EVELYN HONE COLLEGE
OF APPLIED ARTS AND
COMMERCE
MANAGEMENT BOARD
STUDENT RULES AND GUIDELINES
2018 EDITION
FOREWORD
This rule book is an essential college document that will guide students in
terms of creating a conductive atmosphere for themselves as they interact with
the college community.
The book has been compiled by both lecturers, students and other
stakeholders rendering the book a credible piece of document, corporate
ownership. What is contained herein is a reflection of what students need in
this dynamic and fast changing, social, cultural and technological environment
technology world to guide them.
It is hoped that every student will read this book thoroughly and conduct
oneself within the confines of these guidelines. It is said, “ignorance of the law
is no defence”.” and therefore, find time to educate yourself on college life and
expectations.
Enjoy your stay at Evelyn Hone College and do not let this book gather dust on
your bookshelves.
Welcome and wish you a pleasant stay throughout your period of study.
Daniel Fwambo
Principal
January 2018
TABLE OF CONTENTS
PAGE
INTRODUCTION……………………………………………………………………………………… 1
DEFINITIONS………………………………………………………………………………………….. 1
REGISTRATION………………………………………………………………………………………. 2
PUNCTUALITY AND ATTENDANCE……………………………………………………………… 3
LEAVE OF ABSENCE………………………………………………………………………………… 3
VOLUNTARY WITHDRAWAL……………………………………………………………………… 3
STUDENT CONDUCT………………………………………………………………………………… 4
STUDENTS ACCOMMODATION…………………………………………………………………... 6
VISITORS………………………………………………………………………………………………. 8
FIRE PRECAUTION…………………………………………………………………………………... 8
LIBRARY……………………………………………………………………………………………….. 8
ACADEMIC PERFORMANCE………………………………………………………………………. 9
INFORMATION COMMUNICATION TECHNOLOGY (ICT)…………………………………… 10
STUDENTS UNION, CLUBS, ASSOCIATIONS AND ORGANISATIONS……………………… 11
SPORTS AND RECREATION……………………………………………………………………….. 12
STUDENTS DISCIPLINARY COMMITTEE………………………………………………………. 13
DISCIPLINARY PROCEDURE……………………………………………………………………… 14
DELIBERATIONS…………………………………………………………………………………….. 15
NOTICE OF ACTION TAKEN………………………………………………………………………. 16
APPEALS………………………………………………………………………………………………. 16
GRIEVANCE PROCEDURE…………………………………………………………………………. 18
1. INTRODUCTION
Student’s rules and guidelines are essential to guide the student
community. This document stipulates the students' obligations and code of
conduct. The College expects students to maintain sound moral and
appropriate behaviour and encourage courtesy and consideration of other
people. Staff and students share the responsibility of creating a conducive
institutional atmosphere. Any student who fails to observe the stipulated
rules and guidelines or to maintain acceptable behaviour will be subjected
to disciplinary action.
2. DEFINITIONS
The following terms and definitions will apply in this document:
Student Rules refers to the rules and guidelines stipulated in this
document.
Student refers to any person duly registered to undertake a course of study
offered by the College.
Accused student refers to any student charged with a violation of a student
rule.
Chairperson refers to the person authorized by Management to preside over
disciplinary hearings.
Charge refers to “A lawful statement issued by a competent authority to a
person deemed to have contravened any rule which may lead to a
disciplinary process against such person.
Complainant refers to any person who files a formal accusation or brings a
formal charge of violation of student rules.
Hearing refers to the process which provides an opportunity for an accused
student to respond to a specific charge/s.
Consent refers to clear, voluntary, and positive verbal or non-verbal
communication to parties involved in an activity or a person agreeing that
they have seen heard or agreed with what they are being told, hearing or
seeing without use of force or coercion on /or regarding an activity or event
Member of staff refers to any person employed by the College.
Investigation refers to the process of determining the validity of a
complaint.
Sanction refers to any restriction or penalty imposed by Management.
