REF: 1/8/12

Revised Students’ Rules and Regulations

Ignorance of the rules and regulations contained in this

document is no excuse

8th February, 2011

PREFACE

The process of reviewing the non-academic part of the students’ rules

and regulations was commissioned by University of Malawi Senate in
December 2007 after it had observed that some of the non-academic
rules were lacking and that there was general laxity and disobedience in
the general behaviour of students in the University of Malawi.

The preceding issue was presented to Senate, which subsequently asked

Deans’ of Students’ to work together with Assistant Registrars (Student
Welfare) to review the students’ rules and regulations. The exercise was
finally carried out through a cost sharing arrangement between the
University Office and the constituent colleges of the University of Malawi.
The review workshop took place from 19th to 21st January, 2009 at
Nkopola Lodge in Mangochi.

i
ACKNOWLEDGEMENTS

The Chairperson of the Taskforce for the review of students’ Rules and
Regulations and on behalf of the Taskforce would like to thank the
University of Malawi Management and the University Community in
general for their constructive input towards the production of “Revised
Students’ Rules and Regulations’’.

College management should also be applauded for their support in

funding their staff members and students to attend the meeting in
Mangochi.

Special thanks should also go to the members who participated in the

review process and the Secretariat for coordinating the same.

The Committee would also be failing its duties if it does not recognize the
support that it received from Mrs. Upile Mwanadali, Secretary to Dean of
Students Chancellor College for her secretarial expertise during the initial
meeting that took place in Mangochi and Mr. A.D.U. Chinombo for finally
putting up the final draft document together.

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________________________________________________________________________________

CONTENTS
_________________________________________________________
Page
Acknowledgements…………………………………………………………………...…... iii
Acronyms, Abbreviations and Definitions……………..………………………....…. vi
Vice Chancellor’s Foreword……………………………………………………….…….. 1
Introduction……………………………………………………………………................ 2
Implementation of the Rules and Regulations..………………………..………..…. 2
Amendment…………………………………………………………………….………..…. 3
Registration…………………………………………………………………….….……….. 3
Duration of Programmes……………………………………………...……….………… 4
Financial Contribution and Other Payments……………………………..………… 4
Residence………………………………………………………………………............…. 5
Visitors to Halls of Residence…..………….……………………............……..……. 6
Residence During Vacation………..……….………………..…………….…….……. 7
Safety in the Halls of Residence…………….…………………………………..…….. 7
Hall Representatives…………..………..………………………….............……….…. 8
Matrons/Wardens…………….…………..……………………..……………….……… 8
Dean of Students……………………………………………………………….…………. 8
General Security……………………………………………………………………….….. 9
Dining Hall………………………………………………………………………..…….….. 9
Meals for visitors…………………….………..……………………………………….…. 10
Classrooms……………………………………………………………………………….…. 10
Absence from College……………………………………………………..…...……….... 11
Students Health and Safety………………………………………………….……….... 11
Insurance for Students…………………………………………..………………………. 12
Exclusions to Health Insurance….…………………………………….……………… 12
Death of a Student/Student Relations……………………………………..………… 12
Institutional Policies…………………………………………………………..……….…. 13
HIV and AIDS…………………………………………………………......................... 13
Alcohol………………………….……………………………………………….………..… 15
Harassment…………………………………………………………….…………………. 16
Remedies………………………………………………..…………………….………….. 16
Procedure…………………………………………………..………………………….….. 17
Confidentiality……………………………………………….……………………….… 17
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Channels of Communication……………………………………………………..….… 18
Publications…………………………………………………………………...............… 18
Request for University Transport……………………………………………….…..…. 19
Conduct and Behaviour…………………………………………………..…….…….…. 21
Students Protest and Demonstrations……………………………………….………. 23
Students Disciplinary Committee…………………………………………….…….…. 23
Procedures of Students Disciplinary Committees…….…………………............. 24
Rules and Procedures in Disciplinary Proceedings……………………..…….…... 24
Clearance……………………………………………………………………………….…… 26
College Students Union…………………………………………………………….….… 26
Clubs and Societies…………………………………………………………………....…. 26
Special Regulations by Colleges………………………………………….................. 27
Conditions for Withdrawal………………………………….………………………..…. 27
Pregnancy…………………………………………………....…………....................... 27
Illness………………………………………………..……………….…………………….. 28
Financial……………………………………………..….…………………………………. 28
Voluntary…………………………………………………..………………………………. 28
Readmission of Students…………………………………………….………………….. 28
Disciplinary Measures………………………………………………..………………….. 29
Warnings and Reprimands…………………………………………………………….. 29
Restitution…………………………………………………………………………………. 30
Withdrawal from Halls of Residence…………………………….......................... 30
Forfeiture…………………………………………………………………………………… 30
Suspension…………………………………………………………………………………. 30
Dismissal from College………………………………………………………………….. 30
Re-admission after suspension………………………………………………………... 30

Appendices……………………………………………………………………………….... 31
Residency Agreement Form
Transport Request Form

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ACRONYMS, ABBREVIATIONS

The acronyms, abbreviations and definitions provided herein are only

applicable to this document.

AIDS : Acquired Immune Deficiency Syndrome.

HIV : Human Immunodeficiency Virus.
STD : Sexually Transmitted Grades
UMSU: University of Malawi Students’ Union.
UNIMED: University of Malawi Medical Scheme

v
UNIVERSITY OF MALAWI - STUDENTS’ RULES AND REGULATIONS

1. VICE CHANCELLOR’S FOREWORD

The University is a public institution having special responsibility for

providing instruction in higher education, for advancing knowledge
through scholarship and research, and for providing related services to
the community. As a centre for learning, the University has the
obligation to maintain conditions conducive to the freedom of enquiry
and expression to the maximum degree compatible with the orderly
conduct of its functions. For these purposes, the University is governed
by the rules, regulations, procedures, policies, and standards of conduct
that safeguard its functions and protect the rights and freedoms of all
members of the academic community.

Admission to the University carries with it the presumption that students

will conduct themselves as responsible members of the academic
community. As a condition of enrolment, all students assume
responsibility to observe standards of conduct that will contribute to the
pursuit of academic goals and to the welfare of the academic community.

Students shall at all times practise high standards of academic and

professional honesty and integrity; respect the rights, privileges, and
property of other members of the academic community and visitors to
the campus. Students should also refrain from any conduct that would
interfere with University functions or endanger the health, welfare, or
safety of other persons; complying with the rules, regulations,
procedures, policies, standards of conduct, and orders of the University
and its colleges, schools, and departments.

Dr. Emmanuel Fabiano

VICE CHANCELLOR

1
DEFINITIONS

College: constituent college of the University of Malawi as defined by the

University Act.

Controlled Substance: drugs or chemicals whose manufacturing,

possession and use are regulated by law.

Defamation: communication of a false statement about a person to a

third party where the statement has the effect of lowering the public
reputation of the former or causing him or her to be shunned and
avoided by others.

Harassment: includes unwelcome conduct whether verbal, physical or

visual, based on a person’s race, colour, sex, national origin, religion,
disability, age, or any other basis prohibited by law; which has the effect
of interfering unreasonably with that person’s work or academic
performance, or creating an intimidating, offensive, or hostile
environment.

Publication: the distribution of text or images through any medium,

including paper and the placing of content on a public notice board or
website, or in a magazine, newsletter and any like item in order to make
the content publicly known.

Sero-positive: state in which a person is found infected after a blood

test, showing immunological evidence of infection, either current or
previous, with a specific bacterium, virus, or other agent.

Sexual Harassment: this includes but is not limited to: unwelcome or

unwanted sexual advances, requests for sexual favours, and other
verbal, physical, or visual conduct of a sexual nature when submission
to such conduct is made, explicitly or implicitly, a term or condition of
the education, academic evaluation, or other participation in the
University or College community by a member of that community; or
such conduct has the purpose or effect of unreasonable interference with
work or academic performance or creates an intimidating, hostile, or
offensive work or academic environment.

