MASENO UNIVERSITY PROCEDURE FOR ADMISSION OF UNDERGRADUATE, DIPLOMA & CERTIFICATE STUDENTS DOC. NO: 1 MSU/ASA /ACA/OP/07 ISSUE NO: 1

Size: px

Start display at page:

Download "MASENO UNIVERSITY PROCEDURE FOR ADMISSION OF UNDERGRADUATE, DIPLOMA & CERTIFICATE STUDENTS DOC. NO: 1 MSU/ASA /ACA/OP/07 ISSUE NO: 1"

Magdalen Hubbard
6 years ago
Views:

NO: 1 MSU/ASA /ACA/OP/07 ISSUE NO: 1 AUTHORIZED BY: DEPUTY

1 MASENO UNIVERSITY DOCUMENT PROCEDURE FOR ADMISSION OF UNDERGRADUATE, DIPLOMA & CERTIFICATE STUDENTS DOC. NO: 1 MSU/ASA /ACA/OP/07 ISSUE NO: 1 AUTHORIZED BY: DEPUTY VICE-CHANCELLOR, ACADEMIC AND STUDENTS AFFAIRS ISSUED BY: MANAGEMENT REPRESENTATIVE SIGNATURE SIGNATURE

2 0.1 DOCUMENT CHANGES Date Changes Authorized By 26/03/14 Clause 0.2 reviewed to state the procedure shall be available on the University website DVC, ASA 0.2 DOCUMENT DISTRIBUTION Documents shall be available in the Maseno University website for authorized users. 1. TITLE: Student Admission and Registration 2. PURPOSE: The purpose of this procedure is to ensure efficient processing of admission and registration of students. 3. SCOPE: This procedure covers application for admission and registration process for all students in Maseno University. 4. REFERENCES: 4.1 ISO : Quality Management System Requirements. 4.2 Maseno University Quality Manual 4.3 Maseno University Admission Criteria 4.4 MSU/MR/OP/01, Control of Documents Procedure

3 5. TERMS (DEFINITIONS): Registrar, ASA Registrar, Academic & Student Affairs A.O Admissions Officer A.C Admission Clerks R.O - Registration Officials N.R Nominal Roll R.C Registration Centres D.C Deans Committee KUCCP Kenya Universities and Colleges Central Placement Service SGS Board School of Graduate Studies Board Applicant Any person who submits a completed University application form to the Registrar s Office/ Director SGS Office. Full-time Student/Regular student Any student enrolled in a Programme or course for a minimum of twelve (12) weeks per Semester. Part-time Student Any student enrolled in a programme or course being conducted in the evenings or modular Sandwich Student Any student enrolled in a programme or course being conducted during school holidays (April, August & December). Government sponsored student Any student admitted by the KUCCPS and is eligible for student loan. Orientation -Information/training given before the start of University learning to freshers. Fresher -New student joining the University for the 1 st time i.e. 1 st Year Students. HELB Higher Education Loans Board. 6. RESPONSIBILITIES The Registrar Academic & Student Affairs shall be responsible for the implementation and effective supervision of this procedure. 7. METHOD 7.1 General Signed admission documents are educational contracts made between the University and its students. Care must be taken therefore, to ensure the accuracy and completeness of the details entered in them.

4 7.1.2 All applications for programmes offered by Maseno University shall be processed by the office of the Registrar, Academic & Student Affairs The Deans Committee, in consultation with the Registrar ASA shall ensure that prerequisite and admission criteria are established for each programme All programmes shall have September of every year as the commencement date except for sandwich, which shall commence every April Any requests for changes to the length, syllabus or a change from the established start and /or end in the time frames for the programme shall be approved by the Senate Prerequisite information on tuition fee and other charges shall be made available to potential applicants with the programme information or upon request The Registrar, ASA in consultation with the Deans Committee shall establish application deadline dates for all University programmes within the scope of this procedure Students Registration shall be done online and are educational contracts made between the University and the Student. Care must be taken therefore, to ensure the accuracy and completeness of the details entered on them. 7.2 Processing of Applications and Admissions for (Direct Entry Students) All applications shall be received by the Registrar ASA through any one of the following ways: i. Online application through University web site or any other relevant sub-domain ii. Original print forms obtained from the Office of the Registrar ASA or any of the campuses of Maseno University iii. Forms downloaded from the University web site or other relevant sub-domain Applications shall be submitted, together with evidence of payment of application fees, by any means convenient to the applicant, including: i. Online through the online application form ii. Sent by postal mail to a designated address iii. Dropped off in person to the Office of the Registrar ASA or any of the campuses of Maseno University All applications shall be acknowledged by or text message within 24 hours of receipt, stating date and mode of receipt.