Disciplinary Committee refers to the body authorised by Management to
determine whether a violation of the student rules has been committed by
the accused student and recommend appropriate sanction/s.
College official body refers to any group of persons authorised by
Management to perform specified official functions.
College premises refers to the land, buildings, facilities, and other property
in the possession of or owned, leased, operated, supervised, used or
controlled by the College including adjacent streets and sidewalks.
Misconduct refers to intentionally or negligently subverting, contravening,
attempting or persuading any other person to contravene or subvert an
established student rule.
Gross misconduct refers to objectionable action that is willful and cannot
be described as a mistake or an act of negligence, which repudiates the
contractual relationship between the student and the College.
Riotous behaviour refers to violent, destructive, unruly and rebellious
actions or conduct.
Leave of absence refers to being away from class/college with permission.
3. REGISTRATION
3.1 Registration for new students starts on the date stated in the
acceptance letter/academic calendar.
3.2 Students should complete their registration before they start
attending classes.
3.3 Returning students should report for registration on the
opening day which will run for five (5) days. Thereafter, late
registration will continue for five (5) working days and will
attract a penalty.
3.4 The college reserves the right to register or de-register any
student after late registration. Fully signed registration
forms must be filed at registry.
3.5 Fully signed registration forms must be filed at registry.
3.6 Each student is required to ensure that all dues to the college
for tuition, lodging and any other fees are paid at the
appropriate time set by Management.
3.7 Failure to register, the student will be deemed de-registered.
3.8 Students proceeding for attachments must register before they
commence their attachment.
3.9 Returning students on distance learning should register on the
stated date and should finish their registration before accessing
learning materials.
3.10 Students are required to move with their College IDs at all
times.
Penalty: Denied access to College facilities.
3.11 Loss of a student identity card will attract a charge.
Penalty: Replacement of the lost ID card will be at the
prevailing cost.
4. PUNCTUALITY AND ATTENDANCE
4.1 Punctuality is essential to establishing good work habits
therefore time-tables should be adhered to at all times.
4.2 No admission to class after a lecture has started.
4.3 Students are expected to have 85% minimum attendance in
each subject per year.
Failure to meeting this minimum attendance will lead to a
student not being allowed to sit for examinations.
4.4 Management may call for an assembly at any time. Attendance
to such is compulsory.
5. LEAVE OF ABSENCE
5.1 Any absence without permission may be construed as
misconduct.
5.2 Absence from class for a period of 14 consecutive days without
approval will lead to de-registration.
5.3 Leave of absence from class not exceeding one day shall be
obtained from class tutor/HOS.
5.4 Leave of absence from the college shall be obtained from the
Dean of Students affairs in writing through the respective
schools.
6. VOLUNTARY WITHDRAWAL
6.1 A student may withdraw from the College with written
permission in the following circumstances:
6.1.1 Pregnancy
6.1.2 Ill-health
6.1.3 Financial constraints
6.1.4 Any other acceptable reason
NOTE: Management will acknowledge the intent to withdraw by the
student through writing and advise accordingly.
6.2 Application for re-admission will be done one full month before
the next academic year or applicable term/semester.
7. STUDENT CONDUCT
The College expects students to maintain sound moral and appropriate
behaviour and encourages courtesy and consideration of other people.
Staff and students share the responsibility of creating a conducive
institutional atmosphere.
7.1 Misconduct shall be cited if the student:
7.1.1 refuses or neglects to comply with lawful instructions
from any member of staff or acts contrary to such
instructions.
Penalty: Written warning or suspension not exceeding
one academic year.
7.1.2 steals or attempts to steal or engages in vandalism which
may result in destruction or damage of College property
or of any other person’s property.
Penalty: Suspension not exceeding one academic year
or a surcharge or expulsion as the disciplinary
committee may decide.
7.1.3 is found to be in possession of dangerous medicines or
substances without a medical prescription or is under the
influence of such substances or harbors any person in
possession of such medicines or substances.