Minor: Any persons who is aged below 18 years.

Orientation Week: This is the week in which academic and

administrative staff members brief all new students on the different
courses offered with possible subject combinations and the facilities and
services that are offered by the College and the University.

2
2. INTRODUCTION

Every registered student who has been admitted to the University of

Malawi is bound by these regulations as prescribed and amended by the
University Council from time to time.

Order is essential for the smooth running of any institution or

organisation. To ensure that there is order, specific rules and regulations
are necessary. Students’ Rules and Regulations are designed to ensure
that all students have an enabling environment to successfully complete
their studies; and that individuals’ fundamental rights and freedoms
shall at all times be respected and protected as enshrined in the
Constitution of the Republic of Malawi.

With mutual understanding and consideration by all members of the

University community, the framework of rules and regulations can only
assist in completing the educational process and molding the students
into good citizens. Students are expected to adhere to these rules and
regulations, and as a general principle to conduct themselves at all times
whether in college or away from it in a manner that would promote the
good name of students themselves and above all the good reputation of
the University.

3. IMPLEMENTATION OF THE RULES

The University Officers charged with the administration of these rules

shall at all times seek to implement the rules and the spirit of the
University Act and will in particular have regard to the following
principles:

3.1. The University is a society in which high standards of communal

life must be established and maintained for the benefit of both
present and future members of the University.

3.2. A high level of personal integrity and a developed sense of

responsibility towards others are as important to the University
as outstanding scholastic achievements.

3.3. A proper concern for the reputation of the University and what it
stands for makes it incumbent upon its members to live decent
and orderly lives.

3.4. Individual or collective actions by members of the University that

constitute a breach of these rules shall be subject to disciplinary
action notwithstanding that the motive or goal of such action
was justifiable in the belief of such members.

3.5. A College of the University may prescribe rules that apply to

students of that College but where there is conflict between any
3
 such rule or regulation and any regulation prescribed by the
University, the latter shall prevail. Any student or group of
students who violates any rule or regulation prescribed by the
University or, where applicable, by any College of the University
shall be liable to disciplinary action and, where appropriate,
criminal prosecution. .

4. AMENDMENT

4.1 These Regulations may be amended from time to time at the

discretion of the University.

4.2 The posting of notice of any amendment of these Regulations on

official notice boards of the University and colleges of the
University shall constitute proper and sufficient notice to all
students of the University of the Amendment in question.

5. REGISTRATION

5.1. Every continuing student of the University of Malawi and every

new student of the Polytechnic shall register within a period of
14 days from the first day of each semester.

5.2. Every new student intending to register for admission to

Chancellor College, Bunda College, College of Medicine and
Kamuzu College of Nursing shall register immediately after the
period designated for Orientation.

5.3. Orientation shall be held within the first two weeks of each
academic year and the duration of the Orientation period shall
be determined by each college from time to time.

5.4. Any student, who fails to register contrary to regulation 5.1 and
5.2, may register upon paying a late registration fee prescribed
by Senate from time to time provided the registration is done not
later than 14 days from the last day of the designated
Orientation period.

5.5. Any student who fails to pay his or her financial contribution,
fees or any other fees as provided under Regulation 7 of these
Regulations shall not be permitted to register.

5.6. Every student whose financial contributions or fees are paid

through any loan schemes or scholarship shall be required to
provide proof of the loan or scholarship approval to the
University before registration.

5.7. Any new students who, for valid reasons, is unable to take up his
or her place at the University in a particular year may request
4
 the College to which he or she was selected to reserve his or her
place by submitting the request to the respective college not later
than 14 days from the first day of the first semester of the
academic year in which the student was expected to register.

5.8. A place reserved under Regulation 5.7 shall be reserved for a

maximum of one year unless, due to exceptional circumstances,
the period may be extended by the college to which the student
was selected.

5.9. Any student who does not take up his or her place until the
expiry of the reservation period shall be required to file in a new
application for admission into the University which will be
considered on the basis of the University Selection Criteria
applicable at that time.

5.10. A student shall not change the name by which he or she is

initially registered unless they provide official written
documentation indicating that the change of name was effected
in accordance with the law governing change of names in
Malawi.

5.11. The University reserves the right to withhold registration of any

student if it has reason to believe that the true identity of such
student cannot be established or verified.

5.12. Every student shall, upon registration, be issued with a

registration number which he or she shall use for identification
for the duration of their studies in the University.

5.13. No student shall be permitted to attend any lecture, seminar,

tutorial, laboratory session or any other academic activity before
he or she is registered in accordance with these Regulations.

6. DURATION OF PROGRAMMES

6.1 All University programmes shall be completed within a specified

period of time prescribed by Senate.

6.2 The Principal of any college of the University shall authorise the
de-registration of any student who fails to complete their
programme of study within the period prescribed in Regulation 6.1
or permit the student to restart the programme.

7. FINANCIAL CONTRIBUTION AND OTHER PAYMENTS

7.1. All students shall, prior to registration, pay non-refundable

financial contribution and fees, which shall include contribution

5
 towards medical insurance and whose amount shall be
prescribed by the University from time to time.

7.2. All students shall pay a Students' Union fee and any other fees
as may be prescribed by the University from time to time.

7.3. No student shall receive any student allowance unless the

sponsor of the relevant loan or scholarship has made payment of
the same in full to the University.

7.4. Every student has a personal responsibility to seek and secure

his or her own sponsorship and the University is not obliged to
assist the student in that regard.

8. RESIDENCE

8.1. All halls of residence are the property of the University of Malawi
and the University has the prerogative to allocate any room to
any student as it sees fit.

8.2. The University reserves the right of admission to the Halls of

Residence and may inspect them at any time.

8.3. The University reserves the right to expel from his/her room any
student who abuses or misuses a room in any Hall of Residence.

8.4. Every student shall complete a residency agreement form before

occupying the room and the form shall also be used as a basis
for clearance at the end of each year.

8.5. Any student who suffers injury, loss, discomfort or any other
adverse consequence resulting from the conduct of any other
student which infringes these Regulations should report the
matter to the hall representative and, if the problem still
persists, the Matron, Warden, Assistant Registrar (Student
Welfare) or the Dean of Students.

8.6. Every student except those admitted on non-residential basis

shall remain in residence for the full duration of the semester
unless he or she is withdrawn from the Halls of Residence.

8.7. Any student who is allocated college accommodation shall not be

permitted to accommodate any other person in the allocated
accommodation or to sublet the whole or any part of the
students’ Halls of Residence for financial consideration or
otherwise.

6
8.8. No student shall be permitted to store or use any illegal drugs or
any weapons, including firearms, in the Halls of Residence and
any part of any campus of the University.

8.9. No student shall consume any liquor in any Hall of Residence

and respective Colleges shall prescribe additional regulations
governing the sale and consumption of alcohol and the operation
of pubs on their respective campuses and any other premises
under their control.

8.10. Every student shall at all times ensure that lights, irons,
heaters, any naked flames and any device or substance that may
reasonably be expected to pose a fire hazard is switched off,
extinguished or otherwise disabled immediately after use and
not left unattended at any time.

8.11. Candles shall be used in Halls of Residence and other College

buildings only in cases of power blackouts and should be blown-
off immediately after power supply is restored.

8.12. All students have an obligation to care for all University

facilities and shall be liable to compensate the University in full
for any damage or loss caused to University property. Damage
caused to rooms or facilities in the room shall be presumed to
have been caused by the resident to whom such a room has
been allocated unless the contrary is proved. Where two
students share a room, responsibility for any damage or loss
caused shall be shared equally between the two unless there is
clear evidence that only one of them caused the damage or loss.

