

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 2.8. Fosters the development of healthy relationships among students, and between
students and the university community;
2.9. Develops and formulates a Code of Conduct for Students of the University
particularly, those related to disciplinary issues;
2.10. Serve as an appellate body for hearing disputes within and among student
organizations
2.11. Determines its own rules and procedures;
2.12. Performs any other pertinent tasks issued by the University Senate.
2.13. Without prejudice to the provisions of this Article, the SAC may adopt its own rules of
procedures;

Article 18: The President of Samara University

1. The President shall be appointed by the Minister or by the head of the appropriate state organ,
as the case may be, from a short list of nominees provided by the board in accordance with
sub article (1) (d) of Article 44 of the Proclamation.
2. The position of the president shall be publically advertised by a body designated by the board.
3. The candidate president of Samara University shall have, among others, commendable
academic leadership and managerial ability as well as demonstrable commitment to
institutional change and development and to the Constitution and government policies.
4. Without prejudice to the provisions of sub article (3) of this Article, further particulars of
requirements and procedures of competition and selection shall be determined by the law
establishing the institution and by the board.
5. The term of office of the President of Samara University shall be six years; provided however,
that and without prejudice to other provisions of this proclamation, he/she may be repeatedly
reappointed.
6. The board shall make monitoring reviews on the performance of the President bi-annually and
comprehensive in-depth reviews every three years in the presence and with the participation
of the President.
7. No person shall hold the position of acting president for a period of more than 180 days.

Responsibilities of the President

The president of Samara University shall be the chief executive officer of the University and,
without prejudice to the responsibilities of the Board shall have the responsibilities to:
a. Direct and administer the University with the aim of ensuring the achievement of its
mission;
b. Ensure that organs of the University and its community uphold the objectives of the higher
education and guiding values of the University;
c. Ensure that the provisions of the Proclamation and of other laws applicable to the
University are respected;

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d. Ensure that the University prepares high quality graduates in as many numbers and fields
consistent with the needs of the country;
e. Create and continuously build a conducive institutional environment stimulating learning
and research;
f. Ensure that the University’s research and consultancy activities focus on national
priorities;
g. Ensure that the University in the pursuit of its mission is perpetually connected
internationally as well as with federal and state institutions, relevant agencies and business
and industry, and associations;
h. Ensures that the University always keeps abreast national and international developments
and positions itself to respond effectively to the country’s needs in education, training,
research, consultancy and community services;
i. Ensure that the institution has a capable system of internal leadership and management in
its human resource, organization and performance;
j. Design and implement, upon ultimate approval by the Board, nomination and appointment
systems of academic heads and senate members;
k. Determine and implement, upon approval by the senate and the Board, academic unit-and-
department level governing bodies and structures guided by the principles of relevance
and quality of education and research, autonomy, efficacy and efficiency of service
delivery;
l. Ensure that employment and official positions are achieved through competition and that
removal from office is based on performance evaluation, disciplinary matters and end of
tenure of office alone;
m. Ensure that policies, directives and procedures of the institution are designed in
conformity with the provisions of the Proclamation, pertinent to laws and government
policies;
n. Develop and implement institutional standard measures and ensure that the academic and
administrative operations of the University are on the basis of the standards;
o. Ensure that the University maintains a healthy balance of income and expenditure and
proper books of accounts of all incomes and expenditures;
p. Ensure that Board and senate sessions as well as of those other leadership bodies such as
the managing council are well-prepared for and held regularly;
q. Resolve by peaceful and legal means all intra-institutional disputes and disputes with third
parties, in pursuit of the University’s mission and best interests;
r. Ensure that all fundamental operations and substantive transactions of the University are
appropriately documented in text and data form as appropriate and that the information is,
without prejudice to institutional interests, appropriately and readily accessible to end-
users;
s. Prepare institutional plans and budget, and ensure their implementation, upon approval;
t. Inform periodically the Board, government and public about the state of the University;

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 u. Build and maintain a reliable safety and security system that protEtCTS life and property
in the premises of the University;
v. Represents the institution in all its dealings with third parties;
w. Open and operate bank accounts in the name of the University;
x. Delegate, as may be necessary, his powers and responsibilities to the vice presidents and
appropriate heads of academic units;
y. Ensure that his foreign travels are of value to the University and planned;
z. Discharge such other responsibilities as may be given to him by the establishing law of the
University and by the Board.
8. Termination of service of the president:
i. The president of Samara University may be relieved of his responsibilities by:
a. Resignation;
b. Release on grounds of incompetence, severe misconduct, illness or upon death;
c. Absence from duty for more than 180 days with official acquiescence;
d. Absence from duty for more than 45 days without official acquiescence;
e. The term of office of the Presidents of Samara University shall be four years;
provided however, that and without prejudice to other provisions of this
proclamation, he/she may be repeatedly reappointed.
ii. The Minister or the head of the concerned state organ, as the case may be, may relieve
the president of his post pursuant to the provisions of sub article (i) of this Article and
upon advice by the board, or without such advice if the Minister or the head of the
concerned state organ is convinced that it is the right action to take;
iii. Without prejudice to the provisions of sub-article (i) of this Article, the board may, as
the case may be, cause the removal or remove the president if it determines, through
three consecutive monitoring reviews or one in-depth review, his continuity in office
would be injurious to the institution.

Article 19: Vice Presidents of Samara University

1. The Vice Presidents of Samara University shall be appointed based on merit and through
competition by the board in accordance with sub-article (1) (c) and (d) of Article 44 of the
Proclamation.
2. The candidate vice presidents of Samara University shall have, among others,
commendable academic leadership and managerial ability as well as demonstrable
commitment to institutional change and development and to the Constitution and
government policies.
3. Without prejudice to the provisions of sub article (2) of this Article, further particulars of
requirements and procedures of competition and selection shall be determined by the law
establishing the University and by the board.

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 4. The term of office of the Vice Presidents of Samara University shall be four years;
provided however, that and without prejudice to other provisions of this proclamation,
he/she may be repeatedly reappointed.
5. The board shall make monitoring reviews on the performance of the Vice Presidents bi-
annually and comprehensive in-depth reviews every three years in the presence and with
the participation of the Vice President.
6. No person shall hold the position of acting Vice President for a period of more than 180
days.
7. Responsibilities of The Vice Presidents
7.1. The vice-president of Samara University, without prejudice to those responsibilities
given to him under the establishing law of the University, shall have the responsibilities to:
i. Advise, assist and support the president in the exercise of his responsibilities;
ii. Exercise the responsibilities the president may entrust to him.
7.2. Vice presidents shall devote most of the time to the requirements of their offices and
shall be remunerated appropriately for their services in the form of basic salary and other
benefits.
7.2.1. Responsibilities of Academic Core Process Vice President
a. Positively supports the university’s vision, mission, and goals and clearly
articulates the broader perspective and responsibility to the departments and
staff within academic affairs.
b. Runs the activities of the President’s Office in the absence of the President,
c. Coordinates all academic activities at University level
d. Compiles, produces and submits regular academic activities report and
essential statistics to the president office as well as to other key stakeholders;
e. Approves new programs/departments
f. Follows up and monitors Department, Colleges, ASQA, Registrar Office,
Library and Documentation, CDEP and CPD
g. Maintains the balance between academics, research and community services in
the university system
h. Serves as the chief academic affairs policy advisor to the President
i. Develops and recommends budget allocations and reallocations for academic
departments assuring that budgets are linked to academic and strategic plans as
well as previous performance
j. Maintains close and effective working relations and lines of communication
with the university offices, staff, students and university community.

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 k. Provides leadership in developing academic priorities and programs; works
with departments to enhance the quality of learning and assessment, and
scholarships.
l. Serves as academic connection to the community, business organizations,
private individuals, city councils, regional states, federal government bodies
and legislators, and educational and professional institutions/associations.
8. Termination of Service of Vice Presidents
i. Any vice president of Samara University may be relieved of their responsibilities
by:
a. Resignation;
b. Release on grounds of incompetence, severe misconduct, illness or
upon death;
c. Absence from duty for more than 180 consecutive days with official
acquiescence;
d. Absence from duty for more than 45 consecutive days without official
acquiescence;
e. Expiry of term of office.
ii. The board may relieve any vice president of his post, pursuant to the provisions of
sub article (i) of this Article;
iii. Without prejudice to the provisions of sub-article (i) of this Article, the board may,
as the case may be, cause the removal or remove the vice president if it determines,
through three consecutive monitoring reviews or one in-depth review, his
continuity in office would be injurious to the institution.

Article 20: Quality Assurance Director

The Quality Assurance Director of Samara University shall be appointed based on merit and through
competition by the president in consultation with the other vice presidents. The candidate should have
a second degree and above in relevant fields and two years experience in educational management
and planning, good skills of communication and pedagogy.

The director is an autonomous body under the university president. He/s provides support to the university’s
colleges, departments, centers/offices, top management and major university committees and other bodies
whenever necessary to deliver quality teaching learning and research activities.

Duties and Responsibilities of the Director

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 1. Develops policies and instruments for quality assurance and auditing of the academic, research ,
community service activities and services from supporting units of the university;
2. Prepares the annual action plan of the center/office and report every quarter and annual action plan
accomplishments to the president and the academic core processor V/ president office
3. Coordinate quality assessment for the overall academic activities of the University;
4. Initiates and/or supports course, program and institutional self-assessment, peer review, and external
review;
5. Develops academic quality standards in collaboration with other academic units;
6. Proposes improvement plans based on quality assessment recommendations in collaboration with
academic units;
7. Assists departments in developing standards for academic resource centers like classroom technology,
laboratories, etc;
8. Assists the Academic record and Examination Board in the establishment of central examination
database;
9. Offers trainings to staff on academic quality care;
10. Work towards the continual development and improvement of academic quality and relevance of the
University;
11. Advises regular reviews of curricula, initiation of new courses, cancellation of obsolete (outdated)ones,
and merger of courses;
12. Monitors and evaluates the quality and effectiveness of the operations of the university as a learning
institution;
13. Monitors the effectiveness of compliance with the University’s academic policies and procedures.
14. Proposes new quality policies and procedures as appropriate.
15. Liaise with academics and facilitate the validation, monitoring and review of program and courses.
16. Facilitates calls for external advisers and review panels and support their activities
17. Takes responsibility for the internal quality audit function.
18. Facilitate the effective implementation, review and periodic adaptation of the Quality Strategy
19. Compiles final internal academic quality audit document
20. Undertakes other relevant duties given by the president

The term of office of Quality Assurance Director shall be four years

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 Article 21: Continuous Professional Development Director

The Continuous Professional Development Director of Samara University shall be appointed based
on merit and through competition by the academic vice president in consultation with the president.
Second degree or above in Psychology (developmental, educational, social, counseling) or any
related field of study
The candidate should have second degree or above in educational management or any related field
of study; or five years of relevant experience in educational planning

The Continuous Professional Development Director has the following tasks and responsibilities

i) Supervise, Identify skill gaps and play leadership role to fill the gaps
ii) Plan, design and develop teaching enhancement packages
iii) Conduct participatory staff training and skill development practices
iv) Certify trainees
v) Manage and update online/offline resources for teaching enhancement (academic staff)
vi) Undertake action research (pedagogy, learning and assessment)
vii) Facilitate technical and academic support services to staff (pedagogy, learning and
assessment, ICT, audiovisual, etc)
viii) Collect feedback and carry out impact assessment
Term of office of the Continuous Professional Development Director shall be four years

Article 22 Continuing and Distance Education Program

Continuing and Distance Education Director (CDED)

The director for distance and continuing education should have second degree and above in
Psychology or Educational planning in Management, Marketing Management, Management,
Language and communication, Accounting, in Information and Communication, or in any related
and appropriate fields. She/he should have experience of two years and above working in higher
education with good communication and IT skill.

The CDED shall have the following duties and responsibilities:

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- Prepare a strategic plan for continuing and distance education of the university by identifying
the educational needs of the public and the private sector;

- Make provisions to meet these needs by proposing distance education courses and programs
leading to university degrees and diplomas and organizing certificate programs, lectures,
seminars, and related activities;

- Provide part-time, on-the-job and/or on-the-spot education and facilitate lifelong learning by
overcoming barriers such as time and distance through the use of appropriate media of
communications such as correspondence, internet, interactive video and others;

- Expand service and promote innovative approaches to reach traditionally under-served

populations, including adult learners;

- Develop collaborative programs with the business community, industry, government agencies,
and non-profit corporations to enhance economic development and the quality of life;

- Increase both the use of technology for sharing data and systems among higher education
institutions and with other government agencies and the private sector;

- Improve the quality of education by tapping the best global academic resources with a view to
nurturing problem solving skills and entrepreneurial spirit;

- Design specialized program of studies specifically tailored to fit the needs of stakeholders of
continuing and distance education;
- Design policy for recruitment of academic and support staff for continuing and distance
education;
- Revise, from time to time, the rate of tuition fee in order to provide quality service at an
affordable price and means of revenue generation for the university; and
- Work on admission policy, on internal and external transfer from/to continuing and distance
education credit, non-credit and short term training program;
- Develop partnerships both within the university and beyond in order to discharge its duties and
responsibilities.

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 Article 23: Registrar Director

The Registrar Director of Samara University shall be appointed based on merit and through
competition by the academic vice president in consultation with the president. The director should
have second degree and above in Marketing Management or Statistics or Mathematics or ICT or
Database or Management or any related and appropriate fields with Two years and above experience
working in higher education with good communication skill.

Duties and responsibilities of the Registrar director

i) Ability of using automated student record management.

ii) Collect and facilitate publicity of academic program.
iii) Provide help and support for prospective students and answer their queries.
iv) Receive applications for new admission, readmission and transfer.
v) Facilitate that students’ application is processed timely and efficiently which includes
student selection on competitive basis and admission criteria set for each program.
vi) Ensure that the list of accepted students for each academic program is prepared and
communicated to the departments as well as to the students on time.
vii) Ensure that students’ profiles at the university are updated properly and kept with
utmost security.
viii) Ensures that handbooks, calendar, leaflets, campus maps, student statistics, etc are
developed at university level.
ix) Collect biographic data of selected students and register.
x) Ensure that students' academic data are acquired or collected properly.
xi) Cross-check grades submitted and list of students registered.
xii) Process grade and produce academic status reports.
xiii) Avail student records for secured access and official notification, if necessary.
xiv) Undertake regular record management activities that include follow-up of security and
archiving of students' records.
xv) Ensure that every student has cleared of any university property before he/she is given
a clearance paper and/or a certificate.
xvi) Prepare and issue student academic credentials.
xvii) Ensure that the students’ files are updated properly and kept with utmost security as
well as copied to the university for the same purpose.

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xviii) Collect tuition and other types of fees from students.
xix) Ensure that students’ identification cards are issued and updated on time.
xx) Ensures that alumni records are obtained regularly through online and offline means.
xxi) Obtains and updates membership list online
xxii) Explore and implement new technologies and methods to enhance alumni management
xxiii) Arranges exit workshop/promotion and other type of sanitization work to register new alumni.
xxiv) Facilitate supports for graduating students and alumni
xxv) Design and manage program used by the alumni, graduation and others [What are they]
xxvi) Provide alumni career development services (career info. tracking, recording and providing)
xxvii) Ensures that online and in-person job search service is offered to alumni through
xxviii) identifying employers, communicating employers, form/update database, communicate to
alumni and send alumni profile to employers)
xxix) Facilitate experience sharing to enhance excellence in the university and among alumni
xxx) Arrange meritorious service awards to recognize and promote students, college and alumni for
professional excellence
xxxi) Facilitate lifelong learning and professional development among alumni by organizing
seminars, conferences and other similar forum of learning.
xxxii) Promote and facilitate alumni’s engagement and contribution for the university’s development
and improvement of its services
xxxiii) Collect, organize and disseminate alumni’s feedback and suggestions
Term of office of the Registrar Director shall be four years.

Article 24: College Dean

The President shall appoint a dean of the college in question based on merit and through competition
with the consultation of the vice-presidents; and the Dean should preferably be with a rank of
assistant professor and above. However, if conditions do not allow, a staff with lower rank can be
assigned as a dean. The dean must attain a second degree or above and have five years of teaching
experience and one or more publications.

i) Must have served as a departments head in the university.

ii) Must have good interpersonal and negotiation skill.
iii) Must have good ICT skills.
iv) Should have an understanding of national and international current trends and issues

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 ability to work effectively in an administrative
v) Organization built around fluid, consensus building, team approach to management
vi) Must have willingness and commitment to serve the college
vii) Chairs interdepartmental meetings for resource sharing, scheduling ….
viii) Facilitates and coordinates the utilization of common resources across academic
departments
ix) Record and measures the performance of academic departments
x) Compile, produce and submit regular department activity reports and essential statistics
to the process owner as well as to other key stakeholders;
xi) Deals with interdepartmental issues
xii) Facilitate and coordinate the interdepartmental virtual research, multidisciplinary
program and curriculum development teams
xiii) Coordinates incoming information which concerns all or some of the departments in the college
Term of office of the dean shall be four years

Article 25: College Staff Affairs Committee

The College Staff Affairs Committee has five members who are elected by the colleges departments’
general assembly.

Duties and responsibilities of the Committee

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Together with the department head plan for recruitment, appointment and criteria and procedures for
academic promotion, probation and confirmation of promotions, merit increases, renewal of tenure,
resignation and retirement, termination of appointment, and other matters as appropriate;

Examine and recommend promotions in rank submitted applicants and pass the same to the executive
committee;

Formulate various mechanisms of rewarding merit and innovation in teaching and research;

Formulate guidelines for retention of academic staff and retention in the context of competing
demands for resources for academic activities;

Formulate policies and devise strategies to enhance diversity of staff through affirmative recruitment
system for applicants from disadvantaged groups such as women, persons with disability and
marginalized communities;

Term of office of the FASC shall be two years.

Article 26: Department Head

Department Head shall be appointed based on merit and through competition by the academic vice
president in consultation with the president. The Department Head must attain
i) A second degree or above and must attain a rank of assistant professor or above and have five
years of teaching experience.
ii) Must have served as a module team leader or program coordinator in the university.
iii) Must have good interpersonal and negotiation skill.
iv) Should have an understanding of national and international current trends and issues
v) Ability to work effectively in an administrative

The Department Head has the following tasks and responsibilities

i) Organization built around fluid, consensus building, team approach to management

ii) Must have willingness and commitment to serve the department
iii) Demonstrated ICT and instructional skills.
iv) Demonstrated ability to communicate effectively with internal and external
stakeholders
v) Must have a demonstrated capability in institutional advancement, including

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 fundraising and legislative relations.
vi) Plan, execute/administer the academic, research and community service processes
vii) Facilitate initiations/proposals and approvals of curriculum, research, training, etc
viii) Oversee and facilitate development of curriculum, and program goal development
ix) Facilitate program accreditation
x) Form/update module/research teams and contract with the respective teams about the
teaching, research and community service activities
xi) Follow up and approve program admission requirement/criteria and admission process
xii) Provide support for prospective students (by answering their emails, letters ...of queries)
xiii) Assign advisors for newly admitted students and update the advisory set of the previous years

Follow-up, facilitates and supports the activities of the module/research teams

xiv) Entertain students' appeals and requests, and address accordingly

xv) Promote and publicize the department
xvi) Solicit and manage funding for academic, research and community service activities
xvii) Evaluate and monitor the quality of academic, research and community service activities
xviii) Establish strong industry linkage and maintain excellent personal relationships with
stakeholders
xix) Plan and develop the human resource requirements
xx) Maintain accurate course catalogue listings, syllabi, and oversee website information
xxi) Design and maintain database of academic, research and community service activities of
every academic staff members of the department
xxii) Conduct performance evaluation of each academic and technical staff
xxiii) Design, manage and update online/offline resources for the academic, research and
community service of the department
xxiv) Plan, prepare and dispatch/publicize semester academic schedules (learning and
assessment: module arrangement and classes, practical/field trips and examinations)
xxv) Initiate and inculcate team-spirit in the department to accomplish the teaching-learning
and research and community service activities effectively and efficiently
xxvi) Ensure responsibility and accountability for every activity at the office
xxvii) Set a reward mechanism and recognition to outstanding and creative performance

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xxviii) Manage all aspEtCTS of Instructor workload distribution: Maintain the balance between
teaching, research and community service assignment of academic staff
xxix) Communicate to staff member’s relevant information via phone and email, as needed
xxx) Produce reports, write letters and exercise other office communications
xxxi) Hold Staff meetings at least once in a semester and attend other meetings representing
the department
xxxii) Plan and execute staff discretionary incentive mechanisms
xxxiii) Manage department budgets and payments
xxxiv) Oversee issues relating to students' well being, student-staff relationship, academic
progress, retention rates, and policy infractions
xxxv) Oversee acquisition, utilization and maintenance of equipment, facilities and software
for the department, as needed
xxxvi) Provide help and support for prospective students and answer their queries
xxxvii) Ensure that students’ application is processed timely and efficiently which includes
student selection on competitive basis and admission criteria set for each program
xxxviii) Coordinate and facilitate induction for new entry students
xxxix) Shall make all nominations for team leader appointments, suspensions and dismissals of
all department staff
The term of office of a head of department shall be two years

Article 27: Department Staff Affairs Committee

The department Staff Affairs Committee has three members who are elected by the department AC.
Term of office of the DSAC shall be two years.