Penalty: Suspension for at least one academic year or
expulsion or as the disciplinary committee may
decide.
7.1.4 brings or stores in College premises a firearm or other
dangerous weapons.
Penalty: Expulsion from College.
7.1.5 distributes or displays a banner, placard, pamphlet or any
material that is socially unacceptable in College premises
or tampers with any type of official notice.
Penalty: Suspension for at least one academic year or
as the disciplinary committee may decide
decide.
7.1.6 Places or affixes any materials
in any undesignated place(s).
Penalty: Cleaning or an equivalent surcharge of the
cost of cleaning.
7.1.7 behaves in a violent or disorderly way, including fighting.
Penalty: Expulsion from the College
7.1.8 insults or uses abusive language towards a member of
staff, fellow student(s) or any other person(s).
Penalty: Suspension not exceeding one academic year
or as the disciplinary committee may decide.
7.1.9 behaves in a manner that could be considered socially
unacceptable.
Penalty: Written warning or suspension not exceeding
one academic year.
7.1.10 throws litter in any undesignated place(s).
Penalty: clearing the litter and penalty fee as the
disciplinary committee may decide.
7.1.11 makes a public statement regarding College
policy/operations without prior permission from the Dean
of Students or any other authorised person(s)/ body.
Penalty: Suspension not exceeding one academic year
or as the disciplinary committee may decide.
7.1.12 publishes or assists in publishing false or
misleading statement(s) to any member of staff or
intentionally provides materially false information to
anyone about the College, member of staff or oneself.
Penalty: Suspension for at least one academic year or
as the disciplinary committee may decide.
7.1.13 behaves in a way that disrupts the process of the
smooth running of the College.
Penalty: Written warning or suspension not exceeding
one academic year or as the disciplinary committee
may decide.
7.1.14 engages in riotous behavior.
Penalty: Suspension for at least one academic year,
expulsion or as the disciplinary committee may
decide.
7.1.15 defrauds the College or any other organisation or
any other person in any form.
Penalty: Expulsion from the College.
7.1.16 impersonation or assists impersonation of a
student, member of staff or any other College official.
Penalty: Expulsion from College
7.1.17 use of mobile phones, laptops, tablets or any other
such electronic gadgets during class lessons without the
lecturer’s /Instructor’s permission.
Penalty: Suspension from class for 3 consecutive
lessons in the particular subject and/or confiscation
of the gadget(s).
7.1.18 engages in any form of sexual harassment or abuse.
Penalty: Suspension not exceeding one academic year.
7.1.19 rapes or coerces any person in a sexual act.
Penalty: Expulsion from College.
8. STUDENT ACCOMMODATION
8.1 HOSTEL REGULATIONS
The College provides limited accommodation and students must
apply for it. Students (including those in extension studies)
wishing to be accommodated in the College hostels must apply
and Management reserves the right to allocate bed spaces.
Students are responsible for securing all personal property in
the hostels and the College is not responsible for any loss of
personal property. Students that report any mischief in the
hostels/study rooms may be rewarded accordingly if the case is
proven.
Pets are not allowed in the hostels.
8.1.1 Change of hostel/study room without written permission
from the Dean of Students.
Penalty: Loss of bed space for one academic year.
8.1.2 Unreported loss of keys and/or damage to mortice locks
and/or handing in incorrect keys.
Penalty: Loss of bed space for one academic year.
8.1.3 Moving furniture or fittings from the hostels’ common
rooms, study rooms, kitchen, canteens etc. without prior
authority from the Dean of Students.
Penalty: Loss of bed space for one academic year or
eviction from hostel accommodation.
8.1.4 Keeping a baby and nanny in any undesignated hostel
during residential school without prior written permission
from the Dean of Students is not allowed.
Penalty: Eviction from the hostel accommodation.
8.1.5 Loss or damage to College property in the hostels.
Penalty: Replacement of damaged items or surcharge
of equivalent cost and loss of bed space.
