Registrar Training Manual- Two-----March 2015

An activity based guide to The

Registrar
1. Admission
Regular students placed to BDU by Ministry of Education and students fulfilling the
Admission requirements of the university and the selected ones for each admission
classification (Extension, Kiremt, Distance) must fill admission application form
(usually) Known as life history).
2. Registration
A separate file must be prepared for each student by recorders.
A student who is admitted to the university in any program must present his/her
documents that enabled him/her to join thy university such documents include
EHEEQS/ESLCE/ Degree/ Diploma/ student copy/ official transcript.
Courses Registration from will be prepared in accordance with the course
breakdown from the catalogue by recorders.
Registration by proxy is not allowed.
Registration formats will be collected and arranged in a systematic manner
(alphabetic order) and will be used for developing list of students.
Name list is prepared only for students who are registered for course(s) and the
format must be self explanatory it has to include information like program,
admission classification, Department, F/C/I/S, Academic year and semester. As
shown bellow
BAHIR DAR UNIVERSITY
F/C/I/S-----------------------------
STUDENTS LIST

F/C/I/S: Business and Economics YEAR OF STUDY:III

DEPARTMENT: Accounting ACADEMIC YEAR: 2009/10/(2002)
PROGRAM: Degree SEMESTER: I
ADMISSION CLASSIFICATION: Regular

S.N. Full Name Sex ID.No. Remark

1 Hailu tadele Kebede F CBE(R)001/00
2 Gebeyaw Asrees Kebede M CBE(R)002/00
3 Aster Tesema Assefa M CBE(R)003/00

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Registrar Training Manual- Two-----March 2015

In the above list, identification number (ID) is composed of F/C/I/S abbreviation,

Admission classification in bracket (R), serial number and the number showing year
of entry of the student
After the name list completed ENROLMENT STATISTICA must be prepared by
F/C/I/S, program, Department, Admission classification, Year of study,
Academic Year, Semester and Sex.
Identification cards will be prepared and distributed to students by recorders after
getting signed by the respective authority.
3. Add/Drop of Course(s)
Recorders will make ready a course(s) add/drop form.
Initiated upon the request of students accordance with the university academic
calendar.
Academic advisors will sign on it by considering the prerequisite and semester load
for each admission classification.
4. Course(s) repeat
When students want to re-register (take) a course(s) of which they scored an “F” or
“D” grades.
Initiated upon the request of students.
Students can repeat a course(s) of an “F” grade without the consent of academic
commission.
To repeat can a course of the “D” grade one must get the consent of the respective
academic commission. However, such student can not repeat more than one course.
The requirement to repeat a course(s) of the “D” grade is be a border line student to
the required level i.e.2.00.
The maximum grade given for a repeated course(s) will be “C”.
5. Load margin
The normal semester load margin is:
15-20 for regular
8-10 for extension
10-12 for kiremt
5-7 for extension during summer semester
The semester load prescribed in the course catalogue is taken the normal load.

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 Registrar Training Manual- Two-----March 2015

Over and under load

Initiated upon the request of the student.
A student seeking over load or under load shall submit an application in written
documents to the advisor or department head.
Application letter should have evidence of having sufficient release time for doing
extra credits for over or why he/she is not able to take normal load under load.
The department shall pass the final decision. However, it should not exceed 22
credits for regular and 12 credits for extension students as indicated in Article 78 of
the legislation (page 83-84).
6. Academic status
Recorders shall prepare Grade report formats immediately after the date of add/drop
of course(s) and shall wait the submission of official grades from instructors.
At the end of the semester official grade must be filled carefully in the already
prepared grade report format. After that official grade must be filed and kept in an
easily accessible manner for further reference.
Academic status of students will be made after the recorder’s grade reports is
counter checked against the advisor’s record.
Make use of the immediate preceding (previous) semester status only, to evaluate
academic status of a student. The following summarized table will help you in
determining student’s status.
S.No. Year of study & Previous status Current Semester Status
Semester SGPA CGPA
1 ------------ >=1.75 ------------ Promoted
1st