Duties and responsibilities of the Committee

Together with the department head plan for recruitment, appointment and criteria and procedures for
academic promotion, probation and confirmation of promotions, merit increases, renewal of tenure,
resignation and retirement, termination of appointment, and other matters as appropriate;

a) Examine and recommend promotions in rank submitted applicants and pass the
same to the executive committee;
b) Formulate various mechanisms of rewarding merit and innovation in teaching and
research;

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 c) Formulate guidelines for retention of academic staff and retention in the context of
competing demands for resources for academic activities;
d) Formulate policies and devise strategies to enhance diversity of staff through
affirmative recruitment system for applicants from disadvantaged groups such as
women, persons with disability and marginalized communities;

Article 28: Termination of service of directors, deans and department heads

Any director, dean or department head of Samara University may be relieved of their responsibilities
by:
i) Resignation;
ii) Release on grounds of incompetence, severe misconduct, illness or upon
death;
iii) The mandate to release on grounds of incompetence and/or sever misconduct
is to the academic vice president in consultation with the president.

Article 29: The University Library Director

The Chief Librarian, appointed by the vice president in consultation with the president, is the chief
administrative director of the university library system. Term of office is four years.

Duties and responsibilities

i) The Chief Librarian is responsible for the general administration of the library and
employment and supervision of its personnel, planning, budget and development as a
resource for teaching and research for the promulgation of rules governing use of the
library by students, college and external readers.
ii) The Chief Librarian shall protect the university’s interest in its property and ensure
the efficient use of library resources. To this end he shall:
a) Ensure the availability of trained library staff in adequate numbers and
meeting prescribed standards, through employment, transfer and/or
appropriate training;
b) Require adherence to procedures regarding to the acquisition, accession and
cataloguing of all information resources;
c) Require adherence to rules to assure that all materials the university system
are available, on reasonable terms, to all university students and college
subject to the priority of meeting the academic needs of the college to the
constituent library;
d) Request annual report including statistical information from each
constituent library and dean of the college where it is situated as may be
necessary to inform the librarian of its expenditures and operations; and
e) Inspect all libraries within the system and take all other steps necessary and
proper to secure the above objectives.

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Article 30: Managing Council (MC)

1. Without prejudice to the power of the president to include other pertinent officers, the
president, the vice presidents, and the officer in charge of University-wide student affairs shall
constitute the core members of the managing council; and the president shall chair the
managing council;
2. The managing council shall advice the president on strategic issues and on other cases that the
president believes requires collective examination as well as serve as a forum for monitoring,
coordination, and evaluation of institutional operations;
3. The managing council shall meet regularly at least twice a month on a regular day and time;
4. The managing council shall hold and conduct its sessions with a majority of its core members
present;
5. Minutes of sessions of the managing council shall be taken by a secretary designated by the
president;
6. The president shall ensure free and open expression of views in managing council sessions.
The president may order votes in case substantially competing opinions emerge to ascertain
the weight of the competing opinions;
7. No member other than the president or a person instructed by the president shall communicate
to third parties the council’s deliberations on controversial issues and the result thereof;
8. Without prejudice to the provisions of this Article, the MC may adopt its own rules of
procedures;

Article 31: University Council (UC)

1. The president shall chair the university council, and its members shall consist of the core
members of the managing council, all deans, directors, members of the senate standing
committee, the chief librarian, the registrar, other key academic officers, service department
heads, and, as it shall be determined by the board upon the advice of the president, an appropriate
number of academic staff and student representatives with appropriate gender mix;

2. The university council shall advise the president by expressing its views on institutional
proposals regarding plans, budgets, organizational structures, academic programs, agreement of
cooperation, and on division, merger and closure of academic units as well as on performance;

3. The university council shall meet at least once every six months on the day and time that shall
be fixed;
4. Attendance of the university council sessions by members shall be mandatory. Membership
shall not be delegated except in accordance with permission of the president. Sessions may be
held without a requirement for quorum.

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 5. The president shall ensure a democratic atmosphere stimulating free expression of opinions and
ideas in session of the university council. The president may order votes in case substantially
competing opinions emerge to ascertain the weight of the competing opinions;
6. The secretary of the council shall also serve as the non-voting and non-consultative secretary of
the university council;
7. No member of the university council other than the president or a person nominated by the shall
serve as its official spokesperson;
8. Without prejudice to the provisions of this Article, the university council may adopt its own
rules of procedures;

Article 32: Examination committee

Final examinations are controlled by this committee. Members of the committee are
i) Academic Quality assurance director chaired person
ii) The registrar director secretary
iii) Alumni management officer member
iv) Continuing Distance Education Program Director member
v) Teachers association representative member

Duties and responsibilities

1. Request for the name and course of instructors to prepare the final exams schedule
2. Arrange the first draft program for the final examination before two weeks of the exam.
3. Amend the program based on the comments given by the departments.
4. Distribute the amended program to each department before a week of the exam.
5. Arrange the classes for the examination on collaboration with facility support process.
6. Attend the exam programs during the sessions.
7. Take lists of absence and late invigilators.
8. Report the lists of absence and late invigilators to academic core process owner for action/take
measures according to the academic code of conduct
9. Follow up the implementation of the actions taken by the process owner

Article 33: Category of Staff

Samara University shall have:

1. Academic staff;
2. Technical support staff;
3. Administrative support staff;
4. Professionals in teaching hospitals, as may be appropriate

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Article 34: Academic Staff

1. Samara University shall have the following academic staff:

a. Professors, associate professors, assistant professors, lecturers, assistant lecturers and,
under unique circumstances or conditions of transition, graduate assistants employed for
teaching and/or research;
b. Other employees of the University considered academic staff by decision of the senate
following international good practice and the provisions of the University's internal
regulations.
c. Samara University shall institute rules and procedures on employment and promotion of
its academic staff, consistent with international good practices.
d. Notwithstanding the provisions of sub-article (c) of this Article, graduates with bachelor
degrees may be employed as regular academic staff in Samara University only on the basis
of directives to be issued by the Ministry.
e. Without prejudice to other pertinent laws, any applicant to an academic position in the
University shall be considered for employment only if he produces a letter of release from
his last employer.
f. Without prejudice to other applicable laws, any academic staff who has been dismissed for
disciplinary reasons may be employed in Samara University only after a proper review
and scrutiny of his prior history, the nature of the disciplinary offence that caused his
dismissal and his situation after the dismissal, and upon the prior approval by the senate.
2. Academic Rank:
Samara University uses the following hierarchy of academic staff in ascending order:
2.1. Teaching Staff
a. Graduate Assistant I
b. Graduate Assistant II
c. Assistant Lecturer
d. Lecturer
e. Assistant Professor
f. Associate Professor
g. Professor
2.2. The rank of Research staff shall be as in 2.1. (a-g) above

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 2.3. Adjunct staff and honorary staff may be considered as academic staff
3. Samara University uses the following hierarchy academic and technical support staff in the
ascending order:
3.1. Professional Librarian
a. Assistant Librarian V
b. Assistant Librarian IV
c. Assistant Librarian III
d. Assistant Librarian II
e. Assistant Librarian I
f. Associate Librarian
g. Librarian
3.2. Technical Support Staff
a. Technical Assistant I
b. Technical Assistant II
c. Technical Assistant III
d. Senior Technical Assistant I
e. Senior Technical Assistant II
f. Senior Technical Assistant III
g. Chief Technical Assistant I
h. Chief Technical Assistant II
i. Chief Technical Assistant III
4. A person joining any Academic Unit of the University as a full-time academic staff shall
assume an academic rank, in accordance with the general criteria and procedures established
by this legislation.

5. A research staff may change status to teaching staff or vice versa when requested by any
academic unit and approved by the Academic Core Process Vice President of the University
with the consent of the staff.

6. Adjunct/honorary academic ranks may be assigned to qualified instructors employed on the

basis of joint appointment, part-time, or other arrangements in accordance with the general
University Policy. Guidelines pertaining to this provision shall be issued by the Senate.

7. Unless specific contractual arrangements are made to the contrary, an academic staff joining
the University for the first time shall be subjected to a probationary period during the first

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 year with the University in which time the University may terminate employment for the
following year within one semester’s notice.

8. Persons joining the University to perform administrative or non-teaching duties may, in

exceptional cases when they fulfill the minimum criteria set to be appointed as academic staff,
be assigned an academic rank within a relevant academic unit provided the services are highly
demanded by the University. However, such appointment shall be approved by the
University’s Academic Core Process Vice President.

9. Persons holding academic ranks in accordance with the provisions of sub-article 7 hereof,
may, in the discretion of, the Academic Core Process Vice President, are treated as full time
teaching academic staff.

10. Joint appointment

10.1. Joint appointment of academic staff shall apply in circumstances when it shall prove
an efficacious solution for the University’s challenge to ensure the relevance and quality
of education as well as to meet demand of academic staff; and it shall be restricted in
application to the University’s professionals with Master’s Degree and above and to
professionals with high degree of relevant experts from industry, business, research
establishments and other organizations;
10.2. Without prejudice to other provisions of this legislation and other applicable laws, an
academic staff or a government employee, may be employed, with his consent and the
consent of his institution or capability to do so;
10.3. Issues of importance to the joint appointee and the concerned employers, such as
status, duration of appointment, remuneration and other benefits, the task to be achieved
and the apportionment of working time shall be negotiated and agreed by the parties
within the framework of rules of procedures enacted by the Senate.
10.4. The provisions of this article shall not be construed to entitle an academic staff of a
public institution or a government employee to be jointly appointed in a private institution.

Duties and Responsibilities of Academic Staff

1. An Academic Staff of the University is required to be a scholar with full devotion to the
advancement of the frontiers of knowledge in accordance with the best traditions developed
by scholarly circles throughout the world. It shall be the primary duty of the Academic Staff
to carry out functions in the best interest of the University and the nation having due regards
to professional etiquette.

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2. An academic staff of the university shall design, develop and implement courses in an area of
specialization and closely related fields following established university procedures in such a
way that the course material may be delivered over the entire semester in a balanced way.
3. Without limitation to the generality of the provisions of sub-article 1 of this Article, a member
of the Academic Staff at Samara University shall:
3.1. uphold the objectives of higher education and the guiding principles applicable to
Samara University;
3.2. prepare graduates who are cultivated in a democratic culture, competent in knowledge
and skills and internationally competitive in their fields;
3.3. treat and interact with students and other members of the University Community
giving due respect to their human dignity, emotions, effort and the particular
circumstances they may find themselves and rid off oneself from injuries bias and
prejudice, iniquitous and discriminatory practices;
3.4. participate and play due role in curriculum development, review, enhancement and/or
enrichment, management of student complaints and grievances, and in professional ethical
standards in general;
3.5. respect to the Constitution the FDRE, Higher Education Proclamation No. 650/2009,
Legislation of the University Senate and other pertinent laws of the country;
3.6. Strive for the fulfillment of the University’s strategic plan;
3.7. refrain from promotion of ethno-centrism, discrimination against any individual or
group on the basis of race, ethnicity, sex, sexual orientation or creed, political
partisanship, preaching of religion, impositions of one’s belief and views on students of
the University on the University premises;
3.8. be evaluated for once performance by students, colleagues and the University and
remonstrate only appropriately in case of disagreement with all or any of the evaluation
results;
3.9. Contribute to the best of one’s ability and as a member of the University Community
to prevalence of orderly conduct and peaceable operations of the University and to
peaceful resolutions of intra-institutional conflicts.
3.10. give course lectures and other forms of instruction, examine, evaluate and render
academic guidance or counseling and community services in line with the policies and
general guidelines set forth by the University;
3.11. teach, including assisting students in need of special support;
3.12. undertake problem-solving studies and researches and transfer knowledge and skills,
in the specific area of self-competence and professional position, that are beneficial to the
country; or at least ensure that own teaching is research and study-based and continuously
updated;
3.13. participate in University affairs as required, render services to the University as full-
time employment;
3.14. accept additional teaching assignments

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 3.15. submit exams, marked exam papers and grade reports, with a heightened sense of
confidentiality in administering such documents;
3.16. submit periodic reports to the respective Academic Unit on assigned courses, current
research and/or study leave progresses;
3.17. conduct class regularly, carry out required tasks in an efficient and effective manner as
assigned by the academic unit head or any other senior University body;
3.18. within the resources available, endeavor to stay abreast of the latest thinking in the
area of specialization and shall periodically update pedagogical skills and teaching
material;

3.19. inform the respective immediate supervisor well in advance if and when he/she cannot
report to duty due to involvement in field work, seminars, workshops or any similar
events;

3.20. arrange make up classes, in consultation with the head of the academic unit and
students, for all classes missed due to involvement in field work, seminar, workshop or
other activities. However, such make up classes should not exceed 25% of the course
unless approved by Academic Core Process Vice President;

3.21. not handover pre-assigned courses to any other individual for any length of time
without the approval of the academic unit head.

3.22. accept instruction from superiors where such instruction is not contrary to law,
morality and/or the terms and conditions of employment within the University;

3.23. academic staff who are medical and health professionals shall have also the
responsibility to render health services in the University’s teaching hospital

3.1. Institutions shall draw up, through participation of the academic staff, and implement
rules and procedures of discipline of academic staff which shall be consistent with the
provisions of this Article and other relevant provisions of this Proclamation.

Article 35: Rights of Academic Staff

1. Without prejudice to other provisions of the Proclamation and this Legislation, every
academic staff shall have the right to:
a. Exercise academic freedom based on the University’s mission;
b. Conduct research and render consultancy services in accordance with internal
regulations of the University; and take sabbatical and research leaves to conduct
research and studies beneficial to the University and the country, in accordance
with internal regulations of the University;

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 c. Be entitled to further education and training for professional development,
subject to internal rules and regulations of the University;
d. Be promoted and assume new academic rank on the basis of merit in accordance
with the University’s rules and regulations and in accordance with national
norms and standards the Ministry may issue as necessary;
e. Enjoy transparent, fair and equitable administration and system of remuneration
and benefits that shall be instituted by Government as the economic condition of
the country may permit or as the income of a private institution may permit;
f. Participate, as feasible, in formulations of institutional direction, plans,
regulations, and in curricula development and make comments on the quality and
appropriateness of the teaching-learning process;
g. Be adequately, timely and appropriately informed on his performance results and
of any records kept in his personal file without his prior knowledge as well as
enjoy confidential maintenance of information in his personal file except for the
official business of the University or the provisions of pertinent laws require
otherwise;
h. Enjoy campus security for himself and for his personal property while rendering
the proper services;
i. Be informed on the plan, development, direction, condition and performance of
the University;
j. Elect and be elected where election of academic staff is the norm;
k. Receive due process in disciplinary matters and demand and receive redress in
cases of inappropriate decisions;
2. The University shall formulate rules and procedures on all matters of rights of its
academic staff and adopt and implement the same after having them duly debated
through participatory processes;

Article 36: Salary Scale and Increment

While the University shall adopt the general government policy framework for salary scale
and increments for University academic staff, the Senate will periodically propose new salary
scale and increment scheme to the appropriate government bodies. In addition the Senate may
decide on the benefits and incentives for academic staff.

Article 37: Pay for Extra-Teaching Assignment

The University shall make payments to the Academic Staff for services rendered in
teaching/research/community service beyond the full load expected of them. Such payment
shall follow the rates proposed by the ministry of education.

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Article 38: Housing and Other Benefits

1. The University shall provide housing or housing allowance for its teaching staff. Detailed
procedures shall be worked out pertaining to the housing policy of the University.
2. University tuition fees for undergraduate CDEP may be waived for spouses, dependent
children of the University staff and retired staff of the University based on the guidelines to
be issued by Academic Staff Affairs Committee.
3. University staff shall have priority to having access to the services and products provided
by the University.
4. The University shall establish mechanism for special rewards, prizes, honoraria and other
incentives.

Article 39: Teaching and Research Load

1. Measurement Unit for teaching Load

1.1. The teaching load of an Academic Staff shall be expressed in terms of Lecture Equivalent
Hours (LEHs). A Lecture Equivalent Hour is normally 1 credit hour, and a credit hour
requires 3 hours of workload.

1.2. A course having only lecture hours in EtCTS curriculum structure is in a straight line
identical to conventional credit hour system by rejecting home study hours billed in EtCTS.
Therefore, for such courses:

Credit Point (CP) in EtCTS = Conventional Credit Hours (Cr. Hr)

= Lecture contact hours.

1.3. A course that has lecture and tutorial hours in EtCTS equals to conventional credit hours
system, dividing tutorial hours by 1/3 and adding the dividend hours of tutorial to lecture
hours of EtCTS. Therefore for such courses:

Credit hours (Cr. Hr) in conventional system = a + (b*1/3)

Where a= lecture hours in EtCTS, b= tutorial hours in EtCTS

1.4. A course that has lecture, tutorial and laboratory/practice hours in EtCTS equals to
conventional credit hours system, dividing each hour specified in tutorial and
laboratory/practice by three and adding the dividends to lecture hours of EtCTS.
Therefore:

Credit Hours (Cr. Hr) in conventional system = a+ [(b*1/3) +(c*1/3)]

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 Where c= laboratory/practical hours in ETCTS

Note: The total credit hours of a course= a+ [(b*1/3) +(c*1/3)]

1.5. For the purpose of computing staff load, course credits, lab/tutorials, senior project/essay
or thesis advising etc are expressed in terms of LEHs according to the following category:

1.5.1. One undergraduate course credit ……… ………………..……. = 1.0 LEH

1.5.2. One graduate course credit …………………………………… = 1.5 LEH

1.5.3. One hour Lab/Practical/ or Tutorial session……………………..= 0.67 LEH

1.5.4. One undergraduate student or group senior Project/essay advising= 0.5 LEH

1.5.5. One PhD student Dissertation advising ……………………....…= 2.0 LEH*

1.5.6. One PhD student Dissertation Co-advising ………………….…= 1.0 LEH*

1.5.7. One Master’s Thesis advising ………….…………………….…= 1.0 LEH*

1.5.8. Co-advisory for one Master’s Thesis………………………..……= 0.5 LEH

1.5.9. One practical attachment advising………..………….………..…=0.2 LEH

1.5.10. Advising one medicine or veterinary student……………...=0.5 LEH

Class Sizes per Section

2.1 Lecture for undergraduate classes except for Language .........50 students

2.2 Language courses …………………………………..…......… 40 students

2.3 Lab sessions……………………………………….……........ 30 students

2.4 Tutorial and seminar classes except for language courses.......... 80 students

2.5 For clinical attachment ………………………………….… 15 students

2.6 For forestry, geology and agricultural training ………………70 students

2.7 For graduate program………………………………….…… 25 students

3. Load


Such teaching load can only be considered for duration of essay or thesis advising.

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 Load is defined as the total credit hours of teaching and related assignment an Academic Staff
carries, which takes into account the total lecture equivalent hours of courses, class size,
contact hours, research work, student advising, administrative duties and other items that the
Senate considers as a load.

Full work load is the number of hours that an Academic Staff is required to work for the
institution. Any Academic Staff is expected to spend about 39 hours of work per week in
preparing for courses, teaching, research, administrative work, committee assignment, student
advising, etc.

Full teaching load is the number of credit hours beyond which an Academic Staff is not
required to teach without compensation (extra pay) for extra lecture equivalent hour of work
rendered.

The teaching staff members of Samara University are expected to engage in research
activities. However, not to take a big share of the teaching time, teaching staffs is not expected
to be engaged in a research work for more than 25% of their time.

3.1 Teaching Load

A full teaching load in the regular program for the different categories of Academic Staff is
recommended to be as follows:

3.1.1. Full-time Academic Staff ………………………………………………... 12 LEHs

3.1.2. University approved project coordinator………………………………….....9 LEHs

3.1.3. Research staff ……………………………………………………………….3 LEHs

3.1.4. Department heads/ Coordinators at Academic unit level/or equivalent

………………….............................................................................................6 LEHs

3.1.5. Deans, Directors and Coordinators at university level/equivalent ………….4.5 LEHs

3.1.6. Campus heads/equivalent …………………………………………………..4 LEHs

3.1.7. The Vice-Presidents may be required to teach maximum load

…………………………………………………………………………….....3 LEHs.

3.1.8. President …………………………………………………………………...0 LEH

An academic staff is not expected to handle more than two different courses. In case a situation arises
where an academic staff offers three different courses, the third course which has a minimum credit
hour shall be considered as an overload and if a course is offered to more than one section, each extra
section will have 2/3 (two-third) of the LEH in a regular program.

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4. Maximum Teaching Load

4.1. In order not to overload Academic Staff to the detriment of the quality of instruction,
the total full teaching load in the University, in both the regular and continuing education
program, shall not be more than two courses.

4.2. In cases where academic units have serious shortage of staff and it can be
demonstrated that there are no other alternatives, an additional 3 more LEHs for only one
of category of staff may be approved by the Academic Core Process Vice President or a
designate.