8.1.6 Pinning or pasting of pictures/posters on undesignated
points in the hostels.
Penalty: Cleaning/painting the space or eviction from
the hostel ac-accommodation for a repeat offence.
8.1.7 Mounting of structures in the hostels or anywhere in the
College premises.
Penalty: Demolition at owner’s cost and eviction from
hostel ac-accommodation.
8.1.8 Failure to maintain cleanliness in the hostels to
acceptable standards of hygiene.
Penalty: Cleaning of the affected premises.
8.1.9 Cooking in undesignated places in the hostels.
Penalty: Suspension from the hostels for one
academic year and confiscation of the cooking
appliance.
8.1.10 Playing loud music, shouting or making noise in the
hostels.
Penalty: Eviction from hostel accommodation.
8.1.11 Subletting a study room or sharing of a bed space
with another person.
Penalty: Suspension of offenders for one academic
year.
8.1.12 Failure to return all College property and keys to
study rooms to the Dean of Students/Matrons/Patrons at
the end of each term/semester.
Penalty: Loss of bed space.
8.1.13 Unauthorised occupation of hostels during
vacation.
Penalty: Suspension of offenders for one academic
year.
8.1.14 Occupation/retention of bed space after completion
of study.
Penalty: Immediate eviction from the hostel and
surcharge.
8.1.15 Unauthorised fitting or replacing any property in
the hostel.
Penalty: Loss of bed space.
8.1.16 Using a hostel study room for commercial purposes.
Penalty: Loss of bed space, surcharge and confiscation
of equipment.
8.1.17 Payment of lodging fees and claiming of bed space
without actually occupying the bed space.
Penalty: Loss of bed space.
8.1.18 Bringing of personal mattresses in the College
without permission.
Penalty: Forfeiture of the mattress to College
8.1.19 Failure to register personal appliances with the
security (for screening) at entry and exit times.
Penalty: Confiscation of property until valid proof is
provided.
8.1.20 A student repeating a course and who is
accommodated shall forfeit the bed space and shall be
eligible to re-apply upon re-admission.
8.1.21 A re-directed student who was accommodated may
re-apply for accommodation upon return to the College.
8.2 HOSTEL ACCOMMODATION DURING RECESS
The following procedure and regulations shall apply;
8.2.1 Students with academic projects who will remain on
campus without full recommendation from the respective
schools and approval by the Dean of Students.
Penalty: Loss of bed space and immediate eviction.
8.2.2 No student shall be allowed to remain in the hostels
during recess except those stipulated under clause 8.2.1.
Penalty: Loss of bed space.
9. VISITORS
9.1 No visitor shall be allowed to spend a night in the students’
hostels.
Penalty: Eviction from hostel accommodation.
9.2 No student is allowed to cohabit in the hostels/study rooms.
Penalty: Suspension for one academic year and loss of bed
space.
All visitors entering the college premises shall be screened and registered
by Security.
10. FIRE PRECAUTION
10.1 All students shall undergo scheduled and regular fire safety
drills.
10.2 In order to prevent fire accidents, all illegal electrical
connections are prohibited.
10.3 Cooking shall only be done in the designated places.
Penalty: Confiscation of items/appliances and loss of bed
space.
11. LIBRARY
The attending library staff reserves the right of admission at any time.
Students shall comply with current library rules. Breach of the current
library rules will attract a charge according to the offence. Please note that
food, water and drinks will not be allowed in the library.
11.1 Library membership is compulsory to all students. Students
however will produce student identity cards to gain access the
library at all times.
11.2 The library and its immediate environment is a serene area.
Noise in any form is NOT permitted.
Penalty: Confiscation of Library ID for one month.
11.3 Stealing of library materials is an offence.
11.4 Penalty: Expulsion from the College.
11.5 Inappropriate use of cell phones in the library is prohibited. The
phone should be on silent mode.
Penalty: Confiscation of ID for a period of one month or a
fee will be charged to the student as approved by
management from time to time.