Semester

2 ------------ 1.50—1.74 ------------ Warning

3 ------------ <1.50 ------------ Dismissal
yr.1st
For

4 Promoted >=1.75 >=2.00 Promoted

For 1st yr.2nd Semester and above

5 Promoted >=1.75 1.75—1.99 Warning

6 Promoted 1.50—1.74 >=2.00 Warning
7 Promoted 1.50—1.74 1.75—1.99 Warning
8 Promoted 1.01—1.50 >=2.00 Warning
9 Promoted <=1.00 What ever Dismissal
10 Promoted 1.50—1.74 <1.75 Dismissal
11 Promoted <1.50 <2.00 Dismissal
12 Warning >=1.75 >=2.00 Promoted
13 Warning >=1.75 <=1.99 Dismissal
14 Warning <=1.74 >=2.00 Dismissal
From the above table, simply we can understand that for:

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Registrar Training Manual- Two-----March 2015

 SGPA 1.75 and above is Promoted, from 1.50 – 1.74 is warning, below 1.50 is
Dismissal with the exception stated in number 8 in the table as indicated article
92.6.2(d) of the senate legislation page 104.
 CGPA 2.00 and above is Promoted, from 1.75-1.99 is warning, and below 1.75
is dismissal.
Re-grading of a course(s) grade by the instructor is possible with in the first three days
after the date of submission of a particular grade.
Application for re-marking by the student is possible in accordance with the academic
calendar.
Grade report must be prepared for all students by the recorder and distributed to students
via the advisor.
When there are changes in status as a result of re-grading/re-marketing it shall be
corrected accordingly and the corrected grade report shall also be filed.

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Below is the appropriate Grade report format.

BAHIR DAR UNIVERSITY

C/F/I/S/ OF----------------------
GRADE REPORT
NAME:------------------------------------- YEAR:I
DEPARTMENT:------------------------- SEMESTER:I
MAJOR:------------------------------------ ADMISSION CLASSIFICATION: Ext/Reg/Kir
MINOR:----------------------------------- PROGRAM: DEGREE

COURSE TITLE COURSE NUMBER GRADE CREDIT GRADE POINT

HOURS

SUMMARY CREDIT HOURS GRADE GPA

POINT

Previous semester

Previous Cumulative

Current semester

Current Cumulative

Remark:
---------------Honor List
---------------Academic Warning
---------------Academic Probation
---------------Academic Dismissal
---------------Promoted
---------------Graduation approved
Failed-------------------CR-----------
------------------CR-----------
Repeated ----------CR----------
----------CR----------
----------CR----------
----------CR----------

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Registrar Training Manual- Two-----March 2015

While computing the CGPA of a student who is repeating a course(s) make sure to:
Deduct (subtract) the amount of number of credit hours from cumulative Cr.hrs only
if the repeated course had an “F” grade previously.
If the repeated course had “D” grade previously the deduction will be both from the
cumulative credit hours and from the cumulative grade points by the same amount.
If there is a change in the credit hours of the repeated course(s) the amount to be
dedicated is the old one. (if a student repeats a course by 4 cr.Hrs. which is now being
given in 3 credit hours the dedication will be 4).
7. Re-admission
Students dismissed for academic reason can apply for readmission if and only if they
meet the following GPA cut-off point.
 Students dismissed at the end of their 1st yr 1st semester must have at least an
SGPA of 1.25.—1.49
 Students dismissed at the end of their 1st yr 2nd semester must have at least a
CGPA of 1.50-1.74.
 Students dismissed at the end of their 2nd yr up to 3rd yr 1st semester must have
at least a CGPA of 1.75.
 For four yr program students dismissed at the end of their 3rd yr 2nd semester
and above must have at least a CGPA of 1.85.
Academic advisors in coordination with recorders compute projected GPA
considering the load (up to 15 credit hours or 5 course). Dismissal students who
fulfill the above GPA requirement will be given a supplementary examination for the
courses for the courses indicated in the readmission form.
If they meet what was projected before, they will register courses for the next
semester.
Name list will be updated immediately after registration. And semester beginning
(enrollment) and ending (dismissals, dropouts and graduates) statistics will be made
by the recorder and report to the respective body.
The recorder must file every student information (Registration. Add/drop, Grade
report, readmission form, etc) and keep updating each semester so long as the
student is pursuing his/her study (active student).
8. Make up examination
Make up examinations will be granted when a student fails to sit for final exam for a
valid reason having evidences.
A make up examinee cannot claim as a mater of right to be examined while the
course(s) is not offered for a certain batch. However, it should not exceed more than
a pear.