5. Overload in Teaching Assignments

An Academic Staff member who, is assigned to take teaching duties in excess of the full load
specified in sub-article 3 of this Article for the regular program be compensated by remunerative
compensation at the prevailing rate for part-time employment in regular program.

6. Reporting Teaching Load

Teaching loads for all staff members engaged in teaching (full or part-time) shall be reported each
semester by academic unit heads through their respective channel to the Academic Core Process
Vice President on forms prepared for this purpose before the end of the fourth week after the start
of classes. Justifications have to be provided in writing in instances where the teaching load of an
Academic Staff is below the average or above the maximum.

7. Research Load
Since an Academic Staff is expected to spend about 25% of the time in research, an Academic
Staff with continuous and approved research is required to have a full teaching load of only 6
LEHs. In case where more than one academic staff members are involved in research project, the
three LEHs shall be shared among the researchers. The duration of every research project shall be
determined by the appropriate office of the university.

Article 40: Leaves

Study Leave

1.1. Any Academic Staff who is awarded fellowship through the University or who can provide
satisfactory evidence regarding an opportunity for a reasonably funded scholarship in a
reputable University leading to a higher degree in a particular field of specialization may be
granted a study leave provided that it is in line with the staff development plan worked out
by the respective Academic Unit and approved at the university level.

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 1.2. For all Academic Staff, the leave provided in this Article may be taken only after a staff
member has served for a minimum of two years following employment or reinstatement
after a study leave. However, under special circumstances, Graduate Assistants can be
granted a study leave in a shorter time frame. Such special circumstances include the
following:

1.2.1. The Academic Unit to which such a Graduate Assistant belongs has a great
shortage of qualified Academic Staff, and it has been decided a priori that the
Graduate Assistant would be granted a study leave in a shorter time frame.

1.2.2. The condition in 1.2.1 above is in line with the staff development plan of the
University and approved by ASAC.

1.3. Payment of salaries to staff members on study leave shall be governed by the applicable
Government policy during the tenure of the leave.

1.4. A staff member who is on a study leave shall keep the University informed via semester
and annual reports for in country and abroad, respectively, starting from the end of the first
semester/year of leave. These regular reports shall in all cases be endorsed by the
appropriate academic advisor(s) or major Professor of the staff member in the University or
College. Failure to submit such reports may result in the discontinuation of payment of
salary that may be due or other appropriate actions.

1.5. An Academic Staff who, for acceptable reasons, cannot complete the required studies
within the originally granted period of absence has to formally request the University for an
Extension of leave. Such an extension shall be limited to a maximum period of one year
for those pursuing M.A. /MSC/LL.M. degrees and a maximum of two years for those
studying for PhD degree. However, the salary payment during the study leave shall be
based on the rules and regulations of the Government. While extension due to enrollment
into a higher degree is not normally desired, extension may be granted upon the
recommendation of the SC/DC and the approval of AVP.

1.6. The University reserves the right to claim damages from staff members who fail to return to their
respective duties within the periods of time specified in the agreement made between the
Academic Staff and the University.

1.7. A staff member who fails to return to the University to resume required duties within the periods
of time specified in this Article or fails to complete required studies due to incompetence or for
unjustified reasons shall lose standing with the University. In the event of reemployment, the
case shall be handled as though it were employment of first instance and services rendered to the
University prior to the award of the study leave shall not count towards any benefits that may
accrue.

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Research Leave

1.8. A full-time Academic Staff member who has served in the University for a Minimum of
four consecutive/uninterrupted years is entitled to a research leave for a maximum period of
six months with pay provided the applicant has not taken any other academic leave during
the four years preceding the anticipated starting date of the leave sought.

1.9. A Staff member requesting research leave under this Article shall present a specialized
program of study or research to improve scholarly capabilities to the respective Academic
Unit. In certain cases such a leave could be a study leading to certificate, diploma or higher
degree. The applicant is required to continue rendering services to the University for a
Minimum of one year upon completion of the leave. Failure to comply with the undertaking
shall entitle the University to claim the salaries paid to the staff during the leave period plus
damages.

1.10. Application for research leave shall be submitted by the staff member to the appropriate
Head of Academic Unit three months in advance of the start of the leave. The Head shall
convene the SC/DC on and decide on the application of the Academic Staff. The decision of
the SC/DC shall be sent to the AVP. The AVP , in consultation with the ASAC, shall grant
the leave unless it is determined that the teaching need of the academic unit cannot be met if
the leave is granted for the period sought in which event the leave is to be granted within a
period of one year.

1.11. Research leaves provided in this Article shall be granted with full pay and benefits.

1.12. Research leave may be extended without pay for a period not exceeding six months on the
condition that:

a) The academic Unit confirms that such extension will not seriously impede its
academic or research programs;

b) The staff member concerned produces satisfactory evidence that the leave is
necessary to complete the on-going piece of research, the output of which is
expected to enhance knowledge and also improve the teaching and research skills of
the individual staff member.

Sabbatical Leave

1.13. A full-time Academic Staff member holding academic rank who has served the
University continuously for a period of [six] 6 uninterrupted years and intends to
continue association with the University for at least two years is entitled to a sabbatical

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 leave, as of right and with full pay, for a period of a year in accordance with the
following conditions:

a) A staff member requesting for sabbatical leave under this Article shall present to
the respective Academic Unit a program of study or research related to a
particular area of specialization for scholarly development. In certain cases such
a leave could be a study leave leading to certificate, diploma or higher degree,
consultancy, employment, community development work and etc.

b) The staff member shall further be required to issue an undertaking to continue

his association with the University for two an indefinite period of time after the
leave. Failure to comply with the undertaking shall entitle the University to
claim the salaries paid to the staff and other benefits during the leave period plus
damages.

c) A request for a sabbatical leave cannot be entertained if the person forwarding

the request is already past the retirement age as determined by law.

d) A staff member who has served as an academic administrator for at least five
years is entitled to a sabbatical leave at the end of five years of uninterrupted
service to the University.

1.14. Application for sabbatical leave shall be submitted by the staff member to their respective
Academic Unit Head six months in advance of the start of the leave. But such an intention
should not necessarily be considered a final application for a leave, which should be
submitted at least two months before the intended departure.

1.15. The Head shall convene the DC and decide on the application for the Academic Staff.
The department shall ensure that the normal function of teaching and research will not be
adversely affected by the departure of the staff member in question.

1.16. The decision of the DC shall be sent to the ASAC for final approval, unless it is
determined that the teaching needs of the academic unit cannot be met if the leave is
granted for the period sought in which event the leave is to be granted within a period of
one year.

1.17. Academic Staff may apply for an unpaid leave of absence for a maximum period of one
year contiguous to their sabbatical leave if they can demonstrate to the satisfaction of their
academic unit and the University that returning to full time duty would seriously prejudice
the completion of work on which they had spent the full length of their sabbatical. This
additional leave of absence can be granted only if the academic unit determines that
teaching activities in the unit would not be compromised and the right of other staff

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 member for leave would not be jeopardized by the granting of the leave. Such a
determination should be endorsed by the DC. The ACPVP, in consultation with ASAC,
shall approve the decision of the DC before the extension is granted.

1.18. A beneficiary of a sabbatical leave shall upon completion of the leave, submit a report
detailing experiences and/or accomplishments to the respective academic unit. Such a
report should be in line with the original proposal for the leave. Failure to do this will be
considered as a serious breach of duty.

Other Leaves

1.19. An Academic Staff member who has served the University for more than one year shall
be granted sick leave with full pay for three months and an additional six months of leave
with half pay in the event of protracted illness within a given year. However, such sick
leave should not exceed 16 months in four years time. In either case, the leave shall be
granted only where the staff member produces proof from a recognized medical
institution that such a leave is medically required.

1.20. A University-employed spouse of an Academic Staff member who is on a study leave

may be granted leave of absence with pay for six months for a maximum period of one
year to be in the company of the latter provided that the study leave is at least two years
long and that the University unit for which the spouse works confirms that the granting of
such a leave would not cause a serious disruption of its normal functioning. However,
such leaves should not contravene with agreements entered with the University.

1.21. Occasional leaves including those to attend seminars, workshops, symposia, short
courses, etc. may be granted with full pay for a period not exceeding a total of 30
calendar days continuously in one semester. If such leaves are required for longer than
one month in a semester the following conditions must be met:

a) The teaching assignment of the Academic Staff can be covered by another staff;

b) The training is relevant to the professional development of the Academic Staff and
the capacity building of the University;

c) The Academic Staff is willing to compensate for such leave by taking assignment
during the long vacation period;

d) The maximum duration of such a leave should not be more than 3 months in one
academic year and cannot be granted in consecutive years.

e) Such leave of absence must be approved and endorsed by DC, and any leave longer
than one month at a time should be approved by the ACPVP.

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 1.22. A full time Academic Staff may be granted leave without pay for a maximum period
of two years without extension provided that the following conditions are fulfilled:

a) The staff member applying for the unpaid leave of absence had not benefited from a
study leave or a sabbatical leave during the two years prior to applying for such a
leave.

b) That the granting of the leave will not seriously disrupt the normal functioning of
academic activities in the academic unit.

c) The period of time for which the Academic Staff member would be on such a leave
shall not be counted as a period of service to the University.

d) A staff member eligible for such a leave must have effectively served the University
for a Minimum of four years altogether.

Accumulating Leaves

Sabbatical and research leaves can be split but cannot be accumulated.

Article 41: Tenure

a. An academic staff may have tenured employment, which shall constitute a privilege
and an incentive for professional excellence; and an academic staff shall attain tenured
employment through service and scholarly contribution in teaching and/or research or
institutional leadership.
b. A tenured academic staff shall have job security, and may not be dismissed from his
position unless he has committed a serious breach of discipline as stipulated by
[stipulated by the Code of Ethics] this Policy.
c. Professors or associate professors who meet the requirements of sub-article (1) of this
Article may, upon retirement, be given the rank and status of professor emeritus or
associate professor emeritus.
d. The retirement age of an academic staff of the university may be extended by the
Ministry, for two consecutive sets of terms of three years each, where:
a) the staff holds a Master’s Degree or above, remains in good health and has a
meritorious continuous service;
b) the institution reasonably justified, on the basis of actual and projected demand,
the need to extend the retirement age;
c) The staff has freely consented to extension of the retirement age.

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1. Criteria for Awarding Tenure

1.1. holds the rank of Associate Professor or above and serve the university for a total of ten years
or assistant professor with 10 years’ service after holding such status ; and

1.2. demonstrates a desire to continue to serve the University as a staff member for an indefinite
period;
AND

1.3. has demonstrated throughout their professional career:

1.3.1. scholarly ability through teaching, research, publications or other contributions to the
advancement of the respective academic field; and
1.3.2. Service of merit to the University, through contributions to University committees or
its constituents or in connection with other tasks which may have been assigned.
2. Procedure for Awarding Tenure

The University may offer tenure appointments on request of the applicant, endorsement of the
DC and Approval of the Senate.

3. Right of Tenured Staff

An Academic Staff member awarded tenure is guaranteed continued employment by the

University at their present rank, or any rank to be promoted, and at their present salary scale
or any other salary scale to which the Staff member may be elevated, so long as the Staff
member does not violate any of the conditions justifying discharge of Academic Staff
members.

Article 42: Academic Freedom

1. Through contact with students for teaching purposes, an Academic Staff member has the right
to promote and permit an atmosphere of free, rational and dispassionate inquiry with respect
to issues relevant to the subject matter of the course including, where appropriate, discussions
on controversial points and the presentation of particular views therein without forcing the
assumption that these issues are settled in advance or the assumption that there is one right
view of the issue to the exclusion of open and intellectually disciplined discussion of any
other relevant views.

2. However, the academic freedom recognized under sub-article 1 of this Article may not be
exercised as a vehicle for the purposeful propagation of the view of any political organization
or religious group; or as an excuse for defamation.

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 3. An Academic Staff member has the right to conduct research and disseminate findings within
or outside the University through appropriate channels. Dissemination of research findings
may not, however, be exercised in the name of the University without scrutiny of the DC and
approval of the RDD.

Article 43: Arrest or Conviction

An Academic Staff member who is arrested, charged with, or convicted of, any criminal
offence, save for petty offences like violation of traffic regulations, etc., shall take all
reasonable measures to inform anyone of the respective superiors.

Article 44: Working for Other Institutions or Private Interest

1.An Academic Staff member shall give full energy and attention, to the best of his ability,
to the required duties in the University unless with the endorsement of head of the
academic unit and approval of ACPVP, assigns duties for other institutions.

2.No Academic Staff member shall undertake any outside activity which may tend to impair
his usefulness to the University or conflict with their duties.

3.No Academic Staff member shall take up or accept any activities outside prearranged
University duties for remuneration which may impede upon University time and
without written prior permission of the head of the academic units.

4.The provisions of this Article, however, shall not be deemed to constitute a bar on an
Academic Staff member from participating in social organizations, civil societies, and
professional associations without affecting the University working time.

Article 45: Breaches of Duty and Disciplinary Regulations

1. Minor Disciplinary Offenses

The following acts and/or forbearances, which are not committed repeatedly, shall
constitute non-serious breach of duty and/or violation of disciplinary regulations by an
academic staff.

1.1. Unpunctuality to any of duties/responsibilities to be discharged in the University;

1.2. Dressing clothes below the standard of an instructor and inappropriate clothing
which does not go with the profession of teaching;

1.3. Inappropriate wordings and annoying intonation in speeches;

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 1.4. Failure to give the appropriate responses to any requests presented by the
concerned body of the University;

1.5. Absence from classes, invigilation duties, meetings, etc., without adequate
reasons and prior permissions from the immediate responsible body of the
University;

1.6. Negligence of responsibilities and duties;

1.7. Failure to submit grades on time according to the centralized schedule produced
and distributed by the concerned body (the office of the Registrar).

2. Serious Breach of Duties

The following acts and/or forbearances shall constitute serious breach of duty and/or violation
of disciplinary regulations by an Academic Staff.

2.1. Willful refusal to perform assigned teaching and/or research function or

assignments of the University or school/department committee;

2.2. Willful failure to perform anyone or all of the obligations stipulated in one’s
contract of employment with the University and/or any one or all of the duties and
responsibilities specified under the provisions of Article 35 of this Legislation;

2.3. Continuation of a willful course of conduct, despite warning from the head of
academic unit specifying the conduct disapproved of, that demonstrates open
disloyalty to, and disrespect of, the University or causes unjustified embarrassment
to the University and harm to its programs;

2.4. Conviction of a serious crime or the commission of other acts of misconduct that
clearly reflect immorality or dishonesty;

2.5. Continuation of a willful course of conduct, despite warning by Head of academic

unit specifying the conduct disapproved of, that exhibits neglect of duties, repeated
absence from class and invigilation, failure in grade submission, habitual
drunkenness or similar breaches of social decorum, which produce serious
embarrassment to the University;

2.6. Abuse of position and/or authority in the University in clear violation of the
professional ethics and principles governing the academic profession and/or the
profession of the staff concerned;

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 2.7. Favoritism in grading, sexual harassment, molestations, physical violence,
incitements of riots & ethnic clashes, theft or breach of trust, abuse of power and
accepting bribes.

3. Type and Classification of Disciplinary Measures

Depending on the gravity of the offense, one of the following penalties may be imposed on an
academic staff for breach of discipline.

3.1. Measures to be taken for Minor disciplinary breaches:

a) Oral warning

b) Written warning

3.2. Measures to be taken for serious disciplinary breaches

a) Final written warning

b) Fine up to one month salary

c) Fine up to three months salary

d) Withholding the next academic rank or salary increment up to the period of

two years

e) Dismissal

Article 46: Disciplinary Action by a Head of the Academic Unit

A head of academic unit may take measures specified under ‘a’ and ‘b’ in both measures
stipulated in Article 45 above. Any sanctions beyond these shall be referred to ACPVP. An
academic staff dissatisfied with the action taken by the head of the academic unit can appeal
to the ACPVP, whereas appeal against ACPVP’s decision shall be submitted to the President,
within two weeks time.

Article 47: Academic Staff Disciplinary Committee (ASDC)

1. At each college or equivalent institute of the University there shall be established Academic
Staff Disciplinary Committee accountable to the respective head of the college.
2. When there are cross-cutting disciplinary issues that cannot be seen by the college/institute
level ASDC, or in events that the ACPVP finds it necessary to scrutinize the findings of
ASDC, the ACPVP/President shall set up an ad-hoc disciplinary committee. The

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 composition of the committee is at the discretion of the ACPVP. However, there shall, at
least, be a member from the academic unit of the staff member, whose case is under
scrutiny.

3. The ASDC shall be chaired by a senior Academic Staff member to be assigned by the head
of the college and shall have no less than two and no more than four other members to be
elected by the general staff meeting of the campus from among the full-time staff members
for a period of two years.

4. The ASDC shall be responsible for the hearing and investigation of any breach of duty or
violation of disciplinary regulations by an Academic Staff submitted to it in accordance with
the provisions of sub-article 6 hereof.

5. The university shall establish rules of procedures for ASDC in line with the Law of the
Land, this legislation and accepted norms of fairness and equity.

6. An initiation of disciplinary proceedings shall be made in writing including the name of the
accused, particulars of the offense, the time and place of the offense, list of the evidences
and contravened provisions of the law.

7. Proceedings before the ASDC may be initiated by:

a) The head of the academic unit where an Academic Staff is said to have committed
a serious breach of duty or violation of disciplinary regulations;

b) Colleagues, students and/or any other officer of the University who have sufficient
and substantiated reasons to believe that a staff member is responsible for violation
of disciplinary regulations, serious or otherwise.

8. The findings of the ASDC and the recommendations of the sanctions to be applied thereon
shall be submitted to ACPVP.

9. The ACPVP, upon the recommendation of the ASDC, shall take the sanctions under
Article 45 c-e.

10. An Academic Staff member dissatisfied with the findings and recommendations of the
ASDC and action taken by ACPVP may appeal in writing to the president for
reconsideration within a week time. The decision of the President shall be final.

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Article 48: College disciplinary committee

Each college should have a disciplinary committee that has five members who are elected by the
college AC. The term of office of the committee is two years

A dean upon the recommendation by a disciplinary committee, may take sanctions set on Article 45:
3.1 a and b. Or, when the circumstances justify, a combination of 3.1 a and b and 3.2 a and b against
a staff found to be responsible for breaches of duty and/or violation of disciplinary regulations.

Article 49: Planning

Every institution shall prepare academic and technical support staff development plan based on:

 Higher education staff development and enrolment plan,

 Existing staff profile and load,

 Existing programs and future expansion,

 Student staff ratio, and

 Nature of academic programs and their mix

It is the duty of the Head of the Academic Unit, after consulting the appropriate body to make,
periodically or upon request, project general size of Academic Staff and its structure in terms of
academic rank. These shall also be submitted to the Academic Staff Affairs Committee (ASAC) of
the Senate for its endorsement.

Article 50: Appointment and Promotion Requirements for Teaching Staff

1. Principles and Procedures for Promotion

1.1. General Provisions

The procedures for promotions shall be as follows:

a) The staff member should initiate the promotion request by applying to the
respective academic unit head.

b) The academic unit council/commission shall approve promotions up to the

rank of lecturer based on the recommendations of academic unit council.

c) For promotion to the rank of Assistant Professor and above the endorsement
of the AC shall be submitted to the AVP for further handling.

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 1.2. Promotion request of a staff member on any kind of leave shall not be entertained.
However, the promotion request of a staff who fulfills all the requirements for
promotion and submitted the application before taking the leave shall be entertained.

1.3. For promotions to the rank of Assistant Professor and above, the AVP shall convene the
ASAC of the Senate to evaluate and recommend to Senate the promotion in request.

1.4. The President, upon the recommendation of the Senate, shall present the promotion to
the rank of Professor to the Board for final approval.

2. Promotion process of Heads of Academic Units and Officers

When a Head of academic unit or officer of the University is a candidate for

promotion, the AVP immediate supervisor shall designate a senior member of the
unit/committee to act as Chairperson of the respective academic council/committee for
the specific purpose of processing the promotion.

3. Effective Dates of Promotion

3.1 A promotion shall be effective on the approval dates of the following bodies;

a) promotion to the rank of Professor, when approved by the Board;

b) promotion to the ranks of Assistant Professor and Associate Professor, when

approved by the Senate;

c) Promotion to the ranks of Lecturer and below, when approved by the Academic
Unit Council.

3.2 The date of promotion for staff members requesting reinstatement and rank adjustment

shall be the date the candidate reports to duty holding the appropriate credentials.

4. Criteria for Promotions of Academic Staff

4.1. Principles Governing Promotions

The length of service with a given rank, effectiveness in teaching, publications,

participation in the affairs of the University and service given to the public at various
capacities shall remain to be the basic criteria upon which the principles of academic
promotions is based. The components of the requirements that have to be met to fulfill
each of these criteria and the manner in which these are assessed are set forth in this
Article.

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4.2. Length of Service with a given Rank

4.2.1. There shall be a minimum number of years an Academic Staff has to serve with a
given rank for promotion to the next higher rank.