11.6 Any student who loses any library materials.
Penalty: Replacement of lost material or charged at a
replacing cost.
11.7 Mutilation in any form of any library material constitutes a
serious College offence and will attract a penalty.
Penalty: Replacement of lost material or charged at a
replacing cost.
11.8 Overdue books will attract a penalty.
Penalty: Fee will be charged to the student as approved by
management from time to time.
11.9 At the end of every term/semester all students shall be cleared
from the college Library.
Penalty: Those students who are graduating will not be
allowed to graduate until all library dues have been settled.
The returning students will not be allowed to access the
Library for the first one (1) month of the term. Playing
games on Library computers is prohibited.
Penalty: Any person found playing games will be sent away.
11.10 Surfing on obscene (Unpalatable) sites is not permitted.
Penalty: Any user found accessing such sites shall be
removed from the Library and shall be blacklisted).
11.11 Installing any external software on the College Library
computers is not allowed.
Penalty: Eviction from the Library. Further action to be
determined by the College ICT Policy.
11.12 Book(s) suspected and proved to belong to other institutions
and not correctly issued shall be confiscated and returned to
the rightful owner(s) at the cost of the bearer of the book(s).
Penalty: Written Warning or as the disciplinary Committee
may decide.
12. ACADEMIC PERFORMANCE
A student shall only progress to the next level of their course of study upon
satisfying the progression regulations for their course.
12.1 Plagiarism/copying is an offence.
Penalty: Nullification of the assessment
12.2 Students should comply with the dress code applicable to their
course of study.
Penalty: Removal from class for the duration of the
lecture/training session.
12.3 No student will be allowed in class after the lesson has started.
Unauthorised use of cell phones during lessons is prohibited in
class.
Penalty: Suspension from class for 3 consecutive lessons in
the particular subject and/or confiscation of the gadget(s).
12.4 Use of false documents to gain admission into the College.
Penalty: The student shall be deregistered.
12.5 Change of course without authorisation from Management.
Penalty: The student shall be de-registered and no refund
will be paid.
12.6 Missing continuous assessment without appropriate
documentation/permission.
Penalty: The student shall not be graded for that particular
assessment.
12.7 All students must comply with the existing College Examination
rules and regulations.
Penalty: As determined by the Policy.
12.8 A student must have 85% attendance for a term/semester in
order to proceed with the course.
Penalty: De-registration.
13. INFORMATION COMMUNICATION TECHNOLOGY (ICT)
13.1 No student shall circulate, access, or encourage access to
materials which are obscene or extremely violent and libelous
through the ICT infrastructure.
Penalty: Blocked from the system/suspension for one
academic year or as the committee may decide.
13.2 All students to comply with the computer laboratory rules stuck
on notice boards.
Penalty: Fee will be charged to the student as approved by
Management from time to time.
13.3 Removing of hardware parts from computers is not allowed and
wasting of resources is prohibited.
Penalty: Suspension not exceeding one academic year or a
surcharge or expulsion or as the Disciplinary Committee
may decide.
13.4 Students are responsible for logging in and out of any College
System and must keep their passwords, access codes, or any
other means of gaining access to any system and data held in
computers securely.
Penalty: Written warning or Suspension for one academic
year.
13.5 Any malicious damage attached to particular login details, the
account holder will be held responsible.
Penalty: Written warning or Suspension or as the
Disciplinary committee may decide
13.6 Students are not allowed to upgrade, configure, install or repair
any College ICT infrastructure without authorisation.
Penalty: Written warning or Suspension from college for one
academic year.
13.7 No food or drinks are allowed in the computer laboratory.
Penalty: Warning or suspension from the computer
laboratory for a term/semester.
13.8 Stealing of any ICT equipment/components is an offense.
Penalty: Expulsion from the college.
13.9 Students are not allowed to play games on the College
computers.
Penalty: Written warning.
13.10 Connecting of unauthorised devices to College network, devices
not being a personal computer, tablet and smart phones.