5 7.2.4 Registrar ASA shall post an official announcement on University web site closing application period for a specific intake but keeping application process open for subsequent intakes Applications shall be received and recorded by the Office of Registrar ASA All applications shall be acknowledged by the Office of Registrar ASA within 24 hours of receipt Registrar ASA shall pass on applications to Dean of School and CoD (directly or through Coordinator where appropriate). The Dean of School shall give a recommendation on each application as: i. Admit ii. Not Admit, stating reason iii. Incomplete, stating missing document The Dean of School shall i. Generate a summary of the recommendations within 7 days of receiving any given set of applications from Registrar ASA ii. Send summary of applications and original applications back to Registrar ASA within this period iii. Registrar ASA shall send the Provisional Admission Letter to admitted applicants, subject to further ratification of application by Deans Committee Summary of applications and original applications shall be tabled by the Registrar ASA in Deans Committee showing i. Provisional admissions ii. Unsuccessful applicants and reasons for not admitting iii. Incomplete applications stating missing document The Deans Committee shall consider each application and verify verdict as: i. Admit ii. Not Admit iii. Incomplete iv. Withdraw (For those earlier admitted but found by Deans Committee not to meet the admissions criteria.)

6 Office of Registrar ASA shall subsequently send i. Formal Admission Letter to successful applicants indicating the reporting dates and giving fee information. ii. Regret Letter to all unsuccessful applicants/ applicants whose applications are incomplete, stating reason for non- admission and giving advice. iii. Regret Letter to all withdrawn admissions stating reason for withdrawal and giving advice. iv. (If ecampus)letter to successful applicants giving access credentials to the elearning Portal, for Orientation to elearning Final summary of all applications and verdict shall be forwarded to Senate All students shall present original certificates for verification on first registration. Students registered for elearning programmes shall present their original certificates for verification at the examination centres when they take the first sit-in examinations or on their first mid-semester face-to-face meeting. No elearning student shall be allowed to graduate before their original certificates are verified.??? 7.3 Processing Admissions (KUCCPS Students) Upon receipt of all lists of government sponsored students admitted by KUCCPS Committee from the Secretariat, the list shall be entered in the Information Management System and admission numbers shall be generated according to the programme and School one is admitted to The A.O shall arrange to pick application forms from the KUCCPS offices The A.C shall proof read the names and the addresses of the students and open files for the admitted students Admission letters shall be prepared and signed by the A.O The admission letters together with joining instructions and HELB Forms shall be mailed to the students and a copy of the letter kept in the students file. 7.4 Registration The Senate shall establish opening dates and set a date for registration The Admissions staff shall prepare enough documents for use at the registration centers The A.O shall prepare a schedule and a list of all staff who shall be involved in the exercise The D.E.C shall print copies of updated nominal rolls and send copies to the relevant departments at least two (2) weeks before registration day.

7 7.4.5 All students shall report to registration centers and be issued with Movement forms Students shall complete the forms and go through the various stages indicated on the form All continuing students shall report to the last stage and sign the Nominal Roll, hand in the Movement form and collect Course Registration forms In addition to the above documents, Freshers shall be issued with temporary identification forms Care must be taken by all Admissions Staff to ensure accuracy and completeness of the details entered on the registration documents The completed Movement forms shall be kept in the student s individual files in the Academic Registry All students shall be expected to have completed the registration process within three (3) weeks. Otherwise those unable to register within the specified period shall be expected to request for deferment of studies The Data Entry Clerk shall update the nominal roll and a list of all Registered students sent to Academic departments and Examination Section. 7.5 HELB loans All admitted students are eligible to apply for HELB loan. The forms shall be sent together with admission letters for KUCCPS students Direct Entry students shall contact Dean of Students for information All completed forms shall be returned to the HELB office. 7.6 Students Orientation The Dean of Students shall prepare the programme for the orientation ahead of time The Dean of Students shall source for the venue The Estates Department shall set the venue accordingly The Dean of Students shall source all facilitation for the occasion The Dean of Students shall then ensure students attendance The Vice Chancellor or his appointee shall be the guest speaker during the occasion Student academic life and health tips shall form important parts of the speeches The Dean of Students shall arrange for students entertainment on the orientation week.

UNIVERSITY OF BIRMINGHAM CODE OF PRACTICE ON LEAVE OF ABSENCE PROCEDURE

UNIVERSITY OF BIRMINGHAM CODE OF PRACTICE ON LEAVE OF ABSENCE PROCEDURE 1 Index of points 1. Introduction 2. Definition of Leave of Absence 3. Implications of Leave of Absence 4. Imposed Leave of Absence