4.2.2. Academic staff member who have served in other accredited institutions of higher
learning shall be considered for an equivalent position before being appointed in a
given academic unit. However, such an Academic staff must serve for at least one
year at the University before being considered for promotion to the next academic
rank.

4.2.3. For persons who join the University as Academic Staff after a given number of
service years in other non-higher education institutions or organizations, their
service years and publications in such organizations may be used to determine
their academic rank and salary at the time of recruitment only. However, this
provision shall not be applicable for the rank of Professor.

4.3. Effective Teaching

4.3.1. Teaching effectiveness for Academic Staff shall be determined by evaluations of

the staff member’s performance, by students, colleagues, and the academic unit
head or the staff’s immediate supervisor at the end of each semester or academic
year as the case may be.

4.3.2. The contribution of each of the components of the system of evaluation to the
overall rating of the teaching effectiveness of an Academic Staff member shall
be as follows.

Evaluation by students…………………………………50%

Evaluation by Head of Academic Unit………… ……..35%

Evaluation by colleagues…………………………..……15%

4.3.3. For fulfillment of the effective teaching criteria, the weighted average of the
evaluation since the last promotion shall not be less than 75%.

4.3.4. In exceptional cases where an academic staff is not handling courses due to other
assignments given by the University, the weighted evaluation of students may be
waived and the rest criteria evaluation can be taken out of 100% (50% each by
academic unit head/immediate supervisor and peer).

4.4. Requirements on the Number of Publications

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 4.4.1. Publication of an article or articles in reputable journal(s) is a mandatory requirement
for promotion to the rank of Assistant Professor, Associate Professor and Professor.

4.4.2. The reputability of journals shall be determined by the academic unit and approved by
the University’s Research and Development Committee.

4.4.3. Research papers presented at conferences, seminars, symposia, etc. and published in
proceedings of the same or published in journals whose reputability has not been
established (emerging journals) or chapters in books or contributions as editor of books
or proceedings may be presented for purposes of fulfilling the publications criteria for
promotion. However, such papers and contributions have to be assessed for their
academic merit and contributions to knowledge in the particular discipline. The criteria
and procedures for the assessment of such papers or articles shall be issued by the
Research and Development Committee. However, such points shall not account more
than 50% of the publication requirements. Abstracts shall not be considered for
promotion.

4.4.4. Publications that appear in reputable journals under the titles such as technical notes,
short communications, discussions, reviews, etc. and others mentioned in sub-article
4.4.1 above may be counted towards the fulfillment of the criteria for promotion. Even
though these appear under different sections in different journals, they are defined as
reviewed and published findings in reputable journals but not as full-fledged research
articles. Accordingly, their equivalence with respect to a full research article will be
determined based on internal and external evaluations. However, such equivalence
points shall be determined as depicted in the following table.

Values of Scientific publications in reputable (peer reviewed) journal and book

No Types of contribution Value

1 Original research output 100%

2 Review papers 75%

3 Short/brief communication 30%

4 A chapter in a book 25%

5 Technical notes, case reports, discussion 25%

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6 Text Book 200%

7 Book Based on Original Research 300%

4.4.5. Where research papers are published under joint authorship, each co-author of an article
published in a reputable journal shall be given an equal share as per the following
schedule.

No. of co-authors Share of each Co-author % value of the paper

2 0.70 140

3 0.50 150

4 0.40 160

5 0.35 175

6 or more 0.30 180

Sole author publication will have 1 or 100 % value.

4.4.6. Publications arising out of Theses or Dissertations may be used for promotion provided
that the author did not use the Thesis for rank adjustment.
4.4.7. Publications arising out of thesis work may also be considered for promotion if the
published work does not depend more than 50% on the data in the Theses or
Dissertations and is published by the staff member after the last promotion. Articles
published in reputable journal must be presented for promotion request and letter of
acceptance shall not be entertained.
4.4.8. Teaching material/module prepared for specific course/module shall not be used for
promotion.
4.4.9. Text or reference books published for specific field and course as well as books
published on the bases of original research shall be considered for promotion

For the sake of clarification, attempt is made below to define the most essential characteristics of each
of the above items.

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1. A Reputable Journal: The reputability of a professional journal is best determined, in the first
instance, by the relevant academic unit and then by Research and publication Committee.

The following shall constitute the criteria on which the reputability of journal is determined:

i. The professional reputation and competence of the editor(s), the advisory board and
editorial staff;
ii. Sound editorial policy regarding selection and evaluation of articles submitted for
publication;
iii.Seriousness of the journal as judged by such factors as its regularity and continuity,
and its maintenance of standard; and
iv. The backing and respect given on the journal by relevant professionals and/or their
association(s).
v. Indexed journal.
2. Textbooks and Reference Books

These are major undertakings that represent the efforts of academic staff in putting together his/her
teaching and research experience, normally over several years. When these are submitted for
promotion purposes, they will have to be critically and favorably assessed by both internal (one) and
external (two) evaluators.

3. Emerging Journal and Scientific proceeding

Emerging Journal is a journal publishing scientific articles that fulfils at least 70% of the criteria for
reputability of a scientific journal.

Scientific proceedings are peer-reviewed scientific articles of conference(s) and symposia that are
collection of professionals’ gatherings to discuss scientific issues or outcomes, but these shall not
include proceedings emerging from workshops, review panels, and communal gatherings
proceedings.

4. Values of Scientific publications on Emerging Journal and Scientific Proceedings

No Types of contribution Value

1 Original research output 70%

2 Review papers 50%

3 Brief communication 21%

4 Technical notes, case reports, discussion 17.5%

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 4.5. Participation in the Affairs of the University and Professional Activities

4.5.1. This requirement may be fulfilled by holding a post of academic administration at

Academic Units and/or University level, work in standing committees and taking
assignments when called upon by the academic unit or University administration.
Participation in activities such as journal editing, organizing professional workshops,
reviewing, etc. that enhance one’s profession shall also be count towards the fulfillment
of this criterion. The relative weights to be assigned to the three components of this
criterion shall be as follows:

Lecturer and below

Academic administration.......................................................40%

Work in committees...............................................................50%

Professional activities............................................................10%

Assistant Professor and above

Academic administration ......................................................60%

Work in committees ..............................................................20%

Professional activities ...........................................................20%

4.5.2. Academic staff members who, for no justifiable reasons, refuse to accept positions of
academic administration or committee assignments shall forgo the points for
participation in University affairs. Those who did not have the opportunity to do so or
those who, for valid reasons, decline to accept such offers may be evaluated having
regard to their willingness and participation in other University- wide, or departmental
committees and such other assignments as may be deemed appropriate by the academic
unit head. For this purpose, the points they score in committee works and other
professional activities shall be converted into 100%. In all cases, an Academic Staff
member should at least score 80% of the points allotted to each of these criteria to
qualify for promotion to the next academic rank.
4.6. Community Service

The following may constitute activities of community service:

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  participation in local, regional and national committees whenever called upon
and other non-religious services relevant to the community;

 conducting press, radio and/or TV programs for public education and

outreach; and

 any other professional service, paid or unpaid, to the community, the contents
and quality of which are to be determined by the concerned unit of the
University.

Weighted Values of the Criteria for Academic Promotion

Weighted values are assigned to each of the major components of the criteria in the manner
provided hereunder.

4.7. For promotion to the rank of Assistant Lecturer and below:

a) Effective teaching………………………………………..60%

b) Participation in University affairs etc……………………40%

4.8. For promotion to the rank of lecturer

3.1. Effective teaching ……………………. ……………50%

3.2. Publication (authorship or co-authorship of an article in a
reputable journal)………… ……………..…………… 30%
3.3. Participation in University affairs……………………… 20%

4.9. For promotion to the ranks of Assistant and Associate Professor the following weights
shall apply:

a) Effective teaching………………..……………. …………40%

b) Publications …………………. ……………… 35%

c) Participation in University affairs………… ……… 15%

d) Professional and related public services……………. 10%

Total ……………. ……………. …………… 100%

4.10. For promotion to the rank of Professor the following weights shall apply:

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 a) Effective teaching …………………………..……. ………35%
b) Publications ……………. ……………………..………40%

c) Participation in University affairs ……………. ………15%

d) Professional and related public service….……. ………10%

Total ……………. …………………….…. ………100%

Apart from the fulfillment of the individual criterion specified earlier, it is required that a
candidate for Associate Professor and Professor should earn a minimum of 80% of the maximum
possible total points indicated hereof. However, the candidate should earn full points allotted to
publication to request any promotion to the rank of lecturer and above.

Accelerated Promotion

A staff member who demonstrates extra-ordinary accomplishments in their area of specialization,

and administrative contributions since last promotion may qualify for accelerated promotion. For
this purpose:

- Every extra publication achieved over and above the required point for publication in a given
academic rank shall be considered equivalent to a year of effective teaching.
- However, a candidate for promotion should at least fulfill 75% of the required service years
for a rank and score 90% weighted average on all evaluations (students’, departmental and
colleagues’ evaluation).

Article 51: Appointment and Promotion Requirements for Academic Staff

Graduate Assistant

1.1 A candidate with the qualification of a Bachelor’s Degree in a three or four

years program and with at least the level of a Cumulative Grade Point Average
(CGPA) of 2.75. This CGPA requirement may be changed under special
circumstances justified by an academic unit and approved by the AVP.

1.2 Graduate Assistants are persons employed for one year in order that the
University may assess their ability and develop their suitability for future
permanent contract employment as regular Academic Staff members after post-
graduate studies and/or after attaining promotion to the next rank.

1.3 Graduate Assistants shall be given every opportunity for gaining insight into as
many aspEtCTS as possible of the work of the department to which they are

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 assigned as well as some opportunity to prepare themselves for the necessary
advanced specialized study.

1.4 A Graduate Assistant shall normally assume tutorial responsibilities; but under
exceptional circumstances, may be given teaching responsibilities at the level
of lower division courses and under the supervision of a senior college.

1.5 A graduate Assistant may be given the following duties:

a. Assist in the instruction of special types of classes as well as large

classes under the supervision of senior academic staff.

b. Give tutorial classes, provided that these classes are part of a regular
course in the curriculum and giving of final grades in the course is the
responsibility of the senior staff member to whom the course is
assigned.

c. Take over classes with the approval of the head of the academic unit in
emergencies such as sickness or other unavoidable absence, provided
that such arrangement shall not continue beyond four weeks and
provided further that in the above instance a Graduate Assistant shall
not be given the responsibility for more than half of the course time.

d. Assist in research activities under the supervision of senior staff

members.

Graduate Assistant I

Appointment

A candidate with a qualification of a degree of Bachelors in a three year program.

Graduate Assistant II

Promotion

One year of effective performance as Graduate Assistant I;

OR

Appointment

A candidate with the qualification of a Bachelor’s degree in a four-year program.

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Assistant Lecturer

Promotion

One year of effective service as a Graduate Assistant II;

OR

Appointment

A candidate with the qualification of a Bachelor’s degree in a five-year program

Lecturer

Appointment

Normally a candidate with the qualification of a Masters degree and with at least CGPA of 2.5
during BA/B Sc studies.
OR

Medical Doctor (MD) with no specialization or Doctor of Veterinary Medicine (DVM) with

no specialization.

OR

Promotion

A minimum of two years of effective teaching as an Assistant Lecturer, one publication in a

reputable journal and a clearly identifiable evidence of academic progress.

Assistant Professor

Appointment

Normally a candidate with the qualification of the degree of Doctor of Philosophy (PhD) or
equivalent or an MD or DVM degree with specialty certificate or equivalent;
OR

4.11. Promotion

a) The qualification of a Masters degree or MD or DVM degree without specialty certificate or

equivalent;
AND

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 b) A minimum of four years of effective teaching as a lecturer
AND

c) At least one publication in a reputable journal or, in some fields as architecture, music and the
fine arts, two recognized and realized projEtCTS which demonstrate professional and creative
talent which must have been critically and positively evaluated by both internal and external
assessors who are specialists in the area;
OR
d) Release of at least one technological package, including variety release, through a nationally
accredited mechanism since becoming a lecturer;
AND
e) Active participation in the affairs of the University and the community (training, consultancy,
technology transfer and extension . . . )
OR
4.12. a) the qualification of a bachelors degree or equivalent;
AND
b) A minimum of four years of effective teaching as a lecturer.
AND
c) Two publications since last promotion or four realized artistic or professional projEtCTS or
one publication and two realized artistic or professional projEtCTS or professional
projEtCTS or release of two technological packages through a nationally accredited
mechanism or one publication and release of one technological package since becoming a
lecturer.
AND
3.4. Active participation in the affairs of the University and the community.

Associate Professor

7.1 The qualification of a PhD degree or equivalent or MD or DVM degree with specialty
and/or sub-specialty certificate or a masters degree or its equivalent;
AND
7.2 Four years of effective teaching as an Assistant Professor;
AND
7.3 Publications as provided hereunder;

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 a) two articles in a reputable journal published since last promotion;
OR
b) one textbook or book based on original research;
OR
c) four realized artistic or professional projEtCTS or one published article and two
realized artistic or professional projEtCTS;
OR
d) one publication and release of one technological package through a nationally
accredited mechanism since becoming an Assistant Professor
AND
7.4 Active participation in the affairs of the University; and community services.
AND
7.5 Public service.

Professor

8.1 The qualification of a PhD degree or equivalent or MD or DVM degree with

specialty and/or sub-specialty certificate or masters degree or its equivalent;
AND
8.2 Four years of effective teaching as an Associate Professor;
AND
8.3 Publications which must have been critically and positively evaluated by both one
internal and two external assessors who are specialized in the area as provided
hereunder:

a) Four articles in reputable journal(s) out of which, at least, one publication as

a sole author and one of the remaining required publication points as first
author.

OR
b) A textbook and two articles in a reputable journal;
OR
c) A book based on original research in one’s area of specialization and one
article in a reputable journal.

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 OR
d) Release of two technological packages through a nationally accredited
mechanism and at least two articles in a reputable journal since becoming an
Associate Professor;
AND
8.4 Active participation in the affairs of the University;
AND
8.5 Public service

Article 52: Promotion of research and adjunct staff

1. Promotions pertaining to research staff shall follow the same roots as in the teaching
staff as stipulated in article 7 of this Policy on condition that he/she invests 25% of
his/her time for teaching and has produced 1.5 times the publications requirement of
the teaching staff for respective academic rank.

2. Appointment and Promotions pertaining to adjunct staff and joint appointment shall be
governed by the guidelines that would be formulated by SAC of the University.

3. Any professional who will be involved both in teaching and research without any pay
from the University may be given a merit-based honorary academic rank.

Article 53: Honorary Academic staff Appointment Regulation

1. Overview

The University supports the appointment of honorary academic staff as a means of optimizing
significant links with academics of different organization, academics with special merits and
international standing.

2. Purpose

The University recognizes the importance of retaining esteemed retiring academic staff, professionals
from national and international institutions and also attracting eminent commercial and industry
experts to honorary academic positions, which serve to enhance the University’s research and
teaching expertise and standing.

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3. Description

The University may appoint as an Honorary Academic staff those professionals retired from the
university, person of great distinction and international standing who can serves the University in a
teaching and/or research capacity but who, by virtue of the existing appointment, cannot be
considered for a full-time position.  Such appointments will not normally carry remuneration from
the University.  Reimbursement may be made for out of pocket expenses, for example travel and
accommodation, however, honorary appointees are not otherwise paid for contributions made.

4. Procedure

The University shall, from time to time, appoint retiring academic staff, professionals from national
and international institutions and also recognized industry experts to honorary research and teaching
positions in the following categories and titles:

a) Honorary Lecturer
b) Honorary Assistant professor
c) Honorary Associate Professor
d) Honorary Professor
e) Professor Emeritus

The candidate to be appointed with honorary rank should at least fulfill the requirements of the
respective academic ranks as per Article 7 of this policy. Appointments and reappointments of
honorary academic staff up to the level of Lecturer are approved by the relevant Dean/Head of
academic unit, on the recommendation made by the department.  Written support for the
appointment must accompany the nomination. Appointments and reappointments of honorary staff
at Assistant professor and above are recommended by the college and approved by Staff Affairs
Committee. The Vice-president for academic and research will subsequently approve the
appointment of Assistant and Associate Professor and report to the Senate any such appointments.
Appointment of Professor and Professor Emeritus is approved by University Senate.

Nomination and appointment of honorary staff request of the department or school must contain the
following specific information that should be addressed to the approving organ:

a) the duties and responsibilities of the proposed appointee;

b) how the appointment will advance the University’s contribution to research, teaching,
community or professional service or the University’s links with industry or government;
c) the benefits that will flow through to the department from the appointment; and
d) in case of reappointment, how the university has realized the expected benefits from the
previous appointment.

5. Offer of Appointment

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After the honorary appointment has been approved, AVP will arrange for an offer to be sent to the
nominee.  Appointments of the level of honorary lecturer will be referred to the relevant
College/academic unit.  Appointments up to Honorary Associate Professor referred to the Staff
Affairs Committee. Appointments of Honorary Professor will be approved by the University Board.
All appointment and promotion are bound by the university staff appointment and promotion
regulation.

6. Period of Appointment

Honorary appointments will be for a maximum of three years in the first instance.  The appointment
will lapse unless a case for reappointment is made and approved.

7. Renewal of Appointment

The proposal for renewing the appointment must follow the same process as for the initial
appointment but also include a reflection on the benefits realized from the previous appointment.

No numerical limitation is placed upon the number of appointments, although in considering each
nomination, the Committee should bear in mind that appointment to Honorary staff position should
be of rare occurrence.

8. Conditions of Appointment

University shall determine and issue the necessary conditions with respect to rights and obligations
for honorary academic staff.

9. Promotion

Honorary academic staff may request promotion and be promoted to the requested level during the
period of appointment if he/she fulfills the requirements set by this Policy.

10. Patents and Exploitation of Inventions 

Honorary members of staff must follow the procedure laid down by the University, in the event of a
potential patent registration or where an invention or discovery may be commercially exploitable.

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Article 54: Criteria for Appointment and Promotion of Professional Librarians

Assistant Librarian V

B.A., B.Sc. or equivalent with at least a CGPA of 2.75. This CGPA requirement may be
changed under special circumstances justified by the appropriate unit and approved by the
AVP. However, such CGPA should not be less than 2.50.

Assistant Librarian IV

a) B.A., B.Sc. or the equivalent;

AND

b) One year of effective experience as an Assistant Librarian V.

Assistant Librarian III

3.1 a) B.A., B.Sc. or the equivalent;

AND
b) Two years of effective experience in a library after the bachelor’s degree;
OR

3.2 The degree of Masters of Library and Information Science or its equivalent.

Assistant Librarian II

4.1. a) B.A., B.Sc. or its equivalent;

AND
b) Four years of effective experience in a library after the bachelor’s degree, three
years of which must have been spent at the rank of an Assistant librarian III;
OR
4.2 a) The degree of Master of Library and Information Science or its equivalent;
AND
c) Two years of effective experience in library as an Assistant librarian III.

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Assistant Librarian I

5.1. a) The degree of Master of Library and Information Science or its equivalent;
AND
b) Four years of effective experience, at least three years of which must have been
spent at the rank of an Assistant Librarian II;
AND
c) At least one publishable bibliography/catalogue favourably assessed by
competent librarians, preferably senior advisors;
AND
d) Effective performance in any relevant teaching assignment.
OR
5.2. a) Three years of effective experience two of which must have been spent at the
rank of an Assistant librarian II;
AND
b) At least one publication in a reputable journal;
AND
c) Effective performance in any relevant teaching assignment.
OR
5.3 The degree of Doctor of Philosophy in library science or its equivalent.

Associate Librarian

6.1 a) The degree of Master of Library and Information Science or its

equivalent;
AND
b) At least seven years of effective library experience four years of which
must have been spent at the rank of Assistant librarian I;
AND
c) At least two articles published in a reputable journal(s) since becoming
Assistant librarian I; and
AND
d) Effective performance in any relevant teaching assignments.

Page 71 of 131
 OR
6.2 a) The degree of PhD in Library Science or its equivalent;
AND
b) At least four years of effective library experience at the rank of Assistant
librarian I;
AND
c) Active participation in the development and running of academic and
other teaching programs in library science within the University and in
the country at large;
AND
d) At least two articles published in a reputable journal(s) since becoming
Assistant librarian I.

Librarian

7.1 a) Degree of Master of Library and Information Science or its equivalent;

AND
b) Four years of library service as Associate Librarian;
AND
c) Effective teaching in the training programs of the University relevant to
the library profession;
AND
d) Four articles published in reputable journals or three such articles and an
appropriate teaching material in Library and Information Science;
AND
e) Dedication to and creative participation in University affairs and in
community services outside the University.
OR
7.2 a) PhD in Library Science or its equivalent;
AND
b) At least three years of effective library experience as an Associate
librarian;
AND

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 c) Effective teaching in the training programs of the University relevant to
the library profession; and
AND
d) At least one text-book in the field of Library Science and two
publications in peer reviewed journal.
OR
7.3. a) At least four articles published in a reputable journal(s) since becoming
Associate librarian;
AND
b) Dedication to and creative participation in University affairs and in
community services outside the University.