8.13. Students traveling on official duties shall be accommodated at

the constituent College of the University of Malawi nearest to the
place where the duties in question are to be executed, unless
provided otherwise.

8.14. No student shall hold a party in any hall of residence and no

part of any other college building or facilities may be used for a
party unless this is specifically permitted in writing by the
Registrar of the college in question.

Visitors to Halls of Residence

8.15. No student shall host any person of the opposite sex in a room
in any Hall of Residence at any time between 10.00 pm and
10.00 am.

8.16. No person other than College official visitors and students from
constituent Colleges for whom prior permission from the

7
 Registrar has been granted may spend a night in any hall or
residence.

8.17. Every student shall be responsible for informing his or her

guests of University Rules and Regulations and will be held
accountable for any breach of the regulations or other
inappropriate conduct by their visitors.

Residence during Vacation

8.18. No student shall be permitted to reside in halls of residence of

any College during the period between the end of one semester
and the beginning of the next unless such residence is required
to enable the student, as part of the academic programme for
which he or she is registered, to carry out or take part in specific
tasks recommended by the relevant Head of Department and
approved by the Principal of the college in question or his
nominee.

8.19. Any student who is permitted to reside in a hall of residence in

the period between semesters in accordance with Regulation
8.19 shall be bound by these regulations.

Health and Safety in Halls of Residence

8.20. Every student, member of staff, visitor or any other person is

prohibited from undertaking any action that would endanger the
health, safety or personal security of other people in or around
any Hall of residence of any college of the University including:

i. Possession of dangerous materials such as firearms,

fireworks, chemicals, explosives, or potentially lethal weapons.

ii. Unauthorized entry by any person into a room other than the
room to which he or she is allocated.

iii. Unauthorized possession of keys or campus identification

cards or misuse of any campus locking or identification
systems.

iv. Occupation of the roof of any campus building.

v. Connection of any equipment or appliance to an electrical

supply in contravention of normal and reasonable safety
standards.

vi. Use of immersion heaters on the University campus.

8
 vi. Use of any appliance which draws more than one kilowatt of
electrical power.

Hall Representatives

8.21. Every hall of residence of any college of the University shall have
a Hall Representative.

8.22. A Hall Representative shall be elected by the residents of each

hall of residence and shall have the responsibility to coordinate
activities pertaining to the general welfare, domestic relations
and discipline among students in the Halls of Residence and to
represent the residents of his or her hall of residence in their
contact with the college administration and other stakeholders.

The Matron/Wardens

8.23. Every college campus shall have a Matron and Wardens whose
mandate shall be to oversee activities in the Halls of Residence
and discharge specific duties which shall include, but not be
limited to those related to the following areas of student life:

i. General welfare

ii. Discipline

iii. Domestic relations between and among students in the hall

iv. Awareness of who to approach on specific issues including

academic matters.

9. DEAN OF STUDENTS

9.1. Every college of the University shall have a Dean of Students

who shall have the mandate to promote and oversee the
welfare of students in the respective college to which he or
she is assigned in coordination and liaison with other
officers of the college, including the Registrar, Wardens,
Clinic Personnel and the Chaplain.

9.2. The Dean of Students shall have the following specific duties:

i. Counseling students.

ii. Providing academic support services to students;

iii. Liaising with employers on career and placement services

available to students;

9
 iv. Registering students’ clubs, societies and associations in
collaboration with the college students’ unions.

v. Advising students on available financial aid schemes.

vi. Assisting students experiencing emergencies and social and

health problems, including by providing assistance to
students with disabilities and facilitating the provision of
services to students with serious medical and health
conditions.

vii. Advising students, any groups or student organization on

recreational activities.

viii. Working with the Administration on matters relating to

accommodation and housing of students.

ix. Coordinating programmes dealing with student exchanges.

x. Liaising on relationship between alumni and colleges.

xi. Making available to University community and society data

regarding student’s growth and development as well as data
on student demographics in liaison with the Registrar.

xii. Providing consultation to faculty and administration on a

wide range of issues pertaining to students.

xiii. Performing any other duties incidental to the duties

enumerated above.

9.3. Every student has the right to have direct access to the office of
Dean of Students

10. IDENTIFICATION CARDS

10.1. Students, members of staff of the university and any person

performing services for the University on the premises of any
college of the University shall wear Identity Cards at all the times
when on college campuses.

11. DINING HALL

11.1. A college may provide cutlery to its students.

11.2. Food, crockery and other items issued to any person by the
College and furniture or any equipment belonging to the dining
hall shall not be taken out of the dining hall except where prior
permission has been obtained from the Registrar.
10
 11.3. The University shall provide a menu which may be accessed by
arranging with a representative of the catering service provider
but such menu may be modified by the College at any time
provided that any such modification shall be communicated to a
representative of the Students Union before such changes are
effected.

11.4. Every college shall have a Catering Committee responsible for

discussing matters relating to students’ catering. The Committee
shall comprise the College Registrar or his Representative, the
Dean of Students, the College Finance Officer, a Representative
of the provider of catering services for the time being, the College
Stores and Purchasing Officer and two representatives of the
Students Union of the College.

11.5. No student or any other person may cook or take meals in Halls
of Residence except where facilities for the same have not been
provided by the college.

11.6. No student or any other person shall or attempt to take food in a

student dining hall unless he or she is entitled to do so.

11.7. No student or any other person shall use, or attempt to use any
student dining hall meal card or coupon other than his or her
own when obtaining a meal unless authorised to do so by the
catering service provider.

11.8. No person shall be permitted to consume any alcohol or smoke

inside the dining hall of any college.

11.9. No student or other person other than members of the Catering

Committee or members of the kitchen staff shall enter the
kitchen.

Meals for visitors

11.10. No visitor of any student shall be provided with meals by the

college unless prior booking in writing and payment for the meal
has been made to the Registrar.

12. CLASSROOMS

12.1. All users of lecture rooms and any like places shall leave the
rooms in good order after use.

12.2. No person shall remove any furniture or any other college

property from any lecture room, laboratory, library, lecture
theaters or any like places.

11
 12.3. Every student shall switch off any mobile phone or other
telecommunication device in his or her possession during the
course of any lecture, laboratory session, seminar, tutorial or
other academic activity.

12.4. No person shall use any specialized rooms, including

laboratories, audiovisual rooms, studios and any like rooms
without prior permission from the relevant Head of Department.

12.5. No student or group of students shall use any college room used
for academic activities for extracurricular activities without prior
permission from the Registrar.

12.6. Every user of any college room shall ensure that lights, fans and
any electronic equipment or device is switched off prior to
leaving the room.

13. ABSENCE FROM COLLEGE

13.1. Every student who wishes to leave the College campus for a
continuous period of 24 hours or more shall obtain prior
permission from the Registrar who shall issue such permission
only if he or she is satisfied that the purpose of such absence is
a reasonable one, that the student's work will not be adversely
affected by the absence and that the period of absence shall not
exceed 14 days within any given semester.

14. GENERAL HEALTH AND SAFETY

14.1. The University shall endeavour to:

i. provide and maintain a safe learning environment by

implementing structures and programmes to ensure that
hazards to Health and Safety are identified in a systematic
manner and timely acted on;

ii. provide fire prevention and safety training to all staff and
students;

iii. comply with the requirements of all laws governing occupational

health and safety;

iv. take proactive measures to ensure responsible environmental

management on its premises;

v. ensure that contractors undertake their duties in a safe and

responsible manner.

14.2. In addition to the foregoing:

12
 i. All new students shall undergo medical examination at the
college clinic as arranged by the College Administration.

ii. Every student shall, during the course of the semester, seek
medical assistance from the college clinic prior to seeking
medical treatment from any other medical and no student shall
seek treatment from a service provider other than the college
clinic except with prior approval of the college clinic as guided
by any applicable medical aid scheme.

iii. Hospitalisation of any students shall be done according to the

cover provided by UNIMED.