13.11 Penalty: Written warning or Suspension from college for one
academic year.
13.12 Access to College computers or data which is not authorised.
Penalty: Written warning or Suspension from college for one
academic year.
14 STUDENTS UNION, CLUBS, ASSOCIATIONS AND ORGANISATIONS
The Students Union plays a significant role in the life of the institution
and all students are automatically members, who must play an active
role in helping and supporting its progressive activities. All students are
free to join or form a club or association of their choice. The Dean of
students on behalf of Management reserves the right to deregister any
club or association that acts contrary to the standing orders or contrary
to the college interests.
14.1 Failure by the Students Union to comply with official guidance
from the College Management.
Penalty: Warning or suspension or as disciplinary
committee may decide.
14.2 Failure by the Students Union to report any activities they
undertake to the Dean of Students.
Penalty: Warning or suspension or as disciplinary
committee may decide.
14.3 Acts such as the following will constitute misconduct on the
part of the Union:
i. Fraud;
ii. Organising rallies, demonstrations, picketing or protests
without the Dean of Students permission;
iii. iii. Undertaking unauthorised income generating
activities.
iv. iv. Attending meetings organised outside college without
permission from the Dean of Students;
v. v. Failure to account for funds.
vi. vi. Misrepresenting the college policy to the outside
community.
Penalty: Expulsion or as the disciplinary committee may
decide.
14.4 Failure to notify the Dean of Students about meetings and
submit minutes to the Dean of Students.
Penalty: Warning or as disciplinary committee may decide.
14.5 All clubs/Associations/ Societies shall be registered by the
Dean of Students upon provision of a constitution. All
amendments to their Constitution shall be communicated to the
Dean of Students.
14.6 Penalty: De-registration.
14.7 All clubs should affiliate to the Students Union and pay the
prescribed subscription fees.
Penalty: dissolution.
14.8 Any charges initiated by the Students Union should be
approved by Management.
Penalty: Warning or as disciplinary committee may decide.
14.9 Formation of Association/ Societies/Clubs should be
coordinated by Professional bodies in liaison with the Dean of
Students.
Penalty: Warning or as disciplinary committee may decide.
14.10All Associations should submit their activity plans to the Dean
of Students.
Penalty: Warning or as disciplinary committee may decide.
15 SPORTS AND RECREATION
15.1 Consumption of alcohol and prohibited drugs and substances
during any sports or recreation activities and while travelling.
Penalty: The student shall be suspended for one academic
year.
15.2 Failing to return all sports kit and equipment within 48 hours to
the Sports Committee Chairperson at the end of each sporting
activities.
Penalty: The actual cost for replacement of the sports kit
and equipment and the student shall serve a suspension for
a semester/term from the sporting activities or as the
Disciplinary Committee may decide.
15.3 Organising any functions of entertainment nature or sport on or
outside campus which has had no prior written permission of
the Dean of Students.
Penalty: In the case of a club/association/society, the
students, involved shall be charged as the Disciplinary
Committee may decide.
15.4 Fraudulent activities/soliciting by any student or
club/association/society for funds or engaging in any
fundraising activity within or outside the campus using the
name of the College without prior written permission from the
Dean of Students.
Penalty: Expulsion or as the Disciplinary Committee may
decide.
15.5 Using psychotropic substances or performance enhancing drugs
or alcohol at all sports events is prohibited.
Penalty: The student shall be suspended from the college
for one year and barred from participations in sports for the
duration of the study programme.
15.6 Student desertion (willfully abandoning of sports event without
consent or justification from sports officer) while out on games.
Penalty: The student shall be barred from participations in
sporting activities for one academic year or as the
Disciplinary Committee may decide.
15.7 Failure to obey the instructions while attending games or
neglecting formal instructions.
Penalty: Written warning or suspension not exceeding one
academic year.
15.8 Failure to surrender Prizes awarded after sporting activities to
the College.