Article 55: Criteria for Recruitment and Promotion of Technical Assistants

A Technical Assistant (TA) is an Academic Support staff who assists Academic Staff in
laboratory sessions and field demonstration, help in research activities of academic units and
undertakes any other assignments given by the University.

1. Technical Assistants

Technical Assistant I

Appointment

A candidate with the qualification of 10+3 or its equivalent from a recognized Institute,
College or University.

Technical Assistant II

Appointment

A candidate with the qualification of a 12+3/ advanced diploma or minimum successful two
years of University education or equivalent from a recognized Institute or College.

OR

Promotion

a) One year of effective service as a Technical Assistant I;

AND

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 b) Evaluation: Very good (above 75% average by both supervisors and students
which accounts 60% and 40%, respectively)
AND

c) Active and effective service in the University.

Technical Assistant III

Promotion

a) Two years of effective service as a Technical Assistant II;

AND

b) Evaluation: Very good (above 75% average by both supervisors and students
which accounts 60% and 40%, respectively)
AND

c) Active and effective service in the University.

2. Senior Technical Assistant

Senior Technical Assistant I

Appointment

A candidate with the qualification of a Bachelor’s Degree or its equivalent in a specific

from recognized university.

Promotion

A minimum of two years of effective service as a Technical Assistant III;

AND

a) Evaluation: Very good (above 75% average by both supervisors and students which
accounts 60% and 40%, respectively)
AND

b) Active and effective service in the University.

Senior Technical Assistant II

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 Promotion

Senior Technical Assistant I with two years of effective experience

AND

a) Evaluation: Very good (above 75% average by both supervisors and students which
accounts 60% and 40%, respectively)
AND

c) Active and effective service in the University.

Senior Technical Assistant III

Promotion

Senior Technical Assistant II with two years of effective experience

AND

a) Evaluation: Very good (above 75% average by both supervisors and students which
accounts 60% and 40%, respectively)
AND

d) Active and effective service in the University.

3. Chief Technical Assistant

Chief Technical Assistant I

Appointment

A Masters Degree or its equivalent in the specific or related field

Promotion

a) Senior Technical Assistant III with two years effective service

AND

b) Evaluation: Very good (above 75% average by both supervisors and students which
accounts 60% and 40%, respectively)
AND
c) One published Lab/practical manual positively assessed by one internal and one
external specialist in the area

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 Chief Technical Assistant II

Promotion

a) Chief Technical Assistant I with two years effective service

AND

b) Evaluation: Very good (above 75% average by both supervisors and students which
accounts 60% and 40%, respectively)
AND
c) Active and effective service in the service
OR

a) Senior Technical Assistant III with three years effective service

AND

b) Evaluation: Very good (above 75% average by both supervisors and students which
accounts 60% and 40%, respectively)
AND
c) Two published Lab/practical manuals positively assessed by one internal and one
external specialist in the area

Chief Technical Assistant III

Promotion

d) Chief Technical Assistant II with two years effective service

AND

e) Evaluation: Very good (above 75% average by both supervisors and students which
accounts 60% and 40%, respectively)
AND
f) Active and effective service in the service
OR

d) Chief Technical Assistant I with three years effective service

AND

e) Evaluation: Very good (above 75% average by both supervisors and students which
accounts 60% and 40%, respectively)
AND

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 f) One published Lab/practical manual positively assessed by one internal and one
external specialist in the area

CHAPTER THREE
PROGRAM DEVELOPMENT AND REVIEW

Article 56: Procedures for Program Development and Review

1. Needs assessment shall be carried out at two levels: -

a) University/high level and program level need assessments –is conducted centrally to
understand the general needs and expectations of the stakeholders/society from the
university. Information obtained at this level can be used as input for launching, revising
and/or closing down of existing programs in the university.

b) The program level need assessment refers to the investigation of the felt and anticipated
need of the society for the specific program. At this stage the economic feasibility of the
program is checked by preparing detailed business plan. Depending on the results of
program level need assessment and/or business plan the need for initiating a program can be
acceptable or unacceptable; in the latter case it can either be modified or dropped.
2. Drafting the curriculum involves the following detailed activities: -
1. identifying desired learning outcomes expressed as graduate and professional profile
(detailed job and task analyses)
2. developing acceptable evidence to assure the desired results are achieved (outcome is
obtained)
3. develop course list, course distribution over the study period (course profile) and
descriptions for each course including learning and assessment strategies
4. work out inputs required (facilities, human resource, etc)
5. determine admission and certification/graduation requirements
3. Review workshop: - it is a forum where a completed draft curriculum is presented to internal and
external stakeholders for further feedback and enrichment. After the review workshop the
comments shall be incorporated and the final document shall be presented for final approval. The
approved program/curriculum shall be sent for accreditation. However, the program can be
launched without being delayed by the accreditation process. A point of concern here was
whether there is a need for accreditation or a central approval mechanism including accreditation
can be worked out.
i. Program approval
The program shall be approved by the university Senate following appropriate channel.
However, in order to avoid unnecessary duplication and to comply with the government
policy, the Ministry of Education is expected to periodically review national needs and issue
directions on the fields to be launched.

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 ii. Quality Assurance
The quality of the program shall be audited in accordance with the guidelines set by Higher
Education Relevance and Quality Agency (HERQA).

CHAPTER FOUR
ACADEMIC RULES AND REGULATIONS

Article 57: Policy Premises

The University establishes relevant programs of study and research with a view to expanding
higher education geared towards the overall effort of socio-economic development and the
betterment of the standards of living of the Ethiopian peoples. In all its department, institute
and schools, it shall see to it that standards for the measurement of the scholastic
achievements of all that go through its program are duly set up and effectively carried out. It
shall also devise mechanisms for monitoring and evaluating the effectiveness of existing
programs as well as their relevance to the needs of the nation.

Article 58: Academic Calendar

1. In its regular program, the University shall have a two-semester calendar of eighteen
weeks (sixteen weeks of classes and/or practical and two weeks of exam) each,
running from September to June. In continuing Distance Education program (CDEP),
there are two semesters, eighteen weeks each the same with the regular program and a
Kiremt term of 8-12 weeks. The programs of Health Sciences may employ a system of
annual rather than semester course offerings.

2. The Calendar for each year shall be prepared by the University Registrar in consultation
with the AVP and approved by the Senate. The University Calendar, among other
things, shall provide the following:

admission, readmission and registration; adding and dropping of courses/modules,

examination periods, beginning and end of semesters, inter-semester breaks,
application of research and teaching material proposals, annual research review, last
date for reporting exam results to the registrar, date of submission of annual research
progress reports to the office of the research and development director, instructor
evaluation weeks, the regular meetings of the Senate, final thesis submissions and
open defense dates, etc.

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Article 59: General Provisions on Admissions to Undergraduate Programs

1. Admissions to undergraduate programs of any institution from preparatory schools shall be

based on completion of the preparatory program and obtaining the necessary pass marks in
the Ethiopian Higher Education Entrance Examination (EHEE). Admissions may also be
granted to students completing their secondary education in foreign countries on the basis
of equivalent academic achievements that shall be determined by the Ministry.

2. Admissions to all undergraduate continuing education programs shall be processed through

the Academic units, in consultation with the University Registrar, according to policies set
for such admissions.
3. The University in certain circumstances may admit students jointly with other affiliated
universities or institutes. Such admission may be processed at anytime of the academic
calendar as deemed appropriate. Students may also be admitted to more than one program
at the same time. However, criteria for such special admissions to individual programs
shall be developed and recommended by SC/DC and endorsed by the admission and
placement committee (APC).
4. Without prejudice to other provisions of this Article and this legislation and other
applicable laws, every institution shall admit:
a) for undergraduate studies, technical and vocational education and training
graduates with pertinent qualifications and who satisfy entrance qualifications
assessment set by the Ministry;.
c) For second degree-level graduate studies, candidates who have completed their
undergraduate studies with the academic results required by the institution; or,
for doctoral programs, candidates who have second-level degrees and the
academic results required by the institution;

Article 60: Admission Requirements

1. Regular Admission

As per the criteria set by ministry of education

2.Special Admission

a) Special admissions into some programs may be granted to attract potentially

resourceful candidates such as mature students. Details shall be worked out by the
APC.

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 b) A student who has successfully finished a set of particular modules which entitles
him/her to a degree may also peruse other related modules and earn another degree
continuously. Details guidelines shall be worked out by Academic Standard and
Quality Assurance Committee (ASQAC).

c) Private applicants who fulfill admission requirements as regular students and produce
evidence of financial support to cover full tuition fees and other expenses may apply for
admission into the regular program. However, such admissions should be approved by
the APC.

d) Under no circumstances private admissions to a regular program may exceed 5% of the

total students admitted in such a program.

e) Other special admission, such as people from disadvantaged areas, physically

challenged people, people needing special training, HIV/AIDS infected etc may be
granted by the decisions of the University.

Article 61: Admission Requirements for CEP

1. Admission to all full time and part-time studies for CEP are processed by the academic
unit, in consultation with the university Registrar’s office, as per the rules and
regulations proposed by APC and approved by the University Senate.

2. Special admission criteria developed by the Academic Unit Council and approved by the
APC may be employed for special admissions of females, mature students and for
upgrading programs.

3. University employees and their dependents can apply and register in the evening and other
special programs as per the rules and regulations of the University.

Article 62: Choice of Program of Study

1. Students will be admitted into the programs of their choice on a competitive basis
using their grade as a measure. However, special provisions shall be made for female
students and other socially disadvantaged groups that require affirmative action.

2. Academic Units may submit specific entrance requirements such as passes in certain
subjEtCTS or additional test results and may state if, and what, kinds of physical
disabilities prevent students from pursuing studies in their respective disciplines.
These requirements need to be developed by the relevant academic units and approved
by the APC of the Senate.

Page 80 of 131
 3. Students shall fill out application forms indicating their choices of discipline, grade
and other particulars for review by the APC.

4. In cases where there are more applicants than places in a program, those applicants
who fail to get their first choice will compete for their second choice and if they fail to
get their second choice they do the same for their third, fourth choice, etc.

5. Regular students sponsored by governmental institutions to fill specific vacancies shall

be placed in the program that offers the desired study provided that they meet the
minimum entrance requirement for the program and they provide letters from the
Presidents of Regional governments justifying the need for admission into the desired
program. However, such admission depends on the availability of place in the
particular program.

6. Physically challenged students shall be placed in accordance with the general

regulations governing placement, taking into consideration wherever necessary, their
specific needs.

7. When there are more applicants with the same grade indicating the same level of
preference to a program than places therein, applicants with better grades in the
specific entrance requirements shall be given priority.

8. The academic unit shall notify the relevant heads/director about placement results and
if departments or students have complaints on the results, these should be attended to
within one week following the announcement.

9. An applicant who believes that there was an error in the placement may report the case
to the academic unit and university Registrar for review.

10. The Academic unit ,through the University Registrar , shall report to the Senate all
admissions and placement made in the University

Article 63: Major and Minor Fields of Study

When circumstances require the University may design major and minor courses and the proportion
thereof may be decided by the guidelines to be developed by ASQAC.

Article 64: Transfer of Students

1.Full-time Programs

1.1 A student may transfer from one program to another program within or across
academic units under the following conditions. All transfers must get the final

Page 81 of 131
 approval by the AVP or delegate and processed by the University Registrar
within two weeks following the beginning of classes.

(a) If the transfer is within the same academic unit, the Head of the
academic unit involved, in consultation with the respective SC/DC,
approves the transfer.

(b) If the transfer is between academic units within the same college, the
college head in consultation with the respective academic units AVP
approves the transfer.

(c) If the transfer is between academic units of the different colleges, the
Academic Programs Director (APD) and University Registrar, in
consultation with the heads of the respective academic units, approves
the transfer.

(d) Any Head of academic unit, College , Registrar and APD who declines
the permission for transfer to or from an academic unit shall advise the
AVP in writing of the reasons for refusal in order to help the latter in
reviewing the decision in case of appeal;

1.2 Students shall be responsible for all the consequences that such transfers may
entail.

1.3 Academic units shall publicize transfer possibilities, if any, within the first week
following the day classes are scheduled to begin.

Students seeking transfer to the University from other universities should have stayed in their
department or program of study of the previous University for at least one semester. The transfer
process shall be handled by the university Registrar and heads of academic units with the approval of
the AVP. Detailed guidelines for such transfers shall be set by APC and approved by the Senate.

2.Continuing Distance Education Program (CDEP)

Transfers from program to program or from one academic unit to another within CDEP shall be
handled as per the provisions made for regular students.

Students in CDEP (evening, distance and Kiremt) may transfer to regular programs as private
students upon approval by the concerned SC/DC and endorsed by APC provided they meet the
conditions set forth below.

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 2.1. Transfer to the regular study program is to enable CDEP students to complete studies
quicker and will not change their admission classification from CDEP to a regular
program and does not entail waiver of tuition fee.

2.2. Applicants must have accumulated 50% of the total credits required for graduation.

2.3. Outstanding students with a minimum Cumulative Average Number Grade (CANG) of
3.75 and/or students who would complete their studies within one academic year can
apply for transfer and selection will be made on a competitive basis. However, such
students may not exceed 2% of the total student enrolled in the batch of the program of
study.

2.4. Transfer shall take place within the same department only.

2.5. Applicants who meet the requirements stated above should fill in forms prepared for this
purpose by the Registrar and submit them to the academic unit.

2.6. Applications shall be submitted before registration in the program and the transfer should
be completed within two weeks after beginning of classes.

2.7. Academic unit may accept or reject transfer requests on the basis of availability of place
and facilities on a competitive basis. Such decisions shall be approved by the relevant
SC/DC and forward to the Registrar.

2.8. All transferred students shall pay all fees applicable to CDEP. Under exceptional
conditions, such students may be allowed to take courses offered in evening, Kiremt or
regular programs as their situation warrants such an arrangement and when approved by
the SC/DC.

Article 65: Academic Advisor/ Guidance and counseling

1. Each student is assigned to one staff member in his/her academic unit department who
serves as his/her Academic Advisor. Students should feel free to discuss with their
Advisor all personal, social and other problems that directly or indirectly threaten their
academic performance.
2. The Academic Advisor shall keep close track of the students assigned to him/her and is
available for consultation and advice on request.
3. The Advisor shall maintain records of each student's performance and he/she advises the
University's senior administrators if serious problems arise requiring their intervention.
All documents relating to a student are maintained in strictest confidence.
4. Students will also benefit from the guidance and counseling office if their problems are
beyond the capacity of their advisors.

Page 83 of 131
Article 66: General Provisions on Modular Courses

1. All courses are expected to be modular.

2. While more than one module can be offered in a semester, it is recommended not to
stretch a single module to the next semester.

3. All modules offered by the University shall have leaders/chairs, be numbered and the
system of numbering courses shall be provided by the Registrar as approved by the
ASQAC of the Senate.

Article 67: General Education Courses

1. All students pursuing undergraduate degree programs, diploma or certificates in the

University shall satisfy the general education requirements of this Article.

2. General education modular courses consist of courses selected for the purpose of:

2.1. Enabling students acquire necessary communication and analytical skills that
enhance their capacities to benefit from their specialized training; and

2.2. Developing sound awareness in students’ physical and social environment in

which they will live and work.

3. The number of general modular education courses should depend on the extent of
coverage of such courses in the curricula of 10+2 Preparatory schools or in their
foreign equivalents and the minimum requirements approved in the curricula of each
program.

Article 68: Elective Modular Courses

Each academic unit should provide its students with opportunities to take a certain number of
such elective modules. The proportion of electives to be taken in the upper and lower
divisions should be recommended by the SC/DC and approved by ASQAC.

Article 69: Phased-out Modular Courses

1. Students who have taken and passed phased-out modular courses in the University
system are not required to take the equivalent new courses upon readmission into the
program.

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 2. Students who have scored Fs in phased-out courses shall be required to remove their
Fs by taking equivalent modular courses as determined by the SC/DC of academic unit
in which they are enrolled.

Article 70: Semester Load for Regular Students

1. A minimum ETCTS or credit hours for full-time regular students shall be 25 or 15 per
semester, respectively. The maximum load shall not be exceeding 30 ETCTS or 19 credit
hours unless otherwise stated in the course catalogue. A student who has justifiable reasons
for deviation from the normal load has to secure a special permission, not exceeding 35
ETCTS or 22, from SC/DC.AVP
2. The maximum load for part time students is 16 ETCTS or 9 credit hours.

Article 71: Semester Load for Continuing Education Students

1. The normal load in evening & weekend programs shall be 14 to 18 ETCTS or 8 to 12 credit
hours per semester unless otherwise prescribed in the course catalogue.
2. A student may be allowed to take up to 22 ETCTS or 15 credit hours when:
a) the student secures a “first class status” as per European Credit Transfer System
(ETCTS) or CGPA of 2.5 and above upon completion of an equivalent course
work corresponding to one academic year;
b) the student is at graduation year after passing all courses taken up to date.
3. The normal load for evening and weekend students in a Kiremt semester shall be 12 to 14
ETCTS or 6 to 8 credit hours.

4. The normal semester load in the continuing Education for Kiremt students shall be 20 to 22
ETCTS or 13 to 15 credit hours.
5. For the purpose of determining academic status of Kiremt students, one Kiremt session is
counted as a Kiremt Semester, but three Kiremt semesters are connoted to one regular
academic year.
6. The Semester Average Number Grade (SANG) or SGPA calculated at the end of each Kiremt
Semester, in conjunction with Cumulative Student Status, shall be used to determine the
academic status of a student.

Article 72: Duration of Study and Validity of Modular Courses

Students enrolled in the University shall pursue programs of study for which the maximum
lengths of stay in programs and validity of courses are determined as follows:

1. The duration of study for undergraduate degrees in regular programs shall be from
three to six years.

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 2. The duration of study for undergraduate degrees in the continuing education programs
may be four to eight years depending on the program.

3. The maximum length of time students may stay in such programs may not exceed
twice the normal duration of study depending on the program.

4. The duration of study for undergraduate diplomas in the continuing education program
shall be two to four years. The maximum length of time students may stay actively
enrolled or otherwise in such programs may not exceed five years plus the maximum
duration of study for that particular program.

5. A student who fails to complete any studies within the maximum length of time
permitted (sub-articles 1 to 4 of this Article) shall be cancelled from that program.
However, the student will be certified for the modules or courses successfully finished.

Article 73: Credit Requirements

1. A credit value is defined as 50 minutes in lecture or 2 to 3 hours of laboratory/

practical or tutorial work guided activity.
2. The minimum total credit points for three years bachelor program shall be 150 ETCTS
or 102 credit hours while the maximum is 180 ETCTS or 114 credit hours.
3. The minimum total credit points for four years bachelor program shall be 200 ETCTS
or 136 credit hours while the maximum is 280 ETCTS or 152 credit hours.
4. The minimum total credit points for five years bachelor program shall 250 ETCTS or
170 credit hours while the maximum is 350 ETCTS or 190 credit hours.

5. The minimum total credit points for six years bachelor program shall be 300 ETCTS
or 204 credit hours while the maximum is 420 ETCTS or 228 credit hours.
6. The proportion of time (lectures, laboratory works tutorials, home study, etc,) allotted
for a particular course/module shall be determined by an academic unit offering that
course/module and follow the approval of the SC/DC.

Article 74: Undergraduate Grading System

Conversion of ETCTS to Conventional grading system

The University may adopt ETCTS grading system and the converted grade shall be indicated in the
student copy/transcript, the conversion to the conventional grading system can be accomplished as
in table 2 below:
Table 2: Conversion ETCTS to Conventional Letter Grade system

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 Conversion to the
CorrespondingCorresponding

Corresponding
Raw Mark Interval of

Conventional

Conventional
Grade Points
Letter Grade

Description
Interval-[100 %] Number Grade

ETCTS
Status

Class
Fixe

Status Description

Class Description
Raw Mark Interval-[100 %]

d Number Grade

Corresponding
[95,100] =4 4.0 A+ A+ 4.0

Letter Grade

First class with

[90, 95) 3.5 ¿ X< 4.0 3.7 A A 4.0

Distinctio distinction
Excellent
3.0 ¿ X< 3.5 A+-

Great
[85, 90)
[90,100] 4.0 3.3 A A- 3.75

[80, 85) 2.7 ¿ X< 3.0 3.0 B+

distinction
class
with
[85, 90) 4.0 A

[75, 80) 2.5 ¿ X< 2.7 2.7 B- B+ 3.5

class
Very

First
Excellent

with
[80, 85) 3.75 A

Great
First
class
[70, 75) 2.3 ¿ X< 2.5 2.5 B+- B

with
[75, 80) 3.5 B
3.0

First
Very Good

Distinction
First class
[70, 75) 3.0 B+
[65, 70) 2.0 ¿ X < 2.3 2.3 C B- 2.75
Good

Second Class Second

[58, 65) 1.7 ¿ X< 2.0 2.75 2.0 C- C+ 2.5

Class
class
First
[65, 70) B
+
Satisfactory

[60, 65) 2.5 C

Unsatisf Satisfa Good

[50, 58) 1.3 ¿ X< 1.7 1.7 C- C

[50, 60) 2.0 C 2.0
Fail Lower Lower Pass
ctory

Unsatisfac

-
[45, 50) 1.75 C
[40, 50) 1.0 < X< 1.3 1.3 D
actory

Class

D 1.0
tory

[40,45) 1.0 D
[30, 40) = 1.0 1.0 Fx
Class
Very
Poor

[0, 30)[30,40) 0 0 0 F
Fx F 0
Fail

Lowest Lowest
Class Class
*Fail

[<30) 0 F
Fail

Grading Scale and Letter Grade System for Ethiopian Public Universities

Page 87 of 131
 Remarks

1. A student cannot graduate with a grade of less than 2.0 out of the 4-scale grading system.

Therefore, he/she should at least score a minimum of C and above which is 50% of the

competency.