15. INSURANCE FOR STUDENTS

15.1. The University provides very limited burglary and fire cover on
students’ property during the course of the semester but such
cover does not extend to damage or loss caused through
negligence.

15.2. The University Administration shall from time to time prescribe

the maximum claimable value under any insurance cover
provided by any college of the University of Malawi.

15.3. Any property left unattended in any part of the premises of any
college of the University is left at the owner’s risk.

15.4. Any property left in any college hall of residence or other college
during the period between the end of one semester and the
beginning of the next is left at the owner’s risk.

15.5. The college and any of its security service providers shall not
cover damage or loss to personal computers, radios and any like
items.

15.6. The University shall facilitate the provision of private medical

aid or insurance cover to students traveling on official trips.

15.7. Locally registered students shall be required to have health

insurance and the premium will be included in their academic
fees as determined by Senate from time to time.

15.8. The University shall provide medical insurance to cover

students only where such students participate in sporting
activities on behalf of the University or any of its colleges.

13
Exclusions to Health Insurance

15.9. All exclusions shall apply as provided by the health insurer

from time to time.

16. DEATH OF STUDENT/STUDENT’S RELATIONS

16.1. The provisions contained in this section confer privileges not

entitlements.

16.2. All funeral arrangements relating to the death of a student

during the course of the semester shall be made in liaison with
the family of the deceased.

16.3. In the event of death of a student while in academic session,

the College may, at the discretion of management and in liaison
with the family, provide a standard coffin to carry the remains
of the deceased to his or her home as indicated on his or her
student registration form and all lectures, seminars, tutorials,
laboratory sessions and other academic activities on the
campus of the college in which the deceased was registered
shall be suspended for the day on which the death occurs.

16.4. In the event of death of a student while in academic session, the

College may, at the discretion of the College Administration,
provide transport to a limited number of students to accompany
the body of the deceased on its repatriation to his or her home.

16.5. If a student dies during the period for examinations, the College
administration may, at its discretion, postpone some
examinations to a later date in order to enable students who
wish to attend the funeral to do so.

16.6. When a student dies during recess, the college in which he was
registered shall not bear any responsibility for any
arrangements or costs in relation to the funeral of the deceased
student.

16.7. The college may organize a memorial ceremony for a deceased

student provided that such ceremony shall be held in liaison
with the family of the deceased and at a time that does not
coincide with the class timetable.

16.8. Every students escorting the remains of a deceased student or

attending the funeral of a deceased student shall not engage in
any conduct that brings the University or any of its colleges into
disrepute.

14
17. INSTITUTIONAL POLICIES

This section covers general regulations and institutional polices not

covered in the other sections of this Handbook. It is important to note
that students should read and become familiar with all sections of this
handbook, as they will be held responsible for violations of any policies.

HIV AND AIDS

University of Malawi recognises the growing epidemic of human immune

deficiency virus (HIV) infection at the global, national, and local levels. It
is prudent, therefore, for the University to adopt policies and practises
that presume the possibility of HIV presence. Specific safeguards are felt
to be important for sero-positive individuals. These safeguards, listed
below, are built primarily around issues of confidentiality and non-
discrimination.

17.1. The University of Malawi has an HIV and AIDS Policy and all
students are encouraged to access it from the library and the
College HIV and AIDS chairperson.

17.2. No student shall be denied enrolment on the basis of HIV

infection.

17.3. HIV infection shall not be used as a reason to restrict

participation in any College educational, recreational, social or
athletic activity.

17.4. Testing for sero-positivity shall not be a requirement for

admission into or employment by the University of any of its
colleges.

17.5. Individuals, who are sero-positive, whether or not symptomatic,

shall not be denied free and unrestricted access to all College
facilities, programmes, and events unless stipulated otherwise
by qualified medical personnel.

17.6. No individual shall be denied access to residential housing or be

otherwise isolated, restricted, or segregated on the basis of his
sero-positivity.

17.7. The Clinic of each college of the University shall be available to

provide to students and members of staff HIV diagnostic
services, free voluntary counselling and testing, support
counseling for students living with HIV/AIDS and appropriate
referrals for HIV antibody testing; Provided that all such
involvement with the clinic in questions as well as any
information shared or generated by its guidance will be kept
strictly confidential unless required by law to be reported.
15
 17.8. Individuals who know that they are sero-positive are
encouraged, though not required, to discuss their condition
with the Clinic staff for purposes of proper medical care and
follow-up.

17.9. Any individual concerned about HIV or HIV-related issues may

seek personal counseling and assistance through the Clinic’s
Counseling Centre.

17.10. In accordance with the principle of confidentiality and current

medical information, the College has no obligation to inform
instructors, roommates, or anyone else of the HIV status of any
student or member of staff.

17.11. All records shall be kept with strict confidentiality and will be
released only with the express written permission of the sero-
positive student.

17.12. As with the Health Centre, confidentiality shall be strictly

protected within statutory limits.

17.13. Any person seeking information regarding the status of HIV

infection on campus or the institution’s response to such
infection shall be directed to the Principal of the College or a
designee.

17.14. Every College of the University may from time to time make and
announce periodic changes to its position and practises with
respect to HIV and Aids.

ALCOHOL

Individuals must maintain responsibility for their own decisions and

actions regarding the use of alcoholic beverages and should be prepared
to accept the consequences associated with any violation of institutional
policy or state, and local laws.

17.15. No person or group of persons shall sell, serve or assist any

other person to sell or serve liquor on the University campus
unless the requirements of all applicable laws on selling and
consumption of alcohol have been complied with; and
permission to sell or serve, as the case may be, has been
granted by the Principal or his other nominee.

17.16. All college bars shall abide by all applicable laws regulating the
selling and consumption of alcohol.

16
 17.17. College bars shall be required to operate within a specified
number of hours per day as prescribed by the respective
colleges from time to time.

17.18. A student shall not willfully cause or attempt to cause another

student to be intoxicated on the University campus.

17.19. A student shall not have any alcoholic drink at, or bring any
alcoholic drink to, any event where the University, or an
authorised agent of the University, has prohibited the sale or
serving of alcoholic drink.

17.20. No minor shall possess or consume alcohol on any premises

under the control of the University or any of its colleges.

HARASSMENT

17.21. Sexual harassment and harassment of any sort is strictly

prohibited and examples of conduct that, if unwelcome, may
constitute sexual harassment, depending upon the totality of
the circumstances including the severity of the conduct and
its frequency or pervasiveness, include:

i. Enquiries into another person’s sexual experience,

discussions of one’s sexual activities, comments on an
individual’s body or about the individual’s sexual activity,
deficiencies or prowess;

ii. Sexual innuendo, sexually suggestive comments, or use of

sexually explicit or vulgar language.

iii. Sexually oriented teasing or practical jokes; “humour” about

gender specific traits.

iv. Sexually suggestive body language or gestures.

v. Display or transmission of sexually suggestive objects,

pictures, posters, cartoons, videos, or other electronic or
visual material.

vi. Physical contact such as unwelcome touching, patting,

pinching, or brushing against another’s body.

vii. Continued writing of sexually suggestive notes or letters

when it is known or should be known that the addressee
does not welcome them.

viii. Derogatory or provocative remarks relating to a student’s sex

or sexual orientation.
17
 ix. Demands for sexual favours in exchange for favourable
academic assessment or other academic favour.

Remedies for Harassment

17.22. The University and its colleges shall provide prompt responses
to allegations of harassment or retaliation.

17.23. Any student who feels that he or she is a victim of sexual

harassment is entitled to file a complaint to the Dean of
Students.