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A student seeking make up examination shall submit an application in written

documents attaching evidences for not having sat for final examination with in the
first six weeks after the start of the next semester.
Students allowed to sit for makeup examination with one two “I” grades, GPA will
be computed by excluding the “I” grades. When the GPA is computed if SGPA is
greater than 1.75 and CGPA is greater than 2.00 statuses shall be determined and
register for the next semester. Otherwise, will be forced to withdraw and apply for
readmission to come the next academic year and register for the makeup course(s).
The grade earned through make up examination shall be used to compute the GPA of
the student in the semester which the makeup examination is given. As indicated in
article 91.7 of the legislation page 101.
Students with three or more “I” grades shall apply for makeup examination and be
forced to withdraw and apply for re-admission to come the next academic year.
Active students who have been denied (not allowed) to sit for makeup examination
or who have not even apply for makeup examination with in the first six weeks after
the start of the next semester. The “I” grades will be changed to an “F” grade. And
status shall be determined accordingly.
Students who have withdrawn from campus (not active) who could not apply for
makeup examination during the six weeks period for a valid reason beyond his/her
control can apply when they get readmitted. Until then, the “I” grades will not be
changed to an “F”.

9. Supplementary Examination
 Is a kind of examination that permits students to sit final exam which helps them remove
their “D” and “F” instead of repeating the whole course work in a semester.
Conditions to enjoy supplementary examination
 Academically dismissed students to improve their academic deficiencies or
 A graduating student who has taken the entire course requires of him/her in the program
he/she is enrolled and failed to graduate due to an inadequate CGPA. Such student can
only repeat two courses of “F or “D” grade which have been taken during his/her last
tow semester. However such student can only be allowed to take supplementary
examination if and only if he/she was not dismissed and readmitted for academic reasons.
 A graduating students who has taken all the course required of him/her in the program
he/she is enrolled and failed to graduate due to an “F” grade in course(s) while having
adequate CGPA or
 A student having an “F” grade in course(s) and when that course(s) is phased out and at
the same time when where is no equivalent course.
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10. Course(s) transfer

 This will be initiated upon the request of the student
 Official transcript is prerequisite
 When student gets a transfer to the university from other university or when a
student is transferred from department to department with in F/F/U/I/S course(s)
transfer will be made.
 For regular students, to be transferred from department to department within
F/C/I/S is allowed only in the second semester of the first year of study.
 For CEP students, to be transferred from department to department CGPA of 2.75
is mandatory.
 Students form CEP may get transferred to the regular program within the same
F/C/I/s if and only if they
 Should apply within the first two weeks after registration
 Have CGPA of at least 3.00 at the time of application
 Complete 75% of the course required for the program they enrolled in
CEP
 However, academic department may accept or reject transfer requests depending on
available of space, facilities and competitive academic achievements. Such decisions
shall be approved by the respective academic commission.

 Academic advisors or department heads will select previously taken course(s) from the
official transcript with suggestions of equivalent course(s) and present it by using the
appropriate course(s) transfer from to the academic Commission.
 Academic commission will pass final decision for course(s) transferred. Copy of
transferred course(s) will be given to the registrar’s office, advisor and the student.
 All transfers shall be completed within two weeks after the start of the next semester.

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 Registrar Training Manual- Two-----March 2015

BAHIR DAR UNVERSITY

F/C/I/S---------------------------
COURSE(S) TRANSFER
Name of the student ------------------------------------ ID .NO ------------------------ Department ----------------

Course(s) taken Course(s) and transferred

S.No Course Course title Credit Grade Course Course title Credit
Number Hours number hours

---------------------------------------- ---------------------------------

Academic commission minute No Dean’s name signature

 Computation of GPA will be made by taking total transferred credit hours and grade
points as previous credit hours and grade points

11. Course(S) Exemption

This is to let students free from taking a course(s) assuming that a student has already known the
course in this previous study.