2. A student with ‘C-‘can pass to the next semester if it is first semester period and it increases

with level/year of students. A student with a good stand can graduate if he/she scores ‘C-‘ in

any course under module. However, if the ‘C-‘grade is for a Module or for a course as a

module, he/she must re-sit for another exam to remove ‘C-‘.

3. A student with all ‘Ds’ cannot pass to the next semester. A student with a good stand can pass

to the next semester and even can graduate if he/she scores D in any course under module.

However, if the ‘D’ grade is for a Module or for a course as a module, he/she must re-sit for

another exam to remove ‘D’.

4. A student with Fx must sit re-exam with minor support for two times and the grade will be

any of what a student can score.

5. A student with F must repeat the course/module for two times and the grade will be any of

what a student can score

6. The details of all of the above will be done in the harmonized Academic Policy.

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Article 75: Earning Credits on the Basis of Examination

In some circumstances students may earn credits on the basis of examination alone in certain
modular subjEtCTS, if the students produce evidence that they have a prior knowledge of
such subject matter. In such cases the following conditions should be taken into account:

1. If academic unit offers courses for which it accepts the earning of credit through
examinations alone, it shall submit a list of such courses to the Registrar’s office to be
approved by the ASQAC of the Senate.

2. Of the total number of credit points required by academic unit for graduation, not
more than 20% shall be taken through earning credits on the basis of examination.

3. Any student that can present sufficient and convincing evidence to the head of
academic unit showing the acquisition of knowledge, insight or skills taught in any of
the courses listed as per sub-article 2 of this Article, shall register during the regular
registration periods to obtain credits through examinations only.

4. Registration to earn credits on the basis of examinations should be approved by the

concerned SC/DC and APD.

5. Students who have registered for course(s) for which they seek to earn credits on the
basis of examinations shall take the examinations when they are offered to students
who have attended the module/course including all assessments.

Article 76: Student Academic Achievements

1. At the end of each semester, the academic unit will examine the case of student who fails to
achieve the required academic standard in line with the university legislation.
2. One semester in the regular program is equivalent to two semesters in the evening program.
The academic status of evening student is, therefore, determined every other semester.
3. For Kiremt programs, the academic status of the students shall be determined for a minimum
of 25-30 ETCTS points/15 credit hours.
4. Grade report should be issued to applicants for semesters to which the status is determined
by the SC/DC.
5. The academic status of part-time students is determined for a minimum of 25-30 ETCTS
points/15 credit hours, starting from the first admission date of the students.

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Article 77: Academic Standing of Undergraduate Students

1. Modular Courses

a) A student who earned a “1.7 (C)” grade or above in all courses of a semester shall be in
good standing.

b) The head shall warn a student, who made an average grade number in the range 1.0 < X<
1.3 Credit Points at the end of a semester.

c) A student who scored three”F’’ at the end of each semester with less than or equal to 12
total credit points (CP) is allowed to continue to the next semester study with academic
warning.

d) Any consecutive warning leads to Academic Dismissal.

Any student who scored three ‘’F’’ on courses with more than 12 total CP or a student who scored
more than three ’’F” per semester shall be dismissed for academic reasons provided that the students’
semester average number grade is less than 1.7.

2. Conventional Courses

a) First Year Students

i. A student who, at the end of the first semester, scores a semester grade point average (SGPA)
of 1.50 up to 1.74 both inclusive shall be warned.

ii. A student who, at the end of the first semester, receives an SGPA of less than 1.50 shall be
dismissed for academic reasons.

iii. If a student, who has been put on warning during the first semester, fails to maintain a SGPA
of 1.75 and also a CGPA of 1.75 during the second semester of the first academic year, he/she
subjected to dismissal.

iv. A student who's CGPA is greater or equal to 2.00 is subject to warning if SGPA is less than
1.75. However, a student who fails to achieve a SGPA of 1.00 at any semester is subject to
dismissal.

b) Second and Higher Class Year Students

i) The academic unit council shall warn a student, who fails to achieve either an SGPA of at
least 1.75 and/or a CGPA of at least 2.00 at any semester. However, a student who fails
to achieve a SGPA of 1.00 at any semester is subject to dismissal.
ii) A student, who for second consecutive semester scores either an SGPA of less than 1.75
or fails to maintain a CGPA of 2.00, is subject to dismissal. However, a student who for

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 two consecutive semesters scores a SGPA of less than 1.75 and if the CGPA is greater or
equal to 2.00 up on the decision of the respective AC can survive and register for the next
semester as probation student but not pass student.
iii) Any student of Medicine in the pre-clinical years who scores a CGPA equal to or greater
than 2.00, but less than 2.25, may be given the option to upgrade his/her "D" grades by
repeating the courses taken in the pre-clinical year. The number of courses to be repeated
must not exceed three. Note: permission to upgrade is a discretionary right of the SC/DC
as well as an option of the student.
iv) A pre-clinical student with more than one "D" in major pre-clinical courses (Anatomy,
Physiology, Biochemistry for PC-1 and Microbiology, Pharmacology, Pathology for PC-
2) has to repeat the course before passing to PC-II or C-I respectively.
v) Any student of Medicine with more than one "F" or "I" grade should remove his/her "F"s
or “I"s to pass to pre-clinical and clinical year respectively. This is because to repeat this
course during a pre-clinical year may mean to drop the whole pre-clinical courses. While,
one pre-clinical course cannot be separated from the other.
vi) Any student of Medicine in the clinical year I who receives two "D" or "F" grades in the
major attachment courses (Surgery, Pediatrics, Internal medicine and Gynecology) is
subject to repeat the class year.
vii) Any student of Medicine in the clinical year II who receives one or two "D" or "F" grade
in the qualifying exam of major attachment course (Surgery, Pediatrics, Internal medicine
and Gynecology) is subjected to repeat the same period of attachment. Failure in more
than two (i.e. "D" s or "F" s) will result in a repeat of the class year as a whole.
viii) Any student of Medicine in clinical year who scores an "F" in any course and the minor
attachments has to repeat the course(s) before joining Internship.
ix) Any student of Medicine in clinical year who fails for the second time is not allowed to
repeat the class year twice.
x) Any Health Officer student in the clinical year who scores below "C" in more than two
major community health courses (Epidemiology, nutrition, management, health
education, MCH, environmental health and bio-statistics) and clinical attachments is
subjected to repeat the courses/the year.
xi) The minimum passing grade in CBTP and TTP courses for those programs that use fixed
scale for grading is a “C”.
3. Discretionary probation

i. The function of discretionary probation, which can only be granted by the respective SC/DC,
is to allow students who fall below the required academic standards to continue their studies.
The decision to permit a student to continue his/her studies on discretionary probation is based
on individual consideration of his/her case and a conclusion that, in view of all the relevant
circumstances, there prevails a reason to believe that the student can raise himself/herself
academically to the required level of achievement.

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 ii. At the end of the semester, each academic unit, pursuant to procedures fixed by its SC/DC,
will examine the case of each student who is subject to dismissal due to academic deficiency.
The inquiry will attempt to determine why the student failed and whether there is reason to
believe that he/she will meet the required academic standards within the remaining study
period of the student. As a result of this inquiry, students may be placed on probation if it is
determined by the respective SC/DC that:

a) valid reasons exist to explain their low academic performance;

b) those causes for their academic deficiencies can be removed;

c) the students can attain the required academic standard during the same semester in
which they have been put on probation.

iii. An SC/DC of particular academic unit may attach certain conditions to grant a probation,
which must be met if the students are to remain enrolled.
iv. When students are placed on probation, their head of the academic unit will notify of their
status and what is expected of them in their academic performances and what will be the
consequences of the failure to meet these requirements in the future.
v. Even so, a student shall be dismissed after being placed on warning for one semester and on
probation for another consecutive semester if he/she doesn’t remove himself/herself from
probation by attaining a CGPA of 2.00.

Article 78: Class Attendance

1. A student is required to attend all lecture, laboratory and practical sessions as well as
field work of courses, except for courses in which earning of credits through
examination alone is accepted.

2. Except for extenuating circumstances, students are required to maintain a minimum of

80% attendance to earn credit in the given course. However:

2.1 Some program may demand 100% attendance where such full attendance is
academically indispensable; and

2.2 Academic units may not allow the 20% non-attendance provision for certain
portion of a course, such as laboratory or field experiences judged
academically indispensable for the student.

3. A student who has missed more than 20% attendance shall be given a grade of IA
(Incomplete Attendance) and be required to provide acceptable reasons for failure to
attend classes.

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 3.1 If a student’s incomplete attendance is proven to have been for valid reasons,
course registration will be cancelled and the student shall be permitted to retake
the course.

3.2 If a student’s incomplete attendance was due to reasons that were not valid, the
IA grade shall be changed to an “F” at the end of the sixth week of the next
enrolment in the program.

Article 79: Repeating, Adding and Dropping of Courses

1. A student who has obtained “F” grade in a course with fulfilling the required attendance shall
be allowed to take re-exam. A student who scored a grade of ’F’ for any prerequisite course
for the third time will be dismissed for academic reasons. However, graduating class student
who scored ‘F’ grade in any course for the third time can apply for course allergic if he fulfils
minimum credit points required for graduation.
2. A grade of a student for repeated exam shall be accepted as it is. The previous ‘F’ grade shall be
shown as cancelled on transcript to indicate that the exam has been repeated and the new grade
shall be included in computation of the SANG/SGPA in the reporting period.

3 Adding and dropping of the courses shall be treated as per the University academic calendar.

CHAPTER FIVE

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 ASSESSMENT AND EVALUATION

Article 80: General Provisions of Examinations

As a matter of general principle continuous assessment in the form of tests, reports,

assignments, presentations, etc. should be made for every module/course which shall count for
50% of the total module/course mark. The remaining 50% shall be allotted for a final exam at
the end of module/course. However, some discipline such as Medicine can set out their
general guidelines.

1. Examinations may be written, practical, oral, etc. depending on the nature of the
course. However, in those cases where examinations are conducted orally, a written
record of the student’s performance and the basis for the determination of grades shall
be kept by the instructor(s).

2. The number, type and schedule of exams or tests in a course are determined by the
modular/course team but shall be stated on the course outline/syllabus to be issued to
students at the beginning of the course.

3. A course outline/syllabus, as a matter of routine, shall include information on the

distribution of points/mark among various types of exams and other works in
percentage terms. A copy of the course outline shall be submitted to the academic
units at the beginning of each module/course.

4. Copies of all exams, tests and quizzes, along with their answer keys and marking
schemes, which go into the determination of a student’s final grade in a course, shall
be kept with the instructor for at least one year. However, copies of the periodic
exams along with their answer keys and marking schemes shall be deposited with the
academic unit within three days following the administration of the exams.

5. In those cases where a course is taught by the same instructor to more than one section
of students in the same program, examinations shall be of the same form and content.
The same scheme of grading shall also be employed.

6. A common examination paper shall be prepared in case where more than one
instructor teaches a course with the same title and ETCTS/credit hour to one or more
sections.

7. Where common examination(s) have to be given for a course(s) taught by more than
one module/course instructor, the academic unit that offers the course(s) shall ensure
that all instructors involved in the teaching of the course have reached an agreement on
the content of the exam(s). The academic unit that offer such courses shall work out

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 procedures by which reviews of exam questions for such courses will be carried out by
a full panel of instructors involved in the teaching of the courses. Instructors are
required to be present at meetings in which exam questions are reviewed and
determined for such courses.

8. Where common exams are given or, where more than one instructor teaches a course,
a panel of instructors shall work out a marking scheme and a copy shall be submitted
to the academic unit before the completion of marking.

9. Examination papers prepared by the instructor or a panel of instructors shall be

submitted to the module/course team for review and endorsement.

10. Final grades for all module courses shall be reviewed and endorsed by module/course
team.

11. Final grades shall be submitted by the instructor to the registrar and with a copy to the
head of the academic unit on duly signed official grade report form. This document
shall be prepared legibly with no alterations or erasures.

12. A copy of grade report sheets and minutes of the module/course team for all courses
shall be kept at the academic unit.

13. An official grade report form shall be filled out only by the instructor(s) who had
taught the course, set or participated in the setting of the exam questions and marked
the exam papers.

14. When, for reasons beyond control, the provisions of sub-article 13 of this Article
cannot be met, the setting of examinations and the marking of exam papers shall be
carried out by a qualified member of staff designated by the academic unit head.

15. In those cases where the head academic unit had to designate someone other than the
instructor who had taught the course to either set or mark the examination, the Head
shall forthwith present the case to the SC/DC for endorsement.

16. Students have the right to see their corrected exam papers.

17. Official grade report forms shall be prepared by the registrar and shall carry all the
names, ID numbers of students who have been on the official class list for the course.

18. Under no circumstances may students be allowed to handle grade report forms,
including forms on which grades have not been filled out.

19. Grades shall officially be announced to students by the registrar.

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 20. Academic unit must make sure that instructors on leave have submitted the grades of
students in their hand before departure.

Article 81: Periodic and Exit Examination

Students in the University shall sit for periodic/holistic and/or exit exams without prejudice to the
continuous assessments:

1. A student may sit for one of the two final/holistic exams to be administered consecutively
at an interval of two weeks at each time.

2. Students shall be registered for exit exam upon successful completion of all the modules
that may be required by the program.

3. Exit exam, if any, should be identified with course title & code.

4. The grade point of exit exam should not be included in the computation of either semester
or cumulative status of student.

5. The exit exam result shall be rated as Pass (P) or Fail (F) status.

6. Exit exam, if any, shall be given once in a year for graduating students and the period shall
be indicated in the academic calendar.

7. A student who failed the exit exam can repeat it twice but no special reexamination
schedule shall be arranged for failing students. The student shall be academically
dismissed for good if he fails for the third time.

Article 82: Administration of Examinations

1. The number of candidates sitting for an examination in every exam hall shall be
prepared in advance of the examination by the module/course team leader or delegate
and shall be handed over to the invigilators for purposes of checking attendance in the
exam, where students should present their ID cards for identification.

2. No student may be admitted into an exam hall 15 minutes after the beginning of the
examination. However, all examinations must start on time and no corrections and
other announcements made for students at the beginning of the exam shall be repeated.

3. No student may be allowed to leave an exam hall within 30 minutes of the beginning
of an examination and before signing the examination attendance sheet.

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 4. In the event that a student is forced to leave an exam hall for health reasons, and in so
far as the student is in a conscious and sound state of mind, the invigilator in
attendance shall inform the student of the fact that certification from any legally
established public medical institutions has to be obtained expeditiously to substantiate
the claim of sickness or illness.

5. Upon conclusion of an examination, the invigilator shall submit a report on the

conduct of the examination by completing a form prepared for the purpose. The report
shall be submitted to the head of the academic unit that offers the course.

Article 83: Violations of Examination Regulations

Any one of the following shall be interpreted as an act of cheating in an examination or any
other graded exercise and shall have direct consequences on the marking or grading of all
kinds of examination papers, term papers, project EtCTS or senior essays and for the
determination of academic status of students.

1.1 Found in possession and copying from pieces of paper or any other source of
information brought into an exam hall where such material is not specifically
permitted.

1.2 Working on or being found in possession of exam papers other than one’s own.

1.3 Exchanging information in the exam hall through oral, symbolic, written, and
electronic or (holding electronic devices) any other means where these are not
specifically permitted.

1.4 Making use of someone else’s work, or parts thereof, without acknowledging the
same and with deliberate intent to represent such material as one’s own.

1.5 Sitting on an examination in a course for which one has not been registered.

1.6 Taking an examination by proxy, i.e. through a secondary party.

1.7 Submitting a work or works for which it can clearly be established that the work or
part of it is not produced by the student claiming authorship or production.

1.8 Disorderly conduct in an exam hall, including refusal to accept and abide by
instructions given by the invigilator.

1.9 Copying or trying to copy from any other student or deliberately letting any
student copy from one’s exam paper.

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 1.10 Engaging in any other act that is deemed inappropriate to the smooth and fair
conduct of the examination.

1. Any one of the following shall be interpreted as intention to cheat in an exam or in any
other graded exercise, and shall have direct consequences on the marking and grading
of all kinds of examination papers, term papers, projEtCTS or senior essay and for the
determination of the academic status of students.

2.1. Being found with any kind of written material not officially permitted into the
exam hall in any form (on paper, on clothing, on body parts, etc.) or with
equipment and devices of all kinds such as cell phone that are not specifically
permitted.

2.2. Evading signature of attendance sheets in an examination or trying to leave

examination halls without submitting answer sheets in ways that could lead to
claiming absence from the hall.

2. An invigilator who apprehends a student in the act of cheating in an exam or exercise

shall forthwith inform the student that his/her behavior will be reported. The
invigilator shall also make as detailed and complete note of the incident(s) as possible
in preparation for this reporting. The invigilator shall collect all evidence of cheating
(copies of plagiarized material, scraps of smuggled papers, notebooks, exchanged
exam papers, prohibited devices, testimonies by other supervisors, etc.).

3. Where the act or intent of cheating has been committed in an exam hall, the instructor
or the invigilator shall sign on the exam paper and allow the student to continue to
work on the exam and report the case to the concerned academic unit.

4. Where the invigilator discovers evidence demonstrating that there was intent on the
part of the student to cheat but no clear evidence that the student has actually cheated,
the student shall be permitted to continue to work on the exam but shall be told that the
behavior will be reported. The invigilator shall collect all pieces of evidence on intent
to cheat in preparation for reporting.

5. All pieces of evidence on cheating or attempted cheating and reports in justification of

decisions made by the invigilators on the spot shall forthwith be submitted to the
course instructor who in turn shall present to the academic unit head in which the
student is enrolled.

6. The Head of the academic unit shall present the case to the SC/DC which shall
determine if there had indeed been a clear case of cheating or of intended cheating.

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 The SC/DC has the authority to seek additional evidence to reach a decision, including
one of requiring the candidate involved in the act of violation to testify.

7. In the event that the SC/DC finds a clear case of cheating, it shall decide and inform
the instructor of the course that the student obtains an “F” grade for the course/module.
For other disciplinary measures including warning or suspension for at least one
semester the case shall be forwarded to students’ discipline committee..

8. Where the incident of cheating has occurred for the first time in the course of a
student's stay in a particular program, the academic unit head shall warn the student in
writing and publicize the case within the campus.

9. A student who has been reported for cheating for the second time shall be suspended
for at least one academic year by the SC/DC. Any student who commits such an
offence for the third time while enrolled in a program shall be dismissed indefinitely.
Dismissal shall be recommended by the SC/DC and approval by the AVP.

10. Where a cheating incident or intent to cheat involves more than one student the
following procedure shall be followed:

11.1. If all students happen to be enrolled in the course in which the incident has
occurred they shall all be penalized in the same way and equally;

11.2. If any one of the students happens not to be enrolled in the course but happens
to be a student of another year in the same academic unit or in any other unit of
the University system, that student’s case shall be referred directly to the head
of the academic unit or AVP and the provisions sub-articles 10 & 11 of this
Article shall apply.

Article 84: Remarking of Examinations

1. General Provisions for Remarking

A student who is aggrieved by the grade obtained in a course shall have the right to petition
for remarking their exam paper on the basis of the conditions set forth hereunder.
1.1 The student has the right to see the results of their examination papers.

1.2 The petition shall be formally submitted to the head of academic unit within
the time frame set in the Academic Calendar.

1.3 The maximum number of courses that the student can apply for remarking
shall be only two at any one time. However, if the remarking result proved that
the complaint of the student was correct, the remarking shall not be counted

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 against the student in which case the student may apply for additional
remarking as the case may be even after the time frame set in the Academic
Calendar.