Penalty: Warning or as Disciplinary Committee may decide.
16 STUDENT DISCIPLINARY COMMITTEE
16.1 Composition of the Disciplinary Committee
The Student Disciplinary Committee shall be as follows:
• The Vice Principal
• The Dean of Students.
• Three (3) Heads of Departments/Schools appointed by the
Vice Principal.
• One Students’ Union Representative. (The representative
shall make submissions to the committee but shall not
take part in passing the verdict)
16.2 Functions of the Disciplinary Committee
The Student Disciplinary Committee shall:
• investigate alleged misconduct;
• hear charges of misconduct against students; and
• administer appropriate disciplinary action.
17 DISCIPLINARY PROCEDURE
17.1 INITIATION OF CHARGES
17.1.1 Review of allegations; the office of the Dean of Students
will review the allegations concerning the violations of the
Student Rules and select the appropriate charges to be
considered, if any.
17.1.2 Charge Letter: The office of the Dean of Students will
issue a charge letter which shall inform the accused
student of the approximate date, time, place and type of
incident, as well as of the section(s) of the Student Rules
that have allegedly been violated.
17.1.3 Notice of Charge: The Dean of Students shall prior to
the date of the hearing give the accused student(s) at
least three (3) working days’ written notice of the date,
time and place appointed for appearance before the
Student Disciplinary Committee, together with a
statement stipulating a charge and particulars of the
alleged offence. Within the three (3) days the student(s)
shall be expected to exculpate themselves in writing.
17.2 THE HEARING
17.2.1A hearing may proceed regardless of the failure by the
accused student to appear, as long as the accused
student has been properly notified of the hearing at least
3 working days prior to the hearing.
17.2.2The Chairperson of the Disciplinary Committee will
ensure that a quorum is formed before a hearing is
convened.
17.2.3The accused student may challenge the objectivity of any
voting member of the Disciplinary Committee. Such a
challenge must be based on a prior relationship that may
result in substantial bias.
• In the event of such a challenge, the Disciplinary
Committee will meet in executive session without
the challenged member to determine whether the
challenged member may continue to serve on the
committee.
• The complaint, charges, and any pre-hearing
investigation are summarised by the Dean of
Students and made available to all Disciplinary
Committee members.
• The charge will be read out to the accused
student by the charging officer and the accused
student will be asked whether he/she
understands the charge or not.
• The accused student will be asked whether
he/she is guilty or not guilty of the alleged
charge(s).
▪ If the student agrees to the charge, the
Disciplinary Committee may move into
mitigation before sanctioning.
▪ If the student denies the alleged charges,
the Disciplinary Committee may then
invite witnesses to testify.
• The accused student is invited to provide a
narrative description of the alleged incident.
• If further information is deemed necessary, the
Disciplinary Committee may adjourn the hearing in
order to pursue such inquiries.
18 DELIBERATIONS
• All testimonies provided will be reviewed by the Disciplinary
Committee to determine whether the accused student’s conduct
constitutes violation.
• If violation is found, the committee may review the accused
student’s disciplinary history and make further deliberations.
• The appropriate action(s) will then be determined as guided by
the Student Rule Book.
• The decision of the Disciplinary Committee will be a consensus
determined by the magnitude of the evidence.
19 NOTICE OF ACTION TAKEN
• A letter stipulating the action taken will be issued to the student.
• If a sanction is imposed, the letter will include a statement of the
accused student’s right to appeal to the Vice Principal’s office
within five (5) working days from the date of notice of action.
• Sponsors/Guardians of the accused student(s) will be notified of
any disciplinary sanction(s) imposed on the accused student.
20 APPEALS
Should the aggrieved student desire to appeal the decision of the
Disciplinary Committee, the student may submit a signed statement of
appeal within five (5) working days to the Principal. The Principal will review
the appeal and constitutes an Appeals Committee.
20.1 COMPOSITION OF THE APPEALS COMMITTEE
The Student Appeals Committee shall be as follows:
• The Principal.