17.24. The University or any of its colleges may address complaints of

sexual harassment through informal mediation or formal
disciplinary action against the alleged perpetrator of the alleged
harassment, depending on the severity and nature of the
complaint and as far as possible, in accordance with the wishes
of the complainant.

Procedure for Resolving Harassment Cases

17.25. A person who has a complaint may choose to resolve the

problem using the informal procedures which will consist of
discussion and/or mediation; Provided that the complainant
will be dully advised and counselled by the Dean of Students.

17.26. The Dean of Students shall also be responsible to act as

mediator during the informal procedure for handling complaints
of alleged harassment; Provided that where any informal
process of mediation is not concluded to the satisfaction of the
complainant within five days from the date of the submission of
the complaint, the complainant may request the formal
disciplinary proceedings.

Confidentiality of Harassment Cases

17.27. A complaint of harassment will be investigated promptly and

fairly and, as far as practicable, care shall be taken to protect
the identity of all parties to the complaint, consistent with the
requirements of a thorough and appropriate investigation.
However, no anonymous complaints will be processed by the
Dean of Students or any officer of the University.

17.28. The rights of complainants and those complained against will at

all times be protected.

17.29. Records and complaints filed, action taken to remedy the

problem, the names of those involved, and the outcome, will be
maintained by the Dean of Students but no record of the
18
 informal stage shall be maintained on the personal files of any
of the people individuals.

17.30. In case where mediation is attempted and where the Dean of

students is not able to resolve the complaints within five days,
the Dean of Students may refer the issue to the Vice Principal to
initiate disciplinary proceedings.

18. CHANNELS OF COMMUNICATION

18.1. All communication made by any student to any person or

institution outside the college on behalf of societies, clubs and
other groups operating in colleges must be made through the
office of the Dean of Students.

18.2. All communication from any student in his or her personal

capacity to outsiders should be clearly stated that the views
expressed therein are not of the University/College.

18.3. All invitations to guests of honor outside the college to functions

organized by students must be made through the office of the
Dean of Students.

18.4. All communication from the students to the Principal should

always pass through the office of the Dean of Students.

19. PUBLICATIONS

While the Malawi constitution allows for freedom of expression and the
press, every individual’s freedom is constrained by legal and ethical
considerations. Publications must therefore observe the following Code of
Ethics so that they inform the community fairly and truthfully.

19.1. All Student publications shall expressly state on their editorial

page that the opinions therein expressed are not those of the
University or the College community.

19.2. All publications shall disclose the authentic names of their

editors and authors.

19.3. Any publication originating from any colleges of the University

shall before it is printed, published or distributed be approved
by a patron who shall be an academic member of staff.

19.4. In the presentation of news and comments in any publication

originating from any college of the University there shall be no
willful departure from facts through distortion, significant
omissions, undue summarization or exaggeration.

19
 19.5. Rumour, unconfirmed news and comments in any publication
originating from any college of the University should be clearly
identified, distinguished and presented as such.

19.6. Every publication originating from any colleges of the University

shall check, as far as practicable, the accuracy of a news item
before publication.

19.7. Any publication originating from the University or any of its

colleges shall publish as facts only that which is reasonably
believed to be true, having regard to the source, and such facts
shall be published fairly with due regard to their context and
importance.

19.8. Headlines shall reflect fairly the content of the news report or
article over which they appear.

19.9. No publication originating from the University or any of its

colleges shall publish obscene, defamatory, salacious or
pornographic content.

19.10. No person shall post or remove any official notice from any
notice boards at any premises controlled by the University
without the permission of the authority in charge of the notice
board in question.

20. REQUEST AND USE OF UNIVERSITY TRANSPORT

20.1. University transport may be used for approved trips by the

organizers of any student association or organization affiliated
to the college students’ union at such charge as the Registrar of
the relevant college may determine from time to time.

20.2. The patron of any student association or organization or his

appointee shall accompany members of the association or
organization on all trips.

20.3. All requests for use of transport must be submitted in writing to

the Registrar through the Transport Officer at least two working
days before the date of the proposed travel.

20.4. Any request for the use of University or college transport shall
include the following:

i. The destination and purpose of the journey.

ii. The date and time when the transport will be required.

iii. The expected date and time of return.

20
 iv. The full names and registration numbers of students traveling
on the trip.

v. The full name, registration number and signature of the

organizer of the trip who shall be responsible for hire
payments to the Finance Office before the trip is made.

vi. Name and signature of the Patron who shall be an academic

member of staff.

20.5. The Registrar of any college of the University shall not approve
the use of college transport by members of any association or
organization unless the Chairperson or President of the
association or organization that requests such transport signs
an undertaking to be held responsible for any damage or loss
caused during the trip by any conduct of any member of the
group and any act committed by any person on the trip which
might bring the name of the University in to disrepute.

20.6. Members of the executive committee of any organization or

association that is granted permission to use college transport
shall ensure that the vehicle provided is not overloaded and no
driver employed or hired by any college shall drive any vehicle if
it exceeds its prescribed maximum number of passengers.

20.7. The students union of every college of the University, in liaison

with the organizers of any trip undertaken by any of its
affiliates, will ensure that the University vehicles or college
vehicles are not vandalized.

20.8. No passenger on any vehicle of any college of the University

shall ride on its top, any part of its windows or door or in any
manner that is hazardous to the safety of the passenger or
other passengers or contrary to the law.

20.9. Any student who violates any law during the course of a trip
shall bear personal responsibility for such violation; provided
that the organizers of the trip may also bear responsibility as
prescribed by the law.

20.10. The Registrar shall not authorize the use of college vehicles for
travel by students to political functions.

20.11. No student shall consume alcohol in any vehicle owned or hired

by the University or any of its constituent colleges.

20.12. Students travelling on University business using public

transport shall be required to travel by coach.

21
21. CONDUCT AND BEHAVIOUR

There are various forms of behaviour about which it is impossible to

frame precise rules, but which are nevertheless of such kind that they
are likely to bring the University into disrepute or would discredit the
good name or are prejudicial to the peace, good order and good
governance of the University.

Any such conduct within or outside the precincts of the University will be
considered a breach of college discipline and will be punishable as such,
whether or not it attracts the attention of the Police. Acts of misconduct
shall include, but shall not be limited to, the following:

21.1. Playing of any musical instrument, radios, tape recorders,

televisions, compact disc or cassette players, walkie-talkies or
any other such instruments at loud volumes that may
inconvenience others.

21.2. Conduct that intentionally obstructs or disrupts teaching or

freedom of movement or other lawful activities on the University
campus.

21.3. Mobilising or inciting others to engage in any unlawful activity,

which mobilization or incitement leads directly to such unlawful
conduct on any campus of any constituent college of the
University.

21.4. If a group of students with common intention commits any

offence each member of the group shall be held liable for such
offence regardless of the fact that only one or more of the
students in the group can be identified.

21.5. Malicious damage or misuse of property whether such property

is located on or outside the campus of any college of the
University, including, but not limited to vandalism, interference
with electrical fittings, unauthorised use of telephones and
unauthorised use of water and electricity in all campus
facilities.

21.6. Theft and receiving or concealment of property with knowledge

or reasonable suspicion that it has been stolen.

21.7. Defamation.

21.8. Failure to attend, without valid reasons, a meeting of the

Students Disciplinary Committee when summoned to do so in
writing by the Secretary of the Committee.

22
21.9. Withholding information that would assist in the proceedings of
any hearing by the Students Disciplinary Committee.

21.10. Willful obstruction of the work or proceedings of the Student

Disciplinary Committee or interference with witnesses or
evidence.

21.11. Failure to abide by the ruling, decision, and penalty made or

imposed by the Student Disciplinary Committee or any other
Committee of Senate.

21.12. Trespassing on college or University property or property that

belongs to or is in the lawful possession or control of any other
student, member of staff or visitor of any the University or any
of its colleges.