1.4 A grade obtained in remarking shall be final even if it is lower than the one
previously obtained.

Article 85: Re-marking Procedure

g) Each academic unit shall be in possession of the standard application form to be

filled out by students who petition for re-marking. Such forms shall require of the
student to specify the reasons for disputing the earned grade.

h) Upon receipt of the petition for remarking, the Head of the academic unit will,
after consulting with the instructor of the course, decide on whether or not there
exists a basis for granting the request and where the request is denied the student
shall be informed in writing the reasons for the denial.

i) If it is decided that a student's examination shall be re-marked, the Head academic

unit shall:

i. obtain all relevant exam papers and grade distribution scale employed by
the instructor;

ii. Obtain the answer sheets or papers written by the petitioning and other
students in the section to which the student belongs.

j) The Head of the academic unit shall then assign at least two Academic Staff
members who shall do the remarking separately and who, if necessary, may
consult with the instructor who originally did the marking and report separately to
the Head with a recommended grade.

k) The Head of the academic unit shall then decide what grade to give to the
student taking into consideration the grades given by the three Academic Staff
members.

l) The module/course team leaders submit the final result to the head in three
copies. The head then:

i. Signs and sends the hard and soft copy to the office of the Registrar;

ii. Signs and sends one copy to the Head of the academic unit concerned;
and

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 iii. Signs and sends one copy to the course instructor.

m) If, at the end of the remarking process, there is conviction beyond reasonable
doubt that the first marking was prejudicial to a particular student in ways that
prove that the instructor was deliberately intending on harming the student
academically, the head shall take up the matter through proper channels for
disciplinary action against the course instructor in question.

n) If a student, upon petitioning for remarking, had claimed that there might be
motives for which the instructor unfairly graded the student’s papers, and if,
upon the completion of remarking the paper, no evidence of unfairness is
found, the instructor concerned shall receive a letter from the Head of the
academic unit exonerating the student of any allegations.

o) The case of a student who had filed unfounded allegations against an instructor
in connection with the marking of examination papers shall be forwarded by
the module/course team leader which offers the course to the head of the
academic unit in which the student is enrolled for disciplinary measures.

Article 86: Make-up Examinations

1. Make-up examinations shall not be allowed for the purpose of raising grade point
averages. However, a student unable to sit for an examination for extenuating
circumstances, such as hospitalization or accidents, and therefore has an "I"
(incomplete) grade against a course may be allowed to sit for a make-up examination
in the course.

2. Any such student, or a person representing the student, shall submit in writing valid
and documented reasons for not having sat for the examination to the Head of the
academic unit within two weeks after the start of the subsequent semester.

3. If the makeup examination is pertinent to continuous assessment part of the course,

the case of the student can be decided by the instructor of the course and the head
before the final examination.

4. Where the SC/DC finds that the student did not have valid reasons for not sitting for
final examination, the "I" grade on the student's record shall be changed automatically
to "F", SANG/SGPA shall be calculated and the status of the student shall be
determined accordingly.

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 5. An actively enrolled non-graduating student who is allowed to sit for a make-up
examination shall normally register for the examination at the beginning of the
semester when the final examination in the course is next administered.

6. A non-graduating student who is not actively enrolled but allowed to sit for a make-up
examination shall apply and register for the examination at least one month (the dates
to be announced by the Registrar) before the final examination of the course is
scheduled to be administered.

7. A graduating student within the final semester who fails to sit for final examinations in
one or more courses for valid reasons shall be allowed to sit for make-up examination
within three weeks of the following regular semester. However, if such a student is in
the first semester of the final year, shall be allowed to sit for make-up examinations in
a maximum of two courses within three weeks of the following semester.

8. Notwithstanding sub-article 6 of this Article, a student who has three or more "I"
grades in a semester and is allowed to sit for a make-up examination shall, irrespective
of academic status, withdraw from the University for academic reasons and apply for
make-up exam as in Sub-Article 6 hereof. No SANG/SGPA shall be calculated and no
academic status shall be determined for such a student until the results of the make-up
examination are known.

9. A student who has less than three (one or two) "I" grades in a semester and who is
allowed to take a make-up examination may continue studies in subsequent semesters
if the student is in good academic standing. For such a student, average point shall be
calculated and academic status shall be determined based on the grades obtained and
excluding courses in which the "I" grades are registered. Such a student shall also
apply and sit for make-up examination in incomplete courses as in sub-Article 4
hereof.

10. A student who has less than three "I" grades but is not in a good academic standing is
subject to withdrawal and may apply for readmission and/or be treated as in sub article
6 of this article.

11. Any “I” grade not removed within a year as per the provisions of this Article shall be
converted to a “F” grade.

Article 87: Repeating Courses

1. A student who obtains a “F” grade in a course may repeat the course in consultation
with his/her academic advisor until the “F” grade is removed. However, if the student

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 does not remove an “F” grade after repeating twice and if such a course is not a major
course the SC/DC shall recommend an equivalent course.

2. A student who has been allowed to repeat a course based on an original “D” grade
cannot repeat the course more than twice unless it is required to remove the student’s
academic deficiency for graduation.

3. If a student repeating a course based on an original grade of “F” or “D” grade, scores
an “F”, the last “F” grade shall be final unless the student is allowed to take the course
again. Previous grade or grades of “F”, or “D” should be shown as cancelled on the
transcript to indicate that the course has been repeated; and the new grade shall be
included in the computation of the SANG/SGPA in the new reporting period.

4. Students repeating courses in which they scored “F” grades must register for the
course and carry out all academic activities pertaining to the course.

Article 88: Re-admissions

1. Without prejudice to the provisions of sub-article 2 and 3 of this Article, all re-admissions
shall be processed in accordance with the procedures laid down by the Senate.

2. Re-admission of students in good academic standing.

2.1 A student who, for reasons beyond control, discontinues studies may apply for
re-admission into the same program for any number of times provided that the
maximum duration of stay in the program, counted from the date of first
enrolment, has not expired or will not have expired before completion of the
program following re-admission. Such readmission shall be to the same
semester that the student discontinued studies. However, a student who has
80% attendance shall be readmitted before two weeks to the final exam.

2.2 Notwithstanding the provisions of sub-Article 1 of this Article, re-admission of

students in good standing is subject to availability of facilities and necessary
budgetary allocations.

2.3 In those cases where there had been curricular changes in a program, the
academic unit may require the readmitted student to take new courses that have
replaced those taken and passed prior. However, where there is an equivalent
course such shall be done for the student.

2.4 Upon re-admission of a student in good standing, the academic unit shall
supply a list of courses from which the student will be exempted and of new
courses substituting phased out courses to be taken.

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3. Re-admission of academically dismissed students.

3.1 A student may be readmitted after dismissal provided all of the following are
fulfilled:

a. The dismissal was not due to acts of violation that resulted in his/her
termination with the university;

b. The student may apply for re-admission at least after one semester
following withdrawal from the University except for CEP students who
may apply for readmission at any time;

c. Space is available in the program and there exists a likelihood that the
student will raise their grade point to the required level after removing
any deficiencies which should not take more than one year;

d. The maximum duration of stay in the program has not expired or is not
likely to expire before the completion of the remaining courses of study.

3.2 A dismissed regular student, who is re-admitted and allowed to repeat a course
or courses in a given semester, may be dismissed indefinitely, for not attaining
good academic standing upon determination of status. However, such students
may be admitted as new student into the CEP as per the rules and regulations
of CEP program.

4. A cut-off SANG/SGPA and/or a CANG/CGPA for readmission of an academically

dismissed student shall be as follows:

4.1. A first year student, dismissed at the end of the first semester with a SANG of
not less than 1.3 or SGPA of not less than 1.25 shall be readmitted.

4.2. A first year student dismissed at the end of the second semester with a CANG
of not less than 1.50 or CGPA of not less than 1.67 shall be readmitted.

4.3. A second year and above student dismissed at any semester with a CANG of
not less than 1.60 or CGPA of not less than 1.75 shall be readmitted.

4.4. Any readmitted student may be allowed to repeat courses in which the student
scored "<1.3 (D)” or "1 (F)" in both ETCTS and conventional system grades
with the approval of the student’s academic advisor/Head of academic unit.

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Article 89: Re-Examinations

1. Re-examinations shall be allowed for

1.1. A student in any year who may not have a possibility of repeating a course(s)
due to discontinuity of an academic program and/or

1.2. A graduating student.

2. The following shall be the conditions under which re-examination is to be granted:

2.1 The courses are those that the student had taken during the foregoing semesters
of the program;

2.2 The maximum number of courses shall be two for a graduating student and a
maximum of four for a student described under 1.1 above; and

2.3 The student’s CANG/CGPA must be such that when an input of minimum 1.7
or “C” grade on the course is made as a result of the re-examination, the
student qualifies for graduation or promotion,

f) During the student’s tenure at the University, a student can sit for re-
examination only twice in the same course and as per 1.1 and 1.2 of this
article.

g) any time during a study program

3. A student who fails in the final year essay or project shall be allowed to re-register for
the essay or project to have it completed during the subsequent semester.

4. Re-examination Grade

The grade obtained for re-exam shall be recorded for the subject. A grade in re-exam
should be indicated next to the cancelled original grade.

5. Time and Administration

a. Time

Re- examinations shall be administered any time within three weeks after the
commencement of the subsequent semester.

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 If the time of examination extends into the next period of training, students shall
be allowed temporary registration. Depending on the results, the registration
may be cancelled or retained as soon as the status is determined.

b. Administration

The Academic Unit Head, on behalf of the SC/DC, shall determine and notify re-
examines, set and announce dates of re-examinations to students and Academic
Staff within three days after beginning of the semester. The course/module
instructor shall submit to the Registrar the grades of students within two days of
the examination dates.

Article 90: Small Academic Deficiencies at the Completion of a Study Program

1. Condition:

1.1. The student has taken all the courses in the designated study program and has
completed the program of study unsatisfactorily.

1.2. The student has exhausted all entitlements (readmission, repeating of courses,
re-examination etc.).

1.3. The SC/DC has examined the academic files and proved beyond doubt that if
the student is given this last chance and scores a minimum of 1.7 or “C” in
each of the courses the student is allowed to repeat, the student can fulfill the
requirements for graduation.

2. A student who meets the above conditions (1.1 – 1.3) shall be allowed, as a privilege,
the following:

A student, who at the end of a study program, has a CANG of at least 1.65 or CGPA
of 1.95 shall be allowed to raise the CANG to >1.70 or CGPA to > 2.00 to graduate by
repeating a maximum of four courses (an equivalent of 18 ETCTS) over two
semesters.

Article 91: Waiver

Where peculiar hardship and unique reasons exist, the ASQAC may, at the request of the
concerned SC/DC, permit a waiver of course requirements for a particular student. The
SC/DC, in recommending a waiver of the course requirements for a particular student, shall
provide adequate justifications demonstrating existence of peculiar hardship and unique
reasons. There could be circumstances where waiver cannot at all be allowed such as major
area course(s).

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Article 92: Graduation with Distinction and Great Distinction

The following shall constitute the requirements for academic distinction upon graduation.

1. A student who, upon completion of the requirements for the baccalaureate degree, has
a CANG > 3.70 or CGPA > 3.75 shall graduate with Great Distinction. If the student
has CANG between 3.00 and 3.69 or CGPA between 3.25 and 3.74 the student shall
graduate with Distinction.

Article 93: The University Medal

The University Gold Medal is a prize awarded every year at the commencement exercise to
one outstanding regular student from each college/college. The award is made on the basis of
academic excellence, character, gender and participation in extra-curricular activities. The
SC/DC of each academic unit shall, each year, recommend to the Senate its outstanding
student for the latter’s approval.

CHAPTER SIX

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 ACADEMIC RULES AND REGULATIONS FOR GRADUATE STUDIES

Article 94: General Provisions on Graduate Program

1. Each academic unit may offer programs of study and research leading to the Master of
Arts (M.A.), the Master of Education (M.Ed.), the Master of Science (M.Sc.), Masters
of Law (LL.M), and similar other post-graduate degrees. The academic unit may also,
as conditions permit, offer such programs of study and research leading to PhD degrees
and post-graduate diplomas.

2. The academic units shall function through Department Graduate Committees (DGC).

3. All University-wide policies, rules and regulations shall mutatis mutandis apply to the
program.

4. Academic unit may run joint graduate programs in collaboration with other
universities until it develops the necessary capacity to run programs on its own and/or
complement each other for better competency of the graduates. In such cases special
procedures may be set to administer such programs in agreement with the
collaborating institution.

Article 95: The Department Graduate Committee (DGC)

There shall be established a Department Graduate Committee (DGC), hereinafter referred to as the
DGC.

1 Compositions and Term of Office.

1.1 The DGC shall be composed of the Department Head as Chairperson and at
least three staff members but not exceeding seven with the rank of Assistant
Professor or above to be elected by the SC/DC.

1.2 The term of service of elected members of the committee shall be three years.

1.3 A member shall be eligible for re-election.

2 Duties and Responsibilities

The DGCs shall:

2.1 supervise all activities of the programs;

2.2 approve status of the students, and review and endorse grades;

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 2.3 prepare periodic reports on its activities and submit the same to the academic
unit ;

2.4 recommend and/or approve a research adviser for each graduate student;

2.5 Recommend members of examining Board for thesis, dissertation and other
qualifying examinations for approval by the SC/DC;

2.6 review and approve thesis research proposals submitted by graduate students
under the supervision of their academic advisors;

2.7 oversee settings of entrance examinations and screen candidates and approve
for admission;

2.8 screen and assign graduate students eligible for teaching assistantship;

2.9 attend to all academic problems that concern the academic unit at graduate
studies level;

2.10 Suggest revision and amendment of policies, rules and regulations governing
graduate studies in the academic unit;

2.11 approve graduate program course offerings and thesis research proposals of
graduate students;

2.12 endorse proposals of the SC/DC concerning new graduate programs for
subsequent approval by the Senate and periodically assess and evaluate
existing ones;

2.19 accomplish all other duties assigned by the SC/DC and the University

2.23 Consider any matter entrusted to it by the Senate or the academic unit
head;

Article 96: Admission to the Graduate Program (AGP)

1. General Admission Provisions

1.1 A candidate who has a high scholastic standing, whose professional experience has
been superior and who has received good recommendations shall be given
priority for admission. Moreover, priorities in admission may be granted to
government sponsors as per the pressing need of the government.

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 1.2 The minimum intake of a Master program shall be ten students. However, the
optimum (minimum and maximum) number of students in the different
graduate programs shall be determined by the respective SC/DC taking into
consideration the number of staff, availability of space and demand for
training.

1.3 The academic unit may, from time to time, include additional admission
requirements in conformity with University rules and regulations. These may
be of general application or may pertain to specific programs of graduate
studies.

2. Admission Requirements for the Masters Programs

2.1 Academic Requirements

a. The applicant must have completed the academic requirements for the
Bachelors Degree in the specific/related field(s) of study at the University or
any other recognized institution of higher learning as recommended in the
respective curriculum.

a. The applicant must meet satisfactorily the selection criteria which may
include the entrance examination to be administered by the academic
units concerned. Foreign applicants may, in lieu of sitting for entrance
examination, submit results of GRE/TOEFL/IELTS or equivalent,
language proficiency examinations, for applicants whose undergraduate
medium of instruction is not English, etc.

2.2 Non-academic Requirements

a. Academic units may, for pedagogic reasons or special requirements of the

field of study, set appropriate age limits subject to the approval of ASQAC.

b. Academic units may also set appropriate work experience requirements

after obtaining the bachelors degree subject to the approval of the ASQAC.

2.3 The candidate must produce a minimum of two letters of recommendation from
undergraduate instructors, employers or professional Associates.

3. Provisional Admissions

Students admitted to a program from a field of specialization other than the intended
area of specialization will be required to take undergraduate courses which will be
determined by the SC/DC.

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 3.1 A student given provisional admission has to complete the prescribed courses
before being formally accepted as a regular graduate student. The performance
of the student in the prescribed undergraduate courses will not be considered
for SANG/SGPA and/or CANG/CGPA calculation but will appear on the
transcript.

3.2 The duration of the student's stay in the University as a provisionally admitted
student shall be determined by the Academic units concerned, but shall not
exceed one academic year.

3.3 A provisionally admitted student who has satisfactorily completed the prescribed
undergraduate courses shall be granted regular graduate student status.

3.4 A provisionally admitted student may, upon permission of the DGC, register for
and take graduate level courses as qualified.

3.5 Such a student must obtain a grade of at least C in the undergraduate courses taken
as prescribed in sub-article 3.3 of this Article.

4. Transfer of Postgraduate Students between Institutions

4.1 Qualified persons may apply for advanced standing admission which is determined
by the concerned DGC if applicants:

a. have successfully completed a minimum of one year of study in a similar

graduate program in another institution; and

b. Meet the special requirements of the program they are applying to.

4.2 Upon admission of such a student, the DGC shall determine the courses from
which the student is to be exempted.

Article 97: Enrollment and Registration at the GP

1. Application for admission into the graduate program is normally processed before the
beginning of each semester.

2. Every student of the PG must register at the beginning of each semester in order to keep
enrollment active. A student who fails to maintain continuous registration without
officially withdrawing from GP shall be considered to have dropped out. If such a
student wishes to resume studies, the student must apply in writing for readmission to
the GP. The program for a readmitted student shall be reassessed in terms of the rules
and regulations in force at the time of readmission.

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 3. The Academic units may provisionally register candidates, but such cases must be
presented within six weeks for approval by the DGC followed by official registration
if the admission is approved.

Article 98: Academic Status of Students

1. A full-time student in the Masters program is one who carries the normal load of 12 to
15 credit hours or 6 credit hours of thesis research work per semester. However, the
semester load of PhD student can be adjusted by the DGC without exceeding 12 credit
hours. A student carrying a full time program of study may be employed, within the
University or outside on a weekly basis, for not more than:

a. three hours of lecture; or

b. nine hours of tutorial; or

c. nine hours of laboratory work; or

d. The equivalent workload.

2. A part-time student in the GP is one who carries below the normal required load (not
more than 6 credit hours per semester).

Article 99: Program of Study at the GP

1. Within the general program of the academic units, candidates shall have their programs of
study approved by the DGC of the academic unit in which they are enrolled. The
program shall be based on thesis and course-work or course-work alone under special
conditions. The candidate shall study under a thesis advisor who may be assisted by a
co-advisor and/ or an advisory committee for the student if and when required. At
least one member of the committee should be nominated by the academic unit on its
behalf. The supervisor and the student advisory committee shall be approved by the
DGC.

2. The DGC shall present its program of graduate studies to the SC/DC which, after careful
consideration, shall present it to the ASQAC which in turn shall present it to the
Senate for approval before implementation.

3. The DGC determines credits for all course work and thesis, which is to be approved by the
ASQAC. One credit of study shall be one lecture hour or two to three hours of
laboratory/practical hours per week for a semester. Literature reviews, laboratory
reports, term papers, etc. (with/without presentation) shall normally be required for
each graduate course.

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Article 100: Credit Requirements and Course Load at the GP

1. A total of 12 to 15 credit hours per semester shall normally be regarded as typical full
load for a full-time Masters candidate for programs requiring thesis work, whereas a
minimum of 15 credit hours is required for non-thesis programs.

2. A total of 9 to 12 credit hours per semester shall normally be regarded as full load for
full time PhD candidate.

3. A total of six credit hours shall be allotted to Master Thesis and 12 credit hours for
PhD Dissertation.

4. Notwithstanding the provisions of sub-articles 1 and 2 hereof, the credit requirements

for candidates shall be determined by the SC/DC.

Article 101: Duration of Study at the GP

1. The Master's programs shall normally take two academic years for completion in all
academic units.

2. No Master candidate may anticipate finishing a program in less than one and a half
academic year.

3. A Master candidate may be allowed to continue for up to a maximum of four years if it

can be shown that the extension is required by force majeure and if it is recommended
by the DGC and SC/DC. Such extension of time shall be recommended by the DGC
and approved by the SC/DC every semester.

4. A Master candidate taking more than the normal two-year duration for completion of a
program shall fulfill the special conditions set forth by the SC/DC.
5. The PhD programs shall normally take three to four academic years for completion in all
academic units.

6. No PhD candidate may anticipate finishing a program in less than two academic years.

7. A PhD candidate may be allowed to continue for up to a maximum of six years if it can be
shown that the extension is required by force majeure and if it is recommended by the
DGC and SC/DC. Such extension of time shall be recommended by the DGC and
approved by the SC/DC every semester.

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Article 102: The Grading System at the GP

1. Examinations are graded on the following letter grading system with corresponding
points.

Raw Mark Letter Grade Grade Points

[95, 100) A+ 4.00

[90, 95) A 4.00

[85, 90) A- 3.75

[75, 80) B+ 3.50

[70, 75) B 3.00

[65, 70) B- 2.75

[58, 65) C+ 2.50

[50, 58) C 2.00

[40, 50) D 1.00

< 40 F 0.00

2. To complete courses in a program and graduate, a candidate needs to obtain a minimum

CGPA of 3.00 and a maximum of one “C” grade in all courses for Master and no “C”
grade for PhD candidate.

Article 103: Academic Probation and Dismissal at the GP

1. Probation is a discretionary decision to allow candidates who failed to score below the
required standards of the University to continue their studies. But, since the purpose of
probation is to facilitate the academic rehabilitation of such students, the decision is
made based on the validity of the reasons and considering other relevant circumstances
which are convincing that the student can academically raise himself to the required
level of academic achievement.

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2. At the end of each semester the DGC shall examine the case of each candidate who has
failed to maintain the minimum CGPA requirement of 3.00. The inquiry shall attempt
to determine why the candidate failed, and whether there is reason to believe the
candidate will meet the required academic standards in the future. A candidate may be
placed on discretionary probation if, as a result of this inquiry, it is determined that
valid reasons exist to explain and justify that academic failure can be removed and the
candidate can achieve the required academic standards at the time of graduation.