 Initiated upon the request of students.

 Officials transcript is prerequisite
 Only for degree program students
 The gap between the year of completion of the diploma and the year of enrollment the
degree program should be maximum of 5 years.
 “C” grade for common course(s) and “B” grade for major or minor course(s) is the
minimum requirement to be exempted.
 Grades of the exempted course(s) will not be used for computing the GPA of a student.
 Below is the appropriate format.

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BAHIR DAR UNVERSITY

F/C/I/S -----------------------------
Course (S) EXEMPTION

Name of the student ------------------------------------ ID .NO ------------------------ Department ----------------

Course(s) taken Course(s) exempted

S.No Course Course title Credit Grade Course Course title Credit
Number Hours number hours

---------------------------------------- ---------------------------------

Academic commission minute No Dean’s name signature

12. Course(s) Waiver

 Where a peculiar hardship and unique reasons exist, the senate academic
standards review committee mat at the request of the concerned academic
commission, permit a course(s) waiver. Article 97 of the senate legislation.
 Even though a student can not claim as a matter of right to be waived from a
certain course, he/she can request to the academic commission for a course(s)
which is phased out and has no other equivalent course(s)
 Waiver is given for a student who has completed the rest of course required
of him/her.
 The concerned AC commission confirming that the course is a phased out and
has no other equivalent course(s) shall recommend to the senate academic
standards and review committee.
 Final decision will be given by the senate academic standards and review
committee.

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13. Graduation
 For a student to graduate from BDU he/she has to fulfill the following requirements:
 Complete all the courses required for the program he/she is enrolled.
 Should have a grade in all Courses different from an “F”.
 Should meet the minimum CGPA requirement I.e. 2.00
 Recorders will prepare GCR (Graduate Class Report) in its appropriate form for students that
have fulfilled the above requirements and present it to the registrar or authorized body after a
serious counter checking was made with academic advisors and approval of document
verifiers.

BAHIR DAR UNIVERSITY

F/C/I/S………………………….

STUDENTS QUALIFIED FOR GRADUATION

F/C/I/S: Business and Economics YEAR OF STUDY; III

DEPARTMENT: Accounting SEMESTER: I

PROGRAM: Degree ACADEMIC YEAR: 2009/10(2002)

ADMISSION CLASSIFICATION: Regular

S.No Full name of students Sex ID. Credit Credit CGPA Ac.com. Senate Remark
No hours hours Minute decision
required taken No.
1
2
3

Prepared by (Ass.data base name) Checked by (verifier’s name) Approved By (Coll. Registrar)

Signature ……… Signature …………………… Signature ………

Date……………………. Date…………………. Date………………….

 Above is the GCR form used to present students qualified for graduation for approval to the
faculty AC commission and to the senate of the university.
 When there are differences between credit hours required and credit hours taken of a student,
it has to be justified why it is so.
 For an honor list graduated students with CGPA of 3.25-3.74 the word “Distinction” and
with CGPA of 3.75 and above “Great distinction” should be put on the remark column.

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 If there are any deviations from the normal student it has to be stated using keys.

14. Issuance of Documents

 Upon the request of students or during graduation time recorders prepare documents
like:-
 12+1, 12+2, 12+3 etc(only when status is determined)
 Total credits taken
 Student copy
 Official transcript
 Temporary of the temporary
 Diploma/Degree
 Every academic document issued need to be backed by latest grade report.
 Recorders must be aware of different formats that have been used previously to ensure
uniformity between F/C/I/S.
 Except Graduation time (Temporary Diploma/Degree and student copy) all academic
credentials need payments.
 For regular students, resolving cost sharing related issues is prerequisite unless certain
governmental body (organization) took the responsibility.
 Original diploma/Degree has to be prepared for all students whose names are listed in the
GCR.
 When there is a deference between in the number of credit hours taken and the number of
credit hours required while making 12+1, 12+2, & 12+3, the variance will be remarked as
follows:
o Case one if the number of credit hours taken is equal to the required number of
credit hours for specific document there will be no remark.
o Case two if there are 1-20 credit hours additional to the required the difference
will be remarked as he/she is pursuing his/her study as first semester of the next
study year.
o Case three if the surplus credit hour to the required is 20 and more it will be
remarked as he/she has completed first semester and pursuing second semester of
his/her next study year.
 When a student requests the document that could explain as he/she has completed his
study before the university senate approves his/her graduation he/she could be given the
document usually known as (temporary of the temporary)
The sample is attached here with.