21.13. Physical abuse of any person, or conduct intended to threaten

imminent bodily harm or to endanger the health or safety of any
person on or outside the university campus.

21.14. Unlawful conduct of a sexual nature including, but not limited

to: rape, sexual assault, or sexual harassment; indecent
exposure or behavior; production or distribution of
pornography; prostitution, or loitering for the purpose of
soliciting; or engaging in any unlawful act or conduct.

21.15. Conduct on the University campus constituting a sexual

offence, whether forcible or non-forcible.

21.16. Gaining unauthorised access to any electronically held data, or

network, or programme, or any other form of computer hacking,
or the deliberate transportation or creation of any form of
computer virus, worm, Trojan or keystroke logger.

21.17. Use of abusive language.

21.18. All forms of academic misconduct, including but not limited to,
cheating, fabrication, plagiarism, any form of bribery, or
facilitating academic dishonesty as may be further specified by
the University of Malawi Senate.

21.19. Forgery, alteration, or misuse of any University document,

record, key, electronic device, or identification.

21.20. Any act which:

i. Constitutes a breach of the University Act and Statutes,

regulations or rules.
23
 ii. Interferes with the governance or proper administration of the
University.

iii. Is an offence under Laws of Malawi.

22. STUDENTS PROTEST AND DEMONSTRATIONS

The University supports the rights of its students, faculty and staff to
assemble and express their views. However, any protest or
demonstration must be within the law and, must not block streets,
right of way, or sidewalks; jeopardize the safety of individuals or the
integrity of the college or other property; intimidate, harass, or
threaten any member of the public.

23. STUDENTS’ DISCIPLINARY COMMITTEE

23.1. Every constituent college of the University shall have a College

Students Disciplinary Committee which will be responsible for
considering cases of misconduct by students and making
recommendations to the Principal for a final decision after
hearing the student or students against whom misconduct is
alleged.

23.2. The College Students Disciplinary Committee of any constituent

college of the University shall normally comprise the following
members:

i. The Vice-Principal of the college, or his or her appointee, who

shall be the Chairperson of the Committee;

ii. The Registrar or Assistant Registrar of the College who shall

be the Secretary and an ex officio member of the Committee;

iii. One Head of any academic department of the College;.

iv. The Advisor of the Students’ Union of the College;

v. Four representatives of the Executive Committee of the

Students Union of the College; and

vi. One member of staff of the College who shall be co-opted into
the Committee from time to time on account of his or her
special expertise or knowledge related to the subject matter of
a disciplinary hearing.

23.3. The Principal shall determine the penalty to be imposed on any

student who is found guilty of misconduct or any other violation
of these Regulations, taking into account the recommendations

24
 of the Students Disciplinary Committee, the gravity of the
offence and the student's previous record.

24. PROCEDURE OF STUDENTS’ DISCIPLINARY COMMITTEES

24.1. The quorum for meetings of the Students’ Disciplinary

Committee of every college of the University shall be two thirds
of all the members of the Committee

24.2. The Students’ Disciplinary Committee of every college of the

University shall make such procedural regulations for the
running of its meetings as it deems fit provided that such
regulations are consistent with the University Act and
University Statutes.

24.3. The Students’ Disciplinary Committee of every college of the

University shall keep minutes of its meetings.

25. RULES AND PROCEDURES IN DISCIPLINARY PROCEEDINGS

BEFORE THE STUDENT DISCIPLINARY COMMITTEE

25.1. The Chairman of the Students’ Disciplinary Committee shall

regulate proceedings in a manner as simple and informal as
possible within the procedural regulations which is best fitted to
do substantial justice.

25.2. The Students’ Disciplinary Committee shall conduct all

disciplinary hearings in accordance with the principles of
natural justice and shall more particularly ensure that every
student charged with misconduct or other breach of these
regulations shall:

i. be informed of the charge or charges that he or she has to

answer and the details of the charge or charges not less than
three days before the commencement of the proceedings
relating to the charge or charges;

ii. be furnished with a full and fair opportunity to respond to the

allegations of misconduct or breach of regulations as are made
against him other;

iii. be permitted to present any relevant facts or call any

competent witnesses to testify on his or her behalf;

iv. be permitted to be present at all stages of the proceedings save

when the Committee is deliberating upon its decision on the
matter;

25
 v. be informed in writing of the verdict of the Principal on the
charges and the reasons for that verdict as soon as is
practicable.

25.3. Decisions of the disciplinary hearing will be made based on a

simple majority vote of the committee.

25.4. A notice to a student summoning him/her to appear before the

Committee shall be contained in a letter addressed to him/her
and advising him/her of the hearing:

i. the place at which he/she is to attend the meeting.

ii. the date and time - provided that the date shall not be less
than 3 days from the date of such notice unless in the opinion
of the Principal the matter requires urgency and expediency to
be dealt with.

iii. Particulars of the offence he/she has to answer.

iv. his/her right to call witnesses to attend and give any relevant
testimony on his/her behalf before the Committee.

25.5. A member of the Committee, who has acquired, other than in

the course of his duties, knowledge of evidence in an
investigation of misconduct to be held before the Committee,
shall not participate in the Committee.

25.6. The Committee shall find a student to have breached the Rules
on either the Student’s own admission or when it has been
proved so at the conclusion of the hearing.

25.7. If the Committee determines that the student has violated the
University rules, regulations, procedures, policies, standards of
conduct or orders, it shall then determine the appropriate
sanction to be imposed. When determining the appropriate
sanction, the Committee shall review the evidence presented at
the hearing and the students past record of conduct at the
University.

25.8. No litigation shall be commenced with respect to matters that

are under consideration by the Students Disciplinary
Committee.

25.9. As soon as possible after the conclusion of a Students

Disciplinary Committee hearing, the Secretary shall submit to
the Principal through the Chairman a full report that includes
the conclusions of the Committee on whether the charges
relating to the hearing are proved and, where they are,
26
 recommendations on the penalty to be imposed on the offending
student.

25.10. In deciding on the disciplinary action the Principal will also

among other relevant factors take into account past cases of
misconduct.

25.11. The final decision of the Principal shall be communicated to the

student and subsequently be published on the official Notice
Boards of the respective College and sent to the parents or
guardians of the student.

25.12. The verdict of the disciplinary hearing will be communicated to

the student in writing within 48 hours from the last day of the
hearing.

26. PROVISION FOR APPEAL

26.1. Aggrieved students should, within three weeks from the date of
communicating the decision of the Disciplinary Committee,
lodge their appeal for review of the decision of the committee
with the Vice Chancellor who shall set up an independent
Appeals Committee.

26.2. The decision of the disciplinary appeals committee shall be

final.

27. CLEARANCE

27.1. Every student shall complete and submit a clearance form at

the end of each academic year and every student who, without
reasonable cause, fails to submit a clearance form will be liable
to a fine whose amount shall be prescribed by the Senate from
time to time.

27.2. Every student shall settle in full all his or her debts with the
College and the Students Union at the end of each academic
year and every student with outstanding college debt shall not
be informed of his or her examination results and may be liable
to such other penalties as the Principal may, in his or her
discretion, impose in order to ensure repayment of the debt by
the student.

28. COLLEGE STUDENTS’ UNIONS

28.1. Every college of the University shall have a Students’ Union

which shall be governed by the University of Malawi Students’
Union.

27
 28.2. Every Students’ Union of every college of the University shall be
affiliated to the University of Malawi Students’ Union and shall
pay to it an annual subscription fee as stipulated under the
University of Malawi Students Union Constitution.

28.3. Every registered student of the University of Malawi shall be a

member of the Students’ Union of the college with which he is
registered and shall pay the applicable union subscription fee
as prescribed by the Constitution of such Students’ Union.

28.4. Every member of the Students’ Union of a college of the

University shall, by virtue of that membership, be a member of
the University of Malawi Students Union.