3. To the extent that inquiry into the cases of probation indicates, the DGC may attach
certain conditions to the granting of probation, which must then be met if the candidate
is to remain enrolled. These conditions may be restrictions designed to remove in
whole or in part the cause of academic failure.

4. When a candidate is placed on probation the candidate shall be notified by the head of
their status and what is expected of them by way of academic performance in the
future, the restrictions or requirements stipulated by the probation and the consequence
of failure to meet these conditions.

5. Probations are given if a student's semester GPA (SGPA) or cumulative GPA (CGPA)
fails below 3.00.

6. A first year graduate student is subject to dismissal without first being put on probation if
academic performance falls below 2.50 in the first semester results.

7. Any first year graduate student who achieves a first semester GPA (SGPA) between 2.50
and 3.00 shall be placed on probation by the DGC and any such student who had been
placed on probation shall be subject to dismissal if the student fails to achieve a
semester GPA of 3.00 in the next semester.

8. If a student (in sub-article 7 above) who had been placed on probation for the first time in
literature-based thesis programs, achieves a SGPA of 3.00 or above but still retains a
CGPA below 3.00, the DGC may place the student on final probation in the following
semester if it finds that there is reason to believe that the student will attain CGPA of
3.00 or above in the third semester.

9. For research-based thesis programs, if a student who had been placed on probation for the
first time achieves during the next semester, a SGPA of 3.00 or above but the CGPA
still falls below 3.00, the DGC may recommend such a student to repeat courses.

10. A student who had been placed twice on probation shall be dismissed for failing to
achieve a CGPA of 3.00 in the next semester.

11. Consecutive probations are given a maximum of two times.

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 12. No candidate subject to dismissal may expect discretionary probation as a matter of right.

Article 104: Repeating Courses at GP

1. Courses with "C" grades or lower may be repeated when the CGPA of the student is
less than 3.00 and if the student has more than one “C” in Master programs. For PhD
student all courses with “C” grades or lower shall be repeated.
2. The SC/DC, with the recommendation of the course instructor and the DGC, may
allow a student with a grade of “C” or lower to take re-exam, instead of repeating the
course, by assessing the overall performance or special conditions of the student on
individual basis.
3. A student may not repeat or take re-exam in a course more than twice unless it is
required for graduation.
4. The final grade for repeated courses or a course in which re-exam has been taken shall
be recorded and used for computation of CGPA.
5. A Master student is allowed to graduate with a minimum CGPA of 3.00 and only one
“C”. However, students having two “C+” shall be allowed to graduate as long as the
CGPA is not below 3.00.

Article 105: Withdrawal from and Readmission to the GP

1. Withdrawal

1.1. A student who wishes to withdraw from the GP must consult and explain any
reasons to their academic advisor. Any student who withdraws from GP must be
informed that the student must have reasonable grounds for withdrawal to be
granted readmission.

1.2. Unless there are compelling reasons, official withdrawal forms shall be
completed within 30 days of discontinuation of classes. A candidate who fails to
comply with this requirement shall not be eligible for readmission.

2. Readmission

2.1. A candidate in good academic standing who discontinues studies with good
reason may apply for readmission through the academic unit into the discontinued
semester.

2.2. A candidate suspended for disciplinary reasons qualifies for automatic registration
as soon as the student has served the term.

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2.3. A candidate may be readmitted only where the withdrawal is effected owing to
any of the reasons specified hereunder.

a. If the candidate cannot follow-up the program for medical reasons in which
case the health status shall be ascertained by a medical doctor.

b. If the University is unable to carry out the relevant program and advises the
candidate accordingly.

c. If the candidate is unable to continue due to force majeure other than those
outlined in (a) and (b) above.

2.4. A candidate who wishes to withdraw for reasons mentioned under 2.3 of this
Article shall petition the concerned DGC stating the justification for, and the
duration of, absence sought.

2.5. A candidate who has been dismissed for academic reasons may apply for
readmission on the following grounds:

a. if the student, at the end of the first semester, had obtained a SGPA of not
less than 2.00 .

b. if the student, at the end of second or third semester, had obtained a CGPA
of not less than 2.5 or 2.75, respectively.

2.6. No student who has been dismissed on academic grounds shall be readmitted
more than once regardless of transfer from other Universities.

2.7. A candidate who withdraws from the GP without the approval of the concerned
DGC as in 2.4 of this Article shall not be eligible for readmission.

2.8. Where withdrawal is effected with the approval of the concerned DGC, a copy
of the official withdrawal form submitted to the admission Officer shall be
accompanied by the minutes of the meeting of the DGC in which permission
for withdrawal is granted.

2.9. Withdrawal made with the approval of the concerned DGC does not imply
automatic readmission whenever it is sought. The length of absence and the
number of places available shall be taken into consideration.

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Article 106: Transfer from one Program to another in the GP

1. A graduate student registered in one graduate program may be allowed to transfer to

another program provided that the following requirements are fulfilled.

1.1. The candidate must have very good reason(s) for requesting the transfer.

1.2. The candidate must present a letter in support of the desired transfer from a sponsor
where applicable.

1.3. The candidate must have completed not more than one fourth of the originally
joined program (50% of the course work) .

1.4. The candidate must satisfy the academic requirements for admission into the
program to which transfer is sought.

1.5. Dismissed students may not be allowed to transfer.

1.6. The approval of the concerned DGC and SC/DC must be obtained.

2. Transfer of credits shall be determined by the academic units receiving the candidate.

Article 107: The Graduate Thesis

1. General Requirements

1.1. A thesis shall constitute an individual's effort in academic pursuits to identify and
analyze problems by applying sound methodology.

1.2. A thesis shall constitute a partial fulfillment of the requirement for the Master’s or
PhD Degree, except in a program where it is not required.

2. Selection and Approval of Thesis Topic

2.1. The topic for thesis work shall be selected in consultation with, and prior approval
of, the thesis advisor. The selection of thesis topic shall be on the basis of the broad
needs of the country and/or the priority areas of research topics as determined by the
concerned academic unit.

2.2. The topic of the thesis of each candidate shall be approved by the DGC as early as
possible as and not later than the time of the candidate's enrollment into the second
half of the program.

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3. Format of Thesis

The ASQAC shall issue detailed guidelines on Thesis preparation, format, deadlines,
etc.

4. Submission of Thesis

4.1. No candidate may be permitted to submit a thesis in less than one academic year from
the date of initial registration except with a special permission of the SC/DC.

4.2. A candidate may submit the thesis at any time during or after the last semester of course
work and no later than the end of the fourth semester after the initial registration with the
exception of candidates allowed for extended residency.

Procedures for Examination and Submission of Thesis

When a candidate, after conferring with the advisor, gives notice of readiness to submit a
thesis, the DGC shall appoint an examining Board and select an external examiner. The
external examiner should be decided in good time and obtain a copy of the thesis of the
candidate at least four weeks before the date set for the defense. The Board shall have a
minimum of three and a maximum of five members consisting of at least one other member
of the University. An external member of the examining Board shall be the external examiner
of the candidate whose decision shall play a major role in determining the fate of the thesis
defense. Normally, internal members of the examining Boards shall be drawn from the
advisory committee where this is already established. All members of the examining Board
will comment on all aspEtCTS of the thesis.

5. Thesis Evaluation and Rating

5.1. Evaluation

Based on the results of the open defense and assessment of the thesis by each member of
the Board of Examiners, the Thesis that is defended shall be evaluated as follows:

a. Accepted
The Thesis is

i. Accepted with no change,

ii. Accepted with minor changes to be made to the satisfaction of the advisor,
or

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 iii. Accepted with major modification to be made to the satisfaction of the
external examiner and the rest of the Board of Examiners. Under certain
circumstances the external examiner may delegate the Board of examiners

If a thesis requires substantial changes in substance, which are to be made to the

satisfaction of members of the examining Board or its designate, the examining
Board's report shall include a brief outline of the nature of the changes required
and indicate the time by which the changes are to be completed.

b. Rejected

A thesis shall be rejected if:

i) The work does not meet the required standards; or

ii) The work is plagiarized as judged by the examining Board; or

iii) The work has been already used to confer a degree from this or another
University. However, this shall not preclude the candidate from submitting
such work provided enough extra work has been done to expand the scope
and depth of the subject.

For modalities not mentioned in this sub-Article, separate guidelines shall be

issued by the CGS.

5.2. Thesis Rating

Name of the Candidate

Thesis Components Points

(a) Abstract ………………………………. _____ (5%)

(b) Materials and Methods ………………. _____ (15%)

(c) Literature Review ……………………. _____ (10%)

(d) Result and Discussion ……………….. (40%)

(e) Summary and Conclusion ………….… (10%)

Defense Examination

(a) Manner of presentation ………………. (5%)

(b) Confidence in the subject matter …….. (5%)

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(c) Ability of answering questions ………. (10%)

Total ______ (100%)

Evaluation result (Excellent (A), Very Good (B+), Good (B), Fair (C))

__________

Name of Examiner Signature Date

NB: The Grading scales of each rank are as follows

Rank (%)*

Excellent ≥ 85

Very Good 75 ≤ X < 85

Good 60 ≤ X < 75

Satisfactory 50 ≤ X < 60

Fail < 50

* Evaluation weight (%) = 0.5 x External examiner’s + 0.35 x Internal examiner’s +

0.15 x Chairperson

a) A Thesis that is defended and accepted may be rated "Excellent", "Very Good",
"Good" or "Satisfactory" which may appear on the transcript but will not be used
for calculation of the CGPA of the student.

b) A rejected thesis shall be rated "Fail".

5.3. Final Thesis

The candidate should correct the thesis in accordance with the decision of the
Board of Examiners and submit it to the Chairperson of the DGC. The DGC
should deliberate on the thesis and submit its recommendations to the SC/DC.
Then the academic unit will accept five copies of the typed final thesis, both in
electronic and hard copy, from the candidate and it will be verified by the DGC.

5.4. Publications

Normally a PhD graduate is expected to publish three articles in peer reviewed

journal from the result of the thesis work. However, no PhD candidate shall
graduate without publishing at least one article in peer reviewed journal.

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Article 108: Advisor ship

1. Selection of Advisor(s)

a) The DGC normally recommends the selected thesis advisor(s) to the SC/DC. The
Thesis advisor(s) shall be:

i. A full-time academic unit member with the academic rank of Assistant

Professor and above for Masters Program and Associate Professor and
above for PhD.
OR

ii. A person(s) outside of the University in the required area of

specialization with a PhD degree or MD with specialty who will be able
to submit a letter of commitment in advising the student and who will
be in the country at least for a year or more. In such cases, it will be
mandatory to have a co-advisor(s) from the University.

b) The advisor(s) will assist the student in planning the research work, monitor it
regularly, advises the student on how to publish, critically evaluate the draft
and final manuscripts.

c) The optimum number of students that an instructor can advise shall be determined
by the DGC taking into consideration the workload of the instructor, the
number of students in the academic unit, and other prevailing conditions.

Article 109: The External Examiner

Purpose

The purpose of having external examiners is to ensure that degrees awarded in similar subjEtCTS at
the University are comparable in standard with those awarded by other universities, though their
content does, of course, vary; and secondly, that the assessment system is fair.

Functions

The main function of the external examiner is to serve as a member of the Board of examiners a
determining role in examining and deciding the fate of the Thesis.

The external examiner shall also comment and give advice on course content, balance and structure.

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3. Selection and Appointment

3.1. Normally, one external examiner is required for each student/Thesis except
for PhD and Master Thesis in situations where the nature of the Thesis work
requires more than one external examiner.

3.2. The DGC selEtCTS external examiners and recommends to the SC/DC

3.3. Appointment is made by the head of the academic unit after the
recommendation of the DGC is approved by the SC/DC.

3.4. The program seeking the appointment for an external examiner should submit
to the SC/DC the biographical data including academic achievements,
publications, and experience as external examiner of the nominee.

3.5. In approving the nomination of an external examiner, the SC/DC shall

ascertain the following:

a. Only persons of seniority and experience who are able to command

authority are appointed and in all cases must have an academic rank of
at least Assistant Professor (or equivalent) for Masters and Associate
Professor (or equivalent) for PhD. Exceptions shall be approved by the
SC/DC on a case by case basis when presented to it by the concerned
DGC.

b. An external examiner in general must be external to the University.

c. Former staff members can be invited to become external examiners

unless the termination of service was due to discipline problem.

3.6. One external examiner should not be assigned per program for more than three
Theses at any one time.

3.7. External examiners from outside the higher education system, for example
from industry, research institutions, etc. may be selected when necessary.

Participation in Assessment Procedures

3.8. The views of an external examiner are particularly decisive in the case of
disagreement on the evaluation/rating of a particular unit of assessment.

3.9. The signature of the members of the Board of examiners shall be required as
evidence of their decision on the student’s thesis work.

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 3.10. External examiners are encouraged to comment on the assessment process and
the schemes for marking.

Discussion of Course Structure

Academic Units shall use the opportunities created by the visits of external examiners
to discuss the structure and content of the course and of the graduate program and the
assessment procedures. Any comments or suggestions made by the external
examiners shall be discussed by the academic unit and decisions shall be made
whether or not to accept the comments.

Reports

3.11. External examiners may make written confidential reports to the academic unit
head at the end of their visits. They are free to make any comments they wish,
including observation on teaching and course structure and content.

3.12. The head shall instruct the DGC to take action with respect to the comments.
The head has the responsibility to see to it that the recommendations are
considered and the proper measures are taken.

Article 110: Graduation and Award of Credentials to Graduate Students

A candidate who fulfils the requirements laid down in this Legislation shall be recommended
by the head of the academic unit on behalf of SC/DC to the University Senate, through the
Office of the Registrar, for the award of the appropriate credential.

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 CHAPTER SEVEN
REASERCH AND COMMUNITY SERVICISE CORE PROCESS

Article 111: Policy premises on research

- A teaching staff devotes 25% of its time for research and the research staff of the university
devotes 75% of their time for research and 25% for teaching.
- Research findings have to be disseminated through publication of books and periodicals,
presentation of occasional papers and participation in and conduct of seminars, symposia and
workshop.

Article 112: Initiating and conducting research

 A research proposal that requires funding shall be submitted to the college research and
publications committee (CRPC) for review and endorsement. Academic staff carrying out
research without the need for financial support shall notify their departments of such
activities;
 Proposal reviewed and endorsed by the CRPC shall be approved by the college dean on behalf
of the respective AC; and the dean/director send the proposals to RPO for further review.
 Where funds are sought from sources internal to the university, the proposal shall be
presented to the Research and Publication Office (RPO) for appropriate action. The CRPC
reserves the right to have the proposal reviewed by independent professional assessors
notwithstanding the provisions of sub 113.2 of this article
 Where funds are sought from sources external to the university, the proposal shall be
reviewed and approved by the RPO;
 The modalities for initiation, review, endorsement and approval of research proposals at the
various levels shall be issued in the form of guidelines by the research and publication
committee.

Article 113: Administration of research

 All researches are administered by RPO. The RPO, deans, institute directors and department
heads shall have the responsibility to implement the guidelines to be issued by the Senate or
the RPC;
 All researchers whose proposals have been approved and funded shall submit regular reports
to RPO in accordance with guidelines set by the RPC.
 The financial administration of research funds shall be governed by the existing financial
policy and procedure of the university and such other relevant guidelines as may be issued by
the RPO.

Article 114: Proprietary rights of research findings and research property

Without prejudice to the relevant provisions of Federal and/or State Laws and unless
otherwise expressly provided under individual research agreements, the university shall have

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 proprietary rights on research findings and/or products developed as per the relevant
provisions of this legislation.

Article 115: Research priorities

 Based on the thematic areas identified the RPO, colleges, colleges , departments, schools
and institutes shall set priorities of research within their respective spheres.
 In determining their research priorities, departments, schools, institutes and colleges,
colleges shall take into account, the needs and priorities of the country
 CRPC shall approve the research priorities of departments and put the decision to RPO for
final approval.
 Intercollege commissions may be setup to deal with multidisciplinary subjEtCTS.
 In the case of institutes, the board of advisors/directors shall give its advice on the research
priorities of the institute.
 CRPC and board of advisors of research institutes shall submit their decisions to the RPO.
 The University shall revise the thematic areas (priorities) every five years.

Article 116: Research and Community Service Committee (RCSC)

1. Membership:
Research and Community Service Committee shall have the following members:
1.1. Research and Community Service Core Process Vice President Chairperson
1.2. Student Service Director Member
1.3. Senate-elected heads of academic units (seven) Members
1.4. Two senior researchers designated by the Senate Members
1.5. Two representatives of teachers association Members
1.6. Research and Dissemination Director Member
1.7. Academic quality assurance director Member
1.8. Research and Community Service Director Member and Secretary
2. Duties and Responsibilities:
Research and Community Service Committee shall have the following duties and
responsibilities:
2.1. Formulates policies and strategies that foster research undertakings in line with
national research priorities and for the development of science and technology;
2.2. Formulates guidelines for the implementation of research policies and strategies of the
university;
2.3. Oversees coordination of research undertakings of the university in collaboration with
the academic units;
2.4. Assist each academic unit in its effort to solicit fund for research and community
service from sources in Ethiopia and/or abroad;
2.5. Establishes ethical clearance committee and follow up the duties of the committee
thereof;

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 2.6. Establish policies and procedures for visiting research scholars from other universities
who seek formal association in collaboration with and sponsorship by the Research and
Community Service Core Process Vice President;
2.7. Formulates policies and allocate funds for research and community service and
preparation of books, modules, online resource centers.
2.8. Establish and provides guidelines for technical committees which screen project
EtCTS when deemed necessary;
2.9. Suggests to the Senate feasible options including incentive mechanisms of
encouraging academic staff members to undertake research and community service and
teaching material preparation activities;
2.10. Reviews and recommends to the Senate the establishment and abandonment of
research stations;
2.11. Ensures that certain minimum standards are maintained by all publications of the
University;
2.12. Guide the research and dissemination director in designing and conducting training
workshops on research methods and research writing and preparation of teaching
materials;
2.13. Specify the calendar for submission of research proposals and research reports;
2.14. Monitors and evaluates the research and community service activities of the
University;
2.15. Determines its own rules and procedures within the framework of the University
Senate Legislation;
2.16. Perform any other pertinent duties given to it by the Senate.
2.17. Without prejudice to the provisions of this Article, the RCSC may adopt its own rules
of procedures;

Article 117: The College Research and Community Service Committee

The College Research and Publication Committee have five members who are elected by the
college’s AC from full time academic staff of the departments of the college.

Duties and Responsibilities

The Research and Publications Committee shall:

i) Work in cooperation with research and dissemination director of the

university to promote research and dissemination of research results;
ii) Specify priorities for research at the thematic area identified by the
university
iii) Implement the guidelines for the approval of research proposals;
iv) Specify the calendar as directed by the research and dissemination director
for submission of research proposals and research reports;

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 v) Select and propose the publication of outstanding researches, theses and
dissertations;
vi) Collaborate with research and dissemination committee of the university to
ensure the appropriate standard of publication.

Article 118: The Department Research and Community Service Committee

The Department Research and Publication Committee have five members who are elected by the
DAC of the department.

Duties and Responsibilities

The Research and Publications Committee of the department shall:

a) Work in cooperation with research and dissemination committee of the college to promote research
activities and dissemination of research results;
b) Specify priorities for research at the thematic areas of the university
c) Use the guidelines for the approval of research proposals;
d) Apply the calendar as directed by the research and dissemination director for submission of
research proposals and research reports;
e) Select and propose the publication of outstanding theses and dissertations;
f) Collaborate with research and dissemination committee of the college to ensure the appropriate
academic standard of publication.

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 CHAPTER EIGHT
MISCELLANEOUS PROVISIONS

Non-discriminatory Policy

Samara University stipulates that no person in the Federal Democratic Republic of Ethiopia shall, on
the grounds of race, color, sex, religion, age, ethnicity, handicap, or national origin, be excluded from
any benefits from the university or participation in, denied the benefit of, or otherwise be subjected to
discrimination under any program or activity conducted in the University or any of its several
departments now in existence or hereafter established.

Forgery and false statements

Notwithstanding civil and criminal liability under other applicable laws of the country, any member
of the university who has presented forged credential, document or who has willfully misrepresented
himself in written or verbal forms, shall be liable to disciplinary measures.

University rules and regulations inconsistent with this legislation

All university rules and regulations inconsistent with the provisions of this legislation shall not apply
on matters covered under this legislation

Power to issue guidelines

The president or his delegate may issue guidelines for the proper implementations of the provisions of
this legislation.

5. Obligation to comply

Any member of the university shall have the obligation to comply with the provisions of this
legislation.
6. All units of the university shall have the obligation to implement this legislation.

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7. Effective date

This revised legislation shall come into force as of this ………………day. …………….2013

Mohammed Usman (MA.)

President of Samara University

Chairperson of the University Senate

==========================THE END==========================

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