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15. Document Verification

 Before the authorized body signs on the issuing document, document verifiers should verify the
eligibility of the student.
 Focus areas
 Make sure whether all registration forms and grade reports are properly filed up to the
time of application.
 Make sure whether the document prepared matches with the file or not.
 Provide technical assistance to recorders whenever necessary.

 Collect statistical information of students in the F/C/I/S

Note: Updating one’s self with new information, bylaws and systems is a manifestation of the
qualities of a worker.

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BAHIR DAR UNIVERSITY

REGISTRAR AND ALUMNI MANAGEMENT DIRECTORATE

SOME ACADEMIC AND REGISTRAR TIPS THAT SHOULD BE KNOWN BY

ALL MEMEBERS OF REGISTRAR

1. GENERAL PROVISION OF ADMISSION (ARTICLE 60):

 Admission to all undergraduate regular programs is processed through Ministry
of Education (MOE).
 Admission to all undergraduate Continuing and distance programs is
processed through the Registrar taking in to account the criteria of MOE.
 Admission to Graduate program will be based on successful completion of
undergraduate studies, meeting the admission criteria and the satisfaction of the
entrance exam qualification set by the respective department.
 Students admitted to any program of the university should register in person.
Registration is conducted at each College/ Faculty/School/ Institute/Academy during the
date announced by the Registrar and Alumni Management Directorate.
 There is usually two days of registration and include other two days with
penalty primarily meant to complete oversights during registration time.
 A student registered at the University in different programs is issued a non- transferable
identification card with a unique and permanent registration number.
 The ID card which is a very valuable document and which requires careful handling, a
means to service and facilities in the University…….the registration number often called
identification number and should appear on in all students documents is required every
time the student requests any university services.
 ID card: -issued for all new students free charge.
-should be renewed in every semester
-should be returned to the registrar when the students discontinuous or
graduates

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2. COSTSHARING ISSUE (ARTICLE 68)

 Every student admitted to regular programs shall fulfill the requirements of the cost
sharing proclamation.

3. TRANSFER CASES (ARTICLE 72)

1. Faculty to Faculty or Department to Department
1.1 Full time program
 If the transfer is interfaculty the head of the department may grant permission.
 Any Department head refusing the permission for transfer should advise the dean in
Writing of the reason for his refusal in order to help the case in appeal times.
 There will not be an interfaculty transfer
 All transfer process should be completed in two weeks following the beginning of the
semester
 The exact time of the transfer shall be fixed by the registrar office.
 Students, after properly advised, shall responsible for all consequences that the transfer entails.
 Faculties or departments shall publicize transfer possibilities within the first week following the
day classes are scheduled to begin.
 Students seeking intrafaculty transfer should have stayed in their department/faculty at
least one semester.
 The transfer allowed in the second semester of the first year of the study.
 REQUEST OF TRANSFER FROM UNIVERSITY TO UNIVERSITY WILL BE TREATED WHEN THE
ACADEMIC VICE PRSENDENTS OF THE UNIRESITIES AGREED EACH OTHER ON THE
GENERAL BASES.
1.2 CONTINUING EDUCATION PROGRAM
Students in Continuing education program (summer, Extension and Distance) may transfer to
regular full time programs upon the approval by the academic counsel concerned provided they
meet the conditions below:

 Applicants may accumulate 75% of the total credit hours for graduation while in
evening/ kiremit programs
 Applicants must have a CGPA of 3.00 or above at the time of application.
 The transfers may take place within the same faculty only. Applicants seeking
transfer one department to other department in the same Faculty should have a
CGPA of 2.75 and above.