• Two (2) senior Managers of the College Management.
• Two (2) Heads of Department/School who was not part of the
Disciplinary Committee.
• One Students’ Union Representative. (The representative shall
make submissions to the committee but shall not take part
in passing the verdict).
20.2 FUNCTIONS OF THE APPEALS COMMITTEE
The Appeals Committee shall review the decisions of the
Disciplinary Committee on the basis of the following:
20.2.1 Grounds for Appeal. Appeals are not new hearings. The
appellant must base the appeal exclusively on one or
more of the grounds below:
• The hearing was not conducted fairly or in
conformity with prescribed procedures. The
appellant must show that any alleged bias or
deviation from these Student Disciplinary
Procedures is likely to have adversely affected the
outcome of the original hearing.
• Any sanctions imposed by the Disciplinary
Committee were not appropriate for the violation(s)
for which the student was found guilty.
• New, substantive information, sufficient to alter the
decision, exists and was clearly not available at the
time of the original hearing.
20.2.2 Notice of Appeal
The student must submit a notice of appeal in writing to
the Principal’s office within five (5) working days of the
original decision. The notice should specify the grounds
for appeal.
20.2.3 Sanction Held in Abeyance Pending Appeal.
The effective date of any sanction will be held in
abeyance automatically during the period in which an
appeal may be filed and until the Disciplinary Committee
reaches a decision on any appeal filed; however, the
Disciplinary Committee has the right to retain certain
conditions or restrictions.
20.3 THE APPEAL HEARING
• The hearing of any appeal will be scheduled by the
Principal. The Principal will notify the appellant of the
date, time, and place of the hearing in writing at least five
(5) working days prior to the hearing.
• The appellant will present a brief statement detailing
his/her rationale for appeal.
20.4 DELIBERATIONS
If one of the three grounds for appeal has been met, the Appeals
Committee may:
• uphold the action, at which time the matter will be
considered final and binding upon all involved.
• reverse the decision of the Disciplinary Committee and
dismiss the case.
• impose a lesser or stiffer sanction based on information
presented during the appeal process.
20.5 NOTICE OF ACTION TAKEN
A letter stipulating the action taken will be issued to the student
within 14 working days from the date following the close of the
appeal hearing.
21 GRIEVANCE PROCEDURE
The purpose of this procedure is to provide students an opportunity to
resolve grievances such as discrimination or inappropriate application to a
student of any rules or policies of the College. It is the intent of this
procedure that student grievances are resolved, in the section or
department/school where they arise.
A student who desires to resolve a grievance may initiate the resolution
process by the following steps:
21.1 THE INFORMAL PROCESS
The aggrieved student is encouraged to discuss the grievance
informally with the person who is the source of the grievance or their
supervisor. However, depending on the gravity of the grievance the
student may initiate the formal process directly.
• If the grievance is resolved by the parties, the matter is
deemed closed.
• If the grievance is not resolved at this level, the student may
request an informal review by one of the following designated
college officials:
▪ The Class Tutor/HOP if the source of the complaint is
another student;
▪ Head of Department (HOD)/Head of School (HOS) if the
source of the complaint is a college employee.
• The Class Tutor/Head of Program (HOP)/HOD/HOS may
choose to convene the parties involved in an effort to resolve
the grievance during the informal process.
If the grievance is not resolved at this level the student may
initiate the formal grievance procedure.
21.2 THEFORMAL PROCESS
• The formal grievance process begins when a written
complaint is submitted to the Dean of Students.
• The Dean of Students shall investigate the complaint, and
shall, if necessary, meet with the aggrieved student and the
person who is the source of the grievance.
• Any of the parties involved in the grievance may bring a
witness.
• The Dean of Student will provide a written response to the
aggrieved student and the person who is the source of
grievance within five (5) working days of the meeting or
receipt of the written complaint.
• If the grievance is not resolved at this level the student may
initiate the formal grievance procedure.