28.5. Election of office bearers for the Students Union of any college
of the University shall be conducted in consultation with the
Dean of Students of that college.

29. CLUBS AND SOCIETIES

29.1. Every student or group of students of the University shall have

the right to form or join any club, society or organisation.

29.2. No club, society, association or organization of students shall be

established or operate on the campus of any college of the
University or be affiliated to the Students’ Union of any college
of the University without first registering with the Dean of
Students on that campus and indicating to him or her the
objectives of the group.

29.3. As much as the University appreciates the freedom of

association, all political functions such as rallies should not be
held on campus.

29.4. Every student club, society, association or organization shall

have a Patron and Advisor who shall be appointed by the
Principal and who shall be a member of staff of the college in
which such club, society, association or organization is
registered.

29.5. No club, society, association or organization shall be

established, operate in any college of the University or obtain
funds from the Students Union of such college or other source
unless the Principal is satisfied that the club, society,
association or organization exists for a lawful cause and has
complied with the requirements of these Regulations regarding
the registration of student groups.

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 29.6. Any group of students that intends to organize a social event on
or outside the campus of any college of the University must
register the event and the name of the student group
responsible for organizing the event with the College Registrar
or Dean of Students of the college.

29.7. Any group of students that intends to organize a social event

outside the campus of any college of the University must seek
prior permission for such event from the Registrar through a
written application submitted to the Registrar through the
Patron or Advisor of the group or such other suitable person
appointed by the Principal of the college.

29.8. The Patron or Advisor of any student group or such other

suitable person appointed by the Principal of the college in
accordance with Regulation 29.4 who submits an application
for permission for the group to organize a social event outside
the campus of the college at which the group is registered shall
sign an undertaking that he or she will report any cases of
student misconduct during the event to the Dean of Students of
the college.

29.9. Members of any group of students that is permitted to organize

a social event outside the campus of any college of the
University shall be accompanied to that event by the Patron or
Advisor of the group or a member of staff or some responsible
person approved by the Principal.

30. SPECIAL REGULATIONS BY COLLEGE

30.1 Every College of the University may make and apply other
regulations in addition to these Regulations; provided that in
the case of conflict between regulations made by a college and
these Regulations, the latter shall prevail.

31. CONDITIONS FOR WITHDRAWAL OTHER THAN ACADEMIC AND

MISCONDUCT AND RE-ADMISSIONS

31.1. A college of the University may permit a student to withdraw

from the college only on the following grounds and taking into
consideration the merits of each particular case and the
maximum duration of the programme.

Pregnancy:

31.2. Any student of the University who becomes pregnant in the

course of her studies shall, in her interest, report the pregnancy
to the Dean of Students or Warden who shall advise about
medical check-ups and counselling if necessary.
29
31.3. Every pregnant student who opts to use medical services for her
check-ups other than those provided by the college shall inform
the Dean of Students or Warden of that fact.

31.4. A student who becomes pregnant in the course of her

programme shall be allowed to continue with her studies
provided she is certified by a registered medical practitioner to
be fit for the activities required by her academic programme.

31.5. A student should plan her withdrawal from the University in

line with recommendations she receives from the Clinic nurse
or Matron based on the medical check-ups but shall in any case
withdraw from college residence at least four weeks before the
expected date of delivery.

31.6. Where there is a miscarriage or the baby is still born, a student

will be allowed to return to her studies as soon as her health is
certified as satisfactory in a medical report issued by a certified
medical practitioner.

31.7. No student of the University shall terminate her pregnancy in

contravention of the law.

Illness:

31.8. Any student of the University may withdraw from college on

medical grounds only if the head of the college clinic or an
approved service provider of the University Medical Scheme has
certified that they are unfit to continue with their studies for the
time being.

Financial Withdrawal:

31.9. Any student of the University may withdraw from college on not
more than one occasion during the course of the programme for
which he or she is registered on financial grounds if such
withdrawal is approved by the Vice Principal.

Voluntary Withdrawal:

31.10. Any student of the University who withdraws from college for no
valid reasons or contrary to the provisions of these Regulations
shall be deemed to have withdrawn voluntarily and shall be de-
registered as a student of the University.

30
 Re-Admission of Students

31.11. Every student who is permitted to withdraw from college shall

apply for re-admission to the respective college before resuming
the programme for which he or she was registered prior to the
withdrawal and shall not resume such programme without the
approval of the Principal of the respective college.

Re-admission for Pregnancy withdrawal:

31.12. A student who withdraws from college on the grounds of her

pregnancy shall be re-admitted to resume her programme of
study only if she submits a satisfactory medical report from a
registered medical practitioner and evidence that satisfies the
Principal of the college that she has made necessary
arrangements concerning the welfare of the new baby.

31.13. Any student who withdraws from any college of the University
on the grounds of her pregnancy and is readmitted shall not be
exempt from the rule that provides that any student who fails to
attend more than 12 hours of classes within a course disallows
her from sitting any examination in that course and shall not be
permitted to rely on her withdrawal as a ground for appeal
against any decision arising from the assessment of her
academic performance.

31.14. Any student who withdraws from any college of the University
on the grounds of her pregnancy shall bear all financial costs
associated with the pregnancy and resultant maternity.

Re-admission for Illness Withdrawal:

31.15. Any student who withdrew or was withdrawn from any college
of the University on medical grounds and would like to be
readmitted shall apply for re-admission to the Registrar of the
college in which he or she is registered and shall be required to
submit a medical report from a registered medical practitioner
in support of their application.

Re-admission for Financial Withdrawal:

31.16. Every student who withdraws on financial grounds may be re-

admitted by the college after one academic year provided that
the withdrawal is for a period exceeding one academic year the
student shall not be re-admitted except with the approval of the
Principal.

31
 Re-admission for Voluntary Withdrawal:

31.17. Any student of any college of the University who voluntarily

withdraws from the college shall not be re-admitted.

32. DISCIPLINARY MEASURES

Any student of the University who commits acts of misconduct or

otherwise contravene any University or college rule, regulation,
procedure, policy, standard of conduct or orders may be liable to one or
more disciplinary measures which shall include, but shall not be limited
to the following:

Warnings and Reprimands:

32.1. Written reprimand and warning which include a statement that

continuation or repetition of the specific misconduct or other
contravention will result in one or more of the more serious
disciplinary sanctions, including restitution, suspension or
dismissal.

Restitution:

32.2. Financial or other compensation for damage or other loss of

property and for injury to persons or institutions.

Withdrawal from Halls of Residence:

32.3. Eviction of the student from the halls of residence for a

designated period.

Forfeiture:

32.4. Termination of any entitlement to a scholarship or other award

for a specified period.

Suspension:

32.5. Compulsory withdrawal of a student from college for such

period and upon such conditions as the Principal of the college
may impose following a disciplinary hearing against the student
for misconduct or other contravention of any University or
college rule, regulation, procedure, policy, standard of conduct
or order.

32.6. Any student found guilty of malicious damage of property,

arson or attempted arson, threat to life and bodily harm by the
Students’ Disciplinary Committee shall be suspended
immediately pending further disciplinary action.
32
Dismissal from college:

32.7. Termination of a student's enrolment in the University for

misconduct or other contravention of any University or college
rule, regulation, procedure, policy, standard of conduct or
order.

Re-Admission after Suspension:

32.8. Any student who is suspended shall be re-admitted at the end

of their suspension period.

32.9. Students who are dismissed from the University of Malawi shall
not be re-admitted to pursue any studies within the University
of Malawi’s constituent colleges.