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 Applicants who meet these criteria should fill the form prepared by the respective
registrar and submit to the academic department.
 Applicants should submit the form within a maximum of two weeks after the date of
registration in the program.
 The academic departments may accept or reject based on the availability of space,
facilities and competitive academic achievement basis.
 Transferred students from continuing Education program to regular program
should be treated as regular program.
4. PHASE- OUT COURSES (ARTICLE 77)
 Students who have taken and passed phase-out general education courses in the University
System are not required to take new courses upon readmission in to advanced levels.
 Students who have scored “F” in phase-out courses shall be required to remove their
“F” by taking the equivalent courses as determined by the academic counsel of the
Faculty.
 When a course replaces two other courses with varying credits and;
 An ”F” grade is earned in each of such courses, the grade earned in the substitute
course shall replace the “F” in both previous courses or
 An “F” grade is earned in only one of the two courses, both grades go into his transcript
but only the grade earned for the substitute course goes in to the computation of his
CGPA.
5. DURATION OF STUDY AND VALIDITY OF COUSES (ARTICLE 80)

 The maximum length of time may stay in undergraduate regular programs calculated from
the date of initial enrollment shall not exceed six year in case of three year degree
program, eight years in fours degree program, ten years in five years degree
program……etc
 The maximum length of stay permitted in a program shall also be the maximum length of time
for which courses taken in that particular program shall be valid.
 A student who fails to complete his studies before the expiry of the maximum length of
time permitted shall be dismissed from that program.
 A student dismissed as per the provisions of this article may apply for admission in to a different
program and, if granted may request exemption from courses taken in the previous program but
whose validity has not expired.
 A faculty academic counsel may set residency requirements for a given program of study

6. GENERAL PROVISION OF RE-MARKING (ARTICLE 89)

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A student who is aggrieved by he/she had obtained in a course shall have the right to petition for
remarking of his exam paper on the bases of the conditions set here under:
 The petition shall be submitted formally to the department head within two weeks
following the submission of final grades to the Registrar.
 A student can petition for remarking.
 If the remarking results in a grade the one that previously obtained the lower grade shall be
recorded.
7. RE-MARKING PROCDURE (ARTICLE 90)
 Each department have in possession of the standard application form to be filled by
students who petition for re-marking
 Upon the receipt of the petition for re-marking, the head of the department will, after
consulting the instructor of the course, decide on whether or not there exists a basis for
granting request. Where the request is denied the student shall be informed in writing the
reason for denial.
 If the petition concerns the head of the department the senior staff member should act in
his stead.
 After having deciding that a student’s examination paper shall be re-marked, the
department head shall:,
 Obtain the grade distribution scale employed by the instructor
 Obtain the answer sheets or paper written by other students in the section to which the
petitioning student belongs,
 Require the receipt which the student paid for that purpose.
 The head of the department will assign two staffs for re-marking…..
 After the head got the result form the assigned he will sign and submit to the faculty dean and
the dean will sign and sealed and submitted to the registrar.
 The dean shall refund the deposit of the re-marking money paid by the petitioned
student.
 Re-marking policy applies only for written final Examination at the end of the
semester/ academic calendar.
8. MAKE-UP EXAMINATION (ARTICLE 91)
 Make –up Examination shall not be allowed for the purpose of raising grade point
average. However, a student unable to sit for a final examination for the reason
beyond his control such as hospitalization or accident and therefore has an “I” grade
against a course may be allowed sit a make -up examination in the course.
 Any student of such case shall submit a document of reasons not having sat for the
final exam to the department within six weeks after the subsequent semester.
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 When the academic counsel finds the student didn’t have valid reasons for not sitting for final
exam the “I” grade on the student record shall be changed automatically to “F”. GPAS
shall be calculated and the status of the student shall be determined accordingly.
 A student allowed to sit the make-up examination shall apply registered for the
examination at least one month (the date to be announced by the Registrar) before the final
examination on the course is scheduled to be administered.
 A student who has three or more “I” grade in semester and would therefore sit for a
make- up examination shall, irrespective of his/her academic status withdrawn from the
University for academic reasons and apply for make-up exam. No grades shall be calculated and
no academic status shall be determined for such a student the results of the make exam is
known
 A student who has less than three or more “I” grade in semester he/she allowed to take a make-
up exam and continue his /her studies if they are in good academic standing unless withdrawn
for academic reasons and apply for make-up exam.
 The grade earned through the make –up examination shall be used to compute the GPAs of the
student in the semester in which the make –up examination is given.
 The”I” grade should not make the student to extend his study years. If the student likely to
extend his years, he instead will be forced to withdraw and the academic counsel of the faculty
should decide on this.
 A graduating student with an “I” grade shall take the make -up exam if the course is
available, during the final examination period and scheduled for kiremit students.
 An “I” grade not removed with a year shall be converted to “F” grade.
 Make-up examination should be conducted in the next semester within one year after the start
of the semester.

9. ACADEMIC ACHEVIEMENTS (ARTICLE 92)

 At the end of each semester the faculty, pursuant to procedures fixed by its academic
counsel will examine the case of each student who fails to achieve the required academic
standard.
 One semester in regular program is equivalent to two semesters in the continuing
Education program. The academic status of the continuing education program therefore
determined once in two semesters.
 The academic status of part time student is determined for each 15-19 credit hours
taken starting from the first admission date.
 Status case should discuss more on the Modular Curricula!!!!!!!!!!!!!!!!!!!!!

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10. DROP OUT, WITHDRAWING AND CLEARNCE ( ARTICLE 92.6)

Students dropping out or withdrawing from the university must consult their academic
advisors and explain why they wish to drop out or withdraw.
 Students withdrawing from the University for Inadequate Reasons will be denied
readmission.
 Any student who wants to withdraw should complete withdrawal form within eight
weeks after the beginning of the semester.
 The University does not accept readmission request if an applicant has not
withdrawn properly.
 The Student should fulfill the proper clearance procedure at the end of each
academic year or kiremit session or upon graduation or when they withdraw
or drop out.
 No transcripts, degrees, diplomas and Letter of recommendation will be issued to people
who not produce his copy of clearance every time such services are requested.

11. READMISSION (ARTICLE 96)

Subject to the availability of space and facilities, the academic counsel may recommend a student
who drop out or one faculty member who will be in a position to give a full report on any student
under charge …..
 A student who has been dismissed on academic grounds shall be readmitted to the
university but the chance of readmission is only once.
 Readmission is made only to the department to which he was dismissed.
 A Student who is dismissed for academic reasons and who is readmitted shall repeat the
academic year and cover the semester expense ( based on the semester cost sharing
rules/bylaws)
 Any student who drop out or withdrawn from the University without having any academic
record may apply for readmission.
CUT OF GPAs
 A first year student dismissed at the end of the first semester a CGPA not less than 1.25
shall be readmitted….. the student may be allowed to repeat the courses with “D” or
“F” with the consent of academic counsel of the faculty.
 A first year student dismissed at the end of second semester a CGPA not less
than 1.5 shall be readmitted….. the student may be allowed to repeat the courses with “D” or
“F” with the consent of academic counsel of the faculty.

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 Registrar Training Manual- Two-----March 2015

 A second year student dismissed at the end of any semester as well as third year
student dismissed at first semester shall be readmitted a CGPA not less 1.75 may be
readmitted… the student may be allowed to repeat the courses with “D” or “F” with
the consent of academic counsel of the faculty.
 A third year student dismissed at the end of second semester of academic year a
CGPA not less than can be readmitted…. the student may be allowed to repeat the courses with
“D” or “F” with the consent of academic counsel of the faculty.

12. WAIVER (ATRICLE 97)

Where peculiar reason and hardship exist, the senate academic standard and
curriculum review committee may at the request of the concerned academic counsel permit a
waiver of this standard for a particular student. The academic counsel in recommending a waiver of
the standards for a particular student shall provide adequate justifications demonstrating existence of
peculiar hardship and unique reasons.

13. GENERAL REGULATIONS OF RE-EXAMINATION (ARTICLE 99)

A graduating student who has taken all the required courses in the program he is enrolled but
failed to meet graduation requirements may be allowed by the academic counsel of
the faculty sit for re-examination in the courses which he has earned “D” or :F” grades. The
following shall be conditions under which re-examination is granted:

 The courses are those that the student had taken during the last two semesters
of the program,
 The Maximum number of courses shall be two,
 The Maximum grade of re-examination shall be “C”,
 Re-examination shall be administered within four weeks after the commencement of the
subsequent semester,
 A student shall not be allowed to sit re-examinationmore than once,
 A student who fails in his final year Essay or project shall be allowed to re-
register for Essay or Project to have it completed during the subsequent semester.