33
Appendices

34
 UNIVERSITY OF MALAWI
RESIDENCY AGREEMENT

College: ____________________________________________________________

Room No: __________________________________________________________

Student Name: ____________________________________________________

Hostel Name: ______________________________________________________

Academic Year: ____________________________________________________

1. Introduction

This accommodation has been allocated to you as a consequence of

your admission to _____________________College and it is agreed that
you will be required to give up the accommodation when you cease to
be a student of _______________________ College.

2. Terms of Residency

The length of the residency is for one academic year and the dates of
an academic year are communicated to students through the
academic calendar. During semester holidays, students will be
requested to handover keys in order to allow for maintenance and for
security reasons.

3. Leaving Campus

Students must inform the Dean of Students if they have decided to

stay out of campus temporarily or permanently. No part of the
accommodation should be subleased or left to a fellow student or an
outsider for other reasons. Leaving of keys to fellow student whilst
away is not permitted. Key must be handed over to the Dean of
Students where necessary.
4. Reallocation to alternative accommodation

A student may have to accept a room other than the one booked for if
necessary and the reasons necessitating the reallocation will be
explained. For instance, where a student, who does not need a room
designed for disabled access, has been allocated such a room and
such a room is later required by a student who needs this facility. A
student who has been allocated a single room may also be required to
move to a shared room to pave way for another student who may need
a single room.

5. Health and Safety

Students are required to familiarize themselves with the College’s

regulations and practices as they relate to health and safety.
Tampering with fire safety and detection equipment is illegal and
threatens the safety of all residents. Any individual found to have
tampered with fire safety or detection equipment will be reported to
the College authorities for disciplining.

6. Non-smoking policy residences

Residents are not allowed to smoke indoors.

7. Candles/fireworks

The use of candles is only allowed in situations of blackouts. Candles

must be blown off once light has returned. Students will be liable to
damage caused by negligent use of candles. The presence and setting
of fireworks is strictly prohibited in all halls of residence.

8. Firearms

The presence of fire arms, offensive weapons, replicas of any offensive

weapon or part of a weapon/firearm is strictly prohibited. Offenders
will be handed over to the police for onward action based on the
relevant Public Act.

9. Prohibited electrical equipment

The use of all high powered electrical equipment e.g. heaters,

electrical blankets, refrigerators, microwaves, electric rings and
cooking apparatus of any kind is prohibited.
Small electric appliances like irons, radios and laptops for use by
students must be safe for use. These items are strictly kept in the
halls of residence at owner’s risk.

10. Sports equipment

Certain sports equipment may also constitute an offensive weapon if

held in the wrong hands e.g. archery equipment, fencing foils and etc.
Students are not allowed to bring these items into the halls of
residences without receiving prior permission from the Assistant
Registrar (Student welfare) to do so and complying with the
procedures laid down for the safe storage and transportation of these
items.

11. Banners/flags

The hanging of banners or flags or similar materials within the hostels

or on the outside of the hostels is not permitted.

12. Discipline

Wardens are empowered to take disciplinary action against students

who behave in any way prejudicial to the good order and smooth
running of the hostels and to confiscate any item, which he/she
believes may be prejudicial to good order and the safety of other
residents. In taking such action the Wardens may require the
students to make good the cost in whole of any damage caused and in
serious cases to recommend to the Registrar for disciplinary action
through appropriate committees.

13. Individual responsibility for rooms and communal areas

Students Rooms

Where damage occurs in an individual room, that is not

commensurate with fair wear and tear, the occupant(s) will
be invoiced for that damage. The occupants should expect to
be charged for the repair/replacement except in cases where
they can demonstrate that they are not responsible for the
damage. Each resident is responsible for the behaviour of
his/her guests while the guest is in the hostel and for any
damage that guest may cause.

Students are not permitted to remove college furniture or

fitments from their rooms. Any furniture that is rearranged
during the students’ occupancy must be returned to its
 original position at the end of the year. The students will be
charged for any damage to furniture or decoration arising
from such arrangements.

Communal areas

Every occupant is required to make proper use of

furnishings, fittings and equipment in the communal areas
of the hostels. Any damage or discrepancy should be brought
to the attention of the Wardens.

14. Security

The opening hours of each hostel are set by the college and at other
times separate arrangements can be made. Each resident is expected
to accept responsibility for security within their hostels and within the
grounds of the hostels and college at large. Any suspicious activity
must be brought to the attention of the security officer or assignee.

Occupants of shared room may entertain guests only by mutual

agreement with their roommates. Overnight guests are not permitted.
In very exceptional circumstances e.g. University students’ activities,
overnight guest must be recorded with the Hall Representatives since
in the event of fire or any eventuality, and all occupants of the hostels
must be accounted for.

Students in all rooms are not permitted to sleep with members of the
opposite sex at any time (fellow students or outsiders). Married
students must seek alternative accommodation outside campus
because the hostels were designed for single students. It is a serious
offence to practice marriage in the hostels and offender will be
punished severely including expulsion from hostels.

15. Privacy of residents

The privacy of all residents will be respected at all times and whenever
practicable. The college reserves the right of entry at any reasonable
time by authorized personnel in the course of their duties.

16. Absence from residence

Students must inform the Dean of Students if they intend to be

absent from the college or for a longer period, and furnish him/her
with a note in writing of their proposed whereabouts. They must make
sure that their absence is recorded. This is essential in the event of
emergencies where all students have to be accounted for.
17. Loss and damage to property

The college accepts no responsibility whatsoever for the loss of/or

damage to any motor vehicles of whatsoever description or to bicycles
parked on property belonging to the University. Additionally, all
property or gadgets i.e. radios, computers, cameras, etc. belonging to
residents are brought in and kept in the halls of residence at owners’
risk.

18. Pets

Residents are not allowed to keep pets of any description in their

rooms or anywhere in the Hostel.

19. Noise management

Residents and their guests are expected to show due consideration of

their roommates, neighbours and others students in respect of noise
and appreciate that everyone has a different lifestyle. This is
particularly important during the examination preparation week and
examination weeks.

20. Evacuation during emergency

During an emergency evacuation, residents will be moved to share

rooms with residents of other hostels. In extreme circumstances,
lecture rooms may be used as temporary shelter.

Name of Student: ________________________________________

Programme of Student: ______________________________________

Year of Study: _______________________________________________

Name of Roommate(s) (if shared room):

______________________________________________________________

______________________________________________________________

Date: ___________________________________________________

In the presence of: ________________________ Hall Representative

Date: _____________________________________
 UNIVERSITY OF MALAWI
Transport Request Form
College: ____________________________________ Date: ____________________

Destination of the Journey: __________________________________________

Purpose of the Journey: __________________________________

________________________________________________
________________________________________________
Departure Date: __________________________ Time: ____________________

Return Date: ______________________________ Time: ____________________

Name(s) of Organiser(s)/Organisation(s): _____________________________

________________________________________________
________________________________________________
Name of Patron/His Appointee: ______________________________________

This is to certify that we, the organisers of this trip understand that:

 we will be held responsible, should we fail to identify the culprits, in

case of misbehaviours’ of the group, damages to property and any other
act which might bring the name of the University in to disrepute;

 university vehicles or any vehicle identified for this purpose shall not be
overloaded and that the driver is authorized not to drive the vehicle if it
exceeds its capacity;

 university vehicles or college vehicles identified for this purpose shall

not be vandalized;

 students shall not be allowed to ride on top of the bus or hanging on the
carrier;
 traffic offences or any other offence committed by students on such
trips shall be the responsibility of the organizers of the trip;

 No liquor shall be consumed in University/College Vehicles.

Signed by the Organiser(s)

1. ___________________________ ________________________ _______________

Name Registration Number Signature

2. ___________________________ ________________________ _______________

Name Registration Number Signature

3. __________________________ ________________________ _______________

Name Registration Number Signature

4. __________________________ ________________________ _______________

Name Registration Number Signature

Endorsement by the Patron/His Appointee

_____________________________ ________________________ _______________

Name Designation Signature