14. GRADUATION WITH DISTINCTION AND GREAT DISTINCTION (ARTICLE 100)

The following shall constitute the requirements academic distinction upon graduation:

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 A student upon the completion of the requirements for the baccalaureate degree has a CGPA
of 3.75 or better shall graduate with Great Distinction. If his grade point a average is
3.25 to 3.74 he shall graduate with distinction.

GRADUATE STUDIES
1. Credit requirement(Article 123)

 The full time load of the graduate program per a semester is normally 10 to 13 credit
hours.
 The credit requirements of the program shall be determined by the academic
counsel of respected faculty.
2. Duration of study( Article 124)
 The masters program shall normally take two academic years for the completion.
 No candidate with the exception of those with advanced standing status may
anticipate finishing a program in less than one and half years.
 A candidate may allowed to continue for up to maximum of three years if it can be shown that
extension is required by force major and if it recommended by academic counsel every semester
he want to extend.

3. The Grading system (Article 125)

 The examinations are graded on the following latter grading system with corresponding points:
Latter Grade Grade point
A 4.00
B+ 3.50
B 3.00
C+ 2.50 N.B: Thesis Rating….Excellent, Very Good, Good and
C 2.00 Satisfactory!!!!!!!!
D 1.00
F 0.00

 To complete a course program and graduate, a candidate needs to obtain a minimum

CGPA of 3.00.
4. Academic Probation and Dismissal(Article 126)
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 Probation is a discretionary decision to allow candidates failing below required

standards to continue their studies. But since the function of probation is to permit
the academic rehabilitation of the candidates, the decision to permit a candidate to his
study on probation must be based on individual consideration of his cases.
 At the end of the semester the AC shall examine the case of each candidate who failed
to maintain the minimum CGPA requirement of 3.00.
 When a candidate is placed on probation he shall be notified by the Dean of GSP on his
status and what is expected of him by way of academic performance in the future, the
restrictions or requirements stipulated by the probation and the consequence of
failure to meet these conditions.
 Probation is given if the GPA (SGPA) fails below 3.00.
 A first year graduate student is subjected to dismissal without first being put in
probation if his performance fails below 2.50.
 A first year graduate student who achieves a first semester GPA between 2.50
and 3.00 shall be placed on probation by relevant AC and any such student who
placed on probation shall be subjected to dismissal if he fails to achieve a semester GPA
of 3.00 in the next semester.
 A student who had been placed one time on probation shall be dismissed if he
fails to achieve a CGPA of 3.00 in the next semester.
 No candidate subjected to dismissal may expect discretionary probation as matter of
rights.
5. Repeating courses(Article 127)
 Only courses with “C+” or lower may be repeated.
 No course may be repeated more than once.
 Repeated courses shall have grades not exceeding “B”
6. Readmission (Article 128:2)
 A candidate who discontinues their studies in good academic standing and for good
reasons may apply for readmission through the Registrar in the semester they
discontinued.
 A candidate who has been dismissed for academic reasons may apply for
readmission.
 A candidate who withdraws from the GSP without the approval of the concerned
AC shall not be Eligible for readmission.
 Copy of Withdrawal approvals of AC accompanied by the minutes of the meeting of
the AC shall be submitted to the Registrar to grant readmission.

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 Withdrawal with the approval of AC doesn’t imply the automatic readmission when
ever it’s sought.
 A readmitted student shall complete his studies with in the balance of the
maximum three years limit.
7. Transfer from one program to the other (Article 129)
 The graduate student registered in one program may be allowed to transfer to another program
provided the following requirements meet:
 The candidate must have a very good reason for requesting the transfer,
 The candidate must present a document in support of the desired transfer from his
sponsor if he is sponsored student,
 The candidate must have completed not more than one fourth of the program
which originally joined.
 The candidate must satisfy the academic requirement of the program sought,
 Dismissed students may not allowed to transfer,
 The approval of the concerned body like AC must be obtained,
The transfer of the credits shall be determined by the department receiving

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